1st
FOCAL POINT MEETING
23RD -24TH AUGUST
2007-
RECORD
OF DISCUSSIONS
The
very first meeting of Focal Points of the Member Civil Aviation Administrations
of the COSCAP-South Asia, after their designation was held on 23rd
– 24th August 2007 at the Civil Aviation Authority Training Academy,
Sirimavo Bandaranike Hotel Management School, No. 68, Galle Road, Colombo
03, Sri Lanka. The list of participants at the meeting is given in
Attachment-1.
At
the outset, Mr. Chandrasena Nimalsiri, Regional Programme Coordinator welcomed
the participants on behalf of the
Mr.
Dissanayake in his speech said that it was yet another milestone in the annuls
of the history of COSCAP-SA to have been able to appoint Focal Points for the
internal coordination of matters within the respective civil aviation
administrations and necessary liaison with the COSCAP-South Asia, in regard to
the activities performed by the Programme. He said that
At
the invitation of the Regional Programme Coordinator (RPC), the meeting reviewed
the tentative agenda and the Programme of the Meeting and approved same without
any variation. The Agenda and the Programme of the Meeting is given in the
Attachment
– 2.
Summary
of the discussions taken place under each agenda item is given under.
1.
Institutional Arrangements
a.
Endorsement of the MoU for the Phase III
of the COSCAP-SA
RPC informed the meeting that signatures
of CAA-Bangladesh, DCA-Bhutan, CAD-Maldives and CAA-Pakistan have already been
placed for the MoU for Phase III of COSCAP-SA.
Focal Points (FP) –
They were hopeful that they would be able
to complete this task by the beginning of November before the next Steering
Committee Meeting. They agreed to pursue the matter in close liaison with the respective
Steering Committee Member.
b.
Review of Programme Document for Phase
III
RPC informed the meeting
that in addition to the MoU for Phase III which sets out the modus operandi
of the Programme, the Member States are required to examine the Programme
Document (Attachment-3) which sets out the nature and scope of tasks
that will be performed by the Programme during its third phase and endorse
the contents thereof, in acceptance. Hence it is very vital that each
RPC stated that COSCAP-SA office would
prepare programmes of activities to give effect to the contents in the
Programme Document during the implementation phase and any deviations from the approved
Programme Document will be difficult to meet the requirements of individual Member
States, unless such deviations are receives prior approval from the Steering
Committee. The Focal Points were requested to inform the respective Steering
Committee Member that their inputs or comments regarding this document should
reach COSCAP-SA office by 30th September 2007.
c.
State Annual Contributions
RPC presented a table containing level of
contributions made by Member States during the second phase (2002-2007) as
against the contributions that have been apportioned amongst them in the
Programme Document – Phase II. It was noted that CAD-Maldives, CAA –
It was the general opinion
of the FP that it is high time to review the basis for the apportionment of
contributions amongst States. They requested the RPC to explain the criteria
presently being used for the calculation of the contributions. RPC provided
them with a copy of the Steering Committee Resolutions taken at the 2nd
and 4th SCM in connection with this matter, for their information
(copy attached as Attachment -4).
d.
Updating essential data / information
relating to key Staff in CAAs
RPC highlighted the
need to having with COSCAP-SA a list of senior officials attached to each
Member Civil Aviation Administration who are responsible for Personnel Licensing,
Operations, Airworthiness, Aerodromes, Air Traffic Services, Aircraft Accident
& Incident Investigations and Aviation Security for expeditious coordination
of matter with the relevant officials connected with the relevant subjects,
in addition to keeping the respective Steering Committee Member and Focal
Point in the picture. In regard to Aircraft Accident & Incident Investigations,
it is the officer who is responsible for the management data and records of
the accident and incident investigation unit of the civil aviation administration
who is of interest to the COSCAP-SA and not the person responsible for conduct
of such investigation. The Focal Points were provided with a table (Attachment -5)
to supply the required information as early as possible.
It was also pointed out that sharing of
information amongst relating to the Organizational Structures and Staff salary
scales in CA administration of the Participating States would help States which
are presently faced with difficulties in convincing their respective
Governments of the need to offer higher salary scales for CA staff, to
draw parallels in support of their
endeavors.
e.
TOR for State Focal Points
The RPC explained the
objectives behind the idea of appointing Focal Points. The objective in the
main is to improve efficiency and productivity of the Programme by improving
communication and coordination amongst parties involved. For this purpose,
there are specific tasks and functions expected from each Focal Point to be
performed. The meeting reviewed the draft Terms of Reference (Attachment
-6) prepared and tabled by the RPC and recommended same to
be considered by the Steering Committee Members.
f.
Honorarium to State Focal Points
RPC explained to the meeting the
objective of making a payment to the Focal Points. COSCAP-SA is largely funded
by the Member States and hence all arrangements should be made to make optimum
use of it avoiding any waste. A considerable amount of COSCAP-SA resources
(mainly the time) is wasted due to poor communications between
Nevertheless, Focal Points who expressed
their willingness to perform their obligations as reflected in the Terms of
Reference without additional emoluments wished to remain non-committal to the
proposal and leave the matter at the hands of Steering Committee Members for a
fair decision.
2.
National Aviation Safety Teams
a.
Establishment
Every FP confirmed establishment of
National Aviation Safety Teams in their respective States.
b.
Draft TOR for NAST
Every FP confirmed setting up of their
National Aviation Safety Teams in accordance with the General Terms of
Reference provided by COSCAP-SA with a few alternations.
c.
Modus of Operandi
Although all States have established
NAST, except in
d.
Participation of COSCAP-SA experts and
Focal Points in NAST
It was recommended to arrange meetings of
NAST to the extent that is feasible to coincide with the Regional Experts
missions to respective States. It was also requested that the COSCAP-SA Focal
Point and SARAST Nominated Team Leader be made permanent members of the NAST
and to include COSCAP-SA in the mailing list of minutes of NAST meetings.
3.
USOAP Audits
a.
Preparation for USOAP Audits with
COSCAP-SA Assistance
RPC said that in the allocation of
resources the COSCAP-SA would assign highest priority to assist States for
preparation of the IUSOAP audits as local implementations and strict compliance
with SARPs are the basic tenets of State’s eligibility for the unimpeded
participation in international civil aviation. Preparation for IUSOAP Audit is
a time consuming matter and hence unless States take required steps in time,
they will not be able to face the IUSOAP satisfactorily. It would be depressing
to have adverse findings at the IUSOAP when the States have an extended arm of
assistance from COSCAP-South Asia
It was observed that it is only
The meeting felt the need to have a
proper training programme to train the National Coordinators for IUSOAP and
COSCAP-SA was requested to organize a training course at least at one location
in the regions for National Coordinators and others whom the States may
nominate.
It was also requested that when Regional
Experts conducts their missions, attention should be made to educate the
respective national counterparts in complying with the IUSOAP audit protocols
in the relevant subject area.
b.
Disclosure of the USOAP Audit Reports and
Action Plans to COSCAP-SA experts
RPC mentioned that Staff attached to the
COSCAP-SA are international civil servants serving the seven Member States and
therefore the States may share their level of compliance with them without any
fear or hesitation as they are bound to maintain the confidentiality of such
information. In order to give additional comfort and confidence to Member
States in this regard, the COSCAP-SA would propose an amendment to the Special
Service Agreement that Regional Experts have signed with ICAO, confirming their
obligations to maintain the confidentiality of any information that may come to
their knowledge through the working with Member States and not to make use of
such information for any other purpose inconsistent with the objective of
promoting aviation safety and safety oversight capabilities of the State
concerned. RPC also mentioned that prior knowledge about the State’s position
at the IUSOAP audit will help Regional Experts of COSCAP-SA to draw up their
country specific technical missions to focus more about deficient areas with a
view to eliminating them. FPs agreed to seek instructions from their respective
Steering Committee Members and respond accordingly
c.
Follow-up actions as stated in the Action
Plan
RPC mentioned the importance of sharing
with the COSCAP-SA, the State’s Action Plan filed with ICAO and ICAO response
to the Action Plan, in order to develop a Technical Assistance missions and
other activities to help States to fulfill their plans and achieve their
objectives and targets. FPs agreed to seek instructions from their respective
Steering Committee Members and respond accordingly.
4.
Country Specific Assistance with National
Experts in the COSCAP-SA maintained Roster (Regional Experts – Home based)
a.
Updating the COSCAP-SA Regional
Experts (Home Based)
RPC mentioned that pursuant to a Steering
Committee Resolution, COSCAP-SA devised a mechanism to maintain a Roster of
Aviation Professionals in the Member States who will be identified as Regional
Experts (Home Based) and the list of experts nominated by the States are
published in the COSCAP-SA website, However, it is observed that the list has
not been updated since initial publication.
The meeting discussed this matter in
detail and agreed to update the list as soon as possible but not later than 31st
December 2007. It was highlighted that the respective Steering Committee Member
where the candidates for Regional Experts – Home Base are domiciled has to play
a significant role in the securitization and short listing of potential
candidates in accordance with the procedures which are already in place, before
their names are submitted to COSCAP-South Asia office for further action. It is
vital that the personnel listed under Regional Experts – Home Base are in
actual fact competent personnel in the respective field so that the potential
recipients of their services can indeed depend on their professional acumen, in
case they are hired through this system.
b.
Making more use of Regional Experts for
country specific assistance
RPC mentioned that MoU for Phase III of
the COSCAP-South Asia provides for two major types of assistance to
Participating States viz. “core services”
which are to be achieved through undertaking tasks for the common benefit of
all COSCAP - SA Members and “services on
request” which are to be achieved through undertaking tasks for the benefit
of Members or groups of Members. A properly developed and frequently updated
Roster of Regional Experts – Home Base, would be very useful for Participating
States in arranging Services on Request, in particular.
5.
COSCAP-SA Website
a.
Updating the Structure and Format
RPC informed that due to service
difficulties that exist with the present ISP who is based in
b.
Displaying essential information
RPC mentioned that compared to the world’s
total population, 23 % of mankind is inhabited in the Member States of
COSCAP-SA and that itself speaks the need for donor agencies to pay a greater
attention to the activities of COSCAP-SA. There are other vital statistics
which are also considered relevant and important for outside agencies to get an
idea about the shape and size of the aviation activities in the region to
allure them to consider seriously and get involve in activities of COSCAP-South
Asia. FPs were requested to supply information sought in the Attachment – 7
c.
Publishing of all COSCAP-SA guidance
material / manuals
RPC informed the meeting that action will
be taken to publish all the literature that COSCAP-SA has produced including
Steering Committee Resolutions, Recommendations for SARAST Safety Enhancements,
Training Materials, all COSCAP-SA sponsored guidance materials and Manual etc,
in the COSCAP-SA website for ready reference of the Participating States.
d.
Publishing of all general and country
specific reports whilst protecting confidentiality
RPC informed the meeting that arrangement
has been made with the new ISP for provision of separate web space for listing
of country specific information with an inbuilt security system controlled by
passwords for each Participating States. Further details on this matter would
be made available to States in time to come.
6.
17th Meeting of the SCM in
a.
Preparation of Agenda and Programme
RPC informed the meeting that
DGCA-Pakistan who is also the Chairman of COSCAP-SA is busy with making
necessary preparations for the 17th meeting of Steering Committee
Members to be held in Islamabad from 05th – 08th November
2007. Invitation letters have already been posted by DGCA-Pakistan in this
regard and one of the prime objectives of the FP meeting, is to discuss as to
the topics that should be included in the Agenda and preparation of the Work
Programme. However, as the FP are new to the system, they may not be able to
much work in this regard this time but from the next meeting onwards, FP have
to play a significant role in this respect. The success of the COSCAP-SA is
primarily dependent on the manner as to how its work is planned, implemented
and monitored and therefore FPs being senior officials in the respective civil
aviation administrations have to assist SC members to play their role at the SC
meeting. The meeting felt the absence of the FP – CAA Pakistan at the meeting
to be a serious loss for exchange of views in this regard.
b.
Working Papers
RPC informed the meeting
the action would be taken to circulate all the Discussion Papers amongst the
Participating States at least 15 days prior to the meeting, together with
the Agenda and Programme in liaison with the Chairman, COSCAP-South Asia
c.
List of invitees
RPC circulated a list
of invitees (Attachment-8) for the proposed 17th Steering Committee
meeting for the information of the FPs and invited them to point out inadvertent
dropouts, if any or suggest potential donors whose participation would be
beneficial to the Programme. It was suggested that Aircraft Engine Manufacturing
Companies whose Engines are cheaply used in the region and officials of ACI
be also invited for the meeting. The RPC agreed to refer this matter for the
consideration of the Chairman, COSCAP-SA.
7.
Requirements / Expectations of the States
a.
Short term / Mid term / Long Term
The meeting was informed that Short Terms
requirements mean the work to be done within the remainder months of this year
under the Phase-II and all requirements that come under Mid terms and Long
terms should be planned under the Phase- III with the commencement of Phase III
effective 01st January 2008. The meeting was also informed that
COSCAP-SA has not got feedback from all States in regard to the information
sought about three months back regarding their requirements. Some States have
forwarded their requirements / expectations which stand beyond the mandate
given to the COSCAP-SA in terms of Programme Document for Phase – II.
Taking into account
all these factors the COSCAP-SA has revised its In-country Technical Assistance
Programme by Regional Experts for 2007 (Attachment-9).
This will be forwarded to the respective Steering Committee Members together
with a suggestion of possible areas of assistance that can be provided to
the States, for their concurrence. It is expected to complete this task by
15th September 2007 and States are requested to respond on or before
30th September 2007.
b.
Identification of Areas of Training
The meeting discussed this matter in
detail and it was observed that during the Phase-I and Phase-II of the
Programme, a considerable number of training courses have been offered to all
States covering almost all important areas concerning aviation safety.
The meeting observed the necessity of
having regular training programmes on core subjects concerning safety oversight
and preferred such courses are conducted in each State in view of the necessity
of letting more participation at least cost.
It was also pointed out that there are
Civil Aviation Training Centres (CATC) in majority of Participating Countries
and capacity should be built in these CATC to conduct training courses relating
to safety oversight matters so that the Region would have necessary potential
to produce trained personnel to perform regulatory and safety oversight
functions. The RPC agreed to develop a Discussion Paper based on the inputs
given by the Committee and submit same for the consideration of the Steering Committee
Meeting at its next sitting.
The meeting also noted that COSCAP-SA is
presently confined only to provide theoretical training and On-the Job training
which is an integral part of training to produce a competent inspector to
perform a defined task on its own is yet lacking. Consequently, the Civil
Aviation Administrations yet do not have a means of established mechanism to
placing confidence on new inspectors to delegate some safety oversight
functions to be performed independently. Taking into account the points
surfaced during the discussion, RPC
agreed to present a Discussion Paper on this subject for the consideration of
the Steering Committee at its next sitting.
c.
Identification of Areas for development
of guidance material
The meeting noted that new SARPs and PANS
introduced by ICAO should be good premises for Participating States to start harmonizing
rules, regulations and operating procedures amongst Participating States, as
all States can get together with open mind without the trouble of sorting out
existing differences in the respective internal systems.
8.
SARAST
a.
Establishment of sub group for
Airworthiness Matters
RPC stated that consequent to a decision
taken at the 9th SCM held in 2002, COSCAP-SA has been able to
establish SARAST with a view to playing an active part in the global effort to
reduce accidents, in consonance with ICAO GASP. As per the decision, the Team
was to be initially comprised of one flight operations representative and one
airworthiness representative from each participating regulatory authority.
However in consideration of the emphasis
that prevailed upon operations-related accident precursors, the SARAST has been
functioning only with operational representatives (flight operations and air
traffic services) from each regulatory authority and it is high time for the
COSCAP-SA to consider the need to include Airworthiness personnel also in the
SARAST or to have a separate sub group comprising airworthiness personnel to
address, airworthiness and MRO related matters. With old aircraft being phased
out in the western countries due to environmental issues, problems associated
with ageing etc. and also due to comparatively chief[s1] aircraft built in CIS, the region has to
face an acute problem with the requests from operators to register such
aircraft. The individual civil aviation authorities alone may not have
necessary strength to address these issues and recommendations from expert
teams in this regard would be a good solution and support.
RPC stated that a Discussion Paper on
this subject would be presented at the next Steering Committee Meeting and he
invited the FPs to advise the Steering Committee Member on this matter having
consulted the respective airworthiness staff in their administrations.
b.
Implementation of SARAST recommendations
RPC stated that the enthusiasm and
attention paid by Participating States for the effective local implementation
of the SARAST safety enhancement
initiatives has become one of the primary yardsticks for the Donor Community
to ascertain the efficacy of the COSCAP and for further support its initiatives
as they are directly linked with the primary objectives of the programme for
enhancement of aviation safety through a cooperative arrangement. Hence Civil
Aviation Administrations need to pay a special attention in this regard. He
also stated that COSCAP-SA would soon be implementing a more transparent method
of recording and reporting, each State’s compliance with these SE
recommendations which will clearly reflect the position of a particular State
in regard to their local implementations. Hence FPs were advised to inform the
relevant staff to take early action to avoid embarrassments when such report is
released. He also stated that one of the primary tasks of Regional Experts
during their in-country technical missions would be to examine the degree of
compliance as a cross verification and to provide technical assistance, if
needed, for their implementations.
c.
Performance based reporting on
Implementation of SEs of SARAST
Explained under item 8. b, above
9.
Use of SMIS of
The FPs had the opportunity to see a
presentation made by Civil Aviation Authority of Sri Lanka in regard to the
benefits associated with the SMIS software package developed by the
RPC informed the meeting
that in response to a query made by him the Civil Aviation Safety Administration
(CASA) of
As per the presentations made by CAA –
RPC agreed to present a Discussion Paper
to the next Steering Committee based on this subject for a decision.
10.
Use of ECCAIRS Reporting System
RPC informed the meeting
that ECCAIRS Reporting System developed by EC is very useful for the States
to gather, share and process data relating accidents and incidents in aviation
and it would be a vital tool for the successful implementation of the SMS
in the region. He mentioned that ICAO has extended their support for this
office and Regional Office has sent a letter to the States (Attachment -11) inviting them
to make use of this package. He requested the FPs to kindly respond to this
letter with copy to the COSCAP-SA so that RO in conjunction with COSCAPs can
organize required training to enable early implementation of this system in
the region. RPC agreed to present a Discussion Paper to the next Steering
Committee meeting on this subject.
11.
Creation of Awareness
a.
Briefing of COSCAP-SA achievements at
international forums
RPC stated that as per the present trends
COSCAP-South Asia will have to be totally funded by Participating States unless
certain measures are taken to obtain donor funding and assistance. One of the
effective means of drawing the attention of potential donors is to make use of
international forums such as DGCA conference of Asia Pacific Regions and ICAO
Assembly Sessions etc by briefly explaining the activities being undertaken by
COSCAP-SA and its benefits to the member States. FPs were requested to kindly
brief their Steering Committee Members about this need and take appropriate
steps accordingly.
b.
Printing posters on selected Safety items
Although COSCAP-SA has become popular
amongst member States, the public has little awareness of its existence and
activities. Hence it was suggested to print a few posters on different selected
safety initiative with the COSCAP-logo and motto so that it will start
receiving the attention of the members of the public. RPC stated that there
will be a Discussion Paper submitted to the Steering Committee on this subject.
c.
Development of Screen Savers on COSCAP
Safety Enhancement Initiatives.
A computer is a commonplace at every
workplace now a days and COSCAP-South Asia may also examine development of
Screen Savers using commonly available software packages for free distribution
amongst airlines and travel agents promoting some of the Safety Enhancement
initiatives which need to be passed down to the industry partners. RPC mentioned
that this also be included in the DP mentioned under 11.b.
d.
Providing links to COSCAP-SA website on
CAA websites and v.v.
RPC requested all FPs to kindly help get
a link from their administration’s website so that usage of COSCAP-South Asia
website will be improved. COSCAP-SA would also reciprocate the same and RPC
requested States which have not developed a website to do soon using facilities
which are now available at very competitive prices.
12.
Briefing by Regional Experts on their
missions
a.
Airworthiness
Mr.
Pawan Kumar, Regional Airworthiness Expert briefed the FPs on certain salient
features which had come across during his mission to States. He said that those
have been described in detail in his mission reports and requested FPs to kindly
bring to the notice of relevant staff for necessary follow up actions.
b.
Aerodrome Certification and Safety
Dr. Punya Raj Shakya, Regional Aerodromes
Certification Safety Expert briefed the FPs on certain salient features which
had come across during his mission to States. He said that those have been
described in detail in his mission reports and requested FPs to kindly bring to
the notice of relevant staff for necessary follow up actions.
c.
Flight Operations
Capt. Salahuddin Rahmatullah, Regional Flight
Operations Expert briefed the FPs on certain salient features which had come
across during his mission to States. He said that those have been described in
detail in his mission reports and requested FPs to kindly bring to the notice
of relevant staff for necessary follow up actions.
13.
Any other matter
RPC brought to the notice of the FPs the
difficulties faced by the COSCAP-SA due to request for either rescheduling or
postponing of planned in-country technical missions by the Regional Experts to Participating
States. He explained the intricacies associated even with a slight change in
the schedule as such schedules are complexly integrated. Hence he appealed to
all FPs to kindly liaise with the relevant staff attached to their
administration and facilitate in-country technical missions as planned by
COSCAP-SA unless it is a very serious reason to suggest a deviation.
Also he mentioned that a considerable
amount of Regional Expert’s time has to be wasted for organization of airline
tickets and visa prior to undertaking a mission to a State. If the respective
administrations pay higher attention and attend to these matter with sufficient
lead time, these difficulties could be minimized. In concluding the
deliberations of meeting, RPC thanked all those who attended the meeting for
their active participations in the discussions. He also thanked CAA-Sri Lanka
for offering facilities at the CAATA for the conduct of the meeting.
-- 0 --
Enclosure :
Attachment -1 : List
of Participants
Attachment -2 : Agenda
& Programme of the Meeting
Attachment -3 : COSCAP-SA
Programme Document – Phase III
Attachment -4 : SCM
Resolutions at 2nd & 4th Meeting regarding Cost
Sharing Formula
Attachment -5 : Senior
Staff List attached to CA administrations in COSCAP-SA
Attachment -6 : Draft
Terms of Reference for Focal Points
Attachment -7 : Essential
Information sought from CA administrations in COSCAP-SA
Attachment -8 : List
of Invitees for the 17th Steering Committee Members
Attachment -9 : Technical
Assistance Programme -2007
Attachment -10 : A copy of letter from
Attachment -11 : Letter by Regional Director to Member States in the Asia Pacific Regiona
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