Summary Report of the Meeting
1. WELCOME AND OPENING OF SESSION
1.1 Dr. Patricio Bernal, Assistant Director General of UNESCO and Executive Secretary, Intergovernmental Oceanographic Commission (IOC), opened the first session of the IOC Intergovernmental Coordination Group for the Indian Ocean Tsunami Warning and Mitigation System (ICG/IOTWS) at 0900 hours on Wednesday 3 August in the Conference Room of the Sheraton Hotel, Perth, Western Australia. In doing so, he welcomed in particular Dr Judy Edwards, Minister of Science, Government of Western Australia, Dr Geoff Love, Director of Meteorology, Australia, and Dr Rob Gates, Department of the Premier and Cabinet, Office of Science and Innovation, Western Australia, and expressed his appreciation to the Governments of Australia and of Western Australia for hosting the meeting, and for providing such excellent facilities and support. Dr Bernal noted that the mechanism for coordinating and providing oversight to an Indian Ocean Tsunami Warning and Mitigation System (IOTWS) was now firmly established, in the form of the Intergovernmental Coordination Group (ICG), and that it was now the job of the ICG, beginning with the present meeting, to move forward quickly in developing the technical plan for the IOTWS and with its implementation.
1.2 Dr Bernal then presented a message from the Director-General of UNESCO, Mr Koichiro Matsuura. Mr Matsuura firstly thanked the Government of Australia for hosting the first ICG session, and also for contributing actively to the development of the IOTWS. He then summarized events since the tragic tsunami event of 26 December 2004, and noted that the present meeting was expected to substantially enhance progress towards the planning of the tsunami detection networks, the identification of national needs, and the coordination of assistance to meet these needs. Mr Matsuura stressed that the future IOTWS would depend on the coordinated efforts of all Indian Ocean countries for the success of the monitoring and detection system, and at the same time with each country implementing its own national center, in particular for the receipt of tsunami monitoring information and advisories and for the dissemination of warnings at the national level. He then emphasized the important role being played by UNESCO, and in particular the IOC, in assisting countries in the Indian Ocean region to enhance the sea level monitoring system, and to develop national capacities to prepare risk assessment plans, to provide adequate national tsunami warning facilities, and to conduct and maintain essential public awareness and preparedness campaigns. Mr Matsuura then thanked the many governments, both within and outside the Indian Ocean region, which had contributed vast resources, enabling UNESCO and its IOC to undertake the important task of establishing the IOTWS. In particular, he reiterated his thanks and gratitude to the Government of Australia for hosting the present meeting and for its support for the establishment of the IOTWS, including for the Secretariat of the ICG, which will be based in Perth in the UNESCO/IOC Regional Programme Office. Mr Matsuura concluded by wishing participants a fruitful meeting and a successful achievement of the common goal of a fully operational IOTWS. The full text of Mr Matsuura’s address is given in Annex I.
1.3 Dr Judy Edwards, Minister of Science, Government of Western Australia, welcomed participants in the meeting to Perth and to Western Australia, and recognized in particular the presence of Dr Bernal and Dr Love. She noted the leading role being played by the IOC in the planning and implementation of the IOTWS, and thanked the Commission for selecting Perth to be the location for the Secretariat for the ICG/IOTWS, as a part of the existing IOC Perth Regional Programme Office, supported jointly by IOC and the Governments of Australia and Western Australia. Dr Edwards underlined the importance which Western Australia placed on the successful implementation of the IOTWS, with its very long and potentially vulnerable coastline facing the Indian Ocean, and she indicated the willingness of her State to contribute to the development and operation of the system. She noted the importance of the present meeting, in beginning the detailed IOTWS planning process, and in assessing needs and requirements of Indian Ocean countries to be able to adequately detect and warn of future tsunami events. Dr Edwards concluded by wishing participants a successful meeting, and offered the ongoing support of the Government of Western Australia to the IOC Perth Regional Programme Office. The full text of Dr Edward’s address in given in Annex I.
1.4 Dr. Geoff Love, Director of Meteorology, Australia, welcomed participants in the meeting to Australia, and expressed the hope that their stay would be enjoyable and useful. He noted that the ICG had an urgent mission, to ensure the future prompt delivery to all countries in the Indian Ocean region of an optimal and sustainable tsunami warning system. To this end, the present meeting should be concerned with the major issues of the sharing of data and information, with the maintenance of infrastructure including communications, with capacity building and with public education. Dr Love recognized that the ICG needed to learn from the existing tsunami warning system in the Pacific, and in particular from the experience and existing facilities and operations of Japan and the USA. At the same time, he noted that the IOTWS was likely to be different to the system in the Pacific, because of the different composition of countries and concerns in the Indian Ocean region, and that eventually the IOTWS might, in turn, provide a model for other parts of the world. Dr Love concluded by wishing participants a productive meeting.
1.5 Dr. Rob Gates, Department of the Premier and Cabinet, Office of Science and Innovation, Government of Western Australia, also welcomed participants to Western Australia. He noted that Western Australia was very much a part of the Indian Ocean, and underlined the important responsibilities and expertise which existed in Perth and in the State as a whole to support and contribute to a successful IOTWS.
1.6 The representative of the Secretary-General of WMO, Dr Dieter Schiessl, expressed the appreciation of WMO at being able to participate in the present meeting. He underlined the existing important work and experience of WMO in the general field of early warning systems for natural hazards, and related public education and awareness, and stressed the willingness of his Organization to fully cooperate with IOC and the ICG in the development and maintenance of the IOTWS, as well as similar systems in other parts of the world. Support which could be provided by WMO and National Meteorological and Hydrological Services (NMHS) included expertise in early warning systems as noted above, the enhancement of the GTS to support IOTWS communications, links to satellite agencies, and input to public awareness and outreach work. Dr Schiessl concluded by wishing participants a successful meeting.
1.7 The representative of the Director, ISDR secretariat, Mr Yuichi Ono, expressed the full support of the ISDR for the present meeting and for the ICG. He noted the work of his Organization to date in supporting the development of tsunami warning systems, including funding the convening of coordination meetings, study tours, and country assessments, and stressed the need to maintain a balanced approach to the development of warning systems and to the whole area of natural disaster preparedness and mitigation. He concluded by wishing participants a successful meeting.
1.8 The list of participants in the meeting is given in Annex II.
2. ORGANIZATION OF THE SESSION
2.1 Adoption of Agenda
2.1.1 The ICG adopted its agenda for the session, which is given in Annex III. It agreed that the order in which agenda items might be dealt with could be modified as required.
2.2 Election of meeting chair
2.2.2 The ICG elected Dr Harsh Gupta (India) as its chair for the duration of its first session. It was agreed that the election of the future chair for the ICG, together with other officers, would be considered under agenda item 2.4.
2.3 The creation of the ICG
2.3.1 The Executive Secretary IOC provided a status report on the activities to date in the development of an IOTWS. Details are given in Annex IV. He also provided background on the establishment of the ICG and outlined its expected role. He noted, in particular, the detailed guidance contained in Resolution IOC XXIII-12 (Paris, June 2005), which established the ICG/IOTWS and provided its terms of reference, as well as the documents adopted at the Paris and Mauritius workshops leading up to this establishment. Dr Bernal noted that the ICG was intended to provide oversight and technical guidance to the Indian Ocean Tsunami Warning and Mitigation System (IOTWS), and ensure the integrity of the system servicing all the nations of the Indian Ocean region, and operating through their concerted action. It was also to provide effective coordination amongst countries, technical and operational planning, and adequate resources, sharing of data and information, promotion of research, implementation of capacity building and other objectives, as stated in the ICG’s terms of reference.
2.3.2 Dr Bernal noted that the plan for the IOTWS would involve three streams – detection and warning; assessment of risk; and preparedness. These must be integrated in the overall system and be fully accountable. He concluded by recalling that the IOC was now providing significant Secretariat support, both in Perth directly for the ICG and at headquarters in Paris, for tsunami warning system development and implementation in general, and that the ICG would eventually need to cooperate and coordinate closely with similar bodies involved with tsunami warning systems in other ocean basins.
2.4 Discussion of procedures for appointment/election of officials of the ICG/IOTWS
2.4.1 The Executive Secretary IOC outlined procedures for the appointment of ICG officers, which would be those contained in the IOC Rules of Procedure relating to the election of officers of the IOC Governing Bodies. The ICG agreed that it would require strong leadership in the coming years, as well as strong support from Member States, and that it should proceed with the election of its officers on the basis of these procedures. It further agreed that it would require a chair and two vice-chairs, to ensure a good geographical balance of officers covering the whole Indian Ocean Region, and that initially these officers would be elected on a country basis. The ICG stressed, however, that the individuals selected by these countries to fill the positions should be made known to, and accepted by, the ICG, at the earliest possible opportunity. Finally, the ICG agreed that its officers should be elected for initial terms of two years, with the possibility of renewal for a further two-year term each.
2.4.2 On this basis the ICG elected by consensus, as its officers, to act in this capacity from the end of the present meeting:
Chair: India
Vice-chairs: Indonesia and Mauritius.
2.4.3 Finally under this agenda item, the ICG stressed the importance of all Indian Ocean Member States designating both their representatives to the ICG, and also their national focal points for receipt of tsunami information and advisories, noting that these should be experts and/or agencies directly involved nationally in the tsunami warning process.
3. BACKGROUND AND REPORTS
3.1 National Reports from Member States and Organizations providing capacity to the IOTWS
3.1.1 The ICG noted with appreciation reports from Member States contributing, or planning to contribute, major system components and technology to the IOTWS, on their commitments and progress to date in establishing their national systems. Such reports were received from Australia, India, Indonesia, Malaysia and Thailand. These reports included, in particular, national plans for observing instrumentation, communications equipment and systems, data systems, and national and local warning centers. The full national reports are given in Annex V. The ICG was further informed of work being undertaken by WMO, in support of the development and implementation of tsunami warning systems in general and of the IOTWS in particular. This report is given in Annex VI.
3.1.2 The ICG expressed its considerable appreciation to these countries and to WMO for the significant work undertaken to date, and for the major contributions which they were making already to the IOTWS. It agreed that these contributions, and others, would form the basis for the detailed discussions in the working groups under agenda items 4 and 5.
3.2 Report from ITSU: progress on Pacific Tsunami Warning Center (PTWC) including Chile, SW Pacific and Caribbean and Mediterranean warning systems
3.2.1 The meeting recalled that an update on the development of tsunami warning systems in other regions, including likely enhancements within ITSU, had been provided in the overview presentation of the Executive Secretary under agenda item 2.3, and recorded in Annex IV (pdf) .
3.3 Interim Report on IOC Assessment Process
3.3.1 Mr Peter Pissierssens, IOC Secretariat, noted that the national assessment project being undertaken in the Indian Ocean region by the IOC Secretariat, in association and with the support of various national agencies as well as other Intergovernmental and Non-governmental Organizations, was expected to be completed by the end of August 2005.
3.3.2 The meeting noted that a consolidated report on these assessments would be available by October 2005, for input to the ongoing work of the technical working groups, and for further detailed consideration by ICG/IOTWS-II in December 2005.
3.4 Global multi-hazards and global coordination
3.4.1 Dr Gary Meyers, representative of the Indian Ocean Panel for Climate, co-sponsored by Indian Ocean GOOS and CLIVAR, presented an overview of the Indian Ocean climate observing plan, which in particular identified existing or potential overlaps and gaps among the different systems as well as synergies with the IOTWS. A summary of the presentation is given in Annex VII . Dr K. Radhakrishnan, Chairman of IOGOOS, also made a brief presentation on the work being undertaken within IOGOOS.
4. DEVELOPMENT OF IOTWS
4.1 The ICG recalled that the IOTWS will be a coordinated network of national systems and capacities, and will be a part of a global network of early warning systems for all ocean-related hazards. Within the IOTWS, each Member State will have the responsibility to issue warnings within their respective territories. Recognizing the unique tectonic plate structure of the Indian Ocean, with primarily two tsunamigenic sources that could affect the coastlines of the Indian Ocean, the ICG agreed that the overall IOTWS would include, in particular:
- contributions by Australia, India, Indonesia, Malaysia and Thailand to detect, analyse and provide timely warning for tsunamis generated along the Indonesian seismic zone and its extensions;
- contributions by India, Iran and Pakistan to cover the Makran source;
- efforts by all countries of the Indian Ocean region to enhance their abilities to receive tsunami advisory information and warnings and issue appropriate warnings within their respective territories on a twenty-four-hours/seven-days-a-week basis.
4.2 The ICG recognized that the objectives of the current session of the ICG were to: identify the present state of progress in developing each component of the detection system; prepare an accurate depiction of the observing networks with coordinates of existing or planned instruments, including details of communication links (observing instruments to centre, centre to centre); develop standards for data representation and dissemination, and documentation of the methods used for processing such data; document the methods for tsunami detection and of the hazard represented by tsunami, including through modelling, forecasting and scenario development; and document progress toward establishing a single, coordinated regional warning system for the entire Indian Ocean basin through the establishment of national inter-operable centres, including the modalities of operation, methods and standards for development and issuance of warnings, and requirements in terms of coordination and operating within a multi-hazard approach. To further the process to achieve these objectives, the ICG agreed on the establishment of technical sessional working groups, to develop technical plans for the IOTWS based on national and international contributions, as follows:
SWG 1: Seismic measurements, data collection, and exchange.
SWG 2: Sea level data collection and exchange, including deep-ocean tsunami detection instruments.
SWG 3: Tsunami hazard identification and characterisation, including modelling, prediction and scenario development.
SWG 4: The establishment of a system of interoperable operational centres.
4.3 It was agreed that SWG 1 and SWG 3 would work in parallel, followed by SWG 2 and SWG 4, again in parallel. The ICG recognized that it was important that this work be developed within the context of the results from the 3-8 March meeting in Paris and, in particular, the discussion of “Development of the Design Plan, Work Plan and Timetable”. In view of the fact that the IOC Assessment process was still underway, it was further agreed that detailed discussion of capacity building activities would be the focus of the second meeting of the ICG/IOTWS.
4.4 The ICG considered that it was important that the working groups should develop a description of the initial (interim) IOTWS and, in the case of interoperable networks and systems, identify a process and way forward for agreeing arrangements for sharing and exchange of information and warnings, consistent with the principles set down in the Terms of Reference for the ICG/IOTWS, the Paris Communiqué and the Mauritius Declaration.
5. WORKING GROUP MEETINGS
5.1 The full reports of the sessional working groups established under agenda item 4 are given in Annex VIII. The ICG approved the reports and recommendations of the working groups.
5.2 The ICG recognized that, although considerable progress had been achieved by the working groups during the current session, much still remained to be done in fully defining the necessary technical specifications of the IOTWS. It therefore agreed that the work should continue during the coming intersessional period, with support as required from the ICG Secretariat, with a view to presenting more detailed reports to ICG/IOTWS-II. Terms of reference and membership of the intersessional working groups are also given in Annex VIII. The ICG welcomed the offer of Japan to participate in and support the work of all the intersessional working groups. The ICG requested the chairs of the working groups to immediately initiate actions as specified in the terms of reference through email correspondence with working group members (with copy to the ICG Secretariat).
6. SECRETARIAT AND OTHER GOVERNANCE ARRANGEMENTS
6.1 The Executive Secretary IOC reviewed the provision of Secretariat support for the ICG, to be provided through the IOC Perth Regional Programme Office as recommended by the 23rd IOC Assembly (Paris, June 2005). He explained in particular the arrangements established with the Government of Australia for providing for this Secretariat and related support to the ICG, noting that this support amounted to AUD 400,000 per year, with the current, signed agreement covering the period 1 July 2005 to 30 June 2009. This support would be used, inter alia, to fund a new, regular IOC Professional Officer staff post in the existing IOC Perth office, to hire one local support staff, and to provide other essential Secretariat support to the work of the ICG. The Executive Secretary further noted that the creation of a tsunami unit in the IOC Secretariat at headquarters in Paris to support the work on tsunami warning systems globally would also be available to support the work of the ICG as necessary. The ICG expressed its appreciation to the Government of Australia for this generous support, and to the IOC Secretariat for its considerable work to date, and ongoing support, for the development and maintenance of an IOTWS. It noted the potential substantial benefits to the IOTWS, to the work of the ICG, and as a capacity building exercise, through the possible secondment of staff from Indian Ocean Member States to work in the ICG Secretariat office in Perth, and urged Member States to support these secondments where possible.
6.2 The Indian delegation highlighted the importance of the Indian Ocean Global Ocean Observing System (IOGOOS) for the work of the ICG. In particular, India proposed using the IOGOOS as a framework for regional aspects of IOTWS, as well as the IOGOOS Secretariat at INCOIS as additional secretariat support for the ICG/IOTWS. India noted that IOGOOS is recognized as a “regional alliance” fully supported by the region for developing GOOS, and had been recognized in a number of fora as a framework for moving towards comprehensive ocean measurement and forecasting in the Indian Ocean, as well as for providing support to the development of an IOTWS. In this context, India recommended that the IOGOOS Secretariat located in India at INCOIS, Hyderabad, could provide necessary additional secretarial support for ICG/IOTWS.
6.3 The ICG recalled the potential benefits to be gained from enhanced coordination and cooperation between the IOTWS and IOGOOS, as addressed under agenda item 3.4. It further noted that all the GOOS Regional Alliances will eventually have to provide an important contribution to multi-hazard warning systems. The ICG recognized the work being undertaken by the IOGOOS Secretariat in coordinating the development of IOGOOS. The ICG noted that the IOC Secretariat, working through its IOC Perth Regional Programme Office with regard to the ICG/IOTWS, would coordinate, as appropriate, with the secretariats of all the GOOS Regional Alliances, including the IOGOOS secretariat in Hyderabad, in further developing synergies between these Regional Alliances and the ICGs for the different tsunami warning systems, in areas of mutual interest such as observing system maintenance and multi-hazard warning systems.
7. PROGRAMME AND BUDGET FOR 2005-2006
7.1 The Executive Secretary outlined the funds available for supporting the ICG during 2005-2006, including those provided by Australia, other extra-budgetary resources, as well as funds available through the IOC Regular Budget. The meeting noted the ongoing requirement of support from participating Member States to sustain the activity, development, implementation and ongoing maintenance of the IOTWS, and urged all Member States to provide such additional support where possible. It further noted that a more complete budget statement relating to the work of the ICG would be considered at ICG-II.
7.2 In order to assist the Secretariat to support the needs of IOTWS, the IOC will establish administrative arrangements under the IOC special account to receive voluntary contributions to a “trust fund” on training and another to facilitate the participation of regional countries in meetings of the ICG. The ICG, supported by its Secretariat, will develop a priority of training needs for the IOTWS, and this will be included on the agenda for the second ICG.
7.3 The IOC Secretariat will coordinate with donors in the lead up to ICG-II.
8. NEXT MEETING
8.1 Confirmation of date and place of next meeting
8.1.1 The ICG accepted the kind offer of India to host the second session of the Group in Hyderabad, India, in the first half of December 2005. It recalled that a workshop was also planned to take place in conjunction with this session. It therefore agreed that the workshop would take place on 12-13 December 2005, with the second session of the ICG to be held 14-16 December 2005.
8.2 Confirmation of target date for ICG/IOTWS-III
8.2.1 The ICG welcomed the kind offer of Indonesia to host ICG/IOTWS-III in Bali, Indonesia, in late June or July 2006
9. OTHER BUSINESS
9.1 No other issues were raised during the session.
10. ADOPTION OF THE SUMMARY REPORT AND RECOMMENDATIONS
10.1 The ICG reviewed and adopted the summary report and recommendations of its deliberations.
11. CLOSE OF MEETING
11.1 In closing the meeting, the chairman, Dr Harsh Gupta, expressed his appreciation to all participants for their input and enthusiasm, which had contributed to the success of the meeting and to the substantial progress that had already been made towards the establishment of the IOTWS. He informed the meeting that on behalf of India, Dr P. S. Goel, Secretary of the Department of Ocean Development, will act as Chairman of the ICG. He then wished the working groups a productive intersessional period, and looked forward to welcoming all participants to the second session in Hyderabad in December 2005.
11.2 On behalf of all participants, Mr S.N. Sok Appadu (Mauritius) offered particular thanks to the chair for his tireless work towards the establishment of the IOTWS in general, and for his very efficient and effective conduct of the present meeting in particular, which had greatly facilitated the work of the ICG. Mr Sok Appadu also expressed his sincere appreciation to the Government of Australia, and in particular the Bureau of Meteorology and the local secretariat, for hosting the meeting and for the very efficient and friendly way in which they had undertaken the management of participant support and other coordination and local support arrangements, especially at such short notice, which had not only contributed to the success of the meeting, but also made the stay of participants in Perth very agreeable one.
11.3 Mr Sok Appadu informed the session that the Government of Mauritius had designated Mr S.C. Seeballuck, Secretary for Home Affairs, as Vice-Chairman of the ICG.
11.4 Mr Jan Sopalahekuwan from Indonesia informed the meeting that he would act as Vice-Chairman for the ICG on behalf of Indonesia.
11.5 Speaking on behalf of the Australian delegation, Mr Robert Owen-Jones also offered his appreciation to the chair for his highly effective and stimulating conduct of the meeting, which had contributed substantially to its success. He then thanked IOC/UNESCO, and in particular the Executive Secretary, Dr Patricio Bernal and his staff, for their substantial support for the establishment of the IOTWS, for their support to Australia in hosting this first session of the ICG, and also for having chosen to work through the IOC Perth Regional Programme Office to provide the necessary ongoing Secretariat support for the ICG/IOTWS.
11.6 The Executive Secretary IOC, Dr Patricio Bernal, expressed his appreciation, on behalf of the Director-General of UNESCO, Mr Koichiro Matsuura, as well of the IOC specifically, to the Government of Australia, for its ongoing very generous support for the IOC Perth Regional Programme Office, and in particular for the new funding support provided, to allow for the expansion of the Office to provide the Secretariat support required by the ICG/IOTWS. He also thanked the Australian Bureau of Meteorology for hosting and supporting the present meeting so effectively, and particularly thanked the local secretariat staff, including the Bureau’s Regional Director for Western Australia, Mr Gary Foley and his staff, Ms Val Jemmeson, and Ms Susie Wilhelm, for their tireless efforts in support of the meeting and of the participants. Dr Bernal concluded by also thanking the chair, Dr Harsh Gupta, both for his very able conduct of the present meeting, and for his many years of active engagement with and support of IOC and its programmes in general.
11.7 The first session of the ICG/IOTWS closed at 1545 hours on Friday 5 August 2005.
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