Background

The Inter-American Committee on Ports (CIP) of the Organization of American States (OAS) has Technical Advisory Groups (TAGs), which can include representatives of the private sector. The CIP, in its first meeting in October 1999, approved the creation of three TAGs: 1) Port Operations, Chaired by Mexico and also including Bolivia, Chile, Costa Rica, Jamaica, Mexico, Peru, Santa Lucia, Suriname, the United States, and Uruguay; 2) Port Security, Chaired by the United States and also including Argentina, Barbados, Colombia, Canada, Chile, Guatemala, Jamaica, Mexico, Peru, and Uruguay; and 3) Navigation Safety and Environmental Protection, Chaired by Argentina and also including Brazil, Chile, Mexico, Panama, and the United States. These three TAGs are required to start their activities in the year 2000. However, before TAGs start activities, there are operational and technical issues that should be coordinated and harmonized in order to ease the start-up of the TAGs. Due to these facts, the Chairs of the three TAGs, anticipated a meeting of coordination.

The Coordination Meeting of the Technical Advisory Groups (TAGs) was held in the Convention Room of the Academia de Tennis Resort in Brasilia, Brazil from August 14 to 16, 2000.

The agenda was:

1. Regulatory framework of the Technical Advisory Groups (TAGs). The established TAGs. Their members. Chair functions.
2. Theoretical-conceptual framework of each TAG. Collective and individual strategies for the development of their work.
3. Operative framework of each TAG. Criteria for the start up of the TAGs. Establishment of the chair's office. Convocation. Members (principal representatives and associated members). Vice - Chair election. The Secretariat. Budget and associated members fees.
4. Calendar of TAGs meetings for years 2000 and 2001.
5. TAGs' promotion.
6. Evaluation of the activities of the TAGs.
7. Other matters.

IV. MEETING PARTICIPANTS

The following member countries of the Board participate in the Coordination Meeting among the Technical Advisory Groups (TAGs): Argentina, Barbados, Bolivia, Brazil, Chile, Colombia, Costa Rica, Dominican Republic, Guatemala, Mexico, Paraguay, Suriname, the United States, and Uruguay. The list of participants is attached as Annex A to this report.

V. DOCUMENTS

The list of meeting documents is attached as Annex B to this report.

VI. PROCEEDINGS

At the Coordination Meeting, an Inaugural Session, three Working Sessions, and a Closing Session were held.

Inaugural Session

The Inaugural Session was held at 9:00 a.m. on August the 15th, 2000. Mr. Carlos Alberto Wenderley, Chair-Director of the Brazilian Planning Transport Company (GEIPOT), opened the session. Mr. Wenderly stressed the need that the meeting has to accomplish the conclusions that will help to speed-up the process of port modernization in the member countries.

Mr. Carlos M. Gallegos, the CIP Secretary, emphasized the importance of the private sector as advisors of the TAGs. He said that one of the main purpose of the meeting, was to define the guidelines and rules to integrate the private sector as advisors of the TAGs and the CIP.

Next, the Chair of the Executive Board and Principal Representative of Argentina, Mr. Daniel Levy, expressed his gratitude to the Government of Brazil for its kind invitation to host this meeting. At the same time, he pointed out the importance of having an exchange of ideas to find the best way to implement the TAGs.

In addition, Mr. Alderico Jefferson da Silva, Executive Secretariat of the Transportation Ministry of Brazil, in the name of the Government welcomed to the Delegates, and wished them every success in their work.

First Working Session

After the Inaugural Session, which was chaired by Mr. Daniel Levy, Chair of the Executive Board, the followings agenda items were discussed:

1) Regulatory framework of the Technical Advisory Groups (TAGs). The established TAGs. Their members. Chair functions. The CIP Secretary gave a detailed explanation of the regulatory framework of the TAGs analyzing Articles 68 to 70 of the Rules of Procedures of the CIP. Also, he presented an organizational chart showing the relationship among the TAGs, Executive Board and CIP. After this presentation, some of the delegates asked clarifying questions such as: ways to join the established TAGs, terms, profile of the Associates Members, dues, and others. All of the questions were answered, making clear the rules that guide the TAGs.

2) Theoretical-conceptual framework of each TAG. Collective and individual strategies for the development of their work. The CIP Secretary presented a document by the CIP Secretariat, "Technical Advisory Groups" (Annex C) which compiles all of the information about each one of the TAGs (Port Operations, Port Security, and Navigation Safety and Environmental Protection). The information details each TAG's Chair, members, objectives and functions. This point of the agenda was to understand clearly the importance of each of TAGs in their functional areas. As before, the questions of the delegates were answered.

The Delegate of Colombia proposed that each office of the TAG (Argentina, Mexico, and the United States) prepare documents that explains its own TAG and contains more detailed information than the one prepared for the Secretariat. These documents could be used to promote the TAGs in the Hemisphere; these documents must be in English and Spanish and be distributed among the member countries of each TAG as well as the potential Associate Members as soon as possible. The Chair approved the suggestion.

Second Working Session

This session was held the afternoon of August 15, 2000. The following items in the agenda were discussed:

3) Operative framework of each TAG. Criteria for the start up of the TAGs. Establishment of the chair's office. Convocation. Members (principal representatives and associated members). Vice - Chair election. The Secretariat. Budget and associated members fees. The CIP Secretary distributed two documents: Who could become an Associate Members in a TAG? (Annex D), and Annual Budget of a TAG (Annex E). He explained the content of each document. Then, the Chair of the meeting asked the Chairs of the TAGs to make a short presentation about the different operational aspects that have been done to start-up their respective TAG.

The Delegate of Mexico and Chair of the TAG on Port Operations, made a brief presentation of three documents. These documents were prepared for that Delegation and contain a series of backgrounds, ideas, and guidelines about the work of the TAGs. These documents are as follows: Lineamientos para el funcionamiento del CTCOP (Annex F), Temas de trabajo de los Subcomités del CTCOP (Annex G), and the Informe que rinde Mexico con relación al CTC de Operaciones Portuarias (CTCOP) (Annex H). In addition, he mentioned that there are advanced conversations with potential Associate Members and that he is considering holding the first meeting of this TAG in October 2000, in Mexico, to coincide with the American Association of Port Authorities (AAPA) meeting.

Next, the Delegate of the United States and Chair of the TAG on Port Security made a presentation of the actions that are in process to the start up of her TAG. She pointed out that in February of this year, she sent out surveys to the delegates of the member countries of that TAG and had received one reply. For this reason, she asked each of the member countries to summit the information (name of the delegate, who is going to be the representative to her TAG, and a list of potential associate members). At the same time, she indicated that she is in contact with potential Associate Members, such as the Maritime Security Council (MSC) of her country, and that she is planning to hold a coordination meeting with the MSC in Florida in the Fall 2001. Finally, she presented a document with guidelines for the design of a marketing strategy to promote all TAGs (Annex I).

The Delegate from Argentina and Chair of the TAG on Navigation Safety and Environmental Protection, informed the delegates of the advances that have been made regarding about the start-up of his TAG. He said that he has identified potential Associate Members. He anticipated that the first meeting could be held at the same time that a seminar on VTS is held this coming October. He also discussed about the technical advances related to the navigation systems and traffic control as well as a diagnosis of risks in ports and canals. He handed this information to the CIP Secretary. After that, he presented a document of recommendation about the participation of Associate Members in the TAGs (Annex J).

Then, the Chair of the meeting opened an important dialogue among the delegates about the different operational issues of each TAG. Based on that discussion and the document presented for the delegation of Argentina, he asked the CIP Secretary to prepare guidelines about the principal consensus aspects and that could be taken as recommendations and conclusions of the first meeting.

Third Working Session

This session was held the morning of August 16, 2000, and continued to discuss item 3 of the agenda, the operational framework of the TAGs. The CIP Secretary presented the document that was solicited by the Chair in the previous session. This document includes important aspects of the Associates Member, such as and their ideal number; vice-presidents; contributions; previous aspects of the first meeting of each TAG, marketing guidelines and the procedures of each TAG. This document was approved by the delegates and was registered as conclusions and recommendations of this meeting (see Section VII).

Then, the following points of the agenda were discussed

4) Calendar of TAGs meetings for years 2000 and 2001. Taking into consideration the short time that is available to organize the meetings of the three TAGs before the end of the year, and facing the mandate of carry out the first meeting with the participation of the Associate Members in the year 2000, the Delegate of Barbados made a kind offer to hold the next meeting in his country. This meeting will coincide with the Second Meeting of the CIP Executive Board this coming December. The Chairs of the TAGs expressed their gratitude to the Delegate of Barbados and agreed to hold their meetings December 8, 2000 in Barbados, in the same place where the meeting of the CIP Executive Board will be held. These meetings will be held back-to-back, with no more than 2 ½ hours allotted for each TAG. The CIP Secretariat will take care of the logistics with funding from the Emergency Port Program. Each TAG Chair must set their own meeting agenda, send out invitations to the member countries, invite the Associate Members, invite their observers, reassure the attendance of the Associate Members to the first meeting, and inform the CIP Secretariat. The Chair emphasized to the TAGs Chairs, the need to do a big effort to hold this first meeting in a successful way in order to have a good beginning of this forum of private advisors. At the same time, he indicated that this the December meeting will be used to set the date and venue of the subsequent meeting of each TAG in 2001.

5) TAGs promotion. This agenda item covered the agreement to produce an informative document, in English and in Spanish. Each TAG Chair must prepare these documents, as soon as possible and send these to the member countries that are part of their TAG and to potential Associate Members. Also, these must include the marketing guidelines and promotion of the TAG that are included in Section VII recommendations.

6) Evaluation of the activities of the TAGs. The delegates agreed to support the terms that the Subcommittee of Policy and Coordination determined for the first evaluation of the three TAGs.

7) Others matters: None.

Closing Session

The Closing Session was held at 1:30 p.m. on Wednesday, August 16th, 2000. The Chair of the meeting, Daniel Levy, thanked the delegates for their ideas and for solving the differences that appeared. At the same time, he thanked the CIP Secretary for the work he did. Next, the CIP Secretary of the OAS, Carlos M. Gallegos, thanked the participants for accomplishing the objectives of this meeting and also thanked the government of Brazil, and especially the Brazilian Planning Transport Company, GEIPOT, for organizing this event. Finally, the Delegate of Brazil, Joao Alfonso Dentice, thanked the delegates for their attendance and contributions.

VII. CONCLUSIONS AND RECOMENDATIONS

The participants to the Coordination Meeting of the Technical Advisory Groups (TAGs) agreed the following conclusion and recommendations:

About the TAG in general:

(1) The representants of the member countries of the TAGs and especially those who are Chairs, must act as soon as possible in order to fulfill the compromises established in the articles 69 and 79 of the Rules of Procedures of the Inter-American Committee on Ports (CIP).

(2) There is a special interest that each TAG held its first meeting during the remain of the year 2000, where all the official representant specialist in port issues and member of the TAG should participate as well as the Associate Members.

(3) That the full operation of the TAG will bring important benefits to the ports in the Hemisphere.

About the organization of the TAG.

Take into consideration the following guidelines to make easier and faster the organization of the TAG as well as the sharing of the same criteria among the TAGs to the start up of their activities:

(1) Associate Members: The Annex D should be considered as the profile guide to identified who could be considered for the member countries as Associate Member.

(2) Number of Associate Member: The development of the activities of the TAG will define the necessary number of Associate Member. Establishing a minimum and maximum is not recommended at this time.

(3) Vice-Chairs: The election of a Vice-Chairs of a TAG should have as a first option organizations as National Chambers with regional representation, Academic Institutions or Training Institutions. At the same time, the Chair of the TAG would endorsed the Vice-Chair.

(4) Contributions: The contribution of the Associate Member, during the first phase (year 2001), should be the same to all the members of the three TAGs and will be US$1,000 a year. Furthermore and in the regular basis, each TAG should review the amount of the contribution.

(5) Previous Aspects to the first meeting of each TAG: The Chair of each TAG and the representants of the member countries, should take into consideration working on the following actions to make easier the organization of the first meeting of its TAG:

(a) The office of the representant that holds the Chair of a TAG (Argentina, Mexico, and the United States) should:

(i) Assure the financial resources needed to hold the meeting, working in their own budget (including the participation of the OAS Secretary).
(ii) Identified the official representant from your country that should be a specialist in the topic of your TAG.
(iii) Elaborate the preliminary draft agenda (including the Preliminary work schedule for the year 2001) and the draft schedule for the meeting. Also, elaborate a bulletin with the information about the meeting, this should include information about its organization, and hotel among others.
(iv) Elaborate a document about your TAG; this has to include detailed information about the objectives, functions, structure, and organization. It is important to make a good document in order to make attractive and appealing to the Associates Members their participation. Send enough copies of this documents to each member country of the TAG (official representant specialist) for its distribution.
(v) Identify a potential Associate Member from your country. Give them the necessary information and try to get their compromise to participate and collaborate with your TAG, and the attendance to the first meeting. Communicate to the Secretary of the OAS about the relationship with the Associate Member.
(vi) Identify a potential Vice-Chair and set up the terms of participation.
(vii) Invite to the first meeting of the TAG thirty days following the closing of this coordination meeting.
(viii) Keep an open and continuous communication with the official representant of the member countries of your TAG as well as with all the Associates Member of that TAG.

(b) The office of the representant of a member country of a TAG (Barbados, Bolivia, Brazil, Canada, Chile, Colombia, Costa Rica, Dominican Republic, Guatemala, Jamaica, Panama, Peru, Saint Lucia, Suriname, and Uruguay ) should:

(i) Identify in its country, the official representant, specialist in the port issues and that could work in the tasks of the TAG. At the same time, find the resources to assure his/her attendance to the first meeting of the TAG.
(ii) Communicate to the chair of the TAG, the name and general information of the official representant.
(iii) Identify a potential Associate Member from your country. Give them the necessary information and try to get their compromise to participate and collaborate with your TAG, and attendance to the first meeting. Communicate to the Secretary of the OAS about the relationship with the Associate Member.
(iv) Keep an open and fluid communication with the Associate Member.

(6) Guidelines to a Marketing Strategy: For the promotion of the TAG, is recommended to apply the following basic guidelines:

(a) Each Member Country of a TAGs is to contact organizations and companies which may have an interest and/or impact on the subject of each TAGs.
(b) Organize meetings with the private sector to discuss issues relatives to each TAG.
(c) Each Member Country must utilize all the information available to divulge the objectives of the CIP: CIP Newsletter 1, January 2000; CIP Brochure; TAGs Briefing paper; Guidelines for each TAG (to be developed by each Chair); Volunteer to speak on behalf of the TAGs at various for a; Inter-American Committee on Ports Web page (www.oas.org/cip).
(d) Open channels of communications to the participation and promotion of the TAGs in fairs, forums, conferences and international conventions.
(e) Each Chair must prepare information with general aspects that will make the TAGs attractive and appealing to the Associate Member its participation.

(7) Freedom of each TAG: Finally, the authorities of a TAG have the freedom to fulfill all the responsibilities and functions, according to the conclusions reached and based in the objectives and spirit of the TAG. About specific things from each TAG.

VIII ANNEXES

A. List of Participants.
B. List of Documents.
C. "Technical Advisory Groups".
D. Who could become an Associate Member in a TAGs?
E. TAGs Annual Budget.
F. Lineamientos para el funcionamiento del CTCOP.
G. Temas de trabajo de los Subcomités del CTCOP.
H. Informe que rinde México con relación al CTC de Operaciones Portuarias (CTCOP).
I. Marketing strategy for the Technical Advisory Groups (TAGs).
J. Recomendaciones para la participación de los miembros asociados en los CTC.