MINUTES Annual meeting Oct. 16 th 2013 Association of

MINUTES Annual meeting Oct. 16th 2013 Association of Arctic Expedition Cruise Operators From meeting: Date: Time: Place: Chair:

Annual meeting 2013

Minutes secretary:

Ilja Leo Lang Frigg Jørgensen

Wednesday Oct 16th 09.30 – 17.00 Rica Victoria Hotel Frigg Jørgensen

Meeting 01/2013 no/year: Present 69 Nord: Olivier Pitras

Lindblad Exp: Leif Skog, Lisa Kelley Oceanwide Exp: Ko de Korte Quark Expeditions: Bill Davis, David ”Woody” Wood, Alex McNeil PolarQuest: Johan Reuthammar Spitsbergen Travel: Trygve Steen Hurtigruten: Jørn Henriksen, Mona Ringstrand, Rune Andreassen Silversea Cruises: Conrad Combrink Tallship Company: Jan Bruinsma Origo Expeditions: Per Engwall Abercrombie & Kent: Bob Simpson One Ocean Expeditions: Aaron Lawton, Andrew Prossin Hanse Explorer: Maren Stuenkel Grand Espaces: Christian Genillard Poseidon Expeditions: Marina Vlasova, Katarina Petrova Beluga Adventure: Jonneke van Eijsden National Park Russian Arctic: Maria Gavrilo, Sergey Shirokiy Honorary member: Ulf Prytz IAATO: Kim Crosbie (observer) AECO: Frigg Jørgensen, Ilja Leo Lang

Full members Not present: Albatros Travel, G-Adventures, Hapag-Lloyd Kreuzfahrten Provisional members Noble Caledonia (present at conference) Associate members Heritage Expedition Affiliate members Eyos Expeditions, ISP, Scandinavian Bunkering (present at conference), Äventyrsresor, Pole Position, Arctic Bound

This minute includes the decisions only. In need of information regarding back-ground, discussions and considerations, please see case documents at www.aeco.no – members only.

1/2013

Registration

See list above.

2/2013

Election of persons to chair meeting and write minutes

Frigg Jørgensen was elected to chair the meeting, Ilja Leo Lang and Frigg Jørgensen were elected to write minutes.

3/2013

Approval of agenda

The agenda was approved

4/2013       

Orientation

AECO presented at the Arctic Circle summit in Reykjavik, Oct 12-14 AECO is ready for the 1st Arctic Expedition Cruise Forum at Schäffergården, Oct 17-20 AECO is, together with CLIA, in a dialogue with Danish Maritime Directorate regarding new maritime legislation in Greenland. The first draft proposal has been dismissed, following inputs from AECO in cooperation with Visit Greenland. AECO will meet with Norwegian Polar Institute Nov 5th for the second dialoguemeeting. Norwegian Coastal administration has asked AECO to present and participate in their workshop Circumpolar Marine Environmental Risk Assessment (CMERA), 6 -7 November in Tromsø. AECO will be giving presentation at the University in Svalbard and for the Arctic Nature Guide Study, during November AECO is on the working committee for the Arctic Frontiers Science session on "Shipping & Offshore in the Arctic, which is on of four main issues on this large conference in January 2014.

5/2013

New applicants/membership issues

5.1

From Provisional to Full membership

Decision AECO welcomes Grand Espaces, Hanse Explorer, One Ocean Expeditions and Abercrombie & Kent as Full members. Following the decision under 14/2013 Poseidon Expeditions are moved from Associate to Provisional membership.

5.2

From Affiliate to Provisional membership

Decision In accordance with provisions in AECO guidelines, cannot Eyos Expeditions become Provisional members of AECO. AECO will however discuss a potential amendment of the Bylaws under a later agenda item. If the Bylaws are changed, opening for Provisional membership for Eyos Expeditions, the Annual meeting will handle the application.

6/2013

Annual report

Decision The Annual meeting 2013 approves the Annual report

7/2013

Finances

7.1

Accounts

Decision The Annual meeting 2013 approves AECO’s accounts. 7.2

Budget

Decision The Annual meeting 2013 approves AECO’s budget for 2013 – 2014. 7.3

Print Visitors guidelines

Decision The Annual meeting 2013 has decided that the next reprint of Visitor’s guidelines will be prices per copy and paid for by the members.

7.4

Membership fees

Decision The Annual meeting 2013 has decided the following “Plan for membership fees 2014 – 2016”. 2014: No increase in membership fees 2015: Annual fees NOK 3500,-/7000,Per passengers fee: Minimum NOK 110,- maximum NOK 115,2016 Annual fee NOK 4000,-/8000,Per passenger fee: Minimum NOK 115,- - maximum NOK 120,-

If AECO experience significant changes in number of passengers or unforeseen occurrences with significant consequences for the budget, this plan may be amended. The same applies if the membership decides to take on activities that need additional financing.

8/2013

Incident reports

Decision AECO takes the reports into account. Members are encouraged to consider if they have need for adjustments in any part of operations, based on these experiences.

9/2013

Membership survey

Decision The Annual meeting 2013 gives the EC, in cooperation with the secretariat, the responsibility to study the survey-results more closely and the authority to follow up the result by, if necessary, adjusting AECO’s Action Plan. Any potential proposal for amended objectives and/or general strategies, as stated in Bylaws, must be presented to all Full members for considerations and potential vote.

10/2013

IMO-Polar Code

Decision AECO’s financial situation does presently not allow direct disbursement connected to the Polar Code work but AECO is very interested in a continuous dialogue and cooperation with the other industry organizations for a best possible industry outcome of the Polar Code process. Agreed common standpoint will be pointed out whenever possible.

11/2013

Guidelines

11.1

Glacier issues

Decision The Annual meeting 2013 has decided to make the following amendment to AECO’s guidelines: “Glaciers fronts may calve, causing flood waves and/or flying bits of ice. Keep your

distance! Never approach closer than 200 meters from glacier fronts calving into the sea. At some glacier fronts even this may be too close, especially in narrow fjords, shallow fjords and fjords with high cliffs. Show extra caution and always increase the distance to the glacier fronts if the glacier calves in shallow water or on land – use good judgment. 

All glaciers may calve, even if the probability of a glacier calving may differ. E.g. the probability of the Bråsvell glacier calving is much smaller than the Monaco glacier, but still the Bråsvellglacier may calve.

  

All zodiacs must keep an appropriate distance (including a buffer zone) away in order to handle a possible calving. Avoid being trapped by islands or in brash ice close to the glacier front if a calving should occur. Factors that might affect the probability of a calving: o Glacier front height. o Water depth in front of the glacier. o Gradient of the glacier. o The speed of the glacier front. o Degree of fracturing in the glacier front. o Sea and current dynamics under the glacier front. o Fjord width, sea depth and topography as high cliffs

AECO will consider the need for further amendment of guidelines in regards to glaciers and ice. 11.2

External use of AECO’s guidelines

Decision Postponed. Questions raised in regards to liability will be further considered by the EC.

12/2013

Marine issues

12.1

Consider how depth soundings can be best shared between AECO members.

Decision AECO members are positive to sharing depth soundings if soundings have been collected by a central unit and data depersonalized before shared. There is, however, still a way to go in finding the best technical solutions for sharing of depth soundings and AECO would like to await further development before making a final decision. Additional information: Several members use and recommend Olex for this purpose. The secretariat/marine committee is looking further into this solution and may return with further information/recommendations. 12.2

Decision See # 12.3

Consider if AECO should develop general safety guidelines for marine operations

12.3

Consider if a system for collecting safety notices should be developed for AECO.

Decision AECO should establish a web-based system to share information both on safety related regulations and relevant guidelines – and to share safety notices among members. The Marine Committee is given the assignment to develop the framework/template for such a web-based information and to consider how relevant information is best collected. When the system has been established AECO will consider if any parts of it should be made mandatory for AECO-members.

12.4

Consider if the Vessel tracking system should be made mandatory for all AECO-members regardless of size of vessels, and not only for the IMO-vessels

Decision AECO has from 2014 made it mandatory for all members to install and use the Vessel Tracking System on all IMO-vessels and vessels carrying more than 12 passengers, when sailing in Arctic waters. It is strongly recommended to use VTS also on smaller vessels and any vessel with AIS must always keep it running when sailing in Arctic waters. The AECO-requirement regards mother vessels only.

12.5

Consider how widely, outside the organization, the information from vessel tracking can be shared.

Decision On request, information from the vessel tracking can be shared with relevant authorities and administrations.

13/2013

Bylaws

Decision The Annual meeting 2013 approves the proposed Bylaws amendment after adjustment following comments at the meeting.

14/2013

Geographic range

14.1

Expanding to Arctic Canada

Decision With the votes 8 in favor, 5 against and 2 abstain, the Annual meeting 2013 has decided

that Arctic Canada is to be considered part of AECO’s geographic range. Members with cruises in Arctic Canada will pay per passenger fees from the 2016-season. Due to the unclear and developing situation in regards to future fuel requirements in the different Arctic areas, there is a preference on use of light fuels for AECO-members in Arctic Canada, but local regulations apply. 14.2

Expanding to Russian Arctic

Decision With the votes 12 in favor, 2 against and 1 abstain, the Annual meeting 2013 has decided that “Russian Arctic” (Franz Josef Land and north Novaya Zemlya) is to be considered part of AECO’s geographic range. Members with cruises in “Russian Arctic” will pay per passenger fees from the 2015-season. Due to the unclear and developing situation in regards to future fuel requirements in the different Arctic areas, there is a preference on use of light fuels for AECO-members in the national park Russian Arctic, but local regulations apply. Additional information: In the presentation given at the conference, the National Park “Russian Arctic” noted valuable progress in dialogue with AECO and informed that the possibility of inclusion of the “Russian Arctic” into the AECO core area is being reported to the Ministry of natural resources and further steps concerning possible implementation of the AECO guidelines in the park area will be discussed and taken after consultation with the Ministry.

15/2013

Strategy and action plan

Decision The Annual meeting 2013 asks the EC together with the secretariat to amend AECO’s action plan and especially cover the new issues: How to prepare for new membership categories New geographic areas How to follow up findings in the members survey The EC has the authority to apply the new action plan, while any proposal to amend AECO’s general objectives and strategies must be presented at the Annual meeting 2014.

16/2013

AECO consultancy on project funding

Decision AECO can act as a consultant for anyone seeking advice on how to apply allocations from Svalbard Environmental Protection Fund. The price is: Members: NOK 700,- per hour

Non-members: NOK 1100,- per hour Prices are negotiable.

17/2013

Projects

17.1

Various projects

Decision The Annual 2013 approves AECO moving forward in the projects described, if successful in external funding. 17.2

The Puffin Program

Decision The Annual meeting 2013 has decided that AECO will launch “The Puffin Program”. Additional information: G-Adventures received the first puffin when they recently informed AECO about a highly relevant event that AECO could attend.

18/2013

Practical information

Decision 1. AECO’s cruise database will open for registrations for the 2014 season: February 3rd, 2014, 2 pm (Norway time) 2. Deadline for registrations in the cruise database for the 2014 season is: May 2 nd, 2014 3. Deadline for registration of Post Visit Reports are: September 30 th for all conducted voyages and Nov 15th for the rest. 4. AECO cannot share individual passengers-numbers. 5. The Annual Conference and meeting 2014 will find place October 14 and 15, 2014, in Oslo, Norway

19/2013 Election Executive Committee Jørn Henriksen, Hurtigruten (chair) Bill Davis, Quark Expeditions Conrad Combrink, Silversea Cruises

Marie Lannborn, PolarQuest Troels Jacobsen, Oceanwide Expeditions Marine Committee Leif Skog, Lindblad Expeditions (chair) Will Bennett, G-Adventures Rune Andreassen, Hurtigruten ASA Per Engwall, Origo Expeditions Jan Bruinsma, Tallship Company Alexander Gulobev, Silversea Cruises Guidelines Committee Troels Jacobsen, Oceanwide Expeditions (chair) Olivier Pitras, 69 Nord Lisa Bolton, Aurora Expeditions Alex McNeil, Quark Expeditions Membership Committee Ko de Korte, Oceanwide Expeditions (chair) Mona Ringstrand, Hurtigruten Bud Lehnhausen, Lindblad Expeditions Maren Stuenkel, Hanse Explorer Election Committee Ko de Korte, Oceanwide Expeditions Jørn Henriksen, Hurtigruten ASA Greenland Resource Group Ko de Korte, Oceanwide Expeditions (Elisabeth Rothwangl, Hapag-Lloyd Kreuzfahrten) Anja Erdmann, Hurtigruten ASA Signe Lauring, Albatros Travel Canada Resource Group Bill Davis, Quark Expeditions William Bennett, G-Adventures (Ulrike Schultzen, Hapag-Lloyd Kreuzfahrten) Aaron Lawton, One Ocean Expeditions Russia Resource Group Katerina Petrova, Poseidon Expeditions (Ulrike Schultzen, Hapag-Lloyd Kreuzfahrten) Bill Davis, Quark Espeditions Lisa Bolton, Aurora Expeditions Additional information: Hapag-Lloyd Kreuzfahrten has terminated their membership in AECO from January 1st, 2014. The engagement in resource groups end from the same date. Quark

Expeditions and Aurora Expeditions have asked to join the group after the meeting. Geographic resource groups are open to all members with operations/planned operations in an area and AECO welcomes these new members of the group.

20/2013

Miscellaneous

Alex McNeal raised the question to translate the Visitor’s guidelines to Russian. With reference to 7/2013 there will not be a Russian printed version, but with reference to 17/2013 Russian is part of the “animated guidelines” project. Also raised “Site guidelines for Russia”. This is under consideration by the national park “Russian Arctic” who has expressed interest in cooperation with AECO if developed. Bill Davis, Quark, asked about the Maritime Labor Convention and potential new requirements. Question reply from Kim Crosbie – no conclusions/clear answers.