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Discussion Paper DP-20SCM-01-Attachment 01

20th SCM 05-08 April 2011 DP-20SCM-04-Att-1 (4th NC Meeting Record of Discussions) of 12

4th Meeting of the National Coordinators of COSCAP-South Asia

08-09 March 2011, Colombo, Sri Lanka

RECORD OF DISCUSSIONS

01. General Information

The 4th Meeting of the National Coordinators of COSCAP-SA was convened at Colombo, Sri Lanka from

8th to 9th March 2011. The Meeting was conducted by Mohammed Ali Reza Khan, the Regional

Programme Coordinator COSCAP-SA. The meeting was hosted by the Director General of Civil Aviation,

Civil Aviation Authority, Sri Lanka. The participants of the meeting are as under;

i) Mr. A.K.M. Mahmudul Hassan – Bangladesh

Director (Flight Safety and Regulations) CAA, Bangladesh, and National Coordinator

ii) Mr. Prashantha K. Chkrabarty - Bangladesh

Assistant Director (Economics), Air Transport and Regulations, CAA Bangladesh

iii) Mr. Sanjay Wangdi – Bhutan

Senior Aerodrome Officer, CAD Bhutan and National Coordinator

iv) Mr. Ugeyen Tshering—Bhutan

Air traffic Officer, CAD Bhutan

v) Ms. Tuhinanshu Sharma –India

Deputy Director of Airworthiness, DGCA-India and National Coordinator

vi) Ms. Fathimah Ramiza--Maldives

Director, Air Navigation Service & Aerodromes, CAD Maldives

vii) Ms. Aminath Shiznee-- Maldives

Assistant Aerodrome Officer, CAD Maldives and National Coordinator

viii) Mr. Binod Kumar Gautam—Nepal

Deputy Director General, Air Transportation and Regulations, CAA Nepal and National

Coordinator

ix) Mr. Muhammad Zia Khan – Pakistan

Director Airspace and Aerodrome Regulations, CAA Pakistan and National Coordinator

x) Mr. Parakrama Dissanayake—Sri Lanka

Cooperative Development of Operational Safety and Continuing Airworthiness Programme

COSCAP-SOUTH ASIA International Civil Aviation Organization



Senior Director, CAA Sri Lanka and National Coordinator

COSCAP-SA Participation

The following experts from COSCAP-SA were present during the meeting.

i) Mr. Mohammed Ali Reza Khan, Regional Programme Coordinator

ii) Mr. Kamal KC, Regional Aerodromes and safety services Expert

iii) Mr. Ayyakannu Shanmugam, Regional Airworthiness Expert

At the beginning Mr. Dissanayake welcomed all the participating members for the 4th NC Meeting in

Colombo, Sri Lanka. He wished the meeting a success and invited Mr. H .M.C. Nimalsiri, Chairman –

COSCAP-SA to deliver his opening speech.

Mr. Nimalsiri welcomed the NCs of the participating states and mentioned that this is an ideal forum to

raise and settle most of the safety issues among the member states. He gave a brief history and

background of the COSCAP-SA deliberating on how COSCAP-SA was created and subsequently how the

other two (02) COSCAPs followed suit. He mentioned the importance of regular representation of the

participating states in the regional meetings. He also mentioned the difficulties the states experience in

funding the travel and DSA for such meetings. He invited the meeting to find a solution for this critical

issue and if possible to find a modality to set aside a limited fund to be used by the member states in

times of need. Moreover he also stressed the importance of representation from India and Pakistan

having the largest infrastructure of Civil Aviation.

He mentioned that NCs are the focal points for the states on the issues dealing with COSCAP-SA and they

have a responsibility to keep their Chiefs of CAA Administration updated on the issues. As such their

attendance to the SCMs is also very important to keep continuity and regular update of different issues.

He then elaborated on regional cooperation through COSCAP-SA among the member states on various

issues in Flight Operations, Safety, Airworthiness, Aerodromes, and Air Traffic Services etc. He

mentioned that through the activities of COSCAO-SA states has derived immense benefit and hope that

this will continue in the future also.

He also said that because of the less contribution of the partners and donors, the COSCAP-SA fund is

diminishing and it would be difficult to continue with the present status of activities unless the funds are

replenished. He mentioned that regular communication with the RPC and feedback from the states is a

must for the smooth functioning of the COSCAP activities. He also emphasized that the RPC should be

given more power to function effectively and promptly. He expressed his satisfaction at the prevailing



peaceful situation in the country after a long time and invited the NCs to avail this opportunity and enjoy

the warm hospitality of the Sri Lanka during their stay.

Mr. Mohammed Ali Reza Khan, Regional Programme Coordinator welcomed the NCS and thanked the

member states for attending this important meeting. He mentioned that this forum is very important for

deciding the topics for the next SCM and resolve any outstanding issues before the SCM. He expressed

his deep concern for the dwindling fund situation of COSCAP-SA and delay in recruitment of experts. H e

then stressed the need for sharing information on training and other areas of the assistance by the

member states where regional cooperation and mutual understanding would grow.

He cited the example of Civil Aviation Authority of Sri Lanka in taking the safety standards to a new

height through the IUSOAP Audit. He said that the existing Safety Standards in Civil Aviation Authority Sri

Lanka is a glorious example of hard work, determination and strong leadership and member states may

learn from the efforts Sri Lanka had put forward in attaining this prestigious position. He expressed his

gratitude for the excellent support and the logistics provided by CAASL in hosting this meeting. He also

thanked the CAA SL for their continuous support in hosting the Programme office in Sri Lanka.

The First Session started with a Brief Introduction by the RPC on the background of the COSCAP – SA, its

creation, functions, modalities of operation etc. The RPC informed the meeting that Afghanistan has

intimated its desire to attend the next SCM and it is expected that Minister for Aviation would be

present. All the member states welcomed the news and expressed their eagerness to welcome the

Afghanistan team in the SCM.

The RPC also briefed the meeting about the relocation of COSCAP-SA office and the selection of the new

chairman of the COSCAP-SA as the five year tenure for the Programme Office and the two year tenure

for the Chairman COSCAP-SA is nearing end. He informed the meeting that so far Bangladesh and Bhutan

has expressed the desire to host the COSCAP-SA programme office in their respective countries. The RPC

mentioned that as per the standing procedures both the proposals would be submitted to the SCM for

their knowledge and decision. He also said that Annual Budget, AWP for 2011 and the Training Schedule

will also be presented at the next SCM for discussion. He also stressed the need for at least two (02) NC

Meetings to be conducted annually in order to continue with work effectively.

02. Agenda



The meeting adopted the Agenda which is provided in Attachment A. When approving the agenda of the

4th NC Meeting Bangladesh requested to add an item to the Agenda to discuss the reallocation of the

COSCAP-SA office. Nepal also requested to amend the Agenda Item number 3 (iii) as Training Updates

and Requirements. Both the issues were agreed by the member states and the agenda was amended

accordingly. Thereafter the meeting adopted the agenda for the 4th NC Meeting which is provided in

Attachment A

03. Programme

The meeting approved for its preceding the Programme Schedule which is in Attachment B

04. Group Photograph

Group Photograph of all the participants of the 4th Meeting of the NCs is given in Attachment C.

05. Proceedings

The meeting reviewed the matters arising out of the 3rd meeting of the NC held in Kathmandu, Nepal in

2009 and the decisions of the 18and 19th SCMs. The following conclusions were made after a detailed

review of the mentioned documents

The meeting noted that the Programme does not have adequate financial reserve to undertake its work

plans. Donor funding has diminished significantly. It was pointed out in the meeting that the

contributions that are still continuing from Airbus and Boeing are not enough and are tight to specific

activities. The meeting also appreciated the continued assistance received from the Donors and Partners

and at the same time reiterated the need for full payment of the state contributions. The meeting noted

that funding should not restrict the ongoing work of COSCAP-SA as the member states need this

assistance from COSCAP-SA. The meeting was presented with the data showing the latest status of

contribution as received from ICAO TCB. The NC Bangladesh pointed out that Bangladesh contribution

for the year 2010 is ready for payment and the contribution for the year 2011 would not be materialized

till after June 2011. NC Bhutan said that they had already paid the due contribution for the year 2010

and they will send the 2011 contribution soon. NC India also made similar comment and added that after

March 2011 they would be able to process the contribution. Maldives requested to clarify the

mentioned dues of 58,925 US $ in the data sheet supplied by ICAO TCB. The RPC agreed to seek



clarification from the ICAO TCB. NC Nepal commented that he, on his return to Kathmandu would be

able to clarify the contribution position.

It was decided in the meeting that fresh requests for payment of state contribution would be sent out

from the Programme Office for the year 2011. It was also decided that request letter should also be sent

to states those, who have not yet paid their contributions for the year 2010.

a. Essential Data of the Member States / Details of Key Officials

It was pointed out by the RPC that many states have not yet supplied important data “key officials in

Civil Aviation Administration and Country Specific Information”. And as such it has been posted in the

COSCAP-SA website with the comment “data It was pointed out by the RPC that this does not reflect

positively on the states awareness. It was decided that the states would send the required data within a

week from the NCs return to their home country and once receive the data would be quickly uploaded in

the COSCAP-SA website..Furthermore Sri Lanka stressed that the required data should be updated well

before the 20th SCM otherwise it might be brought to the notice of the SC members which would

negatively reflect on the performance of the COSCAP-SA as whole.

b. Terms of Reference, Tenure and the Honorarium of National Coordinators

Many points were raised by the National Coordinators on their tenure, unpaid honorarium, restrictions

on their duty travel to attend important COSCAP-SA meetings, after long discussions it was decided that:

i) NC tenure is a state particular matter and should rest with the state discretion.

ii) National Coordinators are to be appointed by the state and their appointment should be intimated

to the COSCAP-SA immediately for onward transmission to the TCB for record and issuance of

appointment letters by the TCB, which would facilitate receiving their Honorarium regularly.

iii) On request from Nepal the Indoctrination Training issue was discussed and it was decided that the

respective state should avail the opportunity of utilizing the presence of the Regional Experts in their

states for the indoctrination training- as and when they are available.

The meeting was informed by the RPC that all the National Coordinators except India and Maldives have

been paid Honorarium up to May 2009. It was recommended in the last NC meeting that the honorarium

due for India and Maldives would be put into an ‘hold’ account in the name of those States so that the

collection can be used to finance official visit(s) of the respective NCs for COSCAP‐SA activity that will be

held outside the NC’s country of domicile, on in the need basis. The NCs were asked to apprise their



respective Steering Committee Members to make necessary proposals to the Chairman of the Steering

Committee or at the next Steering Committee Meeting, to this effect.

After a long discussion on the venue of the next NC Meeting it was decided that Maldives would send

their concurrence very shortly. It was also decided that NC Meeting should be held at least twice in a

calendar year.

c. National Aviation Safety Team

National Aviation Safety Teams play a significant role for the enhancement of aviation safety in Member

States. Hence it was agreed that each Member State should attach greater importance to the effective

functioning of the NASTs. For this purpose, the Member States may review the Terms of Reference

issued to the NAST, present practice of appointing the Chairman, adequacy of industry representations,

possibility of planning the NAST meeting to coincide with Regional Experts’ official missions to States etc.

Whilst every attempt is taken to resolve safety issues expeditiously within the State itself, NAST may

refer to SARAST through RPC COSCAP‐SA, safety issues of complex nature if the intervention of SARAST is

considered to be useful or necessary for finding solution for such issues. The meeting also stressed that

the National Coordinator should be a member of the NAST.

The RPC pointed out that the inputs on NAST Meetings are not sent to the Programme Office on a

regular basis. Except for India and Maldives other member states have forwarded the minutes of the

NAST. It was informed by NC Maldives that due to the privatization of the Male Airport and having other

problems the NAST meetings could not be held at proper times and the last meeting was held in 2010

and the minutes are yet to be sent. Furthermore India informed that due to retirement of the senior

officials / member last meeting was held in 2010 and minutes are yet to be sent and also it should be

brought to the attention of DGCA to make the system to function effectively.

d. USOAP Audits

The meeting noticed that the Steering Committee has assigned the highest priority for providing

technical assistance to Member States in regard to USOAP audit related activities and COSCAP-Sa is

committed to this task by providing technical assistance to prepare for the USOAP audits, within the

resources available. COSCAP‐South Asia can help the Member States prepare Action Plans for the audit

findings and also for their subsequent implementations.

e. SARAST



The meeting noted the importance of SARAST for the promotion of safety in the sub region. Although

the SARAST has joined with Asia Regional Aviation Safety Team (ARAST), the National Coordinators are

of the view that SARAST should continue to maintain close liaison with each and every Member States.

The RPC explained the method of SARAST tracking through COSCAP-SA website and the effectiveness of

the system. Members appreciated the system.

Some members expressed that the SARAST meetings should be convened in the member states, instead

of having all the meetings in Bangkok. It was recommended that sufficient time-space be maintained

between SARAST and ARAST meetings so that States will not find it difficult to obtain approval for travel.

The meeting underscored the necessity of every Member State taking part at each SARAST meeting

regularly under the proposed arrangement, regardless of the place of the meeting. All communications

between the State and COSCAP‐South Asia should take place through the respective National

Coordinator in order to enable the National Coordinator to perform his/her duties and functions

effectively

f. SSP

As agreed on the 3rd NC meeting implementation of a SSP in each of member state should be a high

priority item and it could be included in the Annual Work Programme of COSCAP-SA. The meeting

reviewed the progress each state has made in this regard and the following were identified.

i) Bangladesh mentioned that further assistance is needed from Pakistan in order to implement it. By

2012 and 2014 some part of the enforcement policy will also be promulgated.

ii) Bhutan mentioned that their SSP was presented to the stake holders. The state is amending the

regulations for the implementation process and furthermore they requested COSCAP-SA assistant to

prepare the guidance material.

iii) India informed the meeting that they have adopted a phase by phase implementation process and

by 30th November 2011 the preparation of the guidance material will be completed and then the

implementation process which will be initiated with a training on SSP. India has targeted to complete

the whole process by 2013

iv) Maldives informed that no initiation or action is taken in this regard and therefore requested

assistant form COSCAP-SA.

v) Nepal informed that the state is working towards the SSP.

vi) Pakistan that the state has prepared the guidance material necessary for the implementation and

then the now re-visiting them to improve based on the suggestions and deficiencies identified.



vii) Sri Lanka informed the meeting that they have completed the SSP before the USOAP Audit and they

had faced the audit successfully.

Raising Funds to Support the COSCAP-SA

The meeting recommended that the Programme should explore the possibility of finding avenues for

raising funds of Programme the States proposals, if any on this matter may be forwarded to the next

Steering Committee Meeting for consideration.

g. Training Calendar - 2011

The meeting was informed that the Training Calendar for 2011 is in the formative stage and specific

training needs of the Member States if any should be notified to the Regional Programme Coordinator at

the earliest if possible within one week after the NC Meeting if they are to be incorporated in the Annual

Training Programme 2011

h. Annual Work Programme-2011

The meeting was informed that the Annual Work Programme of COSCAO-South Asia for 2011 is in the

formative stage and specific work or tasks which Member States intend the Programme to do on their

behalf, should be notified to the regional Programme Coordinator at the earliest and if possible within

one (01) week after the NC Meeting if they are to be incorporated in the Annual Work Programme 2011

i. SARI Activities

The meeting noticed that SARI has been progressing at a great pace for the development of

common rules (South Asian Requirements) relating to Maintenance Organizations based on EASA

Part 145 with the support of EU. The meeting also noted that the SCM had endorsed that COSCAP-

SA should make full use of SARI assistance for harmonization of maintenance regulations. The meeting

therefore requested all the NCs to take necessary steps to ensure that their States take

active part in the SARI Process, so that a harmonized working spirit is maintained.

j. 20th SCM Preparation

Each member state was presented with a table to freely input their ideas for the preparation of the

Agenda of the 20th SCM in a tabular form. All the member states participated with eagerly r to prepare

the agenda and also to decide on the discussion papers for the 20th SCM. At the end of the session the



inputs from each state were considered and finally an agreement was reached on the preparation of the

agenda.

k. Relocation of COSCAP-SA

Meeting discussed the two proposals made by the state of Bangladesh and Bhutan, both requesting to

host the COSCAP-SA Office in their own country. After a long discussion it was decided that the matter

would be put forward in the Closed Door session of the 20th Steering Committee Meeting for a decision.

l. Follow up Actions

The RPC requested National Coordinators to kindly review outstanding issues emanating from up to

3rd NC meetings and take appropriate actions to complete them without further delay. He also

requested the NCs to take necessary follow up action in time in respect of the matters that have

arisen at the 3rd meeting.

06. Close of the Meeting

The Regional Programme Coordinator, thanked the Director General and CEO of CAASL , National

Coordinator-Sri Lanka and all other staff attached to the Civil Aviation Authority of Sri Lanka for

making all out arrangements to ensure the effective conduct of the meeting . He also thanked the

member states administrations in their effort to send the National Coordinators for this meeting. He

concluded by saying that the spirit of mutual understanding and regional cooperation would continue to

grow and the efforts made by the Programme Office in the support of the member states would not go

in vain. He wished all the participants a safe journey back home and declared the meeting closed.

-END-



ATTACHMENT A

4th MEETING OF THE NATIONAL COORDINATORS OF COSCAP-SOUTH ASIA

08-09 MARCH 2011, COLOMBO, SRI LANKA

AGENDA

1. Review of progress of matters arising out of previous meetings

i. 3rd Meeting ii. Progress of NAST Activities iii. Progress on SARAST Meeting iv. Implementation of Safety Enhancement of SARAST and Tracking System

2. Review of progress implementation of decisions of the 19th SCM Meeting

i. Completed Actions ii. Pending Actions iii. Training Updates and Requirements

3. Identification of State Needs and Preparation of Annual Work Program 2011

4. Technical Assistance to States in 2010 – States’ Feedback on Regional Experts ‘Report

5. States’ Annual Contribution Updates

6. 20th Meeting of the SCM in Colombo, Sri Lanka (5-8 April 2011)

i. Preparation of Agenda and Program ii. Working Papers / Discussion Papers iii. List of Invitees

7. Any other Matters

i. Administrative Issues ii. CMA iii. Receipt of Honorarium iv. State Officials’ Opinion of COSCAP-SA v. Relocation of COSCAP-SA



ATTACHEMTN B



PROGRAMME SCHEDULE

March 7

08:45 – 09:00 Registration of the Participants

09:00 – 09.15 Welcome Speech by the Chairman, COSCAP-SA

09:15 – 09:30 Opening Remarks by RPC, COSCAP-SA

09:30 – 10.30 Tea Break

10:30 – 13:00 First Session (Agenda 1 & 2)

13:00 – 14:00 Lunch Break

14:00 – 15:30 Second Session (Agenda 1 & 2)

15:30 – 16:00 Tea Break

16:00 – 17:00 Third Session (Agenda 3 & 4)

March 8

09:00 – 10:30 Fourth Session (Agenda 5)

10:30 – 11:00 Tea Break

11:00 – 13:00 Fourth Session (Contd.)

13:00 – 14:00 Lunch

14:00 – 15:30 Fifth Session (Agenda 6 & 7)

15:30 – 16:00 Tea Break

16:00 – 17:00 Discussion & Adoption of Conclusions

ATTACHMENT C





GROUP PHOTOGRAPH OF PARTICIPANTS

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