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.