1. Commission for Basic Systems (CBS) Technical Conference 2018
Session II
Item II.14
WMO reform and restructuring of the Technical Commissions; CBS Governance process leading to EC-70 and Cg-18 decisions
Michel Jean (President CBS, Canada)
Fred Branski (DRR Coordinator, CBS MG)
Commission for Basic Systems (CBS) Technical Conference 2018
(Geneva, March 2018)

2. Outline Governance Review… Approvals procedures
Where are we
what does this mean for CBS
Approvals procedures
Preparations for Congress
Time table
Summary
No major changes should be made to the Technical Regulations without consulting the appropriate technical commissions (Technical regulations WMO-No 49)
EC-69 did not approve an extraordinary session of CBS in 2018, and so CBS Management Group needed to find a way of ensuring that there was adequate consultation with Members on decisions that CBS would recommend to eighteenth Congress in 2019.
This presentation describes the process that is being used to prepare CBS recommendations to Congress.

3. Governance Review

4. Decision 68 (EC-69) – CB reform
Agrees that the change is needed,
Phased approach, smooth and effective transformation,
Importance of both operational coherence and integration of core WMO systems, and visibility of key WMO themes: weather, water/hydrology, climate and other environmental applications,
Need to maintain interfaces with relevant bodies of other specialized agencies such as ICAO, FAO, UNESCO and its IOC,
Decides to proceed with the development of separate recommendations, for consideration of EC-70 and ultimately the Congress, for restructuring of the EC, TCs and RAs with associated TORs, implementation schedules and other relevant details.

5. WORLD METEOROLOGICAL CONGRESS
WEATHER
CLIMATE
WATER
COMMISSION FOR APPLICATIONS AND SERVICES
Includes JCOMM – marine safety services
WORLD
WEATHER
ENTERPRISE FORUM
COMMISSION
ON CLIMATE
COMMISSION
ON WATER
Joint bodies
Joint bodies
Includes JCOMM – obs & data management
COMMISSION FOR BASIC INFRASTRUCTURE
Joint bodies
Joint bodies

6. CAS
CBS
CIMO
CHy
CAgM
CCl
CAeM
JCOMM

7. CAS CBS CIMO CHy CAgM CCl CAeM JCOMM Mostly normative RESEARCH
IMPLEMENTATION GROUP
CBS
CIMO
COMMISSION FOR BASIC INFRASTRUCTURE AND INFORMATION MANAGEMENT
CHy
Mostly normative
CAgM
CCl
COMMISSION FOR APPLICATIONS AND SERVICES
CAeM
JCOMM

8. CAS CBS CIMO CHy CAgM CCl CAeM JCOMM Mostly normative RESEARCH
IMPLEMENTATION GROUP
CBS
CIMO
COMMISSION FOR BASIC INFRASTRUCTURE AND INFORMATION MANAGEMENT
CHy
Mostly normative
CAgM
CCl
COMMISSION FOR APPLICATIONS AND SERVICES
CAeM
JCOMM

9. CAS CBS CIMO CHy CAgM CCl CAeM JCOMM
RESEARCH
IMPLEMENTATION GROUP
CBS
CIMO
COMMISSION FOR BASIC INFRASTRUCTURE AND INFORMATION MANAGEMENT
Mostly on consensus-building, cooperation, partnership
CHy
COMMISSION ON WATER
Mostly normative
CAgM
COMMISSION ON CLIMATE
CCl
COMMISSION FOR APPLICATIONS AND SERVICES
CAeM
JCOMM
JCOMM
Needs IOC/UNESCO decision

11. CBS TECO
Approval procedures

12. Approvals procedures Experts PRs President Experts CBS Cg/EC Experts
Focal Points
President
“Fast Track”
(simple)
Experts
PRs
President
“Between sessions”
(standard)
“Fast Track” and “Between Sessions” should be used if permitted
No major changes should be made to the Technical Regulations without consulting the appropriate technical commissions (Technical regulations WMO-No 49)
CBS has used three approaches to seeking approval for amendments to the Manuals and Guides that support the Technical Regulations for which CBS is responsible.
Fast track was originally used for maintaining the tables that support the Table Driven Code Forms. It has been extended to cover many other technical specifications that are managed by CBS. It cannot be used for amendments that have a significant impact on costs or obligations. Advice is sought from nominated focal points before the amendment is passed to the president of CBS and the president of WMO for approval.
Between sessions is similar to the fast track and is used to amend technical specifications but, because it is used for amendments with a more significant impact than those for which the fast track is suitable, advice is sought from permanent representatives.
At session can be used for any type of amendment, especially those with a significant impact on Members. Until the introduction of the fast track and the between sessions procedures, it was the main approach used to making amendments.
As there will not be an intergovernmental session of CBS before Congress, CBS Management Group has decided that the fast track and between sessions procedures should be used for as many amendments to Technical Regulations as possible.
This presentation describes the process that will be used to obtain advice from Members so that the president of CBS can fulfil his duties under Regulation 186 “… to report to Congress at its regular session on the activities of the commission; to present the views of the commission at sessions of the Executive Council which he may be called upon to attend...”
_______________________________________________________________________________________________
Extract from Guidelines on the preparation of Technical Regulations (WMO‑No. 1127)
3. GUIDELINES RELATED TO THE DEVELOPMENT OF WMO PROVISIONS
3.1 Introduction
The regulatory material promulgated by WMO should be prepared in such a form as to facilitate common understanding and implementation by all Members. The straightforward and unambiguous interpretation and the internal consistency of the different volumes and annexes comprising the Technical Regulations, as well as the related guides, are of paramount importance.
To ensure the relevance of the regulations with the requirements and to avoid imposing an unnecessary burden on Members, Congress agreed on certain principles, as follows:
Technical commissions should not recommend that a regulation be a standard practice unless it is supported by a strong majority1 of Members;
The Technical Regulations should contain appropriate instructions to Members regarding implementation of the provision in question;
No major changes should be made to the Technical Regulations without consulting the appropriate technical commissions;
Any amendment to the Technical Regulations submitted by Members or constituent bodies should be communicated to all Members at least three months before it is submitted to Congress.
 __________
1 There is no strict definition of “strong majority”: the meaning is that there should be no strong objection from Members to the proposed standard and it is regarded as “implementable” by a majority of Members.
 _________
General regulations (WMO‑No. 15)
Voting by correspondence
REGULATION 66
Between sessions any question within the terms of reference of a constituent body which, in the opinion of its president, could be solved by correspondence, may be submitted to a vote by correspondence subject to the following provisions:
A vote by correspondence by Members of the Organization, when Congress is not in session, shall be taken only on matters which are not reserved in the Convention for decision by Congress in session and Articles 11 and 12 of the Convention shall apply in any such vote by correspondence;
In a vote by correspondence by members of the Executive Council, Article 16 of the Convention shall apply;
In a vote by correspondence, upon a proposal before a commission, the votes shall be cast by the Permanent Representatives of the Members represented on the commission.
REGULATION 67
Votes by correspondence, other than an election, shall be preceded by an exchange of opinion in the following cases:
If the president of the constituent body so decides;
If any of those entitled to vote requests such action within 30 days of the date of dispatch of the request to vote;
If the question put to the vote falls within one of the following categories:
Questions leading to changes in the Technical Regulations;
Questions affecting the Organization’s programme;
Questions affecting the relations between the Organization and another intergovernmental body or an organization with which WMO has defined its relations;
Proposals whose implementation, if they are accepted, would call for extensive or costly action on the part of Members.
In the case of a commission the exchange of opinion shall be between the Members represented on the commission.
REGULATION 68
The president of a constituent body, when requesting opinions in accordance with Regulation 67, shall present any available information for and against the proposal; suggest, whenever appropriate, a date for implementation of the proposal if it is adopted; and indicate a time limit for the receipt of comments on the proposal.
REGULATION 69
If any comments received in response to the action taken in accordance with Regulation 68 specifically request modifications of the proposal circulated by the president of the constituent body, the latter shall initiate a second circular to all Members or members entitled to vote informing them of each of the proposed modifications and other comments and requesting each Member or member to indicate, within 45 days of the date of dispatch of this second circular, whether that Member or member:
Supports the adoption of the original proposal without change;
In the case of each proposed modification, supports or opposes that modification;
Prefers that a decision upon the original proposal should be deferred until the next session of the constituent body;
In the light of the replies received the president of the constituent body shall decide whether to proceed with the vote by correspondence or to defer further action until the next session of the constituent body;
If the president of the constituent body decides to proceed with the vote by correspondence, he shall prepare an appropriate draft resolution or recommendation and shall arrange for the Secretary-General to conduct the vote by correspondence upon it. No proposal or amendment of the draft resolution or recommendation being voted upon shall be receivable from any Member or member until after the close of the ballot.
REGULATION 70
Any proposal submitted to a vote by correspondence shall be arranged so that independent questions are voted on separately.
REGULATION 71
The provisions applicable to a vote by correspondence shall be those in force on the date of dispatch of the request to vote.
REGULATION 72
A vote, in any vote by correspondence, including an election, shall be valid only if the voting slip:
Is received by the Secretary-General not more than 60 days after the date of dispatch of the request to vote;
In the case of Members, has been signed on behalf of the Minister for Foreign Affairs of the Member or, in the case of those matters to which the provisions of Regulation 6 apply, by the Permanent Representative of the Member or a person authorized to sign on behalf of the Permanent Representative and designated as such to the Secretary-General.
The Secretary-General shall determine whether a voting slip is valid or not.
REGULATION 73
Except in commissions, the quorum for voting by correspondence within a constituent body shall equal the quorum required for a meeting of that body;
The quorum for voting by correspondence within commissions shall be a majority of the number of Members represented on that commission;
If the number of replies received by the Secretary-General during the 60-day period referred to in Regulation 72 does not reach the quorum required for voting by correspondence, the motion shall be considered as lost.
REGULATION 74
All votes by correspondence, including elections, shall be conducted by the Secretary-General. At least two senior officials of the Secretariat shall be designated by the Secretary-General to check and count the voting slips received. A statement certifying the results of the ballot shall be established and signed by these officials after such a count. The voting slips shall be retained by the Secretary-General for a period of 180 days after the close of the ballot and then destroyed.
REGULATION 75
The president of a constituent body shall cancel a vote by correspondence in any of the following cases:
If the vote was not preceded by an exchange of opinion and a request is received to have an exchange of opinion in accordance with Regulation 67 (b); or
In case of election between sessions, if any of the persons on the final list of candidates withdraws his agreement to be a candidate or is no longer eligible for the office to which he is nominated.
In these cases, the voting slips received in response to the letter of the request to vote shall be considered null and void.
REGULATION 76
The rules as given in Regulations 61 to 63 and 95 to 109 are not applicable in the case of votes conducted by correspondence.
REGULATION 77
The president of a constituent body may approve a proposal on behalf of that body, without a vote by correspondence, under the following conditions:
When presenting the proposal to the constituent body, he shall have indicated his intention to do so provided that no objection is expressed;
A period of 90 days from the date of the issue of the circular letter presenting the proposal shall have been allowed for replies;
No objection shall have been received within that 90-day period from any of those entitled to vote.
REGULATION 78
Any decision of a constituent body adopted by a vote by correspondence shall have for all purposes of the Organization the same force, effect and status as if it had been adopted by the constituent body in session, and any provision of the Convention or these Regulations applicable to a decision adopted in session shall be equally applicable to a decision adopted by a vote by correspondence.
REGULATION 79
Except in votes by correspondence by the Executive Council, the result of a vote by correspondence in the form of the numbers of votes cast for and against and the number of abstentions shall be communicated to all Members invited to participate in the vote.
A list showing the votes of individual Members shall be sent to any Member, on request, provided such a request is received within 180 days of the close of the ballot and unless two or more Members invited to participate in the vote have requested, before the voting terminates, that this information not be communicated.
General Provisions (published in Technical Regulations, WMO‑No. 49)
Updating of the Technical Regulations and their annexes (Manuals)
The Technical Regulations are updated, as necessary, in the light of developments in meteorology and hydrology and related techniques, and in the application of meteorology and operational hydrology. Certain principles previously agreed upon by Congress and applied in the selection of material for inclusion in the Technical Regulations are reproduced below. These principles provide guidance for constituent bodies, in particular technical commissions, when dealing with matters pertaining to the Technical Regulations:
Technical commissions should not recommend that a Regulation be a standard practice unless it is supported by a strong majority;
Technical Regulations should contain appropriate instructions to Members regarding implementation of the provision in question;
Any amendments to the Technical Regulations submitted by Members or by constituent bodies should be communicated to all Members at least three months before they are submitted to Congress.
Amendments to the Technical Regulations – as a rule – are approved by Congress.
If a recommendation for an amendment is made by a session of the appropriate technical commission and if the new regulation needs to be implemented before the next session of Congress, the Executive Council may, on behalf of the Organization, approve the amendment in accordance with Article 14 (c) of the Convention. Amendments to annexes to the Technical Regulations proposed by the appropriate technical commissions are normally approved by the Executive Council.
If a recommendation for an amendment is made by the appropriate technical commission and the implementation of the new regulation is urgent, the President of the Organization may, on behalf of the Executive Council, take action as provided by Regulation 9 (5) of the General Regulations.
Note: A simple (fast-track) procedure may be used for amendments to technical specifications in Annexes II (Manual on Codes (WMO-No. 306), III (Manual on the Global Telecommunication System (WMO-No. 386)), IV (Manual on the Global Data-processing and Forecasting System (WMO-No. 485)), V (Manual on the Global Observing System (WMO- No. 544)), VII (Manual on the WMO Information System (WMO-No. 1060)) and VIII (Manual on the WMO Integrated Global
Observing System (WMO-No. 1160)). Application of the simple (fast-track) procedure is defined in the appendix to these General Provisions.
After each session of Congress (every four years), a new edition of the Technical Regulations, including the amendments approved by Congress, is issued. With regard to the amendments between sessions of Congress, Volumes I, III and IV of the Technical Regulations are updated, as necessary, upon approval of changes thereto by the Executive Council. The Technical Regulations updated as a result of an approved amendment by the Executive Council are considered a new update of the current edition. The material in Volume II is prepared by the World Meteorological Organization and the International Civil Aviation Organization working in close cooperation, in accordance with the Working Arrangements agreed by these Organizations. In order to ensure consistency between Volume II and Annex 3 to the Convention on International Civil Aviation – Meteorological Service for International Air Navigation, the issuance of amendments to Volume II is synchronized with the respective amendments to Annex 3 by the International Civil Aviation Organization.
Note: Editions are identified by the year of the respective session of Congress whereas updates are identified by the year of approval by the Executive Council, for example “Updated in 2012”.
WMO Guides
In addition to the Technical Regulations, appropriate Guides are published by the Organization. They describe practices, procedures and specifications which Members are invited to follow or implement in establishing and conducting their arrangements for compliance with the Technical Regulations, and in otherwise developing meteorological and hydrological services in their respective countries. The Guides are updated, as necessary, in the light of scientific and technological developments in hydrometeorology, climatology and their applications. The technical commissions are responsible for the selection of material to be included in the Guides. These Guides and their subsequent amendments shall be considered by the Executive Council.
Experts
CBS
Cg/EC
“At session”
(complex)

13. Preparations for Congress (2019)
To Dec ’17: Expert teams
Draft 1
EC-70 Inf papers
Jun ’18: EC-70
Draft
Amendments
Adopted
EC Recommendations
Draft 2
EC-70 Inf papers
Jan ’18: OPAGs
Recommend
Amendments
Jun – Oct ’18: Expert teams
EC-70 Recommendation
Process & Cg-18 topics
Updated
Amendments
Mar ’18: CBS TECO
There are three phases in the CBS preparations for eighteenth Congress.
The first phase finishes with a meeting of the CBS Management Group immediately following CBS TECO 2018.
During this phase, CBS Expert Teams have been drafting their recommendations for amendments to technical regulations and for any other decisions that need to be made by Executive Council or Congress. TECO gives an opportunity for Members to provide feedback and advice on those recommendations, and to provide guidance on what further work is needed in order to make them suitable for presentation to Executive Council or to Congress.
During the second phase, the drafts of recommendations are presented to Executive Council.
The president of CBS will make two types of recommendation to EC-70:
Decisions that have to be made by Executive Council itself. Those decisions that have to be made by Executive Council need to be in their final form, with the Executive Council resolutions referring to documents considered by TECO. Advised by TECO and the CBS Management Group, the president of CBS will propose the associated TECO documents (amended as necessary) to EC-70. These documents need to be translated into the languages used by EC. EC-70 meets in June 2018.
Topics that CBS proposes for consideration by Cg-18. EC is responsible for proposing the agenda for Congress, so the president of CBS needs to inform EC-70 of those topics that CBS needs to have discussed. The current drafts of the text for Congress (such as proposed changes to Manuals) are in either the TECO documents or information documents, and will be referred to by the documents for EC-70 to illustrate what is likely to be in the recommendations to Congress and to give EC an opportunity to provide guidance.
The final phase finalizes the recommendations to Congress.
Expert teams will continue to work on the recommendations to be presented to Congress until October Between November 2018 and February 2019 the recommended texts will be made available to Members on a website, and an online method of providing feedback will also be implemented. Although the English versions of these texts will be produced first, translations will be made available. The feedback from the consultation will be considered and taken into account by CBS Management Group before the final drafts are submitted to Congress.
Updated
Amendments
Nov ’18 – Feb ’19: consult with Members
English only
Translated
Draft 1
Congress Resolutions
Responses
Mar ’18: CBS-MG
May ’19: Cg-18

14. Consultation time table
Event/activity
Duration (working weeks)
Last start
Jan-18
Feb-18
Mar-18
Apr-18
May-18
Jun-18
Jul-18
Aug-18
Sep-18
Oct-18
Nov-18
Dec-18
Jan-19
Feb-19
Mar-19
Apr-19
May-19
Jun-19
OPAG docs preparation
OPAG approve docs 1
31-Jan-18
TRUE
FALSE
MG approve docs
07-Feb-18
Submit for publication as information papers
14-Feb-18
On TECO website 6
21-Feb-18
TECO
04-Apr-18
MG confirm
11-Apr-18
Revise draft EC information papers; submit Doc on Cg-18 agenda
18-Apr-18
Approve & post draft EC docs 2
25-Apr-18
Publish EC docs
09-May-18
EC-70
20-Jun-18
ET finalize docs for consultation
06-Oct-18
OPAG agree docs consultation
20-Oct-18
MG agree docs for consultation
27-Oct-18
Approve and translate documents for consultation 4
03-Nov-18
Publish documents for consultation with Members
01-Dec-18
Feedback from Members 9
12-Jan-19
Finalize Cg documents
16-Mar-19
Approve and translate Cg docs
23-Mar-19
Cg docs on web
06-Apr-19
Congress starts
18-May-19
Experts continue working
We are here

15. Summary CBS has to make recommendations to eighteenth Congress
Phase 1: prepare texts for EC-70 and initial drafts for Cg-18. Now
Phase 2: EC-70 approval of texts and include topics on Congress agenda, further development. Until October
Phase 3: online consultation, recommendations to Congress. November to March

16. Thank you
Merci