COSPAS-SARSAT Secretariat Contribution Program Terms and Conditions
The purpose of this document is to establish terms and conditions for the provision of an assessed contribution to the COSPAS-SARSAT Secretariat, fulfilling Canada's treaty obligations as outlined in the International COSPAS-SARSAT Program Agreement (ICSPA – 1988).
1. Authority
Paragraph 6(1)(c) of the Department of Public Safety and Emergency Preparedness Act (S.C. 2005, c. 10) authorizes the Minister of Public Safety and Emergency Preparedness to make grants and contributions.
Paragraph 4(1)(m) of the Emergency Management Act (S.C. 2007, c. 15) authorizes the Minister of Public Safety and Emergency Preparedness to establish policies and programs with respect to emergency management.
Article 6 of International Cosmicheskaya Sistyema Poiska Avariynich Sudov — Search and Rescue Satellite Aided Tracking (COSPAS-SARSAT) Program Agreement (ICSPA) signed July 1, 1988.
An Order in Council in July 2015 transferred from the Department of National Defence to the Department of Public Safety and Emergency Preparedness the control and supervision of that portion of the federal public administration, known as the National Search and Rescue Secretariat. PC number 2015-1126.
International Cospas-Sarsat Program Privileges and Immunities Order (SOR/2005-112).
2. Program Description
COSPAS-SARSAT Background:
The COSPAS-SARSAT Search and Rescue Satellite System (System) was established under the ICSPA signed on July 1, 1988 by Canada, France, the Russian Federation and the United States of America (the Parties) and came into force on August 30, 1988. The System provides distress alerting and location data at no cost to search and rescue (SAR) services worldwide for ships, aircraft and individuals, who have equipped themselves at their own cost, with compatible distress radio beacons.
Mission:
The International COSPAS-SARSAT Program provides accurate, timely and reliable distress alerting and location data to help search and rescue authorities assist persons in distress.
Structure:
The following bodies were established pursuant to the signature of the ICSPA:
- the Council; and,
- the Secretariat.
The Council may establish subsidiary entities as required for the implementation of the ICSPA.
COSPAS-SARSAT Council:
The Council is composed of one representative from each of the Parties, who may be accompanied by deputies and advisers, and meets at least once a year to "carry out the relevant policies and co-ordinate the activities of the Parties” but can meet as often as necessary to discharge its functions. Decisions of the Council are made unanimously by the representatives of the Parties.
The Council holds closed meetings, attended only by the Parties, primarily to address the management of the Secretariat and the administration of the Program, including relations with prospective participants, system users, manufacturers and international organisations.
The Council also meets at least once a year in an open meeting, during which the Associated States and organisations may address any issues pertaining to the administration of the Program and the management of the system that is of interest to participants.
Canada is represented at the Council by a Permanent Representative, as designated by the Minister of Public Safety and Emergency Preparedness.
COSPAS-SARSAT Secretariat:
The COSPAS-SARSAT Secretariat is the permanent administrative body for the Program. It assists the Council in the implementation of all its functions in support of the management of the Program, including conferences, administrative support, system documentation and international liaison.
The COSPAS-SARSAT Secretariat was established under the International Maritime Satellite Organization (INMARSAT) in 1988 to perform administrative tasks and functions that were under the control of INMARSAT. Following INMARSAT's privatization on April 15, 1999, the COSPAS-SARSAT Secretariat continued as a separate entity affiliated to the International Mobile Satellite Organization (IMSO), which is an intergovernmental regulatory organization, under a revised Understanding entered into by IMSO and the co-operating agencies of the COSPAS-SARSAT Parties. In 2005 the COSPAS-SARSAT organization, comprised of the Council and the Secretariat, moved to Montréal, Québec.
A Head of Secretariat, appointed pursuant to procedures approved by the COSPAS-SARSAT Council, manages the Secretariat.
The Secretariat takes direction from the Council in the performance of its functions, which include:
- conference services for the meetings of the Council and of its subsidiary entities;
- administrative services concerning general correspondence, system documentation and promotional materials;
- technical services including the preparation of reports as instructed by the Council; liaison with Ground Segment Providers, User States and international organizations; and,
- such other services as may be required by the Council for the implementation of the International COSPAS-SARSAT Program Agreement.
3. Aim and Objectives:
In Canada, the federal government and the provincial/territorial governments share responsibilities for search and rescue (SAR), taking into account their respective jurisdictions and authorities. As part of its role in matters of SAR, PS provides Canada's Permanent Representative to the International COSPAS-SARSAT Program, who is responsible for coordinating Canada's activities and contributions in support of the Program.
Canada's participation in the Program supports the PS Departmental priority of achieving a Canada that can effectively mitigate, prepare for, respond to, and recover from all hazards events. The objective of the international Program is to reduce the search times for SAR activities by providing accurate distress alert and location data to SAR authorities. Reduced search times can result in more effective SAR missions and reduce the severity of injury and/or potentially reduce the loss of life.
The purpose of this assessed contribution program is to meet Canada's obligation, under the ICSPA, to pay its share of the cost of operations incurred by the COSPAS-SARSAT Secretariat when performing administrative tasks and functions.
Article 6 of the ICSPA stipulates that common costs associated with the organization, administration and coordination of the International COSPAS-SARSAT Program, as agreed by the Council, including those incurred in financing the activities of the Council and the Secretariat shall be shared equally by the four COSPAS-SARSAT Parties.
4. Eligible Recipient:
As per the COSPAS-SARSAT Program Management Policy, section 4.3, the eligible recipient is the "International COSPAS-SARSAT Program" to provide funding to the COSPAS-SARSAT Secretariat.
The International COSPAS-SARSAT Program is recognized by the International Cospas-Sarsat Program Privileges and Immunities Order as an international organization having in Canada the legal capacities of a body corporate.
5. Eligible Expenditures:
Eligible expenditures are the common costs associated with the organization, administration and coordination of the International COSPAS-SARSAT Program Agreement, as agreed by the Council, including those incurred by the COSPAS-SARSAT Secretariat when providing administrative support to the COSPAS-SARSAT Council.
Examples of eligible expenditures include operating expenditures such as:
- Secretariat Staff (salaries, allowances, employer costs, recruitment/installation/relocation, training/conferences, etc.);
- Temporary staff;
- Translation services;
- Professional services;
- COSPAS-SARSAT meetings (interpretation, meeting rooms and other costs);
- Accommodation and office services (office space cleaning, maintenance, heating, lights, etc.);
- Telephone and facsimile;
- Promotional materials (website, information bulletin, etc.);
- Travel (only for Secretariat staff travelling to meetings and conferences held in Canada and abroad; and home leave travel costs for expatriate staff);
- Office supplies (paper, subscriptions to trade publications, etc.);
- Postage and freight;
- Printing and copying;
- Computer expenses (purchasing computer and peripherals, computer consumables and software license renewals, scanning and document archiving);
- IT services (standard LAN software, backup facility and basic maintenance, email, Internet access, etc.);
- Depreciation; and,
- Temporary reserve (difference of the assets and the liabilities from the reserve available for future operation of the Secretariat).
Council members' travel and accommodation expenses relating to their attendance at the Council and all other COSPAS-SARSAT meetings are paid directly by their respective country.
6. Contribution:
Canada's contribution represents an assessed share of the costs associated with running the COSPAS-SARSAT Secretariat.
The maximum amount to be paid will not exceed Canada's share of the total annual forecast approved by the COSPAS-SARSAT Council.
Any decision to change the amount will not occur without the unanimous consent of the four Parties of the COSPAS-SARSAT Council.
The COSPAS-SARSAT organization has grown to include more than 40 non-partner states, named 'participants', that take part in activities associated with the organization, coordination and administration of the International COSPAS-SARSAT Program. The participants are invited to contribute to the common costs involved under terms determined by the Council. This has resulted in creating stability in the common costs shared between partners. As an indication, the expected Canadian contribution for 2022/23, based on an approximate assessment rate of 8%, will be $272,000.
The contribution is not subject to currency fluctuations as the Secretariat is located in Canada (Montréal) and budgets are approved in Canadian dollars.
7. Basis and Timing of Payment:
The basis of payment is established through the approval of the COSPAS-SARSAT work plan submitted by the Secretariat to all Parties. The timing of payments made to the recipient is not based upon cash flow requirements but released annually upon receipt and approval of the COSPAS-SARSAT work plan by Canada's Permanent Representative. The COSPAS-SARSAT workplan is due by May 30 each year. The Canadian contribution will be paid to the International COSPAS-SARSAT Secretariat.
8. Evaluation of Canada's Membership:
A Performance Measurement Strategy has been developed for the COSPAS-SARSAT Secretariat Contribution Program, which provides the NSS with the tools to measure and evaluate the effectiveness and relevancy of funding the COSPAS-SARSAT Secretariat. Specifically, the evaluation will focus on the Canadian delegation's use of the Secretariat services for the coordination of COSPAS-SARSAT activities. It should be recognized that COSPAS-SARSAT has acceptable governance and review mechanisms that can reliably allow the Government of Canada to assess the indirect benefits of its participation.
Specific performance indicators have been developed for the following administrative and management activities (services) provided by the COSPAS-SARSAT Secretariat:
- Conference Services;
- Administrative Services;
- Technical Services; and,
- International Organization Liaison Services.
Canada's participation in the International COSPAS-SARSAT Program extends beyond this Contribution Program. Any evaluation of this Contribution Program will be limited to the administrative and management activities of the COSPAS-SARSAT.
Secretariat and will not be tied to an evaluation of the overall International COSPAS-SARSAT system. The scheduling will be determined as part of the departmental evaluation in accordance with Treasury Board policies.
9. Effective Management:
Canada's representative to the Council of the International COSPAS-SARSAT Program advocates the sound management and responsible use of federal funds by promoting effective and efficient programs, practices and results in this Program.
Canada participates fully in COSPAS-SARSAT steering committees and working groups, as well as in the COSPAS-SARSAT Council, as is appropriate and in line with departmental contributions.
Given that all COSPAS-SARSAT financial decisions are required to be unanimous, Canada has full oversight of the investment. Through annual Joint Committee and Council meetings, participating countries continually evaluate the COSPAS-SARSAT system and these evaluations are clearly documented in the minutes of the Council and Joint Committee meeting minutes.
The Council is composed of one representative from each of the Parties, who may be accompanied by deputies and advisers.
The COSPAS-SARSAT Secretariat is the permanent administrative body for the Program and it assists the Council in the implementation of all its functions in support of the management of the Program, including conferences, administrative support, system documentation and international liaison.
COSPAS-SARSAT has effective governance, review and audit mechanisms that can reliably allow the Government of Canada to assess the indirect benefits of its participation as well as the efficiency with which its contributions are disbursed.
10. Reporting:
The Department will inform the public about the results obtained from Canada's membership in the Program via data contained on the COPSAS-SARSAT website, which describes the effectiveness of the system in terms of lives saved. This number is updated annually and detailed descriptions of various rescues where the COSPAS-SARSAT system played a significant role are covered in the annually released Information Bulletin that is also available on the website.
The Permanent Representative of Canada on the Council provides updates on Canada's activities and contributions to the Program to the Minister of Public Safety and Emergency Preparedness and to the Interdepartmental Committee on Search and Rescue (ICSAR), a federal committee chaired by the Director General, Policy and Outreach Directorate, Emergency Management and Program Branch (EMPB), which provides guidance and direction to Canada's Permanent Representative.
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