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Action Plan for the Secretariat - Organizational Guide
October 2007
1.0 Concept of Operations
1.1 Overview
The North Atlantic Coast Guard Forum (NACGF) is an informal organization, not bound by treaty, bringing together representatives from North Atlantic/North European countries to facilitate multilateral cooperation on matters related to combined operations, illegal drug trafficking, marine security, environmental protection, information exchange, fisheries enforcement, illegal migration and search and rescue. The NACGF may also provide a forum for the exchange of technical experiences including but not limited to maritime surveillance systems, equipment and shipbuilding. Forming in 2007, the inaugural meeting will be hosted by Sweden and include participation by Belgium, Canada, Denmark, Estonia, Finland, France, Germany, Iceland, Ireland, Latvia, Lithuania, the Netherlands, Norway, Poland, Russia, Sweden, the United Kingdom and the United States.
1.2 Operating Principles
1.2.1 Membership
The NACGF is voluntarily comprised of Belgium, Canada, Denmark, Estonia, Finland, France, Germany, Iceland, Ireland, Latvia, Lithuania, the Netherlands, Norway, Poland, Russia, Sweden, the United Kingdom and the United States.
1.2.2 Annual Meetings
The Forum meets semi-annually, however NACGF work continues year round through the secretariat. The NACGF Summit is held in September or October, bringing together the heads of Coast Guard agencies, or their equivalents, from member countries. The heads review the work of the forum’s working groups, approve or amend decisions taken at the Experts Meeting and set forth an action plan for the working groups in the year ahead that will become the basis of Forum combined operations and training.
At the NACGF Experts Meeting, subject matter experts meet as Working Groups to focus on the items referred to in 1.2.10 in this document.
The issues and Principals’ task direction from the annual Summit are refined at the Experts Meeting and working materials are prepared and finalized. The Experts Meeting is held between February and April each year.
1.2.3 Hosting Summit and Experts Meetings
The responsibility of hosting the Summit and Experts Meeting during a calendar year is rotated among member countries. To date, the Heads (Summit) and Experts meetings will be hosted as follows:
| NACFG Meeting Hosts | |||
| Year | Hosting Country | Year | Hosting Country |
| 2007 | Sweden | 2012 | TBD |
| 2008 | Denmark | 2013 | TBD |
| 2009 | Iceland | 2014 | TBD |
| 2010 | TBD | 2015 | TBD |
| 2011 | Estonia (tentative) | 2016 | TBD |
1.2.4 Primary Objectives of NACGF Meetings
- Efficient information exchange
- Preparing analyses and studies
- Seek common solutions to maritime issues stemming from dangers threatening to countries of the North Atlantic region
- Applying common activities and methods to combat criminal activities
- Improving and developing bi- and multilateral relations
- Working Group meetings to address the Forum’s missions
- Drafting recommendations and proposals
- Building working relationships and networks
1.2.5 Responsibilities of the Host Country
The host country is responsible for planning and scheduling Working Group meetings and plenary sessions at a suitable location with appropriate technical support. Typically social and cultural events are built into the program. The host country provides all meeting documents for participants upon registration and is responsible for translation services and publicity. The Head of Delegation of the host country serves as Chair of the plenary sessions. The host country bears the costs of inland transport and boarding and the participants bear the costs of travel and accommodation.
The working language of the Summit and Experts Meeting is English. The working materials are prepared in English. Simultaneous translation is provided at the plenary sessions.
The Host Country may set a theme to govern the efforts of the NACGF during that country’s Executive Agency.
1.2.6 Role of Chair
The chair of the plenary sessions at the Summit and the Experts Meeting is the Head of Delegation of the host country. The chair also delivers summaries of the session’s accomplishments and decisions and is responsible for the post Summit/Experts Meeting Summary Report.
The chair should also take measures to
- Concurrence that the media posture should be active, engages home nation media on NACGF;
- Concurrence to invite media to the next NACGF;
- Identify media spokespeople; and,
- Provide point of contact information for NACGF public affairs staff.
1.2.7 Role of Head of Delegation
The Head of Delegation is the official spokesperson for his or her country at the Summit/meeting. The Head of Delegation typically does not participate in Working Group meetings but provides a national perspective during plenary on all Working Group initiatives.
1.2.8 Selection of Working Groups (WG)
Working Groups are organized at the direction of the Principals and reflect issues relevant to member countries of the North Atlantic. All delegations can suggest the establishment of new Working Groups or dissolution of current ones. This way, by consensual agreement, the issues addressed by the NACGF remain topical.
1.2.9 Role of Working Groups
Working Groups seek solutions to common problems and issues confronting member countries by sharing expertise and best practices in a cooperative and consensual manner. Working Groups meet between February and April of each year at the Experts Meeting to prepare and finalize working materials and advice to be presented to principals at the annual summit later in the year.
Any “out-of- circle- meeting” is on the responsibility of the chair of the actual WG.
1.2.10 Selection of Working Group Chairs
Presently, the Working Groups and Chairs are as follows:
- Maritime Security Working Group: TBD
- Illegal Drug Trafficking Working Group: TBD
- Illegal Migration Working Group: TBD
- Fisheries Enforcement Working Group: TBD
- Environmental Response Working Group: TBD
- Search and Rescue Working Group: TBD
In each WG should be discussed co-operative possibilities as information exchange, training, technical development, surveillance and possible joint operations in connection with the main subject for the respectively WG.
When a country wishes to relinquish its role as chair, or advocate adding or deleting a Working Group, a proposal will be submitted to the NACGF Secretariat for presentation to Principals at the annual Summit.
1.2.11 Composition of Working Groups
Each member country is expected to have, if necessary, representation on and make contributions to NACGF Working Groups. In some cases, when there is shared responsibility for issues among a country’s agencies or departments, it is acceptable to have multiple representatives at the Working Group meetings. Working Group chairs are not expected to simultaneously chair and represent their country on a Working Group. The chair will be joined by a fellow countryman to represent national interests. Each country’s representative should either speak English or the language of that year’s host country.
1.2.12 Role of Working Group Chairs
The Working Group chair coordinates all planning and documentation in advance of the Experts Meeting and Summit. The chair is responsible for all communications between Working Group members and liaising with the Secretariat. The chair reports the work of the Working Group to plenary.
1.2.13 Role of Secretariat
The Secretariat is responsible for harmonizing NACGF work, operating as a point of contact with the various Working Groups and member country agencies and providing organizational and logistical support for the Forum. The chair of the Secretariat rotates among Forum hosting countries.
To facilitate the work in the Secretariat, a troika consisting of the last, the present and the incoming chairs could be established.
The Secretariat oversees the smooth running and future development of the Forum.
1.2.14 Decision Making/Carrying Out Decisions
The NACGF is a voluntary initiative. Its decisions and resolutions are not compulsory, but the participants undertake to carry out the different tasks accurately and to meet deadlines. Decisions taken by Principals are made by consensus.
2.0 Meeting Templates
2.1 Recommended length of Experts’ Meeting/Summit
2.1.1 Annual Experts’ meeting
Held in February or March for 3 days – 1 day for working group discussion, 1.5 days for plenary meeting, and 0.5 day for cultural tour (Doesn’t include the registering day and departing day).
2.1.2 Annual Summit Meeting
Held in September or October for 3 days - 1 day for working group discussion, 1.5 days for plenary meeting, and 0.5 day for cultural tour (doesn’t include the registering day and departing day).
2.2 Translation
The working language of NACGF is English. The hosting country will be responsible for providing relevant simultaneous English interpreters at the plenary session.
2.3 Business Operations Office
The hosting country should bear the expenses and provide a business office for use by member agencies during the NACGF meetings. At a minimum, this office should provide:
- Computers with internet access, printers, and the Microsoft Office suite of software\
- Copiers
- Office supplies
2.4 Transportation details from arrival to departure
The hosting country shall provide transportation for all delegates during his/her arrival and departure.
3.0 External affairs plan
3.1 Objectives
3.1.1 Strengthen/validate the Forum through enhanced prestige gained from increased visibility and recognition within member nations and from non-member states.
3.1.2 Amplify deterrence of illegal acts at sea through promotion of coordinated operations, targeted areas and illegal activities, as well as mutual support for prosecution of law violators.
3.1.3 Create the operational environment for success through targeted public awareness campaigns.
3.1.4 Enhance Forum success through increased awareness/understanding of Forum operations and capabilities by other agencies within member nations.
3.2 Organization
3.2.1 Governmental Affairs
This area of the external affairs program is focused on communication with key government leaders and supporting government agencies located within a North Atlantic Coast Guard Forum member nation’s borders. Key initiatives include:
- Briefing, providing tours and include in meetings/conferences, officials that have direct control or provide support to NACGF initiatives.
- Providing educational materials to other officials.
3.2.2 Historical Affairs
This area of the external affairs program is focused on recording and/or documenting North Atlantic Coast Guard Forum operations and other activities for posterity. Key initiatives include:
- Maintaining After Action Reports.
- Collecting news articles and photos on NACGF.
3.2.3 International Affairs
This area of the external affairs program is focused on communication with key government leaders and supporting government agencies located in a nation that is not a member of the North Atlantic Coast Guard Forum. Key initiatives include:
- Outreach to government officials from nations that will be impacted by NACGF operations.
- Awareness campaigns among other nations.
- Occasional opportunities to invite third party nations as Forum observers.
3.2.4 Public Affairs
This area of the external affairs program is focused on communication with the public through media interaction and direct community contact, as well as communication internally within our organizations. Key initiatives include:
- Strategically coordinate news coverage in publications that will reach targeted audiences, i.e., fishing magazines to reach fishermen who may be impacted by NACGF operations.
- Awareness news coverage for the general public.
- Public speaking opportunities.
- Keeping the internal audience informed.
- Establish/maintain a NACGF web site.
- Imagery.
3.2.5 Use of NACGF Logo
The NACGF logo is the intellectual property of the hosting country during the year in which the Annual Summit will be hosted in that country. Intellectual property rights will be assigned to the next hosting country scheduled to host the next calendar year’s Annual Summit. The NACGF logo may be displayed publicly and freely reproduced on printed educational materials and the NACGF web site. Any other use of the NACGF logo will be coordinated through the external affairs program.
3.2.6 Stakeholder Affairs
This area of the external affairs program is focused on communication with key private businesses and non-government agencies located within a North Atlantic Coast Guard Forum member nation’s borders. Key initiatives include:
- Reaching out to fishing organizations.
- Reaching out to conservation groups.
- Reaching out to maritime industry and shipping organizations.
3.2.7 Legal Affairs
Member countries may record and/or capture open source data in the event that Forum operational activities lead to actual law enforcement prosecution. All other exchanges of information are governed by national legislation.
4.0 Strategic guidance
4.1 Strategic Premise
The North Atlantic region faces a wide range of transnational maritime threats to economic prosperity and citizens’ well-being. Because of the wide ranging nature of this threat, the best approach to maintain a stable region is a collaborative one. The North Atlantic Coast Guard Forum brings together 18 countries in the North Atlantic region to address issues of mutual concern.
4.2 Strategic Context
The safety and economic security of the NACGF Members depends substantially upon the secure use of the world’s oceans. Secure use of the oceans is required in order to achieve the objectives of maintaining vibrant maritime commerce and to counter threats from terrorists, trans-national criminals, and other dangerous elements. Since all nations benefit from the secure use of the oceans, they bear a common responsibility for maintaining maritime security by countering threats in this domain. To achieve maritime security, the NACGF intends to promote international efforts that enhance the security of the maritime commons while preserving freedom of the seas for legitimate purposes. Success cannot be achieved by any one country acting unilaterally, but requires a partnership of nations willing to maintain a strong, united international front.
These elements are common to the collaborative approach used by the Forum to achieve maritime security in the North Atlantic region:
- Regional and international cooperation under international and domestic laws, protocols and partnerships that is essential to coordinating all elements of regional capability.
- Increased situational awareness developed through information sharing and maintenance of a common operational picture that will facilitate identification of, and timely effective response to, maritime threats.
- Responsive decision making protocols that employ standard procedures to support safe and timely responses against emerging threats.
4.3 Strategic Overview
A chartered collaborative framework where the nations working to address their maritime security interests contribute to collective engagement on the shared maritime security interests of regional neighbors and international partners through information sharing, exchange of a common operational picture, conduct of cooperative operations, and the development and exercise of international and regional agreements. This framework focuses the efforts of the forum through the lens of Maritime Security. The overarching interests that reflect the work of the forum include:
4.3.1 Protection against transnational crime
Threats like illegal trafficking in narcotics, humans or illicit cargo weaken a nation’s social fabric and the strength of its society.
4.3.2 Preservation of the safety of navigation
Any serious interruption to the flow of maritime traffic can have widespread and far-reaching detrimental economic effects.
4.3.3 Protection of the marine environment
Cumulative and episodic degradation of the marine environment has a devastating impact on the livelihood of coastal communities and sustainability that comes from the sea, and negatively impacts the nation’s economy.
4.3.4 Protection of natural resources
The illegal exploitation of fish, petroleum and other natural resources robs a nation of its economic security and threatens independence.
4.3.5 Protection against terrorism
Terrorism is a global scourge with trans-border effects. The chain reaction of terrorist events in one nation may trigger negative impacts on the trade and economy within and beyond the region.
4.3.6 Response to natural and man-made disasters
Disasters strike with little warning and can quickly overwhelm a country’s response capabilities. Citizens expect their governments to provide assistance and relief from tragedy and a cooperative, shared response can help meet countries’ immediate and longer term needs.
4.4 Strategic Objectives
As the forum works to improve maritime security in the North Atlantic, we will focus our efforts to meet these overarching objectives:
4.4.1
Develop cooperation and information sharing among partnering nations to work together to detect and monitor, deter or intercept transnational maritime threats to prevent harm to a nation’s safety, security, economy or environment.
4.4.2
Forge a cooperative effort among regional partners that will deter lawbreakers and adversaries, provide better mobile surveillance coverage, add to the warning time, allow seizing the initiative to influence events, and facilitate the capability to surprise and engage adversaries before they can cause harm.
4.4.3
Develop cooperative disaster response plans to assist member and other countries in recovery, mitigation, and prevention of natural and man-made disasters.
