Third session of the Sub-Committee on Pollution Prevention and Response (15 to 19 February 2016)

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1 E 4 ALBERT EMBANKMENT LONDON SE1 7SR Telephone: +44 (0) Fax: +44 (0) Circular Letter No July 2015 To: Subject: All IMO Members United Nations and Specialized Agencies Intergovernmental organizations Non-governmental organizations in consultative status Third session of the Sub-Committee on Pollution Prevention and Response (15 to 19 February 2016) 1 The Secretary-General has the honour to invite representation at the third session of the Sub-Committee on Pollution Prevention and Response (PPR 3), which will be held at IMO Headquarters, 4 Albert Embankment, London SE1 7SR, from Monday, 15 to Friday, 19 February The provisional agenda for the third session of the Sub-Committee (PPR 3/1) is attached and further documentation, including a provisional timetable, will follow in due course. Following the successful trial of the PaperSmart initiative at C 109, it is envisaged that this session should, as far as practicable, also be held in PaperSmart mode. Please refer to Circular Letter No.3325 of 13 November 2012 for additional information on this initiative. 3 The second session of the Sub-Committee agreed to establish, at this session, working/drafting groups on subjects to be selected from the following:.1 Safety and pollution hazards of chemicals and preparation of consequential amendments to the IBC Code;.2 Code for the transport and handling of limited amounts of hazardous and noxious liquid substances in bulk on offshore support vessels;.3 Revised guidance on ballast water sampling and analysis;.4 Production of a manual entitled "Ballast Water Management How to do it";.5 Consideration of the impact on the Arctic of emissions of Black Carbon from international shipping; and.6 Revised section II of the Manual on oil pollution contingency planning; Guide on oil spill response in ice and snow conditions; Updated IMO Dispersant Guidelines; Updated OPRC Model Training Courses;

2 Circular Letter No.3570 Page 2 whereby the Chairman, taking into account the submissions received on the respective subjects, would advise the Sub-Committee well in time before PPR 3 on the final selection of such groups. 4 The Secretary-General would appreciate being informed, in due course, of the names of representatives, delegates or observers, as appropriate, intending to participate in the forthcoming third session of the Sub-Committee. Submission of documents to PPR 3 5 In accordance with the Guidelines on the organization and method of work of the Maritime Safety Committee and the Marine Environment Protection Committee and their subsidiary bodies (MSC-MEPC.1/Circ.4/Rev.4), the deadlines for the submission of documents to the session and the method of submitting documents are specified in paragraph 1 of the Notes to the provisional agenda for PPR 3 (PPR 3/1). A document template is available on the IMODOCS website for use in the preparation of documents. ***

3 Circular Letter No Annex, page 1 ANNEX REGISTRATION AT IMO MEETINGS AND PROCEDURE GOVERNING IMO SUPPORT FOR VISA APPLICATIONS Registration at IMO meetings Member Governments, IGOs and NGOs are required to provide, prior to the meeting date, the names of their representatives, including Permanent Representatives, heads of delegations, alternates, advisers or observers, via the Online Meeting Registration System (OMRS) as advised in Circular Letter No.3463 of 14 July This facilitates both their entry into the building and production of the list of participants by the Secretariat. Once they have completed the registration procedure, delegates will be issued at IMO with an electronic access card to pass through the security barrier in the IMO building. Issue of the access card will require photographic proof of identity, e.g. passport, identity card or driving licence. Delegates may also be required to show proof of identity at any time while they are in the Headquarters building, if requested by IMO Security. In view of the significant costs incurred in producing access cards, delegates who have previously been issued with one are kindly requested to bring it with them for reactivation. Any matters relating to the use of the OMRS should be communicated to: Registration Unit Meeting Services and Interpretation Section onlineregistration@imo.org No representative will be registered to attend the meeting without authorization from their OMRS Delegation Coordinator. New delegates whose names appear in the OMRS will be issued with the above-mentioned access card. Delegates whose names are not on the OMRS list will be requested to contact their OMRS Delegation Coordinator in order to process their authorization to attend the meeting. Delegates are advised that the Registration Desk will be open from 7.30 a.m. on Monday, 15 February 2016, when early arrival would be appreciated. General information on administrative and housekeeping issues relating to meetings at IMO may be found in an information leaflet for delegates, which can be downloaded from IMODOCS and is also available at the Documents and Meeting Services counters on the ground floor and second floor, respectively. Delegates are kindly requested to familiarize themselves with the contents of the information leaflet. Procedure governing IMO support for visa applications Delegates invited by the Organization who require United Kingdom entry visas should, in the first instance, apply for a visa at the nearest British Consulate or Embassy and obtain reference numbers. The necessary documentation (such as a copy of the IMO programme of meetings usually issued during December/January each year; the original and relevant IMO official letter of invitation usually issued some six months prior to the time the meeting is to convene at IMO; or the nomination letter together with a note verbale from the Ministry of Foreign Affairs) must accompany such visa applications.

4 Circular Letter No.3570 Annex, page 2 Delegates must be nominated by the Ministry of Transport (or any other competent ministry) or by the National Maritime Administration. The nomination letter should be taken to the Ministry of Foreign Affairs for preparation of a note verbale addressed to the British Embassy/High Commission. If, after following the above-mentioned procedure, delegates still encounter visa problems, either the Ministry of Foreign Affairs, the Ministry of Transport or the National Maritime Administration should communicate on letterhead the following details to the Head, External Relations Office, requesting visa assistance and stating the reasons given by the British Embassy/High Commission as to why visas have been or may be refused. i ii iii First name: Family name: Profession: Date of birth: Place of birth: Type of passport: Passport No: Place of issue: Date of issue: Valid until: Visa reference number: Date and place of visa application: Purpose of visit: Duration of anticipated stay in the United Kingdom: This exercise must be undertaken at least six weeks before the date on which the session begins, to enable the Organization to support the visa application accordingly and the visa to be issued in good time *. * Requests for visa assistance should be sent to IMO by fax (+44(0) ) or by visa@imo.org.

5 E SUB-COMMITTEE ON POLLUTION PREVENTION AND RESPONSE 3rd session Agenda item 1 PPR 3/1 16 July 2015 Original: ENGLISH PROVISIONAL AGENDA for the third session of the Sub-Committee to be held at IMO Headquarters, 4 Albert Embankment, London, SE1 7SR, from Monday, 15 to Friday, 19 February 2016 (Session commences at 9.30 a.m. on Monday, 15 February 2016) Opening of the session 1 Adoption of the agenda 2 Decisions of other IMO bodies 3 Safety and pollution hazards of chemicals and preparation of consequential amendments to the IBC Code 4 Review of MARPOL Annex II requirements that have an impact on cargo residues and tank washings of high viscosity and persistent floating products 5 Code for the transport and handling of limited amounts of hazardous and noxious liquid substances in bulk on offshore support vessels 6 Revised guidance on ballast water sampling and analysis 7 Production of a manual entitled "Ballast Water Management How to do it" 8 Consideration of the impact on the Arctic of emissions of Black Carbon from international shipping 9 Development of standards for shipboard gasification waste to energy systems and associated amendments to regulation 16 of MARPOL Annex VI 10 Amendments to bunker delivery note to permit the supply of fuel oil not in compliance with regulation 14 of MARPOL Annex VI 11 Guidelines for onboard sampling and verification of the sulphur content of the fuel oil used on board ships 12 Guidelines for the discharge of exhaust gas recirculation bleed-off water

6 PPR 3/1 Page 2 13 Improved and new technologies approved for ballast water management systems and reduction of atmospheric pollution 14 Revised section II of the Manual on oil pollution contingency planning 15 Guide on oil spill response in ice and snow conditions 16 Updated IMO Dispersant Guidelines (Part IV) 17 Updated OPRC Model training courses 18 Unified interpretation to provisions of IMO environment-related Conventions 19 Biennial agenda and provisional agenda for PPR 4 20 Election of Chairman and Vice-Chairman for Any other business 22 Report to the Marine Environment Protection Committee Notes: 1 In accordance with the Guidelines on the organization and method of work of the Maritime Safety Committee and the Marine Environment Protection Committee and their subsidiary bodies (MSC-MEPC.1/Circ.4/Rev.4):.1 documents should be received by the Secretariat as follows 1 :.1 documents (including information documents submitted in hard copy only) containing more than six pages of text (bulky documents 2 ), by Friday, 13 November 2015;.2 non-bulky documents including information documents (six pages or fewer) and bulky information documents submitted in electronic format, by Friday, 11 December 2015; and.3 documents commenting on those referred to in subparagraphs.1 and.2 above containing four pages or less, by Friday, 25 December 2015 (see also paragraph of the guidelines);.2 for reasons of economy, documents should be submitted in single spacing, and be as concise as possible, and: 1 Documents other than information documents and reports from sub-committees, working, drafting, correspondence and other working groups and the Secretariat, which contain more than 20 pages, in line with paragraph 6.11 of the Committees' Guidelines, will not be translated in their entirety. Such documents should include, for translation purposes, a summary not longer than four pages, with the technical content submitted as an annex in the language needed by working groups (e.g. English). 2 In the case of documents containing more than 50 pages, the provisions of paragraph of the Committees' Guidelines are to be applied.

7 PPR 3/1 Page 3.1 all documents should include a brief summary prepared in accordance with section 6 of the above-mentioned guidelines;.2 substantive documents should conclude with a summary of the action that the Sub-Committee is invited to take; and.3 information documents should conclude with a summary of the information contained therein;.3 the following word-processing format should be observed in order to standardize the presentation of documents: - font: Arial; - font size: 11; - justification: full; - margins: 2 cm top, 2.5 cm bottom, left and right. A template is available on the IMODOCS website for use in the preparation of documents. To facilitate the processing of documents, they should be sent via in Microsoft Word to IMO's address ppr@imo.org. 2 The Committees' Guidelines, inter alia, request the Secretariat to strictly apply the rules concerning the submission of documents and not accept late submissions from Governments or delegations.