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SUMMARY OF THE PLANNING MEETING OF THE SECOND EUROPEAN AND NORTH ATLANTIC VOLCANIC ASH EXERCISE in 2013 (EUR/NAT

VOLCEX13/02)
(Dublin, 5 June 2013) 1. Introduction

1.1 The Planning Meeting of the second European and North Atlantic Volcanic Ash Exercise in 2013 (EUR/NAT VOLCEX13/02) was held in Dublin, Ireland on 5 June 2013. 1.2 The meeting was chaired by Mr. Alvaro Antunes of Portugal and the Secretary of the meeting was Mr. Christopher Keohan of the ICAO EUR/NAT Office, Paris. 1.3 The meeting was attended by 44 experts representing 11 States, 1 airline and 4 International Organizations (Eurocontrol, IATA, ICAO, and the Institute of Flight Guidance). The list of participants and contact list are presented at Appendix A and Appendix B respectively. The group adopted the Provisional Agenda as presented at Appendix C after removing the review of EVITA as it was covered the previous day. Appendix C also contains the list of FIRs that could be impacted by VOLCEX13/02 as well as the initial exercise report template to be submitted by participants of VOLCEX13/02 by 30 October 2013. 2. VOLCEX13/02 framework

2.1 The meeting developed a list of participants related to the VOLCEX13/02 which will be reflected in the Exercise Directive noting that IATA and the Volcano Observatory were added as participants to the draft Exercise Directive. 2.2 The meeting determined the exercise leader as NAV Portugal (Mr. Alvaro Antunes, Jos Amaral, and Antonio Beja). 2.3 The meeting agreed on a limited number of exercise aims and objectives which included the following: Exercise the current volcanic ash contingency plan (EUR Doc 019, NAT Doc 006, Part II) o For individual States: test the effectiveness of their national procedures as amended in accordance with the ICAO plan (ref. -), in the context of the European network o For all participants: test the effectiveness of local (organizational) volcanic ash contingency plans and/or procedures o Exercise the origination, dissemination and reception of volcanic ash related aeronautical/meteorological information (including VAA/VAG, VA concentration charts and data, VA SIGMET and NOTAM); ensure that NOTAM are in accordance with the ICAO EUR/NAT Volcanic Ash Contingency Plan (ref. -).

2 3.

Test dissemination of special air-reports on volcanic ash (from Air France) as per ICAO standards (pilot->ACC->MWO->VAAC) example for exercise to be provided Provide NOTAM template (standard NOTAM text with consensus by States that may be impacted by this volcanic ash exercise) Use real weather (preferred) or past real weather Exercise VAAC Toulouse, VAAC London back-up

Volcano ash exercise scenario

3.1 The meeting reviewed the volcanic ash exercise scenario and agreed with the concept of the scenario as it would likely impact flights in southwest Europe and the western Mediterranean (noting the likelihood of westerly winds associated with the weather of the day). The volcanic ash exercise scenario attributes included: 4. Volcano Name: FURNAS Location: Azores, Portugal Eruption time: 22 October 2013 at 0900 UTC Exercise date and time: 23 October 2013 from 0730 to 1730 UTC General plume impact: TBD - weather of the day (with backup using archived real weather to assure objectives can be met) expected to reach near FL390 Desired plume modifications by the group: not applicable using weather of the day Composition of exercise directing staff

4.1 The meeting agreed to the composition of the exercise directing staff for VOLCEX13/02 as follows: Leader: NAV Portugal (alvaro.antunes@nav.pt, jose.amaral@nav.pt) VAAC Leader: VAAC Toulouse (philippe.husson@meteo.fr, patrick.simon@meteo.fr, patrick.josse@meteo.fr) Other participants o Volcano Observatory, Teresa Ferreira (Teresa.JL.Ferreira@azores.gov.pt) o VAAC Toulouse, Mr. Philippe Husson (philippe.husson@meteo.fr, patrick.simon@meteo.fr, patrick.josse@meteo.fr) o Regulatory, TBD (tbd) o Meteorological Watch Office, TBD (tbd) o Air Navigation Service Provider, TBD (tbd) o Airline Representative, TBD (tbd) o CFMU, Mark Fraser (mark.fraser@eurocontrol.int) o IATA, Carlo Verelst (carlo.verelst@eurocontrol.int) o ICAO, Christopher Keohan (ckeohan@paris.icao.int) 4.2 The directing staff would follow the Volcanic Ash Exercises (VOLCEX) Operating Instructions (OPINS) and provide a final exercise directive more than 2 weeks in advance of the volcanic ash exercise. To accomplish this, the first draft of the exercise directive was expected to be available in a matter of weeks for review by the directing staff. The final version was expected to be available 3 September 2013. This would be posted at the following website (http://www.paris.icao.int/Met/Volc_Ash/Volc_Ash_Reports-home.htm).

3 4.3 The meeting noted that the VOLCEX13/02 debrief meeting would take place either 3 or 4 December 2013 in Exeter, United Kingdom and that Initial Reports would be submitted by individual participants to the Exercise Leader no later than 30 October 2013 which would allow the Exercise Leader to collate lessons learned, recommendations and conclusions to be discussed at the debrief meeting. Each participant will have the opportunity to explain their own lessons learned and recommendations. A mature draft of the Exercise Report would be made available by 15 November 2013 noting the final report would be written following the debrief meeting taking into account discussions at the debrief meeting. 5. Any other business

5.1 The meeting agreed to provide a summary of the VOLCEX13/02 planning meeting which would be available on the above website. 5.2 No other items were addressed under any other business and the meeting closed at approximately 1200 hours on 5 June 2013. _______________________

Appendix A VOLCEX13/02 Planning 5 June 2013 LIST OF PARTICIPANTS

FINLAND Jukka HANNOLA Tapio TOURULA FRANCE Nathalie DOMBLIDES Patrick SIMON Jean-Philippe DESBIOS ICELAND Egill THORDARSON Arni GUDBRANDSON IRELAND Tony DORE Linda ONEILL James LAVELLE EUROCONTROL ITALY Vasco LOCCI Christian AJELLO Giovanni BARRACO Carmelo LOPIS Santo Guiseppe SGRO Salvatore TEDESCO LATVIA Deniss ZILKINS Teodors POLUREZOVS Peteris ZACESTS NORWAY Line HAMMERLUND Ole Petter NORDNES Jan Gunnar PEDERSEN Ira SMEDBY PORTUGAL Antonio BEJA Jose AMARAL Alvaro Francisco DIAS ANTUNES AIR FRANCE Marcus FARRELL IATA Carlo VERELST ICAO Chris KEOHAN INSTITUTE OF FLIGHT GUIDANCE (germany) Ruzica VUJASINOVIC Mark FRASER Bjorn HANSSON Asli OCAL Zarko SIVCEV SWITZERLAND Serge HEINIGER UNITED KINGDOM Stuart FOX Rob DAVIES Nigel GAIT Anton MUSCAT RUSSIAN FEDERATION Elena GLUKHOVSKAYA Sergey SHESTOV Pavel AVDOVIN Aleksandr VOTINTCEV

Last updated: 13/06/13

Appendix B

VOLCEX13/02 Planning
5 June 2013 Contact List
Jukka.hannola@trafi.fi

FINLAND

Jukka HANNOLA

Tapio TOURULA representative of Finnish transport safety agency

tapio.tourula@trafi.fi

FRANCE

Jean-Philippe DESBIOS METEO-FRANCE

jean-philippe.desbios@meteo.fr

Nathalie DOMBLIDES DGAC Cabinet DG

nathalie.domblides@aviationcivile.gouv.fr

Patrick SIMON METEO-FRANCE Information Systems Management Aeronautics 42, avenue G. Corolis F-31057 Toulouse

Tel + 33 5 61 07 8150 Fax: + 33 5 61 078109 patrick.simon@meteo.fr

ICELAND

Egill THORDARSON ISAVIA NOTAM Project Manager Arni GUDBRANDSSON ATC Watch Manager ISAVIA

Tel + 354 424 42 94 Fax: + 354 424 42 00 Egill.Thordarson@Isavia.is

+ 354 424 41 41 Arni.Gudbrandsson@Isavia.is

IRELAND

James LAVELLE

Tony DORE Shannon Area Control Centre Ballycasey Cross, Shannon, Co. Clare` Shannon Linda O'NEILL

tony.dore@iaa.ie

linda.o'neill@iaa.ie

ITALY

Vasco LOCCI Officer of Air Navigation Regulation Department ENAC - Italian Civil Aviation Authority

Tel +39 06 44 596 771 v.locci@enac.gov.it

B-2

Christian AJELLO Italian Air Force Lieutenant Colonel - Regional MET Center of Milan Giovanni BARRACO Ente Nazionale per lAviazione Civile (Italian Civil Aviation Authority) Airworthiness and Operations Regulation Division Carmelo LOPIS Lieutenant Colonel - Air Navigation Regulation Department Santo Guiseppe SGRO Italian Air Service Provider ENAV Salvatore TEDESCO Lieutenant Colonel Air Navigation Regulation Department

Tel + 39 02 739 04 624 ajello@meteoam.it

g.barraco@enac.gov.it

Tel +39 06 44 59 68 04 Fax: +39 06 44 59 66 28 c.lopis@enac.gov.it santo.sgro@enav.it

Tel + 39 06 44 59 6805 s.tedesco@enac.gov.it

LATVIA

Deniss ZILKINS Performance Engineer SmartLynx Airlines Teodors POLUREZOVS EAD Engineer State Joint-Stock Company of Air Space Utilization and Air Traffic Organization Latvijas Gaisa Satiksme Peteris ZACESTS Deputy Chief of Meteorology Division State Joint-Stock Company Of Air Space Utilization and Air Traffic Organization "Latvijas Gaisa Satiksme"

Tel + 371 278 42 267 deniss.zilkins@smart-lynx.com

Tel + 371 67300664 teodors.polurezovs@lgs.lv

Tel +371 67 300 763 Fax: +371 67 300 705 peteris.zacests@lgs.lv

NORWAY

Line HAMMERLUND Ole Petter NORDNES Senior ATS Advisor AVINOR P.O.Box 150 N-2061 GARDERMOEN Jan Gunnar PEDERSEN Head of ATM Operations Support & Development AVINOR - Norway P.O. Box 150 2061 Gardermoen

line.hammerlund@avinor.no Tel +47 670 33759 Fax: +47 75520733 ole.petter.nordnes@avinor.no

Tel +47 9719 4853 jan-gunnar.pedersen@avinor.no

B-3

Ira SMEDBY Inspector Aviation Meteorology CAA

Tel + 47 97 57 22 40 ira.smedby@caa.no abeja@inac.pt

PORTUGAL

Antonio BEJA Air Navigation Department Instituto Nacional de Aviaao Civil Rua B, Edificio 4 - Aeroporto da Portela 4 1749-034 Lisboa Jose AMARAL Alvaro ANTUNES Air Traffic Controller NAV Portugal, Apartado 47, 9580 909 Vila do Porto, ACORES

Jose.Amaral@nav.pt Tel +351296820519 Fax: +351 296 820 363 alvaro.antunes@nav.pt a.votincev@rossiva-airlines.com flight.dispatcher@s7.ru Tel +7 499 231 68 96 Fax: + 7 499 231 55 35 Gluhovskaya_EP@scaa.ru

RUSSIAN FEDERATION

Aleksandr VOTINTCEV Pavel AVDONIN Elena GLUHOVSKAYA Department Adviser Federal Air Transport Agency Department of Airspace utilization Management Sergey SHESTOV

s.shestov@s7.ru Tel + 41 31 325 84 25 serge.heiniger@bazl.admin.ch

SWITZERLAND

Serge HEINIGER Safety Risk Management Federal Office of Civil Aviation CH-3003 Bern Stuart FOX Rob DAVIES Nigel GAIT Meteorological Office Fitzroy Road Exeter Devon EX1 3PB Anton MUSCAT MET OFFICE

UNITED KINGDOM

stuart.fox@caa.gov.uk robert.davies@nats.co.uk Tel + 441 392 886 268 Fax: + 441 392 88 5681 nigel.gait@metoffice.gov.uk

anton.muscat@metoffice.gov.uk

AIR FRANCE

Marcus FARRELL Air France 45 rue de Paris F-95747 Roissy Charles-de-Gaulle FRANCE

Tel + 33 (1) 41 5680 12 E-mail: mafarrell@airfrance.fr

B-4

IATA

Carlo VERELST NM AO Liaison Cell IATA Manager Infrastructure Europe International Air Transport Association 350 avenue Louise BE-1050 Brussels Mark FRASER EUROCONTROL 96 rue de la fuse 1130 Bruxelles Bjorn HANSSON EUROCONTROL 96 rue de la fuse 1130 Bruxelles Asli OCAL DNM Zarko SIVCEV Advisor Eurocontrol, 96 rue de la Fuse B-1130 Brussels

Tel +32-2-729 97 51 carlo.verelst@eurocontrol.int

EUROCONTROL

mark.fraser@eurocontrol.int

bjorn.hansson@eurocontrol.int

asli.ocal@eurocontrol.int

Tel + 32 2729 9775 Fax: +32 2729 9028 zarko.sivcev@eurocontrol.int

INSTITUTE OF FLIGHT GUIDANCE

Ruzica VUJASINOVIC Institute of Flight Guidance Department of Pilots Assistance Lilienthalplatz 7 38108 Braunschweig, Germany Chris KEOHAN ICAO Regional Officer Air Navigation Systems Implementation (Meteorology) EUR/NAT/MID Regions 3 bis villa Emile Bergerat 92522 Neuilly sur Seine Cedex

Tel + 49 531 295 2111 Fax: + 49 531 295 2550 ruzica.vujasinovic@dlr.de

ICAO

Tel + 33 1 46 41 85 16 Fax + 33 1 46 41 85 00

ckeohan@paris.icao.int

__________________________

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Appendix C EUR/NAT VOLCEX13/02 PLANNING MEETING 5 June 2013 The Gresham Hotel, OConnell Street, Dublin Place of Registration: Ireland Provisional Agenda 5 June 2013 Time Item 0830 Registration 0900 Welcome and opening of the meeting 0915 VOLCEX13/02 framework, including: Determination of Exercise Leader; Participants including States, International Organizations, airlines and other bodies; Preliminary exercise aims and objectives. 1000 Review of: Volcanic Ash Exercises Operating Instructions (VOLCEX OPINS); Coffee break Exercise scenario planning, including: Exercise volcano; Exercise duration; Role of VAACs, MWOs, ACCs, Network Manager, MATMC, EACCC, volcano observatory, airline operators, national supervisory authorities, and other players; and Communications Lunch break continued: Exercise Directives; Initial Exercise Reports; Exercise Debrief; and Final Exercise Report Any other business Coffee break (if meeting will last at least one more hour otherwise close)

Lead -Secretary Exercise Leader

Exercise Leader

1030 1100

-Exercise Leader based on the Initial Exercise Reports submitted by DISTAFF

1230 1330

-Exercise Leader based on the Initial Exercise Reports submitted by DISTAFF

1500

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FIRs that will very likely be impacted by Volcanic Ash Exercise 13/02 ICAO location indicator LPPO LPPC GCCC GMMM DAAA LECM LEBL LFRR LFBB LFMM Name of flight information region Santa Maria Oceanic Lisboa Canarias Casablanca Alger Madrid Barcelona Brest Bordeaux Marseille

Note that States with FIRs near the expected area of impact may wish to consider their involvement in the exercise as they would likely experience an indirect impact from the simulated volcano ash event.

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INITIAL EXERCISE REPORT TEMPLATE FOR EUR/NAT VOLCEX13/02

IMPORTANT NOTE: To be completed by Exercise VOLCEX13/02 Directing Staff and sent to the Exercise Leaders via email no later than 30 October 2013

Name of reporting agency or organization: {Enter} Date of exercise: Time of the exercise: Exercise Leaders: 23 October 2013 0730 to 1730 UTC NAV Portugal (alvaro.antunes@nav.pt, jose.amaral@nav.pt)

1. Meeting your objectives Provide a brief comment on whether your Administration considers the volcanic ash exercise fulfilled the objectives as detailed in the Exercise Directive. {Enter} 2. Completeness of the Exercise Directive (and its Annexes) In view of its role as the main working document for the volcanic ash exercise, provide a brief comment on the completeness, or otherwise, of the Exercise Directive and its Annexes. {Enter} 3. Day 1 vs. Day 2 Provide a brief comment on the volcanic ash exercise, as seen from your Administration. {Enter} 4. Communications Assess communications operations, i.e. message handling and distribution as well as the other information exchange. {Enter} /

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5. Log of exercise operation A recapitulation of the exercise operation log, as it was actually played on the exercise day. {Enter} 6. Lessons learned List the major or most significant lessons learned during the exercise. Approximately 3 items. {Enter} 7. Recommendations List recommendations, if appropriate, within your Administration, national and/or international. Approximately 3 items. {Enter}

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