Steering Committee 3rd Workshop, Puerto Rico
Telcon
Telecon
Monday, September 20, 2010
15:00 - 16:00 UTC
Minutes (Version 0.1 of 2010- 9-22 20:28)
Participants:
Paul DiGiacomo,
NOAA
(Co-Chair)
Hans-Peter Plag,
NBMG, UNR
(Co-Chair)
Julio Morell,
UPR
(Member)
Jorge Corredor,
UPR
(Member)
Doug Wilson,
NOAA
(Correspondent)
Douglas Cripe,
GEO Secretariat
(Core Member)
Agenda:
1
Agenda and Action Items of the last telecon
A list of Action Items is available
here
.
2
Report from Local Organizing Committee.
3
Scope, objectives, and anticipated output
Doug Wilson
distributed a draft description of these items, see
doc
.
4
Workshop announcement
5
Status of pre-studies
6
Invitations of end users, sponsors, and other contacts to be established
7
Workshop budget and funding
8
Any Other Business
9
Summary fo Action Items
Notes:
1
Agenda and Action Items of the last telecon
A list of Action Items was made available as
html
. The following
additional comments were provided.
Concerning
Action Item
CZCP-PR-1-6:
With support from all SC members,
Hans-Peter Plag
will set up the web
announcement at the czcp.org web page.
Responsible:
Hans-Peter Plag,
Deadline:
2010-07-15,
Hans-Peter Plag
emphazised the need to get the web announcement
progressed asap to have a reference to point to.
Doug Wilson
commented that a number of issues
need to be clarified before that can be achieved.
Julio Morell
reported that negotiations with the hotel are close to final and informat
In following up
Action Item
CZCP-PR-2-2:
All SC members will look into options for travel funds in support of Workshop participants.
Responsible:
ALL,
Deadline:
2010-10-01,
Doug Wilson
made an effort to co-locate the IOCARIB/GOSS Steering Committee meeting
with the CZCP workshop. This would bring a number of people to the workshop.
Paul DiGiacomo
reported
that during the GEOSS Workshop on Ocean Observing, September 19, 2010 in Seattle, Jay Pearlman
voiced interest of IEEE to co-sponsor the CZCP workshop. This might lead to some funding for
participants.
Hans-Peter Plag
asked whether this would mean that the workshop would be announced as one
of the many IEEE Workshops on GEOSS topics, or remain a CZCP workshop, and he remarked that
having IEEE on board would most likely bring in significant support for the organization of
the workshop. This resulted into:
Action Item
CZCP-PR-3-1:
Paul DiGiacomo
and
Doug Wilson
will clarify in which way and under what conditions IEEE could co-sponsor
the Puerto Ricco workshop.
Responsible:
Paul DiGiacomo,
Deadline:
2010-10-01.
Douglas Cripe
mentioned that for the Cotonou workshop, the GEO Secretariat was willing to sponsor two or three participants,
but these funds were not requested. He added that the GEO Secretariat might be able to support two or three
participants for the Puerto Rico workshop.
Also related to
Action Item
CZCP-PR-2-5:
If a registration fee is necessary, then
Julio Morell,
Jorge Corredor,
and
Doug Wilson
will investigate whether a NGO can take the
responsibility for handling the registrations and collecting the registration fee.
Responsible:
Julio Morell,
Jorge Corredor,
Doug Wilson,
Deadline:
2010-10-01,
Hans-Peter Plag
emphasized the importance of setting up a budget for the workshop. This led to
considerable discussion about budget details. The available funds could partly be spent to cover room charges for selected
participants, and/or coffee breaks etc. After some discussion, the following AI was agreed:
Action Item
CZCP-PR-3-2:
Paul DiGiacomo,
Doug Wilson,
Julio Morell
will clarify the workshop budget and determine whether or
not a registration fee needs to be charged.
Responsible:
Paul DiGiacomo,
Doug Wilson,
Julio Morell,
Deadline:
2010-09-27.
Doug Wilson
and
Paul DiGiacomo
reported that they had not had much discussions concerning
Action Item
CZCP-PR-2-3:
Doug Wilson
and
Paul DiGiacomo
will look into possibilities to find additional funding for the workshop organization.
Responsible:
Doug Wilson,
Paul DiGiacomo,
Deadline:
2010-10-01.
They stated that there is little chance that additional funding from NOAA could be made available if the
workshop will take place in Spring 2011.
Doug Wilson
expressed the hope that other organizations might be willing to provide
some funding.
Concerning
Action Item
CZCP-PR-2-9:
All SC members will send potential distribution channels (e-mail lists, web pages with meeting announcments) to
Hans-Peter Plag,
who will compile a list of all these channels.
Responsible:
All,
Deadline:
2010-09-01,
Hans-Peter Plag
reported that he had not received any input.
Douglas Cripe
pointed out
that an e-mail could be sent by the Director of the GEO Secretariat, and
Hans-Peter Plag
confirmed that this channel
definitely is on the list for distribution of the workshop announcement.
2
Report from Local Organizing Committee.
Julio Morell
and
Jorge Corredor
commented that the potential co-location of the workshop with the IOCARIB/GOOS Steering Committee
meeting would be very much appreciated. Concerning the link to the Venue for the workshop web page, they stated that
this would be provided as soon as the contract with the hotel was finalized.
Action Item
CZCP-PR-3-3:
Jorge Corredor
and
Julio Morell
will provide the link to the workshop venue to
Hans-Peter Plag
for inclusion on the Workshop web page.
Responsible:
Jorge Corredor,
Julio Morell,
Deadline:
2010-09-27.
Concerning the available funds,
Jorge Corredor
and
Julio Morell
requested that the flexibility of these funds should be clarified.
They also made clear that it would be easier for them to pay the room charges for a number of participants than to
reimburse travel costs.
Action Item
CZCP-PR-3-4:
Doug Wilson
will clarify how flexible the funds are that were made available to
Jorge Corredor
and
Julio Morell,
in particular, whether
room charges of participants can be paid out of these funds.
Responsible:
Doug Wilson,
Deadline:
2010-09-27.
3
Scope, objectives, and anticipated output
The draft description of scope and anticipated output distributed by
Doug Wilson,
see
doc
,
was discussed.
Doug Wilson
and
Paul DiGiacomo
had briefly talked about the draft and thought that the workshop should be more focused than what the draft outlined.
Hans-Peter Plag
voice the opinion that the draft scope was already rather focused and further narrowing would limit the end users
too much in bringing up issues of concern for them. Both
Doug Wilson
and
Paul DiGiacomo
emphasized the need to have some clear
ideas of what the contributions from the provider side could be in order to be able to identify specific actions
during the workshop.
Hans-Peter Plag
added that this was the goal of the pre-studies, and requested that the workshop
program would take into account that the full scope needs to be implemented through a few keynotes.
At the end, there was agreement that the current scope description is a good starting point if
the workshop program is developed to cover the scope in some keynotes.
Hans-Peter Plag
commented that the list of anticipated outputs was very long and should be narrowed down
to two or three key outputs.
There was agreement that more discussion is needed, in particular, for the workshop program and the anticipated
output. Considering the fact that the Workshop announcement needs to
be in a presentable shape asap, the following AIs were agreed:
Action Item
CZCP-PR-3-5:
Hans-Peter Plag
will coordinate an e-mail discussion and finalization of the Workshop scope, objectives, and outputs
as well as of the workshop program.
Responsible:
Hans-Peter Plag,
Deadline:
2010-10-01.
Action Item
CZCP-PR-3-6:
All Steering Committee members will contribute to the e-mail discussion and finalization of the
Workshop scope, objectives, and outputs as well as of the workshop program.
Responsible:
All,
Deadline:
2010-10-01.
4
Workshop announcement
The workshop announcement had already been discussed. It was repeated that a key step towards the announcement
was the finalization of scope and objectives. It was proposed to involve Roy Watlington, St. Thomas,
rwatlington@caricoos.org in the pre-study concerning the provider capabilities.
5
Status of pre-studies
The pre-studies had already been discussed. It was emphasized that these studies need to be started asap.
6
Invitations of end users, sponsors, and other contacts to be established
There was agreement that the invitation can only be addressed after the scope and objectives have been
developed fully.
7
Workshop budget and funding
This topic was already covered and an action item agreed.
8
Any Other Business
There was no other business.
9
Summary fo Action Items
It was agreed that the next telecon would take place after October 13, 2010.
Hans-Peter Plag
was asked to set up a doodle poll to determin
Action Item
CZCP-PR-3-1:
Paul DiGiacomo
and
Doug Wilson
will clarify in which way and under what conditions IEEE could co-sponsor
the Puerto Ricco workshop.
Responsible:
Paul DiGiacomo,
Deadline:
2010-10-01.
Action Item
CZCP-PR-3-2:
Paul DiGiacomo,
Doug Wilson,
Julio Morell
will clarify the workshop budget and determine whether or
not a registration fee needs to be charged.
Responsible:
Paul DiGiacomo,
Doug Wilson,
Julio Morell,
Deadline:
2010-09-27.
Action Item
CZCP-PR-3-3:
Jorge Corredor
and
Julio Morell
will provide the link to the workshop venue to
Hans-Peter Plag
for inclusion on the Workshop web page.
Responsible:
Jorge Corredor,
Julio Morell,
Deadline:
2010-09-27.
Action Item
CZCP-PR-3-4:
Doug Wilson
will clarify how flexible the funds are that were made available to
Jorge Corredor
and
Julio Morell,
in particular, whether
room charges of participants can be paid out of these funds.
Responsible:
Doug Wilson,
Deadline:
2010-09-27.
Action Item
CZCP-PR-3-5:
Hans-Peter Plag
will coordinate an e-mail discussion and finalization of the Workshop scope, objectives, and outputs
as well as of the workshop program.
Responsible:
Hans-Peter Plag,
Deadline:
2010-10-01.
Action Item
CZCP-PR-3-6:
All Steering Committee members will contribute to the e-mail discussion and finalization of the
Workshop scope, objectives, and outputs as well as of the workshop program.
Responsible:
All,
Deadline:
2010-10-01.
Action Item
CZCP-PR-3-7:
Hans-Peter Plag
will set up a doodle poll for the next telecon considering the interval between October 14 - 24, 2010.
Responsible:
Hans-Peter Plag,
Deadline:
2010-09-23.
Minutes prepared by
Hans-Peter Plag
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