Steering Committee 3rd Workshop, Puerto Rico
Telcon
Telecon
Wednesday, August 25, 2010
18:00 - 19:30 UTC
Minutes (Version 0.1 of 2010- 8-25 22:32)
Participants:
Paul DiGiacomo,
NOAA
(Co-Chair)
Hans-Peter Plag,
NBMG, UNR
(Co-Chair)
Julio Morell,
UPR
(Member)
Jorge Corredor,
UPR
(Member)
Michael Bruno,
Stevens
(Workshop Series Chair)
Doug Wilson,
NOAA
(Correspondent)
Agenda:
1
Agenda and Action Items of the last telcon
2
Logistics and dates of the Workshop
The proposed dates are March 9-11, 2011, with arrival on March 8, ice
breaker in the evening, start at 9:00 AM on March 9, end around lunch time
on March 11. What venue will be available for these dates?
Who is taking care of workshop registrations?
What hotels can be offered and what is the hotel reservation process?
Other logistic issues?
3
Scope, objectives, and anticipated output
4
Workshop format
Should the workshop be open for contributed presentations or only for
invited keynotes? Should there be breakout sessions or only plenary
sessions? If we go for breakout sessions, topics need to be identified asap
so that the conveners can be determined and start work asap. If we go for
keynotes only, then no abstract submission would be necessary.
5
Thematic preparations and pre-studies
See the comments in the
workshop document
.
6
Invitations of end users, sponsors, and other contacts to be established
See the list of organizations in the
workshop document
.
7
Web announcement
See
http://www.czcp.org/workshops/Puerto_Rico
.
8
Publishing of the announcement through lists
Announcement through GEO mails and web pages. What else?
9
Any Other Business
10
Summary fo Action Items
Notes:
1
Agenda and Action Items of the last telcon
Concerning
all confirmed that no conflict had been identified. It was concluded that the workshop dates are March 9-11, 2011.
Julio Morell
reported that following up
Action Item
CZCP-PR-1-2:
Julio Morell
will check availability of venue for an
anticipated seventy five workshop participants.
Responsible:
Julio Morell,
Deadline:
2010-08-01,
they had been in contact with the Hilton. The initial response was that a
suitable meeting room would be available at reasonable conditions.
Michael Bruno
confirmed that the Hilton would be a good choice for
the venue. A detailed offer should be available in the next days. Most likely, there would be no costs for the meeting rooms if
a sufficient number of participants would stay at the Hilton.
With respect to
Action Item
CZCP-PR-1-3:
Doug Wilson
will draft a scope for the workshop around the agreed-upon
theme, including expected output/impact of the workshop, 0.5-1 page as
introduction for the workshop in the announcement. He will distribute the draft to
the group for comments.
Responsible:
Doug Wilson,
Deadline:
2010-08-01,
Doug Wilson
reported that he has started to draft the scope and will be able to distribute the draft
soon. He asked
Jorge Corredor
and
Julio Morell
whether they agreed to the theme proposal, and both pointed out that they had only
recently learned about the theme. They stated that they can provide logistical
support for the workshop and science-related input, but much of the non-scientific aspects would have to be covered by others.
Following up
Action Item
CZCP-PR-1-4:
Hans-Peter Plag
will updated the workshop document with the recent
developments and distribute it for further input to the SC members.
Responsible:
Hans-Peter Plag,
Deadline:
2010-08-01,
,
Hans-Peter Plag
had distributed an updated document including comments from
Michael Bruno
to the SC members prio
to the PR-2 telecon.
Action Item
CZCP-PR-1-5:
Hans-Peter Plag
will set up a doodle poll for the next
telecon around mid August.
Responsible:
Hans-Peter Plag,
Deadline:
2010-07-15,
was followed up and closed.
Hans-Peter Plag
reported that following up
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,
, he had made minimal changes to the existing web announcement for the Worksh
He had not received any other input for the web page.
2
Logistics and dates of the Workshop
The workshop dates are now fixed to March 9-11, 2011, with arrival on March 8, ice
breaker in the evening, start at 9:00 AM on March 9, and end around lunch time
on March 11. The venue most likely will be the Hilton. At an earlier meeting in January 2010, rooms were available at a rate of
USD 179.
Hans-Peter Plag
asked whether the registration should be handled by the Local Organizing Committee or by UNR, where tools for handling
a registration fee would be available.
Julio Morell
pointed out that if there is a registration fee, UPR cannot handle the registration.
The question whether there should be a registration fee was discussed in depth. it was pointed out that the registration feew woul
have to cover costs for coffee breaks, ice breaker, a possible workshop dinner, and possible cost for rentals of presentation
equipment. It was emphasized that a budget needs to be set up asap so that the costs can be compared to available funds in order
to decide on a need for a registration fee.
Michael Bruno
raised the question of travel support for participants. GEO might be able to fund two to three participants. UNESCO ans ONR
are also potential sponsors.
Doug Wilson
asked to use the GEO Plenary in Beijing to inform the Caribbean and other Countries about
the workshop and solicit funding.
Hans-Peter Plag
informed that the CZCP will produce several outreach materials and feature the Workshop
there. He will participate in the GEO meetings and use the opportunity to contact as many representatives of relevant countries as
possible.
Action Item
CZCP-PR-2-1:
Hans-Peter Plag
will use the GEO meetings in Beijing for outreach to relevant countries and solicit support for the Workshop.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-05.
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.
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.
Action Item
CZCP-PR-2-4:
Hans-Peter Plag
and
Paul DiGiacomo
will contact the main relevant organizations (after a reasonable web announcement is available)
Responsible:
Hans-Peter Plag,
Paul DiGiacomo,
Deadline:
2010-10-01.
Doug Wilson
suggested to look for a NGO which could take responsibility for handling the registration, if there would be a fee.
Hans-Peter Plag
offer to investigate whether UNR could step in as a backup if all other options don't work out. If there is no registration fee, t
UPR could handle the registrations.
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.
For the hotel reservations, most likely a code will be made available which can be used for on-line reservations at the Hilton
web page.
No other urgent logistical issues were identified.
3
Scope, objectives, and anticipated output
Hans-Peter Plag
emphasized the importance to get a brief description of the scope, objectives and anticipated output
of the workshop, so that the web-based announcement can be completed. No further discussion of these aspect took place. However,
it was agreed:
Action Item
CZCP-PR-2-6:
All SC members will send input for the Scope, Objectives, and anticpated outputs of the workshop to
Doug Wilson
and in copy
to
Hans-Peter Plag.
Other comments and input for the web announcement should be sent to
Hans-Peter Plag.
Responsible:
All,
Deadline:
2010-09-01.
4
Workshop format
The format of the workshop was discussed in detailed. There was consensus that the workshop needs to focus on the link
between the science-based providers of information and the end users. After some discussion,
Hans-Peter Plag
summarized a proposal:
The workshop should start with a plenary session with several keynotes:
-
a representative of the tourist organizations to discuss their needs in terms of issues that might benefit from
earth observation based information;
-
a ecosystem expert to discuss conflicts between tourism and ecosystems and the information needs in support of conflict
resolving;
-
a keynote on sustainable tourism and natural hazards, with focus on information needs to increase safety;
-
an expert discussing sustainable tourism and economy, with focus on information gaps;
-
a governmental representative speaking on coastal/inland planning issues and the information needs;
-
a GEO representative on current and future GEOSS services for the coastal zone and the Caribbean;
-
a science-based experts on current capabilities and relevant gaps in marine coastal observing systems and services.
After this initial plenary session, a discussion of one hour or more should scope the breakout sessions and identify the
questions these sessions should consider.
Several breakout sessions could be start on the afternoon of the first day and continue in the morning of the second day. The
afternoon of the second day could focus on the synthesis of the reports from these breakout session.
Finally, the morning of the third day could focus on scoping out an action plan to bring the providers and users into a longer
and active relationship to address those issues identified during the workshop as benefiting from increased support
from earth observations.
5
Thematic preparations and pre-studies
There was consensus that a pre-study needs to be carried out in order to make the workshop a success.
It was also agreed that the full scope of the workshop needs to be addressed in the pre-study, which requires
to involve both providers and users. It was agreed:
Action Item
CZCP-PR-2-7:
Michael Bruno,
Paul DiGiacomo,
and
Doug Wilson
will take the lead in organizing a pre-study to identify capablilities, gaps and issues relevant
the workshop on the provider, more science-oriented side.
Responsible:
Michael Bruno,
Paul DiGiacomo,
Doug Wilson,
Deadline:
2010-10-01.
Action Item
CZCP-PR-2-8:
Hans-Peter Plag
will take the lead in organizing a pre-study to identify issues, needs, and opportunities relevant to
the theme of the workshop on the end user side.
Responsible:
Hans-Peter Plag,
Deadline:
2010-10-01.
See the comments in the
workshop document
.
6
Invitations of end users, sponsors, and other contacts to be established
After a brief discussion, it was agreed to proceed in three steps:
-
Step 1: Complete a reasonably well-developed announcement and description of the workshop on the workshop web page.
-
Step 2: Based on the agreed-upon scope and objectives, identify the relevant organizations to be represented at the
workshop.
-
Step 3: Send out invitations and contact the organizations, where possible with specific requests and motivations.
7
Web announcement
Hans-Peter Plag
repeated his request to get input for the web page at
http://www.czcp.org/workshops/Puerto_Rico
asap. He emphasized the need to
announce the workshop in September 2010.
8
Publishing of the announcement through lists
In the discussion, several potential distribution channels were identified in addition to the
GEO mailing lists and web pages, including CariCom and IOCARIB. It was agreed:
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.
9
Any Other Business
There was no other business, except:
Action Item
CZCP-PR-2-10:
Hans-Peter Plag
will set up a doodle poll for the CZCP-PR-3 in the weeks of September 13, 2010 and September 20, 2010.
Responsible:
Hans-Peter Plag,
Deadline:
2010-08-25.
10
Summary fo Action Items
Action Item
CZCP-PR-2-1:
Hans-Peter Plag
will use the GEO meetings in Beijing for outreach to relevant countries and solicit support for the Workshop.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-05.
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.
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.
Action Item
CZCP-PR-2-4:
Hans-Peter Plag
and
Paul DiGiacomo
will contact the main relevant organizations (after a reasonable web announcement is available)
Responsible:
Hans-Peter Plag,
Paul DiGiacomo,
Deadline:
2010-10-01.
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.
Action Item
CZCP-PR-2-6:
All SC members will send input for the Scope, Objectives, and anticpated outputs of the workshop to
Doug Wilson
and in copy
to
Hans-Peter Plag.
Other comments and input for the web announcement should be sent to
Hans-Peter Plag.
Responsible:
All,
Deadline:
2010-09-01.
Action Item
CZCP-PR-2-7:
Michael Bruno,
Paul DiGiacomo,
and
Doug Wilson
will take the lead in organizing a pre-study to identify capablilities, gaps and issues relevant
the workshop on the provider, more science-oriented side.
Responsible:
Michael Bruno,
Paul DiGiacomo,
Doug Wilson,
Deadline:
2010-10-01.
Action Item
CZCP-PR-2-8:
Hans-Peter Plag
will take the lead in organizing a pre-study to identify issues, needs, and opportunities relevant to
the theme of the workshop on the end user side.
Responsible:
Hans-Peter Plag,
Deadline:
2010-10-01.
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.
Action Item
CZCP-PR-2-10:
Hans-Peter Plag
will set up a doodle poll for the CZCP-PR-3 in the weeks of September 13, 2010 and September 20, 2010.
Responsible:
Hans-Peter Plag,
Deadline:
2010-08-25.
Minutes prepared by
Hans-Peter Plag
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