Steering Committee 3rd Workshop, Puerto Rico
Telcon
Telecon
Friday, November 12, 2010
14:00 - 15:30 UTC
Minutes (Version 0.1 of 2010-11-12 11:51)
Participants:
Paul DiGiacomo,
NOAA
(Co-Chair)
Michael Bruno,
Stevens
(Workshop Series Chair)
Douglas Cripe,
GEO Secretariat
(Core Member)
Hans-Peter Plag,
NBMG, UNR
(Co-Chair)
Julio Morell,
UPR
(Member)
Vanessa Gutierrez,
UPR
Doug Wilson,
NOAA
(Correspondent)
Pablo Clemente-Colon,
National Ice Center, NOAA
(Member)
Agenda:
1
Agenda and Action Items of the last telecon
A list of Action Items is available
here
.
2
Status of Local Organization.
3
Workshop Announcement
The draft web announcement is available at
http://www.czcp.org/workshops/Puerto_Rico
. The announcement
needs finalization. E-mail lists and other distribution channels for the announcement need to be
compiled.
4
Status of pre-studies
5
Invitations of end users, sponsors, and other contacts to be established
6
Workshop budget and funding
7
Any Other Business
8
Summary of 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-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,
Paul DiGiacomo
reported that he did not get a response from his contact in IEEE.
Hans-Peter Plag
mentioned that he talked to Francoise Pearlman at the GEO Meetings in Beijing, who has organized many workshops on
behalf of IEEE for GEO. She indicated that IEEE in general doesn't have funds to support the workshop but
normally is able to solicit funding from various sources.
Hans-Peter Plag
will contact her again to find out whether she
can help with the workshop.
Related to
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,
a discussion resulted in the conclusion that no registration fee will be
necessary. The currently available funds are sufficient to cover the costs of meeting rooms and coffee breaks,
but these funds do not allow significant travel support. Travel support in form of hotel rooms covered by the local
organizers can be provided easily to a number of participants, but the majority of the participants is expected
to cover the room charges.
Douglas Cripe
stated that the GEO Secretariat may be able to fund one or two participants.
Hans-Peter Plag
pointed out that for participants from nearby islands, travel costs might be rather low, and he asked
to consider to fund several participants, particularly if the room charges can be covered locally.
Action Item
CZCP-PR-4-1:
Douglas Cripe
will request travel support for several participants from preferably Caribbean island in the workshop
and focus on travel and subsistence costs, assuming that hotel room charges are covered by the local organizers.
Responsible:
Douglas Cripe,
Deadline:
2010-11-19.
Concerning
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,
Doug Wilson
confirmed that the available funds can be used to cover room charges for
workshop participants.
Hans-Peter Plag
emphasized the importance of following up
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.
He asked all participants to send appropriate
e-mail lists to him in order to avoid duplications of mails.
Douglas Cripe
offered to facilitate that a letter be sent out to
all GEO principles and asked for a draft letter to be prepared, whhich could be sent out by the director of the GEO Secretariat.
Action Item
CZCP-PR-4-2:
Hans-Peter Plag
will prepare a draft letter to the GEO principals, circulate the letter to
Paul DiGiacomo
and
Michael Bruno
for comments, and provide it to
Douglas Cripe
for further handling.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-19.
Douglas Cripe
also mentioned a group of Latin American and Caribbean Countries, which should be contacted.
Pablo Clemente-Colon
asked whether contacts to the Governor's office were already established and mentioned that
he was aware that there was an interest in meeting, although it was not clear to what extent the office could
take part. He asked
Julio Morell
to follow this up. He also mentioned that the issue of the tsunami network was
of interest for the Governor's office.
Action Item
CZCP-PR-4-3:
Julio Morell
will follow up contacts to the Governor's office in order to find out to what extent the
office may want to participate in the workshop.
Responsible:
Julio Morell,
Deadline:
2010-11-19.
Hans-Peter Plag
pointed out that early warning for tsunamis, hurricanes, earthquakes, etc. certainly were relevant
for sustainable tourism and should be addressed in the workshop.
Doug Wilson
suggested to make this to one of the main
topics of the workshop. In this case, the State Department would contribute. He also mentioned that contact
to the Congressional representative for Puerto Rico should be contacted.
Hans-Peter Plag
added that he had contacts to those
in NOAA and USGS involved in tsunami early warning in the Caribbean, and he volunteered to contact these.
Action Item
CZCP-PR-4-4:
Hans-Peter Plag
will contact NOAA and USGS staff involved in tsunami early warning in the Caribbean.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-19.
2
Status of Local Organization.
Vanessa Gutierrez
reported that the contract with the Sheraton can be signed. A web page for the registration can
be set up through the Sheraton, requiring to fill in a form with information on the workshop. This web page would
be available by the middle of next week.
Michael Bruno
asked
Hans-Peter Plag
to fill in the form.
Action Item
CZCP-PR-4-5:
Hans-Peter Plag
will complete the form required for the setting up of a registration web page by Sheraton and
provide the form to
Vanessa Gutierrez.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-14.
Hans-Peter Plag
asked about the registration. Since there would be no registration fee, he suggested to make available
the registration form as a word doc to be mailed to
Vanessa Gutierrez.
This was agreed.
Action Item
CZCP-PR-4-6:
Hans-Peter Plag
will prepare a draft registration form and send this to
Vanessa Gutierrez
and
Julio Morell
for comments.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-14.
3
Workshop Announcement
A draft workshop announcement had been made available by
Hans-Peter Plag
prior to the telecon. There were no immediate
comments.
Hans-Peter Plag
urged all participants to look at the web pages and send comments to him. He pointed out that
the Sponsor web page need to be completed.
Action Item
CZCP-PR-4-7:
All LOC and SOC members are asked to review the workshop announcement and provide additions and corrections
to
Hans-Peter Plag.
Responsible:
All,
Deadline:
2010-11-18.
Paul DiGiacomo
pointed out messages sent out to announce the workshop should also mention the main web page of the CZCP.
4
Status of pre-studies
The pre-studies have not been started, and it was emphasized that it would be important to start asap. The
necessity to have a draft program was also underlined.
Hans-Peter Plag
volunteered to draft a program based on previous
discussions of the workshop and the agreed scope and objectives of the workshop.
Action Item
CZCP-PR-4-8:
Based on previous discussions and other available material,
Hans-Peter Plag
will draft a program for the workshop and
solicit comments from the SOC members.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-15.
Concerning the pre-study of end-user issues and interests,
Hans-Peter Plag
stated that he would initially base
this study on published documents, but then aim to involve end users in the work. The goal would be to produce a
report that would provide a solid basis for the discussions at the workshop.
Julio Morell
stated that he would be able
to support identification of local organizations that should be contacted for the workshop and the pre-studies.
Action Item
CZCP-PR-4-9:
Julio Morell
will send input concerning organizations to be contacted for the workshop and the prestudies to
Hans-Peter Plag.
Responsible:
Julio Morell,
Deadline:
2010-11-18.
5
Invitations of end users, sponsors, and other contacts to be established
It was agreed that
Julio Morell,
Jorge Corredor,
Paul DiGiacomo,
Doug Wilson,
Michael Bruno
and
Hans-Peter Plag
would consider which providers to
invite. The draft program would help to identify the relevant participants and speakers to be contacted.
6
Workshop budget and funding
Vanessa Gutierrez
emphasized the importance of identifying those persons to be funded (travel or room) as soon as possible
since the processing of the support requests would take some time.
7
Any Other Business
It was requested to have a weekly telecon until the most urgent issues were handled.
Hans-Peter Plag
suggested to
keep a fixed time on Friday, 14:00 UTC. This was accepted.
Action Item
CZCP-PR-4-10:
Douglas Cripe
will set up a telecon/WebEx for Friday, November 19, 2010, at 14:00 UTC.
Responsible:
Douglas Cripe,
Deadline:
2010-11-18.
8
Summary of Action Items
Action Item
CZCP-PR-4-1:
Douglas Cripe
will request travel support for several participants from preferably Caribbean island in the workshop
and focus on travel and subsistence costs, assuming that hotel room charges are covered by the local organizers.
Responsible:
Douglas Cripe,
Deadline:
2010-11-19.
Action Item
CZCP-PR-4-2:
Hans-Peter Plag
will prepare a draft letter to the GEO principals, circulate the letter to
Paul DiGiacomo
and
Michael Bruno
for comments, and provide it to
Douglas Cripe
for further handling.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-19.
Action Item
CZCP-PR-4-3:
Julio Morell
will follow up contacts to the Governor's office in order to find out to what extent the
office may want to participate in the workshop.
Responsible:
Julio Morell,
Deadline:
2010-11-19.
Action Item
CZCP-PR-4-4:
Hans-Peter Plag
will contact NOAA and USGS staff involved in tsunami early warning in the Caribbean.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-19.
Action Item
CZCP-PR-4-5:
Hans-Peter Plag
will complete the form required for the setting up of a registration web page by Sheraton and
provide the form to
Vanessa Gutierrez.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-14.
Action Item
CZCP-PR-4-6:
Hans-Peter Plag
will prepare a draft registration form and send this to
Vanessa Gutierrez
and
Julio Morell
for comments.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-14.
Action Item
CZCP-PR-4-7:
All LOC and SOC members are asked to review the workshop announcement and provide additions and corrections
to
Hans-Peter Plag.
Responsible:
All,
Deadline:
2010-11-18.
Action Item
CZCP-PR-4-8:
Based on previous discussions and other available material,
Hans-Peter Plag
will draft a program for the workshop and
solicit comments from the SOC members.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-15.
Action Item
CZCP-PR-4-9:
Julio Morell
will send input concerning organizations to be contacted for the workshop and the prestudies to
Hans-Peter Plag.
Responsible:
Julio Morell,
Deadline:
2010-11-18.
Action Item
CZCP-PR-4-10:
Douglas Cripe
will set up a telecon/WebEx for Friday, November 19, 2010, at 14:00 UTC.
Responsible:
Douglas Cripe,
Deadline:
2010-11-18.
Minutes prepared by
Hans-Peter Plag
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