Meetings:

Action Items:

CZCP Work Plan Meeting, August 27-28, 2013:

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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