Steering Committee 3rd Workshop, Puerto Rico
Telcon
Telecon
Friday, November 19, 2010
14:00 - 15:30 UTC
Minutes (Version 0.1 of 2010-11-24 10: 8)
Participants:
Paul DiGiacomo,
NOAA
(Co-Chair)
Hans-Peter Plag,
NBMG, UNR
(Co-Chair)
Vanessa Gutierrez,
UPR
Doug Wilson,
NOAA
(Correspondent)
Douglas Cripe,
GEO Secretariat
(Core Member)
Roy A. Watlington,
CaRA/CARICOOS
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
. A registration form
has been added and needs to be finalize. In particular, the part referring to Abstract submission needs
discussion. A Abstract submission form has been added, too.
E-mail lists and other distribution channels for the announcement need to be
compiled. See
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.
4
Workshop Program
A draft workshop program has been made available at
http://www.czcp.org/workshops/Puerto_Rico
and there the
link 'Draft Program.' This draft needs to be discussed.
5
Invitations of speakers, end users, sponsors, and other contacts to be established.
6
Any Other Business
7
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.
Douglas Cripe
reported that he would follow up
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,
together with the invitation letter
to be sent out by the director of the GEO Secretariat.
Concerning the invitation letter drafted by
Hans-Peter Plag
following up
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,
the new AI was agreed:
Action Item
CZCP-PR-5-1:
Doug Wilson
and
Paul DiGiacomo
will finalize the draft invitation letter and send this to
Douglas Cripe
for further handling.
Responsible:
Doug Wilson,
Paul DiGiacomo,
Deadline:
2010-11-22.
Julio Morell
reported prior to the telecon on
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.
He approached the contact at the DNER, and his
feeling was that if the Governor would come, then other high cabinet members would also come.
It would also be possible to have the Governor's wife come, who is a good speaker and a lawyer.
Hans-Peter Plag
reported that following up
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,
he had sent a mail to David Green.
Roy A. Watlington
and
Doug Wilson
informed
that David Green no longer was the program director of the national tsunami program. However, the director of the new
Caribbean tsunami warning center,
Christa von Hillebrandt-Andrade,
would be interested in contributing to the workshop. They also mentioned
Bill Proenza as a potential contributor.
Following up
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
complete the form as far as possible and sent it to
Vanessa Gutierrez
and others.
Doug Wilson
mentioned that he sent his address to
Vanessa Gutierrez,
and
Vanessa Gutierrez
informed that she had submitted the form to the
Sheraton so that the web page could be set up.
Action Item
CZCP-PR-5-2:
Vanessa Gutierrez
will follow up with the Sheraton the establishing of the web page for hotel reservation and provide
the link to this page to
Hans-Peter Plag
for inclusion on the workshop web page.
Responsible:
Vanessa Gutierrez,
Deadline:
2010-11-28.
In the Workshop registration form drafted by
Hans-Peter Plag
according to
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,
the submission of abstracts is
mentioned.
Hans-Peter Plag
asked what type of abstracts should be solicited. After some discussion, it was agreed to ask for
abstracts for posters only, but to mention that authors of poster abstracts might be asked to present in breakout
session or might be invited to present in a plenary session.
Vanessa Gutierrez
pointed out that for poster, an additional meeting
room would be needed. It was agreed to have this room available for the second workshop day and to include a poster
session in the program of that day.
Vanessa Gutierrez
informed that posters can have a size up to 24'' by 36'' (width by height
or height by width).
Action Item
CZCP-PR-5-3:
Hans-Peter Plag
will updated the workshop registration and abstract submission form to clarify that abstracts are
for posters only, with the option of the Steering Committee/session chairs inviting poster authors to present
in breakout or pleanary sessions.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-28.
Concerning
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,
Hans-Peter Plag
mentioned that he had not received substantial input for the workshop
announcement, and he urged the Steering Committee members to send more input.
Following up
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,
Hans-Peter Plag
compiled a draft workshop program based on previous discussions. This
draft was generally accepted.
Doug Wilson
stated
that
Roy A. Watlington
will help to find names for the presenters and session chairs.
Hans-Peter Plag
emphasized the importance of
identifying the session chairs and bringing them in for the development of their session programs.
Paul DiGiacomo
supported
this. After some discussion it was agree:
Action Item
CZCP-PR-5-4:
All Steering Committee members will proposed names for session chairs and send these to
Hans-Peter Plag,
who will compile
a list for discussion at the next telecon.
Responsible:
All,
Deadline:
2010-11-28.
Doug Wilson
informed the group that
Roy A. Watlington
will represent the Caribbean Regional Alliance (CaRA) and participate in the
planning of the workshop program.
Roy A. Watlington
added that had already started to update a master list and agreed that
there was the need to stay in touch over the next couple of weeks.
Hans-Peter Plag
pointed out that a lot of urgent
work needs to be done more or less now since the time to the workshop is very short.
Concerning
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,
Julio Morell
had commented prior to the telcon that he will help with a list of local
organizations, and that CaRA had requested the USVI outreach consultant to help
Doug Wilson,
Jorge Corredor,
and himself to
compile a regional list asap.
2
Status of Local Organization.
The input from the LOC had already been discussed in the previous point and nothing else was added.
3
Workshop Announcement
A draft workshop announcement had been made available by
Hans-Peter Plag
earlier. He reported that so far no immediate
comments had been made.
Hans-Peter Plag
repeated his request to all participants
to have a look at the web pages and send comments to him.
He pointed out that in particular the Sponsor web page need to be completed.
Paul DiGiacomo
pointed out that messages sent out to announce the workshop should also mention the main web page of the
CZCP.
With respect to sponsors and organizations to be contacted,
Hans-Peter Plag
asked to what extent
GOOS, LOICZ, GTOS, GCOS, WMO, and CDEMA should be involved. Paul Enza was mentioned as a potential
contact for hurricane.
Roy A. Watlington
reported that an organization related to tropical shipping had hosted a
disaster workshop.
Christa von Hillebrandt-Andrade,
who is the director of the Caribbean Tsunami Warning Center, was mentioned as a contributor.
Hans-Peter Plag
volunteered to bring in relevant GEO Work Plan Tasks.
Hans-Peter Plag
asked for support in getting some more general information included on the Workshop web page, particularly
concerning the venue.
Vanessa Gutierrez
volunteered to help with links to relevant web pages.
Action Item
CZCP-PR-5-5:
Vanessa Gutierrez
will send some information concerning the workshop venue (e.g., links to relevant web pages)
to
Hans-Peter Plag
for inclusion on the workshop web page.
Responsible:
Vanessa Gutierrez,
Deadline:
2010-11-28.
4
Workshop Program
The draft workshop program was accepted as generally o.k. and a good starting point for the further
development.
5
Invitations of speakers, 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.
In the discussion,
Doug Wilson
asked for contacts to the World Bank, GEF, and International Development Bank.
Roy A. Watlington
indicated that he could help with contacts.
Hans-Peter Plag
asked about insurances, and it was mentioned that
Jay (?) was funded by re-insurances, and Toni Napp was mentioned by
Paul DiGiacomo
as potential contact
6
Any Other Business
The importance of urgent actions was emphasized.
Doug Wilson,
Paul DiGiacomo,
and
Roy A. Watlington
agreed to use time in the coming
week to discuss details.
Action Item
CZCP-PR-5-6:
Doug Wilson,
Paul DiGiacomo,
Roy A. Watlington
will get together and develop several details of the workshop, including the program
further and report to the next telecon.
Responsible:
Doug Wilson,
Paul DiGiacomo,
Roy A. Watlington,
Deadline:
2010-11-28.
Roy A. Watlington
emphasized the importance of bring in insurances, which he considers to be very interested.
Due to Thanksgiving making it difficult to have the next telecon on Friday, November 26, it was agreed to
have PR-6 on Monday, November 29, 2010.
Action Item
CZCP-PR-5-7:
Douglas Cripe
will set up PR-6 as WebEx for November 29, 14:00 UTC and provide the call-in information to
Hans-Peter Plag
for
distribution.
Responsible:
Douglas Cripe,
Deadline:
2010-11-26.
7
Summary of Action Items
Action Item
CZCP-PR-5-1:
Doug Wilson
and
Paul DiGiacomo
will finalize the draft invitation letter and send this to
Douglas Cripe
for further handling.
Responsible:
Doug Wilson,
Paul DiGiacomo,
Deadline:
2010-11-22.
Status of Action Item
CZCP-PR-5-1:
Obsolete.
Report:
On November 23,
Douglas Cripe
went ahead and had the invitation letter sent out to the GEO Principals.
Reported on 2010-11-24 by
Hans-Peter Plag.
Action Item
CZCP-PR-5-2:
Vanessa Gutierrez
will follow up with the Sheraton the establishing of the web page for hotel reservation and provide
the link to this page to
Hans-Peter Plag
for inclusion on the workshop web page.
Responsible:
Vanessa Gutierrez,
Deadline:
2010-11-28.
Action Item
CZCP-PR-5-3:
Hans-Peter Plag
will updated the workshop registration and abstract submission form to clarify that abstracts are
for posters only, with the option of the Steering Committee/session chairs inviting poster authors to present
in breakout or pleanary sessions.
Responsible:
Hans-Peter Plag,
Deadline:
2010-11-28.
Action Item
CZCP-PR-5-4:
All Steering Committee members will proposed names for session chairs and send these to
Hans-Peter Plag,
who will compile
a list for discussion at the next telecon.
Responsible:
All,
Deadline:
2010-11-28.
Action Item
CZCP-PR-5-5:
Vanessa Gutierrez
will send some information concerning the workshop venue (e.g., links to relevant web pages)
to
Hans-Peter Plag
for inclusion on the workshop web page.
Responsible:
Vanessa Gutierrez,
Deadline:
2010-11-28.
Action Item
CZCP-PR-5-6:
Doug Wilson,
Paul DiGiacomo,
Roy A. Watlington
will get together and develop several details of the workshop, including the program
further and report to the next telecon.
Responsible:
Doug Wilson,
Paul DiGiacomo,
Roy A. Watlington,
Deadline:
2010-11-28.
Action Item
CZCP-PR-5-7:
Douglas Cripe
will set up PR-6 as WebEx for November 29, 14:00 UTC and provide the call-in information to
Hans-Peter Plag
for
distribution.
Responsible:
Douglas Cripe,
Deadline:
2010-11-26.
Minutes prepared by
Hans-Peter Plag
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