Meetings:

Action Items:

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

Steering Committee 3rd Workshop, Puerto Rico Telcon

Telecon
Monday, November 29, 2010
14:00 - 15:30 UTC

Minutes (Version 0.1 of 2010-12- 1 19:27)

Participants:


Julio Morell, UPR (Member)
Vanessa Gutierrez, UPR
Douglas Cripe, GEO Secretariat (Core Member)
Hans-Peter Plag, NBMG, UNR (Co-Chair)
Michael Bruno, Stevens (Workshop Series Chair)
Jorge Corredor, UPR (Member)
Paul DiGiacomo, NOAA (Co-Chair)
Doug Wilson, NOAA (Correspondent)
Jennifer Lewis, NOAA, National Weather Service

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 Announcements
The Workshop has been announced to the GEO Principals. What further announcements are needed? See also

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 Sponsors
The list of Workshop Sponsors need to be finalized. The current list of sponsors is a available at http://www.czcp.org/workshops/Puerto_Rico and there under the link 'Sponsors'. All Steering Committee members are asked to submit information on confirmed sponsors to Hans-Peter Plag for inclusion on the web page.

5 Workshop Program and Session Chairs
A draft workshop program is available at http://www.czcp.org/workshops/Puerto_Rico and there the link 'Draft Program.' The session chairs need to be identified and invited to develop the session programs.

6 Any Other Business

7 Date and time for PR-7
Alternatives for PR-7 are Friday, December 3 or Friday, December 10, 2010, both at 14:00 UTC. Preferably, PR-7 would take place on December 3.

8 Summary of Action Items

Notes:

1 Agenda and Action Items of the last telecon

A list of Action Items was made available prior to the telecon and is available here .

At the start of the telecon, Julio Morell reminded of the status concerning participation of the Governor and summarized that the initial response was not very positive. However, no formal request has been sent yet. For that, it would be necessary to be able to give a more complete picture of the workshop and participants. Michael Bruno added that high-level representation from Washington GEO would support an invitation to the Governor. Jorge Corredor informed that activities in this direction were under way, and David Green had some good suggestions.

Concerning

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,

Vanessa Gutierrez reported that the Sheraton was still working on the web page. She expected that link would be available in the next days.

Vanessa Gutierrez mentioned that she had sent a mail with a link for more information on the workshop venue to Hans-Peter Plag, which closed

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.

Hans-Peter Plag mentioned that following up

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,

Doug Wilson had sent some names, and others had added further names. However, th were still significant gaps. Jorge Corredor expressed serious concerns that the the current set of names did not include enough people fro the Caribbean. Hans-Peter Plag pointed out that he had made an attempt to include names of people from the region, but acknowledge that th a reasonable balance between regional and outside presenters and chairs was still to be achieved.

Concerning

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,

Douglas Cripe informed that he had put in a request for travel funds. Answering an inquiry from Hans-Peter Plag he also stated that Jose Achache might be able to come to the workshop.

With respect to

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 to the workshop on the provider, more science-oriented side. Responsible: Michael Bruno, Paul DiGiacomo, Doug Wilson, Deadline: 2010-10-01,

Paul DiGiacomo reported that a telecon is planned for December 1 to start the pre-workshop study.

It was noted that Roy A. Watlington was not on the list for distribution of the CZCP-PR mails. Hans-Peter Plag apologized for the mistake and ensured that he would be added to the list.

2 Status of Local Organization.

Vanessa Gutierrez repeated that the link to the Sheraton web site for hotel registration would be available very soon. The LOC emphasized that the people who are to be funded out of the workshop funds need to be identified asap. Julio Morell explained that it would be easy to cover hotel rooms, but with those, who will get the tickets funded, UPR has to enter into a contract, which will take time. Jorge Corredor stated the the absolute deadline for starting that would be mid January 2011.

Jorge Corredor also mentioned that the package deal with hotel has to be signed in the next days. Concerning posters, Vanessa Gutierrez informed that in the meeting room, there would be room for 4-5 posters. It was not clear whether that would be sufficient or whether an additional room would be needed. However, since there is a need to have a second room on the second day for breakout session, it was agreed to have for the second workshop day two rooms included in the package.

Concerning abstract submission, it was agreed to set a deadline of January 15, 2011.

3 Workshop Announcements

Hans-Peter Plag thanked Douglas Cripe for having ensured that the Workshop announcement was sent out to the GEO Principals.

Related to

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 emphasized the importance of polishing the workshop announcement. He also reminded everybody of . Paul DiGiacomo stated that he would as Peter Colohan for the "GEOSS in the Americas" mailing list. Doug Wilson informed the participants that Roy A. Watlington was working on a list. It was agreed that invitations should be sent ou by the Chairs of the CZCP.

4 Workshop Sponsors

Hans-Peter Plag reiterated the need to finalize the list of Workshop Sponsors and urged all Steering Committee members to submit information on confirmed sponsors to him for inclusion on the web page.

5 Workshop Program and Session Chairs

A draft workshop program had been made available at http://www.czcp.org/workshops/Puerto_Rico and there the link 'Draft Program.' Doug Wilson had started to propose names for presenters and session conveners, and Hans-Peter Plag and other had added additional names. The participants went through the program, and the following comments were made:

Julio Morell volunteered to give a presentation on the Caribbean monitoring system in Plenary Session 2.

Hans-Peter Plag emphasized the need to have two conveners for each breakout session with one more from the user and one more from the provider side.

Paul DiGiacomo emphasized the need to have regional participation and suggested to reach out to CAST. Hans-Peter Plag supported inviting the Chairman of CAST. He also asked whether COTAL should also be invited. It was suggested that an invitation was sent to both organization asking both for speakers for Plenary Session 1 as well as recommendations for session chairs.

Hans-Peter Plag volunteered to prepare a invitation mail and discuss this with the chairs of the Workshop SC:

Action Item CZCP-PR-6-1: Hans-Peter Plag will draft an invitation e-mail to CAST and COTAL and send this to the SC chairs for comments. Responsible: Hans-Peter Plag, Deadline: 2010-12-02.

There was considerable discussion, and the workshop program was modified according to comments. The need to finalize the list of invitees at the next telecon was emphasized. It was agreed:

Action Item CZCP-PR-6-2: Hans-Peter Plag will updated the draft workshop program documents according to the discussions at PR-5 and send it to the Workshop preparation mailing list for further input. Responsible: Hans-Peter Plag, Deadline: 2010-11-29.

Action Item CZCP-PR-6-3: All participants in the workshop preparations will review the draft program and propose additional names for speakers and session conveners. Responsible: All, Deadline: 2010-12-02.

6 Any Other Business

There was not other business.

7 Date and time for PR-7

It was agreed to hold the next two telecons on Friday, December 3, 2010 and Friday, December 10, 2010. For practical reasons, the time for both telecons was set to 14:30-16:00 UTC

Action Item CZCP-PR-6-4: Douglas Cripe will set up a WebEx conference for December 3, 2010, 14:30-16:00 UTC and provide the call-in information to Hans-Peter Plag. Responsible: Douglas Cripe, Deadline: 2010-12-01.

8 Summary of Action Items

Action Item CZCP-PR-6-1: Hans-Peter Plag will draft an invitation e-mail to CAST and COTAL and send this to the SC chairs for comments. Responsible: Hans-Peter Plag, Deadline: 2010-12-02.

Action Item CZCP-PR-6-2: Hans-Peter Plag will updated the draft workshop program documents according to the discussions at PR-5 and send it to the Workshop preparation mailing list for further input. Responsible: Hans-Peter Plag, Deadline: 2010-11-29.

Status of Action Item CZCP-PR-6-2: Done.
Report: Hans-Peter Plag updated the file and distributed it to all participants in the preparations. Reported on 2010-12-01 by Hans-Peter Plag.

Action Item CZCP-PR-6-3: All participants in the workshop preparations will review the draft program and propose additional names for speakers and session conveners. Responsible: All, Deadline: 2010-12-02.

Action Item CZCP-PR-6-4: Douglas Cripe will set up a WebEx conference for December 3, 2010, 14:30-16:00 UTC and provide the call-in information to Hans-Peter Plag. Responsible: Douglas Cripe, Deadline: 2010-12-01.

Status of Action Item CZCP-PR-6-4: Done.
Report: Douglas Cripe set up the telecon and informed Hans-Peter Plag about the call-in details. Reported on 2010-12-01 by Hans-Peter Plag.


Minutes prepared by Hans-Peter Plag


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