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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