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Notes from the SCAR President, number 14 (15 September 2009)
Reprise of the 2009 Executive Committee Meeting
Colleagues,
As I mentioned in my last Presidential Note, a very productive meeting of the SCAR Executive Committee took place in Punta Arenas from 5-7 August, 2009.
In the odd years between the Delegates' meetings, much of SCAR's formal business is conducted at the Executive Committee Meeting. The Executive Committee is delegated the authority to act on behalf of SCAR's members during the intersessional with proper consultation, notification, and approval (if necessary). The Executive Committee consists of the President, the four Vice Presidents, and the immediate Past President, and is serviced by the Executive Director and Executive Officer. It has been practice in recent years that the Chief Officers of SCAR Scientific Standing Groups and Standing Committees are included in the meeting as ex officio members. In addition, CO's meet prior to the Executive Meeting to consider agenda items of particular importance to these groups, to encourage cross-group coordination and interaction, and to develop recommendations and advice for the Executive Committee.
The report of the 2009 Executive Committee meeting was circulated by Rosemary a few weeks ago and I refer you to this report (SCAR Bulletin 173) for further details. However, I thought it would be useful to briefly review the major outcomes of the meeting for those of you who may not have time to read the entire report.
Performance Review - The SCAR Performance Review 2009 was introduced by the President as the recommendations of this report were relevant to many agenda items to be considered. The review was seen as both positive and constructive. There were 27 recommendations, mostly fine-tuning SCAR's mode of operating and ensuring that the momentum achieved since the last review is not lost. The recommendations will inform the development of the next strategic plan and all are being given careful consideration. It was agreed that Standing Scientific Groups (SSGs) must operate more strategically, assistance is needed by early career scientists to best prepare publications for the highest impact, and that Members need to be further informed on the benefits of making data accessible to all. Various actions were agreed and can be found in the report.
Science - The science reports of the Cross-Linkages Workshop, the Standing Scientific Groups (SSGs), and the Scientific Research Programs (SRPs) highlighted a large number of on-going initiatives and exciting scientific findings. The Chief Officers were asked to develop a statement of purpose for the SSGs to more clearly define their remit. Recommendations were approved on how to improve the ways in which SSGs function to create greater efficiency and effectiveness in the future. It was noted that candidates for leadership positions must be willing and able to provide the time and resource commitments needed to ensure the successful operation of the groups or not stand for office.
Data and Information - The Data and Information Management Strategy was endorsed. SCADM will prepare a data and information management paper for the 2010 ATCM to promote widespread adoption of the new strategy. SCADM will present a Data Policy to the Delegates for approval in 2010. The Secretariat is to utilize secondments to assist in implementing the strategy. SCAGI's membership has risen to 25, thanks mainly due to the work of the SCAGI Chief Officer, Henk Brolsma. EXCOM recognized that SCAGI has demonstrated significant progress since its elevation from an Expert Group to a Standing Committee. EXCOM welcomed these developments, endorsed plans to reorganize the SCAGI web site, solve the KGI GIS problem, and applauded the developing cooperation between SCAGI and SCADM.
Products - SCAR should not be seen as a service organization and in the future SCAR Products will be referred to. The SCAR Products need to be made more visible as they are not only of use to SCAR scientists but also to other organizations such as COMNAP and the ATS.
Partnerships - SCAR works in partnership with global programs with strong regional interests in Antarctica to ensure that the community acts in concert in addressing major scientific issues. These partnerships were reviewed. The role of the Unions in SCAR was discussed. It was noted that relationships with ICSU Unions works best when there is a contact within the Union with a personal interest in SCAR. SCAR should ensure that Union Members interact with SCAR as fully as possible.
Antarctic Treaty System - The Secretariat will propose to CCAMLR a joint Action Group to discuss relations between the two groups. Mark Hindell, the new Chief Officer of the SCAR Birds and Marine Mammals (BAMM) Expert Group has agreed to replace Graham Hosie and will represent SCAR at CCAMLR meetings. SCAR submitted nine Information Papers and one Working Paper (IPY) to the ATCM/CEP in Baltimore and all were well-received. Relations between SCAR and the Antarctic Treaty Consultative Meeting (ATCM) and its Committee on Environmental Protection (CEP) have greatly improved. A joint Action Group will be convened to consider how best to strategically develop the SCAR-COMNAP partnership in the future. The Secretariat and EXCOM will explore the possibility of EXCOM meetings in Cambridge or using them to strategically meet with other partner organizations beyond COMNAP.
Capacity Building, Education and Training - SCAR received a record 32 Fellowship applications from 19 countries. Additional funding contributions from Italy and India received for 2009-2010 allowed the fellowship program to expand. Four Fellows were approved for 2009-2010 from India, South Africa, Italy and Uruguay. SCAR works closely with the Association for Polar Early Career Scientists (APECS) as a partner organization that is doing much to develop the next generation of polar scientists. Membership of the CBET Committee will be reviewed and revised as needed. Great progress has been made in launching the Muse Prize which will be awarded annually for at least five years administered by the SCAR Secretariat.
Outreach and Communication - There has been a dramatic increase in hits on the web site (averaging 130,000 hits/month in 2008, compared with 94,000 for 2007). A web site revision is needed to make it yet more attractive to a wider audience and more interactive. SCAR has a good portal for education web sites, which capitalizes on the work that others have done to showcase Antarctic science. Under the circumstances there is little benefit to be gained by SCAR investing in similar publications. Communications from SCAR to national committees and delegates have improved significantly with the development of the monthly 'Notes from the President' and production of newsletters.
Organization - There is a need for greater dissemination of information about the SCAR medals to elevate their profile. EXCOM
adopted the Rules of Procedure for Subsidiary Bodies and endorsed the new staff conditions which have been adjusted to be in line with Cambridge University. A final paper addressing concerns about the process of SCAR becoming a company and charity will be tabled at XXXI SCAR.
Major Meetings - The XXX SCAR meeting and St Petersburg OSC were seen as successful overall but useful lessons can be learned. Procedural changes to Delegates' meetings were agreed that will maximize substantive discussions; encourage inclusion; improve communication so Delegates are well informed to make decisions; ensure Members 'buy-into' and understand SCAR decisions; ensure that the Delegates' meetings are more strategically oriented; and increase awareness of emerging scientific challenges. Planning is progressing for the July 30-August 11, 2010 meetings in Buenos Aires - the 2010 OSC theme is 'Antarctica - Witness to the Past and Guide to the Future' (3-6 August). Planning is proceeding for XXXII SCAR meeting in Portland, Oregon (13-25 July, 2012). Further progress has been made on plans for greater management of SCAR meetings by the Secretariat.
Finance - Financial statements have been aligned with the functions and mission of the organization. A new compensation scheme and staff conditions consistent with UK law were approved. A policy establishing a Reserve equal to meeting and admin costs for a full year plus 10% was approved. Balanced budgets for 2009 and 2010 were approved. Financial projections show that full funding of SCAR activities would lead to a deficit in 2011, which would grow in 2012 and beyond, necessitating a reduction in spending unless membership fees are increased. A careful evaluation of SCAR finances will be needed to justify increasing fees. A Development Committee will be assembled to advise SCAR on potential sources of external funds and this will be a high priority for the coming year. EXCOM endorsed the revised Ethics Policy. Simplified financial summaries and budgets accompanied by graphic displays will be presented to Delegates with budgets tied to SCAR's missions to clarify financial matters for Delegates and increase transparency.
Other Business - Discussion of the proposal for a Social Science Action Group was postponed until details of the 2010 budget are confirmed. The question of whether or not SCAR should calculate its carbon footprint as the basis for deciding how to minimize it was raised. A paper on SCAR's Carbon Footprint will be produced for the Delegates meeting.
Strategic Planning - The President ended the meeting with considerations regarding the production of the Strategic Plan 2011-2016. Many of the foundational plans and documents are already in place. An EXCOM/CO's retreat is planned in January 2010. It is expected that a draft Strategic Plan will be available for initial consideration and comment at the Delegates meeting in 2010. Further details about the process and time line will follow the retreat in January, 2010.
As you can see, the EXCOM was very busy! As always if you have an questions regarding the issues in this note ,please contact me.
Chuck K.
President of SCAR
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