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Brussels, 24 April 2014
Subject Minutes of the First Management Committee Meeting of
COST Action ES1308 “ClimMani: Climate Change Manipulation
Experiments in Terrestrial Ecosystems: Networking and Outreach
”
Brussels, Belgium
24 April 2014
1. Welcome to participants
The participants were welcomed by Dr Deniz Karaca, Science Officer for the Earth System Science and
Environmental Management (ESSEM) Domain at COST, and by Mr Christophe Peeters, Administrative
Officer for this Action. Deniz Karaca chaired the first part of the meeting, including the election of the
Action Chair, Vice Chair, and Grant Holder which was carried out under agenda item 9.
2. Adoption of the agenda
st
The draft agenda for the 1 Management Committee (MC) meeting was adopted (Annex 1).
3. Status of the COST Action
CSO Approval: 15/11/2013
End of Action: 23/04/2018
DC Rapporteur: Prof Zoltan Dunkel (HU)
Total number of accepting Parties to date: 23
Total number of parties intending to accept: 0
4. Presentation of the delegations
The delegates presented themselves in a “tour de table”. Each delegate also expressed interest for the
Action involvement.
With 18 parties present out of 23 (Table 1) the necessary quorum was achieved allowing the
Management Committee meeting to officially take place in accordance with Article 8 of the Rules of
Procedure for the Management Committee.
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Table 1. Attendance list
FRANCOIS LOUIS
BE
VICCA SARA
BE
WOHLGEMUTH THOMAS
CH
HOLUB PETR
CZ
JENTSCH ANKE
DE
TIELBORGER KATJA
DE
LARSEN KLAUS STEENBERG
DK
KUPPER PRIIT
EE
OSTONEN-MARTIN IVIKA
EE
ALEBIC-JURETIC ANA
HR
POTOCIC NENAD
HR
LANIGAN GARY
IE
OSBORNE BRUCE
IE
SIGURDSSON BJARNI
IS
LANFRANCO SANDRO
MT
AERTS RIEN
NL
TIETEMA ALBERT
NL
BEIER CLAUS
NO
ILIEVA-MAKULEC KRASSIMIRA
PL
OLEJNIK JANUSZ
PL
ABRANTES NELSON
PT
HALBAC-COTOARA-ZAMFIR RARES
RO
GALIC ZORAN
RS
HANSEN KARIN
SE
LINDER SUNE
SE
INESON PHILIP
UK
5. General information on COST mechanism and the Annual Grant Scheme
Deniz Karaca gave a presentation on COST and the ESSEM Domain (Annex 3). Relevant information
can be found on the COST website at: http://www.cost.eu.
Deniz Karaca and Christophe Peeters then continued with an introduction to the COST Grant System
(Annex 2). Relevant documentation may be found at the official COST website at
http://www.cost.eu/guidelines, including the following reference documents:
Rules of Procedure for the Management Committee (COST doc. 4114/13)
COST Grant System Vademecum (Part 1)
Progress Report and Final Report templates
Grant Agreement Template
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Lastly, Christophe Peeters informed the delegates about the principles and procedures related to the
administration of COST Action grants (Annex 2).
6. Agreement on the internal rules of procedure for the Management Committee of the COST
Action
The Rules of Procedure for the Management Committee (Annex 3) were presented as hangouts by Deniz
Karaca from Annex II of COST 4114/13 (COST Action Management). The Rules of Procedure were
approved by the MC.
7. Election of the Chair and Vice-Chair of the Management Committee
Dr Claus BEIER (NO) was elected unanimously as the Chair.
Dr Karin HANSEN (SE) was elected unanimously as the Vice-Chair.
8.
Election of the Grant Holder Institution
Grant Holder: Agricultural University of Iceland (IS) was elected as the Grant Holder Institution for the
Action.
Deniz Karaca passed the chairing of the meeting to Claus Beier.
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9. Workplan for the implementation of the COST Action (based on the Memorandum of
Understanding – Presentation of the Action by the proposer).
Objectives and working programme
The objectives and working programme as presented in the MoU was approved.
Working method - organisation and management (including working groups)
The CLIMMANI COST action will be coordinated by a Chair. Overall decisions are taken by the MC who
can delegate specific management decisions to the Core group. The work will be organised in 4 working
groups, each managed by a WG chair. Activities related to STSM, summerschools and dissemination will
be coordinated by an internal working team.
Management – Core Group: The MC decided to form a Core Group (CG) to coordinate the dayto-day activities and management of the COST action. The CG consist of: The Grant Holder,
The Chair and vice Chair, the 4 WG members and the IWT chair.
Working groups: 4 WG and WG-chairs were decided
WG1 – Experimental best practice in Climate change manipulation experiments. Chair: Klaus
Steenberg Larsen, DTU, DK
WG2 – Climate change studies using gradient approaches. Chair: Anke Jentsch, University of
Bayreuth, DE
WG3 – Data Synthesis of climate change experiments. Chair: Sara Vicca, University of
Antwerp, BE
WG4 – Data-model interaction in climate change experiments. Chair: Louis Francois, Université
de Liège, BE
STSM-manager – Internal Working Team: An Internal Working Team (IWT) for “Capacity building
and dissemination” was formed. IWT will take care of STSM, summer schools and
dissemination. Chair: Bogdan Chojnicki, Poznan University of Life Sciences, PL
Distribution of tasks
Chair coordinates the COST action and the program of the first MC meeting (the first year) to be
held in October/November 2014.
Vise Chair assists the Chair in the work and contributes to the launching of the Web-site.
Grant Holder takes care of all Grant Holder obligations and collaborates closely with the Chair, the
WG chairs and the local organizers of activities.
Core group has the mandate to decide about the venue, programme and organisation of the next
combined MC and WG meeting.
WG chairs will be responsible for the planning of the WG relevant activities at the next meeting in
consultation with all MC members expressing an interest to be member of the WG. This
includes a responsibility to investigate and propose potential ideas for the future work and
coordination with other WGs during the COST action.
IWT will initiate, coordinate and evaluate STSM calls, summerschools and dissemination activities.
IWT consists of the IWT chair, one representative from each of the WG1-WG4, the COST Chair
or vice Chair and the Grant Holder. The WG chairs contribute with inputs to IWT on STSM and
elect a member from the WG to participate in IWT for evaluation of STSM.
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Promotion of gender balance and of Early Stage Researchers (ESR)
In addition to the already well balanced Gender Balance of the COST action, the 4 scientific WG-chairs
(WG1-4) and the COST chair/vice Chair are equally shared among genders. ESRs will be prioritised
when STSM grants and summer schools are distributed and a minimum fraction of ESR will be prioritised
for each WG meeting. 2 WG Chairs (WG1 and WG3) are ESR. See rules under 12.
Time-table
The following plans and activities for year 1 were decided:
May 2014:
Finalize both the program and financial plan of 1st year in cooperation with all core-group members
and:
•
Put in for a vote among MC members.
•
Send it to the COST office for acceptance.
Signing of MoU
The Chair will distribute meta-data material and final report from previous ESF network to all MC
members.
The Chair distributes participant list for all MCs (even substitutes) with request to decide which
WGs they want to be members of.
Chair sends a doodle to all MC members to set a date for the 1st COST action meeting in October
Initiating the setup of the CLIMMANI web site
June 2014:
WG inputs to potential WG members. WG inputs to first meeting including potential speakers and
participants. To be coordinated and decided at first CG Tele-meeting
1st CG tele-meeting. Draft planning of first COST Action meeting including sessions, external
speakers and participants.
Send out invitations for the first COST meeting
Launch of CLIMMANI Website
August 2014
Fine tuning of scientific programme of the 1st COST action meetin g
Call for c. 4 STSM grants
September 2014
Final programme for COST action meeting
2nd CG tele-meeting
Distribution of 4 STSM grants
October 2014
1st COST action meeting
December 2014
Programme and invitation for 1st WG workshops
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3rd CG tele meeting
Call for c. 4 STSM grants
January 2015
Distribution of STSM grants
March 2015
WG1 workshop in DK
WG2 workshop in DE
WG3 Workshop in BE
WG4 workshop in BE
May 2015
Evaluation of STSM
10. Budget plan for the first period
The budget for 2014/2015 was estimated by the COST office to be 151.000 Euro. The MC decided to
allocate the budget as below:
MC meeting combined with workshop - 3 days
43900
WG members for next meeting
25000
STSM
10154
Web site
3500
WG workshops - March 2015
48750
Sum
131304
Adminstration (15%)
19696
Total EURO
151000
11. Place and date of next meeting
The first meeting will be held in October/November 2014 at a venue with possibilities for a field trip to a
scientific project dealing with experimentation. Candidates were: Portugal, Spain or Czech Republic. It
was decided that the CG can make the final decision about the exact venue and timing for the first
meeting in October/November based on a Doodle survey of the availability of MC members. The Chair
will investigate the possibilities for a venue and negotiate with the MC members from the relevant
countries. The programme of the meeting will be delegated to the CG based on inputs from the WG
chairs (break-out sessions were held after the closure of the official meeting to collect ideas from the MC
members present at the Kick Off meeting). Exact venue, time and programme will be distributed to all MC
th
and WG members no later than 25 June.
12. AOB
Selection critieria for participants in CLIMMAN I WG meetings and for selecting participants to WG
sessions in CLIMMANI MC/WG meetings
1. The total number of available seats for each WG meeting is decided by the MC
2. An organizing committee is appointed by the MC or delegated to be appointed by the WG chair
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3. The theme/title of the WG meeting is decided by the MC or the MC will delegate this to the WG
chair and/or an organizing committee
4. The organizing committee selects the participants according to the following priorities:
a. COST office participants
b. Key speakers (max 50% of total number of seats) to contribute to the programme –
preferably from within the WG members (max 4 non-WG members). At least 10% should
be ESR and at least 10% should be from COST promoted countries.
c. The “rest of the seats” up to the total number of “seats” (point 1) selected from WG
members who have registered interest in the meeting.
5. If the total number of participants will exceed the total number of seats defined by the MC, then
the following priorities for selecting participants for “rest of the seats” should be applied:
a. Members who will contribute actively to the COST meeting by providing a scientific
presentation.
b. More than 15% of the participants should be ESR
c. More than 20% of the participants should be from “inclusiveness COST Member
Countries”
d. Each gender should have at least 30% of the participants
e. Max 2 from any country
13. Closing
Nothing
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