Minute from the 5th Directive Committee Meeting

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1 Minute from the 5th Directive Committee Meeting Place: UNSD Conference room DC2-1684, Two UN Plaza, New York Date/Time: May 12 th & 13 th, 2010 from 9am until 5pm Participants: Name Country adress Luiz Paulo Souto Fortes Brasil CP-IDEA President Valéria Oliveira Henrique de Araújo CP-IDEA Executive Secretary Brasil Prashant Shukle Canadian Representative Canadá France Morin Canadian Guest Cristian Aqueveque Iglesias South American Representative Nicolás Musalem Herrera Chilean Guest Eloy Luis Alum Ortiz Caribbean Representative Oscar Leonel Figueroa Cabrera Central American Representative Carlos Guerrero Mexican Representative Raul Gomez Moreno Mexican Guest Amor Laaribi UN s Statistics Division Representative Stefan Schweinfest UN s Statistics Division Representative List 1. Opening & Welcome Canadá Chile Chile Cuba Guatemala México México UNSD UNSD 2. Agenda approval / Quorum verification 3. General information 4. Deliberations CP-IDEA vice presidency s vacancy 5. New Statute s proposal review 6. Work Plan ( ) 7. Summary of decisions reached in the meeting 8. Closing 1

2 Development: 1 st Topic: Opening CP-IDEA s president welcomed all who were present and thanked UN s Statistics Division for their support on the Directive Committee meeting. The meeting started and the executive secretary presented the agenda and further considerations 2 nd Topic: Agenda s approval/ Participants Verification CP-IDEA s executive secretary talked about the meeting s agenda. Main topics included: New statute s review, the creation of a new work plan for the years to come under this administration. The agenda was approved by everyone. She informed that the meeting s quorum met the current statute s requisites and this way, the meeting should go continue. 3 rd Topic: General Notes a) OGC (Open Geospatial Consortium) - CP-IDEA s president talked about OGC s invitation to him to participate in the OGC Global Advisory Council in the role of CP-IDEA President. This had been informed to all prior, but he reinforced the need of all countries in the Americas to participate through the CP-IDEA s proposed actions by this committee. OGC intends to reach a higher level of representation in its decisions, from all the regions in the world, and because of this fact, CP-IDEA s participation is very important. He called the attention to the distribution of the questionnaires proposed by OGC to all CP-IDEA members and the importance of returning these questionnaires answered in a consolidated and comprehensive form. The Executive Secretary informed that only 3 countries have sent so far the filled out questionnaires (Brazil, Bolivia and Chile). It was established that the questionnaires would be resent to the countries who have not answered them yet with requests for completion and return. b) Website the executive secretary informed that the website s domain has been changed because of the fact that its administration is based now in Brazil and not in Mexico. A revision is currently being done and uploaded of existing documents in archives and redirection of lost links. After this phase is complete, action should be taken to stimulate countries to load their documentation in the Committee s website, especially the norms and specifications. The executive secretary will inform the site s review conclusion. c) Financing CP-IDEA s president informed of 2 possibilities to obtain resources for the realization of committee s activities: 2

3 i) Call of CYTED CP-IDEA s executive secretary elaborated a project that foresees discussions and the realization of events about natural disasters. The idea is that besides the possibility of promoting these discussions and events, the committee will also take this opportunity to hold their meetings. This project has been submitted and is awaiting approval. Resources estimates for this category is of 35 thousand of euros per year, for 4 years. ii) World Bank CP-IDEA s president and executive secretary had a meeting with the World Bank Brazil. In this meeting, the Committee s lines of action were discussed as well as of the possibility of projects and activities financing. The World Bank informed that this line of financing exists, but it had been closed since February The executive secretary will keep contact with World Bank to find out about new dates for presentation of new proposals. 4 th Topic: Deliberations: CP_IDEA s vice presidency s vacancy It has been approved the nomination of Chile s representative to occupy CP_IDEA s vice presidency, according to the current statute. For the time being, he will accumulate this position along with the South American Representative one. 5 th Topic: Review of new statute s proposal the statute s reform project has been reviewed. The working document was prepared by the previous administration. Changes have been discussed and proposed. The document will be consolidated and sent to all present in the meeting and after the final review, it will be directed to the whole committee for approval via . Electronic contributions sent earlier from Colombia and Ecuador were considered and discussed. Executive Secretary Consolidate the paperwork/document discussed and decided during the meeting and send it to all participants for review 15 days Participants of the Meeting: Review the document 15 days Executive Secretary: Re-consolidate and translate the document to Spanish & English. Resend the document to the whole committee 20 days CP-IDEA members Review the documents 20 days 3

4 After this, the final consolidated version will be sent to all Committee members for electronic approval 6 th Topic: Working Plan ( ) The executive secretary prepared a presentation containing seven resolutions proposed at the 9 th UN s Regional Cartographic Conference for the Americas for the CP-IDEA. This is located in attachment A and the discussions happened according to each resolution. a) The creation of a Reference Guide (1 st, 2 nd and 3 rd resolutions): It was established by the group that in order to execute the tasks related to the first 3 resolutions, a work team will be formed with the goal of preparing a document with the inventory and diagnostics of whatever exists in relation to IDE s. Not only from the Americas but also from other initiatives like the one from Inspire. Besides this, the document will include guidelines based on this inventory that will help guide CP-IDEA countries. The proposal is that in 6 months, minutes will be made for this document to guide the Committee s initial actions. This GT (Work Group) will be formed initially by Canada, Chile, Colombia, Brazil, Mexico and Cuba and it will be coordinated by Canada with the vice coordination from Chile. Executive Secretary To solicit all participant countries the names of the individuals who will be part of this initial GT Contact Colombia, who was not present in the Directive Committee s meeting, and explain the context of the proposal. Invite them to participate in the GT To create timelines for this action Canada To create a proposal with goals and directives to be used by the initial GT 15 days To coordinate the GT s activities based on the established timelines b) Virtual Forum (4 th Resolution) The implementation of a forum s effectiveness was discussed based on previous experiences. It was especially mentioned that a mediator would have to be always available to write during the forum. This task is not an easy one due to everyone s lack of time. Also, this action would not be effective in case the mediator could not make daily updates. The good experience in relation to SNIT that has been used in discussion forums of Social Networks (Facebook, Twitter) was mentioned by Chile s representative. It has been decided that the forum experience by Social Networks will be tested by the GT who will start working in this initial phase. 4

5 c) Risks & Disasters Events: (5 th resolution): The following was suggested as first event s topic: IDE s application in the administration of risks and disasters and mid 2011 was suggested as the date. Cuba s representative volunteered to host the event along with the Geomatic Congress that will be happening there in February. But the time was considered too soon to take care of all the details for its realization. ONU s representative mentioned the CAPRA Project financed by the World Bank that already takes care of this issue. Maybe there are already initiatives from this project that might be of some interest to CP_IDEA. The executive secretary will research the topic and check if there is already an existing agenda from this project that would run simultaneously with CP-IDEA. The place will be decided later after this research and taking into consideration the budget available to finance the event including participants traveling expenses. A technical committee and a planning committee will be formed as soon as the time and place for the event gets decided. Executive Secretary Internet research on CAPRA Consult CYTED s executive secretary to find out CYTED s timeline call Start researching institutions related to this topic inside Brazil as well as in other countries. Re-consult the World Bank in Brazil d) Resources (6 th Resolution): It was mentioned that the resources (whenever available) listed in this resolution would be used for two courses of action: The first one was in the elaboration of directives for countries that currently do not have their IDEs or that may need the help for some capacitating action. The second use of these resources would be to subsidize the construction of IDEs in countries with more need. This line of action requires more funding and most probably will not be done for the time being by the CP-IDEA. Mr. Stefan Schweinfest, from UN s Statistics Division, was responsible to verify with the UN mechanisms that could be utilized to finance CP-IDEA s actions. Cuba s representative also mentioned the possibility of getting financing through the UN s Development Program PNUD and through the financing lines of local projects. Canada s representative suggested as strategy that the CP-IDEA support the countries in soliciting the resources. It was also discussed the possibility of getting financing from 5

6 the Canadian International Development Agency (CIDA), which will be verified later on by Canada s representation in the Project. UN s Statistics Division To verify within UN s scope, the possibility of obtaining financing for CP-IDEA s activities Canada Verify with CIDA the possibilities of obtaining financing for CP-IDEA s activities 7 th & 8 th Topics: Summary of meeting s decisions and closing a) Committee s meetings It was discussed the need for another committee meeting by the end of the current year to discuss and take care of the fore mentioned issues and also to discuss the realization of a 2011 Disasters Event. It was considered to hold this meeting along with IPGH s meeting which will happen in Lima, Peru in November. The second possibility would be to hold this meeting in December in Rio de Janeiro, Brazil. In both cases, the realization of this meeting will depend on the availability of resources and funds. Executive Secretary: To verify how many people will be participating of both meetings to confirm the advantages on holding the CP-IDEA meeting in Lima, Peru To book Boardroom in Rio de Janeiro for December 2010 To write to Mr. Santiago Borrero, Executive Secretary of the IPGH, consulting the possibility to carry out the meeting simultaneously in Lima. b) CP-IDEA s president thanks the hard work and dedication of all in these two days of the meeting and adjourns the meeting. 6

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