The ExCom kicked off the new term with a meeting on October 12th. Present at the meeting, in alphabetical order were; Jilda Caccavo, Mathieu Casado, Gwenaëlle Gremion, Carrie Harris, Meghan Helmberger, Neelu Singh and Deniz Vural.
- ExCom has voted for the late applicants (Individual Council Members (4) and NC representatives (10)) of the new term 2020-21.
- Decision to decrease the number of reporting phases from 3 to 2 for individual Council members and NC reps was approved.
- Each member of ExCom was appointed to be the contact of individual Council members. It was noted that Council members should be encouraged to sign upfor project groups before the deadline of the 18th of October.
- ExCom members chose the project groups in which they will be involved to be the connection among Project-Group and ExCom. Decision to place 2 ExCom members for bigger projects groups was taken.
- Leadership of PG (number of terms) and co-leadership positions was discussed, and will remain a topic of discussion in coming meetings to codify it in the future application of the Strategic Plan.
- The ExCom approved the launch of the upcoming PG Antarctica Day, which will take place on December 1st. Due to the limited remaining time, discussion about spreading the survey towards the impacts of COVID-19 in all aspects of Antarctica will be handled via email.
The following topics will be discussed during the next ExCom meeting (26 Oct 2020): the Indigenous Collaborations working group, the possibility of a new Early Career Workshop with the Year of Polar Prediction including other partners,, the priorities of the 2020-21 term and the report of the Internal Evaluation Committee.
The APECS ExCom met on 26th October 2020. Present at the meeting were -Mathieu Casado, Deniz Vural, Neelu Singh, Gwenaëlle Gremion, Meghan Helnberger, Jilda Caccavo, Gabriela Roldan, Juan Hofer, besides José Queirós, Shalaka Patil and Susana Hancock as Council Chair and NC Coordinators. ExCom gave suggestions to Council chairs on how they can improve the attendance of Council members in Council meetings and also asked them to inform the Council that they need to attend a minimum of 3 meetings over the term (as mentioned in the Council handbook) on the basis of their availability. Updates from National Committee (NC) Coordinator: ExCom member and ex officio had a meeting with NC Coordinator to discuss the breaking up the APECS national groups. NC Coordinators are in the process to organize the one meeting with NCs where they will discuss the NC document them. Updates from Social Media (SM) Coordinator: Two Social Media Coordinators from the last term had applied and been elected for a new term as well. SM Coordinator will focus on APECS Twitter, Instagram and LinkedIn social media accounts and website. They are also working to develop the guidelines for Twitter takeover and other social media guidelines. They are planning to work together with DEI and NC Coordinator on the Twitter takeover in order to represent the diversity in APECS. ExCom point of contact has been assigned for SMC and NC Coordinators. Updates from Project Groups: Some project groups have potentially too many members (compared to the estimated amount of work), while some others reported not having enough, and some Council members are part of more than 2 groups, ExCom suggests giving Council members the possibility to change project groups if they feel that this could be interesting. APECS International Mentorship Award 2020 PG from last year will wrap up publishing the news soon. Few of the new PGs have started scheduling their first meeting and the remaining groups are also in the process to do the same. Two new PG proposals have been submitted and under review - Science Diplomacy PG and Workshop in March-Polar prediction education. IPRN is creating a PG plan to conduct a side meeting in collaboration with APECS International during the SCAR conference in Hyderabad, India, in 2022. ExCom is working on the ExCom 2020-21 Priorities document to finalize the final draft and reviewing IPRN agreement. ExCom discussed engagement with WCRP and CliC and planned to join their meeting. A point from the past ExCom on call for another representative from the southern ocean observational group was raised. Issues of changing the structure of NCs leadership roles, restriction of sharing of NC member mailing list as per European law were also discussed and ExCom decided to schedule a meeting soon with APECS Directorate/Office to discuss this in detail.
Summary of the ExCom meeting of 09 November 2020. Present were Josefine, Mathieu, Deniz, Gwen, Meghan, Jilda, Juan, Susana, and Sakshi.
- News from the directorate included the departure of Lisa and Andrea from the office. A new position is advertised on the APECS website. External requests for collaboration that were approved include: continuation of the participation to the IASSA Workshop, participation to the Franco-Russian Dialogue on Climate Change and collaboration with Claire Cullifod on 6 children books.
- Updates from APECS leadership includes queries from the NC coordinators for unresponsive NC reps. A list of advice for the Council chairs regarding the council meetings have been made, there will be a dedicated time slot to discuss them with the Council chairs ahead of the next council meeting. Lastly, 2 more Council applications have been approved.
- Updates from Project Groups report that the process of choices of leaders continues overall, as well as draft of the project plans. The Polar Organisations Overview doesn’t have any candidate for the PGL position yet. Antarctica Day Project Plan has been approved.
- The ExCom priority list has been approved. The contact point persons have to be decided. Communication to the Council will follow.
- ASM3 webinar will be attended by 3 ExCom members, and discussion with Mia will be organised to facilitate the process.
The APECS ExCom met on 9th November 2020. Present at the meeting were -Deniz Vural, Gabriela Roldan, Gwenaëlle Gremion, Jilda Caccavo, Josefine Lenz, Juan Hofer, Mathieu Casado, Meghan Helnberger and Neelu Singh.
ExCom members agreed to remove the word “interim” for the directorate title as it is technically not correct. For the upcoming ExCom meeting, Excom members will pick the task in advance from the ExCom priorities list. The ExCom priorities of the coming term will be shared with the APECS membership and published on the website.In December, the directorate will provide an overview about the 2021 budget and discuss potential expenses towards ECR support.
Project group updates: In order to improve inclusion for people with different time zones for which attending PG meeting is sometimes difficult, the audio of the meeting will be recorded and uploaded on the Council google drive. This will also help with minutes and for non-native english speakers. Antarctica day PG is working very hard for the upcoming Antarctica day and soon they are going to release the webpage announcement. The submission form will be prepared by the APECS office. ExCom contacts were discussed for DEI PG. For IASC PG, Deniz would be the new ExCom contact. The project plan submitted by Remote Sensing PG has been accepted with some suggestions. The Indigenous collaboration PG has shown their interest in conducting a seminar or webinar with Indigenous knowledge holders and is seeking financial support for potential speakers.
New NC representative of Sweden was accepted.
APECS representative positions for various organisations were discussed, and the opportunities will be advertised to the council.
The APECS ExCom met on 7th December 2020. Present at the meeting were: Josefine, Meghan, Neelu, Mathieu, Gwen, Deniz, Jilda, Juan, Shalaka, Sakshi and Susana.
Council Chairs will meet with PGLs on December 17th and 3 new PG applications (ASSW, ICASS X, and reviewing travel fundings for ICASS X) opened their registration. EDI Officer can be reached out to DEI Group’s PGLs to exchange the ideas. Polar Organisation Overview PG will have its transition call. Mental Health Resources wants to create a survey regarding mental health and they will focus this on their project plan and doing this with SMCs can increase the visibility of the survey. IASC Fellowship Reviewing is closed. Antarctica Day had a great achievement and continues with the activities in the rest of the month. Meetings going on with ECRs and working on potential funding opportunities for speakers towards ASSW21. 4 PG project plans have been accepted.
Priorities: Josefine has started grouping to find the new host institute. Upcoming tasks on the priority list and the roadmap to consider will be focused with the start of the new year. Announcement of Priority List
After the fruitful meeting of ExCom with CliC-WCRP, the call for an APECS Representative will be prepared that will help focus the engagement processes between the organizations.
APECS Spain started discussions with PolarCSIC. The LoE with Netherlands, LoA with IPRN and LoE with Colombia were approved and APECS Oceania expects the new LoA to be prepared by Susana. A contact person will be followed up for APECS Italy. APECS-Iceland is going to have their 1st meeting.
- News from the directorate included the publication of the Strategic Plan 2021-2025 (Now online), the start of the contract of Svenja Holste working on INTERACT III Project, a report on the budget of APECS as of 15 January 2021, and updates of NC mailing lists. The call for bigs for a new host institute was also released on the website and through partner organisations.
- ExCom priorities updates revolved mainly around preparing timelines for the Council restructuring, the IEC restructuring, and the list of APECS representatives within other organisations.
- For Project Group updates: new Main page with project group list and possibility for them to have a page, discussion on organising further a meeting between the DEI PG and ExCom, as requested, was brought up, and will be organised shortly; possibility of interviews within the Mental Health PG was discussed, as well as using the experience of the Podcast PG for both technical and logistical point of views. The Project Plans of the APECS Online Conference 2021, Non-academic Careers PG, Mental Health PG and the T-MOSAiC Vlogs.
- Contact with CliC WCRP to provide opportunities to ECS in the Arctic, as well as with IACS.
- For NC updates: the letter of Agreement with APECS Canada was approved.
1. Updates From Directorate:
2. ExCom 2020-2021 Priorities:
2.3. Documents for restructuration Council document restructuring work is under process.
3.1. APECS representative for Artic Code of Conduct Approval (5/5) : Lauren Thompson would be the representative for the Arctic code of conduct
3.4. SCAR Messaging Board Juan and Jilda and Deniz would join the SCAR meeting.
3.5. Inquiry APECS-Arctic Institute Collaboration Interest Meghan will contact the Arctic institute in order to conduct a meeting to discuss potential collaborations.
3.6 APECS partnership in Ocean Decade Southern Ocean Programme Ocean decade southern ocean program has contacted APECS excom for a partner. Waiting for more infos.
4. Next Meeting:
Meeting time: Monday, 15 Feb, 18-19h GMT
Summary : Neelu
A. Updates From Council Leadership National Committee Coordinators The letter of Agreement (LoA) for APECS-Columbia, APECS Turkey and APECS-Malaysia is under process. APECS Sweden's LoA has expired and presently is in the process of renovation. Other NCs have submitted their progress report. Along with this NC Coordinators discussed how to organize a call with NCs.
B. Project Group - News - Updates DEI After seeking for advices from APECS mentors, Excom set up an course of action to set up a meeting with the
Approved (3/5): Project Plan the Art PG.
1. Updates From Directorate:
APECS host search process dissemination strategy has been prepared. A new employee (Franziska) has started work in ARICE and APECS office as of 15 February. APECS newsletter and information about technician online training as part of ARICE was published on 16th Feb 2021.
2. ExCom 2020-2021 Priorities:
Excom discussed advancement and actions for : The Mentorship database ; Strategic plan council restructuring ; APECS data policy; APECS representative roles; Adrian Dahood Memorial fund.
3.1. Meeting with Victoria Herrmann (Arctic Institute) A meeting with Victoria Herman from Arctic Institute has been conducted on 13th Feb 2021 to collaborate with the science policy and diplomacy group, were present, Meghan, Deniz and Gwen.
3.2. Internal Evaluation Committee (IEC) Current Internal Evaluation Committee (IEC) members will continue on for the rest of the term.
3.3. Recording Procedure of the meetings Excom also discussed the GDPR acknowledgment for recording- storage of recording, period to keep the recording in the drive, consent for recording, handling the access of the recorded files, alternative options for the storage of recorded files.
4. Next Meeting:
Meeting time : Monday, 1 March, 13-14h GMT
Summary : Deniz
A. Updates From Council Leadership
Excom approved (5/5) to support the ASA-APECS Canada Mentor Award 2020 ;
Excom approved (5/5) to support the APECS Canada MOOC Project ;
Excom approved (5/5) the Renewal of LoE of APECS Denmark.
B. Project Group - News - Updates
Mental Health Group
The mental health group survey project is under review by ExCom for suggestions.
The Podcast group disclaimer is under review by ExCom for suggestions.
C. Council Member - News- Updates Excom approved (3/5) the new council application.
1. Updates From Directorate:
New project officer, Franziska has joined the family! She will be working on the annual report of 2019 and 2020. Besides, help on the ARICE project, and posting online.
Opportunities for involvement of APECS reps for AANCHOR, FARO Workshop and fieldbook pictures will be shared with the Council Mailchimp announcement will be released with the Council:
- Polar Week Contest as well as whole Poler Week program,
- APECS/YOPP/YESS Workshop at ASSW2021,
- Online Conference Abstract Submission open,
- ARICE Technical Training
2. ExCom 2020-2021 Priorities:
Finding New Host Institution
- The list of contacts and shared addresses will be updated Mentorship database
- Timeline and tasks will be followed as it is scheduled Strategic plan Council Restructuring
- The last comments on the relevant sections of the Handbook will be made.
- The updated version of the Handbook will be shared with the Council for their feedback with a timeline in the coming weeks APECS Data Policy
- Directorate has contacted Ævar to ask for backup of APECS Website + Cookie handling
The content will be similar with EU Project APPLICATE uses
Adrian Dahood Memorial Fund
- The fund will be kept open. The fund will be distributed to the conference fees and related expenses if the Dahood family also approves it
- Long term actions needs to be taken regarding this fund
ASM3 Organizational Overview Update for Final Report
- will be updated by the Directorate APECS Canada
- was reviewed and approved by ExCom Re-adjusting the ExCom meeting hours by April
- will be rotated to the most suited time of majority due to the DST Partnership with UKPN to Submit a Proposal to COP26
- Help improve the abstract on 2 days session about climate crisis
Approved: MoU of APECS Bulgaria (⅘), LoA of APECS Oceania (⅘)
A. Updates From Council Leadership
A.1 Council Chairs - Hugo Guimaro / José Queiros / Priyanka Rajput
The 2nd PGL Meeting on Feb 22/2021
- The minutes can be found on the website. 125 Council reports submitted by the deadline of March 1st
The 2nd Council Meeting on Feb 2/2021
- The minutes can be found here.
The queries on accessing the Google Drive raised
- will be linked with the email address that people are using.
A.2 National Committee Coordinators - Shalaka Kiran Patil / Sakshi Mankotia/ Susana Hancock
Call for Bids will be spread into NCs
18 NC reports submitted (Status: 26 Feb) - please submit the missing ones asap
APECS Iceland has a meeting on Thursday
- the leadership will be clarified
- the connection will be made with UKPN to work together on some projects
- email address will be controlled over the weekend
Partnership between APECS Brazil and International/National/Local Organizations
- the possibility with National Organization (Brazilian Antarctic Program - PROANTAR, coordinated by the Brazilian Navy)
- the template document on partnerships will be sent
- seeking out for guidance
LOE Colombia has been renewed
Structuring common file on agreements of National Committees
- Access to different LoAs and MoUs will be eligible.
A.3. APECS Social Media Coordinators - Lina Madaj / Melanie Stammler / Mia Bennett / Rupa
Polar Week March 2021 Announcements
- Contest announcement will be shared Meeting with Social Media Coordinators On February 25
- Josefine & Deniz have joined and the meeting went fruitful.
- 3rd round of Call for Bids will release and Facebook advertisement function will be used to increase the visibility
- The International Days (e.g. Polar Bears Day) will be celebrated within social media channels to increase the communication with early career researchers and their network
- Email on how to submit posts on social media accounts will be shared by SMCs
B. Project Group - News - Updates
- Joseph Martin step up to be PGL
C. Council Members - News- Updates
2 members who didn’t show up in the meetings & answer emails in Polar Organization PG will be contacted.
2 members who didn’t show up in the meetings & answer emails in Online Conference PG will be contacted.
4. Next Meeting:
Meeting Time : Monday, 15 March, 17-18h GMT
Chair: Gwenaëlle Gremion
Minutes: Neelu Singh
ExCom Summary: Gwenaëlle Gremion, ExCom
Present: Josefine Lenz, Executive Director, Gwenaëlle Gremion, ExCom, Meghan Helmberger, ExCom, Deniz Vural, ExCom, Neelu Singh, ExCom, Mathieu Casado, ExCom Jilda Caccavo, Ex-officio, Gabriela Roldan, Ex-Officio, Juan Höfer, Ex-Officio
1. Updates From Directorate
-HAPPY POLAR WEEK!
-The Zoom meeting/webinar still challenging: Recording settings are discussed.
-Svenja will announce the new PG “Guideo on CO2 reduction” this week : Mathieu and Gwen will be the ExCom contact.
2. ExCom 2020-2021 Priorities
-New Host institution
There is still the need to continue the dissemination over our network of the call for a new host.
A meeting with Carrie will be set up. The idea to include mentors as contact for the different PG was discussed. The mentorship database needs to be completed (lack of information, only numbers are available). Mentors need to be contacted to update the database.
-Strategic Plan Council Restructuring
All need to do the final review of the Handbook, prior to sending it to the entire Council for the first round of review. Contact need to be made with Project Group that may contribute to specific section (Code of Conduct, Data Policy)
-Adrian Dahood Memorial Fund
The first call and form is under review by ExCom before it went out (soon)
3.1. DEI/ExCom meeting scheduling
Finalization of the date and time for the DEI/ExCom meeting in agreement with Daniela availabilities, and the majority of DEI members' attendance.
3.2.INSTANT kick-off meeting report
Review of the report made by Lara Perez regarding her attendance to the INSTANT meeting.
3.3. ExCom Meeting with Changing DST
March - 29 - 2021 : 13-15 GMT (APECS ExCom - Leadership)
April - 12 - 2021 : 19h-20 GMT(APECS ExCom)
April - 26 - 2021 : 14-15h GMT (APECS ExCom - Leadership)
3.4.Council Member - News- Updates
Follow up on certain Council members not attending/participating on the PGs activities.Their ExCom contact will reach out to them to figure it out what is going on.
4. Next Meeting
4.1. Regular ExCom Meeting
Meeting time : Monday, 29 March, 13-15h GMT
A. Updates From Council Leadership
A.2 National Committee Coordinators
APECS Turkey LoE : Approved
Important note: Call for Bids - Help from National Committees is really needed: it is really crucial that national committees are 1. aware of the host search and 2. approach people and plant the seeds in their respective countries.
1. Updates From Directorate
Updates on first contacts with potential host institutions (still waiting for letters of interests).
Contacts for APECS representatives in activities of several partners (AANCHOR, PolarPredictNews, IASC ASSW 2022), more updates to follow.
Discussion with the European Polar Board (EPB).
2. ExCom 2020-2021 Priorities
Mentorship database, first discussions in progress.
Strategic plan and council restructuring: progress on the handbook made, missing illustrations to help simplify the structure of APECS (ExCom will prepare first drafts and might ask help from the Council to move further).
Date for when the handbook is shared beyond ExCom still to be decided.
Adrian Dahood Memorial Fund: preparation of a call for applications.
3. Varia Since the meeting had to be short, varia were not discussed in detail.
A. Updates From Council Leadership
A.1 Council Chairs
Council reports have been compiled and a summary is prepared and will be sent to the Council.
Next Council meeting on 31 March 2021.
A.2 National Committee Coordinators
UKPN MOU approved by ExCom.
A.3. APECS Social Media Coordinators
APECS-news page link on the Instagram account to simplify sharing news and events.
B. Project Group - News - Updates Collaboration with European Geosciences Union (EGU) : no problem with ExCom, decision to be taken at the PG level.
C. Council Member - News- Updates
Some Council members have been inactive, to be contacted to check that everything is fine.
The APECS Executive Committee (ExCom) is meeting every two weeks and a short summary of their calls is posted here. So if you are interested in what the ExCom does, check this page regularly.
© Fiona Tummon, Francisco Fernandoy, ECMWF, Cynthia Sassenroth
The new ExCom for the 2019-2020 term has held their first meeting on 2 October 2019. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Gerlis Fugmann, Lara Perez, Gabriela Roldan, and Neelu Signh. Busy times for the six new members with Kyle Mayers filling in for Carrie Harris while she at the MOSAiC School. Everyone is working hard to prepare for new the roles and responsibilities this term. ExCom is working on establishing priorities for the term and they will work on this during the upcoming weeks. The 2019-2020 ExCom will focus on pushing forward the MoUs already started in by the outgoing ExCom. Gerlis has been attending many meetings related to APECS participation in INTERACT, MOSAiC and Nunataryuk projects.. The APPLICATE online course is currently running with about 80 attendants coordinated by Andrea. During the next few weeks the Mentor Awards and IASC fellowship will be reviewed by APECS council members. SCAR/IASC/PEI are cooperating on the second edition of the Polar Resources Book! There will be plenty of opportunities for APECS participation. The next ExCom meeting is scheduled for 14 GMT on 14 October.
On 14 October 2019, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jennifer Cooper, Juan Hofer, Kyle Mayers and Neelu Singh. First, ExCom discussed the priorities and workflows for the next year and decided to review these before the next meeting. Next information regarding each of the project groups was discussed, along with an extension to the deadline. The handover calls for Council Chairs and National Committee Coordinators are in progress to prepare new members for their roles. The possibility of an in person ExCom meeting during this term was discussed, and the potential of the SCAR2020 meeting being used was mentioned. Finally, a Joint Science workshop on science communication between APECS and YES was discussed, with a final workshop draft currently being reviewed. The next ExCom meeting is scheduled for 20:00 GMT on 30 October.
On 30 October 2019, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jennifer Cooper, Juan Hofer, Kyle Mayers, Lara Perez and Gabriela Roldan. First, ExCom discussed the priorities and workflows for the next year and decided to review these before the next meeting. Updates for the upcoming full Council call were discussed, which will be on 5 November. Next, information regarding each of the project groups was discussed, along with an extension to the project plan deadline. Additionally, ExCom is reviewing options for an in-person meeting to be held at SCAR 2020 along with the APECS Workshop in Hobart next year. The next ExCom meeting is scheduled for 14:00 GMT on 11 November.
The APECS ExCom met on 11 November 2019. Jennifer Cooper, Gerlis Fugmann, Carrie Harris, Juan Höfer, Kyle Mayers, and Neelu Singh attended. The ExCom discussed the first Council call, which took place last week as well as the Council project group proposals that we have received. ExCom will provide feedback to project groups on their proposals one week after receipt of the proposal. ExCom also discussed APECS National Committees — including which committees need to have their APECS agreements renewed, as well as individuals interested in creating exploratory activity groups in countries without a large APECS memberships. New membership statistics for APECS as a whole are available. ExCom also discussed current and upcoming funding opportunities. The next ExCom meeting is scheduled for 27 November at 20:00 GMT.
The APECS ExCom met on 27 November 2019. Present at the meeting, in alphabetical order, were: Jilda Cacavo, Jennifer Cooper, Gerlis Fugmann, Carrie Harris, Juan Höfer, and Neelu Singh. The ExCom discussed the Council project group proposals that we have received and are in the process of giving feedback to each of the groups. Several APECS Members are interested in kickstarting APECS-related activities in their country, so the ExCom has worked on establishing an ‘Emerging National Initiatives’ process for these situations. Videos and other media from the MOSiaC expedition are being posted online, so keep an eye out for more great footage! The next ExCom meeting is scheduled for 9 December at 14 GMT.
The ExCom met on 27 January, 2020, at 14 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Meghan Helmberger, Gabriela Roldan and Neelu Singh. The ExCom discussed the Project Group plans submitted to date, and is also reviewing the report sent by the Organizational Review Committee, which will be distributed to the Council in the near future. The use of copyright material by APECS members was discussed at length and measures are in the process of being put in place to avoid incurring any breach in the future. Finally, preparations are being made to begin the distribution of funds donated to the Adrian Dahood-Fritz Memorial Fund. ExCom’s next meeting will be held on Wednesday, 12 February, 2020, at 20 GMT.
The ExCom met on 12 February, 2020, at 20 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Meghan Helmberger, Sasha Leidman, Lara Perez, and Gabriela Roldan. The ExCom did a review of all Project Group plans submitted to date. Also, ExCom is working to create a feedback reporting form for members to communicate arising issues in a confidential manner. The use of copyright material by APECS members was discussed at length and measures are put in place to avoid incurring any breach in the future. Also, the Organizational Review Committee submitted their report, which is currently being reviewed by the ExCom. The Directorate informed that two new Project Groups are being advertised now to collaborate with our partners at INTERACT, and that Lisa and Josephine (from our office) have successfully led the publication of a report on science and policy interaction on our behalf. Congratulations to both! ExCom’s next meeting will be held on Monday 24 February, 2020, at 14 GMT
The ExCom met on 11 March, 2020 at 20 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Meghan Helmberger, and Sasha Leidman. The ExCom reviewed the feedback reporting form that they are working on for members to communicate arising issues in a confidential manner. Due to a number of groups struggling with inactive members, ExCom discussed potentially limiting the number of PGs for next term; no decisions have yet to be made. Due to the COVID-19 pandemic, we are delaying the release of the Adrian Dahood Memorial Fund that will provide travel funds for students and early career scientists. Additionally, we are cancelling the upcoming Nunataryuk school in Sweden, with the hope of rescheduling in 2021. Funding will still be made available to participants who couldn’t get reimbursed from the airlines. The APECS website is being updated to assure that all photos are used with the appropriate permissions. Finally the APECS office will be reduced starting in the summer because Lisa Grosfeld from the APECS Directorate was asked to join the MOSAIC expedition from June to August.
The ExCom met on March 23 at 14 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Carrie Harris, Meghan Helmberger, Juan Hofer, and Neelu Singh. Welcome back to Juan, who is returning from summer fieldwork in Antarctica! And many thanks to Meghan for filing in during this extended period. And congratulations are in order to Gerlis, who has accepted a position as the new Executive Secretary of IASC! APECS is immensely grateful for all the dedication, support and leadership that Gerlis has provided over the past decade. While we are sad to see her go, we are thrilled for her to start this new chapter in Akureyi, Iceland in August. A job announcement regarding the open APECS Directorate position will be circulated in the coming weeks, so keep your eyes out if you or anyone you know would be interested in applying. ExCom is continuing to work with Project Groups and National Committees on transitioning events, workload, and expectations throughout the COVID-19 pandemic. The next ExCom meeting will be on April 8 at 20 GMT.
The ExCom met on 08th April 2020 at 20GMT. Present at the meeting were Juan Hofer, Jennifer Cooper, Gerlis Fugmann, Carrie Harris, Jilda Caccavo, and Lara F. Pérez. The new initiative of collecting anonymous feedback from Council members has been started. This feedback form has been included in the “Advice to Council Members” document. APECS/SCAR Workshop in-person events have been canceled but organizers are planning for a virtual meeting where individual session chairs will convene Zoom sessions. The ORC report will be hosted on the APECS website and also shared with the Council members. ExCom discussed the timeline for the Strategic Plan and decided to make it ready by September. In regard to the hiring committee for the Executive Director, Jennifer Cooper and Jilda Caccavo will be the ExCom representatives on the hiring committee at the Alfred Wegener Institute (AWI) where the position is hosted, with the rest of ExCom helping to examine the applicant pool.
The ExCom met on 20th April 2020 at 14 GMT. Present at the meeting were Juan Hofer, Gerlis Fugmann, Jennifer Cooper, Jilda Caccavo, and Neelu Singh. ExCom discussed PG and Council updates. For our Council pronoun survey we received 61 responses; thank you to everyone for contributing your thoughts. The Mentor Award PG is currently working on last year’s applications. ExCom discussed the timeline for the Strategic Plan and planned to prepare a spreadsheet to divide related tasks within ExCom. An email will be shared with Council members for recruiting volunteers for the strategic plan writing teams. Updates from the Directorate included that Lisa is joining the MOSAiC expedition after quarantine from mid-May until end of August, several volunteers from the Council will be helping with Directorate tasks as Gerlis transitions from her position, and the Nuntayuak School will be pushed back a year due to the COVID19 situation.
The ExCom met on May 6 at 20 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Carrie Harris, Juan Hofer, and Lara Pérez. First, new initiatives from the Diversity, Equity and Inclusion (DEI) Project Group were discussed, including a potential partnership with the American Geophysical Union (AGU). APECS in partnership with the ARICE (Arctic Research Icebreaker Consortium) recently held an extremely successful webinar with 140 attendees. Development of the APECS Strategic Plan 2021 – 2025 was discussed, confirming lead writers and writing teams, and moving forward with the agreed upon writing schedule. Updates from the Directorate included Lisa’s departure for the MOSAiC Cruise, the development of the posting for the APECS Interim Director position, and the imminent completion of updates to the APECS website. In addition, news regarding an update of the Polar Resource book, a collaboration of SCAR, IASC, APECS, and PEI, was discussed, including the goal to have an online version published, the need to seek funding to find an editor, and making sure that the APECS representatives to the process continue their active involvement after Gerlis’ departure. The next ExCom meeting will be on May 18 at 14 GMT.
The ExCom met on 18 May, 2020 at 14 GMT. Present at the meeting were Jilda Caccavo, Jenn Cooper, Carrie Harris, and Neelu Singh. The ExCom discussed project group updates. It also has initiated groups for working on the goals within the Strategic Plan and is beginning to develop concrete ideas, with the hope of a full document draft in the next few months. Lisa has officially departed for MOSAiC for the next several months - we wish her the best on the expedition! The next meeting will be on Wednesday, June 3 at 20 GMT.
The APECS ExCom met on 3rd June 2020. Juan Hofer, Jennifer Cooper, Gabriela Roldan, Jilda Caccavo and Neelu Singh attended. Inactive members in the Council PG will be tracked with help from the PGL. The organisers of the ASM3 meeting have requested some information from APECS on our activities over the past year in the Arctic region. Mia Bennett is the APECS representative for ASM3 and will be contacted for representation at the upcoming meeting. ECO has offered a potential partnership with APECS for a Polar Special Issue to be published in September. Mid-term Council reports are due within this month to document each of their activities, contribution, and feedback on their experience. The APECS Online Conference has been a huge success this year with attendance of 400+ people from around the world. Congratulations to Jan-Lukas Menzel (PGL) and the rest of the PG. The Mentor Award proposals are currently under review for the 2019 and 2020 submissions. The ExCom and Ex-Officio members are working on the first draft of the Strategic Plan chapters, which will be circulated to the Council for review shortly. SIOS has requested ECRs to join their working group panel and APECS is investigating this opportunity. SOOS SOOS working group in the Western Antarctica Peninsula and the Scotia Arc will hold an online workshop using APECS Zoom Webinar license. The next ExCom meeting is scheduled for 15 June at 14:00 GMT.
The APECS ExCom met on the 15th of June and was attended by JiIlda Caccavo, Jenn Cooper, Gerlis Fugmann, Carrie Harris, and Neel Singh. First, ExCom discussed the updates from project groups. ExCom reviewed a new project group initiative that will develop a polar-themed podcast - we are very excited about this potential project. Additionally, the next Council meeting doodle poll will be sent around by the Co-Chairs for a meeting sometime in July, along with a link for the 2nd Council Report. The DEI project group, in conjunction with the Social Media Coordinators and ExCom, is working to coordinate a Twitter takeover to highlight diverse voices in polar science. Finally, ExCom and members of the Council have been working very hard to draft the next Strategic Plan and it will be circulated to the Council for review shortly. There will be at least 3 review rounds to allow for comments, suggestions, and incorporation of revisions before a vote is held to approve the plan before the end of the term. The Advisory Committee will also have the opportunity for giving feedback and comments as senior members of APECS and/or the polar field. The next ExCom meeting is scheduled for 1 July at 20:00 GMT.
The APECS ExCom met on 1st July 2020. Jennifer Cooper, Gerlis Fugmann, Carrie Harris, Jilda Caccavo, Neelu Singh, Lara Perez, Gabriela Roldan and Jack Buckingham attended. First, Jack introduced the idea for a new project group dedicated to creating an APECS podcast to showcase APECS and its members to a wider community. Jack and ExCom agreed on how to proceed so stay tuned for more on the APECS podcast. The agreement between ECO magazine and APECS has been finalised and the opportunity to submit pieces for the special issue has been advertised by APECS and SCAR. ExCom prepared the next steps for creating the elections committee in charge of running the upcoming ExCom elections. ExCom also discussed the low attendance of the last Council meeting, as well as some cases of low engagement throughout the term. This is a recurring issue and ExCom is thinking about possible solutions that will be incorporated into the new Strategic Plan. SCAR and APECS are collaborating in organizing the SCAR 2020 online conference that is taking place during the first week of August. APECS International is now legally registered in Germany as a nonprofit organization, which will ease the management of the association. Finally, ExCom wants to thank and acknowledge Gerlis Fugmann, our Executive director, for all the years of hard-work and passion for APECS. Good luck with moving to a new country and starting a new job, Gerlis! The next ExCom meeting is scheduled for 13 July at 14:00 GMT.
The APECS ExCom met on the 29th of July and was attended byJiIlda Caccavo, Carrie Harris, Juan Höfer and Lara Pérez. First, ExCom discussed the updates from project groups. The Mentor Award PG has finalized reviewing the applications from 2019 and is working now on the 2020 applications, aiming to announce the winners of the 2019 and 2020 call soon. ExCom welcomes the September Polar Week PG, which has already started planning many interesting activities for the upcoming week of activities to be held from the 21-26 of September. The current ExCom has started preparing a series of documents containing all the information that will be transferred to the upcoming ExCom next October, which will include a guide on how to respond during a national crisis and priority task list to complete during the upcoming term. After the Council finished reviewing the Strategic Plan, ExCom and the writing teams are working to incorporate and respond to the comments and suggestions. During the first week of August, a second draft of the Strategic Plan will be shared with the Council and Advisory Committee for a second round of comments and suggestions. Finally, ExCom along with other Council members are working to publish two articles featuring APECS in ECOS Magazine and Witness the Arctic from ARCUS. The next ExCom meeting is scheduled for 10 August at 14:00 GMT.
The ExCom met on 10 August and Jenn Cooper, Jilda Caccavo, and Carrie Harris attended. APECS has partnered with ECO Magazine for an upcoming Polar Special Issue that will debut in September, along with SCAR and Arctic Circle. In addition to advertising in the issue and on social media, a portion of the agreement involves a feature article on APECS, which ExCom is currently composing. ExCom is also preparing for the transition to the new term, which involves reviewing Council applications, project group activities, and creating a priority list of items for the new ExCom. A reminder: applications to be on ExCom are due at the end of the month! Feel free to ask us any questions you have about the position. The Strategic Plan is underway for a second round of reviews after ExCom incorporated comments and suggestions in July; both the Council and Advisory Committee have the opportunity for review and we really appreciate everyone that has contributed their thoughts. The next ExCom meeting will be on the 26th August at 20 GMT.
The ExCom met on 7th September 2020 at 14:00GMT. Present at the meeting were Jilda Caccavo, Jennifer Cooper, and Juan Höfer. First we discussed the new timeline for the upcoming ExCom elections that now will consist of a reviewing period (10 - 20 September) and a voting period (21 - 25 September) after which APECS office will count the votes and announce the incoming ExCom on the 1st of October. The current ExCom continues preparing the transition for the new leadership by planning a joint meeting between the current and future ExCom as well as drafting a guide for the incoming ExCom. Then ExCom commented on the updates of the projects groups and their final reports. Amazing activities were carried out by the Council during this term, congratulations! Finally, ExCom defined a final timeline for the new Strategic Plan, which consists of an editorial review period of the final draft (14-21 September) and a final voting on the Strategic Plan that will take place between the 23rd and the 30th of September before the new Council and ExCom arrive. ExCom will hold its last meeting of the term on the 23rd September 2020 at 20:00 GMT before passing the baton to the incoming ExCom.
Happy September Polar Week! The 2019-2020 ExCom convened for their last biweekly meeting on 23 September 2020 at 20:00 GMT. Present at the meeting were Jilda Caccavo, Jennifer Cooper, Carrie Harris, Juan Höfer, Lara Pérez, Gabriela Roldan, Neelu Singh. We kicked off the meeting with plans for the transition call that will take place between the outgoing and incoming ExCom. NC updates were then discussed, including the need to reconsider recommendations for leadership body-naming, as some NCs need to have certain titles for their leadership based on regulations in their respective countries. ExCom is currently voting for next term’s ExCom and Council ex-officios – among the nominees for ExCom ex-officio, the three with the most votes will be invited as ExCom ex-officios, and any Council ex-officio nominee with at least three votes will be invited (with no limit on the total number who can be invited). The September Polar Week Project Group has had their hands full doing an amazing job coordinating myriad online events in collaboration with NCs this week, congratulations are in order to all the Project Group members for the hard work they have poured into this year’s events. The Mentorship Award Project Group is finalizing the announcement of the last Mentorship Awards. Stay tuned (literally!) for the APECS Podcast, Polar Times! Jack and the Polar Times Project Group have done an incredible job kicking off this exciting new Project Group, and the first episode is now available to download or stream. We are excited that Mia Bennet and Rupa Rupa, our Social Media Coordinators, will return to these roles for the 2020-2021 term, this time looking to recruit 1-2 new members to their team to help manage and increase APECS’ presence on Social Media. The start of a series of Twitter take-overs by underrepresented ECR voices in the polar sciences is planned to take place sometime in October. APECS will be represented at the 3rd Arctic Ministerial Meeting by Mia Bennett. ExCom discussed which Project Groups will be recommended to continue for the next term, including a new group suggested by Juan about collecting and providing mental health resources for ECRs in the polar sciences. The deadline for final comments from the Council on the Strategic Plan has passed, and information regarding how to vote to approve the Strategic Plan text will be circulated to the Council this week. APECS remains without a Director since Gerlis’ departure at the end of July, as the hiring committee works with AWI to complete the bureaucratic steps necessary to invite someone to begin the role ASAP. Voting for the 2020-2021 ExCom will be completed by the end of this week, and the newly elected ExCom will be officially announced October 1st. The five newly-elected leaders of the APECS Council will have their first meeting as the 2020-2021 ExCom sometime near mid-October.
On 10 October 2018, the APECS ExCom held their first meeting of the year. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Gerlis Fugmann, Juan Höfer, Gabriela Roldan and Alex Thornton. We discussed an initial proposal for a new project group that will focus on outreach to the broader public. ExCom will be working with Max Van Wyk De Vries to further develop this project group proposal over the coming weeks. Gerlis has been invited to represent APECS on a discussion panel at the Second Arctic Science Ministerial Meeting. Jenn provided an update on the recent APECS Turkey Education and Outreach workshop; many of the points raised will be passed to the National Committee Coordinators to add to their regular calls for discussion. A news item will follow on the APECS website. Project Groups are starting to get going, and most have a Project Leader in place. The Secretariat has been incredibly busy over the last few weeks with the start of the new Council term, setting up mailing lists, working on funding opportunities, chairing a workshop for the APECS-Nunataryuk Summer School and creating Guides for Project Group Leaders, Council Chairs, National Committee Coordinators, and National Committee representatives. A guide for the new Social Media Coordinator role is currently being developed. The most exciting update was that the newest member of the APECS family arrived on 5th October: welcome to Marc and congratulations to Heike and family!
The next ExCom meeting is scheduled to be held at 18:00 GMT on 22 October.
On 22 October 2018, the APECS ExCom held their second meeting of the year. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Juan Höfer, Hanne Nielsen, and Gabriela Roldan. As the new president, Jilda is continuing to work on the renewal of the Memorandum of Understanding that Hanne initiated with both SCAR and IASC in order to keep APECS engaged with these organizations in the coming years. All project groups now have a leader or two as required and are beginning to submit their plans for the term; Antarctica Day (December 1) is just under a month out, so be on the lookout for these activities in the near future! Event-related groups are reaching out to local National Committees to coordinate efforts at various conferences throughout 2019 with the support of APECS ExCom and the Secretariat. The Council Co-Chairs are organizing a project leaders meeting to be held at the end of October, which will help to guide new leaders on management and success of their groups. There was a videographer present at POLAR2018, so we are hoping to get some highlights from the World Summit shortly. The next ExCom meeting is scheduled to be held at 19:00 GMT on 5 November
On 5 November 2018, the APECS ExCom held their third meeting of the year. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Clare Eayrs, Juan Höfer and Gerlis Fugmann. First, the ExCom reviewed the Project Groups they’re overseeing, which are progressing adequately since our last meeting. A new NC has arisen. Welcome to the family APECS China! ExCom discussed the welcome email that all new NC reps will receive. Afterwards, the steps needed to set up an Organizational review in preparation for defining APECS Strategic Goals 2021 - 2026 were outlined and discussed. ExCom also discussed the priorities (global and particular) that they will focus on during the present term. Finally, the secretariat has already incorporated a new member (welcome Josefine!), and Lisa will join them by mid-November. The next ExCom meeting is scheduled to be held at 18:00 GMT on 19 November.
On 19 November 2018, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Gerlis Fugmann, Hanne Nielsen and Gabriela Roldan. First, we shared project group updates: most project groups have submitted their plans for the year, and others are in the process of finalizing these. Feedback on these plans will go out to the respective project groups soon. A point raised for the next Council meeting Is to remind those who have yet to contribute to their project group to reassess their time commitment and to join other groups where they can contribute best. A moderate level of engagement in the project groups is expected from all Council members. Also, we discussed the Priorities 2018-19 and decided to divide priorities among ExCom and revisit the progress on these every 2-3 months. In the interest of time, it was decided to concentrate efforts on Data Policy in the next ExCom meeting. The Secretariat update included information of the IASC fellowship applications, the MOSAIC summer school opportunities, and having Lisa now at the office in full-time capacity. Hanne reported back on the progress made on the APECS video, which will soon be ready for final revision. Hanne also reported that APECS has been involved with the initial organization for SCAR 2020 in Hobart, and asked for suggestions on how to further involve APECS and ECRs participation in this Conference are welcome. The next ExCom meeting is scheduled to be held at 19:00 GMT on 3 December.
On 3 December 2018, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer, Hanne Nielsen and Alex Thornton. Best wishes to Gabriela Roldan who was submitting her dissertation! First, we shared project group updates: nearly all project groups have approved plans and are starting to work on steps towards completing their goals for the term. Also, we continued the discussion on the Priorities 2018-19 and will be reporting our progress at Council meetings. The Secretariat update included the MOSAiC and ARICE summer school opportunities, and Lisa is taking photo submissions for a Season’s Greetings announcement. Be on the lookout for a temporary ExCom position while Juan is on fieldwork in Antarctica this coming January and February. The APECS video was released on Antarctica Day - a big thank you to Stephen Curtain for all of your hard work to put this together! The next ExCom meeting is scheduled to be held at 18:00 GMT on 17 December.
On 17 December 2018, the APECS ExCom held their last meeting of the year before the start to the Holiday Season. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Juan Höfer and Gabriela Roldán. First, the ExCom reviewed the priorities for the present term to ensure that all the important matters (previously identified by ExCom) are attended to by at least one ExCom member. Also, the current ExCom is working on a guide to assist future ExCom members to quickly adjust to the position. ExCom reviewed the applications received for the temporary position to replace Juan’s time away in Antarctica, and we are glad to announce that José Queirós has been appointed, unanimously. Welcome on board José! Afterwards, ExCom reviewed the updates coming from several PGs, including the activities held during Antarctica Day. Well done everyone! Finally, ExCom, along with the Council co-chairs, is studying possible updates to improve engagement during Council calls. The next ExCom meeting is scheduled to be held at 18:00 GMT on 14 of January after the holidays. The ExCom wants to wish a happy holidays, and a safe and successful field season to the whole APECS community!
On 14 January 2019, the APECS ExCom met at 19:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, José Queirós, Gabriela Roldán, and apologies from Clare Eayrs. This was the first meeting for 2019, so there were plenty of updates and discussion. First, we welcomed José as a temporary ExCom member, who is taking over Juan Hofer’s place while the latter is doing Antarctic fieldwork. The ExCom Guide is almost ready, comments have been incorporated and it’s being edited now. Also, we initiated the discussion on how to seek further funding for APECS’ multiple activities for the near future; a small group was formed to look at funding opportunities and procedures. In addition, we discussed the Council co-chairs’ suggestions to improve participation on Council meetings, the replacement of Stas while he is away, and how to encourage participation from inactive PG members. The Secretariat updates were many: preparations are underway for APECS participation at the Arctic Frontiers Conference later in January 2019, with events organized jointly with APECS Norway; the INTERACT Planning fieldwork book has been submitted and work is being done with graphic designers to make it appealing to users; the call for applications for the MOSAIC school has been successful with hundreds of applications and enquiries being attended to by the office; and the Annual Report will be finished soon. The next ExCom meeting is scheduled to be held at 19:00 GMT on 28 of January.
On 28 January 2019, the APECS ExCom met at 19:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, José Queirós, Gabriela Roldán and Alex Thornton. First, project group progress and updates were discussed, and all are on track for the most part. A topic for discussion at the next Council and Project Group Leaders meeting is to limit the Doodle poll response time to 1 week instead of 2-3 in order to expedite meeting planning, which ExCom agreed upon. Our Memorandum of Understanding (MoU) with SCAR and IASC is near finalization, and one suggested wording change by the IASC EXCOM was discussed. Progress on drafts of the Council oversight flowchart, manuscript preparation guidelines, and data policy were discussed. Alex shared materials that could be useful for developing further fundraising strategies. Jilda put forward the idea of having APECS observers on meetings. The concept was discussed extensively, and she will prepare a summary of that discussion before the next meeting, so that details of such a position could be sorted out further. Several ideas were debated at length as to how to best manage and engage Council leadership. Gabriela’s meeting with the newly established APECS Uruguay was quite successful, and we look forward to welcoming this National Committee into the APECS fold. The next ExCom meeting is scheduled to be held at 19:00 GMT on 11 of February.
On 11 February 2019, the APECS ExCom met at 13:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Clare Eayrs and Swati Nagar. The meeting began by discussing project group updates, including that the Online Conference group will be announcing their call for abstracts at the end of the month. It was discussed shifting oversight of National Committee (NC) reports from the Council Chairs to the NC Coordinators, given that they already work more closely with the NC representatives on the Council. Clare provided an update on the APECS Art initiative in collaboration with Alex Thornton, Gabriela Roldan, Jill Diederich and Tania Gibéryen. Some planned activities included the organization of a webinar during September Polar Week and the creation of a database of artists who collaborate with scientists for the APECS website. It was suggested to reach out to APECS membership in order to recruit more ECR to participate in this initiative, given that there is currently not a large representation of artists on the Council. It was discussed making available to NCs a set of cartoons about permafrost currently available in four languages, in order to see whether there would be the opportunity to translate them into even more languages. This will be presented at the next overall NC meeting scheduled for 26 of February at 11:00 GMT. The next ExCom meeting is scheduled to be held at 18:00 GMT on 25 of February.
On 25 February 2019, the APECS ExCom met at 13:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer and José Queirós. The meeting began by discussing the role of ECRs in meetings as rapporteurs, observers, and participants, and how to distinguish between them. Project groups are back in full swing, with the March Polar Week finalizing their activities. Additionally, some project groups, such as the IPCC review group, are in the process of writing a manuscript for publication, so ExCom worked on a ‘Guidelines’ document for this, which will be available to all Council members shortly. ExCom is also working on a way for project groups to document their activities throughout the term, which can serve as a baseline for future groups and also provide insight into their function to the Council. The Data Policy and Social Media guidelines continue to be developed and will be available to the Council when they are ready. We are currently receiving applications from ECRs for travel funding to ASSW in May. SCAR has reached out to us for ideas about how to support capacity building in Africa in the polar sciences. Finally, welcome back from Antarctica, Juan! And thank you to José for filling in, it was great to have you on ExCom. The next ExCom meeting is scheduled to be held at 18:00 GMT on 11 March.
On 11 March 2019, the APECS ExCom met at 18:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer and José Queirós. The meeting began by discussing the different definitions available for ECR and the updates on the data policy draft. Project group updates were shared and discussed (e.g. DEI group) and the March Polar Week is ready to launch on Monday! ExCom is planning to submit a presentation for the upcoming Online Conference and help with advertising the aforementioned Polar Week activities occurring during March. ExCom is continuing to work on Council member engagement and retention throughout the term. Suggestions for guest speakers at the next Council call were discussed along with the ExCom updates. Finally, the Ssecretariat had some news regarding EU projects in which APECS is taking part (e.g. MOSAIC workshop). The next ExCom meeting is scheduled to be held at 13:00 GMT on 25 March.
On 25th March 2019, the APECS ExCom met at 1300 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer and José Queirós. Project group updates were shared and discussed. We are continuing to follow up on responses to the Council Reports. In order to improve transparency, we are developing a Council Management Strategy that will be shared with the Council shortly. We discussed abstracts to submit for the Online Conference, Breaking Barriers, and encourage everyone to submit their own abstracts - it is a great opportunity to present your research and find out what other Early Career Researchers are working on. Our data policy has been finalised and is now being checked over by a lawyer before it is circulated around the Council for their comments and contributions. The Secretariat has been extremely busy over the last couple of weeks. Congratulations to the ASSW travel award recipients, who have now been notified. We wish them well at the summit in May. The MOSAiC School participants have also been notified and their information will be added to the MOSAiC School website within the next few days. The APECS website is currently undergoing a comprehensive renovation and we hope you find the site easier to navigate over the coming weeks. Thanks very much to José, who has stepped in as a temporary member of ExCom over the past few months. We really appreciate his contribution and wish him all the best on his upcoming time at sea! The next ExCom meeting is scheduled to be held at 13:00 GMT on 8 April.
On 8th April 2019, the APECS ExCom met at 1300 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Juan Hofer and Gabriela Roldán. First, ExCom discussed the inputs coming from the last meeting of Project Group (PG) leaders and planned a series of actions to help PG leaders succeed in their roles. Updates on the Development, Equity and Inclusion PG, and the PG which will develop an APECS Guide for collaborations were shared; ExCom discussed the best ways of moving these PGs forward throughout the term. Developments regarding the formation of a new PG (APECS Art) were discussed, with more updates expected soon. ExCom went through the feedback coming from the Council reports and agreed on ways to address them. Finally, ExCom evaluated the possibility of hosting an online conference in Spanish/Portuguese and agreed to start contacting potential NCs to see if there is enough interest for such an event. The next ExCom meeting is scheduled to be held on the 22nd of April.
On 22 April 2019, the APECS ExCom met at 13:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Juan Höfer and Neelu Singh. We followed up on responses to the Individual Council Member Reports - thanks to all those who provided suggestions and feedback. Project group updates were shared and discussed. The Online Conference, “Breaking Barriers: Promoting Interdisciplinarity in Polar Science”, is only a few weeks away and the project group is hard at work with their preparations. ExCom will be delivering a couple of APECS presentations at the conference. Neelu presented some topics for discussion at the next Council meeting. We considered these and brainstormed some ideas for presenters to initiate questions and conversations. We are delighted to announce that the APECS Memorandum of Understanding with SCAR and IASC has been renewed, confirming our engagement with these organizations over the next five years. The next ExCom meeting is scheduled to be held on 6 May.
On 9 May 2019, the APECS ExCom met at 15:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Clare Eayrs, Gerlis Fugmann, Juan Hofer, Gabriela Roldan and Alexander Thornton. During the meeting, ExCom discussed the program of the APECS online conference, which is taking place on the 20th of May, as well as the best way to provide the assistance requested by the project group. The project group preparing an APECS guide to establish fruitful collaborations has sent out the survey to collect the data that will be used to prepare the guide. The Secretariat is very happy to announce the official launch of the INTERACT Fieldwork Planning Handbook, which is available both on the INTERACT website and APECS website and will be also presented at the APECS online conference. The next ExCom meeting is scheduled to be held between the 21st and the 24th of May, but the specific day and hour have not been set yet.
On 22 May 2019, the APECS ExCom met at 13:00 GMT. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jenn Cooper, Clare Eayrs, Gerlis Fugmann, Juan Höfer, and Gabriela Roldan. We were happy to review the successful broadcasting of the Online Conference on 20th May. Well done to the Online Conference Organising Committee who put in a lot of work to host 4 sessions comprising 37 talks over a 15 hour period. ExCom is now excited to announce plans for a Spanish Online Conference, to be held during September Polar Week - more details to follow. ExCom is currently working with the Social Media Coordinators to finalise the Social Media Guidelines, which will be available to the Council in June. We discussed some refinements to the Council Application Process - look out for advertisements about applying/reapplying to the next Council term in June. The Secretariat is busy preparing for the MOSAiC Summer School, in particular preparing the logistics and program planning around the expedition. They are also leading the organizing for the Nunataryuk School in 2020. The updates to the website following the recommendations from the Project Group that reviewed APECS Online Resources are nearly complete. The next ExCom meeting will be held on 5th June at 16:00 GMT.
On 5 June 2019, the APECS ExCom held their scheduled meeting. Present at the meeting - in alphabetical order - were Jilda Caccavo, Jennifer Cooper, Gerlis Fugmann, Alex Thornton and Gabriela Roldan.During the meeting the ExCom discussed working closely with the Council Co-Chairs to improve the Council application forms in preparation for the next call of candidates to join the APECS leadership. Also, the National Committees coordinators are seeking a third person to temporarily join their team. The ExCom received updates from the Organizational review Committee, and the September Polar Week project group; the latter is looking for more active group members to join and help plan the next polar equinox celebrations. In addition, APECS organized a successful webinar in partnership with SCAR and COMNAP regarding tips for applicants of the several fellowship schemes that these organizations are offering to polar early career researchers. Also, the APECS Social Media Guidelines are in revision and will be made available to the public soon. Finally, the Secretariat updates included the report from a successful EU Arctic Cluster meeting in Belgium and current funding proposal they are working on. The next ExCom meeting is scheduled for 17 June 16:00 GMT.
On 17 June 2019, the APECS ExCom held their scheduled meeting. Present at the meeting - in alphabetical order - were Jilda Caccavo, Clare Eayrs, Gerlis Fugmann, Juan Hofer and Gabriela Roldan. First, the ExCom received updates from the Diversity, Equity and Inclusion Project Group who is working hard to organize an event on harassment at the workplace. More details on this event will follow. Also, the call for rapporteurs to assist at the ICED session during the IMBeR conference was successful and all places were covered. The Social Media Guidelines have been finalized and the document will be available to all members in the APECS website in the near future. The Council co-chairs and ExCom are preparing three Council Information sessions to meet future applicants and answer their questions. These meetings will be held in different time zones to accommodate as many people as possible. The Secretariat updates included news that Jenny Baeseman was appointed to write the scoping document of the Polar Resource Book that APECS and several partners (IASC, SCAR, PEI) are working on. Also, all participants to the MOSAiC summer school are now confirmed, and registration for the APECS/APPLICATE online course is now open. The next ExCom meeting will be held on 8 July at 14:00 GMT.
On 8 July 2019, the APECS ExCom held their scheduled meeting. Present at the meeting - in alphabetical order - were Jilda Caccavo, Jenn Cooper, Clare Eayrs, Gerlis Fugmann, and Gabriela Roldan. First, the ExCom discussed the finalization of the Social Media Guidelines, which will be reviewed with the Coordinators in the coming weeks. Next, the mediation procedures within APECS were thoroughly examined and discussed, and ExCom is looking to make improvements to guidelines and processes for the new Council term to avoid potential conflicts. Secretariat updates and other agenda items were moved to the next meeting in the interest of time. The next ExCom meeting will be held on 22 July 2019.
On 22 July 2019, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer and Morgan Seag. First, ExCom talked about the updates coming from the recently held Council meeting. Advances made by the Diversity, Equity and Inclusion group were discussed. In preparation for the transition towards next term in October, the current ExCom started planning guides, documents and training sessions for the new Council. In this regard, several topics were discussed: a new scheme for Social Media Coordinators, translation by NCs of the membership registration form to different languages, and updating the report system used by APECS representatives. After reaching out for legal advice, a final version of the APECS Data Policy is being reviewed ahead of voting by the Council for its ratification. The IPCC project group is starting early due to the IPCC review schedule, so new members are already welcome in the group! The next ExCom meeting is scheduled to be held at 16:00 GMT on 5 August.
On 2 September 2019, the APECS ExCom held their scheduled meeting. Present at the meeting, in alphabetical order, were: Jilda Caccavo, Jennifer Cooper, Clare Eayrs, Gerlis Fugmann, Juan Hofer and Gabriela Roldan. First, ExCom discussed and prepared information regarding each of the Project Groups that will run during the next term, which begins on October 1. The APECS Iberoamericana Online Conference (September 26), in conjunction with September Polar Week (23-29), is finalizing activities to be held in just a few short weeks, so stay tuned for upcoming announcements. The Social Media guidelines have been approved and posted to the website. New Council Members have been contacted and are starting preparations for the new term, including signing up for Project Groups and attending training sessions. The next and last ExCom meeting for this term is scheduled to be held at 13:00 GMT on 16 September.
On 3 January 2018, the APECS ExCom held their first meeting of the year to discuss leadership updates and community development. Present at the meeting, in alphabetical order were: Alice Bradley, Jilda Caccavo, Jennifer Cooper, Gerlis Fugmann, Jean Holloway, Heike Midleja, and Alex Thornton. After renewing intentions to again post ExCom minutes, we discussed Secretariat updates, including partnership agreements as well as a new Google analytics account and how to use data to better meet APECS’ communication goals. ExCom members provided general updates - such as the status of projects like the IPCC Expert Review groups – and heard Council updates from Jenn (reminder: individual Council reports are due 31 January). Conversation shifted to fostering an engaged, cohesive, and transparent community and specifically what APECS is doing to create a network of ECRs. Towards this goal, Gerlis has created a new Council Events calendar that will be populated with project group and full Council meetings as well as other important Council deadlines. We also discussed how to show appreciation for members, including a new travel grant to acknowledge significant contributions of Council and National Committee leadership (ExCom excluded), which will be announced in mid-January. We finished the meeting by talking about how to encourage future leadership in APECS and using outreach events to reach specific audiences. The next ExCom meeting is scheduled to be held at the same time (20:00 GMT) on 18 January.
On 18 January 2018, the APECS ExCom held a regularly-scheduled meeting to discuss Secretariat updates and community engagement (we now have >3,000 active members from around the world). Present at the meeting, in alphabetical order were: Alice Bradley, Jilda Caccavo, Jennifer Cooper, Gerlis Fugmann, Ruth Hindshaw, Jean Holloway, Heike Midleja, and Alex Thornton. We discussed funding calls for POLAR2018, web development, partner agreements, and an APECS leadership award to be announced soon. ExCom members gave reports on project group statuses, including highlighting plans for the upcoming March Polar Week, webinar ideas, and social media strategies. We addressed logistic changes, such as a switch to the Zoom meeting system and related access issues for members. The next ExCom meeting is scheduled to be held at the same time (20:00 GMT) on 1 February.
The APECS ExCom had our regular bi-weekly meeting on February 1, 2018 to discuss updates from the Secretariat, follow-up about recent calls and meetings, and discuss Council Reports and the APECS World Summit. Present at the meeting in alphabetical order were: Alice Bradley, Jilda Caccavo, Gerlis Fugmann, and Jean Holloway. We discussed the travel funding for POLAR2018, the Arctic Frontiers and the ECR Network-of-Networks meetings, and various APECS council project groups including the Alpine Cryosphere, Webinars, and Polar Week groups. We also did an overview of the first National Committee call. Finally, we discussed the finalization of our guidelines for political involvement and a Code of Conduct. The next ExCom meeting is scheduled to be held at the same time (20:00 GMT) on February 15.
On February 15, 2018, the APECS Ex-Com had their regularly scheduled meeting. Present at the meeting in alphabetical order were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Jean Holloway, Hanne Nielsen, Heike Midleja, and Alex Thornton. First, we discussed a new guideline to deal with inactive NCs. We also had an overview of the council reports which were submitted, including issues surrounding council meeting attendance and the potential to add a second council meeting to accommodate different time zones. The ExCom also delegated writing reports for the Arctic Science Ministerial and the WMO EC-PHORS group. Finally, the secretariat gave an update on the EU projects APPLICATE and ARICE, and we discussed plans for the POLAR2018 World Summit. The next meeting is scheduled for March 1, 2018.
On March 1st 2018, the APECS ExCom met as scheduled. Those present at the meeting in alphabetical order were: Alice Bradley, Jilda Caccavo, Gerlis Fugmann, Jean Holloway, Heike Midleja, Hanne Nielsen and Gabriela Roldan.First, we welcomed Mathieu Casado, a member of the Council who will be taking on ExCom duties temporarily while Alex Thornton is away. Then, Jean Holloway provided updates regarding the exciting activities planned for Polar Week, which will be celebrated March 18 - 25, 2018, such as a photo competition and a webinar series on grant writing. Also, we received hundreds of applications for POLAR2018 Travel grants and the reviewers will start working on those applications shortly. We discussed the benefits and disadvantages to have a professionally produced promotional video of APECS, as we have been approached by some of our partner organizations for sharing the costs of such video. No decision has been made yet as more information on the video and deliverables will be requested and circulated for further discussion. Nominations for Council members to represent APECS as part of the Future Earth WG for the ECR-NoN were discussed, and a call for nominees among the APECS Council members will go out soon. Finally, we got an update from the Secretariat who has been working hard coordinating future summer schools, funding opportunities and writing proposals. The next ExCom meeting is scheduled for March 15 at 20:00 GMT.
On 15 March 2018, the APECS ExCom met as scheduled. Those present at the meeting were Jilda Caccavo, Mathieu Casado, Gerlis Fugmann, Jean Holloway, Heike Midleja, and Gabriela Roldan. First, we discussed a possible partnership with SCAR and the EPB to hire a filmmaker to a create short promotional video among others for APECS during the POLAR2018 conference. Then, we discussed inviting the Advisory Board to participate in the World Summit. The request of a potential partnership with the media organisation Ocean Imaging were also on the agenda. Jean provided an update on all of the events that the Polar Week project group has planned, including webinars, social media campaigns, and a blog series featuring outstanding APECS members. We discussed the submission of abstracts to the IASC Expo during POLAR2018 and the UArctic Congress. An update was also provided on the POLAR2018 Travel Awards for which we received 346 applications. All of them have been reviewed and the notifications will be sent out once the suggested recipients have been approved by the different funding sources. Finally, we discussed the need for the ExCom to finalise the APECS guidelines on a Code of Conduct and on Political Activity prior to distributing the drafts to our Council for comment. The next meeting is scheduled for 28 March 2018 at 20:00 UTC.
On March 28, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Mathieu Casado, Gerlis Fugmann, Jean Holloway, and Hanne Nielsen. First, we decided that APECS will partner with SCAR and EPB on the use of a videographer during POLAR2018. We discussed sad news from the Indian National Antarctic Programme where a tragic accident caused the death of an ECR, so APECS and IPRN sent condolences. Next, we discussed finalizing the Code of Conduct and Political Activity documents as soon as possible. Jean gave a summary of Polar Week activities, where we had fabulous attendance at both our webinars and got increased engagement on social media (particularly on Twitter). Winners of the photo contest will be finalized and announced in the next week. Finally, we got an update from the secretariat on the WMO EC-PHORS meeting, the ARICE and INTERACT projects, and the potential for APECS to contribute to the 2019 YESS Congress. The next ExCom meeting is scheduled for April 11.
On April 11, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Mathieu Casado, Gerlis Fugmann, Jean Holloway, Heike Midleja, Hanne Nielsen, Gabriela Roldan and Alex Thornton. We welcomed Alex’s return to ExCom, and thanked Mathieu for filling in for him. We considered a partnership with CryoConnect, a cryosphere outreach platform, and will be in touch with them to clarify several points that came up during our discussion. We discussed a proposal from Council Members for a project group concerning “Harassment in the Field”, and several suggestions were made to provide feedback to the proponents. Also, it was decided that we will restrict the in-person ExCom meeting in Davos to one day (Friday, June 15th), in order to allow for ExCom members to participate in other meetings and represent APECS widely. The meeting room is reserved in case the need for follow-up meetings arise. Several suggestions were made for how to increase Council participation in the Online Conference, which still needs judges and tech support. Several updates from the Secretariat included the office move, a status update on the review of the ARICE position applications, as well as that negotiations are underway with AWI for a new full-time project manager/scientist position shared between APECS and the German Arctic Office. Finally, procedures for handling Council resignations were discussed, as well as the extensions of the APECS mentor award nomination deadline. The next ExCom meeting is scheduled for April 26.
On April 26, 2018, the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Mathieu Casado, Jean Holloway, Heike Midleja, Hanne Nielsen, Gabriela Roldan and Alex Thornton. First, we discussed how the recent Council Call went, and how well having two calls over two days to reach more time zones worked. Several ideas were put forth as to how future Council Calls could be restructured to encourage greater interaction of Council members during the call, including prior submission of project group updates and discussion topics (as is now done during the National Committee Calls). An agenda for the in-person ExCom meeting in Davos was created, and ExCom members were encouraged to contribute to it in the coming weeks. Final feedback was requested for the Code of Conduct draft. A short brainstorming session was carried out to field ideas for ways in which we could utilize the creativity of Council/APECS members. Updates from the Secretariat included the interview dates for selected applicants to the ARICE position, as well as the release of a more streamlined, interactive monthly newsletter format. Finally, several issues regarding different National Committees were discussed, to be followed up by engaging with the National Committee Coordinators in the coming weeks. The next ExCom meeting is scheduled for May 9.
On May 9, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Alice Bradley, Jilda Caccavo, Gerlis Fugmann, Heike Midleja, Hanne Nielsen and Alex Thornton. The meeting began with discussion of partnership agreements with National Committees that require renewal/drafting. A deadline was set for the end of the month to draft the APECS posters for which abstracts were submitted for POLAR2018. Submission of a paper to a special WMO publication focusing on the legacy and future of IPY was discussed, which would help to highlight APECS and other ECR activities/organizations. APECS will be holding a communication workshop during the UArctic Congress, for which applications are currently being accepted. We considered partnering with ARCUS in hosting a “Celebrate the Arctic” event at POLAR2018. Alex will provide more details with regards to this event prior to the next ExCom meeting. Ways in which the SCAR/IASC partner/links project group could be given greater direction were explored, including an in-person meeting in Davos. The development of a data protection policy was discussed, including researching data management policies, and considering who could provide further insights into this topic at POLAR2018. The next ExCom meeting is scheduled for May 23.
On May 23, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Alice Bradley, Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Jean Holloway, Heike Midleja, Hanne Nielsen, Gabriela Roldan, Alex Thornton. We began the meeting by addressing the time sensitive imposition of compliance with the General Data Protection Regulations (GDPR) coming into effect 25/5 in the EU. We discussed the best way to obtain consent from our members so they can provide us with the basic data we require to maintain their APECS subscriptions. Immediate actions to comply with the GDPR were planned in order to reach all APECS membership. Follow-up on issues and partnership agreement renewals with several NCs was outlined, with Alex and Jilda taking the lead on assuring partnership agreements up for renewal are ready for signing in time for the World Summit at POLAR2018. In addition, the process will begin to establish a Memorandum of Understanding (MoU) with Polar Knowledge Canada. A draft was created to collect comments and ideas for the APECS video that will be put together at POLAR2018 in collaboration with the videographer hired in collaboration with partner organizations. Final comments were requested for the Code of Conduct and Political Activity documents after receiving input from several members of the APECS Advisory Council prior to sharing with the Council for comment. A start time for the in-person ExCom meeting at POLAR2018 was agreed upon. Updates from the Secretariat included: a final decision had been made for the ARICE position, which will be announced once the selection has been approved by AWI; an update on the progress of the ad for Heike’s temp replacement; and that we will be given a 5 minute slot during the POLAR2018 Banquet to give out the Mentor Awards. The Online Conference went off without a hitch last week, and praise is due to the entire project group for putting together a successful conference this year, especially Clare and Yi Ming. The next ExCom meeting is scheduled for June 6.
On June 6, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Gerlis Fugmann, Jean Holloway, Hanne Nielsen, Gabriela Roldan, and Alex Thornton. We began by discussing key meetings during the POLAR2018 conference at which we want to assure that someone from ExCom or the Council can attend in order to represent APECS. Presentations from APECS for the conference are in their final stages of completion, and the posters prepared for the conference are in the process of being printed. Final comments for the in-person ExCom meeting agenda were solicited. The preparation of an eventual APECS publication for the IPY was discussed, as well as what content should be highlighted during Hanne’s five minute presentation about APECS at the IPY session. The Code of Conduct and Political Activity documents have been sent to Council for comment, and will be discussed further at the ExCom in-person meeting at POLAR2018. Follow-up with NC coordinators was successful, and they will be working with relevant NCs to finalize new and renewed partnership agreements prior to POLAR2018. Possible changes to the Council Call format were discussed, including pre-publication of project group reports to avoid the time these summaries take during the call, emphasizing the importance of having project group representation at both meetings (continuing with the two Council Call model to accommodate diverse time zones), and selecting discussion topics for the meeting. Updates from the Secretariat included increasing registration for the APECS UArctic Workshop, starting to write a proposal for shiptime for the ARICE Summer School in 2020, that Gerlis will be representing AWI and APECS at the YESS congress in 2019, and finally that the announcement for Heike’s maternity replacement was announced. The next ExCom meeting is scheduled for July 11 (after POLAR2018).
On July 11, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Gerlis Fugmann, Heike Midleja, Hanne Nielsen, Gabriela Roldan, and Alex Thornton. The meeting began by discussing the early advertisement of applications for Council, giving the Council Chairs time in July / August to conduct group interviews of applicants with the help of ExCom. Suggested changes / updates to project groups deriving from discussions during the in-person ExCom meeting in Davos were outlined, including creating a reviewing project group, a revised list of project groups, and improving the descriptions of project groups to indicate what benefits group members could hope to gain from their participation. Information on time commitment and benefits of participation will also be requested from NCs. Orientation webinars will now take place in September prior to the start of the new Council term, including the addition of a webinar with APECS alumni. Further planning will be needed towards the end of the summer, including picking dates, topics, and people to run the webinars. The need to set up a regular call with SCAR to discuss cooperation was mentioned, as well as contacting the Hobart 2020 SCAR Conference organizers regarding ECR involvement. Council feedback will need to be integrated into the Code of Conduct document, and APECS Canada will be collaborating on the final draft of the Political Activity document. The possibility of adding a “from the APECS leadership” section of the newsletter was discussed, including a link to ExCom meeting minutes, and highlighting NC activities. The need to identify parts of the website underutilized and in need of updating was recognized, to be addressed later in the summer. For the next Council Call, Clare had suggested going over feedback on the Code of Conduct, including why there is a need for such a document, as well as discussing project group overlap. Several follow-ups from the World Summit at POLAR2018 will require action, including a summart report / article, moving forward with the Leadership Development Program, and creating the Partnership Resources group. A potential partnership with Quantarctica was discussed, in which ECRs would contribute to the creation of an equivalent GIS mapping software for the Arctic, in collaboration with senior scientists involved in the development of Quantarctica. Progress on the IPY paper was discussed, as well as reviewing the draft and publication deadline. Updates from the Secretariat included continued work on the shiptime proposal for the ARICE summer school, drafting an application for not-for-profit status in Germany, and the progress on starting dates / applicants for new / replacement positions in the Secretariat. The next ExCom meeting is scheduled for August 1.
On August 2, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Alice Bradley, Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Jean Holloway, and Hanne Nielsen. The meeting began by discussing the need to update the NC guidelines as listed on the website, with the goal to have the Council vote on the updated guidelines prior to the end of the new term. The World Summit Meeting Report requires cleaning up and a final circulation for comments, and could eventually be made into a publication. A meeting has been set up between Gabriela, Jilda, and Morgan Seag in order to discuss the final changes needed to the Code of Conduct document. A final version of the Political Activity document has been created with the help of Jean and APECS Canada. The Partner Links Resources and APECS Development program ideas, which were outcomes from the World Summit, will be made into project groups for the 2018-19 term. Progress continues to move forward with the Legacy of IPY paper, with a first draft nearly completed. The need for greater support for Polar Week coming in September was discussed, including the concentration on one or two big activities, rather than trying to have different activities for each day of Polar Week. There will be a need for added support from ExCom while positions are filled at the Secretariat, with Fiona leaving and Heike starting maternity leave early. Council updates include the receipt of over 30 applications for the 2018-19 term, Council Reports from the current Council recently submitted, and feedback from the recent Council Call. The new Council Call format received positive feedback, with Council members generally approving of the shorter, more targeted format. Clare has been working with the NC coordinators to collate tasks, project summaries and key dates for participation in NCs, as well as collecting the same data for the Council project groups. The next ExCom meeting is scheduled for August 15.
On August 15, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Gerlis Fugmann, Hanne Nielsen, Gabriela Roldan, and Alex Thornton. The meeting began by requesting final changes / comments to the updated NC guidelines be submitted in order to send out the updated NC guidelines to Council for comment before the end of the week. A meeting date was agreed upon to discuss between Gerlis, ExCom, and the interested APECS members from China the steps needed to formalize the formation of APECS China. The revised project group proposal on diversity and inclusion was discussed, with the consensus being that their revised proposal was extremely well prepared and thorough, and their group will be welcomed on the Council for the 2018-19 term. It was noted that the process of having project groups submit proposals / action plans prior to their formation would be useful as a policy moving forward with new project groups. The finalization of the Code of Conduct document will be completed by Jilda, in time to have it circulated to the Council by next week. Renuka Badhe will review the revised Political Activity Statement before it is sent to the Council for a vote. Secretariat updates included Heike’s replacement being selected, the hiring process moving forward to replace Fiona in Tromsø, continuing to work on the shiptime proposal for the ARICE Summer School in 2020, and discussing the integration of a Summer School for ECRs as part of the MOSAiC project in the Fall of 2019. The next ExCom meeting is scheduled for August 29.
On August 29, 2018 the APECS ExCom met as scheduled. In attendance at the meeting in alphabetical order were Jilda Caccavo, Jenn Cooper, Gerlis Fugmann, Juan Höfer, Swati Nagar, Hanne Nielsen & Gabriela Roldán. We began the meeting welcoming the new temporary ExCom members (Juan Höfer and Swati Nagar). Right after, we discussed the APECS Council applications for the term 2018-2019 so the new Council is established soon. A welcome email containing information about the APECS Council and how it operates will be sent to all Council members next Friday. After reviewing the last council reports, a series of actions (e.g. specific training for project leaders, more follow-ups with Council members) were discussed in order to improve the experience of Council members during the next term. Next, we reviewed and agreed on the new process for project groups proposed by Gerlis. Council members will be informed about it in the welcome email. We also planned and discussed the transition process between the current and next Council, planning a series of webinars for Council members during September and October. An agenda was drafted for the next council call on 11 September. Jilda presented an update on the renewal of partnership agreements with several NCs that she has been following up on. Updates from the Secretariat included: the training of the new staff member covering Heike’s maternity leave will begin in October; and that the position of Fiona, who is leaving at the end of September, has been offered to a candidate and we are still waiting for the response. The next ExCom meeting is scheduled for September 12.
On September 12, the APECS ExCom met as scheduled for the last meeting of this term. In attendance, in alphabetical order were Jilda Caccavo, Gerlis Fugmann, Juan Hofer, Hanne Nielsen, Gabriela Roldan, and Alex Thornton. We began by discussing the proposals for new project groups and the early registration form for project groups that is now available for new Council members. After receiving an update of the state of the agreements with National Committees, we did a review of the items achieved this year from the Priorities 2017/18 document, to facilitate the transfer of information to the new ExCom 2018/19. Among the achievements from this past year, the highlights were: the success of the 2018 World Summit, the introduction of webinars and mentoring of project group leads to support the work of the Council, raising the profile of underrepresented research areas, such as the Alpine Cryosphere group, and positive fundraising for supporting ECR travels to conferences, among others. The goals not attained this year will be part of the transition documents, including the advice requested from the departing ExCom to the newcomers. In addition, during 2017-18 term the APECS leadership worked on the development of new policies to strengthen our organization. The Council will have to vote on the reviewed APECS Code of Conduct, APECS Policy on Political Activity and APECS National Committees Guidelines; these documents will be sent out soon. We also discussed inviting some APECS alumni to take on the role of Ex-officio for the Council and for ExCom, as their past contributions and expertise would provide great support to the APECS leadership. Finally, Gerlis shared the news from the Secretariat, which included comments on the workshops held at UArctic Congress in Oulu, and updates on the various staff that will soon be incorporated into the APECS office in Potsdam, as well as Fiona’s replacement in Tromsø.
On 10 May the APECS ExCom met to discuss the progress of several MoUs, to hear an update on progress of the 10 year paper, and to vote on a temporary replacement while TJ is in the field over the Arctic summer. Hanne provided details regarding future opportunities for APECS representatives with several Hobart-based organisations. Gabriela provided a Council update. Project Group leads will be strongly encouraged to fill our project report and to delegate someone else in the group to share what they have been up to prior to the next Council meeting in June. Progress is underway to make APECS as a registered organisation in Germany, and a board will soon be set up for this purpose. Thanks to the APECS Council Chairs and National Committee Chairs who joined the call today to provide updates - the next call will be held at the same time (2000GMT) in 2 weeks time.
The APECS ExCom met on 26 April 2017 to discuss developments since the in-person meeting, several external MoUs, and APECS’ role in the APPLICATE project. Plans for fundraising are also underway, both for the APECS World Summit to be held alongside POLAR2018, and as part of a wider drive. In order to keep up to date with all the APECS activities around the world, the ExCom will invite National Committee Coordinators and Council co-chairs to provide updates at upcoming meetings. Recent APECS events, such as an APECS-IASC workshop at AMAP? on scientific assessments, and a full day APECS workshop at ASSW, have been well received. The ExCom will meet again in two weeks.
At this week’s meeting the APECS ExCom discussed Council Reports, and will be following up with individual members in the coming week. The designated contacts will also be in touch with Project Groups to ensure they have the support they need for the next half of the year. 2017 sees APECS celebrate 10 years, and the 10 year logo will be rolled out this week across social media, newsletters, and the website. Tasks for the ExCom in person meeting, to be held during ASSW in April, were discussed, and ExCom members are preparing various documents to bring to the meeting. Gerlis provided an update on projects and proposals involving APECS. The move to the new Secretariat at AWI is now complete, and Heike is taking over much of the website work. Upcoming events to put in the calendar include the March Polar Week, and the 2017 APECS Online Conference.
The APECS ExCom met on February 8 2016 to discuss a range of topics. These included an update on MoU progress, prizes for the March 2017 Polar Week photo competition, and the launch of the APECS 10 year logo. Plans to hold an online general member “Town Hall” style meeting are underway, as is planning for the upcoming Arctic Science Summit Week (ASSW) ExCom in-person meeting. TJ provided an update on planning for the APECS workshop to be held at ASSW, and Hanne and Alex are currently working on copy for 2 APECS posters to display at the conference. The APECS directorate has now relocated to the Alfred Wegener Institute (AWI) in Potsdam, Germany, and AWI Director Karin Lochte welcomed the office to its new location earlier in the week. APECS has also welcomed Heike Midleja to the directorate office as an Administrative Assistant.
At this week’s meeting the APECS ExCom discussed Council Reports, and will be following up with individual members in the coming week. The designated contacts will also be in touch with Project Groups to ensure they have the support they need for the next half of the year. 2017 sees APECS celebrate 10 years, and the 10 year logo will be rolled out this week across social media, newsletters, and the website. Tasks for the ExCom in person meeting, to be held during ASSW in April, were discussed, and ExCom members are preparing various documents to bring to the meeting. Gerlis provided an update on projects and proposals involving APECS. The move to the new Secretariat at AWI is now complete, and Heike is taking over much of the website work. Upcoming events to put in the calendar include the March Polar Week, and the 2017 APECS Online Conference.
At the final meeting for 2016, the ExCom discussed priorities for the coming year. These include capacity building, exploring partnerships with indigenous organizations, and increasing the number of undergraduates aware of and active in APECS. Ways of connecting ECRs with other ECRs in their field were explored, following a member request. Planning for the APECS World Summit (2018) and the ExCom in-person meeting (April 2017) was discussed, as was a request for the SCAR CBET committee for an APECS representative. The winner of the 10 year logo competition will be announced shortly, and Gerlis confirmed that the APECS Christmas video was to be circulated in the next 2 weeks.
The APECS ExCom met on 15 November to discuss priorities for the 2016/17 term, including implementation of the Strategic Plan, a new APECS position at UIT, and finalizing the ExCom charter. Updates were also reported from Council project groups, including for Antarctica Day on December 1. The ExCom will meet again in two weeks to continue conversations regarding realizing individual points in the Priorities Documents, increasing accessibility to/between ECR members, and other organizational goals.
The APECS ExCom met on 25 October to discuss priorities for the 2016/17 term, including implementation of the Strategic Plan and APECS and ECR representation at large polar meetings. ExCom members provided feedback on each of the council project groups - most have just had, or about to have, their first meeting of the year. It was noted that strong leadership within each of these groups will be vital to their success. A vote was held on three new council applications, and the new members will all be welcomed to the council. The ExCom also discussed progress on a 10-year paper that is being prepared in celebration of the 10 year anniversary of APECS. A call will be distributed for designs of a celebratory logo to mark this milestone.
The APECS ExCom met directly after the first APECS Council meeting of the 2016/17 term. A recap from the council call was provided, and the ExCom discussed the best ways to get the project groups moving forward and working well over the coming term. Leadership within the groups themselves will be vital. Several council applications were voted on and approved. President Alice Bradley introduced the 2016/17 priorities document for discussion, and it was also decided to update the ExCom charter, which dates to 2009. The next ExCom meeting will be held in two weeks, in late October.
The newly-inducted APECS Executive Committee had its first online meeting of the 2016-2017 term on the 29th September 2016, led by Alice, who was elected as President for this term. As well as starting to sort out future projects and meetings, our ex-officio members Ruth, Heather, and Tristy, as well as Gerlis, contributed a lot of helpful advice for a successful year ahead.
The APECS ExCom held a productive meeting on April 27. We discussed developments relating to the APECS Secretariat bids, and heard from Alice about the APECS Council Charter updates. Hanne filled in the ExCom with details on both the Social Media guidelines and the upcoming APECS Online Conference - the council will be approached to find volunteers to act as judges for this event. Heather provided an update on the recent European Polar Board meeting, at which she gave a presentation about APECS. Antarctic Science funds were also discussed, and submissions for the first round of travel funding have already begun to be received. There are also funds available for National Committees to apply to access, in order to run local events, and this will be publicised again via the National Committee Coordinators. Finally, ExCom members congratulated the APECS president, Ruth, as she has been selected to be the Early Career Representative on the POLAR 2018 organising committee. The next ExCom meeting will be held in 2 weeks time.
The ExCom is busy working on many of the action points that came out of our in person meeting in Fairbanks two weeks ago. We have updated the Council Carter, followed up with project groups, sent out announcements for the APECS online conference and added an opportunity for an ECR to be on the planning committee for POLAR 2018, and soon there will be posted a call for travel support specifically for Antarctic researchers. Stay tuned for more information!
This year the annual APECS Excom meeting was held in Fairbanks, Alaska, immediately prior to the Arctic Science Summit Week (ASSW). We had two very productive days of discussions and we were joined by Alex, one of the National Committee coordinators, for part of these.
The last few months have seen a number of changes as a result of the organizational review recommendations and the subsequent publication of our 5-year strategic plan. During the first part of the meeting we reviewed the changes to the council structure, which we implemented in autumn. Whilst we felt that the new project group structure was working well, we recognized the need for improved reporting so that experiences and advice can be passed on to future project group members. We also prioritized a number of documents, resources and pages on the website to be updated in the coming months.
The individual National Committees do a tremendous amount of work that is often not recognized outwith the local country. We discussed ways to improve the sharing of updates and experiences between NCs and develop ‘how to’ guides for organizing the most common types of NC events.
Other topics on the agenda included the budget and renewal of MoUs with a few of our partner organizations. As a final topic we noted that APECS will be 10 years old next year and so we discussed ways in which we could mark this momentous occasion. We plan to organize events at several conferences so keep an eye out for ways to get involved!
ASSW began straight after our meeting and this gave us an unrivalled opportunity to talk in-person to many of our Arctic-orientated partners, attend their meetings and spread the word about APECS.
There were several items of the agenda at the ExCom meeting of 24 February 2016. We discussed the layout of the strategic plan, which is coming along well. Yulia Zaika is due to start her new position as APECS Assistant Director (based in Russia) in April, and this represents great progress for APECS. Further details on her position will be discussed at the ExCom in-person meeting in Alaska. Finally, details for that in-person meeting were finalised - this will take place in under 2 weeks time alongside the Arctic Science Summit Week.
After a successful Arctic Frontiers Conference held in Tromsø, the ExCom reconvened for business on February 10th. At Arctic Frontiers, APECS hosted several events including Science for Schools, a young politician workshop, a panel discussion, and the poster awards. All these events were well attended and received very positive feedback. If you would like to be part of next years organizing team contact Gerlis! In other business, the ExCom is strategically working on several funding proposals with partner organizations. If funded, these proposals would expand APECS activities with our partner organizations, such as hosting new webinar series, organizing workshops, and creating other opportunities for ECR. In addition, the ExCom has been working hard on finalizing the APECS Strategic Plan 2016 – 2020. Keep an eye out for its release at the end of February!
ExCom is gearing up for a busy week! Arctic Frontiers, one of our main annual in-person events will start January 24 in Tromso, Norway. All the planning of our ExCom members and council members will be put into action over the course of the week. During our ExCom call we heard updates the January 19th Council Call. Many projects are currently running and need more help. Please contact either the ExCom or our Council chairs if you are looking to get more involved!
The ExCom met for its first meeting in 2016 on 6 January! After the holiday break this was a good chance to catch up on ongoing projects and also revisit our priorities for the year to see what we have accomplished already and what we want to focus on next. The ExCom identified several action points to work on in the coming months. Other items on the agenda were the planning for the upcoming ExCom in-person meeting at the ASSW 2016 in Fairbanks in March, as well as planned upcoming projects for the next years and seeking funding for them. Happy New Year 2016 everyone!
The APECS Excom had its final meeting of 2015. The main topic of discussion was the finalization of the Strategic Plan. The Advisory Committee and National Committees provided helpful comments regarding the structuring, wording, and content of the plan, which will be integrated in early January. In other news, keep your eyes open for the APECS 2015 Year End video, coming out the week of December 20!
During this call we discussed Yulia's attendance of the European Polar Board meeting, the Arctic Snapshot programme, and possible funding options for it. The project group structure was also on the agenda, as all project groups should now be submitting their first reports. Maintaining momentum of these groups with a more hands-off approach from the ExCom, allowing for council members to step into leadership roles, is a priority. It was decided that a new project group should be formed within the council to create this year’s APECS end-of-year video, which has become something of a tradition. Finally, planning details for the 2016 in-person ExCom meeting at ASSW were discussed.
With the new term up and running, the ExCom discussed ways to have better oversight of the many projects currently running. The new structure of Council has council members working in smaller projects groups. The aim is two fold, i) to help keep projects moving forward and relevant and ii) to engage Council better. The new Council has had a chance to read and comment on the Strategic Plan. Many council members contributed suggestions, during the ExCom call we discussed some of the larger points raised. The revised draft will be open for comments from all APECS National Committees and Advisory Committee. The Strategic Plan is still on schedule and will be finalized in December.
The APECS ExCom met on October 21 to discuss the progress of the Project Groups, the APECS Priorities document, and several external submission made by APECS. Two new Project Groups have been created (Medical, and Art Exchange), and these now have ExCom members assigned. The European Polar Board Survey has been circulated to Council members for comment, with further comments to be collated. We also discussed away times, deciding that the same document will be used to record absences of ExCom members as those of Council members. Project Group meetings will be held prior to the next ExCom call, and opportunities for holding the in-person ExCom meeting in March 2016 will be investigated further.
ExCom met on October 6 for the first official meeting of the new term. Most of the discussion was in preparation for the first council meeting: we went through the list of proposed project groups to make sure ExCom members are available to help new and returning Council members get started on the new term. We also discussed the status of the APECS Strategic Plan document (which is now ready for internal review), and have some new information about APECS representative selection that will be going up on the website in an effort to increase transparency in the process.
For the final meeting of the 2014-2015 term, the ExCom discussed several transition items. The new term will start at the beginning of October and we want to make the transition as smooth as possible for all outgoing and incoming members. The Annual Report is in the final stages, it is a summary of all national and international events and opportunities APECS has hosted and the partners we have worked with over the last year. We extend a big thank you to everyone who has made our community stronger, contributing to both online and in-person events over the last year. A special thank to JS, for his leadership and enthusiasm, he has lead Excom and Council through a very exciting and productive year. Keep an eye out for the Annual Report for the overview of APECS’ accomplishments in 2014-2015.
During its September 10, 2015 meeting, the Excom discussed several items. The 2015-2016 term is starting on October 1, 2015. The Council voted on and approved a restructuring of the APECS Council to be implemented at the start of the new term. The new structure removes the current committees (RAC, MIC, EOC), and replaces them with a working group structure that should allow the Council to work more efficiently and carry out current and future projects. Projects are currently being catalogued in a Google Doc, so that current work is not lost during the transition. The Excom also discussed progress on the Strategic Plan, which is coming together nicely. The Strategic Plan team will work on updating the draft and reformatting before the next Excom meeting on September 24. Finally, the Excom discussed the updated procedure for the APECS representative selection process, to ensure that APECS members are notified of available positions.
The Excom discussed the continuing work on the APECS Strategic Plan and the Annual Report. There was also a discussion regarding the format of the new APECS Newsletter, which was published in July. It's looking good, and our new mailing list appears to be working well. We also discussed the status of ongoing projects related to the website upgrade. Remember that working on the Strategic Plan is a great way to get involved - contact the Excom if you want to help or have questions.
The Excom discussed the remainder of the Council term, with two remaining Council meetings and then upcoming Council elections. Most of the meeting was spent discussing the strategic plan, figuring out the format and who is in charge of drafting chapters, and setting deadlines. There has been great progress for the first day of getting members to move over to the new email system.
The Excom discussed plans for finalizing the writing of its strategic plan which will shape APECS activities in the coming years. It is also at this time of year that we start to collect information for our annual report and a new layout of this report was discussed. In other news, Heather and JS will be away this summer for fieldwork and we welcome Alice and Sílvia into the Excom whilst they are away. Ruth will temporarily take over as President.
During its meeting on 26 March, the ExCom got updates on several items. The new website is working well and we continue to add material- upcoming will be fully updated APECS Funding and Graduate school databases. APECS is gearing up for several events in April. APECS will be well represented at EGU in Vienna, and at the end of April APECS will participate in ASSW and be involved in several side meetings during the week. Additionally, the program for the APECS World Summit, coming up June 6-8, is being finalized. Currently, 24 countries are represented, with representatives from all APECS national committees! It is shaping up to be a very exciting event. We also heard updates from the Organizational Review, the online survey is still open until April 6, 2015. Here’s your chance to add your opinions and ideas on how APECS should develop in the near future.
The ExCom had another meeting on 12 March 2015 with Jenn, JS, Heather, Ruth, Tristy and Gerlis in atttendance On the agenda were discussions of plans for Directorate funding after the current funding period ends at the end of 2016. We also discussed current funding applications that we are involved in and brainstormed potential future funding calls to apply to. The second agenda item was an update regarding the plans for the APECS World Summit. The event is coming together nicely and the organizers were happy about additional funding that was approved. About 60 people will currently come together and we will open up more spaces for other APECS members if they bring their own funding. An announcement will be send out in the next week to the APECS membership. For the rest of the call, the ExCom discussed the process of the agreements with our National Committees. And of course a reminder to fill out the APECS Review survey as part of the APECS organizational review!
At the Excom meeting on 26 February we discussed several items. A survey designed by APECS members in conjunction with ICARP III has now been released to solicit ideas from early career researchers (ECRs) on how to better support ECRs (training, funding etc.) involved in Arctic research and in the next week a survey to evaluate APECS activities and organisation for the Organizational Review will open for participation. We also discussed the status of our Advisory Committee and are continuing work on LoAs and MoUs with our National Committees.
The ExCom has been very productive in its term with no sign of slowing. For the first call of 2015, the ExCom put into action both short and long- term objectives that were set out in our Priorities document. Coming soon, APECS will be launching a new website! This will not only give APECS a new look, but aims to be easier and faster to find information and keep members updated. We have submitted our Arctic Council observer application at the end of December, and are currently putting together proposals for project funding. Partnerships and international collaboration is at the center of APECS activities, and we are working on renewing formal agreements with our partners and adding new partnerships. In addition, we will be signing formal partnership agreements with all APECS national committees. Looking ahead, the ExCom will be working on a 5-year strategic plan for APECS. The first step of this process is to have a critical review of the organization. The ExCom has now assembled a team that will do a full Organizational Review with results anticipated later in the year.
Since the last meeting all of the sub-committees (EOC, MIC and RAC) have had individual meetings to plan their projects for the next year and during this call the sub-committee co-chairs updated the Excom of the results of these first meetings. Work on fundraising for the APECS World Summit continues as does work on our Priorities and Strategy Documents. In addition, we discussed how the Excom will participate in Antarctica Day (1 December) as this coincides with our in-person meeting.
The main focus of the October 23rd Excom meeting was on keeping our projects moving forward and planning for the upcoming face-to-face meeting of the Excom in November. A top priority is completing the 2014-2015 Excom Priorities document, which will set the direction for this year’s Excom. Planning and fundraising continue for the APECS World Summit in Bulgaria in 2015, and the Excom is working on strengthening relationships with APECS’ National Committees.
Besides a few transitions items, like finding co-chairs for the various council committees, the excom spent a lot of the October 9th meeting discussing objectives and priorities in the coming months. One of these priorities is to have a full organizational and strategic plan for APECS. In order to complete this, we will be putting together a team of old and new members, who will critically evaluate the structural organization of APECS during the fall. Understanding the structure of APECS will help develop APECS' 5-year strategic plan. Since we are very dynamic organization and at 8-years old, it is important that APECS has long-term goals and vision for the future as it develops. A quick look at the activities planned for this year shows that we will need to find funding opportunities to support our webinar series and various in person events.
The annual term transition is an exciting period for APECS! On September 29th, the Excom held its transition call, where the out going excom members pass on their advice and reflection to the newly elected excom members who will be taking on excom responsibilities for the next term. The new excom got right down to business to elect a president, discuss work flow strategies, and determine when and where to hold the 2 day in-person meeting. The whole excom meets only once a year, typically early in the term, to create a strategic plan and discuss project priorities for the year- and most importantly get to know each other!
A huge thank you for the hard work and dedication to 2013- 2014 excom: Christie Logvinova, Frigga Kruse, Russell Fielding, Jean-Sebastian Moore, Iglinka Trifonova
Leading APECS for the 2014-2015 term are: Jean-Sebastian Moore as predident; Tristy Vick-Majors, Ruth Hindshaw, Heather Mariash, and Ivan Dubinenkov as vice presidents. Meet the new Excom here. Bringing years of experience, Jennifer Provencher and Yulia Zaika will continue to mentor the new team as ex-officos.
Another Excom term is coming to its successful conclusion! On September 24, 2014, we had our last Skype call. Our agenda was headed by making decisions regarding the composition of the Council for the next term. The vote on new Excom and Council members is taking place this week, and the results will be announced next week. Meanwhile, the outgoing Excom provided updates on a few current and upcoming APECS activities and discussed any transitional items that needed to be passed on to our new leaders. A closing reflection on the term of 2014/15 was on the whole very positive. Your outgoing Excom has enjoyed the steep learning and would like to give our heartfelt thanks to everyone involved with the countless APECS activities of last year. If you are as of yet a spectator, do not hesitate to become active and make the most of the APECS experience. We know what we are talking about!
An Excom call took place on May 8, 2014. There were only two agenda items, which nonetheless made for a lively meeting. (i) Gerlis provided a website update. The good news is that the website is stable and posting may happily resume (this item being a case in point). (ii) The Excom decided on several main questions arising from the draft Strategic Plan that will be brought up for discussion at the Council call later in May.
The ExCom had another productive bi-weekly meeting on March 11th, 2014. First of all, we were very happy to welcome the new APECS Council co-chair, Heather Mariash. Heather has been involved in APECS for many years, most importantly as part of the RAC. She is bringing her experience and dedication to the service of the council, and we are looking forward to work with her.
During the meeting we also discussed several new exciting projects and opportunities. First, APECS Brazil, one of our very active national committee, is organizing a career development workshop in September. We are excited that our ExCom President, Christie Logvinova, will be joining them for the workshop to tell them a bit more about APECS. Second, the Arctic Monitoring and Assessment Program (AMAP) is offereing APECS members an amazing opportunity to participate in the writing of a series of documents titled Adaptation Actions for a Changing Arctic. The ExCom briefly discussed the application process that we will use to select candidates. Keep your eyes open for announcments regarding this cool opportunity soon!
The APECS ExCom had another productive meeting on February 28th, 2014. Major topics dicussed were how the APECS council, the APECS Membership Involvement Committee and the APECS Education and Outreach Committee can engage more members and work better together.
Polar week is also fast approaching with lots going on. You can view what events are being held around the world here, and see a map of the events here. Don't forget the share your own event and launch a virtual balloon for Polar Week, March 15 to 22, 2014!
During the first Skype call since the Excom In-Person meeting in Tromsø in January, we discussed the following items in no particular order: 1) APECS' support of the FOSTER project; 2) the activities of our Council members; 3) the newsletter; 4) the upcoming Polar Week in March; 5) any outstanding tasks from the IP meeting; and 6) general updates from the Excom members.
FOSTER stands for Facilitate Open Science Training for European Research. Their training events are open access, open data, and open science, and they asked for APECS' input into a call for events or activities to be hosted in the second half of 2014. Another call later in this year will look at an opportunity in the first half of 2015.
The Council chair Mika Laiho has been working on the Council's quarterly report and the Excom is looking forward to the results. In the meantime, the Council will advertise for a Council Co-chair as well as a MIC co-chair. In addition, the Council welcomes open applications from any APECS member throughout the year.
The Excom is in favour of issuing the APECS Newsletter on a quarterly basis. Adam Naito is mostly in charge of producing it and a quarterly issue is expected to decrease his workload while increasing its quality.
The Polar Weeks centred around the equinoxes in March and September as well as Antarctica Day on December 1 should be fixed and highly visible features on the APECS calendar. APECS International is represented by the wide an varied activities of the EOC (Education, Outreach and Communication Committee) sub-committee. Furthermore, we try to coordinate our activities firstly with what PEI (Polar Educators International) are doing and with what our many National Committees have planned. APECS also endeavours to reach and encourage enthusiastic individuals, through the MIC (Membership and Involvement Committee) , to become active at their institute or their university.
The minutes from the IP Meeting have now been compiled. The action items will be updated at the next Skype call. Excom members were reminded to brief the group on their activities before each new call. The next call will be on February 28.
The APECS Excom in-person meeting (Tromsø, Norway; January 17-18, 2014) did more than it said on the tin: it not only provided the five of us with a chance to finally meet in person; we were also joined by our Director and our three ex-officio members!
After having spent a first industrious day at the University of Tromsø, we were kindly hosted by the Director of the Climate and Cryosphere (CliC) Project Jenny Baeseman and her family on the second day. Add any number of visitors, and it was a full-house indeed. Thank you, Jenny!
True to form, our agenda was equally packed. We carefully evaluated various ongoing APECS activities: what was going well and what was in need of adjustments. A look at our Council, our sub-committees, and our working groups showed that we are on top of our priorities for 2013/14. Thanks to the hard work of the previous ExCom to secure funding for the directorate, we even dared to say that our workload was overseeable – even enjoyable!
Pressing matters that are now being tackled are the APECS Strategic Plan 2014-17 as well as the relationship of APECS International with its National Committees and their respective partners. Such matters serve to remind us that as we grow as an organisation, new and exciting situations continuously arise. We are proud of our National Committees and we hope that long-lasting and fruitful partnerships will come out of it.
On that note, our ExCom meeting also provided the chance for several side-meetings with some of our APECS partner organisations: Jenny Baeseman of said Climate and Cryosphere (CliC) Project discussed which direction our cooperation could take; and Charles Fierz, President of the International Association of Cryospheric Sciences (IACS) is very much looking forward to a collaboration that will motivate more early-career alpine scientists to join APECS and benefit from the membership. Furthermore, we met with representatives from the University of the Arctic (UArctic), with whom we share our field schools and graduate programs catalogue and whose student ambassadors very much look forward to some joint events in the near future.
Thanks to the in-person meeting, your APECS Excom feels confident and invigorated and cannot wait to engage on the tasks of a 'cool' 2014.
The APCES Executive Committee had another busy meeting on December 16th 2013.
One important item on the agenda was the discussion of proposals that APECS is submitting as part of the proposal call for the Third International Conference on Arctic Research Planning (ICARP III). This is an important opportunity for APECS to be present at a conference where the future directions of Arctic research will be discussed. Most important will be a workshop that APECS wants to organize as part of the conference to increase the involvement of early career researchers.
We also discussed the new look of our monthly Newsletter! Thanks to Adam and Anton for working on this beuatiful design.
Finally, we discussed the involvment of APECS members is many conferences and events all over the world (Arctic Frontiers in Tromso in 2014, the Economist Arctic Summit in London in 2014, ArcticNet in Halifax in 2013, etc.)!
The APECS ExCom had another meeting on December 4th, 2013. Many items were covered including some up coming grant proposals (i.e. the Norden Project). One topic that has been much discussed amongst the ExCom lately has been the groeth of numerous National Committees.
Although several national committees are long established and very active (i.e. the UKPN) others are relatively newly formed (i.e. APECS Bulgaria). Similarly, some National Committees are quite small in numbers with less than 30 members (i.e. APECS Portugal), other groups number in the hundreds with leadrship boards of 20+ people (i.e. APECS Canada). While many national committees are fully functional under a informal leadership structure (i.e. APECS US NorthEast) others are moving towards highly structured formalization as recognised independent organizations (i.e. APECS France), which allows them to apply for external funding. And some countries have joined together to create more regional groups (i.e. APECS Benelux - Belgium, Netherlands and Luxembourg). With all this diversity the APECS leadership is working hard to make sure that all the different groups are supported and connected with APECS International.
The ExCom 2013-2014 met online for the second time this term on November 6, 2013. The main item on the agenda was the APECS 2013-2014 Priorities document. In a mammoth two-and-a-half-hour effort, President Christie Logvinova (Wood) led us through the list of priorities and we diligently discussed and adjusted the strategies to accomplish these.
Some major points of discussion were the nurture and expansion of our partnerships with other institutions and organisations; the encouragement of community website use and website development; and the support of current Workings Groups and the formation of new ones.
The new ExCom for the 2013-2014 term met for the first official meeting on October 18th, 2013. Discussions invovled getting everyone up to date on the current working groups, open council positions, and the upcoming first council call of the year.
A major discussion point was also how APECS handles being asked to sign on to letters, petitions, movements etc by other groups. The APECS leadership agreed that for APECS to sign on to any form of support the wording and context must be in line with our own organization and membership values. Our leadership will continue to uphold the integrity and respect with which APECS was founded upon and continues to act in accordance with.
We again thank Bredbåndsfylket for their continuted support of us and the GoToMeeting system.
On October 3rd, 2013 APECS entered yet another new term with the handing over of the APECS leadership from one ExCom to another. Both the outgoing and in the incoming ExComs gathered on the GoToMeeting system to talk about lessons learned, projects underway and plans for the future.
The outgoing ExCom shared their experiences on the ExCom. Many talked about the great experiences being on the ExCom brought to them. The new ExCom also had lots of questions, especially with regards to time management, work flow strategies, and how to handle the flow of emails that ExCom members experience.
Once all questions for the outgoing ExCom were addressed the ourgoing members left the call and the incoming members got down to business. A new president was elected. The priorities for the year were discussed. Plan are already underway for in an inperson meeting, but as always there is never enough time to cover everything so council and chair position details were scheduled for another call to happen the following week. Stay tuned here for more details!
The APECS ExCom held a meeting on July 17, 2013. Although attendance was small the ExCom made sure that the group was staying up to date on all tasks at hand, even during the slow northern summer period. Ongoing website issues and finalizing the hiring of the new director were top discussion points.
Also, the upcoming APECS ExCom elections for next year were discussed. We hope to see many applications in the coming weeks, and look forward to another great election season in September!
The Executive Committee met to discuss last updates as well as upcoming matters. ExCom agreed on a comprehensive web-site upgrade to be done in the next few weeks, which will increase its functionality and speed. Soon after that, APECS will undertake an advertising campaign to update polar community (through mailing lists such as Cryolist, ArcticInfo, and APECS network of members and mentors) on numerous great activities that are happening within APECS. This will be accomplished in line with a development of a new section "Where are they now?" for the APECS web-site. With this new idea we will highlight successful stories of past APECS leaders and active members. ExCom got back to an idea of arranging a special issue on Polar Education and Outreach to be published in 2014, which will be elaborated soon. Potential synergies between APECS and INTERACT were discussed and considered to be promising. Ideas for a joint APECS-EGEA-PYRN workshop on Svalbard in spring 2014 are in the air so if you are interested in its planning and organizing, please contact ExCom for further details.
The ExCom met again this month to discuss upcoming matters. The upcoming Arctic Science Summit Week (ASSW) meeting and workshop in Poland were a highlight of the meeting as we are getting ready for a few great events. The ExCom is also focusing efforts on increasing the speed of the website, and making sure it is functional. We know that the website plays a key role in how our members comunicate and learn about events, so we want to make sure that it is running optimally. Plans are also underway for planning upcoming events, so if you are attending a conference in the coming months, make sure to include an APECS panel or meetup in your schedule.
The APECS Executive Committee held our most recent meeting on 31 January, 2013 at 20:00 GMT. Attendees included Alexey Pavlov, Allen Pope, Christie Logvinova (Wood), Gerlis Fugmann, Heather Mariash, Ines Tavernier, Jennifer Provencher, Penny Wagner, Sanna Majaneva, and Yulia Zaika. The recent Council reports were discussed, and we look forward to continued enthusiasm and action from the Council; the final report was recently published. Yulia moved forward plans for a new APECS Store. Proposals to fund new initiatives and the Directorate were discussed. Not currently funded is the career development webinar series, and the ExCom is looking into solutions to continue this program to best serve APECS members. The ExCom finished up by considering some of APECS' current partnerships and partner events to best bring opportunities and resources to APECS members.
The APECS ExCom met for the first time in 2013 on January 2013. As we move into the new year the ExCom is working on some exciting granting proposals and ideas that we hope will bring even more great resouces and projects to our members and partners. Keep tuned to hear more about the upcoming projects. The ExCom is also planning for upcoming events at workshops and conferences, so if you are planning on attending any meetings don't forget that an APECS event is a great way to connect with others in the your, and meet new people!
The APECS ExCom had their last meeting of the year on December 19, 2012. Upcoming meetings were discussed with Arctic Frontiers, the Arctic Science Summit Week and the AMAP Ocean Acidification meeting all coming up in the New Year. The ExCom also discussed ongoing maintenance of the website, databases and the plan of turning APECS webinars into podcasts. Look for these in the New Year!
The new APECS Executive Committee got together on the 9th of October to formally elect the President (Penelope Wagner) and discuss other matters. In addition to setting the wheels in motion for the 2012-2013 term, ExCom members also discussed upcoming in-person meeting plans, new applicants to the Council, partnership and joint activities with AMAP, CliC and CAFF and other arising issues. We congratulate Penelope and look forward to attacking our now more concrete tasks.
The ExCom met again on September 19th. Although the group was a little reduced due to family emergencies, it was a very productive call. The 2011-2012 ExCom has had a lot on their plates this year, and there is still a lot that we want to get done before we hand over the reigns to the next ExCom! Discussion points included future support of the Directorate in Tromsø, collaboration with the High North Academy on webinars and website resources, a developing application to a seat on the Arctic Council, extension of various agreements that provide support for the APECS website and APECS webinars, APECS letters of support to collaborator projects, planning of a few future APECS events, and of course getting the wheels in motion to make sure that the imminent transition goes smoothly.
The recent Executive Committee meeting (held 8 May, 2012) followed up on many in-person discussions at the Montreal IPY 2012 conference. As the first meeting which included our newly-appointed Director, Alexey Pavlov, much of the discussion focused on the all-important topic of transitioning over this role. We talked about everything from managing email lists and workflow to managing budgets and developing Memorada of Understanding. Alexey is enthusiastic in taking on the Directorship, and while currently dedicated to fulfilling his research role, is looking forward to moving to Tromsø in early June.
Projects that the ExCom is currently working include an APECS Merchandise store, developing a 5-year strategic plan with our new Director, supporting upcoming APECS events (in Portland, Lahti, Fairbanks, and more!), and formalizing our video sharing policy.
Present: Allen Pope, Angelika Renner, Jennifer Provencher, Gerlis Fugmann, Luís Guilherme Resende de Assis, Inga May, Julia Schmale, Tosca Ballerini, Yulia Zaika
APECS ExCom met together again on the 14th of March via Skype to discuss some of the strategic issues. Council and RAC Co-Chairs joined the Call to make great inputs and discuss particular points. ExCom has discussed autumn APECS activities and plans for career development webinars and virtual poster sessions with our partners - High North Academy and Fram Center based in Tromso. Some particular issues on how to use our new webconferencing system effectively rose lately due to growing number of APECS online events. We agreed to use the Google Doc - https://docs.google.com/a/apecs.is/spreadsheet/ccc?key=0AmryhLHk-YERdHBHTUtWc1FlTUtENGRFZWdSZWRZaWc#gid=0 to keep track of our events and make sure that we have more detailed instructions for all our members to avoid any concurrent meetings. Julia Schmale presented the idea to work on Encyclopedia of Antarctica. ExCom decided to announce this opportunity to the entire APECS membership and follow up with individual members. Current Council activity as it follows from mid-term Council Report shows that almost all Council members are very active and enthhusiastic but some of them decided to step down from the Council. In the mid of March the mid-term elections for RAC chairs will be organized.
APECS ExCom is working on longterm Strategic Plan for APECS activities and it was decided to have this plan as one of the points of agenda for the upcoming Council Meeting in Montreal this April. All the contributions from APECS members are very welcome.
And just to remind you - any of the APECS members are welcome to participate in ExCom Calls.
As young researchers, we are constantly thinking about the next step in our careers, and the recent ExCom meeting focused on the future of APECS on many timescales. In the near future, we are making sure that everything is running smoothly in the planning of upcoming APECS events (like IPY 2012 in Montreal, a workshop at the SCAR conference in Portland, and an APECS Norge Board Meeting) as well as progress in the website realignment project. Slightly more into the future, we addressed plans for current grant proposals APECS has submitted to support activities like webinars and the virtual poster session. And further into the future, with a new Director in mind, the ExCom has started to make progress on putting together an APECS Strategic Plan for the upcoming years. The ExCom was also especially happy to have RAC Chair Julia Schmale join the call and provide some wonderful insight and advice.
As always, if you have any input/comments/questions/concerns for the ExCom or want to get more involved with APECS, please do contact us.
ExCom Meeting Details:
27 February, 2012 at 1700 GMT
Hosted on Skype
Allen Pope (note-taker), Angelika Renner, Jenny Baeseman, Julia Schmale, Yulia Zaika, and Gerlis Fugmann (except when discussing director interviews)
Luis Guillerme de Assis on leave of absence
Present: Allen Pope, Angelika Renner, Jennifer Provencher, Jenny Baeseman (Director), Luís Guilherme Resende de Assis, and Yulia Zaika (President)
The APECS Executive Committee 2011/2012 met for the first time in person two weeks ago in the city of Tromsø. The ExCom heads up APECS through leading action, strategy, and decision-making within APECS. Accordingly, the meeting days focused on planning for the upcoming APECS Director transition period as well as the future growth of APECS. This included many discussions about institutional knowledge transfer, hiring schedules, job descriptions, costs to be incurred, strategic plans, and many other administrative considerations. It might not all sound like an exciting job, but it was good experience for the ExCom members and hopefully will ensure smooth sailing for the rest of APECS in the coming years. And the Northern lights a few nights didn't hurt either!
While in Tromsø, the ExCom also took the opportunity to meet with local partners and advisors including the Arctic Council Secretariat, University of Tromsø administrators, Norwegian Polar Institute, ARCTOS, IASC, the High North Academy, and the APECS Norge Board of Directors. Look out for more collaborations with these folks in the future!
Moving into 2012, the ExCom is really excited that we all got the chance to meet in person! The main takeaway from the meeting is that we want to do all we can to make sure that APECS continues to move both move forwards and innovate. APECS has earned itself a worldwide reputation as THE organization for young polar researchers, and the ExCom will make sure we do all we can to sustain APECS.
In the coming weeks and months we will be posting the resulting job description, policies, and strategy documents and you will see the ideas we came up with turn into action. As always, if you have questions, comments, or want to get involved, just Contact Us!
On 15 December, the APECS Directorate and the ExCom had another online meeting via GoToMeeting system to discuss a number of important issues and test new webconferencing tool.
General gudelines and points about hosts of Directorate, Jenny's leave, the director transition process, financial status and strategy of the organization were discussed. A lot of exciting stuff to be done during the upcoming ExCom In-person Meeting in January in Tromsø: APECS budget, strategic plan, future activities; a lot of important people to meet. January will start with training sessions on GoToWebinar system with VPS, Council and MIC/RAC Chairs.
Present: Allen Pope, Angelika Renner, Jenny Baeseman, Luis Guilherme de Assis, Yulia Zaika
present: Allen Pope, Angelika Renner, Gerlis Fugmann, Jennifer Provencher, Jenny Baeseman, Luis Guilherme de Assis, Tosca Ballerini, Yulia Zaika
It's busy times for APECS and the ExCom, and there was a lot to discuss during the call on 31 October. Again, council co-chair Tosca was able to join and reported back from her chat with the newest council applicant. We are happy to report that the ExCom approved the application and we welcome Pablo Nicolás Núñez Pölcher to the council! During this process we also discovered an unexpected passion of our fabulous director Jenny B for Argentinian purses...
Tackling some organisational issues, the current working groups and potential solutions for our online conferencing system were discussed.
During this term, it is more vital than ever for the ExCom to work on new funding for the directorate, and to this end, the in-person meeting will take place in Tromsø, Norway, on 18-20 January 2012. Until then and in preparation for the meeting, the ExCom is updating and starting to work their way through the list of priorities for the 2011/2012 term.
Attendance: Allen, Geli, Gerlis, Jennipro, Jenny B, Luis, Tosca, & Yulia
The ExCom met on 19 October via skype, and we are happy to report that we are getting to our feet and assigning tasks for the near future and the upcoming rest of the year. Happily, Council Co-Chair Tosca Ballerini was able to attend, too, and can carry back a bit of what an ExCom call is like to the Council. We addressed the scheduling of an upcoming in-person meeting (it's important that the ExCom get to know each other as well as possible, as well as see where our Director works in Tromsø!). The ExCom is also working on spreading the word about APECS (in a partner newsletter as well as an email to newly starting students), we are addressing a potential issue with our online meeting system, and continue to advocate for all active APECS members to be web-proactive. It's going to be a busy year!
present: Allen Pope, Angelika Renner, Gerlis Fugmann, Jennifer Provencher, Jenny Baeseman, Luis Guilherme de Assis, Mariette Wheeler, Suhas Shetye, Yulia Zaika
October is handover time in the APECS leadership and so the outgoing and the incoming ExCom met for a transition call on the 04 October. The old ExCom members shared their best advice and recommendations (communication is key and don't forget to have fun!), and the new ExCom people got a chance to get to know each other and ask their most urgent questions. After that, the key point of the call was the election of the new president for the 2011-2012 term and our congratulations go to Yulia Zaika from Russia who will lead us through the year!
In attendance: Allen Pope, Gerlis Fugmann, Mariette Wheeler, Suhas Shetye, Angelika Renner, Yulia Zaika
On the 27 September, the ExCom of the 2010/2011-term met for the last time before the transition. It was a pleasure to start the call with the introduction of 8 new council members who used the opportunity to present themselves and ask questions. The ExCom was also pleased to welcome back the council members of the 2010/2011-term who expressed their interest to stay on for the next term, and we are looking forward to work with this new, energetic, and with almost 40 members largest ever APECS council!
The results of the web posting competition were evaluated and it was decided to give the 1st prize to Jenny Fisher who topped the list with amazing 126 contributions to the APECS website in the past half year! The 2nd prize goes to Ciara Sebastian. Congratulations to both and many thanks for your great work! The competition will be started again soon, so stay tuned and keep posting!
Present: Allen Pope, Jenny Baeseman, Gerlis Fugmann, Angelika Renner, Mariette Wheeler, Suhas Shetye,
Guests: Yulia Zaika, Rebeca Guardiola
The APECS ExCom had their meeting at the end of July. The first order of business was to consider some recent council applications – you can read about the new members on the Council page. We also discussed endorsement of an Open Access workshop and the Cool Speakers list. The Polar Graduate Programmes database has been successful in helping young researchers as seen from the thank you emails received by Jenny – but we can always use your help in adding more information! As Allen will be on fieldwork for 3 weeks in August-September, Mariëtte Wheeler will be the acting President in Allen's absence.
As always, please contact the ExCom with any news, suggestions, questions, or points for discussion – and make sure to consider applying for next year's ExCom too!
In attendance: Allen Pope, Jenny Baeseman, Gerlis Fugmann, Angelika Renner, Mariette Wheeler, Suhas Shetye,
Guests: Silje-Kritin Jensen, Yulia Zaika
After a longer break, due to fieldwork activities and conferences the ExCom had a meeting again on June 30, joined by the Council chair and the co-chair of the Organizational Development Committee (ODC). All ExCom members had been busy with various projects in the last few weeks. Here are just a few of the exciting activities that the ExCom members are involved in right now: helping the various APECS working groups in moving forward (Climate Change Answers WG, Funding Resources WG, Field Sites WG); a successful panel and workshop at ICASS VII in Akureyri, Iceland; planning for early career researcher activities at the IPY 2012 Conference in Montreal; activities with APECS India like a exhibition of photographs and an initiative to guide young researchers during their dissertation in NCAOR; planning the activities for the Young Scientists Forum and other activities at Arctic Frontiers 2012; and of course various other activities, reports and day to day tasks that help moving our organization forward!
In addition, Allen is working with Ben Beall, who had in the last three years lead the making of the monthly APECS newsletter, on the still-new newsletter format. If you have any feedback on the newsletter, please let the ExCom know!
The ExCom also discussed with the Council chair the results of the Council vote on the changes to the Rules of Procedure. In total 27 Council members voted yes, and 7 did not take part in the vote. We also discussed ways how to encourage more Council members to join the Council calls. As we noticed attendance in the calls is dropping, so we discussed options to change that e.g. reduce the frequency of the calls and have only four full Council calls a year? All Council members are encouraged to give feedback on what you think will increase attendance in the Council calls. All interested APECS members are also invited to join the Council calls! Another discussion point was to remind the Council members to pick which sub-committee they want to be part of, as the involvement in both might be too time consuming.
The APECS Conference Travel Funds Contest launched in February was another agenda item on the ExCom call. All active contributors to the APECS website within 6 months will be entered in a draw to win €500 towards travel or conferences fees to attend your next conference! The ExCom is keeping track of the postings and discussed if this increased the amounts of posts on the APECS website.
The ExCom also discussed how to proceed with the funding brochure. It is ready to print, and we will start sending it out in the next few weeks. Thanks to the Council members who provided feedback and who contributed addresses to the publicity list! We also discussed the reorganization of the partner and sponsor page on the APECS website.
The upcoming ExCom election in September was also discussed and a procedure and timeline was agreed on. The Council chair will coordinate the elections this year. As we want to encourage Council members that want to get more involved, to run for the ExCom for the 2011-2012 term, we discussed that ExCom meetings will now be open to all interested Council members, so just wait for the announcements and let us know if you want to join!
The APECS ExCom recently met again, this time with input from multiple Council and Working Group members as well. We discussed the status of ongoing projects like the field sites group, IPY E&O Assessment, and the exciting new 'Discipline of the Month' initiative of the RAC. Other updates include APECS India activities on Earth Day, APECS representation at EGU and an IPD development meeting, and planning for the Montreal 2012 conference. If APECS members are looking for an exciting way to get involved in a dynamic conference, we'll be looking for people to help with APECS activities at Arctic Frontiers 2012 before too long. As always, contact us with questions, comments, or concerns!
Present: Allen Pope, Angelika Renner, Gerlis Fugman, Mariette Wheeler, Suhas Shetye
For the first time in quite a while, the ExCom met without Jenny since she was still somewhere between Antarctica and Tromsø. Although we definitely missed her input, there was a lot to discuss.
The updates from the ExCom members showed that there is a lot of APECS activity, especially regarding cooperation with our partner organisations, panels and workshops at meetings, work in national committees, and in the APECS Working Groups. If you wonder how to get involved yourself, the Funding Resources WG and the Field Sites WG are looking for members!
We are continuing the work on our fund raising strategy and the strengthening of links to other scientific organisations. There are a lot of exciting ideas for APECS events during 2011 and 2012, so stay tuned for news!
In attendance: Allen Pope, Angelika Renner, Gerlis Fugmann, Mariette Wheeler, Suhas Shetye, Jenny Baeseman
The ExCom met on 7th February 2011 for their second meeting of the year. After some updates regarding the activities of the ExCom members (web updates, moving forwards working groups, events in progress, etc.), the discussion focused on the funding package on which the ExCom had been working on recently. We decided to approach some APECS advisors for their critical comments and feedback.
To increase the amount of contributions to the APECS website we will be announcing a prize rewarding active posting of content. It was decided to put this into action soon - so watch out APECS members for our announcement!
In attendance: Allen Pope, Angelika Renner, Gerlis Fugmann, Suhas Shetye, Mariëtte Wheeler, Jenny Baeseman
Guests: Silje-Kristin Jensen, Jennifer Provencher
The ExCom met for its first meeting after the Christmas and New Year break. After some updates regarding the activities of the ExCom members, the discussion focused on the new draft Council Charter. Council members had sent in their comments in the last few weeks and the draft seems to be finalized now. We therefore discussed the timeline for the vote on the draft Council Charter. So watch out Council members for updates!
We also discussed the reports that the Council members had sent in about their recent activities and were very happy about the results. A summary of the reports will be posted on the website to showcase the amazing activities that the Council members are currently involved in and to encourage new members to get active. The ExCom also discussed options for increasing the amount of contributions to the APECS website. Another longer discussion focused on the new advertising and sponsorship strategy for APECS, which the ExCom had been working on recently.
Jennifer Provencher, the project assistant for the International Council for Science (ICSU) funded International Polar Year Education and Outreach Assessment Project that APECS is involved in together with the Scientific Committee on Antarctic Research (SCAR) and the International Arctic Science Committee (IASC), gave us a short update on the project and the current IPY EOC Survey, which you can all follow at http://apecs.is/education-outreach/ipy-outreach-assessment.
In attendance: Allen P, Jenny B, Mariëtte W, Gerlis F, and Suhas S. (Geli R very briefly)
The ExCom met for our last meeting of 2010 on 9 December. Our first discussion centered on proposed changes to the Council charter in order to streamline the complementary activities of the Council and the RAC. ExCom members will make an effort to attend both RAC and Council calls next week to make sure we reach the best solution. We then moved on to updates from working groups, ongoing projects, and Council members. The Council is up to a lot of exciting things, like organizing an APECS Brazil workshop, posting interesting jobs and news items, participating in online outreach calls, sending back photos from fieldwork to classrooms, and putting together workshops at conferences in the USA, Norway, Australia and Korea! Other projects which deserve mention are the active posting of the "Who's Who in Polar Science" group and the tremendously successful webinars, while the "Climate Change in Multiple Languages" and "Field Sites" groups have been working behind the scenes. Lookout for more from them in the coming year.
Further discussion moved onto edits to making a package to help raise funds for APECS which will be produced in early 2011. If you have a quick quote about how APECS has helped your career, we'd love to hear it.
With that, the ExCom meeting was adjourned. Best wishes to all those travelling during the holiday season and attending AGU!
The APECS Executive Committee had an online call using Skype on 30 November 2010. We discussed ongoing activities such as the Arctic Frontiers Conference, Webinars, Workshop for IUGG, UKPN Science Communication workshop, Symposium on Ice Sheets, and ASSW workshop. We also approved a new Funding Bodies Working Group. We discussed our advertising strategy to attract new members and the list of items that should be included in our advertising package. We also agreed to purchase an ACY Mailing component for the APECS website to build automated newsletters. In addition, we discussed the APECS 2-year Annual Report and paper writing work on APECS events and achievements.
We were also joined for part of the call by new Council applicant Nikolas Sellheim, as well as Council chair Silje Kristin Jensen. Nikolas agreed to act as an individual and an official representative of the University of the Arctic on the APECS Council. We approved Nikolas Sellheim's application for joining the council.
Present: Allen Pope, Angelika Renner, Gerlis Fugmann, Jenny Baeseman, Mariëtte Wheeler, Suhas Shetye
The APECS Executive Committee 2010/2011 met for the first time in person last weekend at the Scott Polar Research Institute at the University of Cambridge, UK. As a warm up, we discussed how to move the research activities of APECS forward with a potential restructuring within the Council to streamline the process and make things less complicated. We also approved a new Working Group on sediment budgets. After finalising the list of priorities for the 2010/2011 ExCom, we distributed the associated tasks to accomplish these goals. The strategic plan for APECS for the next few years is almost finalised and we will work in the coming months on its implementation. To attract new members, we have to continue advertising and will thus further develop our advertising strategy and look into the potential of APECS merchandise. Look out for those lapel pins!
Jenny will tackle the huge job of writing down our institutional knowledge to make any future transitions easier. Continuing with the theme of writing, there will be a concentrated effort to produce APECS publications in scientific peer-reviewed journals. We also created a rather long wish list of improvements for the website.
We were also very fortunate to be joined by some APECS mentors. On Sunday, Paul and Julie Berkman met up with us to discuss potential contributions to Antarctica Day (1st December). On Monday, we visited the British Antarctic Survey where Alan Rodger greeted us with a very thought provoking discussion on how to positively communicate climate change as well as the possible impacts of climate change in the polar regions on the residents in the tropical regions. Cynan Ellis-Evans and Nicola Munro updated us on UK Arctic activities and provided advice on international opportunities. They also emphasised the need for collaborative research work among various countries in the Polar regions to utilise resources better and avoid duplication. In the afternoon, we met with Mike Sparrow and Renuka Badhe at the SCAR office to discuss collaborations for 2011.
The weekend was incredibly helpful to get to know each other better, to discuss our ideas and the work and challenges for this year's ExCom, and of course to celebrate Jenny's birthday! Many thanks go to the South African National Antarctic Programme (through the South African National Research Foundation), the National Centre for Antarctic & Ocean Research (NCAOR) India and the Norwegian Polar Institute who contributed financially and made the travels possible, SCAR for a very nice dinner and their continuing support, the British Antarctic Survey for an insightful Monday morning, and the Scott Polar Research Institute for the use of their facilities.
In Attendance: Jenny/Allen/Gerlis/Geli/Mariëtte/Suhas
The Excom will all be gathering in Cambridge, England on 12 to 15 November for an in-person meeting. The final travel arrangements for the meeting was discussed.
All Excom members have been hard at work on the website, recruiting new members, networking with their assigned Council members and planning events.
During the meeting, we all worked together on finalising the Excom priorities for 2010–2011. We specifically focused on:
potential ways of advertising
report/s for funders
potential peer-reviewed papers on APECS activities and successes
benefits from partnerships with other organisations
responsibilities towards working groups
We will be, amongst other things, discussing the strategic plan for APECS for the coming years in Cambridge.
In Attendance: Allen Pope, Geli Renner, Gerlis Fugman, Jenny Baeseman, Mariëtte Wheeler, Suhas Shetye
The 2010-2011 ExCom got a chance to have its second meeting of our term. The meeting focused on making sure all ExCom members are getting up to speed on current and upcoming APECS activities and what the regularly occurring responsibilities of ExCom members are. All current working groups have been paired up with ExCom members. We are in the process of pairing up Council members with the ExCom, too. In the coming weeks, ExCom members will be developing our priorities for the coming year. As always, feel free to contact us to ask questions about APECS or tell us where you want the organization to go!
present: Alex Taylor, Allen Pope, Daniela Ligett, Gerlis Fugmann, Angelika Renner, Mariette Wheeler, Suhas Shetye, Jenny Baeseman, Kate Sinclair (joined later)
This was the transition call for the old and the new ExCom with both present and a lot to discuss. After a quick introduction round, the old ExCom gave some advice to the new people (have fun!). They also presented their ongoing duties that will have to be redistributed amongst the new ExCom members. The duties and tasks from a revised priority list of ongoing projects will be assigned to people over the next couple of weeks and during the next ExCom call. The old ExCom left after this, and we proceeded to electing the new APECS president. The vote went unanimously to Allen, congratulations!
The ExCom will meet in person on the weekend 12-15 November. Location is still to be decided, but likely Cambridge, UK, or Tromsø, Norway. Allen gave his speech on what he sees as priorities for the new ExCom to work on, namely the strategic plan for APECS, continued and improved communication within the organisation and with partner organisations, and strengthening of science and research activities within APECS.
Jenny had a wealth of comments and recommendations and suggested a press release on the transition to the new ExCom and council that has taken place the day after the IPY IPO closed.
In attendance: Allen Pope, Daniela Liggett, Francisco Fernandoy, Gerlis Fugman
As much of the ExCom has been unavailable due to fieldwork, conferences, and an earthquake in New Zealand, this was a quick call. Discussion focused on making sure plans are in place for smoothly transitioning to the 2010-2011 ExCom and Council. Just a quick reminder that applications for the 2010-2011 Council will close on 15 September, and we encourage interest from ALL APECS members. We are also developing an APECS Strategy Plan, but this is still in early development stages. The next ExCom meeting will be at the end of September, shortly after the next Council Call.
In attendance: Allen Pope, Daniela Liggett, Gerlis Fugman, Jenny Baeseman, and Kate Sinclair
After a bit of a hiatus due to fieldwork and a busy summer conference schedule, the ExCom finally got back to some important business. We discussed the success of APECS activities at the SCAR conference in Buenos Aires and the many promising connections made there for APECS individuals and the organization as a whole. On that note, we are moving closer to an MoU with IASSA and SHARE. In addition, the ExCom made some progress concerning APECS future strategic plans and mindful of the fact that the current committee's term is coming to a close resolved to have a Strategic Plan done by the time they leave such that the next ExCom can use it to move forward. We look forward to the next Council meeting (a busy one) which will include hearing from candidates for the next ExCom as well as some working group updates.
Present: Alex Taylor, Daniela Liggett, Francisco Fernendoy, Gerlis Fugman, Jenny Baeseman, Allen Pope, & Kate Sinclair (briefly)
The APECS Executive Committee met most recently on 12 July 2010 at 8am GMT. Pushing beyond the 4th IPY, the meeting largely revolved around considering future funding strategies for APECS. A draft of a funding prospectus was considered and edits were discussed, especially concerning the division in returns for various levels of sponsorship (individual, first tier & second tier). A variety of other points were also considered, including involvement at the upcoming SCAR meeting, IASC and ESF grants for future workshops, and the call for applications for the upcoming APECS ExCom elections.
In attendance: Alex Taylor, Daniela Liggett, Jenny Baeseman, Gerlis Fugmann, Kate Sinclair, Allen Pope and Francisco Fernandoy.
This was the first call post-Oslo and lot of issues were discussed. The first words were to comment on our great experiences from Oslo and how great it was to meet the APECS members in persons. The next newsletter will be dedicated to pictures and report on the various APECS activities in Oslo. Big applause for Jenny, Alex, Hugues and all the people involved in the organization of this event.
After this point, the call started with the discussion of the up-coming Ex-Com elections. This year elections will be coordinated by Daniela, call for applications will by launched soon. The next point on the agenda was to discuss the on-going funding and strategic plan for the APECS sustainability. Our sponsoring strategies and documentation were largely discussed and over the next weeks some of the ideas will collected into an official document. A draft prospectus on the funding strategy written by Kate was presented and will be worked on by the rest of the Ex-Com member during the next two weeks. We discussed several options on what potential funders will receive for their contributions. Allen, for example, suggested having an exclusive part of the website to promote our partners and sponsors, as well as to have some features in the website´s front page.
We also discussed several new proposals for working groups (microbial ecology working group, APECS magazine) that we received.
New APECS activities are in their way! At least three panels are being organized: Jose Xavier and others are organizing a discussion panel in Buenos Aires during the SCAR OSC. UKPN is going to hold a workshop in remote sensing and the next panel in Chile is starting to take form for October of this year.
In Attendance: Silje (for the first part), Jenny, Gerlis, Kate, Francisco, Alex
The call started with Silje, the newest APECS council member introducing herself to the Excom, and discussed her ideas for APECS over the next year.
After Silje left the call, the Excom moved on with their agenda. The IPY report is now complete and will be available in Oslo, and will be sent to the council members along with the council and Excom summaries. The new advertising materials for Oslo are also now finished, and Alex will coordinate the printing with the company in Oslo. Jenny will put up the new advertising material on the APECS website.
The Excom have decided to invite Stina, a former APECS council member, and Lassi, who has informally been part of the advisory committee, to both formally join the APECS advisory committee. Gerlis will send them an invitation letter shortly.
The Excom discussed the Internal Evaluations Committee document, and the thourght of adding a note on the website, or amending the council charter to include behaviour. They decided for the mean time to just put the Internal Evaluations Committee to a Council vote. Alex will post the document on the website, and email the council.
The MoUs with UArctic and IAI are on track to be signed in Oslo, the one with IASSA and SHARE is also on track to be signed shortly also. Given these new partnerships, a question was raised on which logos we now need to include on all advertising and website. We might want to consider only using logos of funders, which we will discuss at the Excom meeting in Oslo.
Marcos Tonnelli from Brazil can no longer attend the SSG Geoscience meeting, so Francisco will now take on this role, and will work with Stefan to see if he wishes to remain the official APECS rep.
IASC has put out a call for workshop proposals- deadlines of 31 August and 31 December. We discussed potentially putting forward another IMPETUS workshop in 2011 in St. Petersburg.
We were hoping to have a feature from SPRI in the newsletter in June, but will be postponed until August. July will feature activities from the Oslo conference and Francisco will provide photos and information to Ben for June's newsletter.
The call ended with the Excom has putting off discussing APECS sustainability and using Project Fork to manage our files until after Oslo. Gerlis noted she is working on the Marta Muse Prize nomination for Jose.
In attendance: Jenny Baeseman, Gerlis Fugmann, Kate Sinclair, Alex Taylor, Daniela Liggett, Allen Pope
The first item for discussion was the great activity from the Council. We appreciate the effort that Council members put into compiling their reports for us, and the achievements of the Council this year are really impressive. All Council activities have now been compiled into one document that highlights the activities since the beginning of the 2009-2010 term. We would like to post this on the APECS website, but will first send it to the Council for approval.
We also discussed ways for the ExCom to continue improving its communication and 2-way exchange of information with the Council. We are considering asking the Council to nominate a representative to attend ExCom calls so that they can report back to Council on our activities and bring any questions/concerns directly to us during our bi-weekly skype chats. We are also looking into systems that will enable us to organise and manage organisational documents more efficiently, because this will also help us to share information with the Council and members quickly and effectively. Both the Council points system and communication strategies will be added to the agenda for discussion on the next Council call.
The APECS Sponsorship Plan was also discussed at length. We have now received feedback from many Council members on the initial draft of this plan and are putting together budget information and a draft APECS prospectus. This prospectus will be a 2-3 page glossy document that will briefly highlight core APECS activities. This will enable funders to see exactly what types of tangible projects their money can contribute to. There will be more work done on this in the next couple of months in terms of coming up with a timeline and strategy, and we will keep the Council posted on the progress on this front.
The Oslo meeting is now coming up very rapidly, and plans are coming together for the Council meeting in Oslo. We still need to confirm the agenda and venue, but we'll definitely be in contact very shortly about this. Also, Allen and Bruno have been working very hard on putting together APECS's publicity materials to be launched in Oslo. These will consist of a variety of APECS banners, flyers, brochures and posters. In addition, we are finalising an APECS IPY Report (~50 pages) that summarises all of APECS's activities over the past 3 years. This will also be printed and presented at the Oslo Open Science conference. Of course, a number of APECS posters will also be presented by many of our enthusiastic and hard working members. Allen/Bruno have nearly finished designing a template for these so that all of the APECS poster presentations have a consistent look at the conference.
In attendance: Jenny Baeseman, Daniela Liggett, Gerlis Fugmann, Alex Taylor, Francisco Fernandoy, Allen Pope (Council rep), Kate Sinclair.
Jenny provided the ExCom with a written update about all of the activities leading up to the IPY meeting in Oslo. The planning for Oslo is coming along well, and they are still finalising many details for APECS events at the meeting. We are also writing a series of APECS IPY reports that will be presented in Oslo. Jenny was also in Antalya, Turkey last week for a meeting on creating a European Young Academy. It was a chance to share some of the lessons we have learned from the success of APECS with these other people. A final report from the meeting will be available in a few weeks.
The ExCom are also in the process of finalizing a procedure for the APECS Internal Evaluations Committee. This will consist of APECS Ex Officio Council members, who will be responsible for resolving any grievances that arise within the organisation. Once we have finalised the draft procedure, this will be sent to the Council for comment.
There is much momentum surrounding the establishment of APECS working groups and quite a few great proposals have been submitted. We discussed the scope of the Field Site Initiative at some length and hope to initiate this project in coming weeks. Allen Pope has also been working hard on the web content for the Field Schools project and we are still gathering material for this, but it should be all online soon.
The ExCom also discussed the Council points system, and all Council members will be receiving more information about this shortly. We all agreed that building a qualitative component into the points system is a good idea (this was raised at the last Council call). This qualitative information can then be converted into bonus points. The ExCom agreed that every 3 months each Council member should send in a paragraph outlining their activities. This will be combined with points gained from other activities (such as posting news items, jobs etc) to come up with an overall record of everyone's great efforts. This is a way of identifying and, if need be, removing inactive Council members, but more importantly, will also serve as a way of mentoring and supporting people to branch into new activities. We also discussed the possibility of using this 'review system' to reward active APECS members by contributing financially to their participation in international APECS activities at conferences.
Other business discussed on the call included a new MoU which is being finalised with IAI and UArctic. We are also in discussion with SHARE and IASSA about establishing an MoU. In addition, Gerlis is attending the first IPY 2012 Steering Committee meeting in Oslo this weekend and will keep us posted on those discussions. Lastly, we are wrapping up the APECS design competition, and had some fantastic submissions. Winners will be announced very shortly!
In attendance: Alex Taylor, Daniela Liggett, Francisco Fernandoy, Jenny Baeseman, Kate Sinclair
Apologies received from Gerlis Fugmann
The ExCom officially welcomed Francisco back "in the office" after his field season in Antarctica. Francisco updated the ExCom about the field school that took place at Bellingshausen Station in January 2010. He reported that the summer school went well but also that there was some scope for improvement in the future, particularly with respect to better planning of the scientific programme. He expressed gratitude to the Polar Birds research group from the University of Jena who were working on King George Island at the time the field school took place and who integrated field school participants in their field work. A blog about the field school was kept by one of the participants and is available at http://lindsayontheice.wordpress.com/.
Jenny updated the ExCom about recent developments in Norway. APECS has finally been registered as a non-profit organisation in Norway. This also enabled a bank account to be established for APECS.
Preparations for the IPY OSC in Oslo are well under way, but the workload has been so overwhelming especially for the APECS Director that a fixed-term part-time position will be created through the IPY International Programme Office (thank you, Dave Carlson!) to provide administrative and organisational support.
APECS will be present at the SCAR OSC in Buenos Aires, where Francisco and Jose are planning to organise at least one APECS event.
Further updates were provided by Alex on the complaints procedure, by Kate on the IPY final report that is a work in progress, and by Allen on the field schools project. The Council members will be kept informed as these initiatives/projects take shape.
As always, suggestions and feedback from you, the Council members, are always welcome and appreciated.
In attendance: Jenny Baeseman, Erli Costa (for first 10 minutes); Daniela Liggett, Gerlis Fugmann, Allen Pope (Council rep), Kate Sinclair.
In this meeting, we welcomed Allen Pope to the call. Allen has been a very active Council member and has offered to help the ExCom in the busy lead up to the Oslo IPY conference, and has been appointed by the ExCom as an interim ExCom member for the time that Kate is taking maternity leave later this summer.
We began the call by talking with Erli Costa (a Brazilian APECS member) about her Council application. Erli has some great ideas about how she wants to contribute to APECS in Brazil and we unanimously voted to approve her application to the Council. We also received a Council application from Punyasloke Bhadury (India), and although Punyasloke could not make the call (due to fieldwork commitments), we were all very impressed with his application and are happy to vote him onto the APECS Council.
Gerlis gave us an update on the establishment of the Working Group programme. There are now three working group proposals posted on the APECS website with 2 more under development. This initiative will be widely advertised to all APECS members in the next couple of days, and we think that this will be a great opportunity for members to get more involved in APECS.
The ExCom are working on two major reports: An IPY report and an APECS info paper requested by SCAR for the Antarctic Treaty Consultative Meeting. The IPY report will be 50-100 pages and is part of APECS' obligations as an IPY project. This will outline all major APECS activities and initiatives over the past 3 years and will be very useful in future months in terms of developing a sustainability plan for APECS and writing an academic paper about the development of the organisation.
We are also in the process of developing an APECS Complaints Committee. This will be composed of neutral Ex Officio APECS Council members, who will implement a formal process whereby anyone within APECS can lodge a complaint. This will be reviewed by the Committee who will make recommendations about the best way to resolve the issue.
APECS is also in the process of nominating two representatives to organizing committee for IPY 2012 in Montreal. Gerlis has kindly offered to join the Steering Committee (it was suggested that our most senior member be assigned to this task similar to procedures in APECS with the two previous IPY conferences) and she will be supported by the Director in this role. Nominations are also open for an APECS member to join a) the Programme Committee (the application process is being managed by the RAC), and b) the Communications (and Outreach) Committee. We have advertised these opportunities to all Council members, but will also open this to all APECS members to increase the pool of nominees before a decision is made on the applications. The deadline for nominating the APECS representatives to these committees is March 12, 2010.
Finally, Jenny and Gerlis have been doing a lot of research into other options for technology to support the Council Calls. The Adobe system is continually improving, but we need a good back-up system for when we do have issues. The best option so far is the Powwownow business plan. There is a one time set up fee and this gives us access to a web conferencing system and a desktop sharing system, which would be very useful for Virtual Poster sessions. Powwownow would also enable us to record conversations and, for the virtual poster session, this means that we can post discussions online at a later date. The ExCom approved the recommendation to go ahead with Powwownow, and Jenny will finalize the contract with them so that we can begin using this for future calls.
Attended by: Alex, Daniela, Gerlis, Jenny and Kate
The meeting started with an update from Kate on the Mentor database. All is going reasonably well and more than 15 mentors have already signed up on the website. To promote the database, the importance of involving the Council members in recruiting mentors had been stressed, and it was agreed that this effort should be increased. Special attention has to be paid to making sure that those mentors, who do not want to have their information displayed on the website, will be recorded on a confidential spreadsheet that can be accessed by the ExCom only.
Gerlis gave an update on the working group proposal. The final draft of the proposal is currently up for voting with the Council. So far, all votes were in favour of the proposal. There will be no annual themes created for the working groups right now to encourage different types of working groups to form. There are a number of working groups already in the planning (field sites, virtual poster session, acronym database and a few others).
Kate is currently working putting together an APECS IPY Summary Report on activities over the past three years. A first draft version of the structure was sent to the ExCom for comments. All ExCom members will contribute to the report. In addition, an Information Paper for the upcoming Antarctic Treaty Consultative meeting (to be presented by SCAR) will be drafted by Daniela to increase the awareness about APECS among Antarctic policy-makers.
We also discussed the current workload of the ExCom. Alex will compile a list of the tasks the current ExCom members have to keep a record of it and to make it more transparent of who is responsible for what. For this purpose the Priorities document of the current ExCom will be updated.
The Canadian IPY organizing team for the IPY-OSC 2012 wants APECS to nominate a qualified member to their Steering Committee. Nominations have to be made by early March. All ExCom members will come up with a short list of potential candidates, who we feel can appropriately represent APECS and balance out the Committee.
The ExCom also discussed new Council applicants. To get a better idea of new applicants and to learn more about their ideas and commitments, the ExCom decided to invite new applicants in the future for an 'interview' during ExCom calls. We will urge new members to introduce themselves at their first Council call.
We discussed the necessity of creating a neutral Complaints Committee within APECS. We hope that this will provide a formal process whereby a complaint can be made about anyone involved in APECS activities. This will then be investigated in a formal manner and resolved as the Committee sees fit.