Documents

SCAR XXXIII WP26: A Possible SCAR Review

Executive Summary

Title: A possible SCAR Review

Authors: J. López-Martínez and EXCOM

Introduction/ Background: The current SCAR structure and Rules of Procedure are those approved following the major SCAR review in 2004. The restructuring has been a major success. However, it in light of the last years’ experience and considering the SCAR current context and perspectives, it is timely to evaluate if possible improvements can or should be made.

Important Issues or Factors: Over the years the practice has been to adapt some aspects of the procedures to be more efficient both from a time and cost viewpoint (e.g. to hold SCAR Delegates Meetings immediately after the Business meetings and OSC). It should be analyzed if the evolution and perspectives of SCAR and its subsidiary bodies, SRPs and other initiatives recommend changes in the structure and rules of procedure. The view of the aforementioned groups is particularly relevant for this discussion. To conduct this exercise in parallel to the preparation of the new SCAR Strategic Plan 2017-2022 would facilitate synergies and coordination.

Recommendations/Actions and Justification: Delegates are asked to discuss/approve as appropriate if an ad hoc group to examine the SCAR structure and Rules of Procedure should be established and to decide its terms of reference.

Expected Benefits/Outcomes: This review would contribute to ensuring that SCAR is an efficient organization that is in a position to adapt to new circumstances. The ad hoc group jointly with the EXCOM would present to the SCAR Delegates a proposal of possible changes in the structure and Rules of Procedure to be discussed/approved in the XXXIV SCAR Meeting (Malaysia, August 2016).

Partners: Proposed composition of the ad hoc group: SCAR president, two vice-presidents, Executive Director, Chairs of the three SSGs, Chairs of two of the Standing Committees, Chairs of two of the SRPs.

Budget Implications: To reduce travels and cost, most of the job of the ad hoc group would be done by e-mail and teleconference. The discussion of this issue with the EXCOM will be during the spring 2015 EXCOM Meeting, in which all the members of the ad hoc group will participate. Before the EXCOM meeting there will be a teleconference meeting of the ad hoc group in which those members available (and having easier/cheaper journeys) will meet in Cambridge (this would have a cost to be considered).

SCAR XXXIII WP27: The Next SCAR Strategic Plan 2017-2022

Executive Summary

Title: The next SCAR Strategic Plan 2017-2022

Authors: J. López-Martínez, M. Sparrow and EXCOM

Introduction/ Background:  The current SCAR Strategic Plan 2011-2016 ends in late 2016. The preparation of a new Strategic Plan for the period 2017-2022 should start in the coming months, to allow preparation and adequate discussion that culminates finally in a document to be presented to the SCAR Delegates in August 2016 at the XXXIV SCAR Meeting in Malaysia, and finally with the new Strategic Plan in place by the end of 2016.

Important Issues or Factors:  This paper outlines a procedure for the preparation of the new Strategic Plan 2017-2022. It is not about its content, which will be prepared, discussed and adopted after a broad consultation and discussion process. To reduce costs, it is proposed that apart from several broad consultations during the process, an in-depth discussion about the new Strategic Plan should be held with the 2015 EXCOM Meeting, with participation of the Strategic Plan Team (SPT), which would be composed of all the EXCOM Members, SSGs and SCs Chief Officers, SRPs Chairs and the SCAR Secretariat.

Recommendations/Actions and Justification:  Delegates are asked to review the initial ideas for the preparation of the new Strategic Plan and discuss/approve as appropriate.

Expected Benefits/Outcomes:  The Strategic Plan will be a forward-looking vision of what SCAR should do to achieve its mission. It will provide an internal and external overview of SCAR and will be a framework and guide to conduct SCAR activities in the 2017-2012 period.

Partners: Various

Budget Implications: If the proposed preliminary timetable and procedure is adopted, an additional day during the 2015 EXCOM Meeting (tentatively in late spring 2015 in Tromso, Norway) would be needed to discuss this issue, including some additional participants. A second meeting in early 2016 should also be considered, depending on the outcomes of the 2015 discussions. To reduce travels and costs, this meeting would be in Cambridge with physical participation of those SPT members available (and having easier/cheaper journeys), and teleconference connection with the others.

SCAR XXXIII WP28: Finance Update

Executive Summary

Title: Finance Strategy – Update

Authors: M Sparrow, R Badhe, B Storey, J Lopez-Martinez

Introduction/ Background:  This paper briefly summarises progress with aspects of the SCAR finances of most concern to SCAR Delegates.

Important Issues or Factors: The percentage of funds spent on Science has increased significantly since 2010 (from an average of 33% to 40%), Science Advice has remained level as has spending on Capacity Building. Salaries and associated costs have come down (34% to 30%). External fund raising is continuing to be successful and a Development Council has been formed. The Secretariat continue to explore ways in which to reduce costs.

Recommendations/Actions and Justification: SCAR Delegates to note progress and comment/ make suggestions as appropriate.

SCAR XXXIII WP29a: Full Financial Statement for 2012

SCAR XXXIII WP29b: Summary Financial Statement for 2012

SCAR XXXIII WP30a: Full Financial Statement for 2013

SCAR XXXIII WP30b: Summary Financial Statement for 2013

SCAR XXXIII WP31: Revised Budget for 2014 – approved

SCAR XXXIII WP32: Revised Budget for 2015 – approved

SCAR XXXIII WP33: Draft Budget for 2016 – approved

SCAR XXXIII WP34: Allocation of funds from Prix Biodiversité

Title: Allocation of funds from the Prince Albert II of Monaco Foundation (Prix Biodiversité)

Authors: Mike Sparrow, Jerónimo López-Martinéz, Bryan Storey, Karin Lochte, Renuka Badhe

Introduction/ Background: In September 2014, SCAR was awarded the Prince Albert II of Monaco Foundation’s 2013 Prix Biodiversité. The Prize was awarded in recognition of SCAR’s contribution to science and its work to improve our understanding of the environment. The Prize came with a monetary award of 40,000 Euros.

In January SCAR National Delegates and Chief Officers were asked by email for ideas as to how the funds should be spent. These have been summarized in this paper.

Recommendations/Actions and Justification:  The SCAR Delegates are requested to review, to suggest new ideas or, if they agree, to approve using the funds from the Prix Biodiversite  (40,000 Euros or ~US$55,000) to award a Prince Albert II Fellowship (in addition to the normal SCAR/COMNAP Fellowships) every year, while exploring mechanisms for continuing this scheme into the future. .

SCAR XXXIII: External Performance Review of AAA (Astronomy & Astrophysics from Antarctica) 1

SCAR XXXIII: External Performance Review of AAA (Astronomy & Astrophysics from Antarctica) 2