1. COST ES0803 Developing Space Weather products and services in Europe Second Management Committee Meeting Frascati, 1 and 3 April 2009

2. Status of Action MoU : 229/08 CSO Approval date : 18/06/2008 Entry into force : 07/08/2008 End of Action : 15/11/2012 Signatories: 20 countries Intention to accept the MoU: 1 country

3. Status of Action DateStatus Austria18/12/2008Confirmed Belgium07/08/2008Confirmed Bulgaria21/08/2008Confirmed Cyprus22/10/2008Confirmed Czech Republic05/09/2008Confirmed Finland13/10/2008Confirmed France01/10/2008Confirmed Germany07/08/2008Confirmed Greece22/09/2008Confirmed Ireland07/08/2008Confirmed Italy21/10/2008Confirmed Norway23/10/2008Confirmed Poland14/11/2008Confirmed Romania03/02/2009Confirmed Serbia10/12/2008Confirmed Slovenia05/02/2009Confirmed Spain07/08/2008Confirmed Sweden30/01/2009Confirmed Switzerland21/08/2008Confirmed United Kingdom07/08/2008Confirmed Total20 Intentions to accept the MoU Country Status IsraelIntention Total1

4. Activity of the Action (November 2008 – March 2009) 1.Kick off meeting, Brussels, 16-17 November 2008 2.Steering Group meeting, Brussels, 29 January 2009 3.Submission of the Space Weather School proposal to ICTP, Trieste (15 February 2009) 4.Development of the web site of the Action 5.Collection of more than 60 Expressions of Commitment 6.Organization of the first Action’s workshop (48 abstracts submitted) 7.Preliminary formation of the WG teams 8.Paper published in Space Weather (AGU) 9.Participation the final meeting of the COST Action 296

5. Activity of the Action (November 2008 – March 2009) Kick off meeting, Brussels, 16-17 November 2008 Main decisions taken: Chair: Anna Belehaki Vice Chair: Mauro Messerotti Grant Holder: Ronald Van der Linden Rapporteurs: Jurgen Watermann, Pavel Hejda WG1 : Jürgen Watermann (Leader), Consuelo Cid (co-Leader) WG2 : Ronald Van Der Linden (Leader), Henrik Lundstedt (co-Leader) WG3 : Vida Zigman (Leader), Mauro Messerotti (co-Leader) Steering Group: Chair, co-Chair, WG Leaders, Grant Holder Editorial Group: Chair, co-Chair, WG3 Leader, plus two MC members: Susan McKenna and Jan Lastovicka (TBA) Webmaster: Computer expert from the technical staff of NOA under the supervision of the Action’s Chair (Themos Herekakis)

6. Activity of the Action (November 2008 – March 2009) Steering Group meeting, Brussels, 29 January 2009 Main items discussed: 1.COST ES0803 web site 2.The formation of subgroups 3.The list of working group members according to the letters of commitment 4.Scientific programme of the first Workshop of the Action (1-3 April 2009) 5.Procedure for experts invitation 6.The European Space Weather Portal Constitution 7.The European Space Weather Journal 8.The ICTP school 9.The Action’s Budget

7. Activity of the Action (November 2008 – March 2009) Formation of Groups structure WG 1. Advanced methods to model and predict space weather effects Jürgen Watermann, Consuelo Cid SG 1.1: Progress in scientific understanding of space weather - Natalia Ganushkina SG 1.2: Performance of available research and operational models - Peter Wintoft SG 1.3: Improvement of operational models - Tsvetan Dachev SG 1.4: Codes for new space weather products and services - Daniel Heynderickx WG 2. Space weather products and services Ronald Van Der Linden, Henrik Lundstedt SG 2.1: Identification of current space weather resources – Iwona Stanislawska SG 2.2: Market segmentation including cartography and users requirements - TBC SG 2.3: Feasibility study for new market-oriented products and services - Mike Hapgood WG 3. Exploitation, Dissemination, Education, Outreach Vida Zigman, Mauro Messerotti SG 3.1: Upgrade of the European Space Weather Portal – Decision Pending SG 3.2: Dissemination of advanced scientific and technical results – Jan Lastovicka SG 3.3: Seminars and training courses – Mauro Messerotti SG 3.4: General public outreach to the non-specialist - TBC

8. Formation of working teams Activity of the Action (November 2008 – March 2009)

9. Formation of working teams Activity of the Action (November 2008 – March 2009)

10. Paper published in Space Weather (AGU): Belehaki, A., J. Watermann, J. Lilensten, A. Glover, M. Hapgood, M. Messerotti, R. van der Linden, and H. Lundstedt (2009), Renewed Support Dawns in Europe: An Action to Develop Space Weather Products and Services, Space Weather, 7, S03001, doi:10.1029/2008SW000451. Invitation to participate to the final meeting of the COST Action 296: Mauro Messerotti presented an overview of the COST ES0803 Action Presentation of the COST ES0803 Action at SOTERIA workshop on March 23-24, 2009 in Finland by Jurgen Watermann Presentation of the COST ES0803 Action at the Assembly of the European Union of Scientific Journalists Associations (EUSJA) on March 14, 2009 in Trieste by Mauro Messerotti.

11. Budget status Kick off meeting24,739 Steering Group meeting2,735 2 nd MC meeting and workshop42,000 (estimated) Frascati Workshop subsidy3,000 Total72,474

12. E-mail from COST office (22/3/2009) Dear Action Chair, … You will be informed quite soon officially by our Director about the start date of the migration to COST Grant System. From this date, we will interact with you and the Grant Holder quite closely to prepare the Grant Agreement. The Vademecum on the web has been updated in its Chapter 6 (CGS) and can be consulted and downloaded under: http://www.cost.esf.org/participate/guidelines. Will migrate: 637 and all Actions ending beyond December 2010.http://www.cost.esf.org/participate/guidelines … Finally, the CSO approved in its meeting of 17-18 March in Berlin new templates for the Annual Progress Reports and for the Final Administrative Reports. I was just informed that all the Actions (new, on-going, and ending) will have to use it. We will get additional internal instructions in the course of this week. Our trainee colleague, Ms Isabel Pino de Juana, will contact you in 2-3 weeks about the APR/FAR. The Rapporteurs will also have to follow a new template to assess the progress of the Actions. You will receive the template of the Evaluation Report from Isabel together with APR/FAR ones. … I thank you very much for your attention to this email and your patience and understanding in this multi-level transition period, Best regards, Carine

13. COST allocation process ES0803 Carine Petit (Scientific Officer) cpetit@cost.esf.orgcpetit@cost.esf.org Stéphanie Beauloye (Administrative Officer) sbeauloye@cost.esf.orgsbeauloye@cost.esf.org Note to the MC: Please contact your Action’s Chair for any inquires you may have. Please do not contact the COST SO and AO.

14. Reimbursement Documents Please send your scanned documents by Monday 6 April to: Anne Vandersyppe anne.vandersyppe@oma.be

15. COST ES0803 MC 2 nd Part Friday 3 April 2009 (15:00 – 18:30) Agenda ▪ The new proposal for the follow-on ionospheric COST Action ▪ Adoption of the minutes of the kick-off meeting ▪ Progress report of working groups WG1 Report WG2 Report WG3 Report ▪ Discussion and adoption of the reports ▪ Action planning Activity plans of WGs Annual Progress Conference (preparation and/or feedback from DC) Action Budget Planning Action Planning (including meetings) Location and date of next meeting Long-term planning (including anticipated locations and dates of future meetings) ▪ ESA SSA and links to COST ES0803 ▪ STSM status, applications ▪ Applications received from non-COST Institutes to join the Action ▪ Request for new members ▪ Promotion of gender balance and of Early Stage Researchers (ESR) ▪ Web news ▪ AOB ▪ Closing

16. Applications received from non-COST institutes to join the COST Action ES0803 CountryInstitutionExpert Proposed involvement in COST ES0803 Russia Institute of Terrestrial Magnetism, Ionosphere and Radio Wave Propagation (IZMIRAN) Andrei Mikhaylov Participation in SG1.2 and SG1.3 Armenia Alikhanyan Physics Institute Ashot Chilingarian Participation in WG1, WG2, WG3 Russia Space Research Institute (IKIRAS) Tamara Breus Participation in WG1 and WG3 Russia INSTITUTE OF SOLAR- TERRESTRIAL PHYSICS (ISTP) RUSSIAN ACADEMY OF SCIENCES SIBERIAN DIVISION Alexandr Potapov Participation in WG1

17. Early Stage Researchers (ESR) Early Stage Researcher: less than PhD + 10 years including researchers still working on their PhD or Master Degree Open Call participation and WG leading Increased duration of STSMs beyond 3 months 3 ESSEM Conference Grants per year of 3000 € for attending International Conference (abstract for an oral presentation must be accepted) More Training Schools At least once a year, an Action workshop should foster the participation of ESR Next collecting date for ESR Conference Grant: to be decided in June at the next DC Committee and will be communicated to the Action’s Chair

18. The Annual Progress report should be submitted to the COST Office by 15 May 2009. The Annual Report template hasn’t been circulated yet by COST The Annual ESSEM Progress Conference will be organised this year by the Vice-Chair of ESSEM Domain, Dr Ipek Erzi, and will be held in Istanbul on 24-25 June 2009. To all WG Leaders: please send to the Chair your progress report until 27 April 2009. Annual Report

19. Budget Planning April 2009 – May 2009 Meeting TypeDatePlaceAvg per personPlanned to be reimbCostTotal ESWW6 PC meetingMay 2009Observatoire de Paris 600106.000 STSM BeneficiaryDateFrom CostTotal Two STSM 1500 EUR / STSM 3.000 General Support Grants TitleDate CostTotal Web master 2.000 Total costs11.000

20. Budget Planning June 2009 – May 2010 Indicative Budget : 120,000 EUR Meeting TypeDatePlaceAvg per personPlanned to be reimbCostTotal ESWW6 PC meetingSeptember 2009TBD600106.000 Second MC and ESWW616-20/11/2009Brussels, BE6506039.000 SG meetingJanuary 2010TBD50052.500 Third MCM/WorkshopMarch/April 2010TBD7006042.000 ESWW7 PC meetingMay 2010TBD600106.000 95.500 STSM BeneficiaryDateFrom CostTotal Four STSM TBC 1500 EUR / STSM 6.000 Meeting Support TitleDatePlace CostTotal ESWW616-20/11/2009Brussels, BE 10.000 Third MC/WorkshopMarch/April 2010TBD3.000 13.000 General Support Grants TitleDate CostTotal Web master 2.000 Schools TitleDatePlace CostTotal ICTP schoolMarch or October 2010 ICTP, Trieste, IT 20.000 Overhead 15% of direct costs17.500 Total costs136,500 Total costs incl. OVRH154.500

21. STSMs: Proposals expected !!! April – May 2009 June 2009 – May 2010 All requests for STSMs must be submitted 4 weeks in advance. The Steering Group can approve STSMs requests in they will arrive after this MC meeting.

22. Proceedings of this workshop Presentations will be first uploaded to the workshop web site. In May the presentations will be transferred to the main website of the Action. The WG leaders in collaboration with the Editorial Board will prepare a workshop summary.

23. Journal Committee Iwona Stanislawska Jean Lilensten Vida Zigman Susan McKenna Jurgen Watermann Mauro Messerotti Issues to be investigated by the end of April: 1. Type of Journal (Open access is a request) 2. Costs for the setup of the Journal 3. Copyright issues (Title of the journal, articles, etc.) 4. Editorial Board 5. Commitments and rights of COST/COST ES0803 and of the publisher