OOAE Extended Executive Committee Meeting
February 9 -10, 2007
Crowne Plaza West Hotel
Houston, Texas
Saturday, February 9, 2008, EEC Committee meeting
8:00 AM – 8:25 AM Breakfast
Hotel Meeting Room
Chair: Christina
Minutes of Meeting taken by Walter
Attendees: Manny, Lisa, Cristina, Subrata, Walter, Ron, Bernt, Owen, Segen, Jon, Denby,
Mehernosh, Cengiz, Mamdouh, Carlos, Mike, Oscar, Charlie, Solomon (via phone),
Stelios, Jim
8:25 AM – 11:30 AM EEC Meeting (general and conferences)
Hotel Meeting Room
Agenda Items:
I. Review Agenda (Christina) 8:25 – 8:30
• Change of Agenda, Lisa will present the results of OMAE2007 earlier as
she has to leave.
II. Newsletter (Dan/Cengiz) 8:30 – 8:35
• No information on our Newsletter
• Dan is the chair, Cengiz will update everybody via email. ACTION
III. Website (Cengiz) 8:35 – 9:07
• Statistics of OOAE website: around 150 000 Hits/per month, approx.
15000 different IP numbers/per month.
• The student website is in a very bad shape
• Manny proposed to have a link to the IPTI website
• Jon is responsible for the student web pages, but he will need some help
• ACTION: Jon to update of the student website,
• ACTION: re-start the student best paper competition, etc. (Jon,
Stelios, Charlie, Mehernosh, Mike)
• ACTION: EC to decide on the amount of Best paper Award,
• Cengiz will develop the webpage, he just need the information
IV. Conference Report OMAE 2007 (Lisa) 9:08 – 9:55
• Draft Report of OMAE 2007 Conference has been distributed by Lisa
• Total Surplus: 171,899 US$
• The Outreach program was a big success
• New Contact at IPTI for OOAE will be Amrah
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• Thank you very much to Lisa and John for their excellent job organizing
OMAE2007
• IPTI to keep track of all the valuable information of the past conferences
•
• Lisa distributes the updated Travel Expense Policies: hotel costs should
not be above 100 US$; extensive discussion
V. Report of EC meeting including Division budget, continued
membership IPTI etc. (Christina) 9:55 – 10:20
• Christina are discussing the budget of OOAE
• 35% of our primary member fees are reducing our GNA with ASME
• 15% of the surplus of the Journal are going to OOAE
• Discussion about the cost structure of the conference
• Subcommittee how to reduce the Conference Fees
• EC decision of EC Meeting on Friday:
- Denby to be our Rep at the IPTI for another 2 years
- The next Reps shall be part of EC
- $30k support the outreach program: no decision was made, as there are
more discussions needed.
- The position of the OOAE Reps in the ICC needs to be further discussed
- EC decided to go in 2012 to Rio de Janeiro
• Discussion who shall final decide on the Conference venue. According the
bylaws the EC is making the final decision
VI. BREAK
VII. 2008 Conference Report (Carlos) 10:35 – 12:10
• Scope of the Conference
• The Petroleum Symposium was canceled and the 12 abstracts
were shifted to other Symposia
• 895 valid abstracts
• 361 papers are submitted by today
• 505 papers are still to be submitted
• Layout of the conference center
• 14 rooms x 56 = 784 papers
• Accompanying Persons Program
• Co-sponsoring Society Dinner on Tuesday
• Banquet will be in the Casino
a. Accommodations
• Hotels from 2* to 5*, 46 to 240 Euros, Hotels should be booked, ASAP
• Taxi to Estoril (45 Minutes) approx. 35 Euros
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b. Sponsors and Exhibits
• 3 to 4 sponsors at present (+ ABS)
• 1 exhibitor up to now
• Too few Sponsors and Exhibitors: help is appreciated
c. Marketing
• Keynote speakers still to be defined
• Short courses on Sunday
• Any special request for the local organization
d. Outreach for Engineers program (Jim)
• Request OOAE to cover $30k for the outreach program in lack of
sponsors
• At present only two companies are prepared to sponsor the
program: Transocean $20k and ABS $15k
• Extensive Discussion on the purpose of the outreach program, shall
it bring students to the Conference or shall it help to recruit
employees for companies?
• EC vote: 7 of 7 vote yes!
12:10 AM – 13:00 PM Lunch
Hotel Meeting Room
VIII. Continued Membership IPTI (Denby) 13:00 – 13:22
• Denby to be our Rep at the IPTI for another 2 years
• Denby s showing OOAE “Overhead” Position Statement to IPTI from June
2007 EC: $70k Overhead costs to IPTI
• Short presentation what Denby showed yesterday to the EC
- OOAE has about $30k of expenses ($3k time& $27k travel) in the annual
EC + EEC strategy meetings
- Denby estimated $10k in addition as OOAE share of “legitimate” IPTI
overhead costs (e.g. 10% of general internal assistance etc.)
- Special initiatives, like the “Outreach” is using substantial time $4k ?
• OOAE is spending at least $40k in non-revenue generating activities ($30k
in the Annual Houston EC/EEC Meeting) $13k is working time of IPTI
• Extensive discussion within the EEC group
IX. 2005 Conference Report (Michael) 13:22 – 13:23
• closed
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X. 2006 Conference Report (Walter) 13:23 – 13:30
• OMAE2008 made a total surplus of approx. $170k after the VAT was
reimbursed
• closed
XI. 2009 Conference Report (Cengiz) 13:30 – 13:55
• May 31 to June 5, 2009
• Hotel contract has been signed
• Efficient rooms
• 1650 room nights are booked, $195 to $215
• Break even 336 paying attendees
• US$ 925 Early Bird and US$ 1250 after Early Bird
• TPC: Subrata Chakrabarti
• www.omae2009.com
• 5 special symposia planned including
• special named symposium, help is appreciated
• Discussion what “Petroleum Technology Symposium” means and who is
supposed to submit papers to this Symposium
• Sponsor ship not established yet, strong interest by the local government, help is
appreciated
• Advertisement for the 2008 OMAE on-site program
• Next step: produce timeline and critical dates
• Honolulu is awaiting us
XII. 2010 Conference Report (Christina) 13:55 – 14:50
• Shanghai, China: June 13 – 18, 2010
• Shanghai has 20+ million people
• Host of 2010 World Expo, May 1 to October 31, 2010
• Sea to Sky made a few weeks ago a trip to Shanghai in order to invest hotel
possibilities
• Hotel Everbright: Room rates $80 to $230 (executives suite), to be confirmed
• 50 km from airport, magnetic train, easy to reach via public transportation
• Waiting also on other proposal from Shanghai International Convention Centre
• Next steps:
- sign MOU and Sea to Sky contract
- Draft OMAE 2010 budget & timeline
- Confirm Everbright as the OOAE’s choice of venue
- Negotiation contract with Everbrigth
- Finalize Banquet and Tour Options
• Discussion: should there be a special local rate?
Break
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XIII. 2011 Conference Report (Denby) 15:08 – 15:09
• Chair: Bas Buchner
• Venue will be Rotterdam
• Dates have been picked
XIV. 2012 Conference Report (Denby) 15:09 – 15:20
Voted for Rio de Janeiro
2013: France: Pierre Ferrant, Nantes ACTION
2014: Subrata to approach Japanese guys in order to find a Champaign; a other
possibility would Chicago or Australia ACTION
2015: Greece has made formal notice of intent: Mike & Spyros; but this is still a bit
too early to make a decision!
XV. 2008 FPSO Forum (Denby) 15:20 – 15:35
• Denby gives an overview of the FPSO Forum
• Technical Program overview
• More information http://www.asme-ipti.org/upload/fpsoprogram_26574.pdf
MOSS: MOU has been signed
DOSS Conference in China, January: no information yet.
XVI. Discussion of Organization & Any Bylaw Changes? (Christina)
15:35 - 15:35
No action required
XVII. Strategic Conference Issues 15:35 – 16:45
a. Need name change of OMAE?
• Ron requires a name change of the wording behind OMAE
• Decision made to stay with OMAE, but change the wording behind:
International Conference on Ocean, Offshore and Arctic Engineering
• EEC Survey: 11 of 14 yes to change the wording behind; 1 of 14
no; 2 of 14 abstention
• EC Vote: 7 of 7 yes
•
• Similar applies for Journal of Offshore Mechanics and Arctic
Engineering
• Solomon proposes two different name changes:
- Ocean, Offshore and Arctic Engineering
- OFFSORE AND ARCTIC ENGINEERING: Including Ocean
engineering
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• Extensive discussion what to do!
• General Conclusion: we stay with the existing name for the
Journal!
b. Discussion on the Conference Fee
• Invest some of the money to help people to come to the conference
• Use some of the money to support people to come to the conference
• The division shall be responsible for supporting the people
• This ideas shall be especially considered for China 2010
• The money should be spend in order to strengthen the conference
•
• This subject should be discussed further on tomorrow morning and a
decision shall be made tomorrow!
Sunday, February 10, 2008
8:00 AM – 8:25 AM Breakfast
Hotel Restaurant – Hot Breakfast Buffet
8:30 AM – 12:00 AM EEC Meeting (continued)
Hotel Meeting Room
Discussion on the Conference Fee (continued)
• Guidelines are needed
• Who shall be responsible for distributing the money: the Conference
Chair or the Division
• Define general guidelines for subsidizing people
• The support should not be limited to attendees who present a paper!
• Extensive discussion: how it could be done!
• The amount should be not a fixed number
• Approx. $10k shall be spend by the Division Chair, recommended by
the Conference Chair; vote: 6 of 7 yes; 1 of 7 abstention
• Shall it be announced on the division web? vote: 3 of 7 yes, 1 of 7
abstention, 3 of 6 no
• .
• Lisa to explain the high number of complementary registrations (70)
ACTION on Christina
a. Structure of the conference? / Retention of small symposia? / Separate
Specialty Symposia, relevant topics (e.g. Arctic, LNG, HPHT Pipelines?)
• A limitation of papers should be considered in future
• Subrata is contacting the guys from Japan ACTION Subrata
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b. Further increase of ratio of attendees to authors
• Discussion: no decision made
• Suggestion: only one presentation per attendee
c. Upgrade co-sponsoring society participation
• Only 50% of the societies are responding
• The information on the OOAE website is quite up to date
• There is some potential in improving this
• The outreach program shall be send to the co-sponsoring societies
• Try to activate the cooperation
d. Role & Makeup of International Conference Committee
• Nomination of the two OOAE Reps. within the ICC
• Links shall be put on the website: where to send a proposal for hosting the
conference, etc.
• Recommendation for candidates: There should be a rotation on the ICC,
but in order to have continuity one person should stay for a longer time,
the other one could be the past Davison Chair!
e. Introduction of a regular “Structured conference report”?
• The actual report could be improved
f. Outreach for Engineers program
• Has been discussed earlier
XVIII. Committee Reports (if appropriate – some inactive)
a. Technical Committees/Tech Program Committee part of conference
reports
b. International Conference Committee (Denby)
c. Transactions JOMAE Editorial Board (Solomon)
d. Member Services Committee (Jon)
• Jon requested some basic information from our members, country
distribution, etc.
• 4010 members
• 1021 primary members (801 active, 199 students, 21 retired)
e. Codes and Standards Committee (John)
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f. Honors and Awards Committee (Segen)
• Request for best paper award for OMAE 2007 was made
• A deadline shall be established until mid March
• In future the deadline shall be much earlier prior deadline for the abstracts
in order to bring these authors also to the next conference ACTION
Segen
g. Student Scholarship and Committee (Jon)
• 1000 US$ for Student Scholarship EC vote: 7 of 7: yes
• Best paper awards: 500, 300, 200 US$ EC vote: 7 of 7: yes
h. Newsletter and Publicity Committee (Dan)
• Cengiz requesting information for the Newsletter via email
i. Technical Group Operating Board [now IPTI liaison] (Denby)
• Has been discussed earlier
j. Representation to ASME National Committees [now IPTI, see above)]
k. International/Regional/Local Chapters Committee (Denby)
• EC Chair shall ask the local chapter about their status ACTION: Christina
• Link to the local chapter shall be removed ACTION: Cengiz
• Student Committee to make a proposal Jon cosponsoring
l. Long-Range Strategic Planning Committee (Mike/Arvid/Ron)
• The committee delivered a report to EC
• The committee is o longer active, the job is back with EC
• The Advisory Committee shall be play an active role
• Reference is made to the strategy planning meeting tomorrow
• It has to be done according the bylaws
I. Houston Technical Chapter Status (Denby /Charlie)
• Has been discussed already
II. Wehausen Scholarship Fund, Virginia Tech scholarship fund (OOAE
position on scholarship and donations)
• We paid 1/3 of 800 US$ for Virgina Tech
• Discussion if we shall support the Wehausen Scholarship
• We consider to have our own donations, like a special named award, etc.
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III. EC Nominations 2008 – 2009
• Bernt and Christina are leaving
• The Nomination Committee shall make suggestions
• Two new members are needed, one voting, one non-voting
• The Chair appoints the Nomination Committee: Cengiz, Mandouh, Carlos
• The Nomination Committee will ask for nominations ACTION
IV. Election of OOAE representative to the Board of governors of IPTI
• Denby has been elected for two more years
V. Other Agenda Items
• The AC being charged to establish some evaluation criteria to judge symposia
ACTION: AC Chair: Cengiz
• Change the word “Past OOAE Chairs to Previous OOAE Chairs
VI. Other Action Items
• Cengiz: Conference Propals via website
• Jon: co-sponsoring societies
• EC: to reinstate a person to be the liaison person after Denby
• Ron: Summarize all our spending (we agreed on during the last 3 days)
• Ron: check custodian account: - end May 2005: US$215k
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