MINUTES OF THE CRUISE PLANNING MEETING
HELD ON 26 JANUARY 2005
Present: Chris Hindley (Ship Ops Manager)
Doug Willis (ITS)
Caroline Lewis (Logistics Coordinator)
James Miller (Personnel)
Pat Cooper (ETS)
Neil Campbell (BGS)
Alistair Skinner (BGS)
Anne Le Friant
Steve Sparks (PI – Bristol)
Darren Young (UKORS)
Helen Andre Cripps (Recorder)
Apologies: Ian Collinge (Procurement)
The Chairman welcomed everyone to the meeting.
2. Scientific Programme
Steve Sparks gave a scientific presentation of the objectives of
Cruise JR123. The scientific summary is attached to the
The current itinerary was as follows:
The JCR would leave Stanley on 17.4.05, arrive St Johns
8.5.05, mobilise on 9.5.05 and sail when ready.
Mobilisation should take as little time as possible as it was
included in the total cruise time.
The return to St Johns would be on 18.5.05 and the science
team would disembark. Equipment to be readied/packed for
easy discharge upon arrival in the UK. Demobilisation of
equipment would be on return to the UK.
Diplomatic Clearances were sent to the FCO at the beginning of
December. They have been forwarded to Montserrat. The
applications were supported by Government House and the
Montserrat Volcano Observatory which would hopefully speed
up the application process.
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4. Travel Arrangements
All personnel would make their own travel arrangements to
Antigua. CL gave the following useful pointers:
If possible book flexible tickets as the Ship’s timings could
Consider how to get to UK departure airports. Travel agents
could be useful in making the whole process easier.
Book tickets early as Antigua was a holiday destination and
it could therefore sometimes be difficult to obtain late
Timings for the cruise were tight as the JCR was expected
immediately afterwards in Oslo.
Ensure passports were well in date.
Foreign National (non-EU passport holders) should check
whether visas were needed.
Make any special dietary requirements known to the airline.
If a hotel was required it was useful to make a block
Baggage allowance was 20kg.
Flights leave London usually in the morning to arrive in
Antigua in the mid-afternoon.
BAS require a complete list of participants’ names and any
dietary requirements. There were currently 13 participants, but
the Seismic Research Unit may send an observer (14) and
there was a top limit of 15.
This included 6 personnel from BGS.
All information to be forwarded to CH.
BASMU would still require details of Medical forms (although the
medical process would not be as stringent as when travelling to
The science team should send electronic copies of their forms
A sea survival certificate would be needed for everyone working
on deck. Copies to be passed to Personnel before the Cruise
and originals must be taken on board the Ship.
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NERC employees are entitled to join the system for signing for
expenditure (drinks etc) when on board, where the amount
owed was taken directly from the wages. For non-NERC
employees a form must be signed and a guarantor given
together with a £50 deposit or credit card details.
No specific immunisation requirements.
The new International Maritime Code which was introduced
requires everyone on board to carry an identity card. Digital
photographs to be sent through to CH for the production of the
cards. BAS would issue the cards in Antigua upon embarkation
of the JCR.
6. BAS Equipment and Support
Pat Cooper to add the CTD to the equipment list.
If any science equipment needed networking or logging let IT
(DW) know in advance.
Laptops too should be connected via IT as they must be ‘health
BAS would record data but in accordance with the One Stop
Shop it was advisable to bring own expertise on ADCP.
7. Non-BAS Equipment and Support
BGS would provide the:
Vibra corer system
BGS would also be taking 1 x 40’ container, 2 x 20’ flat racks
and possible 2 x 20’ containers.
Participants must arrange for their own equipment to travel to
Antigua. If the agent were informed directly they would arrange
For the purposes of the UK demobilisation, BGS to plan (before
leaving Antigua) what equipment needs to go where and when.
This information should to be passed through to CH who would
then pass it onto Ian Collinge and/or Kath Nicholson.
CH would confirm the timings of the JCR trip to Oslo and as to
whether demobilisation would take place before or after the trip.
It was noted that there would be a 2km exclusion zone around
Montserrat volcano should there be any unexpected volcanic
activity. A communications link would be set up between the
Montserrat Volcanic Observatory (MVO) and the JCR.
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None. But ensure that all equipment and containers were
present on the customs list. Procedures were a lot stricter now
that the International Security code was in place. Make sure all
declarations were presented in good time.
If hazardous materials were to be used they must be declared to
BAS in advance.
9. Health and Safety
Risk/COSHH assessments to be sent electronically to Chris
Hindley by 1.3.05.
SS to obtain from CP generic RAs for Living at Sea, Manual
Cruise participants to supply own safety equipment. The
minimum needed was:
Steel capped shoes
There were no radiochemicals being used.
10. Invoice Guidelines
BAS would supply one ETS and one IT person.
Any custom clearance charges incurred in Antigua must be paid
by the cruise participants.
11. Any Other Business
The Lab Code of Practice was distributed to Steve Sparks and
Anne Le Friant. PSO Standing Instructions to be distributed as
widely as necessary.
SS suggested a courtesy invitation for the chief Minister and the
Governor of Montserrat. They could be invited to come on board
the JCR for a few hours. The Group agreed that it would be a
very positive exercise.
SS would also travel ahead of the party by a few days in order
to give some publicity about the cruise (e.g. radio shows/public
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