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JR 9394 _DRAKE PASSAGE_

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JR 9394 _DRAKE PASSAGE_ Powered By Docstoc
					                                        JR123
                       MINUTES OF THE CRUISE PLANNING MEETING
                               HELD ON 26 JANUARY 2005



Present:                Chris Hindley (Ship Ops Manager)
                        Carol Pudsey
                        Doug Willis (ITS)
                        Caroline Lewis (Logistics Coordinator)
                        James Miller (Personnel)
                        Pat Cooper (ETS)
                        Graham McTurk
                        Neil Campbell (BGS)
                        Alistair Skinner (BGS)
                        Anne Le Friant
                        Steve Sparks (PI – Bristol)
                        Darren Young (UKORS)
                        Helen Andre Cripps (Recorder)

Apologies:              Ian Collinge (Procurement)

                                                                             ACTION

1.        Introduction

          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
          minutes.

3.        Itinerary

          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
                 change.

                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
                 bookings.

                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
                 booking.

                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.

5.        Personnel/Domestics

          BASMU would still require details of Medical forms (although the
          medical process would not be as stringent as when travelling to
          the Antarctic).

          The science team should send electronic copies of their forms
          to JM.

          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
          checked’ first.

          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
          Gravity corer
          Box corer
          BGS would also be taking 1 x 40’ container, 2 x 20’ flat racks
          and possible 2 x 20’ containers.

8.        Logistics/Shipping

          Participants must arrange for their own equipment to travel to
          Antigua. If the agent were informed directly they would arrange
          clearances.

          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.

          Hazards
          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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          Hazardous materials
          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
          Handling etc.

          Cruise participants to supply own safety equipment. The
          minimum needed was:
          Hard hats
          Overalls
          Steel capped shoes
          Work gloves
          Safety glasses

          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
          talks).




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