**Federation of Astrobiology Organization**

**Telecon/Meeting Notes**

**May 19, 2003**

  --- -------------------------------- --- --------------------------------
  X   R. Grymes (FAO)                      J. Perez-Mercader (FAO)

  X   A. Brack (FAO)                       F. Raulin (FAO)

  X   H. Edwards (FAO)                 X   N. Holm (FAO)

  X   M. Walter (later that day) (FAO) X   A. Lazcano (FAO)

  X   G. Cody (by invitation)          X   M. Turnbull (by invitation)

  X   L. Rothschild (by invitation)    X   K. Meech (by invitation)

  X   E. Dodson (observer)             X   K. Bradford (minutes)

  X   Luis Delaye (by invitation)      X   D. Morrison (observer)
  --- -------------------------------- --- --------------------------------

# Introduction

# Grymes opened the telecon with an introduction of the invited participants. She noted that telecon participants will need to provide cooperation with the logistics for future connections since the number of participants has increased in size so there is a need to have the telecon made via outside operators. 

Discussion -- Coordination of astrobiology meetings and open question of
society representation for the field of astrobiology:

**Grymes** framed the discussion, with the permission of the FAO
members, that led to the invitations to additional participants for the
subject of this telecon. FAO is concerned that the current suite of
astrobiology meetings needs effective coordination and that the matter
of society representation for astrobiology deserves structured
discussion, internationally, particularly as it might impact meeting
coordination. Further, the FAO is specifically concerned with advocating
the interests of young professionals, and ensuring that they have strong
voices in both discussions---meeting coordination and society
establishment (or non-establishment). She then turned over the
discussion to the participants.

**Brack** expressed concern that the creation of a new international
society would have a negative effect on ISSOL. Suggests that the FAO ask
ISSOL to enlarge the scope/name and officially include astrobiology.

**Rothschild** echoes Brack's concern and adds the concern the creation
of a new society too quickly could set the boundaries on the field of
astrobiology to soon. Cautions that if a specific society is anointed as
the "astrobiology" society, then by default the journal associated with
that society is anointed as well. Proposes the idea of a student talk
award at meetings in addition to the student poster awards.

**Grymes** notes that sessions at ISSOL have expanded to address the
breadth of astrobiology with genuine effort. At the last FAO telecon,
**Lazcano** asked her if astrobiologists would accept ISSOL's leadership
as an astrobiology society. Having asked for feedback on this from, the
response she gets is underwhelming. Scientists in paleontology,
geochemistry, astronomy, etc. don't have ISSOL in their career
backgrounds, and don't see it as equivalent to a broad astrobiology
society/meeting sponsor. Some needs articulated in reference to a
society are: advocating research funding, distributing job information,
ensuring appropriate representation for astrobiology on review boards
and committees, maintaining a tradition of interdisciplinary education
at conferences, and the need to change the cultural ethic to include
more student participation---at the level of 'society' direction, on
SOCs and LOCs, and in presentations at conferences. Talks should be
selected for content and excellence, but many---even most---current SOC
members will fail to select plenary speakers with whom their not
familiar, people they haven't met or heard present. We can do more to
ensure new faces get a chance.

**Lazcano** suggests since papers and posters are usually submitted by
the students at these conference and meetings, what is needed is a focus
on what the proposed papers should be therefore students should have
input on defining the meeting program.

**Turnbull** spoke on behalf of the attendees at AbGradCon to note there
were mixed feelings about the development of a professional astrobiology
society. Attendees to AbGradCon expressed a need for jobs and the
request that existing organizations promote astrobiology as a legitimate
field so that astrobiology positions/jobs are offered, especially on the
tenure track. Also requested was the ability by grad students to network
and have work exposed at conference and meetings in the community.
**Turnbull** and Erika Offendal have put together a Needs Assessment to
gather information from the graduate student community in order to rank
priorities such as professional societies, conference involvement. The
assessment is expected to be completed by January of 2005.

**Discussion - Scientific Meeting Coordination/Information:**

FAO endorsed by all as being an inter-organizational coordinating body
for meetings such as ISSOL, Bioastronomy, AbSciCon, NAI General Meeting,
COSPAR, etc.

**Meech** proposes a higher level of coordination of meetings in order
to reduce the number of meetings or combine them in the same location in
order to increase attendance.

She suggests that the discussion continue in person by polling FAO
participants to see who will be attending Bioastronomy in order to begin
discussions on coordination and proposes having information available to
distribute at Bioastronomy along with possibly a survey form of need for
meeting coordination and name of meetings attended.

**Brack** offers to help write an invitation to the chair of other
organizations suggesting the FAO coordination proposal and inviting the
chairs to join the FAO.

**Grymes** notes the NAI has a calendar on its website at
[http://nai.nasa.gov](http://nai.nasa.gov/) that tracks the astrobiology
conference and 3 major conferences in the astrobiology disciplines. This
information is also posted in the NAI newsletter to which anyone may
subscribe. **Grymes** suggests the FAO continue to push this cooperative
dialogue with the participants making an effective effort to address
"home" organizations with information shared such as timing and meeting
themes to include input from students. Grymes proposes an in-person
meeting if possible before the end of the year, or a series of such
meetings if necessary to engage everyone---she allowed that this could
also be pursued by remote means, if necessary. The initial in-person
will be at Bioastronomy 2004. The next opportunity to meet would be at
the COSPAR meeting in Paris.

The crux of the discussion here is to commit to preparing a 5-year plan
for all existing meetings, with the dialogue including all the
stakeholders via the current representatives of international
institutes, organizations, networks (FAO) and the current conference
organizers (represented at this telecon). Completing the 5 year plan
should have a target date, NLT end 2004, and better would be something
in the fall 2004. The 5 year plan should include dates, locations, and
meaningful commitments to sharing themes, members of SOCs, including
students, and generally making the various meetings mutually supportive
and referential to each other.

**Turnbull** offered to send information and quick announcements to her
email list of 100 graduate students. Notes there is a planned grad
student/postdoc meeting at the Bioastronomy conference.

**Morrison** notes this discussion parallels previous ones in the
similar discussions for the need for coordination of the various
meetings. A new element is having the grads and newer members of the NAI
express a need to have recognition of the field of astrobiology and
notes the new generation refers to themselves as astrobiologists.
**Rothschild** expressed concern that with young careers, the
development of a society and the running of the society would be
overwhelming. **Turnbull** agrees and adds that everyone wants an
astrobiology society but no one wants to spend the time to develop one
do to other demands on their time. **Grymes** suggests that perhaps the
FAO can assist the grad students/postdocs with the administrative burden
(and continuity) of maintaining a 'voice' in the conferences and in any
'society' undertaken.

**Lazcano** points out that graduate students are not the same worldwide
and proposes encouraging participation and involvement in mutual
interest areas. **Lazcano** proposed the development of a set of rules
and recommendations for the various communities to share with the
various scientific meeting organizations. **Lazcano** notes no need for
the survey since the need has been recognized here. Suggest the
development of a database of meetings and sharing of other types of
meeting and conference information. Suggest the FAO plan a meeting
before the end of year where everyone can meet in person to further
discuss and develop next steps.

This section of the discussion, during which the tone is strongly
encouraging and supportive from all participants on the objectives FAO
suggested at the outset, and on the FAO's involvement, concluded with
several resolutions:

# Resolved\--

1)  FAO will expand its participants to include those invited for
    today's discussion. They are essential to the valuable undertaking
    of meeting coordination, and will be effective participants in
    other, future, dialogues germane to the field of astrobiology, the
    international scene, and optimizing opportunities for young
    professionals---all the subjects of FAO interest**. Grymes/Brack**
    will send more formal invitations to those individuals asking that
    they join FAO.

2)  Current meetings; Bioastronomy, ISSOL, AbSciCon, AbGradCon, NAI
    General Meeting (and any associated societies/sponsors); will
    undertake an effort to create a 5 year plan of meeting coordination.
    This should include dates/locations of meetings, and optimally
    reflect growing cooperativity---how this is manifest will depend on
    the outcome of discussions. This commitment is made by the
    representatives of these meetings present and expressing the
    opinions of their organizations/meetings. (Other groups may be
    invited as needed, such as Commission F of COSPAR and the Society
    for the Study of Astrobiology, SSA.)

3)  FAO will continue to move this structured dialogue forward,
    providing facilities (e-mail, web discussion forums, WebEx
    connections, telecoms) as needed. FAO's involvement and assistance
    are recognized and endorsed by the participants in this coordination
    dialogue, who themselves will soon become members of FAO at FAO's
    invitation.

Other business:

Howell **Edwards** has officially replaced Charles **Cockell** as the
representative for the Astrobiology Society of Britain (ASB). Charles
will serve as deputy representative. Rose **Grymes** is working on
finding an appropriate alternate representative for NAI. FAO members
have designated alternates, and these will be included on minutes
distribution, meeting announcements, and should provide their contact
numbers for the record. **EVERYONE** should RSVP for future meetings
indicating the attendance of the primary or alternate, and the specific
contact number to be used for the subject telecon.

There will be no telecon in July, but the series of discussions/meetings
necessary to accomplish the 5-year coordination plan will begin at
Bioastronomy 2004 and COSPAR.