The meeting was called to order by chairman, Ron Wiseman. Welcoming remarks were presented, including conveyance of apologizes from Sheona for her absence and a notice of resignation from Anita.

Minutes of the 1999 Subcommittee meeting in Lausanne, Switzerland stood as recorded; no errors or adjustments were indicated. The items discussed were:

A. International Observer Registration

Ron reported on the status of the program. Currently, there are 90 observers from 18 countries registered under the AX category in the REGISTRY OF INTERNATIONAL OBSERVERS. Just under 25% have qualified by taking the proficiency evaluation and the rest by the experience option. Also at present, there are eight more applications on Hold Status and in the process of registering. Indications received at the CIA meeting were that some 11 more applications could be expected in the near future, including 2 more countries. The REGISTRY is on the web page and updated whenever changes occur.

Discussion followed concerning an adjustment of the requirements for AX category registrants and developing the requirements for expansion of the program to include categories for AA observing and Record observing. The proposed new requirements developed by Ron from conversations with gas balloon observers and feedback from members of the Record SC were presented. After discussion, the modifications were adopted, and the decision to present the new requirements as a proposal to the Plenary session was agreed to by all. A suggestion was made for the Registrar to email the REGISTRY and the IOR OVERVIEW documents to the Chief Observer of the CIA sanctioned Category One events for reference purposes.

Ron will continue as Registrar for the coming year.

Agreement: The OSC agreed to present the requirements for the new categories of Gas Balloon and Record Attempt observing for adoption by the Plenary (see Proposal A at the end of the report).

Future Action: Ron will update the IOR documents on the web site to reflect the new requirements categories, if passed.

B. Documents of the OSC

The OSC reviewed the current and in-progress documents. Ron had organized the much of the individual documentation into a series of ‘Model’ documents for use by member nations to use in developing, enhancing, and improving their observer corps. In addition, a few stand alone documents concerning listings and policies were added to the OSC library of documentation. The following documents were discussed:

1. CHIEF OBSERVER CONTACT LIST: At the beginning of February, Ron contacted all 51 nations, listing Chief Observer contacts, by email, fax, and/or postal mail to verify the information from last year. All but 15 nations responded; most had changes. Ron will update the document with the changes and send the new version to Alex Nagorski for placing on the web site.
2. INVITATION POLICY FOR OBSERVERS AT CATEGORY ONE EVENTS: This is a new one page document put on the web site listing the invitation policy for observers as adapted at the 1995 CIA Plenary session.
3. OSC MEMBERSHIP: This is a new one page document put on the web site this year listing the present members of the OSC with contact information and previous members of the OSC.
4. EVENTS USING OBSERVERS: This is a new one page document to be put on the web site. It lists the email addresses that an observer can access to find listing of ballooning events. It was requested to emphasize the observer should contact the National Chief Observer for further information if an event of interest is found. It was voted to eliminate the second page of the document where an attempt was made to list some of the major recurring events using observers. The links to web sites for browsing was considered adequate.
5. MODEL OBSERVER BROCHURE: Martine reported that the PR & DEV SC was planning to introduce a brochure for different themes. Some would be developed and passed out this summer. If they proved successful, then the OSC would have to provide the text for an Observer brochure to be created this coming September. No action was taken pending the outcome of the test from this summer. If the test brochures were successful, then Martine would provide a rough draft for the OSC to consider.
6. MODEL COMPETITION OBSERVER HANDBOOK: The current version is 5 years old and urgently needs revising and updating. Some of the revision includes: eliminating some appendixes and adding the Usual and Unusual Intersections document as an appendix (per the minutes of the 1995 OSC meeting), adding a section on the GPS, add the circle method of marking intersections, add a discussion of official time, add a section on observer insurance, and to review the manual to verify it correlates to the changes in the MER’s since last updated. The OSC members were asked to review the handbook and forward changes needed to Ron. This document needs updating as soon as possible with the new version put on the web site.
7. MODEL OBSERVER GLOSSARY: The current version needs to be reviewed for any changes, additions, or deletions. The OSC members were asked to review the glossary and forward changes needed to Ron. This document needs updating with the new version put on the web site.
8. MODEL OBSERVER FORMS: Ron created this document and it was reviewed by the OSC members. Some finishing changes need to be made. Ron will make those changes and put it on the web site.
9. MODEL OBSERVER TRAINING GUIDE: This document is put together from a simple training class outline and needs major updating and fleshing out to serve as a training guide. References to the Rules and MER’s need to be added. The OSC members were asked to review the guide and forward all suggestions to Ron. Ron will develop the document and present it with next year’s Plenary agenda.
10. CHIEF OBSERVER GUIDE: This document needs to be written. Martine will write a first draft for consideration at next year’s OSC meeting.
11. DEBRIEFER GUIDE: Ron presented for consideration as a base for the document, the Debriefer Handbook he helped write for the US. Comment were positive to use that as the basis with minor changes. The OSC members were asked to review the guide and forward any suggestions to Ron. Ron will fine tune the document and present it with next year’s Plenary agenda.
12. MODEL RECORD ATTEMPT OBSERVER HANDBOOK: This document needs to be written. Ron will write a first draft for consideration at the 2002 OSC meeting.

Future Action: Ron will update document 1, 3, 4, 6, and 7, then put the new version on the web site. Ron will update document 8, 9, and 11 for inclusion in the agenda for the Plenary session in 2001. Martine will create the text for document 5 and write a draft of document 10 for consideration at the 2001 OSC meeting.

C. Observer Invitation Policy for Category One Events

Ron reviewed the current policy for selecting observers at Category One events. Currently, the IOR and a listing in the REGISTRY does not affect the selection of observers for these events. But with the success of the IOR, a way to incorporate the Registered Observer into the selection criteria needs to be established. Since those observers have demonstrated a higher level of knowledge and personal traits favorable in a good observer, as well as previously receiving a recommendation from their Chief Observers, they are candidates to add to the competence of the observers.

Ron presented a policy for discussion to provide guidelines for nomination of observers that incorporates observers in the REGISTRY. It follows the current policy but gives some preference to the Registered Observers. The policy was expanded to provide guidelines for the selection and notification of selected observers too. After discussion, the decision to present the new policy as a proposal to the Plenary session was agreed to by all.

Agreement: The OSC agreed to present the policy for Nomination and Selection of observers at Category One Hot Air Ballooning Events for adoption by the Plenary (see Proposal B at the end of the report).

Future Action: Ron will update the document on the web site to reflect the new policy, if passed.

D. Conditions and Promised Items for Observers at Category One Events

Ron reported that wording created to address what observers and officials might expect for housing, meal, and transportation minimum requirements for insertion into the Event Planning Guide had been forwarded to Alex Nagorski, Chairman of EPAS. However, Ron reported that Alex had told him that the item had not been addressed in EPAS yet and may not be at the EPAS SC meeting this year.

Agreement: The OSC agreed to wait for notification that the updated wording has been incorporated into the next version of the Event Planning Guide.

Future Action: None needed.

E. Observer Insurance

Ron reviewed the situation of the Spanish observer at the World’s held this year in Austria. It appears to be a situation that was unique to the Argentina pilot’s insurance covering and there was nothing that the OSC could do for that. Ron reported that in previous discussion with Jean-Claude Weber, President of the CIA, Jean-Claude had indicated he would talk to the Austrian Delegate. He believed by putting informal pressure on the event organizers it could be resolved.

The OSC reviewed the Event Planning Guide that EPAS has developed. Item 8 clearly states that pilots are to have insurance that cover observers while flying, and event organizers are to have insurance that include observers while on the ground and working as competitive officials of the event.

Agreement: The OSC agreed no further action was deemed necessary.

Future Action: None needed.

F. Other Business

No other business was brought before the OSC.

G. OSC Membership Nominations

Ron Wiseman was re-appointed and agreed to serve as Chairman of the Subcommittee for the next year.

Ron recommended the following people to serve as members for the next year:

Rutger Coucke (the Netherlands), Sheona Webster (Australia), and Martine Besnainou (France) to continue on the OSC; and Lorena Morlini (Italy) as a new member to the OSC.

There being no further business brought before the Subcommittee, the meeting was adjourned.

OSC Proposals

The following proposals from the OSC are presented to the Plenary Session for action.

A. International Observer Registration program.

Qualifications for the Hot Air Balloon ()AX) category of the International Observer Registration program as approved in the 1998 Plenary session.

B. Observers at CIA Category One AX events.

The OSC recommends the current Invitation Policy for Observers at CIA Category One Events (adopted at the 1995 Plenary session) be modified to utilize the Registry of International Observers. The new version, covering the invitation and selection process of observers for CIA Category One AX events, is as follows:

1. The primary aim should be to invite competent observers, and secondarily to achieve as wide a spread of nationalities as possible. The number of observers do not have to be equally distributed among nations..
2. The suggested order of invitation submitted by the National Chief Observers should be considered advisory and be accommodated whenever possible.
3. When the choice to select an observer is between one listed and one not listed in the REGISTRY OF INTERNATIONAL OBSERVERS, preference shall be given to the observer listed in the REGISTRY.

4. The Chief Observer of the Event shall issue an invitation to observe at the event to those observers selected using these guidelines:

1. the invitation may be issued directly to the individual observer, or may be issued as a part of a group invitation through the National Chief Observer.
2. the invitations shall be issued no less than 4 full months prior to the event, but 6 months prior is highly recommended to allow observers time to make arrangements away from work and affordable overseas travel arrangements.

Change in OSC Membership:

After the completion of the OSC meeting but before the Plenary session, Ron Wiseman was informed by the USA Delegate that he had been instructed to object to Ron Wiseman serving as Chairman of the OSC, and further to object to Ron serving as a member of the OSC. In addition, the USA Delegate informed Ron that he had been instructed to request that Phil Thompson of the US be added to the OSC as a member.

Rutger Coucke agreed to stand for nomination as the Chairman of the OSC at the Plenary session.

He nominated his own OSC members which were:

Martine Besnainou (France)
Sheona Webster (Australia)
Lorena Morlini (Italy)
Esa Pakarinen (Finland)

Results in the Plenary Session:

The following were the results of the OSC related items in the Plenary session.