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Summary of Collaboration Board meeting, 19th February 1999From: n.harnew1@physics.ox.ac.uk Comments
------------------------------------------------------------- Summary of the LHCb Collaboration Board Meeting (CERN, February 19th 1999) ------------------------------------------------------------- Minutes taken by R. Forty
Present: B.Adeva (Santiago de Compostela), A.Bay (Lausanne), C.Bosio (Rome "La Sapienza), B.Bouianov (Espoo-Vantaa), M.Calvi (Milano), G.Carboni (Rome "Tor Vergata"), C.Coca (Bucharest), B.Cox (Virginia), D.Crosetto (Rice), R.Forty (CERN), V.Gibson (Cambridge), A.Golutvin (ITEP, Moscow), A.Halley (Glasgow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), B.Jean-Marie (LAL Orsay), L.Kravchuk (INR Moscow), A.Lai (Cagliari), R.Le Gac (CPPM Marseille), B.Marechal (Rio de Janeiro), R.Miquel (Barcelona), F.Muheim (Edinburgh), T.Nakada * (CERN), P.Perret (Clemont-Ferrand), V.Obraztsov (Serpukhov), W.Ruckstuhl (FOM), M.Sannino (Genoa), M.Schmelling (MPI Heidelberg), N.Semprini-Cesari (Bologna), U.Straumann (U.Heidelberg), A.Vorobyov (Gatchina), D.Websdale (Imperial College, London). * non-voting members [30 institutes represented] The meeting was chaired by N. Harnew.
Apologies: N. Harnew transmitted the apologies of E.Aslanides, V. Lindenstruth, C. Matteuzzi and B.Saitta, all of whom sent other representatives.
N.Harnew announced that F. Harris has kindly agreed to act as Secretary to the Collaboration Board for the rest of this year.
Agenda : 1) Approval of the agenda 2) Minutes of last meeting 2-1) Approval of minutes of CB meeting 4/12/98 2-2) Approval of minutes of CB meeting 20/1/99 2-3) Matters arising 3) Spokesperson election 3-1) Ratification of the vote 3-2) Approval of length of term of office 4) Election vote of Technical Coordinator 4-1) Voting procedure 4-2) Length of term of office 4-3) Election timetable 5) Collaboration issues New collaborators : - Cracow and Warsaw 6) Feedback from referees, LHCC and matters arising 7) Preparation for the 26/27 April RRB meeting 7-1) Interim Memorandum of Understanding (IMoU) 8) Financial and manpower matters 8-1) Update on funding from institutes 8-2) Update on institute manpower 9) Creation of Management Board 10) Revision of the LHCb Constitution 11) Matters arising from the Plenary Meeting 12) LHCb conference talks 13) Collaboration policy on LHCb publications and ECFA working group 14) Any other business 14-1) LHCb notes 14-2) Office space
1) Approval of the Agenda ------------------------- The agenda was approved, with item 5 brought forward to follow item 2.
2) Minutes of meetings and matters arising ------------------------------------------ 2-1) Minutes of CB meeting 4/12/98 ---------------------------------- The minutes of the CB Meeting of 4 December 1998 were approved. Actions from those minutes: - T. Nakada and N. Harnew have written a letter to the new collaborating institutes Edinburgh University, Barcelona University and IHEP Heidelberg, welcoming them to LHCb. - H.J. Hilke has set up the Technical Board, which met for the first time this LHCb week. - T. Nakada wrote a letter to the TOTEM Collaboration underlining that the physics of their experiment was considered to be important by LHCb, but expressing reservations about the accommodation of extra chambers in the spectrometer; further discussions are encouraged. - After allowing a further week for discussion, the GEANT4 Memorandum of Understanding was signed. - A website has been set up accessible from the LHCb homepage, for summaries of collaboration board minutes.
2-2) Minutes of CB meeting 20/1/99 ---------------------------------- The minutes of the special CB Meeting of 20th January 1999 were approved. Action following from those minutes: - N. Harnew has drafted a new Constitution which has subsequently been released to the CB : http://www-pnp.physics.ox.ac.uk/~lhcb/constitution.html
3) Spokesperson election ------------------------ 3-1) Ratification of the vote ----------------------------- N. Harnew reported the result of the spokespersonship election, for which there was a single candidate who was nominated and agreed to stand, T.Nakada. The re-election of T. Nakada to the post of Spokesperson was ratified unanimously. 3-2) Approval of length of term of office ----------------------------------------- The term of office for the Spokesperson is now specified as 3 years with one possible re-election in normal circumstances. It was agreed that T.Nakada will be eligible for a further re-election.
4) Election vote of Technical Coordinator ----------------------------------------- N.Harnew reminded the CB that the terms of office of the LHCb management had been re-defined in the constitution at the last CB meeting. The Technical Coordinator is re-elected every three years, with an expectation to stay in office up to the commissioning of the detector. The election is therefore a ratification vote of H-J.Hilke to continue in post. The CB agreed there was no need for an electoral committee in this case. A postal ratification vote was agreed. Due to H-J.Hilke's retirement in 2003, it was agreed that a deputy Technical Coordinator should be installed, who would likely be H-J.Hilke's successor. It was agreed that the procedure for the nomination of the deputy should be started in around a year. It was suggested that at this time a subcommittee of the CB would look into the choice of deputy Technical Coordinator, in consultation with H-J.Hilke and the CERN Management. It was agreed that the position of deputy Technical Coordinator should be written into the revision of the Constitution. The timetable of the Technical Coordinator election was agreed as follows : 10th May - voting starts 24th May - voting ends. N.Harnew will send ballot papers to each institute. Any remarks about the Technical Coordinatorship which any institute wishes to make can be sent in confidence to N.Harnew, via the institute CB representative. *** ACTION *** N.Harnew to start the Technical Coordinator election process.
5) New collaborators -------------------- Cracow ------ G. Polok presented the Cracow Group. They are interested to get involved in the Outer Tracker project. The group were unanimously accepted to the Collaboration. Warsaw ------ M.Szezekowski presented the Warsaw Group. They are considering involvement in the muon system; they have flexibility in the choice of project. The group were also unanimously accepted. *** ACTION *** N.Harnew and T.Nakada to write letter of acceptance to both institutes.
6) Feedback from referees, LHCC and matters arising --------------------------------------------------- The last meeting with the referees took place on 20th January where the status of the R&D work was presented by T.Nakada and H-J.Hilke and was well received. The next meeting will involve more detailed presentations by the subsystem coordinators on 24th March.
7) Resources Review Board ------------------------- The forthcoming meeting of the RRB on 26/27 April will be of the same format as the last. An updated status of the experiment and its funding will likely be presented. The most important issue is the need to sign the interim Memorandum of Understanding as soon as possible after the RRB, and certainly before the end of the year. H-J.Hilke stressed that it is essential for all institute representatives to make contact with their funding agencies before the RRB to avoid any misunderstandings in the meeting. Updated funding requests should be communicated to H-J.Hilke within the next 3 weeks. H-J.Hilke mentioned that it might be needed to extend the IMOU until the end of 2001. A new version of the IMOU will be distributed at least 2 weeks before the RRB. He reported that the total cost of the experiment would remain as 86 MCHF, with the contribution of the iron for the muon filter from CERN being accounted as an additional CERN contribution of 4 MCHF. *** ACTION *** All institute representatives to consult with their funding agencies before the RRB. Provide H-J.Hilke with updated funding estimates.
8) Financial and Manpower Issues -------------------------------- There was nothing further to add on these points.
9) The Management Board ----------------------- The proposal for the setting up of a MB, that had resulted from the special CB meeting of 20th January, was presented by N.Harnew. Details can be found in the minutes of that meeting. A counter proposal was then presented by G.Carboni, the main differences being the introduction of voting in the MB, the requirement that all management decisions should first be discussed by the MB, and proposals for its membership. A vote was taken on the principle of the setting up a MB, which did not satisfy the required two-thirds majority for a constitutional issue. It was agreed that the proposal should not be considered dead, but rather that time for reflection should be taken before re-discussing the issue.
10) Revision of the Constitution -------------------------------- As the draft prepared by N.Harnew included a large section on the MB, it was agreed that further discussion at this CB was inappropriate. However, it was agreed that the other proposed constitutional changes as discussed at the 20/1/99 CB meeting should proceed, regardless of the uncertainty surrounding the MB. *** ACTION *** N.Harnew to prepare a new draft of the constitution.
11) Matters arising from the Plenary Meeting -------------------------------------------- W. Ruckstuhl reported on the situation concerning the Outer Tracker, where the combination of technical problems and reduced support from NIKHEF are causing concern. *** ACTION *** Letters to be sent to NIKHEF by the management, and the CB Chairman on behalf of the CB, expressing concern at the reduced support. It was requested that the suitability of the new software framework GAUDI for running at the home institutes should be made clear. T. Nakada agreed that this was important, and mentioned that positive suggestions for improvement would be welcome.
12) LHCb Conference Talks ------------------------- T.Nakada presented the report of the Speaker's Office, which was tabled in the meeting. F.Filthaut will give the talk on LHCb physics at Moriond (21-27 March) and speakers have been proposed for Beauty99 at Bled, Slovenia (21-25 June).
13) LHCb Publications --------------------- D.Websdale presented the proposal for publication policy of future experiments that has been put forward by a committee set up by the HEPP Board of the EPS and ECFA. Details were previously distributed by E-mail : http://www.cern.ch/~web/Publications Policy D.Websdale will be asked to make a statement of the opinion of LHCb concerning these proposals at the next meeting of the committee. It was agreed that there was general agreement with the first part of the proposal, concerning the publication of Technical Notes. It was agreed that the details of how such publications should be refereed internally would be investigated, possibly with the establishment of an Editorial Board. For the second part of the proposal, concerning changes to the publication policy of the full collaboration, it was felt that further discussion should take place before a definitive reaction from the collaboration is given. *** ACTION *** T.Nakada to consider editorial policy and to report to the next CB meeting.
14) Any other business ---------------------- 14.1) LHCb notes ---------------- It was requested that the organization of LHCb notes should be updated to reflect the new structure of subsystems and task forces. *** ACTION *** T.Nakada to follow this up with the secretariat. 14.2) Office space ------------------ H-J.Hilke reported that he expected two offices to be made available in Building 4 in April, and some in Building 16 by the end of the year.
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Summary of Important Dates -------------------------- All meetings are at CERN unless otherwise indicated.
Dates of future LHCb weeks and Collaboration Board meetings ------------------------------------------------------------ LHCb weeks 1998 Plenary meeting Collaboration Board 7 Jun - 11 Jun 99 10 Jun 11 Jun 13 Sep - 17 Sep 99 Amsterdam 16 Sep 17 Sep 29 Nov - 3 Dec 99 2 Dec 3 Dec
Dates of conveners/referees meetings ------------------------------------ 1999 : 24 Mar (coordinators and referees) LHCC Meetings ------------- 1999 : 25-26 Mar, 27-28 May, 7-8 July, 2-3 Sept, 20-21 Oct (note revised dates). RRB meeting ----------- 1999: 26-27 April
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