------------------------------------------------------------- Summary of the LHCb Collaboration Board Meeting (Milano, September 29th 2000) ------------------------------------------------------------- Minutes taken by F. Harris Present: B.Adeva (Santiago), E.Aslanides (CPPM Marseille), A.Bay (Lausanne), N.Brook (Bristol), G.Carboni (Rome "Tor Vergata"), C.Coca (Bucharest), P.Campana (Frascati), B.d'Almagne (LAL Orsay), R.Dzhelyadin (IHEP Surpukhov), S.Easo (RAL), F.Eisele (Heidelberg), R.Forty (CERN), V.Gibson (Cambridge), A.Golutvin (ITEP, Moscow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), B.Koene (NIKHEF), L.Kravchuk (INR Moscow), U.Marconi (Bologna), B.Marechal (Rio de Janeiro), G.Martellotti (Rome "La Sapienza"), C.Matteuzzi (Milano), F.Muheim (Edinburgh), T.Nakada * (CERN), G.Passaleva (Firenze), P.Perret (Clemont-Ferrand), V.Pugatch (INR Kiev), B.Saitta (Cagliari), M.Sannino (Genoa), M.Savrie (Ferrara), M.Schmelling (MPI Heidelberg), M.Schulz (KIP, Heidelberg), U.Straumann (Zurich), M.Szczekowski (Cracow/Warsaw), I.Videau * (LAL Orsay). * non-voting members [32 institutes represented] The meeting was chaired by N.Harnew. Apologies: ---------- N.Harnew transmitted the apologies of : R.Miguel (Barcelona), P.Soler (Glasgow) and D.Websdale (Imperial College, London). In addition, J.Morris (RAL) and M.Semprini-Cesari (Bologna) sent other representatives. Agenda ------ 1) Approval of the agenda 2) Minutes of last meeting i) Approval of minutes ii) Matters arising 3) Collaboration issues i) New collaborators : - Novosibirsk ii) Withdrawals : - Nanjing - Shandong - University of Science and Technology of China 4) LHCb Associateship. - Approval of revision to Constititution - Espoo-Vantaa, Finland - Geneva Engineering School 5) Feedback from referees, LHCC and matters arising 6) Financial matters 7) Finalization of LHCb MoU 8) Update on software agreements and computing MoU 9) Report from the Management on Technical Issues 10) Matters arising from the Plenary Meeting 11) CB Chairperson election 12) LHCb conference talks 13) September 2001 collaboration week 14) Any other business 1) Approval of the agenda ------------------------- The agenda was approved. A discussion of the September 2001 collaboration week was included as an agenda item. Items 11, 7 and 13, respectively, were taken after item 4. 2) Minutes of the last meeting ------------------------------ i) Approval of minutes ---------------------- The minutes of the May 25th meeting were approved without correction. ii) Matters arising ------------------- The matters arising which were not covered in other items of the agenda : o Acceptance letters have been sent to Tsinghua University and INFN Frascati. The Frascati CB member was welcomed to the meeting. o Letters have been sent to our former US collaborators at the Universitities of Virginia and Northwestern who have withdrawn from the collaboration, and also to D.Crosetto. 3) Collaboration issues ----------------------- i) New collaborators: --------------------- Novosibirsk ----------- N.Harnew reported that letters of application had been received from A.Bondar and A.Skrinsky on behalf of the Novosibirsk group, Russia, to join LHCb. The CB welcomed major Novisibirsk participation in the construction of the HCAL. The Novosibirsk group was admitted into the collaboration. ii) Withdrawals: ---------------- The withdrawals of the following Chinese institutes were noted: - Nanjing - Shandong - University of Science and Technology of China. 4) LHCb Associateship ---------------------- i) Approval of revision to Constititution ----------------------------------------- The terms of reference for the status of LHCb Technical Associateship were agreed. An appendix will be added to the Constitution as follows: LHCb Technical Associateship An institute can be given the status of Technical Associate if it is recognized as not participating in the long-term physics programme, but wishes to bring in short-term financial and/or human resources. A Technical Associate must be attached to an Institute of the LHCb Collaboration (the "Host Institute"). The Host Institute will propose the Technical Associate to the CB. The Host Institute must take long-term responsibility for the operation and maintenance of any hardware or software which the Technical Associate would produce and which would become part of the experiment. The Technical Associate will not have a CB member, but will be represented in the CB through the Host Institute. The admission of a Technical Associate requires the support of at least 2/3rd of all voting members of the CB. ii) Applications to Technical Associateships -------------------------------------------- - Espoo-Vantaa, Finland (host CERN) - Geneva Engineering School (host Lausanne) The CB noted the application of Espoo-Vantaa and Geneva Engineering School as Technical Associates. After formal letters of application have been received, Espoo-Vantaa and Geneva Engineering School will be admitted as Technical Associates at the next CB. 5) Feedback from referees, LHCC and matters arising ---------------------------------------------------- T.Nakada had made a summary during the Plenary meeting. o There will be an open presentation at the LHCC on 4th October at which the Calorimeter and RICH TDR's will be presented. Approval of the TDR's is hoped for at the following LHCC meeting, 29-30 November. o The CERN Management have redefined the LHC schedule. One beam will circulate in July 2005, with the second beam circulating the beginning of October. There will be collisions for only two weeks in October, with the full LHC physics programme staring in April 2006. LHCb should aim to complete the installation by early 2005; off-detector electronics can in principle be installed later. LHCb need to be ready for luminosity by July 2005; we should not rely on access between July and August. 6) Financial matters -------------------- H-J.Hilke raised an important item regarding the agreement on an algorithm for maintainance and operations (M&O) payments. These are additional to Common Fund Payments. M&O is split into three categories: a) Common expenditure, b) Institute responsibilities, c) CERN expenditure. The details will be negotiated between CERN and the funding agencies. The collaboration will be asked for an opinion upon the sharing of category a). The sharing can be weighted in a number of ways: a) A pro-rata sharing according to contributed CORE costs, b) A pro-rata sharing according to numbers of PhD scientists, c) A 50/50 mix of the above. (This is the scheme that ATLAS and CMS favour). H-J.Hilke proposed that LHCb follow the 50/50 mix. There were no objections to this suggestion, however the issue will need further reflection. However, it is the funding agencies who will ultimately decide. 7) Finalization of LHCb MoU --------------------------- H-J.Hilke reported that he had send out the draft MOU to the institutes for comments. The final version of the MoU will be submitted to the October RRB and needs to be agreed. H-J.Hilke talked through the Annexes. The costings in the MoU are expressed in year-2000 SFr prices. It was essential to agree Annexe 8 (subsystem costs), and Annexes 9.1-9.8 (institute deliverables) by October 1st. H-J.Hilke reported that Common Fund money will be used to partially fund the calorimeter, some 4.4MSF. He had received no negative feedback on this issue from CB members following his request at the last meeting. It was agreed that the sharing of responsibilities under Annexes 9.1-9.8 are subject to modifications for those components which do not yet have TDR's. 8) Update on software agreements and computing MoU -------------------------------------------------- I.Videau reported on the developments of the Hoffmann review since the last CB. An oral report would be made at the October RRB, with a detailed report on the Computing MoU's for the April 2001 RRB meeting. Following this, requests will be made to funding agencies resulting from the RRB discussions. LHCb will discuss the Hoffmann report, and the financial implications, in the November collaboration meeting. 9) Report from the Management on Technical Issues ------------------------------------------------- There were no issues raised. 10) Matters arising from the Plenary Meeting -------------------------------------------- There was a single matter arising that was not dealt with elsewhere in the agenda. The CB agreed that the beam pipe background issue is a major concern to which a solution must be found. 11) CB Chairperson election --------------------------- N.Harnew's term of office as CB Chairperson comes to an end after this meeting. There were two candidates for the chair, B.D'Almagne and C.Matteuzzi. To be elected, the new Chairperson requires the support of 2/3rd of all voting members. The election was conducted by secret ballot. C.Matteuzzi was duly elected by the Board. C.Matteuzi was warmly congratulated by the CB. Her first meeting in the chair will be at the 1st December CB. 12) LHCb conference talks ------------------------- The status has been updated on the web and can be found on : http://lhcb.cern.ch/generalmanagement/speakersbureau/html/speakers.html . New nominations for the Speaker's Bureau and the Editorial Board will be made for ratification at the next meeting. 13) September 2001 collaboration week ------------------------------------- Two invitations to host the September 2001 LHCb week outside CERN had been received from the Universities of Cambridge and Rio. B.Marechal presented the Rio proposal. The meeting would be held on Itacuruca Island near Rio in a hotel with accommodation/meals included. It had very good facilities, and could accommodate about 110 people. V.Gibson presented the Cambridge proposal. It would be held in Trinity College, Cambridge, again with accommodation/meals included. Again the facilities are very good, and up to 150 people can be accommodated. It was agreed that the CB would make an Email vote within 3 weeks to finalize the issue. 14) Any other business ---------------------- The outgoing CB Chairman was thanked for his work. He in turn thanked the CB Secretary whose term of office has also come to an end. ____________________________________________________________________________ Summary of Important Dates -------------------------- All meetings are at CERN unless otherwise indicated. Dates of future LHCb weeks and Collaboration Board meetings ------------------------------------------------------------ LHCb weeks Plenary meeting Collaboration Board Nov 27 - Dec 1 2000 30 Nov 1 Dec Feb 12-16 2001 15-16 Feb 15 Feb May 7-11 2001 10-11 May 10 May Sept 17-21 2001 (Rio) 20-21 Sept 20 Sept Dec 3-7 2001 6-7 Dec 7 Dec Technical Board Meetings ------------------------ 27th Nov. Dates of conveners/referees meetings ------------------------------------ 2000 : 27th Nov. (coordinators and referees) LHCC Meetings ------------- 2000 : 29-30 Nov. 2001 : 31 Jan-1 Feb; 28-29 Mar; 16-17 May; 4-5 Jul; 3-4 Oct; 21-22 Nov. RRB meeting ----------- 2000 : 23-24 Oct. 2001 : (provisional) 23-24 Apr; 22-23 Oct.