------------------------------------------------------------- Summary of the LHCb Collaboration Board Meeting (Amsterdam, September 16th 1999) ------------------------------------------------------------- Minutes taken by F. Harris Present: E.Aslanides (CPPM Marseille), T.Bowcock (Liverpool), M.Calvi (Milano), G.Carboni (Rome "Tor Vergata"), R.Dzhelyadin (IHEP Surpukhov), F.Eisele (U.Heidelberg), R.Forty (CERN), V.Gibson (Cambridge), A.Golutvin (ITEP, Moscow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), B.Jean-Marie (LAL Orsay), C.Jiang (Beijing), B.Koene (FOM/NIKHEF), L.Kravchuk (INR, Moscow), U.Marconi (Bologna), G.Martellotti (Rome "La Sapienza), M.Merk (Utrecht), F.Muheim (Edinburgh), T.Nakada * (CERN), P.Perret (Clemont-Ferrand), J-P.Perroud (Lausanne), M.Schmelling (MPI Heidelberg), M.Szczekowski (Warsaw), I.Videau * (LAL Orsay). * non-voting members [22 institutes represented] The meeting was chaired by N.Harnew. Apologies: N. Harnew transmitted the apologies of : O.Bouianov (Espoo-Vantaa), C.Coca (Bucharest), B.Cox (Virginia), D.Crosetto (Rice), A.Halley (Glasgow), V.Lindenstruth (IHEP Heidelberg), B.Marechal (Rio de Janeiro), R.Miquel (Barcelona), G.Polok (Cracow), M.Sannino (Genoa), B.Saitta (Cagliari), Bernard Spaan (Dresden), D.Websdale (Imperial College, London); and C.Matteuzzi (Milano), N.Semprini-Cesari (Bologna) sent other representatives. Agenda 16th September meeting ----------------------------- 1) Approval of the agenda 2) Minutes of last meeting - Approval of minutes - Matters arising 3) Collaboration issues New collaborators : - RAL - Others 4) Feedback from referees, LHCC and matters arising 5) Financial and manpower matters 6) Report from the Management on Technical Issues : - Choice of the coordinate system for LHCb. - The layout of subdetectors, in particular the request for an extension of RICH2 by 12cm upstream. - Definition of parameters for the front-end electronics. 7) Matters arising from the Plenary Meeting 8) LHCb Editorial Board 9) LHCb conference talks 10) Any other business The Collaboration Board started with a minute's silence in memory of Werner Ruckstuhl, who tragically passed away in July. 1) Approval of the agenda ------------------------- The agenda was approved. 2) Minutes of the last meeting ------------------------------ Approval of minutes : The minutes of the last meeting were approved without correction. Matters arising (which were not covered in other items of the agenda) : o An acceptance letter has been sent to the University of Ferarra. o Ioana Videau has been elected to the position of Deputy Spokesperson. The overwhelming level of support was noted, and I.Videau was duly congratulated by the CB. o H-J.Hilke has mailed copies of the IMOU to all institutes. 3) Collaboration issues ----------------------- Application of RAL ------------------ T.Nakada reported that a letter of application had been received from Ken Peach on behalf of the Rutherford Appleton (RAL) group, UK, to join LHCb. In the following discussion following K.Peach's presentation of the group, the CB gave unanimous support to RAL's application. Dutch Institutes ---------------- The Dutch institutes requested to be represented in the CB as a single group. From the 2nd December 1999 CB meeting, the Dutch participants will merge under the name of NIKHEF. 4) Feedback from referees, LHCC and matters arising --------------------------------------------------- T.Nakada stated that at the referees meeting of 8 July the referees were informed of the decisions on warm racetrack magnet design, the L0 latency, and the calorimeter cell sizes. The referees have reported good progress of LHCb to the LHCC. In October there will be a full referee's review meeting. T.Nakada reported on the forthcoming LHC Computing Review being organised by H.Hoffman in close contact with R.Cashmore. The details of the Review Committee will be revealed in late September. It is anticipated that this review will lead to the LHC experiments producing Computing MoUs. 5) Financial and manpower matters --------------------------------- T.Nakada reported that the Resource review Board (RRB) meets on October 25. LHCb will report on the status of the experiment, the budget to the end of 2000, the IMoU status, and the plans for the final MoU. H-J.Hilke reported that there are two signatures to the IMoU so far, and he hoped for half of the signatures by the end of October. The IMoU will be valid until the end of 2001. H-J.Hilke reported that he hopes the MoU would be ready on the timescale of 9 months. At this time responsibilities will need to have been decided. H-J.Hilke expects the MoU signing to take about 1 year. H-J.Hilke noted that that all Common Fund payments will be managed by CERN and monitored by the RRB. 6) Report from the Management on Technical Issues ------------------------------------------------- H.J-Hilke introduced two recommendations made by the Technical Board and which have been accepted and endorsed by the Management. o The definition of the LHCb coordinate system o The Front-End electronics parameters : - L0 rate 1 MHz, latency 4 microsecs, 32:1 multiplexing. - Derandomiser depth of 16. Total readout time 900 ns. - Centralised buffer control. - No gap between triggers. These recommendations were unanimously ratified by the CB. 7) Matters arising from the Plenary Meeting ------------------------------------------- There were no additional matters arising from the plenary. 8) Editorial Board -------------------- T.Nakada circulated a proposal for the editorial policy. This is summarized below : a) Editorial Board ------------------ The task of Editorial Board is to ensure coherent and correct publications by the LHCb collaboration. It is chaired by the Spokesperson or a person appointed by the Spokesperson. The following categories of publication have to be examined by the Editorial Board before being submitted : o LHCb physics papers. o LHCb contributions to conference proceedings, if it is requested by the Editorial Board Chairperson. o LHCb technical papers requested to be reviewed by the Spokesperson. The Editorial Board may appoint internal referees who will perform careful editing in collaboration with the authors. b) Technical Papers ------------------- Technical papers produced by any member of the LHCb collaboration can be freely published if they are not related to the LHCb experiment. If the papers are related to the experiment, they have to be shown to the Spokesperson before submitting for the publication, who may request some changes or refer them to the Editorial Board for a review. c) Conference Proceedings ------------------------- Contributions to the conference proceedings must be shown to the Editorial Board Chairperson before submission. The Chairperson may ask a review by the Board if necessary. d) Physics Papers ----------------- Physics paper must be agreed by the Editorial Board before submission. Administrational work for the submission to a journal is centrally done by the LHCb Secretariat. e) LHCb Notes ------------- o The LHCb Secretariat will first assign an LHCb note number. The document will then become an LHCb internal note. Anybody in the LHCb collaboration is entitled to issue an internal note. o If the note is to be made public, a request must be made to the relevant Subsystem or Task Force Coordinator, who is responsible for refereeing the document and evaluating its eligibility to become public. An agreement by the Spokesperson may be asked if necessary. o The list of all LHCb notes is publicly accessible on the LHCb website. Only the public notes can be accessed by people outside of the collaboration and quoted in official documents. Internal notes are password protected. The policy above was agreed in principle. The following points arose in the ensuing discussion in relation to physics papers : o Physics papers should be circulated to the collaboration before review. o There should be formal ``paper reading'' meetings, open to the whole collaboration. It was agreed to reconsider the rules regarding physics papers closer to when LHCb takes data. The collaboration will also need a policy on its ``author list'' at this time. 9) LHCb conference talks ------------------------- The status of current conference talk assignments was circulated. The web site for the LHCb conference speakers list is http://lhcb.cern.ch/generalmanagement/speakersbureau/html/speakers.html 10) Any other business ---------------------- 2000 meeting dates ------------------ The dates proposed for LHCb meetings in 2000 were discussed. The following were agreed : Feb 21-25, May 22-26, Sep 18-22, Nov 27-Dec 1. It was felt that the experience of having a meeting outside CERN had been very successful. The CB thanked B.Koene for organising the NIKHEF meeting in very difficult circumstances, and thanked all those involved for their superb hospitality. It was agreed that we look for a location for the Sept. 2000 meeting outside CERN, which would be economic from the point of view of travel and accommodation. ____________________________________________________________________________ ------------------------------------------------------------- Summary of the LHCb Collaboration Board Meeting (Amsterdam, September 17th 1999) ------------------------------------------------------------- Minutes taken by F. Harris Present: E.Aslanides (CPPM Marseille), M.Calvi (Milano), G.Carboni (Rome "Tor Vergata"), R.Dzhelyadin (IHEP Surpukhov), R.Forty (CERN), A.Golutvin (ITEP, Moscow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), B.Jean-Marie (LAL Orsay), C.Jiang (Beijing), B.Koene (FOM/NIKHEF), L.Kravchuk (INR, Moscow), U.Marconi (Bologna), F.Muheim (Edinburgh), T.Nakada * (CERN), P.Perret (Clemont-Ferrand), J-P.Perroud (Lausanne), I.Videau * (LAL Orsay), S.Wotton (Cambridge). * non-voting members [16 institutes represented] The meeting was chaired by N. Harnew. Additional apologies: T.Bowcock (Liverpool), F.Eisele (U.Heidelberg), M.Szczekowski (Warsaw). Agenda 17th September meeting ----------------------------- 1) Approval of the agenda 2) Revision of LHCb Constitution 3) Any other business 1) Approval of the agenda ------------------------- The agenda was approved. 2) Revision of LHCb Constitution -------------------------------- N.Harnew distributed the new draft of the constitution. He noted that there was not the quorum present in the meeting to make any definitive ratification of the new draft. There was detailed discussion of the draft, page by page. There were a significant number of further suggestions incorporated; in every case consensus was reached. There was overall satisfaction with the state of the document, and in particular changes to the specific items below : o The terms of reference of the Technical Board and review procedures ; o The Management and CB Chairperson's terms of office ; o CB membership issues ; o CB voting procedures ; o Reporting of decisions; o Proxy voting. It was decided not to include the LHCb editorial policy as an appendix to the constitution. The draft document was modified, the changes agreed, and a new version will be released via Email before the next CB meeting. It will then be ratified. 3) Any other business --------------------- There was no AoB. ____________________________________________________________________________ Summary of Important Dates -------------------------- All meetings are at CERN unless otherwise indicated. Dates of future LHCb weeks and Collaboration Board meetings ------------------------------------------------------------ LHCb weeks 1999/2000 Plenary meeting Collaboration Board Nov 29 - Dec 3 1999 2/3 Dec 2 Dec Feb 21 - 25 2000 24/25 Feb 24 Feb May 22 - 26 2000 25/26 May 25 May Sep 18-22 2000 (outside CERN) 21/22 Sep 21 Sep Nov 27 - Dec 1 2000 30 Nov/1 Dec 30 Nov Dates of conveners/referees meetings ------------------------------------ 1999 : 18 Oct (coordinators) 19 Oct (coordinators and referees) LHCC Meetings ------------- 1999 : 20-21 Oct. RRB meeting ----------- 1999: 25-26 Oct.