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            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