------------------------------------------------------------- Summary of the LHCb Collaboration Board Meeting (CERN, February 24th 2000) ------------------------------------------------------------- Minutes taken by F. Harris Present: B.Adeva (Santiago de Compostela), E.Aslanides (CPPM Marseille), C.Bosio (Rome "La Sapienza"), N.Brook (Bristol), T.Bowcock (Liverpool), G.Carboni (Rome "Tor Vergata"), C.Coca (Bucharest), B.d'Almagne (LAL Orsay), F.Eisele (Heidelberg), R.Forty (CERN), A.Golutvin (ITEP, Moscow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), C.Jiang (Beijing), B.Koene (NIKHEF), L.Kravchuk (INR Moscow), A.Lai (Cagliari), B.Marechal (Rio de Janeiro), C.Matteuzzi (Milano), R.Miguel (Barcelona), J.Morris (RAL), F.Muheim (Edinburgh), T.Nakada * (CERN), V.Obraztsov (IHEP Surpukhov), G.Passaleva (Firenze), P.Perret (Clemont-Ferrand), G.Polok (Cracow), M.Semprini-Cesari (Bologna), M.Sannino (Genoa), M.Savrie (Ferrara), M.Schmelling (MPI Heidelberg), O.Schneider (Lausanne), M.Schulz (IHEP Heidelberg), U.Straumann (Zurich), M.Szczekowski (Warsaw), I.Videau * (LAL Orsay), A.Vorobyov (Gatchina), D.Websdale (Imperial College, London), S.Wotton (Cambridge). * non-voting members [36 institutes represented] The meeting was chaired by N.Harnew. Agenda ------ 1) Approval of the agenda 2) Minutes of last meeting i) Approval of minutes ii) Matters arising 3) Collaboration issues i) New collaborators ii) Associate Membership : discussion 4) Feedback from referees, LHCC and matters arising 5) Financial and manpower matters i) Operations fund ii) Common fund 6) Report from the Management on Technical Issues : i) Magnet TDR ii) Tracking station 11/Muon 1/Scintillator pad issue. iii) Additional 12cm for RICH-2 7) Matters arising from the Plenary Meeting 8) Constitution and Membership of the LHCb Editorial Board. 9) LHCb conference talks 10) Any other business i) CB Secretary ii) Institute hosting LHCb week in Italy 1) Approval of the agenda ------------------------- The agenda was approved. The Chairman welcomed new (and old) CB members from Bristol, Firenze, Orsay and Zurich. 2) Minutes of the last meeting ------------------------------ Approval of minutes : --------------------- The minutes of the December 2nd 1999 meeting were approved. Matters arising : ----------------- The matters arising which were not covered in other items of the agenda : o Acceptance letters have been sent to the universities of Bristol, Firenze and Zurich. o The Chairman reported that the new version of the Constitution agreed at the 2/12/99 CB meeting has been posted on the WWW. 3) Collaboration issues ----------------------- i) New collaborators -------------------- T.Nakada reported on the status of new applications. ii) Associate Membership ------------------------ There was a discussion of the possibility of an "Associate Membership" status of LHCb. H-J.Hilke reminded the meeting that the proposal was to allow institutes to be affiliated to LHCb who could provide no resources at the present time, but intended to do so in the future. The CB agreed with the concept of Associate Membership in principle. It was agreed that a proposal should be drafted by the Management for the next meeting. The proposal needs a precise definition of the status of Associate Member, including circumstances under which membership would be approved, right of attendance to CB meetings, voting rights, the member's status regarding the MoU, etc. 4) Feedback from referees, LHCC and matters arising --------------------------------------------------- T.Nakada had made a summary during the Plenary meeting. o The Magnet TDR had been submitted to the LHCC in January. The Magnet Advisory Group has fully endorsed the design concept and recommended its approval to the LHCC in March. o The RICH photodetector choice had been reported to, and noted, by the LHCC. o LHCb progress had been well received by the LHCC at its January 26th meeting. There were no major areas of concern. o The next LHCC major review of LHCb is on March 7th (a full one day meeting) at which the magnet, trigger milestones, muon technology choice, and the calorimeter final design will be reviewed. 5) Financial and manpower matters --------------------------------- Common Fund and Operations Fund ------------------------------- H-J.Hilke reported that there is urgent need for countries to pay into the LHCb Common Operations Fund. Immediate funds are required for the Electronics Pool and general test beam equipment, cabling etc. There is also a possibility that LHCb need to make an early contribution to licences for the SCADA system. SCADA is commercial software for the Experimental Control System of LHCb, and used in common by all four LHC experiments (see below). The four LHC experiments are engaged in detailed discussions regarding long term sharing possibilities of Common Fund payments, in an homogeneous manner across the experiments. Possibilities are pro-rata payments in proportion to the capital costs supplied, or a payment proportional to the number of people signed up on the experiment. The RRB will monitor all Common Fund and Operations Fund payments. The Operations Fund payments will be annual, and will be in addition to the Common Fund payments. Once the investment phase of the experiment is over, the Operations Fund will pay for maintenance and operations (M&O) of the LHCb detector. H-J.Hilke reported that the signing of the IMoU is going well. It has been signed by France, Germany MPI, Netherlands, Italy, Russia, Spain, Switzerland and the UK. The countries outstanding are Brazil, Finland, Poland, China, Romania, Ukraine, Germany BMBF (new request pending) and the US. 6) Report from the Management on Technical Issues ------------------------------------------------- H.J-Hilke introduced a number of recommendations made by the Technical Board and which have been accepted and endorsed by the Management. i) Tracking station 11/Muon 1/Scintillator pad issue. ----------------------------------------------------- The Tracking station 11/Muon 1/Scintillator pad detector arrangement was unanimously ratified by the CB. ii) Additional 12 cm for RICH-2 ------------------------------- The additional 12 cm of space in z for RICH-2 was unanimously ratified by the CB. iii) Calorimeter Configuration ------------------------------ The final calorimeter design arrangement was noted by the CB. iv) Muon system --------------- A three month delay in the muon technology choice was noted by the CB. SCADA ----- The investigation is ongoing regarding the payment of licences for SCADA. The CB noted the ongoing negotiations. 7) Matters arising from the Plenary Meeting ------------------------------------------- T.Nakada noted that LHCb still have a serious lack of support in the areas of background studies and test beam data acquisition. This was highlighted as a problem at the last CB meeting. The CB were again asked to propose possible candidates to work in these areas. It was pointed out that the fringe field from the warm magnet remains a major issue for the collaboration. H-J.Hilke stated that work will continue to be directed into reducing the fringe field and into providing adequate shielding. 8) Constitution and Membership of the LHCb Editorial Board ---------------------------------------------------------- T.Nakada introduced a discussion of the LHCb publication policy, a draft of which can be found at the web address http://www.cern.ch/nakada . Although the content of the draft was agreed in principle, a number of revisions/additions were requested : o LHCb conference proceedings should be made available as LHCb notes. o Physics papers should be approved by the collaboration before being published. o The Editorial Board Chairperson should have responsibility for overseeing the review of technical papers, as well as physics papers and conference proceedings. o The internal referees who will perform editing of physics papers in collaboration with the authors will be drawn from the whole collaboration. o The Editorial Board should have an appointed chairperson plus five additional members, each serving for a two year period. The membership would be nominated by the Spokesperson and endorsed by the CB. It was reported that the ECFA initiative to allow publication of technical notes with a small number of names is still ongoing. Europhysics Journal is now inviting contributions. It was noted that the LHCb Editorial Board needs to be set up before LHCb internal refereeing can proceed. This item will be rediscussed at the next CB meeting. Following on from the last CB meeting, there was further discussion on collaboration policy towards LHCb talks given by non-LHCb personnel. It was agreed that, in principle, LHCb talks by non-LHCb personnel should be discouraged (except in the case of review talks), however each talk would need to be judged case by case. 9) LHCb conference talks ------------------------- T.Nakada reported that the status of current conference talks and speakers has been updated on the web and can be found on http://lhcb.cern.ch/generalmanagement/speakersbureau/html/speakers.html . 10) Any other business ---------------------- i) CB Secretary --------------- N.Harnew reported that no nominations for CB-secretary had been received. F.Harris agreed to continue as CB Secretary until the election of the next CB Chairman. The CB conveyed its thanks to F.Harris. ii) Institute hosting LHCb week in Italy ---------------------------------------- C.Matteuzzi informed the CB that the Italian institutes had decided on Milano as the venue for the CB in September. This was warmly received by the CB. iii) EU Grid proposal ---------------------- T.Nakada reminded the CB of the HEP EU draft proposal for Computing GRIDs. This was being signed by CERN and the following countries - France, Italy, UK, Netherlands, Russia, Germany and Spain. The bid for WAN computing R&D is for 30M ECU. This is an alternative source of funding from normal HEP money. ____________________________________________________________________________ Summary of Important Dates -------------------------- All meetings are at CERN unless otherwise indicated. Dates of future LHCb weeks and Collaboration Board meetings ------------------------------------------------------------ LHCb weeks 2000 Plenary meeting Collaboration Board May 22 - 26 25/26 May 25 May Sep 25-29 (Milano) 28/29 Sep 28 Sep Nov 27 - Dec 1 30 Nov/1 Dec 30 Nov Dates of conveners/referees meetings ------------------------------------ 2000 : 7 Mar (coordinators and referees) LHCC Meetings ------------- 2000 : 8-9 Mar, 17-18 May, 5-6 Jul, 4-5 Oct, 29-30 Nov. RRB meeting ----------- 2000 : 17-18 Apr, 23-24 Oct. ____________________________________________________________________________ The CB attendees for the previous (2/12/99) meeting were as follows: B.Adeva (Santiago de Compostela), T.Bowcock (Liverpool), C.Brew (RAL), G.Carboni (Rome "Tor Vergata"), C.Coca (Bucharest), R.Dzhelyadin (IHEP Surpukhov), L.Garrido (Barcelona), A.Golutvin (ITEP, Moscow), E.Guschin (INR Moscow), A.Halley (Glasgow), N.Harnew * (Oxford), F.Harris (Oxford), H-J.Hilke * (CERN), B.Jean-Marie (LAL Orsay), B.Koene (NIKHEF), A.Lai (Cagliari), R.Le Gac (CPPM Marseille), B.Marechal (Rio de Janeiro), C.Matteuzzi (Milano), F.Muheim (Edinburgh), P.Perret (Clemont-Ferrand), G.Polok (Cracow), M.Sannino (Genoa), M.Schmelling (MPI Heidelberg), O.Schneider (Lausanne), A.Schopper (CERN), C.Shepherd-Themistocleous (Cambridge) M.Szczekowski (Warsaw), I.Videau * (LAL Orsay), A.Vorobyov (Gatchina), D.Websdale (Imperial College, London). * non-voting members [28 institutes represented]