Users Group: Board of Directors Minutes
Minutes of the meeting on October 21, 1996
Agenda
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08:30-0:900 0:900-09:30 09:30-10:45 10:45-11:00 11:00-12:30 12:30 |
Executive Session Director's Report-Hermann Grunder Scheduling Process-Andrew Hutton Coffee Break Accelerator Process and Polarized Beam Update-Charlie Sinclair Working Lunch Issues: User Space-B. Beise, R. Whitney Trip To Washington-D. Gessaman |
Director's Report-Hermann Grunder
The following items were discussed:
- Larry Cardman will replace John Domingo as the Associate Director of Physics on January 1, 1997
- A brief overview and update on each hall.
- Funding for FY97 is essentially at FY96 levels. Additionally, the
recent efforts by approximately 3000
scientists lobbying support for the FY98 budget appear to have been successful. - Experiment scheduling is being addressed in large part due to the formation of the Nuclear Physics Experiment Scheduling (NPES) committee led by Larry Cardman and Andrew Hutton. The board indicated that the activity was going well and that the lessons learned are being integrated into the process.
Scheduling Process Report-Andrew Hutton
Final Schedule should be posted by the end of October.
NPES: The formation of the NPES has provided the Lab the ability to
address future work relations and duties between the Physics Div, the
Accelerator Div, and the Users. The major concern is establishing an
effective means to balance the stylistic differences in approach.
Actions resulting from recent Accelerator and Experiment survey
- Develop a better questionnaire and with a higher effort by Users and Halls in providing scheduling input (less follow-up required).
- Each hall has been asked to do an internal experiment prioritization based on PAC rating, technical capabilities, and the ability of the accelerator to deliver
- Optimum Choice: Keep machine up and running as much as possible; when down, get in and out as quickly as possible; minimize times where all three Halls need installation at the same time; avoid overlap of FEL and Accel work at the same time.
- Lab Resources: Approximately 20 people from the NPES, the FEL Commissioning group, the Energy Upgrade group, Directorate, and spokespersons from Lab's major areas meet approximately every three months. By reviewing the needs and resources each area requires, this group hopes to provide recommendations to the lab on the most optimum balance. Resources will not be owned but assigned.
Currently, the Accelerator Division is:
- Working to get a second refrigerator on site.
- Placing emphasis on "must, shoulds, and likes."
- Convinced that a little tweaking should allow 5+ GeV.
Commitments:
- Get Schedule as well as "must, likes, and should" goals up.
- Ensure they are actively soliciting Users input into hall schedules.
- Getting info to Users before scheduling process begins.
Recommendations: The Board recommended that the Lab begin looking at general plans for 1998 to prepare for situations where resources might be tight, such as cryogenic and polarized target development.
Physics Review Discussion included:
- An announcement that the Lab will be hiring approximately 2 physicists and 4 technical support staff for the Target Group by early 1997.
- Acknowledgment that all three halls have the required level of funding to support their programs for FY97. Accelerator Process and Polarized Beam Update-Charlie Sinclair
- Based on numbers provided by the Users, the average accelerator up time has been 70%.
Polarized Electron Source Expectations:
- Decent life time at high current
- Highest possible polarization
- Reduce/eliminate systematic effect on polarization reversal Status: The polarized source group believes it will have polarized beam for the scheduled Hall A runs in 1997.
User Space-B. Beise, R. Whitney
User office space at the Residence Facility is proceeding on schedule-Users
should be able to take residence the week of October 25. Thirty-two desks
will be available. Additionally, planning is underway for User relocation
from the Residence Facility in March to other locations on the site
including Trailer City and CEBAF Center.
Future options for User office space and large experiment setup are also
under discussion.
Issues Addressed by the Board:
- The Board wants to be sure the second floor of counting house stays as it is at minimum. In the future, this may not be sufficient to handle Users in all three halls, but this year we agree that storage and experimental staging areas should take precedence over increasing counting house space.
- As CEBAF Center space becomes available, the lab should make sure there are a few "hot-space" desks for short-term visitors who do not need a semipermanent office on site. This is particularly important for Theory visitors.
- Radiation Badging and English Proficiency Problems: Discussion ensued over recent problems with the inability of some visitors to understand the language well enough to pass the required EH&S training for site access. The RadCon Group is uncomfortable allowing individuals site access when, for example, they cannot understand what it means to dial 911. Some suggestions included the posting of multi-language signs in the experimental halls near emergency phones. The options will be further explored.
Trip To Washington-D. Gessaman
Don Geesaman queried Hermann Grunder on the options and feasibility of a visit by the UGBOD and Users to congressional and agency staff members. Hermann Grunder's overall view included:
- The importance to give an accounting of the structure and current issues in the entire physics community
- The importance of coordinating visits with funding agency contacts. Action: Based on discussion, Don Geesaman will develop a concrete proposal
User Agreements (MOUs)
The Physics Division and the User Liaison Office are working to implement User Memorandums of Understanding (MOUS) which will address issues such as long distance calling, insurance, office space, equipment, user accounts, stockroom usage, etc. The following update was provided:
- User accounts will be set up by SURA.
- The User Liaison Office will draft a proposal.
- Experiments will have accounts wherein both Users and staff can sign for items to support their experiment.
The Board was promised a draft proposal by the end of November.