Date: Sat, 12 Dec 1998 16:23:45 +0100 From: Harvey NEWMAN Subject: US CMS Collaboration Meeting: Important Notifications Dear Colleagues, For the US CMS Collaboration Board meeting Saturday December 19, to be held in Wilson Hall 1 NW at Fermilab, I would like to draw your attention to the following: New Proposed Officers in the Organization _________________________________________ New positions have been proposed at the Executive Board of October 31. Formal approval of these positions will require changes to the Constitution, but candidates are requested now in order to complete the changes in a reasonable time. (1) Nominations for Deputy IB Chairs have been requested. A deputy chair is needed to ensure representation of each IB at all the Executive Board Meetings. Candidates will be brought to the Executive Board for consideration and to the Collaboration Board for approval. (2) The position of Ombudsperson has been proposed. He will help ensure that issues of individual US CMS members are properly heard and considered. In exceptional cases these matters may be discussed in the EB and brought before the CB by the Ombudsperson, according to a grievance procedure. It is further proposed that the Ombudsperson will sit on the Executive Board, as an advisor in Collaboration matters. Nominations for a suitably qualified Ombudsperson are requested. (3) The position of Deputy Spokesperson has been proposed, and will be discussed in the EB and the CB. The Deputy Spokesperson will ensure that the daily operation of the Collaboration proceeds without interruption, and that all issues in the US CMS are properly considered. The Deputy will be a Member of the Executive Board, and will fill in for the Spokesperson in case of absence or illness. US CMS Constitution ___________________ The following issues will be discussed at the CB meeting. I am bringing these to your attention now to allow you adequate time for consideration by you, or your representative, in preparation for the discussion. o The present Constitution is out of date. Much of the text, and the composition of the US CMS Boards and Committees is in need of updating. o The update should include brief but precise descriptions of the composition, role, rules for membership and operation of the various committees that comprise the US CMS management. The relationship and interfaces between the Collaboration (as represented by the EB/CB), the Construction Project, and the (soon to be formed) Software and Computing project should be specified. o The structure, operation and reporting line of a new Software and Computing Board in US CMS will be defined. Candidates to coordinate the technical activities of each sub-project within the Software and Computing task will be considered between now and the next Collaboration Board meeting in the Spring. o The active role of the Executive Board and the Collaboration Board in all decisions of US CMS should be defined. Particular attention will have to be given to issues at the interface between the Construction Project and the Collaboration. o The schedule of regular meetings will be considered, with possible updates to the present Constitution. o Procedure: It is proposed that changes to be considered to the Constitution be formulated by, or in close consultation with a proposed Consitutional Committee comprised of 2 to 3 members of the Executive Board. Changes to the Constitution so formulated will be brought for ratification by the Collaboration Board. In case of need, the ratification process may use an electronic vote, in advance of the following Collaboration Board meeting, except for major changes where open discussions are required. o The process of amending the Constitution, and the approval of the procedure, will begin after this Collaboration Board meeting. The first round of changes, and the formalization of the change procedure should be completed at or by the Spring 1999 Collaboration Board. o All changes which affect the Project will be done in consultation with the Technical Director and the Construction Project Manager. Major changes could require approval of the Project Management Group, and DoE and NSF, in some cases. o All changes which affect the (international) CMS Collaboration will be carried out in consultation with the CMS COllaboration Board Chair, to ensure that there are no conflicts between the CMS and US CMS Consitutions, and that US CMS operates and is managed in a manner compatible with CMS as a whole. Election of the IB Chairs _________________________ An election of the Institute Board Chairs is scheduled to take place by May 1999, according to the two year terms specified in the present Constitution. The present positions of Physics Coordinator and Education and Outreach Coordinator should also be considered. Holders of these positions may be re-elected. I invite members of the Collaboration to bring further issues to the attention of the CB, through the CB representatives or EB members. * * * * * I look forward to seeing you, or your representative at the upcoming meeting. With best regards, Harvey PS Brief notes on meeting logistics follow, at the end of this message. _________________________________________________________________ US CMS Collaboration Board December 19, 1998 DRAFT AGENDA (Updated December 12) 9:00 Introduction Harvey Newman 9:05 Welcome to Fermilab John Peoples 9:15 Report to the Collaboration Harvey Newman 9:35 Single Top Production: a Theorist's Scott Willenbrock Perspecive 10:15 Single Top Production Studies Kaori Maeshima 10:45 COFFEE BREAK 11:00 Technical Director's Report Dan Green on the US CMS Project; Construction Project Manager's Report 11:45 Status Reports on the Subprojects (15 Minutes Each) Common Projects Dick Loveless EMU Dick Loveless HCAL Jim Freeman TRIDAS Jim Branson (to be confirmed) 12:45 LUNCH [ 12:45 - 14:15 Lunchtime Meeting of the Executive Board ] 14:15 Status Reports of the Subprojects (Cont'd) ECAL Roger Rusack Forward Pixels Bruno Gobbi Software and Computing Harvey Newman Education and Outreach Randi Ruchti 15:30 COFFEE 16:00 Update: Communication and Coordination In the Collaboration and the US CMS Project (H. Newman) o Joint EB + Project Office Meetings o US Liaison Office at CERN o Software and Computing in the US CMS Organization o Procedure for Changes to the US CMS Constitution o Upcoming Proposed Additions to the Constitution 16:30 Discussion of Issues AOB 17:30 Adjourn _____________________________________________________________________ We will have access to the usual Fermilab meal service (and coffee) for breakfast and lunch on Saturday. For the afternoon break we also have made arrangements. In order to recover costs for our Saturday meeting, we are asking each participant for a $ 10 fee. We will put any surplus towards covering expenses at future Collaboration Boards. Fermilab expects to have a new ISDN hookup in the auditorium for our meeting. But this service is brand new, and so if it is not working yet (to be confirmed this week), I will let you know and provide further information. In order to plan the meeting, it would be useful to have a headcount. Each Collaboration Board member is asked to tell me how many people from his group will be attending. - ******************************************************************** * * * Harvey B. Newman 256-48 HEP CERN Address: * * Professor of Physics California Institute EP Division * * US CMS Spokesperson of Technology CERN 32 3A-14 * * Harvey.Newman@cern.ch Pasadena, CA 91125 CH-1211 Geneva 23 * * newman@hep.caltech.edu (626)-395-6656 41-22-767-6366 * * Fax: 795-3951 Fax 767-8530 * * Sec'y: Virginia Licon * * (626)-395-6676 * ********************************************************************