GDE Executive Committee: Public Meeting Minutes 6 July 2006

Present: B. Barish, G. Dugan, N. Walker, K. Yokoya, M. Hronek (sec)

Absent: B. Foster, T. Raubenheimer, M. Nozaki

Guests: W. Bialowans, P. Garbincius, T. Shidara

Confidentiality and Guidelines:

  • Schedule of meetings is available, being entered on the Indico site by Max
  • Meetings are parallel with other sessions
  • We would like to quickly go thru info with each group (19 groups in all)
  • Some do not have costs, some are large costs (ex – CF&S)
  • Sessions to be 15 minutes , but longer sessions are needed for a few groups
  • Some of the questions that are coming up are more physics related but they do impact costs (e+ source)
  • Follow-up time is available if needed and the rest of the time will used for cost prep

Comments/Questions:

– There is a fair amount of need for immediate guidance for these groups. How do we insure that the EC is kept informed? We need to keep close record of guidance given - we don’t want surprises for the EC.

– Little info has been received; projections are being made right now. Where will we be once in Vancouver? The questions we have now may be different once we get to Vancouver.

– We need to identify the costly items. Notes are essential for information being given out leaders.

– Record should be kept of suggestions/advice for EC review.

– Proposals and suggestions should have EC approval. We need to badger more for the numbers. Only a small group has turned anything into the cost engineers.

Summary of Wednesday meeting with CF&S

  • CF&S gave 3 estimates. Came with 3 costs to compare and the rest were divided. How do we go about reviewing these numbers?
  • How do we vet this issue?
    • How much review?
    • What are the big cost drivers
    • Is it possible to compare these items with TESLA or XFEL? PG said this had been done and there were huge differences.
    • How will we get these checked and clarified? Do we do cross regional checks.
    • How do we check these numbers selectively (ones with significant costs)
    • Who do we get involved?
      • DCB
      • CE’s
      • Internal CF&S reviews
  • We need internal confidence on our costing and the DCB needs to review, within confidentiality limitations?

- - We need independent cost reviews, selectively.

- - DCB could structure a process, flag areas for independent analysis

  • -

Confidentiality

  • What guidance do we give for talks and parallel sessions?
  • We need to put version numbers and dates on our procedures
  • When will this be available for circulation?
  • General strategy:
    • Give guidance
    • We don’t want to get trapped by #’s in the ANY document form that may be circulated or posted
    • Details of costs will be closed sessions
  • Impossible to be stringent but we need to instill a new attitude of confidentiality among the GDE
  • We don’t want to stifle but people should not be involved unless they have something substantial to add.
  • What are our goals? What are we trying to protect?
    • We don’t want interference with our jobs
    • Some of these numbers are not our own.
  • Guidelines will be distributed to CE’s and we will finalize in the next few days.
  • This document is for Vancouver only.

CLOSED SESSION:

S0/S1

  • Lutz will get feed back from the charge
  • A thorough document was supplied from Lutz, please look over for important points, we should send to Lutz by Friday.
  • S2 group next week – yes.

CHINA

  • Meeting will be 4 days instead of 3 and will be from 4-7 February

MAC Report Response

  • We will finalized this be next week to have it off the table by Vancouver

EDMS

Meeting was to be held on July 4. Nick will follow up for next week.

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