Agenda
The Collaboration thanks the spokespersons for their job.
The search committee report was presented by Bianca Keilhauer.
Lukas asked Kevin and Flavia to count the votes and they accepted. Lukas and Lorenzo count the signatures on the register paper to check the legal number.
Number of total voters is 43, but only 39 are present and signed the register.
Miguel goes around to collect the votes. Kevin and Flavia count the votes and Lukas declares that Ralph is elected at the first round. Lorenzo goes outside to call the candidates.
Lukas says to Ralph Engel that he has been elected, but he has to be confirmed by the Finance Board.
Ralph thanks the Collaboration.
Karl-Heinz Kampert gave a speech to thanks the Collaboration and specific collaborators for their support as persons and and as colleagues.
Lukas remind that starting from next year we will have 2 meetings instead that 3.
The November meeting will always be in Malargue, the second meeting has to decided year by year.
The minutes for the meetings March 8 and 10, 2017 and June 10, 2017 got approved.
Valerio Verzi withdrew (email sent to the Collaboration the night before).
There were two candidates left, Antonella Castellina and Bruce Dawson.
Eva Dos Santos and Ruben Squartini will count the votes; Lorenzo passed around the voting slips. At the same time, the attendance list is being circulated for signing.
Lorenzo and Lukas count the signatures: 39 persons out of 43.
Antonella Castellina got elected at the first round.
The Collaboration thanks Antonella and Bruce for having accepted to run for this election. Antonella thanks the Collaboration for being elected.
Lukas thanks again Karl-Heinz and Antonio for their work along the past years and for the extra year they have accepted to take over as Spokespersons of the Collaboration.
Ingo presents the project management report. The Collaboration Board record also includes the Project Management Report from the opening session and the status of AugerPrime funding and the WBS.
Miguel Mostafa: people are few and the effort should be focused on Prime installation. Are we sure we can afford all the work required by external projects operating at the experiment site?
Ingo: positive answer, also to support the perception of the Observatory as an interdisciplinary infrastructure.
Ralph: we can ask people willing to install new devices at our site to contribute in the COMMS if they need.
We agreed to have two meetings. They will regular and full meetings (no analysis meetings any more). This means the Krakow meeting will be a full collaboration meting.
We thank Roberta Colalillo for accepting to organize the agenda of the Krakow meeting and Markus Niechol for having organized this agenda of this meeting.
Henryck Wilczynski reports on the Krakow meeting logistics.
Presented by Ralph Engel.
250000 dollars have to be spent; shall we use them for SSD PMTs?
Colombia associated membership review will be done at one of the next meetings in 2019.
Election of CB chairs will be done in Krakow. Asked to Lukas and Lorenzo to continue until Krakow, they accepted. Ralph asks for suggestions and candidate people to be in CB selection committee.
Roberto Mussa: can the actual CB members re-elected? Yes
Antonio Bueno: remember that we have to vote to choose the search committee
Ralph Engel: we can use electronic vote
The reports by the Publications Committee and by the Conference Committee where given during the opening sessions. They are part of the record of the Collaboration Board.
Report from Geraldine G. presented by Esteban R.
Esteban says to send comments to Geraldina directly.
Andreas Haungs: ask if MOU include the description on how the alert is handled. Esteban answers that alert and analysis are two separate things and so this should not be part of the MOU.
Lukas suggests the Collaboration to first read the MOU proposal and then send suggestions and/or comments to Geraldina.
Henryck W. points out that Antares name is missing in the title of the MOU proposal
(Post-meeting: approval by electronic vote.)
David Nitz: There is already a data management plan in U.S
Charles Timmermans: Notices that metadata description/explanation is missing Andreas H. Replies that we need still to discuss what metadata are
Miguel M: Suggests that we should ask to people installing new devices in Auger to make their data public
Tiina Suomijarvi: Asked what we want to do with Auger Prime Data Andreas H. Says that we have to release data after two years of latency; Lukas N. specifies that the two years of latency starts at the end of the commissioning.
Julian Rautenberg asks if we have to move also the national/local pages with public data to KIT as it has be done for the Auger one. Andreas says that this is not necessary. Lukas says that it is early to discuss here technical points and push people to collaborate to the discussion to establish our policy of data release.
Presented by Jonny Kleinfeller for Radomir Smida.
Julian R says that by using remote shifts we are able to provide help if is needed, but we should know that in advance. Lukas N. suggests to put in the Auger page the list of sites where remote shift can be done.
Antonio B. reminds to the Collaboration that in 2014 we have approved a policy on how to deal with groups not doing shifts, but it was neither implemented or applied.
Markus Roth Thinks that more information is needed and it is not enough to send email to representative once per year. He also suggests to put in the shift list the Institution that are negative on the shift balance and ask them to provide shifters as soon as possible. Ralph thinks that Radomir needs help and the new management is going to change this.
Presentation by Lorenzo Perrone.
Lukas seconds Lorenzo and clarifies that the CB endorsement will allow them to use the name of Auger Observatory for this event.
Charles T. asks what will be the role and the tasks of the Observatory in this project. Lorenzo answers that the Observatory will be required to provide the access to facilities, i.e Office Building and network. Some collaboration from the staff would be welcome, also to guide the students and possibly bring them shortly in the field for a tour.
Tiina S. says it is a good thing for the Observatory to give support to ISAPP
Matthias K. asks how many students are expected to attend the school. Lorenzo answers that usually ISAPP have 20 up to 40 students.
Antonella suggests to discuss with Oscar Saavedra and try to combine with his Latino American school.
Lukas suggests Carola to publicize and try to get money support in order to send people from Brazil to the school. Carola says that it is difficult if the school is not in Brazil.
Enrique Zas asks if there will be support money from Argentina to this initiative. Esteban/Ingo say that logistic support is for free, but they cannot promise money from Argentina.
Lukas says that the feedback from Collaboration seems to be positive and so Lorenzo together with auger ISAPP members can go on with the organization of the initiative.
Andreas Haungs reports on SIECA. This report is accompanied by a more extensive SIECA report.
Matthias K. asks if this is a temporary installation Andreas says YES, it will stay two weeks.
Ralph says that groups asking for something should have a positive balance in FD shift.
Lukas asks for approval (approved by acclamation).
Jonny K. Reports on PARC Project. This proposal is accompanied by a memo on PARC.
Matthias K. thinks that we need more information, but it seems we can arrange them in a way that they do not interfere with the Observatory
Miguel M.: What happen if this is not true and we have another COMMS crisis?
Lukas asks if we approve it with caveat or if they have to pass again for the CB.
Joerg H. says that we have to ask them more information and if they ask then it is OK.
Matthias K. says that COMMS issue are almost solved and the only concerns are on the possible interference between this device and the radio array.
Roberto M. Asks if they have a prototype to make a test . Jonny K. answers that the device is in Buenos Aires, but it is the final object, not a prototype. They cannot have the object before March.
Lukas suggests we can approve it under some conditions. It is approved under conditions by acclamation.
Ingo A. reports on SEISMIC Project
Ingo says that there is nothing to add with respect to what he said in the Technical Board.
Lukas suggests to approve under conditions.
David N. asks if there are possible problems related to COMMS.
Jorge H. says that they want to use AERA COMMS, but there are several issues to be addressed before.
Lukas asks if we need more information before approval
Andreas H. says they want to use the Auger network link to Europe to send data. It is possible but we need more information.
Ingo A. says that they still need to submit the proposal to funding agencies and it is not clear if they will get the money.
Antonella C. suggests to ask them to contribute to network/COMMS.
Lukas says that we can have a conditional approval to them.
Ralph E. suggests to give them just a statement of encouragement to go ahead.
David N. suggests to postpone the decision and then use electronic vote.
Matthias K. suggests to approve in Krakow if at that time they have got the money.
Bianca K. suggests that they have to put explicitly in the project that they should pay us.
Lukas ask to vote for the formula “state encouragement + more information + contribution for using our infrastructure”. The motion is approved by acclamation.
Joerg H. reports on the 3000km^2 radio array.
He says that this has been already discussed in the TB and the green light has been given.
Pedro A. Reports on MARTA Hexagon request.
Miguel M. asks if we are aware of possible changes in the tanks due to the installation of MARTA detectors. Pedro answers that there are no. problems on tank side.
Karl-Heinz says that as far he knows the probability to break PMTs is not null.
Miguel M. asks what we gain in installing this hexagon. Pedro answers that we can perform test of SSD, cross calibration of SSD and AMIGA and perform cross calibration with WCD at 10^17 eV.
Andreas H. says that with MARTA we will be sensitive to muon spectrum.
Ralph E. asks when the shipment from Lisbon is expected to arrive.
Lukas: asks to vote and the request is accepted by acclamation.
CDAS central campus incident review by Julian.
Lukas recommends that we allocate money for this item.
Ralph E. Overload of system? Limit use of UPSs. Julian says UPS was sufficient, generator is tested each week. We should review which services we can switch off when is needed.
Charles asks what about backups. Julian says that as it is not sent to Lyon it has to be secured here in Malargue.
Lukas thanks also Ruben for the work.
Lukas reminds the Collaboration that in Paris we decided to switch from 3 meetings to 2 meetings per year. November will be in Malargue, while the other has to be decided each time. He ask what we do in 2019?
Ralph thinks that is too early to decide and it will be better to discuss in June during Krakow meeting.
Lukas wants to start ask for proposals/people to organize and he doesn’t want to wait too much.
Francesco says that it would be better to decide time slots so people that want to host can organize themselves.
Ralph ask what we do for ICRC, and if we do it in Malargue May is cold.
Markus asks for time 2 or 3 time slots to negotiate with hotels.
Lukas says that he will give us time slots in Krakow. This is also connected with ISAPP school in Malargue.
Lorenzo says that school will be probably in March
Lukas asks which is the feeling in Malargue if we do not show-up for meeting next year.
Lukas says that we postpone decision in Krakow, and please provide feedback.
Charles expects we have less people in the parade.
Julian says to increase the meeting duration by one day.
Miguel suggests to go back to the old formula of meetings with more parallel sessions.
Lukas encourages people to go to the parade.
Matthias says that parade time has been used to do something else.
Markus suggests not to extend the duration of the meeting, better to send more people to the November meeting in Malargue.
Lukas suggests to do a more detailed preparation of the the meeting with for example pre-meetings by teleconferences.
Lorenzo says that face to face meetings are more effective. Daniele agrees with Lorenzo.
Bianca says that parallel sessions have been worked very well for Atmospheric monitoring task.
Ralph says the Collaboration to send comments and suggestions about organization to him and Antonella.
Bruce noticed in the last period an increment of the use of season (e.g Spring Winter) to indicate times of the year. As we work in different Hemispheres he asks people to use less ambiguous indicators.