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9 Sept. 2022 FB:
Present: GT, AC, AZ, IW-S, MB, RT, CG, JRM, CJ, AC, AI
context: Common fund will start next year, we have to decide what to do in the meantime.
(i) track and compensate expenses not fitting the scope of an institution
—has arisen for 2 contract bridging requests from LNGS in July (Consiglio, Ianuzzo) + 2 more requests in Sept. (Sablone: needs at least 4 months, Camillo: needs at least 4 months) : cost ~ 40k EUR in 2022.
—this situation is likely to arise for the mock-up
—extrapolating to the future, bridging contract cost at LNGS is likely to be 40-50k/year
—we need to collect a spreadsheet of all fixed-term contracts of this type to prepare better for contracts ending (to avoid this situation in future as far as possible)
—route of reimbursing invoices is preferred by US. This was done for DS-50 via Napoli, Gemma to investigate.
—CFI doesn’t have common fund allocation during construction, so where funds come from not clear
—DOE needs formal authorisation for agreement of this kind
*action: GT and CG to investigate mechanism for reimbursing invoices
*action: GT and JRM to propose text to be agreed at next mtg
Proposed text: starting from 2022, agree to reimburse up to 50k per year in contract bridging. Goal is system of reimbursing invoices
Sharing of funds: propose in proportion by fraction of authors between INFN, CFI, NSF, STFC. Invoices should map onto items funded in countries where possible.
Based on DarkSide-LowMass paper author list, this sharing of funds would be
Italy: 120 authors, = 59.1% of total. Exposure (assuming 50k/yr spend) = 29.6k/yr
Canada: 16 authors, = 7.9% of total. Exposure (assuming 50k/yr spend) = 4.0k/yr
USA: 38 authors, = 18.7% of total. Exposure (assuming 50k/yr spend) = 9.4k/yr
UK: 29 authors, = 14.3% of total. Exposure (assuming 50k/yr spend) = 7.2k/yr
None of the above authors = 94/297 authors.
Source of numbers: https://docs.google.com/spreadsheets/d/1r5NVtQ3VxLB1-aU1PGXjeMBnH1Of-hHpGzFmf4njsO4/edit#gid=1570843016
(ii) Gd-loaded acrylic procurement
-input from Yi: we need to start making contract with Donchamp otherwise they will book facility for other things
*action: CG needs feedback from Princeton legal on whether can purchase dual use material (the Gd-PMMA) with US funds
2. EVM work (CJ)
*action: PIs to fill file circulated by Cat and return it by Fri. Sept. 16.
Note: this will happen every 4-6 weeks, so set up a system…
Discussion of what to show Sept. 28:
-baselining: we told committee last time that a sub-system budget and schedule is baselined after its completed its production review.
-budget changes since June’22 costbook (~1 slide), full costbook update yearly (Jan.’23 meeting)