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People:Gemma, Cristian, Jocelyn, Giulian, Andrea Z., Mark, Cat, Roberto T., Roberto S, Isabelle
1a) Following the discussion of the last meeting, we need to agree on a procedure to account and compensate expenses out of the scope of an Institute. In particular, we have expenses for bridging contracts of people that Princeton covered in June (2 people for 3 months) and 2 similar requests in September. Also we were advised that a new one has been issued by Sandro. Gemma checked with Sandro after the meeting and she verified that this should not be included in the present discussion.
Gemma reported that unfortunately INFN cannot reimburse invoices: it is true that it was done in DS-50, but this was possible because there was a MoU in support of it.
When the MoU expired the reimbursement was immediately blocked by INFN. Presently without a MoU we are not in conditions to use this procedure.
Compensation could easily happen by an exchange of expenses among Institutions: this only requires an internal agreement.
On the contrary, Princeton needs the cash back
Cristian is trying to elaborate a procedure involving UK to try to solve these difficulties.
Cristian is willing to have the procedure approved before issuing the temporary contracts.
1b) Following the request of several people, we agreed that we need to elaborate a proposal for a list of items to be included in the common funds during the construction phase and the sharing rule,
Following a proposal from Giuliana, we agreed that the most effective planning is that the FB makes a proposal for a sharing rule to be approved by the IB. Giuliana will provide an updated list of people participating to Ds20k to be used for head counting.
Gemma will setup a shared folder to work about common funds items. Related documentation from other collaboration could be used to inspire us and it will be uploaded there
2) Gd loaded acrylic procurement.
Cristian & Yi: Work to revise cost and availbale budget is in progress. VAT should not be paid and this is a cost saving.Initial difficulties with the contracts are evolving in positive way even if the solution is not yet fully set. Meeting are in progress involving NSF groups, Yi and Canadian groups to setup the full budget for all the acrylic (anode, cathode, barrel) and the order procedures. A new funding request of the Chinese group is foreseen. Having the MoU signed is important for the chinese proposal.
There will be a first small order for the mockup and then the full DS20k procurement
Gemma: The time scale for a new chinese proposal may be long and not consistent with the Ds20k production schedule.
YI: a realistic time schedule will be available by the middle of October
Gemma & Cristian: from the RRB meeting it looks like the Chinese group will directly sign the MoU. Cristian confirmed that this should the case as the US University will sign it and not the main agencies.
3) We will present to the Forti panel a table with few examples of cost updates. The goal is to show that we are working toward baseling the projcet but still there open points. Complete baseline will be whoen in december.
EVM: Cristian reported that it is requestd by NSF
Cat: excels with updated informations not received
We will not report EVM results to the coming meeting
Jocelyn observed that a lot of work has to be done within the end of the year about the budget and schedule. We agreed that we should concentrate on that immediately after the next September Forti meeting.
4) tenders and procurement : we did not discuss this because of lack of time
NEXT meeting will be on Monday Sept 26, 2 PM CET