Financial Board Call

Wednesday 13 Sept 2023, 15:00 → 16:30 Europe/Rome

Sep 13th session: People present: Gemma, Nanni, Cristiano, Mark, Roberto, Jocelyn, Marcin

1. Common funds sharing rule: check the results obtained by weigthing the number of active authors by the mean value of the FTE.
2. Minimum threshold: not set for the moment
3. Entry ticket: the principle of asking 2 years of past common fund is accepted. We should include a grace time for paying the past common fund, allowing the approval of possible pending grants
4. Expectation of common fund for the coming years: we set a maximum value  of Common fund/year  for the construction period: 2024,2025, 2026 is 500k.
5. We start in 2024 to list expenses for  400 k
6. The list of possible expenses in slide 7  in the file present in the indico (first item in the agenda,Common funds) is reasonable. Few modifications in the wording and expected costs  are:
   1. Per diem, support for technician travelling ... should be changed to "support for personnel working in LNGS":  Expected cost? 60k
   2. Purchase of urgent items should be "Procurement of installation tools for common items": expected costs? 80 k
   3. Computing resources.. should be "CPU, data storage ": expected costs? 100 k

       7. List of deliverables: 

is the UAr hardware for the slow control included in the UAr deliverable?: Cristian: to be checked but it should be yes

 Contribution to personnel from VT to the slow control: it is available, but we do not list this item. It is not Midscale

 Add the external plastic shield to the list of deliverable. Funding agency: TBD. 

Get a cost estimation in time o discuss with the RRB on Oct, 5

We had time to  discusse only part of the table

 

We need additiona meetings to continue the discussion:  next one  is scheduled on Friday Sep 15, 3 PM

PS: The discussed material has been appended to the IB agenda of Set 15th. There was no time for the discussion. Offline comments by Cat and Stephen underlined that people should not be associated to DOE. The funding agency of people like PNNL colleagues, not part of the NSF Midscale, should be "Other US"

Sep 15th session: People present: Gemma, Nanni, Cristiano, Mark, Roberto, Jocelyn, Marcin. Pascal

1. we did complete the checks of the deliverable table. The updated working version is attcd to this indico page. Modifications are marked in red.  The column cost still must be updated.

2. We had a round table about the FTE option to weight the Common Fund contributio. There is consensus that it cannot be used as the definition is not uniform in all the countries. It was proposed to be listed in the author file but consensus has not be reached.

Additional information about production and machining costs @DonChamp  have been distribuited by Yi (thanks Yi) in the following days: a file prepared by Gemma  listing the costs of the varios steps for the production and machining of the GdPMMA (finalization of the R&D excluded) together with the quote from DonChamp is attcd to this indico page. Apologise for possible mistakes. It shows that we miss  up to about 1.5 MEuro

 

15:00 → 15:30 Common funds

Speaker: Gemma Testera (Istituto Nazionale di Fisica Nucleare)

CommonFunds.pdf

15:30 → 15:50 Updates about costs and available money for major items: GdPMMA, Urania, UAr transport,Cryostat&Cryogencs

Speakers: Cristiano Galbiati, Gemma Testera (Istituto Nazionale di Fisica Nucleare), Mark Boulay (Carleton), Yi Wang (IHEP)

DS 20230913 FB_YiWang.pdf

GdPMMACost&Funds_v1.xlsx

15:50 → 16:10 Updates of the table of deliverables for the MoU

Speaker: Gemma Testera (Istituto Nazionale di Fisica Nucleare)

DeliverableTable_v1.docx

16:10 → 16:30 Mockup expenses