Present: Tricia Rankin, Charlie Young, Fran Spiller, Hartmut Sadrozinski, Phil Burrows, Sridhara Dasu, Ben Brau, Amanda Weinstein, Neil Geddes, Tom Glanzman, Ray Frey, Janis McKenna, Homer Neal, Tor Raubenheimer, Steve Rock (midday)

On Phone: Tania McMahon (morning)

Minutes of the November 3, 2000 meeting were ratified.

Report from Chair: Tricia Rankin

Tricia summarized her presentation to the SPC in December 2000.

The SIDS database now has 2420 active SLAC users entered.

The SLAC on-site housing project will proceed.

Could SLUO consider sponsoring/organizing an REU (Research Experience for Undergraduates) program for NSF? REU programs typically run for 8 weeks during the summer. The current SLAC summer student program is DOE-funded and includes lectures as well as research projects for the students. The expansion of the summer student program to include both the DOE summer program and an REU program could help address and expand the need to encourage graduate students to consider doing research in HEP.

Interest was expressed in having more contact with the SLUO user community. Suggestions include having a regular SLUO contribution to the SLAC "Interaction Point" newsletter, continued frequent news bulletins emailed to SLUO users, and frequent updating of news items on the SLUO web pages.

Tricia raised a concern as to whether we should have a closer relationship with the SSRL Users' Organization. Both groups share many common concerns.

Tania McMahon reported on the new office building. Construction will start soon, and is expected to be complete in summer 2002. The new building will provide office space for 150 users and will have several conference rooms.

The SLAC Director put out an all hands email on Feb.1/01 announcing to the entire SLAC user community that the on-site housing is proceeding. The facility will have 110 rooms and some common meeting areas. It will be located at the present site of the Training and Conference Center.

Sridhara Dasu was selected as chair of this committee.

Annual Meeting:

The suggested SLUO Annual meeting date is Friday June 29, just after the June 24-28/01 BaBar collaboration meeting, and before the Snowmass 2001 meeting, which begins on June 30, 2001.

Such timing would allow a good opportunity to bring in European speaker(s) who would be going to the Snowmass meeting immediately afterward. Eisenstein and Rosen have been suggested as possible representatives from NSF and DOE.

Charter Changes:

An active discussion and ideas on possible voting procedure changes for the SLUO elections ensued. All but one of the current SLUO executive committee members are BaBar physicists and it would be desirable for SLUO to have representatives from all sectors of the SLAC user community.

It was noted that very few SLUO members actually vote in the SLUO elections (the estimate is 10% of SLUO members vote in SLUO elections).

Snowmass Meeting

Ray will chair the Snowmass Meeting committee

Ray presented the status of the Snowmass 2001 meeting (June 30-July 21/01).

Snowmass 2001 will be an important planning meeting for North American particle physicists. The Europeans are proceeding rapidly towards a government decision on future accelerators, and the US community needs a plan for a facility at the energy frontier. ICFA recommends a Linear Collider as the next facility. The US community needs to be familiarized with the issues.

We will consider holding a joint SLUO/FNAL user executive committee meeting at Snowmass, and will also include any other lab user groups who will be at Snowmass.
It was suggested that perhaps SLUO could organize regular meetings to discuss future of HEP, a set of pre-Snowmass meetings could be held perhaps by inviting a few guest speakers to regular Orange Room lunch seminars or SLAC colloquia. It is known that FNAL and Cornell are already holding such pre-Snowmass talks/discussions.

SLUO will send a letter to SLAC users to bring Snowmass 2001 to their attention. The community is reminded that there are a number of Student and Postdoc Fellowships to encourage young scientists to participate in Snowmass 2001

Renovations:

Warehouse Renovation

Julie O'Neill reported that the Building 28 User Warehouse renovation will begin at the end of February 2001. Presently the majority of Warehouse occupants are affiliated with GLAST.

Orange Room Renovation

Nina Adelman Stolar reported that renovations to the Orange Room will proceed. Information about new facilities (AV equipment, microphones etc) will be passed onto users, so they are aware of recent upgrades.

SLUO Office Report

Fran Spiller:

Fran was surprised to hear that the SLUO office will be divided into two cubicles, to be used by Fran and Judee Templeman, the Warehouse Administrator. In the future, Fran and the SLUO committee would appreciate advance notice of such changes to SLUO office area, and an opportunity to have input into such proposed changes.

The very small SLUO lounge area is now widely used due to new espresso machine.

Fran is working on the job description for the new SLUO administrative assistant position. This position will be advertised and hopefully filled soon.

Fran has put much recent effort into the extensive upgrade and maintenance of the SIDS database.

Fran is on the committee to discuss new badges/dosimeters. A suggestion of a rack to keep badges in one or more common areas onsite at SLAC would be helpful. There have been problems when people arrive for shifts and have lost or forgotten dosimeter badges. Also, the procedure for exchanging dosimeters when due would be greatly simplified if badges were kept onsite in a rack area - Fran would not have to personally remind all users to bring her their badges when due, badges could simply be exchanged in the rack without any user actions required.

Space: Steve Williams reported on space issues and renovations. He agreed to schedule a meeting with the SLUO Facilities committee members to discuss the renovations to the Warehouse, the new office building and changes to the SLUO office area.

Budget: Jonathan reported that the schedule for the release of new federal budget is not yet known. It could be released as late as April.

Washington Trip: In May 2000, SLAC supported 8 participants for the annual DNP/DPF congressional reception in Washington DC. FNAL sent approximately 20 physicists to this event last year. Jonathan indicated that SLAC can support the 2001 Washington travel at a level similar to last year's support.

On-site Housing: Jonathan reported that the new on-site accommodation will open rooms in July 2002. In order to keep the price down, we will need to keep a high level of occupancy (the aim is for 85% occupancy, averaged over the full year). Phase-1 will have 110 rooms. A Phase-2 facility with another 55 rooms is a possible future extension.

SLUO would like to continue to be involved, i.e consulted in setting priority and occupancy guidelines. This facility is not meant to be for long stays; maximum stays are foreseen at about a month, so this accommodation is not intended for 4-month summer visitors. Transportation to and from campus and new hours for the SLAC cafeteria will be considered.

Computing:

Richard Mount said the plans to get rid of all old tape drives is underway. There is no accurate time estimate, but the removal will likely to be completed by summer 2001.

SSRL Users Organization

Paul Foster, Chair of SSRL Users Organization gave an overview of SSRL and its users' organization. We share many common interests with SSRL:

SSRL has also been involved in development/consultations for on-site housing at SLAC
SSRL is interested in increasing contact with its user community

SSRL also has graduate student representation on its Executive Committee.

PA Moore encouraged SLUO to submit a regular column to "Interaction Point".

Jonathan encouraged possibility of a REU program at SLAC be discussed with Helen Quinn.

Homer will represent SLUO at a Feb.10 meeting with FNAL users via telephone.

The next meeting of the SLUO Executive Committee will be held Friday, May18, 2001.

Minutes submitted by Janis McKenna.