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ePIC Collaboration Council Meeting
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Description
Lehigh University, Atrium (Rauch Business Center)
Minutes from the ePIC Collaboration Council Meeting on July 26, 2024
Location: Lehigh University, Rauch Business Center, Bethlehem, PA
Mode: Hybrid
Agenda: https://indico.bnl.gov/event/24307/
Meeting was started by Council Chair Bernd Surrow welcoming all participants. The attendance was around 60 in person and 35 remotely via zoom. The chair explained the details of the agenda and announced plan for the formation of a Charter Update Committee. He also notified the collaboration that the final membership list collected by the previous chair, Ernst Sichtermann, will cause some changes in the number of Council representatives. Once this is completed the list will be stored in the new user DB (a.k.a. ‘phonebook’).
In a brief presentation Markus Diefenthaler (S&C Leader) presented the nomination for new S&C conveners. They are Stephen Kay for the User Learning WG and Jeff Landgraf for the Streaming Computing WG. Salvatore Fazio (co-analysis coordinator) introduced the candidates for the physics working groups. There are Ralf Seidl for the SIDISWG, Rongrong Ma for the Jets and HF WG, Zhoudunming (Kong) Tu for the Exclusive WG, and Juliette Mammei for the BSM and Precision EW WG. The new convener for the Inclusive WG was identified but cannot be confirmed yet. Salvatore thanked the outgoing conveners for their efforts.
Prof. Masashi Kaneta represented Tohoku University in Japan and presented the petition to join the collaboration providing some details on their planned contributions. Dr Vipin Gaur presented the petition by the University of Petroleum and Energy Studies (UPES) in India to join the collaboration. The consensus on both was to vote electronically on the admission (for/against/abstain).
The focus then changed on ePIC policies in preparation. Peter Steinberg talked about the status and the implementation of the Membership Policy which is currently being voted on for acceptance. Brian Page and Maria Zurek explained recent changes to the Conference and Talks Committee. A new draft will be submitted soon. They also informed the council of a decision made in a meeting between the chairs of the publication-, conference & talks committee and CC chairs to separate out the policy on the ‘approval of preliminary and final results’. This policy will be formulated by an Ad-Hoc CC committee (to be formed) in the next weeks.
Rene Bellwied presented the status of the publication policy. No draft does exist yet.
Megan Connors discussed the current efforts of the DEI Committee to draft a Code-of-Conduct Policy. A new revised draft will be circulated after the meeting at Lehigh to the collaboration at large with the request for inout and comments. The DEI Committee also foresees to have BNL lawyers to read the policy and provide potential advise.
In the following discussion session it was decided that the votes on the petition byUPES and Tohoku University will be conducted together with the vote on the endorse-ment of the new conveners. It was agreed on, that the new conveners will be handledby a block vote not by individual votes. This decision is only applicable to the next votingcycle and does not set a precedence.
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