| Meeting summary for ePIC TOF coordinator meeting (05/01/2025 AI companion) |
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| Quick recap |
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| The meeting focused on addressing challenges with coordinating across time zones, discussing potential changes to meeting frequency and structure, and exploring the use of AI for meeting summaries. The team also covered various project updates, including sensor coordination, power distribution board layout, and upcoming presentations. Additionally, they addressed communication issues and discussed plans for future meetings and workshops. |
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| Next steps |
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| • Zhangbu to send emails about changing the coordinator meetings to every other week. |
| • Zhangbu and Satoshi to discuss on Wednesday whether the general DSC meeting should also be changed to every other week. |
| • Jennifer and Satoshi to coordinate on sensor-related matters and decide if a separate meeting is needed. |
| • Zhenyu to find out and inform Zhangbu about the person in charge of creating mailing lists for EIC at Brookhaven. |
| • Zhangbu to request creation of a coordinator mailing list. |
| • Satoshi to chair the Wednesday meeting next week in Zhangbu's absence. |
| • Jennifer to email Maria regarding the approval process for her upcoming talk and abstract submission. |
| • All coordinators to review Simone's slides for his upcoming talk and provide feedback. |
| • Satoshi to check his simulation results in Simone's slides to ensure they are appropriate for public presentation. |
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| Summary |
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| Time Zone Meeting Coordination Challenges |
| The meeting focused on the challenges of coordinating meetings across different time zones. Mathieu expressed concerns about the current meeting schedule, suggesting that it might not be working effectively for everyone. He proposed alternating meetings to accommodate different time zones, but Zhangbu pointed out that this would be difficult for those who need to participate in both meetings. The team also discussed the need for better communication and attendance at meetings. |
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| Meeting Frequency and Timing Discussion |
| The team discussed the frequency and timing of their meetings. They considered having two meetings per week, one for the US and one for the Asian group, with the option for the US and Asian groups to have their own meetings and communicate separately. They also discussed the possibility of having a third meeting between the US and Asian groups to facilitate communication. The team agreed that the current meeting frequency was too frequent and suggested reducing it to every other week. They also discussed the possibility of having a general meeting with a 30-minute segment for coordinators. The team agreed to continue discussing these proposals and find a solution that works for everyone. |
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| AI Summaries in Zoom Meetings |
| The team discussed the use of AI summaries in their meetings. Zhangbu mentioned that his Zoom account does not have the AI summary option, but his personal Zoom does. Satoshi suggested using Chat GPT to create meeting minutes. Zhangbu agreed to switch back to his personal Zoom account to enable AI summaries. Zhenyu suggested using a different Zoom account for future meetings. The team agreed to use alternative methods for meeting summaries if the AI summary feature is not available. |
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| Sensor Testing and Mechanical Design |
| The group discusses changing the frequency of their meetings to every other week, with Zhangbu expressing concern about people potentially losing track or dropping out if meetings are alternated. Mathieu suggests having sensor-specific meetings as needed, rather than creating a regular additional meeting. Jennifer emphasizes the importance of effective communication and avoiding inefficiencies in sensor and module testing. The team also briefly touches on recent mechanical design changes for the detector, with Mathieu expressing reservations about the proposed flat stave design. They agree to follow up on these issues and continue with Satoshi's ongoing studies. |
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| Sensor Project Coordination and Approval |
| Jennifer and Satish will coordinate the sensor project, with Jennifer handling the Japanese side and Satish acting as a liaison between the Epic project and Hama Matsu. Prithwish reported that the Power Distribution Board layout has been submitted and is awaiting approval. Jennifer will send an abstract to the mailing list for the Toll Committee's approval, with Maria as the chair. Simone's talk for the upcoming workshop at the Dos Anamos was discussed, and Jennifer suggested creating a mailing list for the collaboration to avoid email chain interruptions. |
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| Discussing Unreceived Items and Upcoming Talks |
| In the meeting, Zhangbu and Jennifer discussed issues with receiving certain items, with Jennifer expressing concern about not receiving them. Zhangbu agreed and suggested Jennifer contact a person in charge of Eic for assistance. They also discussed a workshop and a talk that Zhangbu would be attending. Jennifer mentioned a talk she was planning to give and the need for committee approval. The conversation ended with plans to reconvene in two weeks. |
