1. kCHF axion physics CAST FRC 27.02.09

2. Status of Contributions, Draft Budget Request for 2009 and Outlook for the Longer Term Future Martyn Davenport 27 th February 2009 CAST FRC-D 2008-28

3. Outline Status of Common Fund T297400  Closure of Addendum No 2 (2005 to 2007)  Addendum No 3 to CAST MOU (2008 to 2010)  Status of contributions to Addendum No3 for 2008  Magnet operation 2008  The status of the CAST Common Fund end 2008 Draft Budget Request 2008  Addendum No3 Overall Financial Situation and Future Outlook  Overall Financial Situation  Future Outlook

4. CAST MOU Phase II of CAST 4 He running 2005-2006 and building of 3 He gas system 2007  Addendum No2 Category A Common items (cash + in-kind) Budget 1485 kCHF Category A Common items (cash + in-kind) Contributions 1402 kCHF Category B (Detector M&O + Investment) Contributions 782 kCHF  Ended Dec 2007, final contributions came in May 2008. Closure details in this report 3 He running 2008-2010  Addendum No3 Released for signature in July 2008 Category A Common items (cash + in-kind) Budget 1387 kCHF Category B (Detector M&O + Investment) Budget1292 kCHF  FRC 2008 report Report on the end of first year of the 3He run

5. Closure of Addendum No 2 (2005-2007) Including contributions arriving in 2008 [kCHF] Balance (already including 10kCHF for 2008 from MPS) 4.1 Spending Commitments 31.3 Effective balance- 27.2 Outstanding contributions from Addendum No277.6 Table 1: Status of CAST Common fund end of 2007 Institute [kCHF] Total [kCHF] Greek Delegation36.3 U Patras11.0 + 15.0(special)26.0 U Dogus10.0 AU Thessaloniki2.9 (special)2.9 Total75.2 Table 2: Details of payments closing the outstanding contributions from Addendum No2 The effective carry forward from Add. No2 to Add. No 3  48.0 kCHF (note: value in Add No3 document was approx at 27k) -27.2 + 75.2 =48.0 kCHF

6. Summary of Addendum No2 Category 2005-2006 [kCHF] 2007 [kCHF] 2008 [kCHF] Total [kCHF] Total [kCHF]Fraction Category A (I)445.7255.375.2776.2 1402.4 0.355 Category A (II)266.7359.5626.20.287 Category B (a)205.7229.5435.2 781.9 0.199 Category B (b)305.940.8346.70.159 Total2184.31.00 Table A5: Summary of Category A contributions and Category B expenditure (2005+2006), 2007 and final contributions in 1H2008

7. Addendum No 3 (2008 – 2010) Add. No 3 (CAST FRC-D 2007-25)  Covering 3 He running  Completed in July 2008 and sent out for signature.  CAST  Thanks to D Jacobs For his huge help, patience and rigour during its long gestation  Category A budget 2008-2010 Total 1387 kCHF (98k less than budget Add No2) Inherent deficit in Add. No3 (at end 2010) 171.8 kCHF This deficit is reduced by carry over of 48k from Add No2 to 123.8k  Spending and income profiles 200820092010Total General M&O 361 3543301045 Investments in Common Items 15712659342 Total 5184803891387 Expected income 421.4 1 404.4389.41215.2 Projected annual balance -96.6-75.60.4-171.8 Projected balance including 48kCHF carry-over from Add. No2 -48.6-75.60.4-123.8 [1] [1] The number of 428.4k in Addendum No3 has been reduced by 7k since the MPS commitment was already paid in 2007.

8. Institute Team leader (CAST contact) Physicists Minimum annual contribution assuming 5k/PhD [kCHF] CERNM. Davenport420 IRFU-Saclay, FranceI. Giomataris420 UP, UTH, NCSR, NTUA, GreeceK. Zioutas840 UC, USAJ. Collar15 TUD,MPE,UFRA,M. Kuster420 MPP, GermanyG. Raffelt210 UD, TurkeyS. Cetin315 INR, RussiaS. Gninenko15 LLNL, USAM. Pivovaroff315 UBC, CanadaM. Hasinoff15 RBI, CroatiaM. Krcmar315 UZ, SpainJ. Morales630 UT, ItalyG. Cantatore315 MPS, GermanyS. Solanki15 TOTAL 44220 Table A7: Institutes: manpower and team leader

9. Status of contributions to Add No3 for 2008 Cash Type I In-kind Type II Total Committed 1 Type I and II Outstanding from 2008 [kCHF] Carry over from Add. No2 to Add. No3 48 (not incl. in the total) CERN206282875 IRFU-Saclay,32.7 34 2 Greek Delegation UP, UTH, NCSR, NTUA, Greece 100 [GD] 26.2 [UP] 6.72 [UTH] 1.50 [UTH] 2.82 [NCSR]137.24 100 [GD] 30 [UP] 12 [UTH] 3.8 [UP] 3.78 [UTH] UC, 0 TU-Darmstadt, UFRA, MPE, Germany9.5 3 19.228.7323.3 MPP,208.1328.1310 U Dogus, Turkey15 INR,0555 LLNL,00030 UBC,03.2 51.8 RBI,150 UZ,27.3532.330 UT,6.638.515.1316.51.37 MPS,0404 0 00404 UFREI8.67 0 TOTAL287.72 5 115.35 403.07 (96%)421.549.05 (12%) As listed in Add No 3 Annex 7 except for MPS (7kCHF), where 0k has been inserted due to early payment in 2007 [2] [2] commitment was for 20k euros, exchange rate variations result in differences when expressed in CHF [3] [3] Includes contribution also for 2009 [4] [4] 10kCHF paid by MPS for 2008 in 2007 financial year, [5] [5] An additional 2.35kCHF was received into T297400 in 2008 as a reimbursement Expect at least 34k to arrive in 2009 Not bad! But 104k of it arrived only in December

10. Category B Contributions 2008 Institute X-ray detector or sub-system X-ray detector M&O [k euros] TOTAL [ kCHF] 1.6 CHF/euro IRFU-Saclay, FranceMicromegas25.040.0 UZ, SpainNew Sunset MM43.169.0 MPE/(WHI) /TUD/, Germany CCD-Telescope GRID measurements and alignment of telescope 11.0 (MPE) 22.4 (TUD) 17.6 (MPE) 35.8 (TUD) TOTAL 101.5162.4 Institute X-ray detector or sub-system X-ray detector M&O [k euros] X-ray detector M&O [kCHF] TOTAL [ kCHF] 1.6 CHF/euro IRFU-Saclay, France Micromegas new detectors 25.040.0 UZ, SpainNew Sunset MM17.327.7 NCSR, Greece Micromegas new detectors 5.5 MPE/(WHI) /TUD/, Germany Electronics for new CCD camera 70.0 (MPE)112.0 TOTAL 112.35.5185.2 M&O Developments & Investment

11. Summary of Contributions 2008 Category 2008 [kCHF] Fraction Category A (I)287.70.38 0.53 Category A (II)115.40.15 Category B (a)162.40.22 0.47 Category B (b)185.20.25 Total750.71.00 Table 7: Summary of Category A contributions and Category B expenditure for Addendum no 3 (1.1.2008 to 31.12.2008) The total contributions to Addendum No3 for the year 2008 to CAST Category A and B amount to 750.7 kCHF

12. Magnet operation 2008 Actual costsAdd No3 Estimates Item CAST/ Dept Units2007200820092008 20092010 Cryogenics M&O (incl gases)AT(kCHF)180 Cryogenics powerTS(hours)2976700054006720 55006720 (kCHF)82193185 152185 Magnet Power SupplyTS(hours)45035275000 37005000 (kCHF)32536 2636 PS Field SupportAB(kCHF)5 55 CAST(kCHF)55 358401 Annual TotalCERN(kCHF)270398401 7591160 Integrated Total Add No 3 [1] [1] Calculated assuming 55 CHF/MWhr The magnet operating costs were as estimated in the Addendum No3.

13. CAST Common Fund status end 2008 The total contributions to the CAST Common Fund in the 2008 were: Balance end 20074.13 Contributions to complete Add. No 275.2 Contributions towards Add. No 3287.72 Reimbursement2.35 Total 369.4 kCHF The total expenditures in 2008 by CAST 264.5 kCHF Common Fund(Add. No2 commitments plus Add. No3) The balance at the end of 2008 was 104.9 kCHF (plus 8.6kCHF commit.) The available funds for new spending in 2009 96.3 kCHF Addendum No 3 ONLY Extracting the spending for Category A for Add. No3 2008 budget items only and adding ‘In kind’ contrib.: Spending from Common Fund233.2 kCHF(264.5-31.3) Spending ‘In Kind’115.4 kCHF Total348.6 kCHF Compare with projected Add. No 3 spending for 2008 518 kCHF Total Income 2&3 Total Spent 2&3

14. CAST Common Fund status end 2008 The spending in 2008 on Add No 3 was well below the original spending plan  (518 - 348.6) = 169.4 kCHF Income for Add. No 3 was 403.1 kCHF  compared with expected from Add. No3 of 428.4 kCHF Expected balance Add. No 3 spending Add. No3 expected a deficit at end of 2008 of: –428.4+29-518 = -60.6 kCHF Adjusted Add No3 expectation and real carry over –421.8+48-518 = - 48.2 kCHF 2008 actual contributions (cash and in kind) updated numbers –403.1+2.35+48-518 = -64.6 kCHF Real situation  403.1+2.35+48-348.6 = 104.9 kCHF (with 8.6k outstanding commitments ) The low spending in 2008 is the reason for the positive balance of 104.9 kCHF  Balance of CF low/negative - tight constraints Items down-sized and or staged  Late design, specification and orders Order at start of 2009  104.9 CHF instead of an expected deficit from the Add. No3 of = - 64.6 kCHF. Money not really saved - spending peak now shifted from 2008 to 2009

15. Draft Budget request 2009 Budget based on following program  1H2009 Shutdown and commissioning and alignment Repair 3He leaks Improve instrumentation inside cryostat –New temp. probes for cold windows Upgrade 3He metering system Upgrade general and detector vacuum systems Maintenance of magnet movement system  2H2009 Data taking 160 calendar days Budget re-evaluated  Include staged items  Enhanced upgrade to vacuum system and 3He system  More subsistence to support experiment in period of manpower shortages

16. Summary CAST SHUTDOWN SCHEDULE

17. Summary of budget request M&O 2009 [kCHF] Industrial Support and Subsistence190 Running Costs211 Common Investments101 Vacuum Upgrade83 3He upgrade37 Contract with ABB 1 15 Total637 [1] [1] It should be noted that a major item at the 2007 FRC and in the completion of Add No3 was the proposed upgrade (100 kCHF) to the cryogenics PLC (> 20 years old and unsupported at CERN from 2Q2009). A relatively low-cost compromise was eventually found thanks to AT-CRG which entailed creating a rapid intervention service contract with ABB. 2008 Spending down by 169.4kCHF c.f. Add. No3 estimate Spending 2009 increased by 157kCHF to Draft Request of 637 kCHF

18. Draft Budget – detailed (part1)

19. Draft Budget – detailed (part 2)

20. Budget estimates for Add. no3

21. Comparison of Add. No3 and 2009 budget

22. Overall Financial situation Draft budget request 2009637 kCHF Income  Balance 1.1.200996.3kCHF (104.9-8.6)  Missing receipts 200834.0kCHF (Out of max. 49k)  Promised contributions 404.4kCHF(Add. No3) Total contributions537.4kCHF Projected balance end 2009-102.3 kCHF  Note, no contingency included on an eventual overspend for 130kCHF project Could it be more –ve ?  Typically 10% funds arrive late, final receipts (say) 95% of promised  Will assume promised contrib. down by 7.5% (30.3k) In order to get a more adequate and manageable budget to work with in the key year 2009 Resultant balance -132.6kCHF  The Add. No3 has had an embedded 125k deficit from the outset – no change  The year 2010 has no projected imbalance (income-expenditure) New funding  130 kCHF is taken as the target new funds to aim for to find in 2009

23. Spending profiles Overall expenditures are not significantly changed between Add. No3 estimates and latest projections Peak spending shifted to 2009

24. Filling the budget hole ~ 130kCHF Increase per capita contribution from Institutes ?  All Institutes requested to pay their promised Add. No3 contributions by early April 2009  Plus the 3kCHF/PhD extra need to fill hole Most Institutes have already agreed funding arrangement up to end 2010. No change possible All Institutes asked to provide information by May 2009 of extra contributions All Institutes asked to advance also 2010 contributions where possible Special contributions from Funding Agencies?  CAST spokesman has made a request to the Greek Delegation Extraordinary contribution of 50k€ Aim to fill up to least half way CAST Collaboration meeting May 2009  Cryostat closed, all systems pumping down. Main intervention completed.  Status of requests for increased contributions from Funding Agencies Probably no final decision yet?  List of additional contributions from Institutes  Status of spending on upgrades  Good, but not final indication of what will be required

25. Filling the budget hole ~ 130kCHF What if all indicators in summer 2009 point to sizeable deficit in 2010 ?  Need help and understanding from FI Dept to keep running with –ve balance Reducing costs  Need to start cost cutting in mid-2009 & for all 2010  Personnally - Highly preferable to the alternative............... Curtailing run  Needs a very careful study to evaluate cost effectiveness  Absolutely last resort Probably not very cost effective  Financial savings not commensurate with loss of physics data ? 2010 –Max. 220 calendar days available for physics Curtail 3 months early (quick estimate – will save 50-60 kCHF running costs) –Lose 84 calendar days ~ 40% of run –Lose ~ 15 mbar @ 1.8K (step size 1.3Dp)

26. Future Outlook Completion of Add. No3 physics program 2009 shutdown upgrades should provide a sound foundation for next 1.5 years running  Operating at highest densities in cold bore - ‘Unknown territory’  Enable us to operate with no heating on X-ray windows Without excessive ‘condensation’ on the windows  3He upgrade will allow us to manipulate gas from cold bore to storage and back again without 4-5 day extra overheats each time Present projections for attainable coverage to end of 2010 ?  Present step size 1.2 Dp (Dp is original planned step size from 2006 typically 0.1mbar @1.8K)) 100 mbar @ 1.8K possible  m a = 1.054 eV  Increase step size to 1.3Dp 106 mbar @ 1.8K possible  m a = 1.085 eV  Increase step size to 1.53 Dp 120 mbar @1.8K possible ( CAST Phase II target)  m a = 1.155 eV Before data taking restarts..  Comprehensive re-evaluation of physics aims and running program Maximum discovery potential vs maximum mass coverage ? First one then the other (with lower sensitivity pressure ramping)? Optimised program will be presented to SPSC in June.

27. a) Step = 1  P (usual 1 step) b) Step = 1.2  P c) Step = 1.3  P

28. Future outlook - Manpower Manpower to take operate CAST 2009-2010 ?  3He data taking is complex Pressure step in middle of solar tracking Fill up metering volume ready for next shift - for next pressure step Periodic bake-out of windows, recovery from quenches, precision refilling of cold bore –NEED EXPERIENCED PERSONNEL AND CONTINUITY –3He, Vacuum, Slow Control, Magnet Movement  CAST team – personnel issue serious Lost some of our accustomed support from PH –via Fellows and Associates in last year (1FTE?) Senior –Not available for extended visits to CERN Post Doc / Applied Fellow –Nearing end of tenures –Highly experienced and skilled - ‘irreplaceable’ –Must keep close to CAST until near end of 2010/find them positions/ find & train replacements PhD students –Generation of excellent students now graduating –Bedrock of CAST operation –Some new PhD positions left unfilled.  Funds increased in budget to support CAST members. Likely to be needed also in 2010 – not yet included Need maximum possible support from CERN via Fellows and Associates

29. Future outlook - Preparation for beyond Add. No 3 Study groups formed in CAST to look into future developments for CAST Preparation of submissions to May 2009 Workshop “New opportunities” Personal view:  2009-2010 Preparations underway in 2009 shutdown to facilitate parasitic running low energy photon detectors during X-ray data taking. –Ready when a low-background detector is available Prototype tests of a Paraphoton experiment by attaching test vessel to CAST support girder –Funding applied for –Manpower external to CAST X-ray operation  2011- 2012 a possibility.... Return to low pressure/vacuum running with ultra-low background X-ray detectors –Lower the sensitivity limit of CAST in this region significantly Parallel running with ultra-low background low energy detectors Parallel running with a full scale Paraphoton detection vessel CAST collaboration feels it important and relevant to  Continue its central role in linking together other teams in the field  To welcome new collaborators and ideas  To build on the considerable accumulated knowledge and expertise in the team  To maintain fruitful contacts with CERN-based technical experts who support us  Continue to exploit the unique experimental instrument that is CAST

30. kCHF axion physics CAST FRC 27.02.09