1. T2K Sept. 07 Collab Imperial College/RAL Dave Wark Report on the IB Meeting KEK T2K Collaboration Meeting Sept. 29, 2007

2. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB

3. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

4. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

5. T2K Sept. 07 Collab Imperial College/RAL Dave Wark “Extended” Executive Committee There is no body in T2K with ~1 representative per funding stream. EC is too small, IB is too big and meets too rarely. Considered creating “Financial Committee”, but it would largely overlap with EC and everything would need to be discussed twice. Decision to enhance the EC by additional members representing each funding agency. EC + 1 representative from each nation (may be just EC representative if nation chooses) Will be used for all future meetings.

6. T2K Sept. 07 Collab Imperial College/RAL Dave Wark Outcome of “Extended” Executive Committee Problems with unclear items and Common Fund during operations period. –No project-wide working margin or contingency –Contradictory attitudes of funding agencies towards Common Fund during construction It is clear we must bring in roughly the amount of money assumed from 2 years of Common Fund during the construction period (~$10k/author) Needed to get the Unclear Items list down to big- ticket critical items which could be taken directly to funding agencies, and an agreed approach for presenting this to the International Financial Oversight Panel.

7. T2K Sept. 07 Collab Imperial College/RAL Dave Wark Solution We Will Pursue Largest single items were the magnet installation, cooling system, electricity facility for magnet, and TPC piping in/from the gas hut and equipment in the gas hut. –US will approach DOE for the chiller –Other nations (except Japan and Russia) will seek permission to spend Common Fund amount on magnet installation + cooling –KEK will supply electricity facility (if total power remains < 1.5 MW) –TPC group has been asked to supply piping and gas hut equipment

8. T2K Sept. 07 Collab Imperial College/RAL Dave Wark Solution We Will Pursue Remaining Unclear Items: –Russia will supply in kind contributions equivalent to their CF directly to KEK –Computers removed during collaboration meeting, TPC gas for commissioning moved into 1 st year operations budget. –UK will deal with cables/trays running directly to detectors – Assuming there are no big surprises on costs, KEK will supply all other items in old list. There are no unclear items (only uncertain items). There will be no more unclear items. The Unclear Items list is dead. RIP

9. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

10. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups As the project moves towards a running experiment, our structures need to evolve to match the needs of commissioning and analysis. That led to a proposal for organizing working groups in addition to our existing groups. This proposal has been widely discussed for many months, and has now been now adopted by the EC and IB

11. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups Beamline 280m 2km T2K-SuperK Global Analysis

12. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups Beamline Group Leader: Takashi Kobayashi Charge: To complete the design and construction of the primary and secondary beamlines, to commission and operate these beamlines, to build and operate all beamline monitors, to interface with the accelerator, to record such monitoring data as needed for later data analysis, to maintain and run the beamline Monte Carlo for producing flux files for other groups.

13. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups 280m Group Leader: Tsuyoshi Nakaya Charge: To complete the design and construction of the 280m detectors, including their detector hall and other infrastructure, to commission, calibrate, and operate these detectors, to develop and run the Monte Carlos for both detectors, to develop and run reconstruction and tracking algorithms, to analyse the data taken and derive fluxes and spectra for all neutrino species, to produce measurements of as many exclusive cross sections as possible.

14. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups 2km Group Leaders: Takaaki Kajita and Chris Walter Charge: To optimize detector designs for a 2km site which will return the maximum physics for the appearance and disappearance measurements at achievable cost, to help understand the cost/benefit of producing these 2km detectors taking into account all the needs of the project, to plan (in consultation with the Spokespersons and the rest of T2K) the strategy for securing the resources indicated by that analysis, and to construct, calibrate, and operate the resulting detectors including their detector hall and infrastructure, to develop and run Monte Carlos for all these detectors, to develop and run reconstruction and tracking algorithms, to analyse the data taken and derive fluxes, spectra, and any other information needed for T2K analysis (until the design is fixed one cannot predict the exact set of observables).

15. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups Leaders Existing group leaders have been doing these jobs for many years and have substantial hardware responsibilities. New Groups will have a Group leader and two deputy Group Leaders. These are appointed by the Spokespersons in consultation with the EC for two year terms (reappointment is possible).

16. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups T2K-SuperK Group Leaders: Kenji Kaneyuki, deputies Chris Walter and Akira Konaka Charge: To work with the group acting as the T2K interface to the Super Kamiokande experiment (the SK- JHF group in the original memorandum between T2K and SK), beginning with a study of the existing capabilities of the Super K calibration and software with regard to the reconstructions and systematics which are most important to T2K. To work with and assist Super Kamiokande collaborators in attempting to improve any algorithms or calibrations which are limiting the physics capabilities of T2K. To develop and run the Super K Monte Carlo, and to run reconstruction and tracking algorithms, to analyse the data taken during the beam spill (and any sideband or atmospheric neutrino analyses necessary to understand backgrounds or calibrations), and to produce fluxes, spectra, and other event distributions necessary for T2K analysis

17. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups Global Analysis Group Leaders: Alain Blondel, deputies Christos Touramanis and Eric Zimmerman Charge: To study and optimize the running strategy and data analysis for the T2K experiment to produce the best physics return, to develop high-level algorithms needed for oscillation analysis given the distributions produced by the other detector working groups.

18. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups The group leaders of the different Working Groups are expected to meet regularly, chaired by the leader of the Global Analysis Working Group, to coordinate overall T2K analysis. The leaders of the working groups may decide to create coordination committees, made up of members of the working groups, to insure consistent solutions to common problems (for instance a software coordination group may be necessary).

19. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Working Groups Members of the collaboration can contribute to more than one Working Group. This cross-membership actually will be very valuable in keeping the activities of the different groups consistent and coordinated.

20. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

21. T2K Sept. 07 Collab Imperial College/RAL Dave Wark New Members Policy Existing Groups: –can add students, postdocs as they like –staff at equivalent rank to tenure-track or above should contact spokespersons with name, experience, and role. –spokespersons will then consider and make a recommendation to the IB for decision New Groups: –should contact the spokespersons, who will negotiate and then consult with the EC and then the IB. –If results are positive the proponents will be invited to present to the IB, who will then make the decision.

22. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

23. T2K Sept. 07 Collab Imperial College/RAL Dave Wark New Members of T2K LSU – William Metcalf UBC – Hiro Tanaka

24. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

25. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Speaker’s Board (T2KSB) Purpose: –selects speakers –secures invitations –sets up practice talks –maintains database of conferences –maintains database of talks presented –reports to IB 9 Members –Chair, Deputy Chair, Spokesperson, Co- Spokesperson, Analysis Coordinator. –Staged 2-year terms –Appointed by EC from tenured staff

26. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Speaker’s Board (T2KSB) Unprioritised Speaker’s Criteria: –1) Depth of knowledge of the topic –2) Importance of the contribution to the topic –3) Aid in career advancement, especially for postdocs and untenured faculty –4) Desire to speak –5) Previous talk history –6) Institutional distribution –7) Overall contribution to T2K (detector work and operation, software tools) –8)T2KSB members will normally not give talks except under exceptional circumstances

27. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Speaker’s Board (T2KSB) Consult widely for recommendations Assigns: –International conferences and workshops –Seminars or colloquia at major labs where new results are reported, and plenary DPF –T2K talks that include some review are included, review talks with a bit of T2K are not, the borderline is up to the judgement of the committee. –Other talks are not included.

28. T2K Sept. 07 Collab Imperial College/RAL Dave Wark T2K Speaker’s Board (T2KSB) Material posted 7 days in advance for new results or new speakers 3 days for experienced speakers using pre- owned material Practice talks given in 7 days in advance mandatory for new speakers, recommended for experienced ones. Normally only one talk/person/12 months IB will confirm proceedings conform to publication policy

29. T2K Sept. 07 Collab Imperial College/RAL Dave Wark IB Agenda 0. Nomination of a minute-taker 1. Adoption of the agenda 2. Adoption of minutes of the last meeting (attached, thanks Ed Kearns) 3. Discussion of the "Extended" IB 4. Report on Working Groups (document attached) 5. New members policy (document sent earlier) 6. Consideration of proposed new members: 7. Speakers Board (document sent earlier) 8. Dates (and length) of future meetings 9. AOB 

30. T2K Sept. 07 Collab Imperial College/RAL Dave Wark Meeting Dates Next Meeting: –January 9-10 (pre-meetings) –January 11-12 (plenary T2K) Meeting after that: –13-15 May (pre-meetings) –16-17 May (plenary T2K)