1. 1 Spring Team Meeting Summary Updated 28 March 2007

2. TM Trieste Summary, March 2007, J. Poole 2 Organisational Issues Agreed to new terms of reference – needs rewrite of terms Send proposals for changes by email to conference chairs Volker Schaa nominated as Chairman Ivan Andrian appointed deputy chairman Training needed for new repository content manager A budget line is to be requested in each conference programme request at next SC –Needs proposal of structure at PAC SC meeting J. Poole needs to follow up the activities for JACoW website and SPMS for succession Agree to push for regional support centres –North America is OK –Europe needs further negotiation – J. Poole –Asia in the hands of S. Kurakawa –Task needs quantifying and clarification – J. Poole

3. TM Trieste Summary, March 2007, J. Poole 3 Conference Reports Editors can use laptop plus a fixed 19” screen and separate keyboard Plone was OK for a short-lived website, but not for perpetual sites How long should a conference database be left active and should it be maintained – see next slide Repatriation needs following up – LINAC is the prototype Change SPMS screen text for paper upload meta data to refer to Operating System rather than platform (i.e. windows, mac, Linux etc.) Can we force authors to send a PostScript ? Only need.dot template for WORD

4. TM Trieste Summary, March 2007, J. Poole 4 Conference Database Longevity Agreed that after publication on JACoW and repatriation of data, the link to the central repository will be cut. –This implies changes to the ‘Agreement’ Conference database will not be maintained by central support after publication It must be made clear that the email interface is not to be used after publication.

5. TM Trieste Summary, March 2007, J. Poole 5 Editing Editor’s handbook to be written up from JP’s presentation but with many more screen shots. JACoW keywords need updating (include machine names in standard list) –editors of new conference series to be invited to propose some additions Agree to prototype InDiCo – JPSP † prototype with ERL –J. Poole and V. Schaa to follow up Some suggestions for enhancements to SPMS were proposed in the feedback from FEL’06, APAC’07 and Cyclotrons Use PitStop pre-flight to check when processing ? New package for credit card payment developed –Will be written up by Ivan Andrian † JPSP – JACoW Proceedings Scripts Package

6. TM Trieste Summary, March 2007, J. Poole 6 Scripts Some modifications agreed – suppress pdfopt, etc. Minimal XML set is defined Speedcommander recommended Integrate new keywords list in download Update version on GPL site Change label on GPL site so that it correctly reflects the version

7. TM Trieste Summary, March 2007, J. Poole 7 SPMS Documentation: –Ivan Andrian to set up a WIKI –Recent experience reported here should be added (setting up Oracle etc.) –C. Petit-Jean-Genaz to send her tutorial writeup –General (JACoW_DB mailings) enquiries to be added Documentation workshop needs planning –Editors will come together at a workshop (~1 week long) to write SPMS documentation Launch project to interface to a package for printing badges etc. ?

8. TM Trieste Summary, March 2007, J. Poole 8 Templates Only.dot is required One version of WORD for PC One version of Word for Mac (2004) Content changes: –Title to change to JACoW Conferences LaTeX to force upper case title with mixed case in ‘JACoW’ –Explicit style details –Techniques for inserting figures –More reference examples –Ensure that there is a multi-line caption

9. TM Trieste Summary, March 2007, J. Poole 9 Template Actions John to update text and send it to Martin, Cathy and Christine Martin to modify the LaTeX templates Cathy to modify the word templates Christine to modify the Mac templates

10. TM Trieste Summary, March 2007, J. Poole 10 Final Sessions Clean up editor documentation on JACoW site Nothing really new in Acrobat 8 but it should work as specified Perhaps we move to Acrobat 8 in 2008, but stay at PDF1.4 ? Open Office – its is coming, but nothing dramatic in store for us. –It can do everything that we need at present but it is not yet better for us than MS