US LHC Users Executive Committee Meeting

Friday 28 Jul 2023, 16:30 → 19:50 Europe/Zurich

CERN

Harvey Newman (California Institute of Technology (US))

US LUEC meeting, July 28th 1630 CET  (1st Session)

(the 2nd Session is Wednesday August 2, 18:00 CET and the link to the agenda page is: https://indico.cern.ch/event/1311472/ )

 

Zoom:

https://caltech.zoom.us/j/89934080333?pwd=UmliMmdVUWU3RUhrQWRtcGZLd0wrdz09

Meeting ID: 899 3408 0333
Passcode: 498505
 

Link to the recording

0. Words from the Chair and officers

1. Our annual meeting: planning update and near term items (Takaki, Newman, Maeshima, Goldfarb)

— Comments from Harvey: 

• Dates: Dec 12-14 (allows more time to get access, etc.) 
• Formed local organizing committee
• Items on agenda (some new) 
  • Lightning round talk competitions 
  • Status reports from experiments 
  • View from Washington (DOE, NSF): status of programs, reviews, etc. 
  • Fermilab tours 
  • Careers panel?

— Kaori (slides) 

• Payment: 
  • need to use new PayPal account for processing
  • Annual meeting used to be a large source of income for us; now need to go back to lab directors, build up base account 
• What events can be covered by FRA? Eg. dinner, reception, … 
  • Any possibility to get money from URA? (Same thing) 
• Site access/visas: need to finalize ~1 month in advance 
• What meeting rooms to use: 
  • Ideally 1 West for the entire program— AV team/help available , centrally located 
  • Dinner: Thursday night? 
• How to deal with those resident at Fermilab who resist registration fee… 
• To do: make a poster for advertising w/ organizer names

2. Finance and Fund raising (Saltzberg, Stupak) 

• Still working on transferring control of bank account
• Has been depleted by lots of maintenance/other fees… “negative” current balance

3. The P5 Rollout

• Currently headed by Sekhar Chivukula 
• USLUA had a key role in 2013 & should repeat 
  • Contacted by Hitoshi 
• Need community involvement 
• HEPAP meeting Aug 7: follow 

4. Comment on the LHC issue
—> Refer to the LHC Morning Meetings Indico page for news:
https://indico.cern.ch/event/1288293/contributions/5413339/attachments/2690376/4668589/2023.07.26.morning-meeting.pdf

5. Other Committee Reports: Government Relations, Web Presence and Social Media, Outreach and Communications.

O&C: 

• Had a kickoff meeting: revived social media, brainstormed activity 
• Shared documentation: https://codimd.web.cern.ch/sb7THCuIQu2sVY09PoggFg# 
• Website is in Jannicke’s ownership: 
• TODO: social media based fundraising (giving things in return?)

6. Issues Arising: Visas, Taxation, Loan Forgiveness

 

16:30 → 16:35 Words from the Chair and officers

Speaker: Harvey Newman (California Institute of Technology (US))

16:35 → 16:45 Our annual meeting: planning update and near term items

Speakers: Prof. Daniel Tapia Takaki (University of Kansas), Harvey Newman (California Institute of Technology (US)), Kaori Maeshima (Fermi National Accelerator Lab. (US)), Steven Goldfarb (University of Melbourne (AU))

USLUAEXE-20230728-Annual-meeting.pdf

16:45 → 16:55 Finance and Fund raising

Speakers: David Saltzberg (University of California Los Angeles (US)), John Stupak (University of Oklahoma (US))

16:55 → 17:05 The P5 Rollout

17:05 → 17:10 Comment on the LHC issue

Refer to the LHC Morning Meetings Indico page for news:
https://indico.cern.ch/event/1288293/contributions/5413339/attachments/2690376/4668589/2023.07.26.morning-meeting.pdf

17:10 → 17:25 Other Committee Reports:

Government Relations, Web Presence and Social Media;
Outreach and Communications.

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Virtual updates from Jannicke (meeting conflict for today)

Web presence: 

• We found the website maintainer! (Gordon Watts), he has given admin access to Jannicke. Claire, Elise, John and Larry have been given edit access. 
• Updates to website will be ongoing asynchronously

Mailing lists: 

• about 10 new sign-ups to the uslua-general mailing list via CERN e-groups! 
• USLUA registrations on the webpage are completely spammed by bots need to have some way to filter out participants and synch with CERN e-groups

Social Media: 

• Claire's facebook post about the USLUA summer party reached 650 people with ~170 engagments 

USLUA Coffee: 

• June version had about 8 attendees 
• July version had 4 attendees (holidays?), but more lively
• Coffee chat provided a stepping stone for someone to reach out about student loan forgiveness for CERN employees. They were able to meet with Julie Jolles from the US mission to go over some options, no conclusion yet though. 

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17:25 → 17:35 Issues Arising: Visas, Taxation, Loan Forgiveness

(brief comments, as time permits)

17:35 → 17:40 AOB