Attendees:

• Harvey Newman
• Kaori Maeshima
• Joel Butler
• Frank Chlebana
• Caterina Vernieri
• Claire Lee
• David Saltzberg
• Elise Le Boulicaut 
• Jannicke Pearkes
• John Stupak
• Julia Gonski
• Kiley Kennedy
• Larry Lee
• Philip Ilten
• Steven Goldfarb

1. Annual Meeting, report from LOC (Kaori) 

• Harvey: 
  • What date is the deadline for converging before registration opens?
• How to finance? We were denied the ability to handle registration fee via USLUA; must be handled by lab. Any profit from registration can be applied to next meeting, but not transferred back to USLUA. 
  • $250 per person for registration fee. 
  • HN: Don’t want to cut into funding for early career DC trip attendance 
  • What can come internally from Fermilab? 
  • Expenses: reception, coffee breaks, lunch, dinner 
  • Need to follow up with Lia
• Claire: 
  • LBNF DUNE review happening this week, so will only hear back from Lia at the end of this week.
  • If we have no other funding option (eg. funding must be handled by USLUA), does it eliminate Fermilab as an option?
    • HN: already committed to Fermilab
• Joel Butler: Lia s severely constrained; we need a realistic plan if nothing changes 
  • HN: In principle this is a fundraising event, so without that purpose, it requires a redefinition of our meeting. 
• Kiley: heard that people may need to be badged at Fermilab in order to be supported for DC trip. 
• John Stupak: even if we get the registration fee, the per-person cost is $222 which is greater than our average registration fee, so this will anyway not be a fundraising event.
• Steve Goldfarb: can we restructure fee handling such that part of the fee is sent to Fermilab and  comes back to USLUA? (Not possible.) 
• Claire: proposal to wait a few days to hear from Lia.

2. P5 Rollout Meeting 

0. Material from Sekhar: 

“Here are the draft documents we’ve begun sharing with
our executive committees:

https://docs.google.com/presentation/d/1Mw9jwPoFExeZmVCZBhrAtxCc-wTUwEyJk4OlsXdNK3g/edit#slide=id.p

https://docs.google.com/document/d/1shMqbCxalw87sLv-wmnDyz2t51PxIhakIwxrI_KrHII/edit

Here is an anonymized summary of comments/questions I received
from the DPF EC:

https://docs.google.com/document/d/1RwkuKS_lPbYmD0gBjtizd7wy82IGsVMjDi8KxTAxGFE/edit?usp=sharing"

1. HN Summary: 

• Committee includes heads of user organizations, representatives of ECs, DPF, HEPAP, etc.
• Timeline:
  • HEPAP Meeting Dec 7-8: presentation of P5 report 
  • Fermilab Town Hall: Dec 11
  • Request for signatures on letter of support from community 
  • Another Town Hall (hybrid) in ~January
• Report 
  • No room for editing. Changes would have to go through Implementation Process handled by agencies. 
  • Small committee will get to see report early and make final changes to content 
  • All USLUA EC members expected to read report & give feedback
• Rollout to public: media, Congress, etc.

2. Discussion

• David Saltzeberg: previous P5 included last minute change before it was released to the public. 
• Joel Butler: the point is that the report will not be litigated
• HN: a key success of last P5 was the positive acceptance by Congress.
• Next steps:
  • Meeting soon to follow up on annual meeting & rollout topics 
  • Meeting in coming weeks to finish today’s agenda

(minutes from J. Gonski)