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Meetings at the University of Alberta (Oct 15)




Dear collaborators,

Please find the minutes of our meetings at the university of Alberta at
http://www.jlab.org/Hall-D/software/wiki/index.php/Oct_15%2C_2008_Calorimetry#Minutes
Comments/suggestions/additions are welcome.

I have created an "Action Item List" to systematically address issues as
we move forward, as well as a "List of responsibilities" that will allow us to
start drafting MOUs which clarify the division of responsibilities. I
included them here for reference, but they are also available on the wiki.
------------------------------------------------------------------------
Action Item List=

==JLab==
# Send Regina MOU to Jim/Cathie for reference (Elke, completed)
# Send draft of construction manager job description to Jim (Elke,
completed)
# Consult with project regarding funding for infrastructure (Elke in
consultation with Claus)
# Start construction MOU based on template (Elton and Elke).
# Decide on whether we should wrap each module with Al support tape (Tim,
discussion all).

==Alberta==
# Work out plan for machining and handling lead (and any other EH&S
issues), especially in the machine shop (Jim)
# Jan will send out the link to the information about DEAP for reference
(Jan, completed)
# Prepare a spread sheet with all pieces and machining steps needed as
preparation (jigs, Al plates, bars for mounting, ...) for the module
production. Especially time and manpower estimates should be included, so
that this information can be folded into our schedule (Gilbert).
# Are the time estimates in the current schedule to build a second press
correct? (Gilbert) When is the second press needed? (discussion, all)
# Clarify any questions/concerns relative to intellectual property issues
in the present MOU. (Cathie to send paragraph to Elke for review at JLab).
# Clear out rooms for swaging by Dec 20 (Jim).
# Get feedback from Alberta HR regarding construction manager ad (Jim).
After review and concurrence with Jlab, place ad for construction manager
(Jim).
# Develop draft descriptions for COOP or Industrial Interns for the
project (construction manager consulting with Jim and Jlab).
# Write specifications for shipping (construction manager).

==Regina==
# Check with Ross Machining concerning machining features into Al plates
immediately after sides are machined (Danny Kolybaba, UofR machinist and
Zisis). Coordination and questions to Gilbert and Tim.
# Contract with Ross Machining to machine off the end of the prototype to
check finish (Zisis)
# Labor rates for COOP and Industrial Internships at Alberta (Jim) and
Regina (George/Zisis)
# Overhead rates for UofR (George).
# Rates for shipping from Reimer (Zisis)
# Ship swaging machine to Alberta by Jan 10 (George).

----------------------------------------------------------------------------
=List of Responsibilities, DRAFT 10/20/08=

Below is my understanding of a division of responsibilities which will be
a basis for the construction MOUs that were either agreed to and/or need
clarification. Feedback and comments are welcome. In many cases, the prime
contact will require input from many sources.
# First draft of construction MOUs for Alberta and Regina (Elke and
Elton).
# Identification, mitigation and documentation of all EH&S (environment,
health and safety) issues related to both module fabrication and machining
at the University of Alberta (Jim and Gilbert, with input from UofR)
# Quality assurance of module production (construction manager, with input
from all "customers").
# Interface of Bcal construction with the DEAP project (Jan).
# Production of final (signed) construction drawings (Tim)
# Personnel support for the project at Regina will be as in the signed
collaboration MOU.
# Personnel support for the project at Alberta will be as in the draft
collaboration MOU.
# Space and resources allocated to the project at Alberta will be listed
based on the draft collaboration MOU and tours last Wed.
# Space and resources allocated to the project at Regina will be used to
support the testing of fibers, shipping and receiving and testing of
completed modules.
# Fibers will be purchased by JLab, but drop shipped to Regina.
# Lead will be purchased by JLab, but drop shipped to Alberta.
# Import of raw materials and export control of fabricated Bcal modules
(Regina).
# Contact for construction at U. of Alberta (Jim)
# Contact for construction at U. of Regina (George)
# Project manager for construction at JLab  (Elke).
# Posting of construction manager position (Jim), but selection based on
Jlab input.
# Construction manager supervisor is Jim, but regular reporting of
construction manager directly to JLab (Elke).
# Formal supervisors of student labor for Bcal fabrication are
Zisis/George (Regina) and Jim (Alberta). Day-to-day supervision provided
by construction manager.

---------------------------------------------------------------------------
The Action Item list and List of responsibilities can be found as
subsections on the wiki for ease of tracking.

Oct_15%2C_2008_Calorimetry#Action_Item_List
Oct_15%2C_2008_Calorimetry#List_of_Responsibilities.2C_DRAFT_10.2F20.2F08

Please take a look at these and send comments/suggestions/additions.

Thanks, Elton.



Elton Smith
Jefferson Lab MS 12H5
12000 Jefferson Ave
Suite # 16
Newport News, VA 23606
elton@jlab.org
(757) 269-7625
(757) 269-6331 fax