1. Status of CAST finances 10.02.2016

2. Financial status end of 2015 Cash Contributions 2015 131.6 kCHF Including 25.8 kCHF for KWISP M&O B Common Fund Balance end 2015 23.072 kCHF Common Fund – funds already earmarked (non-M&O A) KWISP M&OB (7.586 + 15.810[UP])= 23.396 kCHF Spokesperson’s travel (5.146 kCHF) Total earmarked ~ 28.542 kCHF Real balance for M&O A Operation in 2016 -5.470 kCHF LLNL 2015 contribution in pipeline (20.950 kCHF) Positive 15.48 kCHF balance for M&O A if LLNL included Note already 6 weeks into 2016 and hasn’t yet arrived

3. Details of contributions in 2015 06.02.2016 CASH CONTRIBUTIONS for 2015 DateInstituteCashComments MPP Paid in 2014 M&OA 26.01.2016BONN10000Degreasing vacuum pieces CAST M&O A 12.06.2015MPS10000Contribution 2015 M&OA 10.08.2015TUD10773Contribution 2015 M&OA 24.08.2015CAPP25000Contribution 2015 M&OA 10.09.2015FREIBURG5000Contribution 2015 M&OA 15.09.2015BONN10000Contribution 2015 M&OA 09.11.2015CERN20000Contribution 2015 M&OA 10.11.2015FREIBURG10000M&OB KWISP 16.11.2015BILGI5000Contribution 2015 M&OA 02.12.2015PATRAS15810.77M&O B Support of CAST dark energy ac 31.12.2015CERN BE-RF10000Contribution 2015 & 2016 M&O A Total131583.77 IN KIND M&O A2015 CERN17409 ABB, Freq inverters, encoder, subsistence, cars, Baum(1.1), Rosu(18.4) total 38.6k then remove 21.2k (Sophia) LLNL2623SDD chameleons publication $2623.20. Claim 14.1 in travel costs for shifts (as UBC/INR) UBC3000 Shifts ? (2014 first year when shifts 3k allowed) INR3000shifts (perhaps 5000 tbd) TRIESTE1500car bill TRIESTE500Sun Filming Base Plate RBI/Rijeka1500Sun Filming Camera (note they also paid for travel/subsistence for sun filming personnel) Total29532.2 IN KIND M&O B2015 PATRAS10000Laser KWISP BILGI2000Photo-receiver KWISP no other institute replied

4. Missing Contributions M&O A 2015 & (2011- 2014) The issue of shifts as in-Kind and LLNL request for cancellation must be resolved today if possible How much of (above) is likely to be paid before end of 2016? MD’s Conservative guess ~ 35kCHF MD’s Optimistic guess ~ 85 kCHF Missing Contributions 2015 (and 2011-2014) from MOU No7 RBI/Rijeka200002015 MOU not signed Greek Delegation500002011-2014 MOU not signed Greek Delegation15000 1 2015 MOU not signed PATRAS10000 1 2015 DTU50002015 MOU signed? LLNL + UC200002015 contribution - Not received in 2015 -still in pipeline LLNL + UC? 2011-2014 Owe 55.1k (FRC). LLNL proposes different numbers (25.1k) request by MP to cancel 2011-2014 debt total120000 [1] subject to approval

5. Request for M&O A and M&OB In Kind Email send last week Hello, Please can each institute send me their in-kind contributions to the M&O A (CAST operating costs) in 2015? Please also, where relevant, send separately the in kind contributions to M&OB (contributions to detector development, construction and commissioning and calibration in 2015. I can then make my report as promised for 2015. Below is the current contribution table for 2015 Please send me the information by Friday5th February at noon. Cheers Martyn ONLY 2 Replies Need information to complete FRC report on 2015 as promised.

6. Updated Budget request More manpower included up to end of 2016 cf previous draft request Will need even more than this to support next TC (10%) Will be missing TV, MR,MD Should we put more for Antonis/Christoph for continuity? Draft Budget Request CAST 2016 06.02.201 6 DRAFT BUDGET REQUEST2016Comments GENERAL M&O a) Industrial services and subsistence(kCHF) 1Student – Sofia Apil11.2 Sofia 4 months@ 2.8kCHF= 11.2kCHF. Prepaid ~ 3 months by CAST-CERN in 2015 Student - Sofia14Aug to Dec 5x2.8k =14.0k Student - Bilgi5.67 months @ approx 0.8k Postdoc - Bilgi10.57 months @ approx 1.5k Students data taking ?8.43 months @ 2.8k 2Spokesman33CFund=33kCHF - (any CERN support) 3PJAS ABB Upgrade25to be paid in 2H2016 4aCAST Running/ Deputy Technical Coordinator4Theo will leave end jan 2016 4bAntonis/Christoph123 months or more? 5Mechanical support (FSU)4 6sub total128.2

7. Draft budget request b) Experimental operation costs 7Stores6 8Cars10 9Phones/printing/transport costs5 10Gas/cryo liquids1 11Epool4.2 12Mechanical workshops and materials (CERN plus Institutes )0 13Subsistence/expenses ( data taking)30in kind from: 15 LLNL/ 5 INR/3 UBC 14GRID + XRT alignments5 15 0 16Slow Control(computers/monitors/tapes)3 17Repairs, maintenance on pumps& gauges & RGA6 18Mechanical movement maintenance & running costs2 motor revision 19Electrical work and cabling workshop2 20Safety (upgrade lignes de vie)0done end 2015 21 Divers(vacuum cleaning/ cleaning/ outreach/ courses/ trips /Patras workshop grant)4 22Payment AB for FSU for power converter +3He PLC maintenance5 23Contract with ABB (3.8k + contingency for call outs)3.8we are now only user ABB sub total87 24Total215.2

8. Draft budget request Grand total contains notional 15k Panter and 23k inkind shifts = 38k where there is no cash involved Total cash/inkind required for 2016 is 241.2-38= 203.2 kCHF 2015Comments Experimental upgrades(kCHF) a) Common Investments 25LLNL XRT in PANTER (in kind contribution from MPE)15In Kind from MPE 26Tracking system upgrade2 27Instrumentation4 28Sun filming upgrade0 29sub total21 b) Radiation Pressure detector and window development 30Radiation Pressure and Relic detectors development (DM/DE)0 31Low Energy Windows, prototypes and tests0 32 33sub total0 c) MFB Platform and Cryostat 34Design - integration KWISP on XRT platform1 35Design - integration of Relic detectors inside cryostat MRB4 36Mechanical work for mounting new instruments on CAST0 37 38sub total5 39Total26 40Grand Totals241.2

9. Income to match this budget (241kCHF) request in 2016 ? List of Institutes 2016 M&O ACommentsM&OBComments 2016 List of Institutes 2016 Team leader PhD's and above Minimum contribution (5kCHF/PhD) Promised Contribution cash/inkind CERN-CASTM. Davenport -> 420 CERN-BE/RFW Wuensch 150Paid in 2015 Greek DelegationK Zioutas 315 UP GreeceK. Zioutas ??5To be confirmed 15.7 15? DE/DM dec 2015 DE/DM 2016? NTUA, GreeceE. Gazis 150 AUTH, NCSR, GreeceK Zioutas ??? TU-Darmstadt, GermanyD. Hoffman ??11 10 k euros if necessary for M&OA, but preference is KWISP MPE, Germany 15 Nominal cost of LLNL XRT calibration. In Kind MPP, GermanyG. Raffelt 15?To be clarified Columbia U., USAC. Hailey 15? DTU-Space, DenmarkF. Christensen 150 10 Calibration XRT + analysis U Bilgi, TurkeyS. Cetin 155 2KWISP U Bonn, GermanyK. Desch 210 INR, RussiaS. Gnineko 155 3 to 5kCHF extra shifts LLNL, USAM. Pivovaroff 315 in kind, shifts40 Calibration XRT + analysis UBC, CanadaM Hasinoff 153shifts RBI/Rijeka CroatiaM. Krcmar 420 Still waiting for 2015 Add t.b. signed UZ, SpainI. Irastorza 7350 UT, ItalyG. Cantatore 1542 (+2) inkind41KWISP MPS, GermanyS. Solanki 1510 CAPP, KoreaY. Semertzidis 21010 +15 Freiburg, GermanyH. Fischer 155 ~10In Kind KWISP Total 36180153+15 38kCHF (Panter and shifts). If remove leaves 115+15 kCHF cash+ inKind promised

10. Estimate of M&O A balance end of 2016 100% budget spent 90% spent M&O A Balance 01.01.2016-5.5 Budget request (minus 38k Panter & Shifts)203.2182.9 Promised cash / inkind (minus 38k)115.0 +15?115 +15? Balance end 2016 (If no other outstanding contributions paid. But all cash for 2016 paid) -93.7 +15?-73.4 +15? Outstanding Contributions [1] to arrive in 2016 MD’s estimate (incl. LLNL 20k) ~ 35-85 Estimated balance end 2016-59 to -9 +15? -38 to +12 +15? [1] Note: Total possible outstanding Contributions ( 120 k + LLNL 2011-2014) CAST does not have enough Contributions to run fully in 2016

11. Common Fund present situation 07.02.2016 (CHF) Balance 01.01.201623071.96 Spent 01.01.2016 up to 07.02.201624614.06 Present balance-1542.1 Status M&O A balance -5.470 - 16.358 = -21.829 kCHF Status earmarked non M&OB funds: KWISP M&OB (7.586 + 15.810[UP])= 23.396 - 4.128 = 19.268 kCHF Spokesperson’s travel (5.146 kCHF) – 4.128 = 1.018 kCHF Total earmarked 20.286 kCHF

12. Conclusions Issue of travel expenses from US/Canada for shifts Must be resolved today to prepare 2015 budget report Also in view of any future claims (Practice only started in 2014) Issue of request from LLNL to cancel debt 2011-2014 Must be resolved today LLNL will pay any costs of publications as inkind For CAST to run in 2016 CAST doesn’t have enough contributions to run fully in 2016 More Institutes must contribute to the M&O A operation funds Institutes with significant M&O B funds sent to Common Fund could donate a fraction to M&OA Institutes, who can, should contribute more than the minimum 5k/PhD Institutes who contribute 0 can surely find 2or 3 or 4 kCHF from other funds The intermixing of M&OA and M&OB in common Fund Is a nightmare to bookkeep Status of M&O A & M&OB in Common Fund Must be reported to SC each meeting Need a new bookkeeper ==> next TC

13. Back-up slides

14. Addendum No 7 Promises for 2015

15. CashIn-Kind Details In-Kind Total 2015 (kCHF) CERN 20 (25)5Technical support25 (30) IRFU-Saclay, France 0 0 Greek Delegation 15 1 15 UP, Greece 10 1 10 UTH, Greece 0 0 NCSR, NTUA, Greece 0 0 TU-Darmstadt, MPE UFRA, Germany 10 PANTER tests if needed10 MPP, Germany 0 0 Columbia U., USA 5 5 DTU-Space, Denmark 5 5 UD, Turkey 04Purchases in Turkey4 U Bonn, Germany 10 INR, Russia 5Extra shifts5 LLNL, USA 15 UBC, Canada 3Wkshp & shifts3 RBI, Croatia 15 UZ, Spain 0 0 UT, Italy 2 2 MPS, Germany 10 Rijeka, Croatia5 5 CAPP, Korea25 UFR, Germany5 5 TOTAL 15519 174

16. 2010201120122013201420152016 (kCHF) 06.02.2016 Budget357446327301255266 (incl DE/DM) 210241 (excl DE/DM) Cash + in kind contributions251.2320.4228.1226.5231.2161.1 Cash184.3251.5118.3145.2181.4131.6 Spent297.3351.9295.9228.4233.9204.5 Sum promised in Addendum389.4278.1368.6398.6371.6177153 Balance at start of year205.4165.5137.469.075.696.023.1(incl DE/DM) 40.0-5.5(excl DE/DM) Percentage spent/budget0.830.790.900.760.920.88 + History of M&O A Budget, spending & balance

17. Attempt to compare Mike’s numbers with “FRC accounting” 2008-20102011-2014 2015Shifts 2015Totals MikeIKCASHIKCASHIKCASH PROMISED450075020 PAID1.561.719.9002014.1 DEBT43.5-61.7-19.97500-14.1 Overpay 18.2Underpay 55.1Even When 20k arrives Overpay 14.1Underpay 22.8 Request from LLNL to cancel this Official CAST PROMISED020 PAID2.32014.1 DEBT-2.30-14.1 Overpay 16.7 cancelled end 2010 Underpay 55.1 FRC Overpay 2.3 When 20k arrives If allow shifts; overpay 14.1 Underpay 38.7