1. Katie Yurkewicz April 2014, DESY InterAction Collaboration Business Meeting

2. Membership April 2, 2014 2

3. 2014 Collaboration members April 2, 2014 3 Full membersAssociate membersAssociate members (in-kind contributions) CERNArgonne National LabIPMU DESYLawrence Berkeley National Lab LC Communicators FermilabBrookhaven National Lab IRFU/CEA KEKIHEP BeijingJINR STFCIN2P3NIKHEF TRIUMFINFNCoEPP* SLAC *Denotes change in status from previous meeting

4. Membership requests CoEPP (Australia)  Approved at November 2013 meeting; CoEPP proposal to contribute AUD1500 plus in-kind for remainder of $5,000 associate member contribution. Collaboration Board voted to accept proposal. RISP (Korea)  Informed Chang-Ho Park that RISP will continue to be welcomed as occasional observers, including next meeting in Asia. April 2, 2014 4

5. Election for new Collaboration Board members May 2013 - April 2014 DESY (Christian Mrotzek), co- chair Fermilab (Katie Yurkewicz), co- chair CERN (James Gillies) TRIUMF (Tim Meyer) STFC (Terry O’Connor) KEK (Nobu Toge) BNL (Justin Eure) INFN (Eleonora Cossi) May 2014 – April 2015 IPMU (Yoshihisa Obayashi), co-chair Fermilab (Katie Yurkewicz), co-chair CERN (James Gillies) TRIUMF (Tim Meyer) STFC (Terry O’Connor) KEK (Nobu Toge) DESY (Christian Mrotzek) IHEP Beijing (Peggy Pan) SLAC (Farnaz Khadem) April 2, 2014 5

6. In-kind contributions NIKHEF – project to be defined by end of this meeting. IPMU – 2015 meeting LC Communicators – Katie to check on status of financial contribution. Possible 2014 in-kind contribution is organization of CERN meeting. CoEPP – project to be defined by end of this meeting. April 2, 2014 6

7. Finances April 2, 2014 7

8. 2013 Income Full member contributions ($10K each) Amount requested Amount receivedDate received CERN10,000.00 7/17/13 DESY10,000.00 6/20/13 Fermilab10,000.00 6/1/13 KEK10,000.00 6/26/13 STFC10,000.00 7/17/13 TRIUMF10,000.00 8/19/13 Associate member contributions ($5K each) Argonne5,000.00 6/26/13 Berkeley5,000.00 9/12/13 Brookhaven5,000.00 9/12/13 IHEP Beijing*0.00 IN2P35,000.00 INFN5,000.000.00 SLAC5,000.00 6/26/13 TOTAL INCOMERequestedReceived 90,000.0085,000.00 April 2, 2014 8 *Pending new MOU

9. 2013 Expenses Xeno Media contract Website maintenance and development, Quantum Diaries editing and social media$75,000 Travel to 2 collaboration meetings$3,775 Website hosting contract Full year quantumdiaries.org and interactions.org$6,195 Executive Secretary travel Travel to Beijing, April 2013 (Secretary partially covered airfare; SLAC covered travel costs for fall meeting)$1,693 TOTAL EXPENSES$86,663 April 2, 2014 9

10. 2013 Summary $85,000 - $86,663 - $1,663 + $10,400 = $8,737 Contributions Expenses Net income Carryover from 2012 Carryover to 2014 April 2, 2014 10

11. 2014 Projected Income Full member contributions ($10K each) Amount requested Amount receivedDate received CERN10,000.00 DESY10,000.00 Fermilab10,000.00 KEK10,000.00 STFC10,000.00 TRIUMF10,000.00 Associate member contributions ($5K each) Argonne5,000.00 Berkeley5,000.00 Brookhaven5,000.00 IHEP Beijing*5,000.00 IN2P35,000.00 INFN5,000.00 SLAC5,000.00 TOTAL INCOMERequestedReceived 95,000.00 April 2, 2014 11 *Pending new MOU

12. 2014 Projected Expenses April 2, 2014 12 Xeno Media contract Website maintenance and development, Quantum Diaries editing and social media73,000.00 Travel to 2 collaboration meetings (conservative estimate)8,000.00 Website hosting contract Full year quantumdiaries.org and interactions.org6,200.00 Executive Secretary travel Travel to fall meeting (no attendance at spring meeting due to personnel change) (conservative estimate)4,000.00 TOTAL EXPENSES91,200.00

13. 2014 Projected Summary $95,000 - $91,200 $3,800 + $8,737 = $12,537 Contributions expected (including IHEP) Estimated expenses Net income Carryover from 2013 Available for 2014 April 2, 2014 13

14. Memorandum of Understanding April 2, 2014 14

15. Fermilab proposal for new MOU Split MOU into two documents  Agreement between InterAction Collaboration and Fermilab to assign business functions  Separate agreements between InterAction Collaboration and individual laboratories for annual contribution of funds Reasons behind the change  It has become much more difficult for DOE labs to sign MOUs with non-U.S. institutions  Old model of MOU that includes all institutions will no longer work for US institutions April 2, 2014 15

16. Will this work? At this point Fermilab proposes to either pursue the new MOU structure (only for institutions that need them) OR pursue an alternate model Most likely model that will succeed for DOE institutions is for Fermilab to invoice DOE institutions for work performed; another (non- U.S.) lab would need to set up MOUs with international institutions Would require arriving at appropriate split of contract work April 2, 2014 16

17. First MOU (business functions at Fermilab) Agreement establishes requirements  Each institution submits a letter of appointment to the Collaboration to be kept on file at Fermilab  The Collaboration Board will need to formally submit instructions to Fermilab with instructions regarding the disposition of funds  The Collaboration will need to designate a contact person for correspondence Open questions  Will this satisfy all the labs regarding business functions?  Who can sign on behalf of “The InterAction Collaboration”? April 2, 2014 17

18. Second MOU (annual contributions) Between individual institutions and “The InterAction Collaboration” Benefit: MOU does not need to traverse the DOE approval system Potential issues/questions:  The InterAction Collaboration is not a legal entity. Will this work for (non-US) labs?  Can DOE labs continue to contribute under the current DOE PAC system?  Will the agreement be customizable for each institution? Or should there be one agreement for all labs that need one?  Who would sign on the collaboration’s behalf? April 2, 2014 18

19. Future Meetings April 2, 2014 19

20. Fall 2014 – CERN (joint with EPPCN. Wed. afternoon Interactions only, Thursday morning joint IA/EPPCN, Thursday afternoon EPPCN, Friday joint IA/EPPCN/IPPOG). LC Communicators to host IA part. Spring 2015 – IPMU Fall 2015 – Brookhaven (first choice) or FNAL (with possible ANL visit) April 2, 2014 20