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<div class="PlainText">Dear MOLLER Collaborators,<br>
<br>
Yesterday, we had a productive first meeting of the MOLLER Institutional Board (IB). Here are my minutes from the meeting, with help from Juliette.<br>
<br>
Note that we have formed subcommittees to handle the first tasks of the IB. Details below. If you have interest in serving on the Speakers, Publications, or Info Management subcommittees, please contact the subcommittee chair or your IB representative. We will
be having a subcommittee progress update in mid-August.<br>
<br>
The main goal of the IB at this point is to come up with a bylaws document, hopefully by the end of the calendar year. To this end, Mark, KK, and I constituted the initial makeup of the IB. Issues including IB membership, how the blocs work, proxy rules if
members cannot attend, etc…, will be addressed in the bylaws document. The subcommittees are set up to address what we think are the most pressing issues.<br>
<br>
One issue is to have an “official” collaboration list. See the attached Excel file, which comes from the August 2020 CDR and then with input from the current IB members. (Your current IB representative is indicated in the file.) I’ve asked all IB members to
continue to review the collaboration list, and send corrections or additions to me. If you see issues with the attached list, please communicate this to your IB representative.<br>
<br>
At yesterday’s meeting, it was resolved that Bob Michaels will serve as the host for MOLLER collaborators who need site access. When contacting Bob, please provide the following:<br>
(1) Name and position (eg faculty, engineer, postdoc, grad student, undergrad, …)<br>
(2) Nationality and visa status<br>
(3) A sentence of two that tells what they will work on and/or what will be their responsibilities<br>
(4) Expected duration of stay (eg periodic visits, summer, on site collaborator for several years, …)<br>
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Following are the four subcommittees. These are temporary committees, for the purpose of drafting separate policies that will eventually be incorporated into the bylaws. Except for the Membership subcommittee, the chairs will select their members - not necessarily
current IB members - and get back to Mark, KK, and me when their committees are intact. It was emphasized that there should be representation by junior members of the collaboration, especially for the Speakers and Publications subcommittees.<br>
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Membership. Mark Pitt (Chair), KK, Jim Fast, and Jim Napolitano. Goal is to define an FTE for collaboration policy issues, and to propose a policy for adding senior members and new institutions. Also to review and refine how blocs are represented in the IB,
but reaffirm decision-making by consensus as opposed to voting.<br>
<br>
Speakers. Rakitha Beminiwattha is chair. Goal is to propose a policy for equitable distribution of conference talk invitations. Possibly contributed talks, seminars, and colloquia as well. Particularly high priority is urged for this subcommittee.<br>
<br>
Publications. David Armstrong is chair. Goal is to propose a policy for authorship rules and manuscript review procedures. Attention needs to be paid to technical papers, several of which may be generated prior to our acquiring our first data.<br>
<br>
Info Management. Juliette Mammei is chair. This covers a lot, and Juliette and Paul King will discuss the possibility of splitting up the tasks into two separate subcommittees. Policy development goals will be aimed at maintaining the collaboration list (including
the IB membership), MOLLER website, collaboration email list server, separate email lists for EB, IB, etc, records of speakers for invited talks, DocDB and other collaboration record management tools, …<br>
<br>
Issues not covered by these four subcommittees will undoubtedly arise. One, for example, are policies for taking shifts in this relatively small collaboration (with lots and lots of beam time!) and how this would be tied to authorship. Others include formalizing
the collaboration makeup with the EB, IB, TB, and so on. We will collect these kinds of issues and address them when the bylaws document is put together.<br>
<br>
Of course, please feel free to get in touch if you have questions or comments.<br>
<br>
Best wishes,<br>
Jim<br>
<br>
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Jim Napolitano (he/him/his)<br>
tuf43817@temple.edu<br>
Department of Physics<br>
Temple University<br>
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