Hall A Coordinating Committee Meeting October 10, 2007

Present:  John Arrington(chair), Robert Feuerbach(secretary),
          Pete Markowitz, Kent Paschke


Hall A Collaboration Meeting:
   We needs to choose a date for the winter collaboration meeting before
   the PAC; John will check the calendar and try to find a date that avoids
   any conflicts. [ post-meeting: Dates were chosen to be Dec 12-14.]

   There was interest in having an analysis workshop.  Mentioned topics
   were developments in BigBite tracking, particle identification as it
   relates to the Transversity experiments, scaler and deadtime analysis,
   and Monte Carlo tools and studies.  Pete proposed forming a Monte Carlo
   working group which would look into the simulation needs of Hall A and
   the available tools including MCEEP, SIMC, and a single-arm MC as has
   been proposed by Bob Michaels.

   Action items:
    * John will look into dates for the collaboration meeting and interest
      in the analysis workshop. [ Chosen to be Dec 12-14]
    * Pete will look into forming a Monte Carlo working group.
    * Kent will organize the meeting agenda.

Hall A Annual Report:

   The deadline for the contributions to the Annual Report is October 31.
   Templates for the contributions were sent out in late September.  Every
   experiment that has taken data and not yet published results is expected
   to provide a status report, as well as changes to the base equipment in
   the Hall.  In addition, the importance of non-experiment updates, such
   as studies related to future experiments and proposals, was discussed.
   It was generally decided that such contributions are voluntary, but
   should be encouraged if the information could be generally useful.

   The two editors for the Annual Report will be Pete and Rob.

Changing Hall A CC membership:

   Robert Feuerbach will be leaving the field in November.  The results
   from the last election were used to select the next runner-up as his
   replacement, pending the candidate's acceptance.
  [ post meeting: Bryan Moffit has agreed to fill the position, and will
    take over as of the end of October. ]

Hall A Proposal Review:
   
   The PAC deadline is presently unknown, but will presumably be in early to
   mid December.  Working backward, the reviewers should have 2-3 weeks to
   review a proposal and should give the proposal back to the the
   spokespersons 1-2 weeks before the PAC deadline.  So the tentative
   deadline for proposals to be submitted to the Hall A Collaboration for
   review is November 12.

Collaboration Member List:

   There are still members of the collaboration not on the official list.
   Kent will update the contact information and pass it onto Pete and
   Stephanie.

Proposed Charter Changes:

   There are some provisions in the charter that are not being followed,
   and so it was suggested that changes be proposed and discussed at the
   next collaboration meeting.  Some items brought up for possible revision
   are included below, and additional suggestions from the collaboration
   are welcome.

   Proposal Review:

      John pointed out the charter states proposals are sent to four
      reviewers, and is not approved until three are satisfied.  Recently
      there have tended to be two external reviewers + the chair reviewing
      the proposals; amending the charter to match what is presently
      happening appears to be in order.

   Non-collaboration members on experiments:

      Presently the Charter states: "Participation on Hall A Collaboration
      Experiments by colleagues who are not collaboration members must be
      approved jointly by the experimental spokesperson(s) and the CC."

      The proposed revision removed the CC from the discussion:

      "Participation on Hall A Collaboration Experiments by colleagues who
       are not collaboration members must be approved by the experimental
       spokesperson(s)."

   Filling vacancies in the CC

      The present charter states "special elections will be convened to
      elect a new member at the next Collaboration meeting."  The CC
      proposes changing the terms to state that at the CC's discretion,
      the runner-up from the election used to select the leaving member or
      elections can be held to fill the seat through the end of the term.