Feb 19,2013 Readout

Teleconference Time: 11:00 a.m. EST

• ESNET (Number is 8542553) and EVO session (GlueX Calorimetry meeting room)
• Phone connection only upon request.
  • +1-866-740-1260 : US and Canada
  • +1-303-248-0285 : International
  • then use participant code: 3421244# (the # is needed when using the phone)
  • OR from www.readytalk.com type access code 3421244 into "join a meeting" without the # (you need java plugin)

Participant Direct Lines

• JLab Phone: in CC F326 is 757-269-6460 (usual room)
• JLab Phone in CC L207 is 757-269-7084
• Phone in the Regina Videoconference Suite is 306-585-4204
• Athens Phone: in Christina's office is 011-30-210-727-6947

Items for followup from previous meeting

1. SiPMs
   • Elton to e-mail Hamamatsu regarding shipment of 360 MPPCs to inquire status.
2. Testing
   • Take special runs to understand the nature of the "reflected" pulse (Elton and Shaun)

Tentative Agenda

1. Announcements
2. Review of Action Items
3. USM
   • Discussion regarding shipments and other contractual items
4. Other

Minutes

Attending: Elton, Yi, Mike Gelhaar by phone (JLab); Will, Hayk, Alam, calls to Francisco (USM)

1. Announcements
2. Review of Action Items
3. Discussion regarding shipments and other contractual items
   1. Summary so far (Elton)
      • Hammatsu shipped 360 units in one box and the extra 10 units in a separate box.
      • At JLab the sensors were consolidated into the box with 360 units.
      • Proforma invoices from Hamamatsu were included into the box for reference
      • Fedex requires one to check a reason given for shipment. Options include: commercial, sample, gift, return and repair, personal use, personal effects.
      • Will: Is there an 'other' option, or a possibility to add a comment. Mike does not find an option for either.
      • No option seemed suited and we checked commercial for the trial shipment on Friday. The commercial option did not allow a proforma invoice to be used and automatically printed the commercial invoice.
      • No insurance coverage is included. Mike said that JLab is not allowed to add insurance for shipments.
      • Fedex will also not make door-to-door deliveries for packages valued at more than $25k. They will only deliver to the airport.
      • The shipment was held till further discussion with USM
   2. USM experience
      • All shipments have been delivered to the airport, where they were picked up by a custom broker
      • According to Francisco, shipments from Hamamatsu to Chile were not insured. Only the shipments from USM to JLab were insured.
   3. Discussion
      • Will: Suggests to use the 'return and repair' shipping option
      • USM will find out how the insurance was handled.
      • The copy of the 'proforma' invoice printed by Jlab was off the web site. Will requested that we get a version of the actual invoice so they can review it in Chile.
      • It was agreed that we should insure the package and that the full value be declared.
      • Alam: A person from customs has suggested that a custom 'proforma' invoice the developed by JLab. Elton: The invoices are printed automatically by the system and there is no room for customization.
4. Shipment of non-conforming light guides
   • Package has been in customs in Santiago since 2/2.
   • Contracted custom broker was traveling to Santiago to pick up package today. [Note added: According to Fedex, the shipment was picked up today.]
   • We discussed how the light guides could be cut back to fit out requirements.
   • Elton suggested cutting off the base (reducing the length) might be a possibility
   • Will suggested polishing all four sides to reduce dimensions.
   • The non-conforming guides that are in route will be examined to determine the easiest method to bring them back into conformance.
   • Elton will get a list of the non-conforming guides to date.
   • Will: The UVT material is running out. More can be obtained but it will likely take a couple of months.
5. Other