SSRLUO Executive Committee Meeting Minutes

Meeting Notes: February 6, 2003 9:30 a.m.

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Attendees:   Uwe Bergmann, Corwin Booth, Richard Brennan, Lisa Dunn, Andy Fisher, Britt Hedman, Keith Hodgson, Cathy Knotts, Anneli Munkholm, Erik Nelson, Piero Pianetta, Nick Pingitore, Tom Rabedeau, Deanne Jackson Rudd

• Uwe Bergmann, SSRLUO-EC Chair, called the meeting to order at 9:30 am.
• In October, Uwe met with Dr. Raymond Orbach who asked the users' organization to provide feedback related to SPEAR3 and to provide suggestions given budget constraints. Ben Bostick will be asked to follow up on this and to prepare a letter to Dr. Orbach. Uwe also reported that Dr. Orbach encouraged more interaction between the SLAC users' organization (SLUO) and the SSRL users' organization. To work towards that, the SLUO chair or a representative will be to sit in on the open sessions of future SSRLUO-EC meetings and vice-versa.
• Tom Rabedeau presented beam line development slides which summarized the plans and priorities shared with SSRL users at previous meetings. The priority remains to have all the front ends 500mA capable when SPEAR3 turns on, which is a necessary pre-step for SPEAR3. Insertion device beam lines are the next priority. Four engineers are working on the bending magnet beam lines and have been asked to develop ways that these beam lines may be able to accept higher than 100mA current by making adjustments to critical components (e.g., key masks may be replaced, graphite filters installed upstream, etc.). These beam lines may be usable, but with degraded capabilities compared to their ultimate performance and optimized operation under SPEAR3.
• Tom reported that the new 20-pole insertion devices for BL4 and BL7 have arrived. A decision has been made not to pull the BL4 and BL7 hardware until all hardware has been received and is ready to be installed which means that the center-line end stations (BL4-2 and BL7-2) could be opened and used at reduced current in the interim. Even with degraded capabilities, users should still experience an order of magnitude in better brightness. The BL7 installation work would likely be scheduled in the summer shutdown and would include replacing the tunnel, beam transport, hutch, optics and utilities installation.
• With BL4-2 in operation, small angle scattering (SAS) users could be accommodated there until the work on BL4 is ready to begin (estimated in 2006) or until the current is higher than BL4-2 could accept, after which SAS users could be accommodated on BL6-2. Britt Hedman reported that there was a plan being developed to notify SAS users of this new development. Also, arrangements have been made with the Photon Factory in Japan to accommodate some SSRL SAS users during our shutdown.
• Masks are in fabrication. Commercial alternatives to using the SLAC brazing shop are being investigated.
• Ramp up plans from 100mA to 500mA will be developed. Commissioning time without users at beam lines may be used to demonstrate capacity and allow for training with the higher current, lower emittance equipment. Although it is too early to predict the exact user operations schedule for 2004 and beyond, SSRL is planning to have shorter shutdowns than in the past, but may need to schedule more frequent short maintenance/accelerator physics days for SPEAR3 related work. It was pointed out that extending the run longer into the summer would be dependent on critical utilities such as electricity, water and on the availability of essential SLAC services. Time may also be allocated in the future for construction of alcoves, additional shielding as the current is ramped up, and additional beam lines such as the east pit.
• Tom reported that first light in the new BL11-3 was achieved recently, but it was much weaker than expected. They will utilize scheduled maintenance/accelerator physics days to work on this, including removing a bellows between the monochromator and mirror for insertion of an ion chamber to check if this is the problem.
• Recent lightning strikes caused some power outages. Piero Pianetta reported that back up generators are being investigated for critical equipment. LN monos are particularly sensitive to long power outages.
• Some DOE funding is being provided for the first phase of an LN distribution system for the new LN monochromators. If additional funding can be identified, we may be able to purchase a large tank to feed the system and be able to provide backup to current system.
• The LN monos on insertion device beam lines are limited to 2 cuts of crystals, and there is significant overhead to replace crystals (requires warming and venting mono, several days to replace, etc.). There is also a leak risk as the monos have limited thermal cycles. Staff are trying to determine the best cut for the majority of applications. Due to these limitations, it might not be possible to accommodate a small number of users who may request crystal cuts different from the majority of users. Unusual requests may be accommodated on bend magnet beam lines.
• During the long shutdown, equipment will be removed and covered, and the floor will be emptied to protect everything from dust and damage during construction work.
• Keith Hodgson reported that a serious safety accident had occurred in January and he urged everyone, particularly users, to exercise caution when working at or visiting unfamiliar environments such as SSRL. Although all details were not yet known, an employee was working alone on a ladder when he fell and hit his head. He was in intensive care for some time, but now seems to be on the road to recovery. The accident could have been life threatening and is being taken very seriously. Keith reiterated the importance that SSRL and SLAC place on working safely. He encouraged everyone to understand and learn from this accident, to exercise particular caution when working on ladders or elevated platforms, and to look out for each other whether at SSRL or at home. Additional information and safety guidelines are available on the website: http://www-ssrl.slac.stanford.edu/safety/
• It was reported that two new staff scientists were recently recruited to SSRL, Michael Toney and Uwe Bergmann.
• Keith reported that the President's '04 budget had been released, even though the current '03 budget is not yet out, and that the government was still operating under a continuing resolution. This is an area of potential concern, particularly for the LCLS program which had $6 M allocated in the '03 budget that cannot be used until the appropriations bill or a continuing resolution for new starts is approved.
• Users expressed their desire to contact DOE officials to support the need for funding for the current budget cycle as well as the next '05 budget which BES should be starting to formulate. Users also expressed the need to articulate the need for future funding sufficient to capitalize on the capabilities of SPEAR3 so that the utilization of this already-invested-in equipment is not threatened.
• With the announcement that Uwe had accepted a position at SSRL, beginning in March 2003, a closed session discussion was held to determine how to handle the position of EC Chair. There are no rules that prohibit the Chair from working at SSRL; however, SSRL employees would not be able to participate in lobbying activities that the users organization may undertake. The committee decided to have Uwe continue as chair through the remainder of his term rather than elect another chair for the rest of the year. Vice Chair, Ben Bostick and other EC members plan to represent user interests to the DOE and Congress.
• A user representative is sought to serve on a SLAC security committee which will coordinate security communications and provide for the collaborative implementation of security policies. Deanne Jackson Rudd volunteered to serve on the committee as an SSRL user representative.
• The next annual meeting of the SSRL Users' Organization will be held on October 9-10, 2003. Ben Bostick and Tim McPhillips will co-chair this meeting. A subsequent meeting will be held to begin planning for this meeting with the goal of getting the first mailing out by late Spring/early Summer. User suggestions included emphasis on the SPEAR3 upgrade including a significant status report of upgrade activities, new scientific capabilities with SPEAR3, and possibly tours of SSRL. The committee urged workshop organizers to summarize their workshops and publish these on the website. The few workshop summaries that are available are posted on the website: http://www-ssrl.slac.stanford.edu/publications/
• The committee urged users to stay active in SSRL activities, even during the upcoming shutdown. Each EC members was asked to think in advance about potential nominees for the annual Lytle Award and to consider submitting nominations for this award.
• Regarding candidates to fill upcoming vacancies on the SSRLUO-EC, users are encouraged to contact potential candidates to ensure they are interested in running for a position on the EC. Forward the candidate(s) names to Cathy Knotts who will distribute a call for nominations and put together a ballot later this year. A list of current and past EC members by scientific discipline was distributed for informational purposes.
• The committee discussed holding another meeting in early/mid May to follow up on these issues and to get updates on budget on SPEAR3 related activities.
• The meeting adjourned at 12:15 pm.

Respectfully submitted,

Cathy Knotts
SSRL Liaison to SSRL Users' Organization Executive Committee