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'not-minutes' for third E-ALFA LOC meeting
Thursday 22nd April

Present:
Chris S., A. Deshpande, Steven T., Jose M., Erik M.
Telecon:
Bob B., Karen O.

Items from last minutes:

Re. calling cards info on website
ACTION - Karen O: Update w/site to include a strong
reccomendation for all visitors to use calling cards

Re. calling card availability from Visitor Centre (VC).
Not much movement on this issue after a few emails.
Erik prefers to use cards from the VC (instead of cards
available in the control-room) since they are economical

ACTION - Erik M: find out what the VC is doing re calling cards

Re. telecon: Jill Morriason provided Chris with the following rates;
$.14/min/particpant for domestic calls, Canada was $.36, and
Australia was $.88

From these rates, Chris estimates a typical cost for a one hour
telecon, assuming the participation of 1 Canadian, 10 US-based
participants, and 10 "foreigners", as follows;
$ 21.60 for 1 Canadian
$ 84.00 for 10 US participants
$528.00 for 10 foreigners
---------
$633.60
---------

Karen suggests that half the number of participants is
reasonable, i.e. around ~$300

Bob indicates that there is no real upper cap to expenditure
for telecon: i.e. if people want to join the workshop, then
there should be no restriction to numbers.

Chris mentions that a telecon system is necessary in the
library and in the VC.

ACTION - Anyone?, arrange to ensure that these telecon
systems are operational and in place.


Re. voting and web-based forms
Lister S-S. on the SOC is not coming to AO for the
E-ALFA WS, so Karen is taking over management of this.

There are no problems with the SOC for this web-based mode
of voting.

Karen suggested an alternative: For some topics, votes
can be sent to an impartial (i.e. non-Ealfa) person.
How can this be set up?

ACTION - Karen O. to ask SOC and E-ALFA 'factions' how
voting should be arranged.


Re. extended cafeteria times
Extended times have been OK'ed with Sixto, but staff?
N.B. Consideration needs to be given to the fact that
there will be ~30 extra people present for all meals
over that weekend. Also, the cafeteria will need to
remain open until 7 p.m.

N.B. at least 6 of the attendees are blatant
vegetarian. This needs to be kept in mind for catering.
ACTION - Jose M. to contact Myrna to arrange for
extended/extra staff for the following times:
until 7 pm for dinners (i.e. Sat, Sun)
Lunch on Sat and Sun.
Action - Anyone?: ensure that the catering can accomodate
vegetarian.


Re. Coffee, buns and refreshments
These will be easy to organise etc. There are probably no
problems here


Re. List of funding approved atendees
N.B. John Davies will be attending with wife. Need
accomodation with two beds (or double)
ACTION - Chris S. to confirm with Eva that this is in hand.
(Done)

Re. Extra driver for transp. from Airport
Too early to tell if this is necessary
A 'pick-up plan' can be designed once travel info is known.
Travel info (and other details) for all registered attendees
is available at:
http://www.gb.nrao.edu/~koneil/ealfa/reg_full.shtml


ACTION - Chris S.: check that this is all known by Eva.
(Done, including a provisional schedule for airport pickups)

Meeting website:
Seems to be all ok
Chris suggests that pages which point to info prefixed with
'potenial dates.. ' and the like should be removed

ACTION - Karen O.: remove dated references on E-ALFA workshop webpage.

Finances:
Expenditure will probably exceed $10k, though not by a great amount.
Suggestion to install a 'collection' box to help offset costs for pool
sessions.

ACTION - Anyone?: Make/purchase/steal a tasteful 'collection box'
for pool sessions.

Accom:
ACTION - Chris S.: Check with Eva to ensure that she knows
about all expected people.
(Done)


Minutes of the workshop:
It is possible to write up notes etc. 'live'

ACTION - Anyone?: write up the notes during the workshop.

Presentation hardware, Overhead projector, LCD projector and laptops
will be necessary

ACTION - Anyone?: Make sure that this hardware is on-site.

Feeding the multitude:
All this seems to be well in hand (See action items from above)

Other buisiness:
No other buisiness

Date and time of next EALFA LOC meeting:
Thursday 29th 10 am