2 February 2009 Ö. Skeppstedt 1

FLAIR Collaboration Meeting 2–3 February 2009 Manne Siegbahn Laboratory, Stockholm

FAIR status

from the AFI chairman point of view

2 February 2009 Ö. Skeppstedt 2

Common AFI-FAIR / STI-FAIR Meeting - 20 January 2009Draft Agenda

Chairman: Örjan Skeppstedt (agreed upon with Horst Wenninger)

1. Welcome 2. Adoption of the agenda 3.a Minutes of the 24th meeting of the AFI-Working Group 3.b Minutes of the 18th meeting of the STI Working Group 4. Project Status 5. Status of the preparations for founding FAIR 6. Status of the legal documents (translations, declarations, etc) 7. FAIR Draft Budget 8. AoB

2 February 2009 Ö. Skeppstedt 3

Project Status

Changes in the FAIR Joint Core Team/FAIR management

Team Leader:

Hans Gutbrod retired 30 November 2008Temporarily replaced by Horst Wenninger

(Wenninger will be replaced by Alex Müller as STI chairman)

FAIR Scientific Director:

Search Committee interviews with 5 candidates 9-10 February

FAIR Administrative Director:

Job announcement to be published any day/week

2 February 2009 Ö. Skeppstedt 4

Project Status

2 February 2009 Ö. Skeppstedt 5

Project Status

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Project Status

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Project Status

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Break-through in the negotiations for signing legal documents and subsequent

formation of FAIR GmbH

8 September 2008

Meeting in Berlin between representatives of:

•Russian Ministries

•BMBF

•ISC-XFEL @ ISC-FAIR

•European XFEL team

•FAIR Joint Core team

Agreements about formulations of sensitive articles in Conventions and Articles of Association

Leading to defined frames for the Russian Contributions to the construction of both XFEL and FAIR

These informations were conveyed to the ISCs for the two projects

Status of the legal documents

2 February 2009 Ö. Skeppstedt 9

International Steering Committee 19th Meeting

October 1, 2008 at the Hessian Representation in Berlin, Germany

7: Resolutions concerning legal documents

ISC approves the version of October 1, 2008 of the FAIR Convention, Articles of Association and the Final Act.

The ISC urges all parties involved to initiate the necessary actions (translations (due by October 13, 2008) and formal checking of the founding documents) for the intended signing of the FAIR Convention and the Final Act in February 2009.

Amended after the Berlin meeting the 8th of September

Status of the legal documents

2 February 2009 Ö. Skeppstedt 10

At ISC-meeting October 1st – after approval of legal documents

ISC Chair:Jacek GierlinskiPoland

AFI Chair:Örjan SkeppstedtSweden

Head of German Delegation:Beatrix Vierkorn-RudolphBmbF!!!Champagne!!!

Status of the legal documents

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Status of the legal documents

Draft (1st of October) English versions of legal documents approved by ISC 1st of October 2008

Convention with 5 appendices- App. 2 – Articles of Association

Final Act (to set the Convention provisionally into operation)

Russia, France, Spain, Italy, China and Germany require translations into their own languages complicated process!!! (next page)

Partner countries showing intentions to sign the Convention:

Austria – China – Finland – France – Germany – Greece – India – Italy – – Poland – Romania – Russia – Slovakia – Spain – Sweden – UK

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Status of the legal documents

Foreign Offices

RussiaFranceSpainItalyChina

Foreign Office

Germany

TranslationalConference

Representatives for ministries of all contracting parties – language experts

Ministries of all contracting parties

Signatory Conference

Ministers of all contracting partners

3

2

14 5 6

Process leading to signing of the legal documents (same for XFEL and FAIR)

1. Draft translations (both FAIR and XFEL) sent at end of October to German F.O. – Official draft from Italy and China still missing!

2. Versions (XFEL) checked by German F.O. sent back in December (Position of German F.O.: FAIR after XFEL – at least hitherto – maybe changed position now)

3. Rechecked versions (XFEL)to German F.O. around end of 2008 – Russian (also of course Italian and Chinese versions) still missing!!

4. The process is interrupted - waiting for:a. Break-trough in corresponding process for XFELb. Rechecked Draft Russian translation (Italy and China?) – maybe coming soon

2 February 2009 Ö. Skeppstedt 13

Options for creating FAIR GmbH after signing of the legal documents

Status of the preparations for founding FAIR

A majority of the partners sign the legal documents at the signing ceremony

A number of partners appoint shareholders at the signing ceremony

FAIR GmbH with these international shareholders can be created some weeks after the signing ceremony

Other partners join in whenever they are ready (within six months with same conditions)

GSI (German shareholder) maybe with one or two other shareholders creates (maybe buys an empty-shell company) FAIR GmbH quickly after signing ceremony (one day after?)

Other partners join in whenever they are ready (within six months with same conditions)

During six months after the creation of the company, all potential shareholders will be invited to Council meetings (only formal shareholders have voting rights)

Fast track

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FAIR countries

Total declared contributions

Start version

Phase B

Austria 5 000 5 000 0China 12 000 12 000 0Finland 5 000 5 000 0France 18 000 18 000 0Germany 705 000 705 000 0Great Britain 8 000 8 000 0Greece 4 000 4 000 0India 36 000 36 000 0Italy 42 000 0 42 000Poland 23 740 15 740 8 000Romania 11 780 11 780 0Russia 178 050 141 750 36 300Slovenia 6 000 6 000 0Slovakia 12 000 12 000 0Spain 19 000 19 000 0Sweden 10 000 6 750 3 250sum 1 095 570 1 006 020 89 550thereof firm commitment 1 023 570 976 020 47 550Total Cost Book + runn. costs 955 446 955 446 247 000

Countries in yellow have specified their contribution with a lesser degree of commitment.These values are not contained in the 'thereof firm commitment' row

FAIR Draft Budget

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Draft expenditures► Start Version, 2005 prices in k€, based on Cost Book 5.0

TotalExpenditures Start VersionAccelerator 429.995

thereof covered by EoI 369.460Civil construction 282.000Experiments 78.000Personnel acc. / cc. 119.000Personnel FAIR GmbH 30.800

Subtotal 939.795Running costs 15.651

Total 955.446

Accelerator: Need of cash or more EoI

Civil Construction: Has to be funded by cash!

Experiments:More analysis needed:

The experiments will be funded with 78.0M€ within the Start Version

Experiment collaborations have expressed their intentions to request funding amounting to 206M€ for the entire experiment programme

FAIR Draft Budget

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January 20th, 2009 25th AFI-FAIR 1

2525thth AFIAFI--FAIR Meeting / 19th STIFAIR Meeting / 19th STI--FAIR Meeting, FAIR Meeting, January 20January 20thth 20092009

Recommendations

to FAIR-ISC

on Finance and Budget

FAIR Draft Budget

2 February 2009 Ö. Skeppstedt 17

January 20th, 2009 25th AFI-FAIR 2

2525thth AFIAFI--FAIR Meeting / 19th STIFAIR Meeting / 19th STI--FAIR MeetingFAIR Meeting

AFI-FAIR and STI-FAIR recommend:

All committed contributions to FAIR will first be used to finance the FAIR Start Version, defined in Annex 1B of the FAIR Convention.

FAIR Draft Budget

2 February 2009 Ö. Skeppstedt 18

January 20th, 2009 25th AFI-FAIR 3

2525thth AFIAFI--FAIR Meeting / 19 STIFAIR Meeting / 19 STI--FAIR MeetingFAIR Meeting

AFI and STI-FAIR recommend

to set up a Cash Fund for FAIR of 363 M€. Germany already announced a cash contribution of 283 M€ to FAIR .

The other Contracting Parties agree to contribute the remaining 80 M€ ( 20% of their total 390 M€ contributions ).

FAIR Draft Budget

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January 20th, 2009 19th STI-FAIR 4

25th AFI25th AFI--FAIR Meeting / 19FAIR Meeting / 19thth STISTI--FAIR MeetingFAIR Meeting

AFI-FAIR and STI-FAIR recommend:

Basic experimental equipment, whichshould be included into the 78 M€ of experiment funding within the FAIR Start Version, will be proposed by STI.

The proposal will be agreed with the experiment collaborations and respective funding agencies and will respect the boundary condition not to lose any shareholder or consortium of shareholders.

Horst Wenninger: It is crucial to have a STI meeting prior to the ISC meeting February 24th, in order to settle any proposal on the 78 M€. Preliminary date, February 17th.

FAIR Draft Budget

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Thank you for your attention!