Present: Charles Loomis (CNRS), Project Coordinator Ruben Montero (UCM), Technical Coordinator Ignacio Llorente (UCM) Vangelis Floros (GRNET) Marc-Elian Begin (SixSq) Juan Caceres (TID), Henar Munoz (TID) David O'Callaghan (TCD) Agenda page in indico: http://indico.lal.in2p3.fr/conferenceDisplay.py?confId=1263 I. Approval of Minutes(Decision)/Modifications of the Agenda DECISION: The minutes of the previous meeting were approved. A discussion on the content of the project's Quarterly Report was added to the agenda item concerning the deliverables, milestones, and quarterly reports (see below). II. Current Status of Project Charles Loomis presented the current state of the project. The presentation is available from the indico agenda page. A summary is provided below. * Administrative Points Grant and Collaboration Agreements: These have been signed and in force for quite some time. All of the partners should have received signed copies of these documents. If not, contact Emilie Jordan (emilie.jourdan@dr4.cnrs.fr) with C. Loomis in copy. Pre-financing: CNRS has distributed the pre-financing to the partners. If your institute has not received the payment or if there is a discrepancy, please notify C. Loomis. Quarterly Reports: The Project Officer is happy with the format and content of the first quarterly report except for the following two points: 1) Include the numbers for the defined metrics (this was foreseen to start in Q2 anyway) and 2) Include the effort numbers by partner and by activity. The information for the second point has been requested for QR1 and QR2 for the end of the month. * Technical Points Technical Meetings: Generally are functioning well. There is still a need for more regular "Group" meetings to define the strategic goals and directions for the project. At the F2F meeting both points were discussed with good suggestions on improving the current procedures and identifying the strategic/architectural issues. StratusLab Release(s): The first public release was announced on 9 November. There has been significant interest from both users and administrators; we've received feedback to improve subsequent releases. At the F2F meeting, the participants decided that public releases should take place every other sprint. Positive Feedback from EC: KB from the EC provided very positive feedback on the visibility of the project and on the progress being made. This shows the good work by the partners in the project concerning the dissemination of the project and their commitment to the work program. * Previous Issues Partner Participation: No continuing worries here. Hiring Issues: The pre-financing has been distributed so there should no longer be any financial hurdles for hiring. Positions are being filled at CNRS and SixSq. If there are any remaining problems, please notify C. Loomis. Tightening Up Procedures: Discussed continued improvements at the F2F meeting. Interactions between OpenNebula/StratusLab: No continuing worries here. * Points for Discussion Letter of Support Policy: Have provided Letters of Support for two academic projects (DC-ACDC and DORII++); there are two Letters of Support for other academic projects (SISTEMO and AWESOME) outstanding. Memoranda of Understanding: Have request from EDGI. How should these be handled? II. Approval of Deliverables/Milestones The following documents have been produced since the last PMB meeting: D4.1, D5.1, D3.1, D6.1, MS1, MS6, and QR1. DECISION: All of these documents were approved by the PMB. I. Llorente brought up the idea of including sections describing the activities of each partner. This would provide a clearer view of each partner's contribution to the project. However, since the Project Officer is already happy with the content of the report and this means some duplication of the information and some additional work, there was no real concensus to add this information. In the end, we will continue with the current format; however, activity managers should make partner contributions clear in the work package descriptions. III. Letters Of Support Policy. The project has provided LoS for academic projects, but did not provide one for a commercial tender for ESA from SixSq. M-E Begin explained that this was an activity which would reuse the StratusLab software and help to increase the user community of the project. UCM policy doesn't allow support for commercial activities, so this LoS was not provided at the time. There wasn't a clear concensus on this, so several actions arose from the discussion: ACTION: C. Loomis will contact the Project Officier to see if there is any feedback/advise from the Commission on supporting commercial activities. ACTION: PMB representatives need to contact their administrations to see if there are any limitations on providing such LoS. After this information is collected, the topic will be revisited to determine if we should allow such LoS and/or take a formal vote on them. The parts of the LoS policy that were clear are: 1) StratusLab should provide LoS for academic projects with interests similar to those of StratusLab, including specific points for collaboration or for reuse of the StratusLab software. 2) The PMB should have 1 week to comment on any request for a LoS. Requests for LoS with less than 1 week notice will only be considered in exceptional cases. DECISION: These aspects of the LoS policy were approved. The question of non-academic LoS will be studied further. IV. Memoranda of Understanding There is an outstanding request from the EDGI project to develop an MoU between the projects. During the discussion, the following procedure was developed: 1) PMB is notified when a request for an MoU is made. The PMB considers the request for 1 week and make a decision on whether to continue. 2) If the PMB decides to continue, then WP3 coordinates the negociation of the MoU. The Technical Coordinator will oversee the technical points ensuring that the correct activity managers within the project provide input for the tasks and milestones. 3) Once the MoU has been finalized, the PMB will approve the MoU (or ask for modifications). People within StratusLab can also request that we negociate an MoU with another project where concrete collaboration would benefit both projects. All MoUs require the engagement of effort, so the benefits of the collaboration should be carefully weighed against the costs of participating in the collaboration. DECISION: This procedure was approved by the PMB.