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[[Epic-cc-membership-committee-l] ] Minutes of eMC meeting held 12/03/25

From: "Lancon, Eric" <elancon AT bnl.gov>
To: "epic-cc-membership-committee-l AT lists.bnl.gov" <epic-cc-membership-committee-l AT lists.bnl.gov>
Subject: [[Epic-cc-membership-committee-l] ] Minutes of eMC meeting held 12/03/25
Date: Thu, 4 Dec 2025 15:13:16 +0000

Dear all,

The minutes of yesterday’s eMC meeting have been posted on the Indico page https://indico.bnl.gov/event/30680/

and are also included below.

Comments and suggestions are welcome.

Best,
Eric

eMC Meeting Notes: December 3, 2025

Meeting link: https://indico.bnl.gov/event/30680/

2025 SoS Update: Progress and Next Steps

Collection of the 2025 SoS updates is still in progress, 125 institutions (out of 176) having responded to the inquiry. Additional responses are still expected from several institutions.
The phonebook is being updated as SoS information is received.
Reports by institution and by ePIC entities have been produced, detailing individual contributions to tasks. They are available here
The next step is to review the produced reports together with the DSLs and working group conveners. This is the first implementation of the membership policy process. The goal is to:

Initiate the annual review cycle and familiarize the DSLs and conveners with the procedure.
Gather high-level feedback to refine process and improve future SoS
It is a process familiarization, not an exhaustive critique of individual contributions.

SoS reports corresponding to their areas of activity will be shared with the DSLs and conveners for review and discussion To structure the proces, three questions have been drafted for the DSL and conveners (full draft email here):

Discrepancies: Are there mismatches between SoS entries and actual work delivered?
Missing Contributors: Are there individuals who made significant contributions but aren’t included in Sos reports?
Gaps in Tasks: Are there important tasks/work areas missing from the SoS entries?

First-round feedback to be completed by the general meeting at BNL, January 20–23, 2026.

ePIC Charter Updates: Membership Policy Implications

At the November ePIC Council meeting (https://indico.bnl.gov/event/30154/), a proposal to revise the ePIC charter was presented: https://indico.bnl.gov/event/30154/contributions/114926/attachments/66431/113998/ePIC_Charter_Revision_Proposal-v3.pdf 
This proposal introduces several modifications related to the membership policy, which will need to be updated accordingly.

Action List

Indicate which ePIC entity to review in the standard spreadsheet; ideally two eMC members per entity (20 entities in total): https://docs.google.com/spreadsheets/d/1EYSjAl5lrlzcVbOZ3VhZhiUpEYrNa7G8/edit?gid=1264570011#gid=1264570011
Contact the DSL/conveners (email addresses are provided in the spreadsheet) using the standard email draft, and share the reports corresponding to their areas of activity.
Schedule meetings with the DSL/conveners.

Next Meetings

12/12: Progress on SoS review
12/17: Discussion on authorship and potential updates to the membership definition

[[Epic-cc-membership-committee-l] ] Minutes of eMC meeting held 12/03/25, Lancon, Eric, 12/04/2025