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# System prepended metadata

title: Minutes of the ORSO Chairs meeting 12th June 2024

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Present: Tom Arnold (TA), Andrew Nelson (AN), Max Skoda (MS), Andrew McCluskey,  Bridget Murphy (BMM), Stefan Kowarik (SK), Jochen Stahn (JS), Ben Humphreys (BH), Philipp Gutfreund (PG)


Apologies: Brian Maranville (BBM)


# Agenda


## 1. Review previous minutes and assign a note taker


- [x] ACTION_May1: TA to ask in an email to ORSO mailing list who is prepared to stand. > Sent on May 28th.
- [x] ACTION_May2: Run online survey how to get people involved with ORSO. How do we make it easier? Are there enough opportunities for engagement? MS to draft, TA to distribute.


## 2. AGM at SXNS.

### Registrations (incl. remote and special)
How many registrations are there... what do we need to provide. does the funding cover it?

PG - 42 people ticked box for physically attending ORSO meeting. Two of those rego's are dodgy. Remote attendees are on top of that (11 registered on ESS Indico for remote?)

Need capacity to deal with 15-20 remote attendees. Nothing specifically setup in smaller breakout rooms.
--> Need stable internet.
--> Microphone + bigger screen in the seminar room (PG + BH)

### Timetable, room allocation & Remote connections
Check the current schedule and work out what goes in which room. How is the AV organised?

Using main auditorium and a smaller seminar room.

Auditorium - Open Data, Model Languages, Analysis (incl easyreflectometry)
Seminar - SLD database, code camp, reproducibility


### Planning for details of sessions
arrange for chairs to plan for their sessions

SLDdatabase - TA, JS, AGlavic to plan.

### Elections & votes.
logistics of how we do this
AMc going to setup anonymous voting system (w. QR codes). Mainly chairpeople we're voting for.

- [ ] ACTION TA to Highlight the constitution in TA working group report.


### Sponsorship
DAPHNE has contributed money for an invited speaker: who should it be?

THank you to DAPHNE for sponsoring this. We've put appropriate highlighting on the webpage to say thank you.
After covering (2xCoffee + lunch) there is EUR1100 left. Debating how to spend the funding.

- Going to give SK some money for travel
- Going to arrange a prize for the SXNS poster session. Sponsored by DAPHNE + ORSO, judged on Open data principles.
- [x] ACTION BMM to prepare short blurb describing the prize to advertise on the SXNS webpage.
>  In order to promote excellent science through open data. ORSO and DAPHNE4NFDI jointly sponsor a poster prize at the SXNS. All posters demonstrating how FAIR principles have benefited scientific output will be considered.


## Sample environment collaboration

Should we have an MoU/agreement for sharing sample environment designs for reflectometry?

- [ ] ACTION discuss at AGM way forward for sharing sample environment concerns.
e.g. sharing sample environment designs from published papers.
LB troughs, solid-liquid cells, humidity cells, electrochemical cells, 
- [ ] MS and AN to present idea for collaboration at AGM.

## dQxy in file format

Probably not in ASCII version, but in HDF format. Need to get ORSO HDF format PRs merged before we can go further.

## ISA and SLD database / mailing list

Speak to Tim Snow about code-signing functionality from ISA.

New website is Andrew McCluskeys "this week's task"

## AOB
Date of the next meeting: 

1st week July. 1300 ECT 2nd July.
