= LhARA Executive Board 15Jun22; 16:00 GMT =

**Present:** KL, CW, PP, TG, JPar

== Notes ==

1. [wiki:Research/DesignStudy/PMO/Meetings/2022-05-01 Notes] and actions: All \\
 - Status of actions:
  * **KL** contact Leo Cancer Care
   * **Done.** No response yet.
  * **KL** initiate creation of "master JeS"
   * **Done.** STFC internal discussions about how to take this forward underway.
  * **KL** contact Director PPD and the relevant programme manager in the Programmes Directorate of STFC.
   * **Done.** Conversation with S. Verth STFC PD next Monday.  Conversation with D. Newbold Director STFC PPD pending.
  * **KL** will organise a meeting with AG, JPar, and YP to find a set of targets for proposals from verious UK funding agencies and the EU.
   * **Done.** Report below.
  * **KL** will follow up with Wellcome to ask for a response to our letter of introduction.
   * **Stands.**

2. External review of proposal; ToR: All \\
 - All were happy with the draft ToR.  Agreed to continue.
 
3. LhARA and the ITRF: alignment progress: All \\
 - Working Methods document needs to be updated.  **KL** to raise with H.Owen.
 - CW discussed status of definition of programme to be carried out supported by the ITRF resource.  Headlines of the discussion:
  - WP1: need to define principle goals, will discuss under item 4 below.
  - WP2: clear plan agreed; maintenance of credible consumable budget is an issue.
  - WP3: discussion cancelled due to illness.
  - WP4: discussion not scheduled yet.  Direction of travel clear.
  - WP5: clear plan agreed.  Unlikely to be able to do much/any cyclotron work.
  - WP6: discussion not scheduled yet.  Tacit agreement about what the programme will be.  We noted that we needed to clarify whether there is a confict of interest for N.Bliss given his role as overall ITRF Project Manager.
 - Overleaf; document prepared to define programme (cost, schedule, milestones, risks, etc.).
  - **Agreed** need to add section to recognised contributions in cash or in kind so that funding for the programme being executed is clearly defined.
 - Also discussed with WPMs (where there were meetings) opportunities for proposals to raise the missing resource.
 - **Agreed:** Need to get the project meetings more "professionally" organised now.  Collaboration meetings need now to be set at least a year in advance.  Kick-off meeting in October.  Probably then another meeting after 4 months, then a 6-monthly schedule.
 - **Agreed:** to ask DK to to set start date in Gantt now that the funding announcement has been made.

4. Raising the resources for the initiative: KL, All \\
 [raw-attachment:2022-06-15-Long.pptx Slides]
 - See slides, points noted:
  - Key goals for WP1:
    - Support collaboration in making bids with a value of ~£500k onthe timecale of Christmas 2022;
    - Seek to secure and additional £1.5M--£2M into LhARA programme over the Preliminary Activity.
    - In consultation with WP5, agree goals for user, community, and public engagement.
  - We discussed the importance of evaluating the importance of the study of normal tissue response.

5. DONM
 - 07Jul22

6. AoB
 - We discussed the outreach activity to be developed following the ITRF announcement and agreed we would:
  - Follow up with Action Radiotherapy;
  - Develop a "press release from the LhARA collaboration"
  - Encorage LhARA institutes to make their own, local, outreach activity to promote the progamme (**action TG**)
 - For future meeting, discuss:
  - Does LhARA need to establish a charity that can receive money to be used to promote the collaboration's programme;
  - The collaboration agreement.

== Summary actions ==
 * **KL** Liaise with H.Owen et al over working methods document;
 * **KL** Liaise with DK and others over collaboration meeting dates;
 * **TG** Liaise with IB and others to encourage institute-specific outreach activities on the back of the ITRF announcement.
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