32nd Large Optical-Infrared Telescope Advisory Committee Meeting Minutes


Date & Time:       Friday, June 30, 2000       11 a.m. – 4 p.m. (Japan Time)

Place:                   NAOJ Subaru Video Conference Room (via Video Conference)

Attendees:        Ando, Iye (Chair), Ohta, Okamura, Goda, Kobayashi, Sato, Tamura (Manager), Hayashi, Maihara, Murakami, Yamada

Observers:      Fuse, R. Wainscoat, A. Tokunaga, B. McLaren, Sugimoto ( Asahi Shimbun)


** Minutes of the last meeting were approved as circulated. (Ref. No: 32-0)

In response to journalistsf request, Chair Iye reported that the committee members agreed to carry out advisory committee meetings that will allow media people to observe partially for specific agenda.


1 Subaru Primary Mirror Fixed Points:

1-1  Subaru primary mirrorfs fix pad broke off  (Ref. No: 32-2 by Ando)

#3 fix pad of the infrared side broke off from the primary mirror on 3/19/2000 at around 14:29.  The damage was found on the primary mirror surface with rough spots with missing pieces of glass on the 7 contact points out of 36.   The main cause of this accident was that the actuator control system (MLP2) failed to detect the accurate elevation angle and it allowed the actuators to push the primary mirror with the force of about 1.3ton assuming the telescope pointing at the zenith.  In addition, the actuator interlock system was found off at the time of the accident.  As an emergency measures to this problem, the rough spots on the mirror were polished to prevent micro crack development and the remaining 29 points were re-attached to the mirror with UV-hardening adhesive and tested for a sound operation, but the points disengaged again, however, without any damages to the mirror at this time.  The problem seemed that the strength of the adhesive used was not strong enough; therefore, the exposure time for UV illumination was increased second time to provide stronger adhesion.  Also the revisions were made for the force thresholds for interlocks, procedures were established to implement the interlock system at all times, and reinforcing the safety control system was made.  From May 19, several efficiency test runs took place and the test proved that the telescope restored its efficiency level before the accident.  In order to make these three fix points more durable, the modification of the fixed point mechanism and reinforcement of adhesive will be made at the next aluminizing time.  Due to this accident, the delay of the starting date for the Subaru Telescope Open Use was announced among concerned groups. 

1-2  Press Release: Restoration of the Primary Mirror efficiency level (Ref. No: 32-?  by Fuse)

Using an image taken after the restoration of the primary mirror, a press release entitled gThe 0.3h image was recovered by Suprime-Camh was sent out to media.  A number of Newspapers printed the article. (One newspaper entitled its article as gSubaru Recovered, Clear image!h

2         General Report On Hawaii Observatory

2-1  FY2000 Project Plan/Organization (Ref. NO: 32-1a by Ando)

As of March 2000, the construction phase ended.  From April, an operation phase started.  The open use of the Subaru Telescope will start from December 2000.  Due to the fix point accident, the telescope operation halted for about two months.  All foci are now in use; however, the primary focus still needs further fine-tunings.  The star-tracking software was improved.  First period observation instruments, namely, COMICS, FOCAS, CIAO, IRCS, OHS, Suprime-Cam, and HDS, were completed.   The installation of the Adaptive Optics will be carried out in August.  Total number of Hawaii Observatory staff is currently about 60.  The operation-budget spending status is close to our goal.  The Overseas Travel Expense for Long Term Visitorsf fund will be used to cover the Open Use researchersf travel expense.  IfA stafffs participation to the Subaru test observations started.  The semester of the first Open Use will be from December 2000 until March 2001 and IRCS and Suprime-Cam only could be used during this semester.  The Open Use is offered as risk-share observations.  The application deadline is July 3rd. 


The report on the Telescope Control System, wobbling IR secondary mirror and peripheral optics was made.  An operational organization chart was presented and clarification of the line of authority and needs of reinforcing the communication between Hilo and Mitaka were explained.  Details on the expense status were presented.  Safety control, language, personnel matters were among of those issues explained.  Open Use Project, improvement of the telescope, and the studies for the next generation instrument, UH88/UKIRT observation time, and MK International Observatories status were also reported. 

2-2  FY2000 Budget Plan (Ref. No: 32-1b by Hayashi M.)

The itemized expenses for the facilities, travel, and general use were reported.

2-3  Telescope General Report (Ref. No: 32-1c by Usuda)

Current status of the telescope performance is reported.

2-4  Observation Instrument Status Report (Ref. No: 32-1d by Yamashita)

Current status of each instrument was reported.

2-5  Open Use Proposals (Ref. No: 32-1e by Tamura)

Open Usefs tasks, time schedule, and current status were presented.  The number of proposals received so far is very small, but it is expected to receive more proposals on the deadline date. 

2-6  Mauna Kea Master Plan (w/o material by McLaren)

Interim Director Bob McLaren of IfA reported about MK Master Planfs update. There are two general issues, one is concerning Astronomy and the other, management.  Former issues are: 1) improvement of the three or four existing old telescopes, 2) extending facilities of Keck and SMA, and 3) building new telescopes (less than three telescopes, possibly, New Generation Large Telescope and Teaching Telescope for UHH, etc.)   The domes of new telescopes should be as inconspicuous as possible in the sight from the sea level.  Division of the Mauna Kea management accountabilities between IfA and UHH was explained. 

3 Time Allocation Committee Report (Ref. No: 32-3 by Okamura)

The report on the first committee meeting was made, including introduction of the elected chair and manager.  Also introduced were the members of proposal referees.

4 Project Development Sub-Committee Report (Ref. No: 32-4 by Sato)

The result of the Subaru R&D fund allocation of June 2 was reported.  Among 17 proposals, 70% of funding will be granted to five proposals, hearing will be given to 2 proposals, and fund was not allocated for 5 proposals.  Dr. Maihara reported on present status of FMOS.




5-1 Subaru Observation Time / UH Observation Time (Ref. No: 32-5a by Ando)

The committee reconfirmed the Subaru Telescope time allocation proposals that were approved in the previous meeting (March).  In order to prevent delays in instrument installation and tuning, the committee approved the incentive that allows additional nights to each groups if they use up all 20 nights reserved for them.  In regard to the observation time for international researchers, concerned groups recommended to indicate the number of nights reserved for them in the official advertisement.  The recommendation will be further reviewed.  

l       Related discussion:  The Chair Iye explained that an arrangement was made for   publication of the outcome of Subarufs First Light data in such a way that the Subaru staff, in addition to the instrument groups and those who took initiative in conducting the observation, are allowed to review the draft of papers and make additional contribution; and, if any, they will be included as joint-authors before submission.  This measure was suggested in respect of people who spent years of their timer to build the Subaru Telescope.  The chair asked for consideration of similar arrangements for publishing the outcome of UH observation made prior to the Open Use starting from time of Dec, 2000. Hawaii Observatory delegates will take the recommendation back to the Director for his review. 

5-2 Collaboration between NAOJ and UH on UH88 Telescope (Ref. No: 32-5b by Tamura)

Progress report on the negotiation with UH for Japanese researchers to use the observation time of UH88 telescope was made. It will start from February 2001.  Time allocation for Japanese researchers and UHfs support on instruments brought from Japan are the agenda of the future negotiation.

6 Subaru Usersf Meeting at Hawaii Observatory

The committee approved the meeting to be held in Hilo.  Yamada, Takata, Kosugi, and Simpson were nominated as site coordinators. 

7 Post Subaru Project (Ref. No: 32-7 by Iye)

Discussion on this issue was omitted due to the time shortage.

8 Public Access of Data taken by Subaru Telescope (Ref No: 32-8a)

The policy of assigning 18 months since the start of observation for proprietary use of the data by observers and releasing all the data to data archive system for public use were approved. As for the data taken as test observations and during the UH time, the same arrangement is assumed but need agreement from the UH side.

9 Others

In order to respond to international proposals that wonft fit into the frame of the Subaru Open Use, Time Allocation Committee Chair Okamura requested to have discussions concerning a key project.