Minutes of the May 2012 DLS Executive Committee Meeting
(from Anne Kelley, Secretary/Treasurer of DLS)
DLS Executive Committee meeting draft minutes
Blossom Hill I, San Jose Marriott, San Jose, CA
May 7, 2012
Present: Carlos Stroud (chair), Toni Taylor (vice-chair), Steve Cundiff (past chair), Anne Kelley (secretary-treasurer), Anthony Johnson (councilor), Paul Berman, Randy Bartels, David Reitze, Amy Spivey (newsletter editor, by phone)
Carlos Stroud called the meeting to order at 9:07 am.
Carlos introduced the new Executive Committee members: Vice-chair Toni Taylor, at-large members Greg Engel (not present) and Randy Bartels
The committee voted to approve the minutes from the October 2011 Laser Science meeting.
Anne presented a treasurer's report. The Division's bottom line is holding fairly steady, as is our membership as a percent of APS.
Anne discussed the Student Travel Grant and Child Care Grant programs. Nine out of the twelve applications for Student Travel Grants were awarded; the three that were not funded included two from students whose advisors are not DLS members and one to a second student from the same research group. The committee reaffirmed that advisors should be DLS members and that the application form should state that, but this requirement can be waived with EC approval. It was agreed to move the deadline up such that non-DLS advisors can be given the opportunity to join before the funding decisions have to be made. No applications were received for child care grants, but Steve's impression from the New Laser Scientists Conference was that there is demand for such grants. The EC voted to approve an increase to a maximum of two grants at $500 each for the NLSC and FiO/LS combined. Anne will inform the NLSC chair (Dan Stamper-Kurn) so that he can advertise it.
Anne announced the eight new APS Fellows nominated by DLS, plus six who are DLS members but were nominated by other Divisions.
Carlos discussed the Laser Science 2012 meeting. The banquet will be at the Memorial Art Gallery, catered by Max's. Several suggestions were made for after-banquet speakers. Carlos and others have been trying to convince the OSA to run a shuttle from the convention center to the restaurant-dense areas. OSA staff have not been enthusiastic about this idea, but Carlos will continue trying.
There was a brief discussion of the Symposium on Undergraduate Research, which has been run for many years now by Hal Metcalf. This is an excellent event that costs the division little, and the 2011 Symposium had the largest number of participants yet.
Anthony Johnson gave an APS Council report. Construction is now beginning on the Ridge expansion project following dismissal of a lawsuit over the project's environmental impact. A sudden increase in membership of about 1500 members was attributed to this year's very large March meeting. The 2013 APS budget draws on reserves to balance, but few people seem very worried about this. A financial audit of APS by an external firm resulted in a clean bill of health. APS has a new strategic plan which it is now starting to implement; one of the goals is to increase the global reach of APS, and a new international Councilor has been added. The new open-access online journal Phys Rev X is doing well, with a rejection rate of 80%. There was discussion of how to build a thriving undergraduate physics program in light of the number of physics programs nationwide being shut down because of small numbers of majors.
Hailin Wang, one of our JCQE representatives, visited the meeting to give a JQCE report. Next year's IQEC meeting has been moved from June to May 12-16 2013 in Munich; the accompanying trade show is Lasers Munich. Wang is one of the program co-chairs for this meeting. Chairs for 2014 have been proposed and will be voted on at a meeting later this week.
Anne summarized the current financial state of the Schawlow Prize. Because the prize endowment had dropped to a level where it could not be self-sustaining at the current rate of return on investment, the DLS had agreed to pay awardee travel expenses until the prize fund can be built up to the necessary level to completely support the award. There have been additional donations to the prize fund of $7625 since last November. This is a good start, but we believe somewhat more is needed. Membership renewal time, which is now, may be a good time to send a message to members requesting further donations.
Toni Taylor reported on the APS convocation. Toni highly recommends EC members to attend; APS pays all expenses for two members from each Division, and much information is provided that is useful to new Division officers. The meeting contained some breakout sessions discussing implementation of the new APS strategic plan. It was suggested that DLS consider putting a student member on its Executive Committee, as apparently some other Divisions do. There were several questions about how the student is selected, voting rights, etc. Toni will ask other Divisions how they do it and this should be discussed at our next meeting.
Paul Berman reported on the International Travel Grants program. Three grants of $2000 each are made in each of two review cycles per year. So far there have been no DLS-sponsored applicants; the program was advertised in the Newsletter for the first time so it is hoped that we will have applicants in the future. The amount of the grant isn't enough to fully support a visit since the minimum duration is one month. DLS committed to support the program for two years, but we should evaluate continuing that participation after the next proposal cycle.
Steve Cundiff reported on DLS participation at the March meeting. DLS is officially a sponsor of the March meeting but had not recently been sponsoring sessions. We resumed doing so this year with one all-invited session organized by Steve and Nick Vamivakas. The session was well attended and well received, and Margaret Murnane's “lunch with experts” was also successful and appeared to be a good idea. The chair-elect (Henry Kapteyn this year) is the program chair, and he will be contacted by the appropriate person at APS about organizing next year's sessions. The number of sessions depends upon number of DLS members who attend, but will always be at least one. Dave Schultz, chair-elect of DAMOP, suggested coordination of sessions with us, either at the March meeting or at DAMOP. This might help recruit DAMOP members into DLS. Steve will contact Dave Schultz to explore further.
Carlos initiated a discussion of DLS and of the future of “Laser Science”; whether we need a committee to discuss the future of DLS, and whether we should survey our membership to determine what meetings they attend and what DLS programs they know about. There were questions as to how useful this would be and how to get a good response to a survey. The CLEO “goodie bag” contains nothing about DLS, and we need to develop at least a flyer and preferably some DLS-labeled goodies to give away (pens, laser pointer, lanyard, flash drive with conference program…) Anne will take responsibility for getting something into the packet for this year's Laser Science meeting. The EC voted to approve spending up to $2000 for giveaways for LS 2012 and beyond. In a later discussion with Chad Stark (below), August was estimated as the deadline for materials to be included for the October LS meeting.
There was a brief discussion of the Distinguished Traveling Lecturer program. There was general agreement that the program needs shaking up--new committee members and new lecturers. Carlos will discuss with Rainer Grobe.
Chad Stark, OSA meetings manager, joined the committee for a discussion of the CLEO and LS meetings. The 2011 Laser Science sessions in San Jose had 56 contributed and 94 invited talks, and an average session count of 34, very similar to FiO. 79 banquet tickets were sold. LS 2012 in Rochester has 83 invited speakers. Chad agreed to reduce the undergraduate student registration rate for participants in the 2012 Symposium on Undergraduate Research from $200 to $140, and to include a free OSA membership. Mike Fayer has been chosen to receive the Schawlow prize and has agreed to give the prize lecture at LS 2012. Steve will put Chad in touch with him. CLEO 2012 has slightly more contributed papers than in 2010 in the same location, a promising sign, and the fraction of papers submitted to QELS is higher in both 2011 and 2012 than in previous years. It is now planned to hold CLEO in San Jose for all of 2013-2016. Dates are 9-14 June, 2013; 8-13 June, 2014; 7-12 June, 2015 (although currently holding 10-15 May); 12-17 June, 2016. Chad clarified that any cancellation penalties will be initially absorbed by OSA and then redistributed to the societies proportional to their sponsorship percentage.
Carlos adjourned the meeting at 1:02 pm.