Minutes of the June 2013 DLS Executive Committee Meeting
(from Anne Kelley, Secretary/Treasurer of DLS)
DLS Executive Committee meeting — draft minutes
Guadalupe Room, San Jose Marriott, San Jose, CA
June 10, 2013
Attending: Henry Kapteyn (chair), Toni Taylor (chair-elect), Anthony Johnson (councillor), Anne Kelley (secretary-treasurer), Amy Spivey (newsletter editor), Ralph Jimenez (member-at-large), John Fourkas (vice-chair, via videoconference), Carlos Stroud (past chair, via videoconference)
Henry Kapteyn called the meeting to order at 9:09 am.
The minutes from the October 2012 Laser Science meeting were approved.
Anne announced the newly elected Executive Committee members, vice-chair John Fourkas and at-large members Ralph Jimenez and Richard Averitt. A total of 272 members (21.8% of the membership) voted, 269 online and 3 by mail. The number of mail ballots received has been in the 3-6 range in each of the four elections Anne has run. APS handles the mailing of paper ballots to voters who do not have valid e-mail addresses, but providing this option greatly lengthens the period of time required to run an election. The EC discussed eliminating the paper ballot option for future elections. This is allowed by DLS bylaws, although APS discourages it. Members were in favor of this, but wanted to be sure that members whose e-mails bounce are still able to vote, and suggested asking APS to mail instructions for voting online to those members whose e-mails bounce. The EC voted to eliminate the paper ballot option for the next election with the consent of APS, but will revisit the question.
Anne presented a treasurer’s report. As of 5/17/13 the DLS account balance was $442,988. Our bottom line has been fairly flat for the past few years and is likely to remain so for the current year. Income from CLEO this year is projected to be slightly above the $19K last year but well below the $36K in 2011. We also owe OSA about $20K for our share of the cancellation penalties associated with moving CLEO from Baltimore to San Jose in 2013 and 2015, although this amount may be further negotiated downward. DLS membership as of the official January 2013 count stood at 1316, which is 2.65% of the APS total. This was down from 1408 (2.81%) in January 2012. Programs to help boost membership including the new thesis award and the DLS session at the March meeting were discussed.
Anne reported on the Student Travel Grant and Child Care Grant programs. This year there were 20 applications for Student Travel Grants, of which only ten could be awarded; awards were made only to applicants with complete packages and who met all requirements, and whose advisors had not had previous students receive a travel grant recently. There was only one applicant for the Child Care Grant program for CLEO, and that one was awarded.
The new (2012) APS Fellows were announced. The 2013 nominees have already been received by APS. The vice-chair (John Fourkas) chairs this year’s committee, Toni Taylor and Carl Lineberger will carry over from last year, and two new members need to be chosen. One of these is supposed to be appointed by APS. Shelly Johnston will be asked whether this procedure needs to be followed this year or whether John, in consultation with Henry, can simply choose two new members.
Upcoming Laser Science meetings were discussed. Program chairs need to be chosen for the 2014 meeting in Tucson. After considerable discussion, Galina Khitrova from Arizona was offered one co-chair position by e-mail from Henry and promptly responded affirmatively. A second co-chair, not necessarily from Arizona, needs to be found. Arrangements for the Laser Science banquet at the 2013 meeting in Orlando were also discussed. Suggestions for after-banquet speakers were made. Anne will work with Jocelyn Argarin from OSA on banquet location and price.
The Symposium on Undergraduate Research was discussed. Members agreed that Hal Metcalf has done a wonderful job with this symposium and recognized Hal’s ongoing efforts.
Anthony Johnson presented an APS Council report. Anthony has been elected to the APS Executive Board starting Jan. 1. The 2013 Schawlow Prize to Bob Alfano (CCNY) was approved. Establishment of the new DLS thesis award, $1000 plus a certificate, was approved. Treasurer/Publisher Joe Serene reported that APS finances are doing better than budgeted, with less draw required on the reserve fund than expected; investments have done well. Journal prices will increase according to tiers, more for larger institution. Executive Officer Kate Kirby participated in the Conference on Undergraduate Women in Physics (CUWiP), a grass roots conference that has been meeting simultaneously at a number of sites each year to encourage undergraduate women studying physics. APS is seeking funds from NSF to assist the continuation and expansion of CUWiP. The March meeting was successful with over 9200 participants. Official APS membership was 49,653 in 2013, slightly down from 2012 but higher than 2011. Kirby expressed concerns about restrictions on government travel impacting meeting attendance. Kirby’s reappointment as Exec Officer for another 5 years was approved. An external audit of APS gave an unqualified clean opinion and found its financial situation sound. A new, wholly owned subsidiary, AIP Publishing, LLC, has been created to control all AIP publications with the exception of Physics Today. Discussion of open access policy, helping federal agencies comply with new requirements for public access to federally funded research.
Toni Taylor reported on the APS convocation. Toni noted that this is a very good orientation to APS for new EC members and it would be advisable for new members to attend next year, particularly the new vice-chair to be elected this summer. John Fourkas has participated in previous years.
The International Travel Grants program (ITGAP) was discussed. During the two years DLS has been contributing to the program, the Division has received no grants and perhaps has not even applied for any. As there seems to be little interest in this program among our membership, the EC voted to discontinue our $1000/yr contribution to ITGAP.
The new DLS thesis award was discussed. The consensus was that this should be done at FiO/LS starting in 2014. Advertise it heavily for next year, including during the plenary session when the Schawlow is presented. The award gives $1000 for winner plus travel for three finalists ($500 stipend, like a student travel grant). Use same deadline as for regular papers; offer a check box on submission form to be considered for thesis award?
The EC met with Chad Stark, OSA meetings manager. Chad agrees to the check box idea for the thesis award. Number of contributed papers for CLEO 2013 is somewhat down, but not so bad compared to other meetings. Future dates for CLEO: 2014 8-13 June, 2015 10-15 May, 2016 5-10 June, all in San Jose. The cancellation penalties for moving CLEO from Baltimore to San Jose in 2013 and 2015 were discussed, and it was proposed that our share of the 2013 penalty (1/6 of $20,937) be deducted from the 2013 profit, then deal with 2015 later. FiO/LS 2013 has 76 LS contributed papers, nearly the same as Rochester last year. Future dates for FiO/LS: 2013 Orlando 6-10 Oct, 2014 Tucson 19-23 Oct, 2015 San Jose 18-22 Oct, 2016 Rochester 16-20 Oct. For the Undergraduate Research Symposium in SUR Orlando, Jocelyn Argarin is negotiating lunch costs down and OSA will cover some of the program printing costs. The need to invite the Schawlow awardee for FiO/LS was brought up. The undergraduate registration fee for Tucson next year will probably be about the same as for this year; revisit at FiO/LS.
DLS has been asked to support a documentary film on Charles Townes by a young filmmaker. Members watched a trailer for the film on YouTube. The consensus was that a documentary on Townes is a good idea, but the content of the proposed film was too vague and focused in part on aspects well outside the purview of DLS. It was suggested that OSA be involved, perhaps in connection with their history project. Carlos will talk to several people who will be at Rochester and might be interested in this project.
The National Photonics Initiative was discussed. DLS has not been asked for any specific input into promoting this; should we insert ourselves? Some members thought that the emphasis on photonics as a vehicle for short-term job creation, with limited emphasis on forward-looking science and technology, places DLS in a peripheral role in the NPI.
The DLS representatives to JCQE, Nick Bigelow and Dan Heinzen, joined via videoconference to discuss JCQE, its relevance and future. There has been a suggestion that JCQE be disbanded and its functions — primarily, selection of the QELS conference chairs — taken over by CLEO Steering. There is no travel or staff support for JCQE members, making it hard for them to participate in face to face meetings. JCQE has 9 reps, 3 each from APS, OSA, IEEE. Steering has 5 each from OSA and IEEE, 2 from APS. The concern is that if JCQE goes away, QELS may lose its identity. After some discussion, the EC voted to recommend that JCQE be retained but streamlined into a teleconference, and that one of the JCQE representatives should report to the DLS EC meeting. We also need to appoint two new reps, one to replace Nick, whose term expires now, and one to fill a current vacancy.
Amy Spivey discussed the DLS Newsletter, asking for items that should be included. The EC expressed broad satisfaction with the way the Newsletter is being done.
DLS has been asked to contribute to the Siegman summer school on lasers. One member suggested that it is more appropriate to ask individual DLS members to contribute. Several EC members said that they would do this. No Divisional contribution will be made.
The meeting was adjourned at 3:46 pm.