AUSTRALIAN INSTITUTE OF PHYSICS - SA branch minutes, March 2001

Minutes of the committee meeting held at 6pm on Tuesday 20th March 2001
in the tea room of the Dept. of Physics and Mathematical Physics at 
Adelaide University.

PRESENT: Bouwknegt, Veitch, Kamleh, Kalloniatis, Blankleider, Carter,
         Leinweber, Campbell, Wiltshire, Canney, Cockshell, Samardzic.

APOLOGIES: None beforehand. [French apologised later in that he was
           detained just prior to the meeting.]

MINUTES OF LAST MEETING:
	There were no corrections additional to those already circulated
by Campbell and raised by Bouwknegt in an email to Campbell, except that
in the corrections "Quit night" should be "Quiz night". Bouwknegt
moved that the minutes by accepted, seconded by Kalloniatis and accepted
without objection.

BUSINESS ARISING FROM THE MINUTES:
        Leinweber confirmed that he had written a letter to TAFE. A
reply had been received including the information that the AIP would
not be charged for the 8 unfilled places at the AGM dinner. Leinweber
reported that the revised bill seems low and that he would confirm
this later. Bouwknegt noted that the invitation to SPACED had been
rendered unnecessary by Samantha Carter joining the committee. He said
that the cost of venues was still a problem and would be considered
later in the meeting. Kalloniatis said he had not yet looked into free
advertising for public lectures.

CHAIR'S REPORT:
        Bouwknegt reported on some issues from the National Council
meeting. Nationally AIP membership is falling, being currently at about 
2000 and 500 less than 10 years ago. There is not a clear idea of 
memberships, but this should soon be on line, with the branches then
being able to extract what data they want. This is up to the Communication
Officer, with the promise that it will be on-line within a month.
(Leinweber noted that this is the 3rd year in a row where this same 
promise has been made.)
        The AIP has made a deal with a member-benefits company, which will
act as a broker at no cost, with deals on such things as insurance, giving
benefits which are shared 50/50 between the AIP and the members. Details 
of this will be sent by mail. 200 members took up the Institute of Physics
joint membership offer. Members who have financial problems can write to 
the registrar to obtain temporary free membership.
	The state branches are being asked for nominations
for honourary fellowships and medals. (Leinweber asked for the criteria
for Honourary fellows.) There are criteria, but they are not on the web. 
They are prestigous, with 9 being current out of a maximum of 12.)
	The AIP has its own domain name: "www.aip.org.au". (Leinweber 
asked if we can change the local URL, as had been promised.) This is
unlikely, as the Communication Officer needs to do it.
	National Science week will be in August in 2002. The "Physics
Education" group which already exists has officially become a topical
group. AIP state branches are encouraged to establish connections with 
cognate societies. 
        The AIP Congress will be in Sydney in July 2002 at the
University of New South Wales. There were problems because the original
Chair had withdrawn, with the replacement, Pal Fekete, being removed
at the Council meeting because he had too much to do. The new Chair
has not been selected yet. The Adelaide conference was a success,
with a surplus of about $10000.
	The branch allowance has increased by about $100 and is about 
$5000. There are 270 members, with 216 being financial. There is a hope to
get the others to pay up. As the members of the NT branch are counted
in the SA numbers, we could apply for money for events there, eg
by having speakers make a round-trip via Darwin. (Leinweber suggested
that we contact them. Campbell explained that there are only 4 NT
members, and that we do ask them to nominate students for medals. He
said that the failure to include them in the Gold Bragg nomination
last year was a consequence of a change in policy of the National branch,
as they discontinued contacting heads of departments directly, and 
the short interval between the notice in the "Physicist" and the closing
date.)
	A major concern for most branches is the lack of publicity
material, and the national branch has very little. As the National branch
has reserves of about $300,000 ($100,000 is the congress fund), a 
suggestion is that it would be a good investment to hire professionals to
produce promotional material such as posters and web pages.
	Issues were passed on to the new executive, with nothing
decided. There is the impression that the national body has little
concern about the branches. Pal Fekete is not on top of his
responsibilities, having been hired to do the database when he had a
gap in employment.
	Written reports had not been given at the Council until the
meetings, due to some personal problems. The Council consists of the
Executive, past president, branch chairs (whose voting power exceeds
that of the Executive members and depends on the number of branch 
members) and the presidents of cognate societies. This branch has 2 votes, 
compared to 3 for NSW and Victoria. All decisions were unanimous as all
things put forward were executive proposals while branch suggestions had 
been passed on to the new council. 
	Bouwknegt noted that he would be better informed for next year.
He concurred with a suggestion by Kalloniatis that other branches
be contacted before the meeting. Leinweber remembered that a promise
was made last year to produce publicity material. Bouwknegt explained
that the problem was that AIP members, rather than professionals, were
going to do the work.
	Bouwknegt referred to the survey in the "Physicist"
regarding its future, saying that there is a general feeling that it is 
important and be kept in printed form. Carter said that it is not
well laid out. Bouwknegt noted that much of the advertising is by Adealide
companies and wondered if they would sponsor AIP events. Samardzic
explained that the "Physicist" goes to Physicists, while public lectures
are not aimed at the companies' market.
	There is a problem in communication, in that the council meets
only once a year, although the executive meets with branches when
the opportunity arises. (Leinweber suggested that "Around the Traps"
should help, while Samardzic suggested using a telephone conference.)
	New South Wales and the ACT have a youth lecturer, at the low
high-school level (ie 12-15 year old students), who we might consider
inviting. All branches are struggling with attendance. The SA branch
is more active compared to other branches. New South Wales has public
lectures in the afternoon. The WIP lecture was poorly attended in New
South Wales. (Samardzic drew attention to the advertising for the 
WIP lecture in Victoria and suggested that this advert could have been
done to cover all branches. It was noted that this is their regular
newsletter to their members. Campbell suggested that the details of the 
WIP lecture were not available in time for this, and that maybe the 
"Physicist" had been late in order to include the Victorian newsletter.)
	Bouwknegt reported that 14 new 3rd-year students have been signed 
up as members, thanks to Dr Max Lohe, and asked if this could be done
at Flinders. Blankleider said that it is not clear if they qualify
as Physics students, noting that changes at Flinders will have lots of
impacts, including on the Silver Bragg award. Campbell noted that Prof.
Prescott has said that "Nanotechnology" will not be accredited.
Blankleider said that this is not what he is raising, but rather the lack 
of prerequisites for courses is a problem.
	Bouwknegt reported that the National office has more discretion
about memberships, to speed up enrolments. Leinweber asked for a blank
"free 3rd-year membership" form. Kamleh had to leave, saying that
his report on "Recruitment and Membership Benefits" would be better 
in an email.
        Bouwknegt reported that he had set up a branch email address
"aip-sa@physics.adelaide.edu.au", and also a web page,
 that is accessible only to committee members. The
latter could hold such things as minutes, so it would not be necessary
to request information from the secretary. Campbell reported that
he had made a CDROM of the branch's electronic records. Samardzic raised
the issue of phone numbers, with some members not wanting them published.
Bouwknegt suggested an executive password for some parts of the web
pages would enable these to be accessible only to the committee.
        Bouwknegt said that the issue of the cost of venues needs to
be clarified. The University has tried to charge for the venue at
various times in the past, but this had been successfully challenged
by quoting the statutes relating to staff development. The information
about this is in a folder that was handed to Dr John Patterson,
and the point is not now recognised by the University. Wiltshire
said that venues managed by property services are free, but those
managed by Performing Arts have a charge. Bouwknegt reported that the
University is now charging for all venues, supported by Leinweber and
Veitch. Bouwknegt noted that the dispute with Property Services does
not include Union Hall. He noted that other branches do not pay for
venues, but suggested that the point that meetings are good for
recruitment for Adelaide University is the only chance of getting the
venue cost waived.
	Bouwknegt and Leinweber both said that they see nothing wrong
with acknowledging the University in adverts. Samardzic explained
French's point that the event could appear as being an Adelaide Uni.
event, such as if it was in the Adelaide Univ. box in the Advertiser.
Leinweber said that the University logo should not be on, but Veitch
commented that sponsors logos are usually added at the bottom. Bouwknegt
said that he will write a letter to the University saying that it is
good for recruitment.
	Kalloniatis noted that the latest bookings were charged at
a reduced rate, with $41 rather than $80 for the Kerr Grant. Bouwknegt
said that it is not now a problem for this year.

TABLED DOCUMENTS:
        Campbell handed over information on the Rio Tinto Olympiad and
a Western Australian report on teaching to Samardzic. Bouwknegt
tabled a request from SASTA for sponsorship of the Oliphant Science
Awards. Campbell said that we usually gave $200 each year in the past.
There was consensus that we should give $200 this year. Bouwknegt
tabled a brochure produced by the Tasmanian branch, and some AIP posters
intended to help in lobbying politicians. Veitch noted that some of
the latter were already on display in the department. Bouwknegt tabled
some Nobel Prize posters. Carter offered to put them on a board, noting
that she has already done the display case. Leinweber asked for more
Nobel Prize posters. Bouwknegt replied that an email will get them for 
free and said he would give the web address to Leinweber.
      Veitch asked if Campbell had an answer to his request on the ABN.
Campbell replied that last year the branch had used the ABN of the
national branch. Bouwknegt said that the National treasurer had initially 
told branches that they needed their own, but this is now to be clarified
by the new National Treasurer, including the issue of charging sponsorship.
Samardzic asked if GST will have to be paid on sponsorships for the
Quiz. Veitch insisted that the answer is "yes". Bouwknegt said that
he would clarify it and get back to Samardzic.

SUBCOMMITTEE REPORTS: EDITORIAL:
Leinweber noted that everyone was supposed to contribute to editorial 
submissions for the "Physicist". 

(Bouwknegt asked that subcommittees submit budgets to him.)

SUBCOMMITTEE REPORTS: MEETINGS AND PUBLICITY:
        Kalloniatis said that things were organised for the members'
lecture on March 27th in the Kerr Grant. This would be a talk by
Hervey Bagot, the proprietor of Bagot Industries. A brochure from the
company was tabled. Leinweber asked if it was suitable for children.
Bouwknegt said that the lecture had been recommended by the ACT branch.
Carter noted that it clashed with Melanie Johnston-Hollitt's public
lecture for the Adelaide Alumni. Bouwknegt wondered about changing the 
date of the members' lecture. Campbell said that the AIP's postal 
newsletter had gone out, so it was agreed that it was too late to change. 
Samardzic and Campbell noted that the public lecture had been poorly 
advertised.
	Kalloniatis reported that the AIP will present a public lecture
on April 26th by the 1999 Novel laureate Prof Veltman. The booking of
the venue was complicated. He had attempted to book Union Hall for
May 14th. but Performing Arts had booked it for the whole semestre. 
Bonython Hall was suggested as an alternative, but Leinweber said it was
too costly, and that he had had to write a string of letters last year
to reduce the cost to what was verbally promised. Bouwknegt expressed
concern that the audience may not be large enough.
	Kalloniatis said that for the WIP speaker from the US on May 14th
Jim Dennie had told him that we can have Union Hall. Bouwknegt said
that the venue for the 26th needed to be confirmed. Leinweber suggested
the Scott theatre, for which Wiltshire quoted the cost as $750.
Bouwknegt reported that he had been promised $700 from the Faculty
of Science for the Veltman lecture, with the NITP (National Institute
for Theoretical Physics) putting up money for travel and accommodation,
so it must be advertised as a joint event. He said the amount of Science
Faculty money was not definite as the "visiting speaker scheme" had 
problems. Veitch suggested checking on the availability of Union Hall.
	Carter asked who decides on speakers and suggested that there
be more female speakers. Kalloniatis asked her to put names
forward. Carter said that she was getting together a list of suitable 
speakers and Bouwknegt asked that suggestions be given to the meetings 
subcommittee.
	Wiltshire said that the Festival of Ideas will loan a speaker
for a members' meeting (but not for a public lecture) and that he is
trying to get Weinberg. Other possibilities are John Barrow, Mary
Wertheim (who spoke here two years ago) and Rodney Brooks (a roboticist).
It would be in mid-July (about 16th-17th) but it depends on whether
the speakers want to do it.
	Kalloniatis suggested getting Lloyd Hollenberg to talk on the
Physics of the Didgeridoo, as he had given nice lectures on this in
Melbourne. Leinweber supported this for a members' lecture. The branch
would have to pay costs as it would not be possible to get support from
other sources. Bouwknegt said that the branch could pay, but noted that
we are already having a members' lecture on acoustics.
	Bouwknegt asked what Veltman will do, suggesting that he may
not give interviews. He noted that a Nobel lecturer should attract 600
people. He suggested checking if Union Hall was available first, and
to go for the Scott theatre otherwise. He reported that Veltman required
only an overhead projector.
	Leinweber warned Kalloniatis to get all details on extra charges,
noting that the cost for Bonython Hall doesn't cover chairs. Kalloniatis
noted that the booking was now more difficult, in that he has to enter
details on a web page and then wait for people to get back to him.
	Coordination for the WIP tour was discussed. Samardzic indicated
that WIP would be meeting Dr Gonzalez at the airport on the Sunday.
Veitch said that he would be arranging things on the Monday, including
a seminar in the department and a dinner beforehand. Bouwknegt asked
Veitch to be the overall coordinator and Samardzic undertook to inform
Pina Dall'Armi-Stoks of this.
        Bouwknegt expressed hope that National Science Week would do
advertising for the WIP lecture. Samardzic said that it was too late
to arrange this, but that the state organiser, Perrin, was still taking
SA events. Bouwknegt asked Kalloniatis to sort out the venue on the 
following day. Samardzic asked about getting the speaker interviewed.
Bouwknegt asked who is doing publicity and Campbell said that it was
up to him. Bouwknegt suggested 5UV and Samardzic the ABC. She said that
she has contacts and undertook to arrange an interview. Cockshell said
that she can contact teachers, although there is no April SASTA 
newsletter. Someone suggested the the "Messenger" be contacted.
        Kalloniatis said that now he has been informed that he is the
convener of the Meetings committee he will call a meeting of it.
Bouwknegt urged him to do so quickly. Samardzic said that she will pass
contacts to Kalloniatis.
	Bouwknegt reported that the "Adelaidean" is published only once a
month and that the deadline for the next one is the coming Thursday, so
again the venue is urgent. The WIP talk will be in the next one. He
noted that the Web magazine "Inside Adelaide" doesn't have an "events"
section.

SUBCOMMITTEE REPORTS: EDUCATION:
        Samardzic reported that they had run 2 teacher training sessions,
including an AIP talk on satellites, with 45 and 18 teachers attending.
These numbers are usual, discounting the large numbers that came to
the first sessions. The next sessions will be in the 2nd week of June.
She reported that the Quiz will be on May 4th in National Science
week, and that she had arranged all the advertising on the previous
day. It would be at 2-5pm on a Friday, with an entry fee of $2 per
student. The same sponsors (ie the 3 University departments, the CSSM
and Vipac) as last year were to be approached. SASTA have helped 
by giving photocopying and mailing. The cost should be covered. We will
have to get the perpetual shield back.
	For primary school teachers, who were changing curriculum, she
said Kalloniatis was putting something together. (Kalloniatis explained
that he has worked on it in the past.) Discussion of tertiary
issues had stalled as Veitch was not present for it, but there are 
some people keen to address this.
	Kalloniatis said he had booked the Upper Refectory for 11th May
and will try to change it to 4th May. It is Level 4 of the Union building,
with 10 tables of 10. Sponsors can bring advertising material. Leinweber
asked about a table of computer screens. Samardzic noted that there would
be insufficient time for this. She said that questions were needed from
sponsors. Leinweber noted that they need to be edited. Samardzic said
that Stephen Russell was not to chair the Quiz this year, as they were
looking for variety. Bouwknegt undertook to apply for sponsorship from
Adelaide University and Blankleider is to ask at Flinders. Veitch noted
that the GST is a non-issue except for Vipac.

SUBCOMMITTEE REPORTS: MEMBERSHIP BENEFITS AND RECRUITMENT
        Leinweber reported that he had scoured the web, including
some things on SA branch pages, and had photocopied relevant sections
of the by-laws. There was also his own letter. He said he was going
to merge this in a top-down approach. Currently we need a large
advertising budget as the product as wrong, so he is to redesign the
product. Bouwknegt suggested looking at the Tasmanian branch brochure.

SUBCOMMITTEE REPORTS: SCIENCE POLICY COMMITTEE:
        Samardzic reported that Melanie Johnston-Hollitt had asked not
to be on the subcommittee, so it consists now of herself, Canney and
Stewart Wright. Notices had been sent by the national branch but there
had been a problem with the local meeting. She asked if Bouwknegt wanted
to revert to the former situation where the Chair was the state
representative on the Science Policy committee. Bouwknegt said he didn't
know the situation. Leinweber explained that the Chairs used to be on it
but Judith Pollard had noted that most members were male, so Leinweber
had suggested that others be involved. Bouwknegt agreed to be on the
subcommittee and Canney agreed to be the convener.

SUBCOMMITTEE REPORTS: DISPLAY CASE:
        Carter said that a SPACED display had been installed and that
she intended to change it each mid-month, with a WIP display next.
She is hoping to do something on Uni staff members. Leinweber suggested
covering all 3 universities. Bouwknegt suggested anything interesting,
not specifically Adelaide. Carter offered to take anything from Flinders.
Blankleider suggested that it not be Uni based, but broader. Bouwknegt
said that the aim is to get new AIP members. Carter asked if she had "free
reign" to decide what to exhibit. Bouwknegt said to go ahead, but that 
the branch will oversee it. Leinweber asked that the committee be informed
when there is something new and Bouwknegt asked that it be made clear
that it is an AIP display. Veitch suggested the web page be advertised
in the display case and Bouwknegt that the web page refer to the display
case. Samardzic suggested "rip-off" membership forms be available.
	Bouwknegt said he had updated the web page as he didn't get
Kamleh to do it in time, but he said he did not intend to keep doing it.
He wondered if it should be more flashy. Leinweber suggested changing
the background, supported by Samardzic. 

SUBCOMMITTEE REPORTS: AWARDS:
        Blankleider said it is urgent to present the merit awards and
Bragg medal at one of the meetings. Samardzic said that the Claire
Corani awards would be presented at the WIP lecture. Blankleider
asked if Veltman would present the awards. While there are 80 
certificates, Leinweber suggested that only about 25 students would 
attend and they could be put in the front row. Bouwknegt warned they
all might come if they knew who was presenting the certificate.
He said he will verify on the next day if Veltman would present the
awards and that he would then get back to Blankleider.
	Leinweber asked if AIP-SA could make it clear what should
be submitted for the Gold Bragg nomination, as last year some forms which 
were inappropriate on equity grounds had been included. It would be good 
for supervisors to submit letters, so we should ask for discussion of 
candidates. It would be good to have formal guidelines. Bouwknegt 
undertook to ask the national office. Leinweber suggested that if this
approach fails then AIP-Sa should make suggestions. Blankleider
supported this, saying that the Unis. did not know the criteria.

SUBCOMMITTEE REPORTS: STUDENT ACTIVITIES:
        Carter asked if there was money for the display case and for
colour printing. Bouwknegt asked that she submit a budget to him. She
reported that SPACED had 50 members and that they wanted to hold a 
barbeque and a Quiz night. They could get some money through Clubs
and Societies, but are asking the AIP for $250. Bouwknegt moved that
this amount be approved, seconded by Leinweber and agreed to by
the committee. Carter undertook to advertise it as an AIP event and
asked Leinweber to volunteer to give a talk. She said it would be later
in the year.
	Carter said that, along with an engineering student Kimberley
Clayfield she was organising "Yuri's night" on 12th. April. This
would be the 40-year anniversary of the first spaceflight, and hopefully
would include webcasting. She asked for the AIP banner. It will take
place in the Stagg hotel. $200-$300 (maybe less) is sought for 
advertising, incidentals and webcasting. It will be promoted through
SPACED.
	Veitch asked why there was no door charge, and why the hotel
was not sponsoring the event. Bouwknegt said he was not sure if was
appropriate for the AIP to sponsor. Samardzic supported sponsorship,
noting that we are always asking for suggestions for social events.
Leinweber asked if AIP members would want to attend. Bouwknegt said
he would look at it and asked Carter to send a brochure by email.

ANY OTHER BUSINESS:
        The Science Policy committee is to draft a letter on...?
Samardzic said that she would send it to Bouwknegt, Ford and Blankleider
and maybe to the committee.
        Kalloniatis asked Carter to be on the Meetings subcommittee.
Veitch suggested that this was too much for a student.

DATE OF NEXT MEETING:
        This was set for Tuesday April 24th. 2001.
                                             L Campbell, 25-3-01