Australian Institute of Physics, SA branch. Minutes of the committee meeting held at 6pm on Thursday May 1st 2003 in the tearoom of the Physics building at the University of Adelaide. Present: Veitch, Hale, Cockshell, Carter, Bouwknegt, Kalloniatis, Campbell, Leinweber. Apologies: Blankleider, Canney. Minutes of the last meeting: Corrections: - Bouwknegt's apology for the last meeting had not been presented. - Cliff Rothenberg was misnamed Clive - ASIC was misnamed as ATSIC Veitch moved that the minutes by accepted, approved by concensus. BUSINESS ARISING FROM THE MINUTES: Carter reported that only one camera had been used to record the public lecture by Professor Prescott. Veitch noted that Prof. had used a microphone, but that the videotape has not been received. He noted that information needs to be sent on the method for presenting the account for the taping. In discussion led by Leinweber, it was decided to discontinue employing Ross to do the job clippings and to employ Hale. Veitch is to arrange her access to the departmental scanner. Leinweber is to send her ASCII text requiring html editing. Bouwknegt noted that Prof Prescott wants someone else to take over the job search. Veitch reported contacting the WIP-tour organiser at Sydney Uni, but is not sure if anything is set up yet. CHAIR'S REPORT: Veitch said he had nothing to report, other than bits and pieces. TABLED DOCUMENTS: Veitch asked Campbell about the DEET form that he had attempted to forward. Campbell said that it was to give students a point of contact and that he could probably just fill it in. Hale reported that the AIP is not mentioned in a graduate opportunities book for all disciplines. She suggested that she contact them about a link to the web site. Leinweber suggested sending an email to the national executive about it. Hale undertook to bring it in on Monday. Bouwknegt referred to the eamil from Pal Fekete about the website. Leinweber argued that we require ftp access to the files, templates if there is a requirement for a uniform AIP presentation, and freedom to make modifications. (Campbell suggested that in his case a database would be safer, given that a mistake he made on the web page did not show up in Internet Explorer, but he later found that it caused serious problems for Netscape users.) Veitch said to send off a letter. Hale asked about including scholarships and conferences. Bouwknegt confirmed that this was sent in an earlier letter. Kalloniatis referred to an email from Steve Cook with an invoice from David Malin for $730, noting that it was dated 23rd October 2002 but that he only received it in early april. David Malin was reported to be angry about the delay. Kalloniatis noted that he had forwarded his reply to others on the committee. Campbell said that Steve Cook had told him before the October meeting that he intended that the ASSA should pay half the cost to the AIP and the AIP could claim all the GST. Veitch ruled that the treasurer should pay the full amount to David Malin and claim the full GST. TREASURERS REPORT: This was presented by Campbell due to Canney being interstate. Campbell circulated copies of the bank reconciliation up to the end of March and the latest expenditure report. He read out some points from an email from Canney: - there has been minimal activity since the last report. - The AIP-SA GST recoup for the first quarter of 2003 has been sent to the National treasurer (Cathy Foley) as requested by the honourary secretary. - Canney is still awaiting feedback from the national treasurer regarding the audit process for the previous financial year. - Canney needs to query the executive if they are happy for us to pay the total invoice for Malin's lecture and ASSA to reimburse us half. (Canney said he is happy to do this.) It should be noted that Malin charged us a $250 lecture fee. Is this usual practice for the ASSA lecture as Canney hasn't seen it before? 2003 BUDGET: Veitch noted that we have plenty of money left, but we must put in a budget. At present we have money for things that have already been funded. Campbell, responding to Carter, said that there is no Physics Club at Flinders. Various options for promoting social contact between members were considered: - private function at the staff club, - a dinner at Regettas which Carter will organise, and - going to a pub before lectures instead of having a dinner. Leinweber and Kalloniatis preferred the social event to be separate from meetings. Veitch undertook to make up a draft budget. SUBCOMMITTEE REPORTS: MEETINGS: Kalloniatis presented a new colour version of the poster for the Hollenberg meeting, saying he had abandoned previous versions because of the problem of complaints about the pictures. He undertook to send out a media release on the following day. He suggested printing 20 A3 colour copies (at $44) and black and white photocopied flyers. Campbell said that for the latter the AIP has a photocopying number in the department. Leinweber suggested moving the information on sponsors to the bottom of the media release. Veitch suggested some changes to the poster, noting that it needs to be laid out in A3 format, as expansion is a problem in Microsoft. Veitch undertook to print the colour copies. Carter handed on an invitation to us to attend a barbeque before the lecture, at which there could be 200-300 students. Kalloniatis noted that the speakers will be setting their equipment up at the time. Carter argued that it would be good to have physicists at the barbeque and make a donation. Veitch ruled that the latter would not be constitutionally valid. Kalloniatis noted that there is a problem with reserved seats, in that as the University of Adelaide is a sponsor, anyone in the Uni. might be entitled to a reservation. He proposed that reservations be limited to AIP members, who should RSVP to him, and to UANTAR and SPACED, who should RSVP to Carter. Campbell noted the propensity of people who have reserved seats to sit somewhere else. Carter suggested judging the situation from the reservations made. Veitch asked about the joint meeting with the Aust. Inst. of Biology in June. Kalloniatis replied that he had been too busy with the Hollenberg lecture to work on anything else. He suggested it depends on the WIP lecture. Veitch summarised the schedule: - July - Space School (possiblility for AIB meeting) - Aug - Quiz, astronaut - Sep - Careers night (possible Student night if WIP in NS Week) (noting that the WIP-tour lecture could be in any of the above months) - Aug or Sep - Student night - Oct - joint meeting with the ASSA - Nov - AGM Veitch undertook to ask about the WIP lecture tonight, with a preference for National Science Week (16-24th August). Kalloniatis said he had not acted on the suggestion for an AIB speaker, but Hale said that the person has left anyway. Kalloniatis suggested letting the AIB choose a speaker. Carter suggested the supervisor of a student studying movement of snakes. Veitch identified him as Ross Baudinet, and also suggested Tamath Rainsford, who is a lecturer in physiology. Carter asked about putting the Hollenberg lecture notice on "ABC online - Science" and this was approved. Leinweber recommended ushers for the lecture. Carter volunteered to do this. Kalloniatis recommended getting an idea of numbers first. SUBCOMMITTEE REPORTS: EDUCATION: Cockshell gave the date of the next meeting of the education subcommittee as May 8th. (Veitch gave his apologies for this.) She said that she hoped to have the surveys back, and that the idea is to revamp the survey to put in the SASTA newsletter. Veitch said he is happy to have the survey put in as a SASTA initiative and then have SASTA advise the AIP on what is wanted. Cockshell said that the subcommittee is working on the Quiz and the careers night. Carter reported that she has booked the rooms for this. SUBCOMMITTEE REPORTS: SCIENCE POLICY: Veitch said he has not had time to address this. The dealine for a submission is mid-October and he suggested concentrating on a one-page submission, noting that he doesn't know if the new convenor is going to do something. Bouwknegt said that something happens but we don't get the mintues, as there is a Science Policy meeting at every executive meeting. He has got promises but nothing happens. Veitch undertook to talk to the honourary secretary. ANY OTHER BUSINESS: Kalloniatis said he has in invoice for supper platters which he will send to Canney. He said that an economist (Andrew Grant) wants to see the video, and asked if it is suitable. Veitch said it is not great, but each transparency is there. It was decided that videos can be loaned out if the borrower signs a form agreeing not to make copies. Bouwknegt said he had no problem with making personal copies provided that the tape is copyrighted, which can be done by writing "copyright" on it. He noted that the issue is important for the digeridoo lecture. Kalloniatis said he would ask Lloyd Hollenberg about taping. Hale asked about the coffee machine. Leinweber said he had been overwhelmed by other things. DATE OF NEXT MEETING: This was set for 5th June and there was mention of a social event. Laurence Campbell 20-5-03