Present: Wes Sandle, Howell Round, Tony Signal, John Clare, Pat Langhorne, Winton Clitheroe, Graham Batchelor, Derek Chirnside, Mike Reid, Crispin Gardiner, John Bähr, Jeff Tallon, Mike Staines, Tim Armstrong

1. Apologies: Geoff Stedman, Phil Butler, Grant Williams, Joe Trodahl, Alistair McKinnon

The apologies were accepted.

2. Minutes 1997 Annual General Meeting: were read and accepted.

3. Matters arising from the Minutes: Constitutional issues will be dealt with in Item 9. With regard to The Physics Teacher versus Australian and New Zealand Physicist it is clear that the magazine finances are in a fragile condition with a reduction in the number of issues per year. In the interests of assisting cooperation between the institutes Wes decided to keep the Australian and New Zealand Physicist for the time being.

4. President’s Report: was read.

1. Wes reported that he had identified ways in which constitutional changes could be made, as will be discussed later.
2. Wes reported on the issue of National Standards bodies, that NZQA had apologised to Phil Butler regarding omission to consult and inform him, and that NZIP and NZQA had agreed to differ. Wes felt that the riding roughshod over NZIP was due to inefficiency rather than calculated subversive behaviour. There is not enough of an issue to continue battling with NZQA, but it would be a disaster if NZQA ran qualifications in all areas.
3. Wes attended the Foresight conference. The government has sought to consult widely on the Foresight project. Any group or individual can register an interest with Foresight. Wes commends all those involved to take an interest to help steer it in the directions we regard as important.
4. Conclusion: The Otago executive has had difficulty operating on a voluntary basis. Wes suggested we consider the AIP model with the Executive distributed, but with routine professional help. We should take note of the Australian Federation of Scientific and Technological Societies because decisions in New Zealand Science funding have become political. Wes thanked the Physics Department at the University of Otago for their support. It was moved from the chair that the report be accepted.

In response to the report Jeff Tallon commented that the incoming Council must take up the promotion of research and development demands, and need for visibility of the physical sciences. This should be an important issue for the new Council, which he would commend to the new Council for action. Tony moved a vote of thanks to Wes, particularly for his submission on the Tertiary Green paper, and his work on the promotion of physical sciences.

Wes thanked the meeting and said that he had enjoyed his time as President.

5. Treasurer’s Report: John B. reported that copies of the financial report of 31 October 1997 was available. The financial report of the Education Committee was also tabled. John Bahr moved that the financial statement for 1996/97 be adopted subject to the auditor reconsidering the Education SubCommittee’s audited accounts, and noting them.

Howell questioned whether the fees should be changed. John B. replied that it was not necessary to raise them since, although we have not had a recent bill for the magazines, the balance is currently $16,000.

After some discussion (see item 9) Crispin moved that the magazine, Australian and New Zealand Physicist, no longer be part of the NZIP subscription.

Crispin moved that the GST-inclusive corporate member subscription be dropped by $25 i.e.

Fellows $75

Member $60

Student $25

Crispin moved that Council institute a method by which members may purchase Australian and New Zealand Physicist through the NZIP.

John C. reminded the AGM that $8000 to $10,000 has still to be paid for the magazine. Wes pointed out that subscriptions would certainly be higher for those who chose to take the Australian and New Zealand Physicist.

6. Education Committee Report: was accepted.

7. Branch Reports: The Wellington Branch submitted a written report.

9. Constitutional Amendments: The proposed constitutional amendments have been circulated to all members with notification of the AGM, and Wes drew attention to the section Background information for agenda item 10. Batch spoke to the amendments, reminding the meeting that discussion had been initiated at the 1996 NZIP AGM. However the position has not changed much since then, except that teachers are now better represented on Council. The consitutional amendments had had several drafts before being released, and Wes has taken legal advice. The amendments have been circulated among selected teachers prior to this meeting, and are supported by this group, the Education Committee passing the following motion:

Wes raised two points from Rule 10 of the constitution. First, there were not enough members present at the AGM to pass a motion to accept the constitutional amendments. However the AGM may discuss the amendments and, if it wishes to proceed, then a motion can be passed to authorise that a postal vote take place, provided any changes to the constitutional amendments are not substantive. An explanation for minor changes may be circulated at the time of the postal vote. Second, legal advice has been sought from Prof. Richard Sutton, Dean of the Law faculty at the University of Otago, and an expert on constitutional law. He had a large number of concerns about the NZIP constitution, particularly with existing, unchanged sections of the document. He advised that we make the amendments first, and then work to cast the existing constitution in a more modern form.

Derek highlighted the fact that rule 7(d) of the amendments was being focused upon. Batch was asked whether the proposed Sections are to be independent or not - the word independent is crucial. Teachers consulted by Batch at a recent teacher’s conference wanted to keep the links with NZIP. However a number of members present at the AGM argued that it was not possible to be independent, but still linked to NZIP. These members did not want the teachers to separate from NZIP. There was considerable discussion of how 7(d) could be redrafted to satisfy everyone’s needs.

Howell felt that the teacher dissatisfaction was due to the inflated fees caused by subscription to the Australian and New Zealand Physicist. There was already an Executive decision to maintain the Australian and New Zealand Physicist (see item 3) but maybe this should be reversed. Peter asked how many teachers would choose the non-corporate membership rather than the more expensive corporate membership. Batch had no idea, but felt that NZIP should not be using teachers to subsidise an organisation that does not benefit them. Peter also asked what would happen to the present Education Committee if a Education Section was formed. Batch replied that they would become the inaugural Executive of the Education Section. Peter suggested that it was up to the AGM to decide what happens to the Education Committee, along with their $30,000 funds. Crispin commented that it is absurd for education to be divorced from physics. Tony pointed out that the American Institute of Physics and the American Association of Physics Teachers are two separate bofdies who operate symbiotically. Jeff questioned whether the issues could not be addressed within NZIP. Batch and Derek said that this had not been possible at the last AGM. Jeff continued that it seemed to him a tragedy to carve up NZIP if everyone’s needs might be accommodated within the existing structure. He made an impassioned plea that NZIP remain integrated. Crispin felt that teachers ought to have more involvement in the running of NZIP, while the move to an Education Section could mean that all teachers were paying less to NZIP. Batch disagreed and pointed out the motion passed by the Education Committee. Crispin felt that changes would inevitably reduce the number of teachers on Council. Again Batch disagreed.

Howell asked whether there would be any need for constitutional change if the Australian and New Zealand Physicist was no longer part of the membership package. Wes commented that this was irreconcilable. However Jeff commented that uncomfortable decisions may have to be made to avoid a split in NZIP. Peter outlined what Dunedin teachers would value from NZIP: reduced subscriptions, and access to the material produced by the Education Committee. They are not interested in the magazine. Howell stated that he would support terminating NZIP subscription for the Australian and New Zealand Physicist.

There was discussion of whether a non-corporate membership class was desirable. The risks of having voting members who may not be well-informed in Physics, must be balanced against having a non-professional membership class. Winton summarised his feelings: first we should maintian links with AIP; second if we offer an Associate member class then members may choose to suite their level of interest and involvement.

Wes moved that the constitutional amendments be left to lay on the table, and that this AGM directs the Secretary to convene a General Meeting before the end of November to consider constitutional changes.

Winton still felt that there was a place for an Associate member in the non-corporate member class. He suggested "Every candidate for admission to the grade of Associate Member shall have an interest in Physics which will allow them to benefit from their association with NZIP". Pat pointed out that this was little different from the present regulations for Members which stipulate "candidates for admission to the grade of member shall demonstrate to Council that their training and interest in Physics will allow them to contribute usefully to the affairs of NZIP and to benefit from their association with NZIP". Peter also questioned the need for a third class if there were to be two classes of membership for teachers already. Derek replied that it was in order to have control of fees - the critical fee was $40. Crispin said that if it is an question of fees then make Associate member fees cheaper. Wes terminated the discussion, reminding members that the issue was on the table.

Wes moved that in framing appropriate changes to the constitution that regard shall be had to the discussion at the AGM, whether or not it was put as a motion.

10. Motions from the Education Committee: these were not brought before the AGM

11. Election of Officers: Unfortunately changes to the circulated nominations were necessary.

Vice President: Professor Joe Trodahl (absent)

Honorary Secretary: Dr Grant Williams (absent)

Honorary Treasurer: Mr Winton Clitheroe

Winton accepted the Treasurer’s position subject to the financial arrangements between NZIP and the Education Committee being clarified.

The present members of Council will remain in office until the General Meeting. At the General Meeting there will be the proper nomination procedure. At present there is Branch representation on Council.

12. General Business: Howell asked whether the Education Committee have terms of reference. Batch and Derek explained that these had been very recently formulated. For example there is a mailout every January recruiting new members, three mailouts through the year, plus a strong association with the conference. Mini-zippi is distributed with a newsletter, and there is a website. A business manager is drawing up contracts and setting timelines. Over the last year the Education Committee has been tied up with NZQA. Derek has been forming networks. So, yes there are terms of reference, but they are informal.

Meeting closed at 16:25