Minutes of the Annual General Meeting held at Milton Keynes on 2 February 2002

1. Present:

Paul Ruffle (Chair), John Barker, Eleanor Cowan, Kay Davies, Jacqui Dodds, Jim Grozier, Tina Heaton, Frank Hollis, Ray Mackintosh, Norrette Moore, John Pollard, Sybil Richardson, Colin Scott, Tony Staples, Brian Steadman, Digby Tarvin, Ben Tristem, Reinalt Vaughan-Williams, John Waller, Julia Waller. (Subsequent references use first name only, with an initial if necessary, e.g. John B)

2. Apologies for Absence:

Val Harris, Sue Heley, Martyn Lawrence, Chris Munro, Andrea Travers.

3. Officers' Reports:

3.1 Treasurer (Norrette):

The current balance is £571.35 represented by memberships, grants and interest income of £1,085.14; less expenses of £513.79 for AGM, postage, advertising & office expenses. The committee members have been very conservative in this first year, absorbing many costs that would otherwise have been expensed. We are still uncertain about income for the second year, as we won't know the level of responses to renewals until the second half of this year. At this stage we feel no need to increase subscriptions unless members opted for colour printing.

3.2 Membership (Jim):

Current membership 305, of whom 31% are women; at least 77% are Institute of Physics (IoP) members; 8% are members of the OU Physics & Astronomy Department (i.e. academic/administrative staff or research students); 14% do not have an email address.

It was proposed by Jim, and seconded by Norrette, that Loretta Souza, the OUSA Societies Assistant, be made an Honorary Member in recognition of the work she had done in arranging the AGM. This was agreed by the meeting. Fusion thus has two honorary members, the other being Julia Maddock, who was nominated by the Committee on leaving the Institute of Physics, in recognition of her role in helping to set up the Society.

Course breakdown statistics were discussed. Most of our members are doing 2nd or 3rd level physics courses, but there are some discrepancies; for instance, the number of members taking SM355 in 2001 (68) compared with S357 (17). Both courses attract similar numbers of students; it was suggested that the lateness of the S357 mailing might have been a factor.

There was a lengthy discussion on the problem of attracting science foundation students to physics. Only 0.5% of S103 students had joined. The large number of students on this course had made it impractical to send out a mailing; we had had a stall at the SXR103 summer school, but it had not resulted in many recruits. It was suggested that we should persevere with this, but perhaps leaflets or a poster would be just as effective and less effort; also the forthcoming Sesame advert might help. Ray said that increasing interest in physics at this level would bolster not just Fusion membership, but all the physics courses. He undertook to speak to the S103 Course Manager about the possibility of a mailing, or the insertion of text into the Stop Press. It was also pointed out that the bulk of the newsletter content is generally above the level of S103 students, and that we need to change this if we are to retain members at this level (see later discussion on newsletter).

Membership fees were discussed, and it was decided to retain the existing rates of £12 per year for joint Fusion and IoP membership (for new members only) and £5 per year for Fusion only. It was also agreed that a new rate of £10 for three years be introduced.

John W offered help with a renewals database routine.

3.3 Newsletter (Tina):

Three newsletters had been produced, and had been well-received, but it was acknowledged that the content was sometimes rather "heavy", particularly in the Winter 2001/2 issue. We need both "light-hearted" articles, including cartoons and crosswords etc, and those which will appeal to members who are doing level 1 courses, while retaining some content more applicable to level 3.

Ray suggested that a continuation of themes such as anecdotes about physicists, quotes from physicists, and the history of physics, would help to achieve this aim; information was available on theWeb about "physicists born on this day". He also proposed a regular "Ask-A-Boffin" feature whereby members would be encouraged to send in questions on any aspect of physics; the questions would be circulated around the Physics & Astronomy Department and an answer produced (if possible!) which could then be published in the newsletter. Ben pointed out that "real-world puzzles", especially those whose solutions are non-intuitive, are likely to be of particular interest.

Ray expressed some reservations about the publication of course reviews, as a bad review, though not necessarily representative of student opinion, could impact on the viability of the course. Reviews should seek to convey advice about pre-requisite courses, time management, etc, rather than being judgmental. The Department can provide such information if required.

A regular "Departmental News" column was also proposed. Ray will approach his colleagues in connection with this, and also encourage them to provide major features about their work. Brian raised the problem of scientifically unsound or "cranky" articles. Paul replied that the normal practice was for incoming articles to be circulated to the Committee for comments, and that at least one article had been extensively revised following this process.

The format of the newsletter was discussed. Although the first issue had been produced in colour, it was done by members of the Committee rather than commercially, and even then it had been expensive. The second newsletter had been printed by the IoP and was of rather poor quality, but after discussion with the Institute, procedures had been revised and the third issue was a great improvement. Colour copies can be downloaded from the website in PDF format if required.

Paul referred to a proposal by Ray that copies of the newsletter be sent to all Physics Associate Lecturers (aka tutors), and an enquiry about the cost of this. Norrette suggested £1 per head per year. Ray will look into quantities; assuming about 100 copies are required, the Department will pay £100 per year for this to be done; if significantly more, £150. Any ALs included in this scheme will become full members of the Society and will have the option of participating in Society events etc. This was agreed by the meeting, having been formally proposed by Paul and seconded by Norrette.

Sybil mentioned that OUSA might be able to help with mailings if there is a problem.

3.4 Events (Eleanor)

Two visits had been organised - to the Science Museum and Daresbury Laboratory. Two other visits (Rutherford Appleton Lab and Sellafield) had had to be cancelled. Three more are planned: Culham Science Centre, the British Engineerium, and CERN where we will have ten places on the NEXUS trip. Jacqui is progressing a trip to Jodrell Bank: a tour and two "mini-talks" for 20 people will cost £50. Jim will organise a joint FUSION/OUSAPS visit to the Mullard Radio Astronomy Observatory at Cambridge.

We need to get the message across regarding the advantages of such visits, to increase the take-up. John P suggested the best time for events was between late October and February so as to avoid clashes with TMAs, tutorials etc. Sybil suggested advertising on the First Class "Society Notices" conference, and it was also agreed that we would look into setting up a Fusion First Class Conference. Jim mentioned the Sesame Diary (free), though it was pointed out that this has a long lead time. Tutors could be asked to publicise events locally. Eleanor suggested that course-related events might be popular.

3.5 Merchandise (Eleanor)

The Maxwell T-shirts have sold well; 75 have been sold so far, the first batch having paid for itself; some have been given to organisers of events etc. Eleanor proposed a new design featuring Schrodinger's equation and a cat in a box. New ideas are welcome. A FUSION mug was suggested, but Frank said they were not a good idea.

3.6 Website (Paul)

Paul appealed for more material for the website. Digby suggested pictures from events; also "Ask A Boffin" could be included. Ray suggested a "What's New?" section - as used on other sites - so that people can tell what has been updated. Website also needs a link from the Department's website. Ray will arrange this.

4. Elections

4.1 Statutory Officers:

Chair: Jim Grozier, proposed by Sybil, seconded by Tony; CARRIED.
Secretary: Eleanor Cowan, proposed by Frank, seconded by Kay; CARRIED.
Treasurer: Norrette Moore, proposed by Sybil, seconded by Tina; CARRIED.

4.2 Functional Officers & Committee Members:

Events: To be shared between Eleanor, Tina and Jacqui, with Eleanor co-ordinating.
Membership: Jim.
Merchandise: John P.
Newsletter/Website: Paul.
Additional Committee Member: Sybil.

The Committee comprises all those listed in 4.1 and 4.2 above.

4.3 Delegates:

OUSA Conference: Norrette.
OUSA Societies Standing Committee: Jim.
NEXUS Rep and Committee Member: Paul.

5. Motion to change the Constitution

To replace the words "the 1st November of each year" in Clause 6(ii) with "the anniversary of their joining date" Proposed by Jim; seconded by Eleanor. CARRIED.

6. Any other business.

Norrette raised the subject of the lack of physics in the Science MSc. Ray explained that the Department did not have the resources at present to handle a more physics-oriented course. A straw poll of those present indicated that about 50% of students would enrol for a physics MSc, were one available; Ray agreed to bring this matter to the next Departmental meeting.