Minutes OEOSC Board 1-21-08

Draft Minutes

Monday, January 21, 2008, 10:15 a.m. -- 1:00 p.m.

Fairmont Hotel, California Room

170 South Market Street

San Jose, CA 95113

Present

Participants:10 of 16

Representing

Officers and Directors

David Aikens

Past Chairperson (Zygo Corporation)

Walter Czajkowski

Director (APOMA)

Marla Dowell

Chairperson (IEEE/LEOS)

Hal Johnson

Director (Harold Johnson Optical Lab)

Gene Kohlenberg

Secretary (OEOSC)

Allen Krisiloff

Chairperson-Elect (Triptar Lens Co. Inc.)

William Royall

Treasurer (Eastman Kodak Company)

Lee Shuett (by phone)

Director (Nikon Inc.)

Corporate Sponsors

Thomas Germer

NIST

Professional Societies

Marla Dowell

IEEE/LEOS

Lincoln Endelman

SPIE (Endelman Enterprises), Alternate

Peter Hallet

SPIE

Rich Linke

IEEE/LEOS, Alternate

Ronald Scotti

SPIE, Alternate

Alan Tourtlotte

OSA

Trade Associations

Walter Czajkowski

APOMA (Edmund Optics)

Chris Dinkle

OLA, Alternate

Clark Mulligan

Optical Imaging Association

James Peyton

International Imaging Industry Association

Daniel Torgersen

OLA (Walman Optical)

Observers (4)

Gordon Boultbee

JDS Uniphase Corporation

Kathleen Richardson

School of Materials Science & Engineering, Clemson University

Steve VanKerkhove

Corning Tropel

Ray Williamson

Ray WilliamsonConsulting

Welcome and Introductions:

M. Dowell opened the meeting at 10:00 a.m.

Approval of the Agenda:

D. Aikens moved that the draft agenda posted on the website be approved. W. Czajkowski seconded the motion,

which carried.

Approval of August 27, 2007 OEOSC Board Meeting Minutes:

M. Dowell asked if there were any additions or corrections to the minutes. G. Boultbee asked that the heading of the

minutes be modified to include `OEOSC Board Meeting' after `Draft Minutes'. The date in the header of the subsequent
pages should be corrected. H. Johnson moved that the edited draft minutes be accepted. L. Endelman seconded the motion,
which carried.

Reports

Financial Budget. The Secretary presented the final budget figures for 2007 on behalf of W. Royall, who was

unable to attend the meeting in person or by phone.

OEOSC Board Meeting, January 21, 2008, 10:15 a.m. 1:00 p.m., Continued

Expenses

EXPENSES

ACCT # Total Result

Budget

Exec. Director

101

$17,400.00

$17,400.00 100%

Admin. Asst.

102

$2,862.50

$4,900.00

58%

Admin. Exp.

200

$375.17

$150.00 250%

Preparation of Standards

201

$161.90

$500.00

32%

Travel

300

$5,515.23

$5,900.00

93%

ISO Trip Support

301

$4,882.93

$2,500.00 195%

ANSI/TAG Dues

400

$19,180.00

$19,920.00

96%

Board Expenses

500

$1,555.45

$450.00 346%

Refresh/Room Charges

501

$127.62

$50.00 255%

Credit Card Fees

502

$102.53

$50.00 205%

Training Expenses

503

$1,146.83

$0.00

Total Result

$53,310.16

$51,820.00 103%

Participation Fees

Year

Receipts

2005

$500.00

2006

$688.00

2007

$37,397.25

2008

$100.00

Total Result

$38,685.25

The receipts from earlier years were from those who were catching up with their payments. The budgets for those prior

years were not adjusted to account for these receipts. They were credited to 2007.

Financial Summary

Beginning Savings Bal.

$60,986.74 ( + )

Beginning Check Bal.

$11,527.50 ( + )

2006 checks cleared in 2007

$1,501.75 ( - )

1/1/2007 Net

$71,012.49

Fees Received in 2007

$38,685.25 ( + )

2008 fees received in 2007

$100.00 ( - )

Training

$14,867.68 ( + )

Sale of Standards

$490.00 ( + )

Other Receipts

$0.60 ( + )

Savings Interest

$786.44 ( + )

Total Receipts

$54,729.97

EXPENSES

$53,310.16

12/31/2007 Net

$72,432.30

The `Other' item was a correction for a deposit.
The cash on hand at the beginning of 2007 was $71,012.49, and the year-end cash on hand is $72,432.30, resulting in a

cash increase of $1,419.81. The Secretary noted that had there not been training receipts, OEOSC would have been $13,000

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OEOSC Board Meeting, January 21, 2008, 10:15 a.m. 1:00 p.m., Continued

in the red.

Outstanding Checks from February

02/28/07

$60.00

Rochester Free Net

02/28/07

$60.00

Rochester Free Net

Total

$120.00

There are two outstanding checks from February 2007 written to Rochester Free Net, the organization that hosts the

optstd.org web site. The Secretary said that he contacted them in June and learned that the person who receives payment had
not deposited any checks during the first six months. Apparently his mother had formerly deposited the checks, but she has
passed away. The Secretary received another notice from Rochester Free Net the week prior to this meeting. He said that he
reported to them that they had not cashed last year's checks. He asked if OEOSC sent another check, would it be cashed.

D. Aikens observed that if OEOSC were a for profit corporation, it would report a 1.3% profit on continuing

operations and a 1.3% profit on fixed assets. He asked why OEOSC only made $700 interest on the savings account. The
Secretary replied that the savings account is a standard account linked to the checking account at Bank of America.
A. Krisiloff said that the bank should be queried to see if they have a higher rate available. The Secretary said that he would
add that item to his list of things to do.

L. Shuett asked if training receipts were expected to continue. If not then there will be a significant cash flow problem.

D. Aikens replied that he anticipated that OEOSC would continue to generate that level of receipts.

ANSI OP Meeting Reports

Optical Imperfections. G. Boultbee said that Northrop Grumman will present its report at the August SPIE

meeting. TF 2 has completed the revision of OP1.002, and it is ready for balloting.

Optical Wavefront Measurement. S. VanKerkhove said that P. Takacs introduced a draft of BSR/OEOSC

OP1.004, the statistical wavefront measurement standard. Several areas to be addressed were identified, including
two-dimensional power spectral density and slope definitions. The Task Force identified items to be included in
BSR/OEOSC OP1.005, the deterministic wavefront measurement standard. This information will be used to
generate the first draft.

Adoption of ISO 10110-1 and -10 as an American National Standard (ANS). D. Aikens reported that the

strategy for ISO 10110-1 and -10 will be to combine them into one American National Standard. Part 1 is the
general notation and Part 10 is the tabular format for that notation. It makes sense to combine them because Part 1 is
useless without Part 10. The Foreword for the ANS version will list standards that may be substituted for other ISO
standards, such as surface imperfections and wavefront measurement. The new Task Force has not yet met. It will
have a formal meeting in San Diego, and hopefully a phone conference before then.

W. Czajkowski asked if members have been selected. The Secretary said that they are not yet identified.

OEOSC Database. G. Kohlenberg said that he wanted to bring the Board up to date on how he was complying with

ANSI's request that he begin keeping track of OP members by year. He said that when he started in 1998, he used a simple
spread sheet to record contact information along with which ISO/TC 172 subcommittees the participant chose. The
participants fee and date of payment were also recorded. A few years later he moved the table into an Access database and
added more information. He showed the Board the table of participant information in the new Open Office Base system. He
now has a form to enter the data into the table. Using database relations he has been able to link the main table to the OP
member table and the Task force tables. There is also a linked table to keep track of Board members. Meeting tables have
been created to keep track of who attends each type of meeting. A similar table holds information concerning TAG
participation.

His goal is to convert the web site to a database system so that many of the pages for ISO data and membership data

will be actively generated from a database. For example, when someone wants to access the documents for SC 1/WG 1, that
page would be generated as a result of the database query for files related to SC /WG 1.

L. Shuett thanked G. Kohlenberg for the work he expended to set up the database.

Other Business

Approval of ISO 10110 Course Content. D. Aikens said that the course is a block-and-tackle view of ISO 10110,

documenting its pitfalls. It is an approximately 130 slide presentation presented over an eight-hour class. It begins with an
overview of the drawing format presented in ISO 10110-1 and -10. Where possible he put in plugs for OP1.002 and OP3.001
with historical context. He tried to minimize royalty costs to ISO by writing it so that the student could not avoid buying the
standard. The student pays for and receives Parts 1 and 10 as part of the course. When the American National Standard
version is approved, then it will be distributed instead. Royalty may be around $500 per year. The course needs more
examples, and as yet, does not define the attributes that the notation addresses. He said that G. Boultbee went through the
draft line-by-line and offered editorial suggestions. It is now in good shape for presentation.

L. Shuett asked if contracting was with ISO or ANSI. The Secretary said that all contracting would be with ANSI. He

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OEOSC Board Meeting, January 21, 2008, 10:15 a.m. 1:00 p.m., Continued

said that the right to print the standards was also purchased from ANSI. D. Aikens said that the whole set of ISO 10110
standards costs $760.

D. Aikens suggested that this course will not be as popular as the scratch and dig course because engineers ,rather than

quality persons, are the target audience. M. Dowell stated that NCSL International (

http://www.ncsli.org/

) has a training class

calendar on its web site that could be used to advertise the class if it were given somewhere else than at an SPIE conference.
D. Aikens suggested that it will be more successful as an on-site course. W. Czajkowski said that it could be pitched at the
upcoming APOMA meeting on Wednesday. D. Aikens said that he had a conflict at that time. W. Czajkowski said that he
could present it at the APOMA meeting.

M. Dowell said that the Board thanks both D. Aikens and G. Boultbee for their efforts to develop the material for the

course.

A. Krisiloff moved that the course content be accepted. W. Czajkowski seconded the motion. The motion carried

with D. Aikens abstention.

Training Reimbursement Policy. M. Dowell said that there was considerable discussion about the policy at the

August meeting. She agreed to write a draft of the policy. Then the Chairperson Elect, the Past Chairperson and the
Secretary worked with the her to review it. The draft policy was posted on the optstd.org website for the Board members to
review before this meeting.

G. Boultbee stated that OEOSC class observers may not be able to get into the room without a conference badge.

OEOSC needs to arrange for a visitors pass through Kathleen Robinson in advance. The Secretary said that he needs notice at
least two weeks before the class stating who will be assisting so that he can arrange for passes.

A. Krisiloff asked what the phrase `sole originator' in the instructor qualifications meant. M. Dowell replied that that

should state `originators'.

L. Endelman moved that the policy be approved; A. Krisiloff seconded the motion., D Aikens abstained. The motion

carried.

Business Model.

IEEE/LEOS Funding and American Competitive Initiative (ACI). M. Dowell reported that Gordon Day

(a former NIST employee) is the new President Elect of IEEE USA. She will communicate with him concerning this
topic. ACI was approved in the spring but has not been funded. A $6,000,000 initiative for standards was included
in the ACI proposal. Congress has to appropriate the funding; congress set the budget to $0. NIST was supposed to
get a 15% increase, but got only 1.4%, mostly for outside projects. There is an ACI fiscal 2010 budget which will
probably not get funded.

The meeting was recessed at 11:30 a.m. and reconvened at 11:47 a.m.

One-Hour Briefing / Tutorial / Class. G. Boultbee stated that the material is about 70% complete. The last quarter

of the document needs some additional pruning. D. Aikens has been given the draft for review. Then G. Boultbee will
distribute to OP for broader view. K. Richardson asked who the target audience is. G. Boultbee said that the target is optical
students. There are many community colleges turning out optical technicians. K. Richardson asked if OEOSC would be paid
for these presentations. M. Dowell confirmed that some schools would fund the presentation. D. Aikens noted that these
presentations could provide some indirect benefit to OEOSC because students would become aware of the standards that they
could use after they entered the industry. K. Richardson said that companies, such as Zygo, send sales representatives to the
schools teaching optics. She suggested that OEOSC ask if it could send someone with the sales representatives to make
presentations concerning issues raised about specifications. This could be in parallel with some of the metrology
presentations that are given by the sales representatives. M. Dowell added that OEOSC could approach the OSA and SPIE
student chapters to offer talks for their monthly meetings. D. Aikens continued that OEOSC needs to establish its strategy
once the one-hour class is completed. What will the funding policy be? K. Richardson said that groups outside of the
traditional optics community, such as ASM International (formerly American Society of Metals), may be interested.
M. Dowell said that once the class is completed, OEOSC can do a press release about it.

G. Boultbee said he is about a year behind his first forecast and three months behind his last goal. He is anxious to

complete it. With D. Aikens next review, the project can be wrapped up.

ANSI/OEOSC OP3.001, Optical Glass Class. A. Krisiloff has been busy since the last meeting, and promises to get

back to the task. He will try to be ready by the next meeting in October. D. Aikens said that he sees enough material for a
four-hour class in specifying and purchasing optical materials.

Training Reimbursement Policy.
Election of Secretary and Director. Since a Nominating Committee had not been appointed at an earlier meeting,

M. Dowell appointed W. Czajkowski, H. Johnson, D. Aikens to be the Nominating Committee. At this point the Board
recessed so that the Nominating Committee could select candidates for Secretary and Director. The Board meeting was
promptly reconvened and D. Aikens moved that the slate of candidates, Gene Kohlenberg for Secretary and Walter
Czajkowski for Director, be accepted. H. Johnson seconded the motion. The motion carried.

Computation of Executive Director's 2008 Fee. The Secretary said that he was making the presentation for the

Treasurer, W. Royall. The information was posted on the optstd.org web site. The Secretary reminded the Board that two
years ago it had decided to begin adjusting the Executive Director's annual compensation according to the annual change in

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