Draft Minutes
OEOSC Board Meeting
Monday, October 20, 2008, 3:15 p.m. -- 5:30 p.m.
Rochester Plaza Hotel, River Room
70 State St., Rochester, NY 14614
Present
Participants:9 of 16
Representing
Officers and Directors
David Aikens
Past Chairperson (Zygo Corporation)
Walter Czajkowski
Director (APOMA)
Marla Dowell
Chairperson (IEEE/LEOS)
Hal Johnson (by phone)
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
Director (Nikon Inc.)
Corporate Sponsors
Marla Dowell
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 (3)
Gordon Boultbee
JDS Uniphase Corporation
Jessica DeGroote
Optimax Systems, Inc.
Rick Plympton
Optimax Systems, Inc.
Welcome and Introductions:
M. Dowell opened the meeting at 3:21 p.m.
Approval of the Agenda:
W. Royall moved that the draft agenda posted on the website be approved. A. Tourtlotte seconded the motion, which
carried.
Approval of January 21, 2008 OEOSC Board Annual 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. D. Aikens moved that the edited draft minutes be accepted. A. Tourtlotte seconded the motion,
which carried.
Reports
Executive Director's Report. G. Kohlenberg displayed a chart showing the breakdown of work for his
Administrative Assistant and him covering the year to date.
OEOSC Board Meeting, October 20, 2008, 3:15 p.m. 5:30 p.m., Continued
M. Stolberg now updates the optstd ISO web pages as well as loading the documents onto the server. The ISO item on
the chart above represents her work. The other items are covered by the Executive Director/Secretary.
D. Aikens asked if M. Stolberg was processing the meeting minutes. The Secretary said that since she does not attend
the meetings she would not know who was speaking. So he would have to go through the recordings anyway to determine
who said what. D. Aikens said that he was referring to putting the documents up on the server. The Secretary replied that not
much time is required to do that, so he does it as he completes the minutes.
D. Aikens asked if the 572 hours covered a full year. The Secretary said that it was only for the portion of the year
completed. When Bob Parks agreed to be the first Executive Director, the Board assume that he would not expend more than
eight hours per week.
Financial Budget. W. Royall went through his Treasurer's report, which is listed below.
Income
2007 Fees
2,600
2008 Fees
38,353
Training
10,240
Savings Interest
368
CD Interest
220
Sale of Standards
219
Total
52,025
Expenses
Administrative
19,624
Wages & Salary, travel, fees, other
ISO Trip Support
2,823
Preparation of Standards
110
Training
4,238
Dues
19,285
ANSI
Total
46,080
End of September '08:
Checkbook balance
17,150.77
Savings balance
42,829.74
CD balance
20,219.58
Total Cash
80,200.58
Change in *Assets*
5,945.12
Expenses as Percent of Budget (75% of the budget year completed)
Expense
$ Spent
September Target
Total Budgeted
Administrative
19,624
22,008
29,344
ISO Trip Support
2,823
1,875
2,500
Preparation of Standards
110
375
500
Training
4,238
0
0
Dues
19,285
19,920
19,920
Total
46,080
44,178
52,264
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File: Minutes OEOSC Board 10-20-08.odt
Activity
Hours
%
ISO
94.5
16.5%
TF 2
75.1
13.1%
TAG
53.6
9.4%
Budget
51.2
9.0%
TF 4
48.2
8.4%
Board
44.7
7.8%
OP
37.6
6.6%
Invoices
36.8
6.4%
Misc
34.2
6.0%
TF 3
29.5
5.2%
Web
25.2
4.4%
Training
20.8
3.6%
Meetings
13.5
2.4%
E-mail
6.3
1.1%
Calendar
0.9
0.2%
Total
572.2
100.0%
OEOSC Board Meeting, October 20, 2008, 3:15 p.m. 5:30 p.m., Continued
88% of the annual budget has been spent
We are at 104% of where we should be because of lack of training budget and higher than anticipated support
of ISO trips.
Training yielded a total income of $10,240 against expenses of $4, 238 (242%)
A. Krisiloff asked if OEOSC was able to get a better interest rate for its savings. The Secretary said that the
CD was taken out to get a slightly higher rate than what the savings account pays. The CD is paying an annual rate
of 3.2% while the savings account paid an annual rate of 1.25% in September. A. Krisiloff asked if there were any
significant changes expected in income or expense. The Secretary said that it should be about the same as last year.
The discussion concerning what levels some participants would be paying in 2009 continued.
G. Boultbee asked if JDSU cashed the replacement check for his ISO travel support from 2007. The
Secretary said that it has cleared the OEOSC bank account. The first check was voided in the OEOSC budget data,
but no stop payment was ordered for the check.
ANSI OP Meeting Reports
Optical Imperfections. OP1.002 is ready to go to ANSI for final approval. New work on that document will
start in January.
Optical Wavefront Measurement. This subject is stalled on the national level and progressing on the
international level. S. VanKerkhove has stated that he will have a problem continuing on OP and TF 3.
Adoption of ISO 10110-1 and -10 as an American National Standard (ANS). The Task Force will have
to decide whether to adopt the documents with modifications, or to adopt them verbatim.
Other Business
Nominating Committee. The Secretary reminded the Board that one of the members of the Nominating Committee
has to be a representative of a Corporate Sponsor, a Professional Society Sponsor, or a Trade Association Sponsor.
M. Dowell suggested that she could fulfill the Corporate or Professional Society requirement.
The Secretary reviewed the history of the Board. W. Royall's, L. Shuett's and H. Johnson's terms expire in 2008.
A. Krisiloff is scheduled to become Chairperson unless the Board decides to elect M. Dowell for a second term. The by-laws
have been amended so that a person may run for re-election.
YEAR
CHAIRPERSON
CHAIRPERSON
ELECT
PAST
CHAIRPERSON
SECRETARY
TREASURER
DIRECTOR
DIRECTOR
DIRECTOR
1997
Joseph
Oberheuser
Gene Kohlenberg
--
Timothy Wise
George Platt
Steve Hinman
Breck Hitz
Daniel Torgerson
1998
Timothy Wise
Hal Johnson
Joseph
Oberheuser
Gene Kohlenberg
William Kutz
1999
Hal Johnson
David Aikens
Joseph
Oberheuser
William Royall
Breck Hitz
Daniel Torgerson
2000
Gene Kohlenberg
Walt Czajkowski
2001
Hal Johnson
David Aikens
Joseph
Oberheuser
William Royall
Lee Shuett
David Kerko
2002
Gene Kohlenberg
Walt Czajkowski
Peter Talke
2003
David Aikens
Rick Nasca
Hal Johnson
William Royall
Lee Shuett
Peter Talke
2004
Gene Kohlenberg
Walt Czajkowski
2005
David Aikens
Rick Nasca
Hal Johnson
William Royall
Lee Shuett
Hal Johnson
2006
Marla Dowell
Gene Kohlenberg
Walt Czajkowski
2007
Marla Dowell
Alan Krisiloff
David Aikens
William Royall
Lee Shuett
Hal Johnson
2008
Gene Kohlenberg
Walt Czajkowski
2009
Alan Krisiloff
Marla Dowell
2010
The Chairperson nominated M. Dowell, W. Royall, A. Tourtlotte to be the nominating committee. She will ask
L. Shuett if he will continue. W. Royall and H. Johnson agreed to continue. A new Chairperson Elect will need to be
nominated. H. Johnson agreed to be Chairperson Elect and G. Boultbee agreed to replace H. Johnson as Director.
Computation of Executive Director's 2009 Fee. The Treasurer reminded the Board that two years earlier it decided
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File: Minutes OEOSC Board 10-20-08.odt
OEOSC Board Meeting, October 20, 2008, 3:15 p.m. 5:30 p.m., Continued
to begin adjusting the Executive Director's compensation in proportion to the Consumer Price Index. He said that the latest
figure is reported for August 2008: 5.5%. He used that figure when he prepared the 2009 -- 2010 draft budget.
Draft Budget.
The Treasurer said that when the draft budget was prepared for 2007 -- 2008, a deficit was predicted. The
same is true for this latest draft budget. Budget items that are being increased are listed below in yellow. The
Administrative Assistant hourly expenses have been significantly below the budget, so he reduced that item.
D. Aikens asked when Kodak and Olympus dropped their Corporate support. The Treasurer said that Kodak
stopped three years previously and Olympus stopped in 2007. The Secretary said that Olympus still provides
technical experts at a company individual level.
R. Plympton noted that the Olympus corporate logo is still on the website. The Secretary said that it is being
removed as pages are updated. APOMA is currently the only sponsor who wanted their logo on the OEOSC
website. M. Dowell said that NIST is a corporate sponsor, but its logo cannot be used. A. Tourtlotte said that we
could add the OSA logo to the optstd website.
D. Aikens said that the budget for ISO trip support should be increased each year, and then OEOSC find new
sources of revenue to cover it. The next meeting will be in Berlin, and each individual would need at least $1,500 in
support. That would be $4,500 for three participants. M. Dowell acknowledged D. Aikens desire to increase the
ISO trip support, but in the interest of balancing the budget, she proposed that the suggested figures be maintained,
and look for opportunities to increase income to provide additional funds for trip support.
D. Aikens said that he expects a decrease in membership in 2010 because the wavefront measurement
standard should be completed. And those who were working on that standard will probably not continue to be
active. The Secretary said that there are only three fee-paying experts who have joined specifically for the wavefront
standard.
R. Plympton said that OEOSC could solicit annual training contracts just as some universities do. He also
made reference to the National Center for Optics and Photonics Education in Waco, TX (
"...OP-TEC, is a consortium of two-year colleges, high schools, universities, national laboratories, industry partners,
and professional societies funded by the National Science Foundation's Advanced Technological Education (ATE)
program...OP-TEC serves as a national clearinghouse for teaching materials; encourages more schools and colleges
to offer programs, courses, and career information; and helps high school teachers and community and technical
college faculty members develop programs and labs to teach technical content."
D. Aikens said that he will contact
them.
He will also generate a training budget.
D. Aikens requested that Optimax Corporate Sponsor fees be added to the 2009 budgeted receipts.
D. Aikens moved that the Board defer further discussion of the budget until January. A. Krisiloff seconded
the motion,which carried unanimously.
Statutory Agent. The Secretary said that since 1997 when OEOSC decided to incorporate in Arizona, Bob Parks has
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File: Minutes OEOSC Board 10-20-08.odt
EXPENSES
2007
2008
2009
2010
Account
Account # Budget Budget
Proposed
Proposed
Exec. Director
101
17400
17844
18825.42
19860.82 based on 5.5% Consumer Price Index for August '08
102
4900
4900
3900
3900 Based on 2007 and 2008 with room for a slight increase
200
150
150
250
250 Based on 2007 and 2008
Preparation of Standards
201
500
500
300
300 Based on 2007 and 2008
Travel
300
5900
5900
5500
5500 consistent number of meetings; actuals 2007: $5515, 2008: $3077
ISO Trip Support
301
2500
2500
3000
3000 still need to encourage participation; actuals: 2007: $4883, 2008: $2823
ANSI/TAG Dues
400
19920
19920
22200
23800 inevitable increases. actuals 2007: $19180, 2008: $19285, 2009 est: $22191
Board Expenses
500
450
450
450
450 Based on 2007 and 2008
Refresh/Room Charges
501
50
50
100
100 Based on 2007 and 2008
Credit Card Fees
502
50
50
200
200 Actuals: 2007: $103, 2008: $185
Training Expenses
503
0
0
5000
6000 Actuals: 2007: $1147, 2008: $4238
Totals
51820
52264
59725
63361
INCOME
2007
2008
2009
2010
Source
Actual
Actual
Predicted
Predicted
Fees
41185
38353
41000
41000 essentially flat membership
Training
14868
10240
12000
14400 increase with ISO 10110 and abbreviated courses
Sale of Standards
490
245
400
400
Savings Interest
786
587
600
600
Totals
57329
49425
54000
56400
2007 fees include 2007 fees received in2008
2008 fees include only fees received through September, '08 including 2008 fees received in 2007
2008 fees should eventually total $40,853 bringing the 2008 income up to $51,925 ($2500 outstanding).
2008 savings interest includes CD income
Admin. Asst.
Admin. Exp.
OEOSC Board Meeting, October 20, 2008, 3:15 p.m. 5:30 p.m., Continued
acted as OEOSC's Statutory Agent. The Agent must be a resident of Arizona. Each year Bob forwards the annual report form
to the Secretary for completion and submission. This year Bob e-mailed the Secretary suggesting that we should start
planning for the time when Bob would no longer be available to act as the Agent. OEOSC would need to either identify
another person in Arizona who could act as the Agent, or should consider moving the Corporation to New York State.
M. Dowell thought that from a logistics standpoint it would make more sense to move the Corporation to New York since
there are more participants located in the East. A. Krisiloff said that the annual cost in New York is $200; the Secretary said
that Arizona changes $10. If someone knows a person in Arizona who is willing to become the Agent then the Corporation
could be left in Arizona. The Agents only responsibility is to forward the annual corporate form to the Secretary.
R. Plympton said that he would ask Mitch Ruda if he would be willing to act as Statutory Agent.
This does not have to be
done immediately, but OEOSC needs to have a plan when Bob is no longer available.
ANSI Course on Standards. This is a course offered by ANSI to help experts understand the standards development
process. D. Aikens said that at this point we should not send anyone.
One-Hour Briefing. G. Boultbee prepared a draft for the San Diego meeting.
A. Krisiloff will take that information
and will have a draft ready for review at the January meeting.
D. Aikens asked if there should also be a one-hour ISO 10110 briefing, too. A. Krisiloff says that idea should be added
to the list of things to do.
D. Aikens said that when G. Boultbee has his course ready, D. Aikens would contact local OSA chapters and schools in
Connecticut to offer it. He said that there is a standing offer to allow OEOSC to present a one-hour talk on optical standards
at the University of Rochester.
Optical Glass Course. A. Krisiloff said that it is on his list of things to do. D. Aikens asked if anyone else would be
interested in pursuing it.
D. Aikens asked G. Kohlenberg to contact the glass companies to tell them that OP3.001 is being revised. R. Plympton
suggested that Larry Sutton from Corning could be the contact; he will contact Schott.
Next Meeting
D. Aikens moved that the Board meet again in San Jose, CA on January 26, 2008. A. Krisiloff seconded the motion.
The motion carried unanimously.
Adjournment
As there was no further business to come before the Board, D. Aikens moved that the meeting be adjourned. H. Johnson
seconded the motion. The meeting was adjourned at 4:51 p.m.
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File: Minutes OEOSC Board 10-20-08.odt