Please note that these minutes are an abridged version of the Secretary's official minutes and are circulated prior to the official minutes being approved by Council. This is done in the interests of communications with the membership, but it obviously means that this version may contain errors which are the fault of the author and which will not persist in the "official" version as ratified by the Council. The meeting was held in the Outreach Centre at the University of Natal (Durban). All members were present: Prof JB Malherbe (President and Chair), Dr DNW Chinnery (Honorary Treasurer), Prof HB Geyer, Prof MA Hellberg, Prof H Moraal, Dr V Prozesky, Prof B Spoelstra (Honorary Secretary), Dr PA Whitelock (Vice President), Prof EC Zingu (Prof Zingu had to leave the meeting after point 1.10)

1.1 Visiting Lecturers
Prof Hellberg reported on progress with arrangements for the visits of Profs Kalmus and Humphreys. Prof Kalmus wanted to arrange his visit for February - March 2000. Prof Hellberg would plan his itinerary and inform the various host universities that they should arrange venues and advertise the events. The talks will be at the level of "A" level pupils in the UK. The meeting noted that Prof Kalmus has a lot of equipment, and that it would not be practical for him to fly around the country. It was therefore decided that a Combi should be obtained, possibly on loan from the SAAO, and that the itinerary will be planned so that the venues are within a days drive from each other. A driver would also be provided. A special attempt will be made to include the rural areas in the tour. The visit by Prof Humphreys will be arranged for no earlier than August 2000, if possible; Prof Spoelstra will make the arrangements.

1.3 Video on Physics
Council members noted that the Irish video for promoting physics contained some good ideas for making our own video on South African physics. Prof Malherbe requested that the plans for the video which Dr Max Braun was investigating, be held in abeyance.
Dr Whitelock requested that a pamphlet be produced, containing details of the SAIP, which can be given to prospective members, e.g. senior tertiary pupils. Dr Chinnery agreed to investigate drawing up of such a brochure.

1.4 Report on Physics in the RSA
Prof Hellberg tabled a draft document which contained the results of the electronic survey made by Dr Chetty and his helpers, as well as a further survey which will be sent by the HSRC to 500 physicists chosen at random. The data from this survey should be available before the end of 1999. The meeting also noted that Prof Hellberg was going on study leave at the end of March 2000, for a year. With that in mind the meeting decided:
(a) That Prof Hellberg should continue to manage the survey until the data from the HSRC survey have been combined with the existing data, hopefully before he leaves;
(b) That Dr Prozesky will then take over as Convener of a committee consisting of himself, Prof Feast, Dr Chetty, Prof Hellberg and Prof Hahne, who should write a report on the final data;
(c) The draft report would be submitted to the Council;
(d) The remaining earmarked finance may be used to complete the report, and actual spending of money should be approved by Prof Malherbe and Dr Chinnery;
(e) Prof Hellberg may release some of the data, and those data which can be released could possibly be put on the SAIP website by Prof Geyer.

1.5 Numbers of Physics students
Prof Malherbe reported that he had sent out new circulars to universities who had not yet responded, only 4 were still outstanding. He will present a report with conclusions as soon as he has received all the data. Prof Geyer noted that the biggest decline in student numbers is at the end of the first year. At Stellenbosch they have started a project to involve first year students in research, and it seems to create much interest amongst the students.

1.6 Funding of fundamental research
Prof Malherbe stated that the 1997 and 1998 funding will be presented at the next meeting and the continued interaction with the NRF on this matter is held in abeyance.

1.7 UNESCO projects for the development of S & T in Africa
Council members agreed that the letter drafted by Prof Spoelstra be sent to the Minister of ACST, Dr Ngubane, in support of the UNESCO report, under the signature of the President.

1.8 Web page of the SAIP
Prof Geyer reported that some changes had been made to the web page. Council members should communicate their suggestions to Prof Geyer by the end of November, and the membership should be informed of the developments and asked for their input via the newsletter.

1.9 FINANCIAL MATTERS
1.9.1 Dr Chinnery reported on the SAIP investment and cheque accounts. He recommended that in order to save costs, the cheque account be closed and a savings account opened to handle the cash flow of the SAIP. The Council accordingly decided to close the cheque account at ABSA and to open a savings account at Standard Bank. The signing rights on this savings account
will rest with any one of Prof JB Malherbe or Dr DNW Chinnery. 1.9.2 Dr Chinnery further reported that the auditor required that the large amount generated by the SSPMS conference should be reflected in the SAIP statements. The arrangement with VAT is that VAT has to be paid on the profits of a conference if:
(a) the turnover exceeds R150 000 for a regular conference;
(b) the turnover exceeds R180 000 for an occasional conference.
As the SAIP conferences are held at a different university every year, it will probably be regarded as an occasional conference.
Dr Chinnery will draw up an explanation which would be included in the guidelines for conference organisers to explain that, if the turnover will exceed R180 000, the organisers will have to apply for arrangements to pay VAT.

1.10 CONFERENCES
1.10.1 Time of the conferences
Council reconsidered the time of year of the SAIP conferences in response to various requests. It was felt that a new survey on the preferences of members was unlikely to yield different results from the one made a few years previously. The matter was thoroughly discussed and Council decided that the Secretary should write to Heads of Physics Departments and Directors of the national laboratories, requesting them to consult their physics staff and report on the following possibilities:
(a) Shifting the conference to the last week in June;
(b) Shifting the conference to the first week in December;
(c) Alternating the conference between end June and beginning December (i.e. 18 months apart);
(d) Whether they would be willing to make attendance of the conference part of the training of their senior students.
1.10.2 Follow up on recommendations of UCT organising committee
The Council had taken the following decisions on recommendations of the Cape Town organisers (some of these are from the previous council meeting):

Recommendation 3: A Council member should be the contact person for liaison with overseas sponsors for Physicists from African countries to attend the conference (Such as ICTP Trieste, and IPPS in Sweden). Prof Hellberg is fulfilling this role.
Recommendation 4:
Council should take responsibility for contacts with delegates from other African countries. Prof Hellberg would also do this.
Recommendation 5: Retain a web-based registration system which can be used every year with minor updating.
Dr Whitelock, Dr Prozesky and Prof Geyer to investigate the possibility that the web page for registration, such as that used at the PE conference, be kept and used for a centralised registration for future conferences.
Recommendation 6: Have the lecture demonstration competition every second year.
Decided to support this recommendation and raise it at the AGM. This would be pointed out to Prof Swanepoel, Convener of the OC for the 2000 conference.
Recommendation 10: Have a centralised conference office at the conference.
Decided that this is desirable and would be put in the guidelines.
Recommendation 12:
Pass on information about sponsors from organiser to organiser and employ someone to retain contact with the sponsors.
Decided that it is better if physicists contact the sponsors themselves, and that information is already passed on by the organisers.
Recommendation 14.2: Give exhibitors a short oral session in which to address the delegates.
Decided that this is a good idea, but should be left to the organisers.

1.10.3 Port Elizabeth (UPE and PE Technikon) 1999
The report is being awaited.

1.10.4 Johannesburg (RAU) 2000
(a) Invited speakers: The list and priorities proposed by the organisers were approved.
(c) The Solar, Terrestrial and Plasma Physics group's request to draw up own programme for their sessions would be conveyed to Prof Swanepoel.
(d) Ideas to make it a bumper conference: Prof Swanepoel had specific ideas.
(e) Request by J Padayachee about student prizes for papers or posters. Decided to leave it to each specialist group to consider using the R1000 available to them for this purpose. Specialist groups would be reminded by the Secretary.

1.10.5 Year 2001
Prof Hellberg reported that Prof T Doyle (UND) was considering this and would decide soon. Prof Mafokwane of MEDUNSA has indicated that they might be willing to organise and host the 2001 conference.

1.10.6 Year 2002
Prof Hellberg pointed out that UFS had said at the 1999 conference that they will be willing to offer a conference soon. He would ask them to send a formal invitation.

1.10.7 Using professional organisers
Council noted that this would be expensive, and that the need for it might fall away if a central registration system could be put into operation.

1.11 COMMITTEES OF COUNCIL
1.11.1 Awards Committee
The non-Council members of the awards committee, Prof Feast and Prof Hahne have accepted the nomination. Dr Connell had accepted the appointment as alternate for any of the members.

1.11.2 Education Committee
1.11.2.1 SAQA and the NQF
(a) Prof Spoelstra had written to the Department of Education to request that the SAIP be part of the process of generating standards.
(b) The Council discussed the possibility of setting up or participating in a Standard Generating Body (SGB) for Physics and Physics Education. Dr Whitelock said that Prof Zingu felt that we did not have the resources to set up a SGB ourselves. A meeting was held with SAQA, attended by Prof Malherbe, Prof Moraal, Dr Max Braun and Dr Diane Grayson. After the meeting Dr Grayson drafted a proposal for setting up a SGB for Physics and Physics Education. Prof Malherbe circulated the document to Council members by email, but there was not enough response to warrant submitting the document. In the mean time Prof Malherbe received a letter from SACNASP to inform him that SACNASP has applied for ETQA (Education and Training Quality Assurance) accreditation for bands 5, 6, 7 and 8.
The meeting decided:
(i) That the application to set up a SGB of which the SAIP would be part, was in order. It took a cautious approach and did not commit the SAIP to run and finance the SGB.
(ii) To request Dr Grayson to represent the SAIP at the meeting coming up on 18 November in Johannesburg.
(iii) That SAIP should be involved in the SGBs and that SACNASP should be involved only in the NSBs, as it is their responsibility to monitor standards.
(iv) That Prof Malherbe should send copies of our application to SACNASP and to Prof Wright, Dean of Science of WITS who is setting up the SGBs for SAQA, for their information.
1.11.2.3 Curriculum 2005
Dr Whitelock reported that it appeared that the ministry was holding back on introducing Curriculum 2005.
1.11.2.4 Letter to the Minister of Education
Council noted that the letter written by the Education Committee to the Minister of Education, Prof Kader Asmal, would be sent under the signature of the President, Prof Malherbe.

1.11.3 Portfolios of Council
(a) Conferences (Prof Hellberg)
Prof Malherbe was given this portfolio while Prof Hellberg was on study leave.
(c) International liaison (Prof Hellberg)
Prof Zingu was given this portfolio while Prof Hellberg was on study leave.
(d) Marketing (Dr Prozesky)
Dr Prozesky said that he planned to:
(i) Send invitations to various companies to join SAIP as Institutional members.
(ii) Send personalised invitations to graduated students at the different universities to join as Student members.
(iii) Set up an employment corner at SAIP conferences, and include employment news in the Newsletter.
(iv) Write to DACST about the possibility of having a Science Week every year.
Council decided that one of the benefits which we can offer to companies is the inclusion of limited advertising material in SAIP circulars to members.

1.11.4 Role and function of the SAIP
The Council requested Dr Prozesky to look at this portfolio.

1.12 SPECIALIST GROUPS
1.12.1 Applied Physics
(a) The meeting noted that this group had decided not to have an election every year.
(b) Dr Prozesky reported that the workshop for physicists in industry will not be held in January, but in July in Johannesburg, after the conference.
1.12.2 Lasers Optics and Spectroscopy
Dr Chinnery, had attended the report back by Dr Rob Adam and summarised the document "Proposed National Strategy on Laser Technology for South Africa". The laser centre was being established, and would initially be run by a trust. Council expressed some concern over the funding.
1.12.3 Solid State and Materials Science
Prof Malherbe submitted a document with the names of the new office bearers (chairperson: Prof JAA Engelbrecht of UPE). He also submitted a report of the group's activities over the past year.
1.12.4 Education
The Council noted that Dr Grayson was the new chairperson and expressed confidence that she would revive the group.

1.13 SAIP AFFILIATIONS AND REPRESENTATIONS
1.13.1 AS&TS
(a) Council noted the letter received from AS&TS on the nomination of the Nooitgedacht Gamma Ray Telescope for the technology award and requested Prof Moraal to convey the congratulations of the Council to the research team on getting a second place for this prestigious award.
(b) Prof Malherbe submitted a report on the activities of AS&TS. Council discussed the proposed splitting of AS&TS into two bodies, with one, the National Federation of SET societies of SA, catering for the needs of learned societies like the SAIP.
1.13.2 JCSS
Prof Malherbe reported that JCSS appears to be dead.
1.13.3 NS&T Forum
Prof Malherbe submitted a report on the activities, including those of DACST for promoting science. The meeting also noted with pleasure that, although Prof Sellschop did not win the award for which the Council had nominated him, he was one of the finalists. The Council decided not to make a nomination for the NS&T Forum award for 2000.

1.14 INTERNATIONAL LIAISON
1.14.1 IUPAP
The document on "The importance of Physics to society" was distributed by Profs Spoelstra and Malherbe, and several responses had been received. Prof Kader Asmal, Minister of Education, sent a very thorough response and had passed it on to the relevant people in education.
1.14.2 APS
Prof Hellberg described the arrangements for getting the "Timeline" posters from the APS, and Council accepted that the cost for transportation will be US$ 1400. SAIP members can order many APS publications at reduced cost, because SAIP was now a reciprocal society. A list of these and an application form would be included with the next circular to members, and also put on the web page. The application form is available from the Secretary.
1.14.3 IoP
A draft agreement between the IoP and the SAIP was discussed.
1.14.4 EPS
Prof Malherbe will be attending the World Congress of Physical Societies on 15 and 16 December at the Magnus House in Berlin, Germany, where he will present a paper on trends in student numbers in SA.

1.15 MEMBERSHIP MATTERS
1.15.1 Voting rights for Associate and Student members
The Council noted the draft Constitutional changes submitted to the AGM and that the Council was requested by the AGM to:
(a) consider changing the requirements for Student membership so as to require a minimum of an honours degree;
(b) investigate the situation in other countries;
(c) draft the constitutional changes necessary for submitting to the next AGM. The Secretary would write to the IoP, the APS, the NVVN and the South African Chemical, Mathematical and Computer Institutes to find out about voting rights in these organisations.
1.15.2 Honouring high profile members
The possibility of honouring high profile members, for instance by having a conference in their honour on 60th or 70th birthdays was discussed. The Council decided not to pursue this as it would set a problematic precedent in terms of who was honoured and who not.

1.16 GENERAL
1.16.1 Cooperation with other societies
The Spectroscopic Society of South Africa had approached the SAIP through their new Chairperson, Janette Cawood, Laboratory Manager at Namakwa Sands in Saldanha Bay. They would be happy to collaborate in matters of mutual interest. Biophysics is now a very small group and is having trouble surviving. Prof Malherbe has asked them if they would like to come under the SAIP fold.

1.16.2 Visit by Prof Cohen-Tannoudji
Prof Malherbe informed Council that the Nobel Prize winner Prof Cohen-Tannoudji was interested in coming to South Africa to give a series of talks. He has radical ideas about teaching primary school children. The French Attache was prepared to pay the cost of a two week visit if we could organise the lecturing tour. The Council decided that Prof Moraal should approach Dr Jan Smit of Potchefstroom to find out if he would be willing to organise the tour. He might ask Dr Grayson to make the arrangements near Pietersburg, Prof Linder in the Western Cape, Prof Michael Kahn at UCT, etc.

1.16.3 Request by Prof Linder
Council noted the request by Prof Linder for financial assistance for the physics club of his students, but decided that it would be out of line with the policy of the SAIP Council, and set such a precedent.

1.16.4 Appointment of Dr Rob Adam as DG of DACST
Council asked Prof Malherbe to congratulate Dr Adam, a member of SAIP, on his appointment as Director General of DACST.

1.16.5 A to Z of Careers
Dr Prozesky agreed to revise the entry on Physicist for the next issue of the book, "A to Z of Careers".

1.16.6 Physics Olympiad
Prof Geyer enquired about the RSA's non-participation in the olympiad. Prof Spoelstra will provide him with material relating to previous discussions, and Council approved the suggestion that he look for financial support for possible participation.

1.16.7 NEXT MEETING
The Council decided to have the next meeting in Pretoria, on Monday 28 February in the Physics Department of the University of Pretoria.

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