UCAR Board of Trustees Meeting 12 -13 February 2002 - Boulder, CO

Secretary's Report

UNIVERSITY CORPORATION FOR ATMOSPHERIC RESEARCH

MINUTES

Board of Trustees Meeting
8-9 October 2001
Boulder, Colorado

The duly convened meeting of the UCAR Board of Trustees was held in the Mesa Lab’s Damon Room and the Fleischmann Building’s Walter Orr Roberts Board Room, Boulder, Colorado. Present for all or portions of the meeting were:

Otis Brown, Board Chairman, University of Miami
Richard Anthes, President, University Corporation for Atmospheric Research
Leo Donner, Princeton University
David Houghton, University of Wisconsin
Eugenia Kalnay, University of Maryland
Charles Kennel, Scripps Institution of Oceanography
Paola Malanotte-Rizzoli, Massachusetts Institute of Technology
Ronald McPherson, American Meteorological Society
Mary Jo Richardson, Texas A&M University
David Skaggs, Council for Excellence in Government
Ronald Smith, Yale University
Soroosh Sorooshian, University of Arizona
Dennis Thomson, Pennsylvania State University
Gabor Vali, University of Wyoming

Counsel and Corporate Officers:

H. Gregory Austin, UCAR Counsel, Holland & Hart
Lise Carney, UCAR Counsel, Holland & Hart
Jack Fellows, Assistant Secretary, VP for Corporate Affairs & Director of UOP
Susan Friberg, Assistant Secretary, Governance Liaison, Corporate Affairs, UCAR
Kathryn Schmoll, Vice President, Finance & Administration, UCAR
Dan Wilson, Director of Treasury Operations, UCAR

National Science Foundation:

Bernard Grant, Financial Operations Specialist, UCAR & Lower Atmospheric Facilities
Oversight Section, ATM
Cliff Jacobs, Head, UCAR & Lower Atmospheric Facilities Oversight Section, ATM
Jarvis Moyers, Division Director, ATM

UCAR, NCAR, UOP:

Meg Austin, Program Manager, Visiting Scientist Programs, UOP
Eron Brennan, Multi-Media System Administrator, IT, UCAR
Dave Carlson, Director, Atmospheric Technology Division, NCAR
Steve Dickson, Associate Director of Operations, NCAR
Dick Dirks, Associate Director, JOSS, UOP
Dave Fulker, Director, Unidata and NSDL, UOP
Roberta Johnson, Director, Education & Outreach, UCAR
Al Kellie, Director, Scientific Computing Division, NCAR
Dale Kellogg, Executive Assistant to the Director, NCAR
Tim Killeen, Director, NCAR
Mary Marlino, Director, PAGE/DLESE Program Center, UOP
Meg McClellan, Director, Legal Services, Finance & Administration, UCAR
Melissa Miller, Director, Budget & Finance, Finance & Administration, UCAR
Susan Montgomery-Hodge, Executive Assistant to the President, UCAR
Bob Roesch, Director, Human Resources & Employee Relations, UCAR
Karyn Sawyer, Director, JOSS, UOP
Cindy Schmidt, Director, Office of Development & Government Affairs, UCAR
Kathy Strand, Manager, UCAR Office of Programs
Betty Valent, Executive Assistant to the VP of Finance & Administration

1. WELCOME AND AGENDA REVIEW

The Board convened in Regular Session. Chairman of the Board Otis Brown called the meeting to order at 1:00pm and welcomed the Trustees, NSF officials and guests. Two members of the NCAR Advisory Committee also joined the Trustees: John Shaw, Vice President and General Manager of Opus Northwest, LLC and Jack Graham, CEO of International Catastrophe Insurance Managers. Brown reviewed the agenda and asked for adoption. It was moved, seconded, and passed to adopt the agenda as presented.

2. CHAIRMAN OF THE BOARD’S REPORT

Chairman Brown reported on the following activities since the June Board meeting:

  • Board Executive Committee Meeting by teleconference on 22 August – the Committee agreed to present to the Members for discussion at the Annual year’s meeting a memo regarding Trustee breadth and diversity. The Committee also approved the refinancing of the 1991 and 1996 Series revenue bonds to extend the maturity date and provide UCAR with a lower interest rate.
  • June Board Meeting Follow-up – a quorum was not present on the second day of the June Board meeting, so voting on the re-election of Gene Keluche to the UCAR Foundation Board was not possible. However, he was unanimously re-elected by written consent of the full Board.
  • Advocacy – work continues on advocacy issues, which will be discussed later in the meeting. Anna Unruh, the new UCAR-AMS Congressional Science Fellow, has accepted a position in the office of Massachusetts Congressman Edward Markey; she will be working on energy-related issues.
  • Outgoing Trustees – neither Julia Paegle, who has served two consecutive terms, or David Houghton, who is retiring from the University of Wisconsin, will be able to run again for re-election. The Board thanked them with a round of applause for their service and dedication to the Board.

3. SECRETARY’S REPORT

Secretary Ronald Smith presented the minutes from the 12-13 June 2001 Board of Trustees meeting and asked for approval. It was moved, seconded, and passed to approve the minutes as written.

4. NCAR STRATEGIC PLAN

Chairman Brown introduced this item by reminding the Board that this version of the NCAR strategic plan takes into account the Board’s input at the previous two Board meetings. NCAR Director Tim Killeen reviewed how the strategic plan was developed, pointing out that the scientific initiatives in the strategic plan started with "self-organizing, grassroots" efforts by a number of NCAR scientists, and represent the scientific vision for NCAR. He discussed how the strategic plan was revised to clarify NSF’s role and how it provides opportunity for new and expanded relationships with universities. He reviewed the themes and projects – the "roadmap" – of the plan, emphasizing broad and challenging scientific problems–"sound science in service to society". In addition, it focuses on developing the human capital for the atmospheric and related sciences, integrating strong research and education components. Killeen said that the implementation strategy will be developed in early 2002 emphasizing short-term goals and measurable outcomes.

The Trustees congratulated Killeen on the strategic plan and provided the following comments:

  • Review the current NCAR programs and consider what can be phased out. Killeen responded that he views the implementation of the plan as "an evolutionary migration" and that during this coming year he will review the status of all programs with the NCAR Directors.
  • Include international collaborations more prominently in the plan.
  • Consider how to augment the bi-directional sabbaticals of senior level professors and NCAR scientists.
  • Address more fully the question of what our science can contribute to society and emphasize it more strongly at the end of the strategic plan.
  • Consider ways to emphasize how the universities and NCAR can form stronger alliances.

It was moved and seconded to approve the NCAR strategic plan in substance, and incorporating modifications as suggested by the Board in the next draft. One Board member questioned the necessity of Board approval for the strategic plan. Cliff Jacobs reminded the Board that NSF provides funding to UCAR to manage NCAR, thus the UCAR Board has a strong oversight responsibility. Anthes added that it's critical that the Board approves and oversees the direction of NCAR’s scientific activities for the UCAR Members as well. The question was called. The majority of Board members present approved the plan; there was one abstention.

Chairman Brown thanked Killeen, his staff and the scientists and external collaborators who participated in the development of the new strategic plan.

5. TREASURER’S REPORT

In Treasurer Patricia Woodworth’s absence, Vice President for Finance and Administration Kathryn Schmoll presented the Consolidated Statement of Funding and Expenditures for the first 11 months of FY 2001. She reviewed the program funding and expenditures/commitments noting that a significant amount of funding has been received late in the fiscal year 2001; over $45M in funding arrived in September. The general fund should end up close to projections, once the fiscal year is closed out. And "while revenues were not as high as anticipated, neither were the expenses". Investments have been better or close to those with whom we compare, although the market volatility has had an impact. Schmoll acknowledged that the Science Store’s profits are not as high as projected, but she also noted that tourism has been down significantly, even before the 11 September tragedy. When the Science Store was created, UCAR management anticipated a gradual increase in its profits and gave it three years to get established. It was moved, seconded, and passed to accept the Treasurer’s report.

6. POLICY APPROVAL

Schmoll referred to the proposed policy on sexual harassment and noted several reasons for having a specific policy on this issue. Although a number of UCAR policies refer to sexual harassment, there is not one specifically addressing it. Thus the Trustees are asked to review and approve the proposed policy, which was sent to them in advance of the meeting. It was moved, seconded, and passed to approve the sexual harassment policy. The new policy will now be forwarded to the NSF for their approval.

7. UCAR PRESIDENT’S REPORT

UCAR President Rick Anthes thanked the Board members for traveling to Boulder during this time of uncertainty and turmoil and also thanked them for their input at these meetings. After reminding the Board that his and the NCAR and UOP Director’s full written reports could be viewed at http://www.ucar.edu/governance/meetings/oct01/bot.html, he highlighted the following activities:

  • High-Performance Instrumented Airborne Platform for Environmental Research (HIAPER) – an additional $12.5M for the acquisition of the aircraft has been received.
  • Advanced Research Computing System (ARCS) – this represents a major effort to improve NCAR’s computing facilities and places us as one of the top five to ten computing facilities in the world.
  • Recruitment for the Discipline – Anthes referred to the website being developed, the survey sent out to member universities and the article which will run in the January 2002 BAMS issue.
  • Government Affairs and Advocacy – the Office of Government Affairs (OGA) has hosted numerous exhibits, science briefings, visits to Congress, testimonies in front of Congressional hearings, as well as visits by several high level federal agency staff. The FY 02 budget for NSF will likely come in between the House and Senate numbers, and will not approach the percentage increase received last year. He also said that FY03 budgets may be flat at best. He said that our community needs to work hard to demonstrate the relevance of our science to defense activities.
  • Finance and Administration
    – Phase One of the Mesa Lab refurbishment is progressing. The tree plaza and the Fleischmann Building refurbishments are complete and the Mesa Lab fountain construction and the external repairs to the Mesa Lab are continuing.
    – The new building addition at Foothills Lab is moving forward with the tax-exempt financing application and the Planned Use Document with the City of Boulder being started. The decision on which division should move to Foothills is still under consideration. Application for the NSF approval process has begun and the Board’s approval will be formally sought at the February 2002 meeting.
    – Human Resources continues to follow up on the APS study regarding family friendliness issues, mentoring and communication.
  • NSF Reviews in preparation for the renewal of the next Cooperative Agreement – the NSF reviews of the NCAR Divisions have begun and are going well. The NSF Review of UCAR/NCAR Management will occur on 13-15 November. SPEC observers will participate in all the reviews. Six areas of program performance that were emphasized in the 1997 Management Review will be considered at the November review: fundamental research; understanding and predicting the earth system; advanced scientific facilities; human dimensions and societal impacts; education and training; and applications and technology transfer. Anthes referred to the Review Reference website (www.ncar.ucar.edu/review01) which contains several of the important strategic plans as well as NCAR’s program plan and the "UCAR Management of NCAR Science, Facilities, Education and Service" accomplishments' document submitted to NSF for the management review.
  • Graduate Students – Anthes reported on the visit of the six University of Arizona graduate students this past summer. In part because of the success of this visit, a summer leadership workshop at NCAR is being considered next summer for 20-30 undergraduates to be nominated by their institutions.

Anthes concluded by saying that the top four issues/opportunities that he sees for this next year are: the implementation of three strategic plans - NCAR, Education and Outreach, and the High-Performance Simulation plan; the continued progress with HIAPER; successful completion of all the NSF reviews and the negotiation of the next cooperative agreement with NSF; and support of the FY2003 budget.

8. EXECUTIVE SESSION

The Board convened in Executive Session. Minutes are kept in the Corporate Offices.

9. TOUR OF THE NEW SCD VISUALIZATION LABORATORY

Chairman Brown explained that SCD has been working at a record pace to complete the new visualization lab in time for the Trustee and Members Representatives meetings. The centerpiece of the new lab is an access grid built for collaborative work. The Trustees adjourned to tour the SCD Visualization Lab.

TUESDAY, 9 OCTOBER

10. ATM/NSF REPORT

Cliff Jacobs, Head of UCAR and Lower Atmospheric Facilities Oversight Section-ATM reported on the following:

  • NSF reviews – Reviews of two of the NCAR Divisions, ESIG and ASP, have been completed and both were positive. Jacobs reviewed the scheduled for the remaining division reviews and the UCAR/NCAR Management Review.
  • NSF Budget - Although there is a strong push to complete the appropriations bills quickly for FY 2002, a continuing resolution has been issued through 16 October. NSF has submitted several budget scenarios to OMB for FY 2003. Jacobs is hopeful for good increases in the FY 2002 budget, if the following statement gives reason to hope: "Now that the White House and Congressional leaders have tentatively agreed to raise overall federal spending for 2002, I expect NSF to end up with a sizable spending increase for the new fiscal year. More resources will be devoted for R & D, as the Director of the Office of Management and Budget, Mitch Daniels, has agreed." Science Committee Chairman Boehlert on Impact of Terrorism on R&D.
  • Large Facility Projects Management and Oversight Plan – In response to an OMB review, NSF developed this plan "to enhance its capability to estimate costs and provide oversight of project development and construction". Budget overruns on the Gemini telescope in part triggered the OMB review. NSF is using UCAR’s management of NCAR as an example of a positive management team approach with NSF/ATM to manage a large project. A "best practices" workshop between NSF and UCAR is scheduled for 22-24 October; NSF intends to use what it learns from UCAR as a model in its development of unified methods to manage all large institutions and facilities.
  • Cooperative Agreement Administrative Paradigm – Jacobs announced that with the new cooperative agreement, NSF will issue separate SPO’s for NCAR, HIAPER, etc. so that these entities can be tracked individually.

11. NCAR DIRECTOR’S REPORT

NCAR Director Tim Killeen discussed the following issues:

  • Staff – Jerry Mahlman and Jeff Anderson have accepted visitor appointments at NCAR. The new NCAR Director of Research Relations, Peter Backlund, will start in December 2001. Nine new early career scientists have been hired, which is the single biggest increase in Jr. Scientists at NCAR since the early 1990s. NCAR has been fortunate to recruit the best young scientists whose research specialties map closely with NCAR’s strategic plan, and increased emphasis on mentoring and professional development programs should help these new scientists flourish at NCAR. The number of NCAR visitors in the past year is close to 700, with 95 staying here for six months or more. A total of 85 undergraduate students were hosted in FY2001. Activities related to "developing the human capital" at NCAR and in our field include: new mentoring guidelines, panel sessions with the Early Career Scientists Assembly; NCAR-wide and divisional Town Meetings with Killeen; UCAR Town Meetings with Anthes; the staff development survey on desired training courses; the employee focus groups on career development issues; the Work/Life balance needs survey; and professional development training starting FY 2002.
  • NCAR Peer Reviewed Publications – NCAR has produced 455 peer-reviewed publications this past year and ranks 3rd (behind NASA and NOAA) in total number of published papers in the Geosciences, 4th out of 764 institutions in citations per papers in the engineering field, and 9th in overall number of average citations per geosciences paper.
  • NSF Reviews – the review of ESIG started on the day of the terrorist attacks and in spite of the very difficult circumstances, the review went forward. The Review Panel was very impressed with ESIG’s products, staff and science, but recommended additional staff and focusing on a single, large theme. The ASP review was also positive with recognition of the strong post doc program and the graduate fellowship program. They encouraged ASP to broaden and expand the Geophysical Turbulence Program workshops.
  • NCAR Annual Budget – Killeen reminded the Trustees of the divisional budget process he began last year which starts early in the fiscal year before receiving NSF’s final operating budget. The NSF guidance letter for FY2002 directs NCAR to plan for a 4% increase over FY2001 budgets. 1.5% of the 4% increase will be allocated to NCAR core programs and the remaining 2.5% will go toward new initiatives and other needs. The NCAR opportunity fund will also increase to $500K.
  • HIAPER – Engineering studies on the aircraft and recruitment of a project manager are going forward now that a letter of intent has been signed with Gulfstream, and plans are underway to hold an instrumentation workshop at NCAR in the near future.
  • Advanced Research Computing System (ARCS) – Killeen said that ARCS is doubling the raw computing power at NCAR--the single largest computing upgrade in NCAR's history. Within a matter of weeks the upgraded system will be available to the community. NCAR has planned that future upgrades and options will keep NCAR and the university community at the forefront of computing capability.
  • FY2002 NCAR Directorate plans: Killeen highlighted his plans for the coming year which include: implementing the strategic plans; continuing to reach out to the private sector (i.e., the NCAR Advisory Council); working to continue improvement in diversity, demographics, mentoring and staff development; improving relations with universities; and participating in the national climate/weather, space weather, and IT agendas.

12. UOP DIRECTOR’S REPORT

UOP Director Jack Fellows briefly reviewed some of the activities in the following programs:

  • Visiting Scientist Programs (VSP) supports visiting scientists and post doctorate programs at many federal labs. They also support work groups and steering committees such as the advisory panels for the NCAR Reanalysis project and the National Centers for Environmental Prediction as well as workshops for Space Weather Week, NOAA Summer Institute and Young Investigators.
  • Cooperative Program for Operational Meteorology, Education and Training (COMET) supports operational forecasters’ professional development. COMET is in the process of finalizing a new five-year cooperative agreement with NOAA and has two new sponsors: the Meteorological Service of Canada and the National Polar-orbiting Operational Environmental Satellite System. Their webcast training modules are very popular with educators and students and usage of the COMET site has increased 120% from 2000 to 2001. They have also developed 40 case studies of weather events, which have generated considerable interest, as well as ten new training modules in Numerical Weather Prediction and Quantitative Precipitation Forecasting.
  • Joint Office of Science Support (JOSS) – JOSS provides start-to-finish support services (including operations, logistics and data management) for field campaigns. JOSS has moved into the data management phases of the Aerosol Characterization Experiment - Asia-Pacific Region (ACE-Asia) project, which examined atmospheric aerosols over China, Japan and Korea and included 130 scientists from 12 nations, 22 universities and 12 other research institutions.
  • Unidata enables universities to acquire and use data. Dave Fulker, Unidata Director, has secured a National SMETE [Science, Meteorology, Engineering, and Technology Education] Digital Library (NSDL) award and will be splitting his time 50/50 as director between Unidata and NSDL. The NSDL is a significant program for UCAR and involves considerable university collaboration. Unidata also does joint work with entities both within and outside of UCAR as well as develop and provide training on various data management tools.
  • Digital Library for Earth System Education (DLESE) Program Center supports the Earth System Sciences community digital library building effort. The goal is to help educators and students create, find, evaluate, and use resources that support inquiry-based Earth system science education. Feedback from users thus far has been positive. Users have especially expressed appreciation for the fact that the science information on the site can be trusted since all the information has been reviewed by the community. This critical feature sets it apart from other search engines. Currently, 1000 resources are searchable by subject, grade level and resource type. A proposal to NSF for the next five years is being developed.
  • Constellation Observing System for Meteorology Ionosphere Climate (COSMIC), a collaborative science project between the United States and Taiwan. COSMIC’s goal is to launch a constellation of six microsatellites in 2005 that will collect atmospheric remote-sensing data for weather prediction, climate, ionospheric, and geodetic research. The satellite and science support contracts have been signed; the launch vehicle contract should be signed in early 2002. It is hoped that funds will be arriving by February 2002.
  • GPS [Global Positioning Satellites] Science and Technology (GST) program develops equipment and support to use GPS instrumentation and data in geosciences research. The present focus is SuomiNet which uses slant GPS and tropospheric profiler data to analyze wind and moisture and produce a 3-D simulation. Eleven SuomiNet sites are operational.

13. UCAR MEMBERS’ MEETING PREVIEW

Anthes reviewed the Members’ agenda and then encouraged the Board to participate in the forum and encourage discussion on how to respond to future challenges and opportunities facing the atmospheric and related sciences. He also encouraged them to attend the tribute to the retired Electra aircraft, acknowledging its value to the community over the past 30 years. Jarvis Moyers (ATM/NSF), Dave Carlson (ATD Director) and Roger Wakimoto (UCLA) will be presenting the tribute.

14. TRUSTEE BREADTH AND DIVERSITY

Trustee Paola Malanotte-Rizzoli, Chairwoman of the Members Nominating Committee, explained that the Committee felt it would be very beneficial to UCAR, the university community, and Member institutions as well as the Board of Trustees to have a broader breadth and diversity on the Board, (i.e., those with high level management experience such as CEOs of private corporations and former directors of federal agencies) to address the diverse work that UCAR is doing. The Nominating Committee drafted the "white paper" to the Members Representatives listing four options that would accomplish the broadening of the Board; they also included the possible pros and cons of each option. The Nominating Committee did not make a recommendation; the paper is intended to raise the issue for discussion with the Members, give them time over the next year to talk with their colleagues, and then possibly amend the by-laws, if necessary, to address this issue at the October 2002 meeting.

The Board was unanimously supportive of this effort to include trustees with a broad range of experience to the Board.

15. ADJOURN

Chairman Brown reminded the Trustees of the 2002 Board meetings scheduled for 13-14 February (Boulder), 12-13 June (Washington, D.C.) and 7-8 October (Boulder).

The regular meeting of the Board adjourned at 11:15 am.

End of Draft Minutes –

Minutes approved by:



Ronald B. Smith
Secretary of the Corporation

Minutes prepared by:



Susan J. Friberg
Assistant Secretary of the Corporation