Overview: Current Status of WIYN

1. WIYN Planning Meeting Overview: Current Status of WIYN February 28, 2013

2. The Consortium NOAO: NSF divestment nearly certain, current plan is to leave the consortium after FY2014. Yale: Likely to leave the consortium soon: Earliest Departure: end of FY2013 Latest Departure: end of FY2014 Wisconsin: Plan to stay in consortium, but most likely will reduce their financial contribution. Indiana: Plan to stay in consortium at current level.

3. The Consortium In this funding scenario, WIYN can only count on ~$1M from its current partners in FY2015 and beyond. However, we can hopefully reduce operations costs to well below the current $2.7M. Perhaps operations costs can be reduced to say $1.5-2.0M. In this case, one or two new partners are needed.

4. Telescope & Instruments WIYN Telescope is operating effectively and in good working order. Typical technical down time is ~1%. Current Instrument Complement: Hydra + Bench pODI WHIRC (+ WTTM) SparsePAK + Bench

5. Status of New Partner Search Prior to the August 2012 release of the NSF Portfolio Review report, WIYN was already pursuing new partners. The need for new partners escalated tremendously in the past 6 months! The nature of the NSF Portfolio Review damages the image of WIYN, making the job of finding new partners harder. We have talked to several interested parties, but to date no strong candidates have emerged.

6. Status of New Partner Search Current asking price: Capital Buy-in Fee (suggested) $1.5M for 10% share plus share of operations $270k for 10% share Goal for raising capital through buy-in fee: complete ODI focal plane. Most likely we will need to reduce or eliminate buy-in fee. Creates “operational partners” rather than “real” partners; reduces options for completing ODI.

7. Strategic Planning Initiative Started in July 2013, based on recommendation from Feb. 2012 Board meeting. Three-phase plan was developed. First phase partially completed in Fall, 2012 (Geha sub-committee). Response to Portfolio Review + Director’s departure has swamped Board officers. Focused switched to saving WIYN.

8. Strategic Planning Initiative Current Status: Formally on hold. Phase 1 partially completed – some results may surface this afternoon. This meeting as the central portion of Phase 2. We are planning for WIYN’s future, but with less emphasis on long range planning and more on survival. Envision coming back to the process once our future is stable.

9. Leadership & Management Issues WIYN Director Pat Knezek leaving her position. Her departure puts additional pressure on the organization. The situation put us in a dangerous position when coupled with the loss of partners. We have no Director just at the time when we need to be evolving WIYN. The Futures Committee feels that this situation needs immediate attention. Subject of this afternoons first discussion.

11. WIYN Planning Meeting Near-Term Management Plan February 28, 2013

12. The Assumptions NOAO and Yale will leave the Consortium after the end of FY2014 (or sooner). Wisconsin plans to ramp down its financial commitment to WIYN. Expectation that in FY2015 we will have only ~$1M contributions from the current partners (down from $2.7M in FY2013).

13. The Goal By the start of FY2015: Find enough new partners to raise between $0.5-1.0M/year Reduce WIYN operations costs to $1.5-2.0M Reduce dependency on NOAO (financial, operations)

14. The Tasks • Identify and negotiate agreements with new partners • 2) Separate all financial operations from NOAO; get onto a cash-only basis • 3) Develop an operations and staffing model that is more independent of NOAO • 4) Continue to explore options for completing ODI • 5) Continue to operate WIYN for the consortium in an efficient manner

15. The Plan 1) Accept NOAO’s offer to provide support/supervision of the day-to-day operations of WIYN. 2) Hire an Interim Operations Director (most likely part time) who will carry out essential duties of Director not covered in #1 above. 3) Hire a consultant with a background in observatory management to help develop financial and operations models for WIYN. 4) Organize a Board-led effort to identify and negotiate with potential new partners.

16. Interim Operations DirectorJob Description • Advocacy for WIYN when negotiating with NOAO for resources • Dealing with emergency situations that require significant resources from WIYN • Supervision of Observatory and instruments; broad oversight of ODI development • Working with the SSC to keep the two-way flow of information and input going • Reporting to the Board on all aspects of the Observatory • Developing plans for facilities improvements as needed • Oversight of financial aspects, including budget development and procurement • Scheduling the telescope

17. The Plan 1) Accept NOAO’s offer to provide support/supervision of the day-to-day operations of WIYN. 2) Hire an Interim Operations Director (most likely part time) who will carry out essential duties of Director not covered in #1 above. 3) Hire a consultant with a background in observatory management to help develop financial and operations models for WIYN. 4) Organize a Board-led effort to identify and negotiate with potential new partners.

18. The Consultant • Identify and hire ASAP. • Short-time position (4-6 months, although highly uncertain). • Tasks for the Consultant: • Developing a range of operations models to match possible future funding scenarios • Laying out staffing plans and budgets to match these operations models • Work out the details of extracting WIYN financial operations from those of NOAO

19. The Plan 1) Accept NOAO’s offer to provide support/supervision of the day-to-day operations of WIYN. 2) Hire an Interim Operations Director (most likely part time) who will carry out essential duties of Director not covered in #1 above. 3) Hire a consultant with a background in observatory management to help develop financial and operations models for WIYN. 4) Organize a Board-led effort to identify and negotiate with potential new partners.