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Executive Committee of the American Institute of Physics

Minutes of Meeting

December 8, 1962

Members Present: Ralph A. Sawyer – Chairman, Wallace R. Brode, S. A. Goudsmit, W. W. Havens, Jr., R. B. Lindsay, S. L. Quimby

Absent: Francis W. Sears

Guest: Frank Verbrugge

AIP Staff Present: Elmer Hutchisson, Wallace Waterfall, Henry A. Barton, Mary M. Johnson

The Chairman called the meeting to order at 9:40 a.m.

1. Minutes

Upon motion made, seconded and passed without dissenting vote, the minutes of the meeting of September 26, 1962 were approved as distributed.

2. Financial Matters

  1. Report on Mortgage

    The Treasurer reported that the mortgage arrangement which was approved by the Governing Board at its meeting on September 28 was completed on October 31, 1962. It is to be paid off, with interest at 5-5/8%, over 15 years by quarterly payments of $8,675.05 each. The net amount received after legal and other expenses was $344,286.90.

  2. Rebate to Societies on Subscription Handling and Dues Collection Charges for 1962

    The Treasurer pointed out that journal costs this year have been very high both for AIP and for Member Societies. It is estimated that AIP will lose about $37,000 on its archive journals and high subscription handling costs account for this loss. Part of these high subscription handling costs on all journals were incurred deliberately in our effort to placate irate members and subscribers and get our service back to normal. Although it is difficult even now to see how we could have avoided some of our troubles and expenses, we recognize that they are largely our responsibility.

    The Treasurer recalled that, at the Executive Committee meeting on September 26, officers of AIP considered suggesting that the Institute absorb some of the additional costs of subscription handling which were incurred during 1962. The Institute staff now recommend that this be done by making unit charges to the Societies for this service for 1962 the same as they were for 1961. The amount which would thus be absorbed by AIP is estimated now at approximately $57,000 and this would be rebated to the Societies as follows:

    Estimated
    APS$31,200
    OSA6,200
    Acoustical Society9,100
    AAPT8,800
    AAS1,700

    The Treasurer displayed a graph which illustrated how unit subscription handling costs on AIP-owned journals rose gradually from approximately $1.10 in 1954 to $1.35 in 1958. In 1959 and 1960 they dropped artificially because a large portion of the costs of departments involved were charged to the conversion. In 1961, subscription handling costs rose to approximately $1.80, a figure not far out of line with the projection from earlier years, but in 1962 the unit cost has risen about 80% above 1961. Unit costs on Society journals have not risen as much in 1962 but they are higher than they should be.

    In the matter of dues collection, the Treasurer reported that the following figures represent the charges per member to the Societies in 1961 and 1962:

    19611962 (Estimated)
    APS$1.90$2.19
    OSA.91.95
    AAPT.83.85
    SOR.83.92

    The Treasurer of the Acoustical Society, which does not have its dues collected through the Institute, has said that his cost per member would run to $1.50 if all costs were included. In spite of this evidence that our 1962 per-member charges are not unreasonable, we are proposing to refund to the Member Societies the difference between the 1961 and 1962 figures. This will amount to about $5,300 for APS and about $100 each for the other Societies – a total of $5,600.00. This, together with the $57,000 mentioned above, will bring the total rebates to about $63,000, and it is our intention to set this up on our books as a contingent liability at the end of the year. This might be interpreted to mean that we believe 1961 costs are the proper costs. Frankly, we have made so many changes and have been operating under such difficult conditions that we don’t know what costs for our various services should be. Subscription handling, dues collection and the various mailing and statistical services we provide for Societies are so interrelated that it is difficult to segregate unit costs for each operation. We do know that some of our charges for special addressing and other jobs have been substantially less than our costs and less than justified for the services performed. We plan to make every effort to reduce the costs wherever possible, to determine what really are the costs for all the various services we perform, and to make our charges to Societies commensurate with the cost of such services if performed by others.

    After some discussion the following motion was then made, seconded and passed without dissenting vote:

    MOVED that AIP unit charges to Societies for subscription handling and dues collection in 1962 be the same as unit charges in 1961, and that the difference between 1962 actual costs and monies collected for them be set up as a contingent liability of the Institute.

    The Treasurer emphasized that this does not mean the Societies will eventually pay for the contingent liability, either directly or indirectly. It will be liquidated with fund from future AIP general income.

    The Treasurer said it is generally agreed among subscription fulfillment organizations that mounting costs and the rapid development of and changes in machine methods are presenting serious problems. We believe these justify a broad study and are considering a proposal to NSF asking them to finance a thorough study of the whole situation, with a view toward finding a solution which will apply to other scientific societies as well.

  3. Plan for Predetermining Unit Charges

    The Treasurer said he looked forward to the possibility of stabilizing unit costs for subscription handling and some other services to the point where AIP could give Societies firm unit prices in the fall of each year which would apply to the succeeding year.

  4. Installation of NCR Accounting Machine

    The Treasurer said it has been realized for a long time that the Institute’s accounting system is antiquated. It is slow and it is costly because the information it supplies comes too late to provide proper cost control. The first improvement was made when the Cashiering Unit was set up on the recommendation of Cresap, McCormick and Paget, and the next step will be the installation of a National Cash Register accounting machine early in 1963. The cost of the machine will be something over $10,000 which would be amortized over a 10-year period. The Treasurer displayed a picture of the machine under consideration and a chart showing accounting operations which are now being performed manually in the Institute, a large portion of which can be done by machine.

  5. Third Quarter Statement and Budget for 1963

    The Treasurer distributed copies of the third quarter 1962 statement and proposed budget for 1963 (copy attached). He explained that no written summary was prepared because, due to uncertainties and changes, the budget was completed only two days previously. He said a budget for the whole of 1963 was being presented at this time with the suggestion that it be reviewed again about the middle of next year.

    At the present time it looks as though the Institute will end 1962 with a red figure of $36,660 and we have budgeted an income of $30,700 for 1963. Administrative expense projected to the end of 1962 is about as budgeted. It has been increased to $196,000 for 1963 because it includes Corporate Associates expense, including personnel, which previously was a separate item. Only 10% of total administrative expense gets distributed on the service departments, parts of which are then charged to the Societies. In 1963 we will not credit overhead from grants to the departments which administer them; it will credited to the general income of the Institute instead. This is the reason 1963 budgets for some departments which have large grants, such as Public Relations and Education, appear to be out of line with 1962 figures.

    Advertising, as usual, is a bright spot in the budget. Income projected to the end of 1962 is expected to be higher than budgeted. Because of increased circulation we are raising the rate on PHYSICS TODAY for 1963. The loss on all AIP archive journals for 1962 will be about $37,000 and a loss of $55,000 is budgeted for next year. Even though we expect to cut subscription handling costs in 1963, other costs will be going up and we will have to raise some subscription prices for 1964 and/or raise publication charges sooner if possible.

    Special projects have always helped to cover overhead and we expect to realized about $107,000 from these this year. We are still getting only 15% overhead on grants and we feel confident we can justify a larger percentage on at least some. We intend to pursue this matter soon after the first of the year.

    Upon motion made, seconded and passed without dissenting vote, the proposed budget for 1963 was adopted.

    Mr. Verbrugge pointed out that some of the administrative work on education and manpower projects is done through AAPT committees and AAPT is, in effect, subsidizing some of these projects. It was suggested to Mr. Verbrugge that the cost of such committee activities often can legitimately be considered part of the cost of the projects and should be included when future proposals are submitted.

  6. Transfer of Operating Reserve Funds to Cover Part of 1962 Journals Deficit

    The Treasurer stated that our Operating Reserve now amounts to $24,275 and recommended that it be applied against 1962 journal losses since this was the purpose for which the reserve was accumulated. This would reduce the over-all AIP loss for 1962 to about $12,000.00. The following motion was then made, seconded and passed without dissenting vote:

    MOVED that the staff be authorized to draw funds from the Operating Reserve to cover, in part, the net loss from AIP archive journal operations for 1962.

3. Status Report on Corporate Associates

The Director distributed copies of a status report on Corporate Associates as of December 7, 1962 (copy attached). He explained that the difference between the gross and net amounts reported represents the money credited to AIP and Member Society journals which are paid at the full non-member rates. The reason total billings for 1963 were lower than for 1962 is that we now have better statistics on the number of physicists in each company. Our Advisory Committee on Corporate Associates has been very helpful in writing letters and assisting us in other ways; and the Governing Board and Executive Committee are encouraged to suggest additional companies for Corporate Associate membership.

4. Status Report on 1963 Dues Collection and Subscription Handling

The Secretary displayed a chart containing the following information on member and non-member renewal billings. Over 17,000 member bills were sent out by September 21 and almost 27,000 by December 7. Member remittances received by December 7 were 14,500. Over 9,000 non-member bills were mailed by October 26 and 13,500 by December 7. Returns to December 7 were less than 2,000. More than 50% of our non-member subscriptions come through agencies and these agencies have different ways of handling subscriptions. We plan to use a different way of billing for non-member subscriptions next year. In addition to the billings, a reminder letter was mailed to all 1962 subscribers and a form letter was sent to all members who were delinquent for 1962.

The Secretary displayed another chart showing that the number of member letters regarding subscriptions received at the APS office dropped from 130 per month in March to less than 15 per month in November, while member letters received at AIP went from almost 520 per month in March to about 295 in September. From the of October until the end of November, after renewal bills went out, member correspondence received at AIP rose from less than 360 to over 600. Another chart indicated that over 10,000 changes of address have been received so far in 1962 – 3,000 during November. A fourth chart showed the volume of non-member subscription correspondence at different periods and how it is affected by billings. Non-member subscriptions always involve a lot of correspondence but this can be reduced as we get our operations in order and improve our procedures.

  1. Planned Equipment Changes

    The Secretary stated that a number of changes are contemplated, one of the most important being the replacement of our Scriptomatic equipment with a new small computer which will produce a much more legible address and make possible several simplifications in our system.

5. Appointments

The Director reported that the terms of some Institute appointees expire at or close to the end of the year, and he suggested new appointments as follows:

  1. Representative to AAAS Council

    Horace M. Trent for a 2-year term to replace Malcolm C. Henderson whose term will expire January 15, 1963.

  2. Editorial Boards of Institute Journals

    THE JOURNAL OF CHEMICAL PHYSICS

    • L. S. Bartell
    • Richard B. Bernstein
    • H. P. Broida
    • Martin Karplus
    • J. A. Pople
    • G. Wilse Robinson

    JOURNAL OF APPLIED PHYSICS

    • LeRoy Apker
    • Sanborn C. Brown
    • Nicolaas Bloembergen

    THE REVIEW OF SCIENTIFIC INSTRUMENTS

    • Sidney C. Abrahams
    • Robert J. Bowman
    • Richard D. Hiebert
    • Robert Gomer
    • Louis F. Drummeter
    • G. K. O’Neil
    • George E. Smith

    The above nominees have been recommended for terms through 1965 by the editors of the respective journals. Lists of nominees have not yet been received from the editor of THE PHYSICS OF FLUIDS and from the editor of the JOURNAL OF MATHEMATICAL PHYSICS.

  3. Representative to the Board of ACTA METALLURGICA

    The term of our representative, Robert L. Sproull, expires on December 31, 1962 and, in view of the fact that there has been no indication that continued representation is desired, it was recommended that no replacement for Mr. Sproull be appointed.

Upon motion made, seconded and passed without dissent, the appointments of Mr. Trent and the above-listed editorial boards were approved with the provision that the Director be empowered to make the appointments for PF and JMP when editors’ recommendations are received.

  1. Committee to Nominate Chairman, Executive Committee and Director-at-Large

    Motion was made, seconded and passed unanimously that the Chairman be authorized to appoint the subject committee.

    Chairman Sawyer named Wallace R. Brode as chairman and Winston E. Kock and W. V. Houston as the other two members of a Committee to Nominate the Chairman and Executive Committee for the coming year and a Director-at-Large for a three year term.

  2. Committee on PHYSICS TODAY

    The Director recalled that, at the September 28 Governing Board meeting, he was instructed to appoint a committee to study the objectives and performance of PHYSICS TODAY. He suggested that the committee consist of the members of the present PT Editorial Advisory Board, plus five additional persons as follows:

    • W. W. Havens, Jr., Chairman
    • Paul M. Routly
    • Donald Cunningham
    • Lewis Slack
    • Charles Kittel or alternate

    Present PT Editorial Board

    • Stanley S. Ballard
    • Karl K. Darrow
    • Cyril M. Harris
    • Bryce Maxwell
    • Frank Verbrugge

    Upon motion made, seconded and passed without dissenting vote, the above committee was appointed.

6. Director of Education and Manpower

The Director reported confidentially that William C. Kelly had expressed a desire to return to teaching and that it might be necessary for the Institute to seek a replacement within the next year. After brief discussion, during which all members praised Mr. Kelly’s ability and accomplishments, the following motion was made, seconded and passed without dissenting vote:

MOVED that the Director be urged to make every possible effort to retain Mr. Kelly’s services inasmuch as his leaving would be a real loss, not only to the Institute but to all of physics.

7. Change of Rule on Member Subscription Rates for AIP Journals

The Secretary stated that it has been Institute policy to offer AIP journals to members of member organizations at less than non-member rates.

Member and non-member rates now in effect are as follows:

Member RateNon-Member Rate
RSI$9.00$11.00
JCP22.0035.00
JAP15.0020.00
PF15.0020.00
JMP15.0020.00
APL5.0010.00

The Society of Rheology has several “institutional members” who pay dues of only $6.00 per year at the present time and are thereby eligible to subscribe to these journals at the reduced rates, saving up to $35.00. Libraries have been quick to find this loophole and an increasing number are taking advantage of it. Other Member Societies have corporate membership rates which are high enough to preclude any such savings. The staff recommends that our rules be changed to read: “Persons who are members of member organizations….” The Secretary said he had talked this change over with the Secretary of the Society of Rheology who has no objection. The following motion was made, seconded and passed without dissenting vote:

MOVED that the Institute change its rule to provide that only persons who are members of member organizations may subscribe to Institute journals at the reduced member rates.

8. Second Class Mailing Privileges

Mr. Brode pointed out that, in order to obtain second class mailing privileges, the mailer is required by the Post Office Department to comply with various regulations of which the Institute and Member Societies may not be aware. Mr. Brode recommended that the Secretary obtain legal advice on current procedures and advise the Societies what, if any, changes should be made.

9. APS Journal Rates

Mr. Havens said he has been concerned about the large number of different rates paid by members of APS for various journals and, after brief discussion, the following motion was made, seconded and passed without dissent:

MOVED that the Director be requested to investigate the propriety of so many different journal rates and communicate his findings and recommendations to Society Secretaries.

10. Status Report on AIP Offices Outside of New York City

The Director reported that the staff had been inquiring into the possibility of supplementary west coast and Washington offices for AIP. He said the staff had been thinking in terms of a Washington Office to be shared with Member Societies but there has not been much enthusiasm for this arrangement. The APS Council expressed interest in the concept of a supplementary west coast office for the Institute and has offered suggestions as to a representative. However, the staff is not ready to make any specific recommendation at this time.

The meeting adjourned for luncheon with the Commission on College Physics at 12:20 p.m. and reconvened at 2:00 p.m.

11. Niels Bohr Symposium

The Director stated that he had been advised by an industrial corporation that they would like to finance and help organize, on behalf of AIP, a day-long symposium in memory of Niels Bohr to which outstanding physicists would be invited. He informed the corporation that APS was planning a similar memorial at its Washington meeting and he recommended they contact John Wheeler or Karl Darrow. After brief discussion the following motion was made, seconded and passed unanimously:

MOVED that, whereas it is contrary to the policy of the American Institute of Physics to organize or participate in meetings which duplicate activities of the Member Societies, the Institute decline to participate in the proposed Niels Bohr Symposium.

12. International Magnetics Conference in 1967

The Director reported that some members of the groups which has been active in arranging the yearly magnetism conferences sponsored by AIEE and AIP have been requested to consider the holding of an IUPAP international conference on magnetics in the United States in 1967. The Institute has been asked to act as host. After a discussion of this request at the last APS Council Meeting, the staff recommends that the Executive Committee approve this activity with the understanding that the Institute will suffer no monetary loss. The Director said he would insist that a steering committee be set up on which we would have adequate representation and we would also want to be represented on any committee concerned with publication of the proceedings. The following motion was made, seconded and passed without dissenting vote:

MOVED that the Institute be authorized to serve as host to the proposed 1967 IUPAP International Magnetics Conference provided that no financial loss will be incurred.

12. Suggested Committee on Ethics for the Physics Profession

The Director distributed copies of correspondence suggesting the establishment of a committee on ethical practices for the profession of physics, particularly in connection with publications and the refereeing of papers. He said this matter was referred to AIP by the APS Council. During the discussion which followed, it was suggested that the same problems exist in other scientific disciplines and this might be an appropriate subject for AAAS to consider. Mr. Goudsmit was particularly concerned about the problem of material in the hands of referees being released to the press before it has been reported in the journals. The Director said he would report the consensus of the Executive Committee to the proponents of this suggestion and to Dael Wolfle of AAAS.

13. Printing Contracts

Mr. Goudsmit stated that Mr. Condon, Editor of RMP, is somewhat apprehensive about the fact that AIP does not have a written contract with Lane Press. The Secretary said that the Institute has been dealing with Lane through Columbia University Press, with whom we have done business for many years but, for the sake of protection, he will investigate the desirability of a contract.

14. Next Meeting

The next meeting of the Executive Committee will be a breakfast meeting to be held in the Village Room of the Hotel Statler on Friday, January 25, 1963 starting at 8:00 a.m.

The meeting adjourned at 2:35 p.m.