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Executive Committee of the American Institute of Physics

Minutes of Meeting

March 20, 1964

Members Present: Ralph A. Sawyer – Chairman, S. A. Goudsmit, W. W. Havens, Jr., R. B. Lindsay, Vincent E. Parker, S. L. Quimby, Mary E. Warga

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

The Chairman called the meeting to order at 12:40 p.m.

1. Minutes

Upon motion made, seconded and passed without dissenting vote, the minutes of the meeting of 24 January 1964 were approved as distributed.

2. Reports of Editors

The Director summarized reports received from J. W. Stout, Editor of JCP; J. C. H. Kuper, Editor of RSI, and J. H. Crawford, Jr., Editor of JAP and APL (copies of which are attached to official minutes). All of the above editors reported increases of 15% to 20% in the number of manuscripts received. (Following the meeting, reports were received from F. N. Frenkiel, Editor of PF; Elliott Montroll, Editor of JMP, and R. R. Davis, Editor of PT, copies of which are also attached to official minutes.)

Mr. Havens protested the removal of the table of contents from the cover of RSI. The Director said he would transmit his comment to the Editorial Board.

3. Appointment of Committees and Representatives

The Director discussed a list of proposed committees and representatives for the current year which had been distributed to Executive Committee members. After brief discussion, it was moved, seconded and passed unanimously that the proposed committees and representatives be recommended for appointment by the Governing Board.

4. Percentage of Dues to be Paid by Societies in 1965

The Secretary stated that the contractual agreement between the Member Societies and the Institute stipulates that each Member Society shall contribute each year a percentage of dues, not to exceed 15%, for the support of the Institute. The percentage has been 10% for a number of years and, upon motion made, seconded and passed without dissenting vote, the Executive Committee recommended to the Governing Board that it be set at 10% again for 1965.

5. Application for Affiliation – Physics Club of Richmond

The Secretary distributed copies of an application for affiliation received from the Physics Club of Richmond and he reported that their purposes as stated in their constitution do not contravene the purposes of the Institute. Miss Warga described her experience with the Physics Club of Richmond and said she was favorably impressed. It was moved by Miss Warga, seconded and passed without dissenting vote, that the Physics Club of Richmond be recommended to the Governing Board for election as an Affiliated Society of the Institute.

6. Report of Pension Committee Meeting

The Secretary reported that the Pension Committee, at its meeting on 7 February, had discussed the adequacy of the Institute’s pension plan. Comparison with plans of similar organizations is difficult because of their complexity and the Pension Committee recommended that the Institute employ the services of an expert, at a cost not to exceed $1,500, to evaluate our plan and make recommendations, if necessary. The following motion was then made by Mr. Quimby, seconded, and passed without dissenting vote:

MOVED that the staff be authorized to employ the services of an expert at a cost not to exceed $1,500 to study the Institute’s Pension Plan and recommend changes, if necessary.

7. Status Reports

  1. Collections for Dues and Subscriptions

    The Secretary reported that the volume of complaints and correspondence from subscribers is 40% below that of last year, and that the staff assigned to handle dues and subscription operations has been reduced from 40 people at the end of November 1963 to 28 at the present time, of which two are temporary.

    He said 95% of members had paid their dues before the cutoff at the end of February and 90% of non-member subscriptions have been renewed up to the present time, with renewals still coming in. The cash allocation situation is current.

    The Secretary recalled that, at the Governing Board meeting on 4 October 1963, Mr. Condon had criticized AIP costs and said he had been quoted figures by Neodata Services, Inc., which were considerably below ours. Following the meeting, the staff requested bids from four different organizations, including the one which Mr. Condon mentioned. After numerous contacts in which we furnished much information, Neodata sent us a proposal containing unit costs from which we calculate its charge would be $395,000 for work we have budgeted for 1964 at $377,000. We are seeking further information from Neodata to permit better cost comparison. A second bidder was interested in part of our cash allocation work only and his bid was about 3% higher than our present cost. A third said he was not interested, and we are awaiting a bid from the fourth.

    Our back copy service has been transferred from Mailers, Inc., in New York City to Lancaster Press and, as a result of substantially lower unit costs, we have saved $2,400 in the first two months of 1964.

  2. Second Edition AIP HANDBOOK

    The Secretary reported that royalties of $21,596 had been received already on the Second Edition of the AIP HANDBOOK which was published by McGraw-Hill in July 1963. Under our agreement with the editors, one-quarter of the royalties was paid to the Coordinating Editor, Dwight Gray, one-quarter was divided among the other eight section editors, and the Institute retained one-half. Royalties on the first edition totaled about $41,000 of which the Institute net was over $31,000.

  3. Corporate Associates

    The Director distributed copies of a status report on Corporate Associates (copy attached) and said he would appreciate it if Executive Committee and Governing Board members would examine the list of non-renewals attached and write to anyone they might know within these organizations to persuade them to renew their membership.

  4. Friends of the Niels Bohr Library of the History of Physics

    The Director distributed copies of a report on funds received to date from Friends of the Niels Bohr Library (copy attached).

8. Report of Committee to Survey AIP Activities and Select Candidates for Director

For this report all AIP staff members were excused and the Executive Committee met in camera. The following report of the executive session was supplied by R. B. Lindsay.

“Mr. Lindsay was asked to report on the deliberation of the ad hoc committee on the directorship of the Institute during its session in the forenoon of the same day. Mr. Lindsay reminded the Committee of the summary of the deliberations of the executive session on 24 January 1964 at the Statler-Hilton Hotel in New York City, which had been previously circulated. There was a general discussion of a document concerning the organization of the Institute, which had been gone over thoroughly by the members of the ad hoc committee at its session during the morning. Mr. Lindsay was instructed to prepare a revised statement for presentation to the Governing Board at its meeting on 21 March 1964.

“There was a further discussion of possible candidates for the directorship. A list of eight eligibles was drawn up and it was agreed that these should be sounded out as to their interest by various members of the committee as soon as possible. The help promised by Frederick Seitz in this connection was noted with satisfaction.”

9. Plans for Fall Meeting

The Director suggested dates of 30 September, 1 and 2 October, Wednesday through Friday, for the fall 1964 meeting of Society officers, Governing Board members and Corporate Associates. He said it is planned to follow the pattern of previous years by having meetings of Society officers and Board members on Wednesday evening and Friday morning; a meeting for Corporate Associates on Thursday, and a Governing Board meeting on Friday afternoon, with some time allotted for Society officers to caucus. He said there were some objections to the Hotel Biltmore, which was our headquarters last year, so the staff is investigating other hotels in the vicinity. The Corporate Associates meeting will be held in Caspary Hall of the Rockefeller Institute, as it was last year, and will be followed by a social hour.

The Director offered some suggestions for topics to be discussed by Society officers and Governing Board members, and he also proposed some subjects for the Corporate Associates meeting. Additional suggestions were made by Executive Committee members and there were noted.

10. Review of Governing Board Agenda

Copies of the agenda and other material for the Governing Board meeting on the following day were distributed and the Director commented briefly on the various items.

11. National Medal of Science

The Director stated that the Institute had again been requested to submit nominations for the National Medal of Science, and this request will be turned over to the Advisory Committee on Corporate Associates, as it was in the past. There were no objections.

12. Next Meeting

By unanimous consent, the date of the next Executive Committee meeting was changed from Friday, 12 June, the date previously set, to Friday, 5 June 1964.

The meeting adjourned at 4:10 p.m.