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Executive Committee of the American Institute of Physics

Minutes of Meeting

June 10, 1966

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: Wallace Waterfall, G. F. Gilbert, Mary M. Johnson

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

1. Minutes

Upon motion made and passed, the minutes of the meeting of March 25, 1966, were approved as distributed.

2. Directorship

Mr. Lindsay proposed the following resolution which was adopted upon motion made and passed unanimously:

WHEREAS, Van Zandt Williams, during his short tenure as Director of the American Institute of Physics, rendered outstanding service to the Institute and to the profession of physics generally, be it

RESOLVED, That the Executive Committee of the Governing Board of the Institute hereby declares its sincere and deep appreciation of the contributions he made, and does hereby give formal expression of the Institute’s grievous loss in his untimely death.

RESOLVED FURTHER, That a copy of this resolution be tendered to his family with the heartfelt sympathy of the Institute.

The Secretary stated that the June issue of PHYSICS TODAY would carry a tribute to Van Zandt Williams by the Chairman and the Secretary.

The Secretary reported that Mr. Williams’ family had requested contributions be made to the Van Zandt Williams Fund at Brown University in lieu of flowers. Institute employees contributed approximately $350 and it would be appropriate for the Institute to make a corporate contribution. Upon motion made and passed without dissenting vote, the sum of $1,000 was authorized as AIP’s contribution to the Van Zandt Williams Fund at Brown University.

It was announced that the Acoustical Society and the Optical Society have also authorized contributions.

  1. Appointment of Acting Director

    Upon motion made, seconded and passed without dissent, Ralph A. Sawyer was appointed Acting Director of the Institute, on a half-time basis, under the same salary arrangement as during his previous service in the same capacity.

  2. Appointment of Committee to Select Candidates for Director of AIP

    The Chairman said he had appointed the subject Committee consisting of the following membership:

    • R. B. Lindsay, Chairman
    • W. W. Havens, Jr.
    • Vincent E. Parker
    • Ralph A. Sawyer (ex officio)
    • Wallace Waterfall (ex officio)

    Mr. Lindsay reported that some discussions had been held to define criteria and talk about salary. Several possible candidates are under consideration and the names of additional prospects are being received daily. He said his Committee would welcome suggestions from the Executive Committee and Governing Board. The Committee hopes to present several qualified and available candidates.

    The Secretary reminded the Executive Committee that his current two-year appointment as Secretary and Deputy Director will expire at the end of May 1967. He said he would be willing to continue in some capacity with the Institute as long as he is needed but it should be borne in mind that a successor to him will have to be sought before too long.

    Upon motion made, seconded and passed without dissenting vote, appointment of the Committee to Select Candidates for Director of AIP was confirmed.

  3. Replacement of Van Zandt Williams on Committees, etc.

    Upon motion made and passed, the Chairman was authorized to name replacements for Van Zandt Williams as AIP representative to certain organizations and on various Institute committees of which he was a member.

3. Death of Former Board Members Sutton and Brouwer

The Secretary reported that former Board members Richard M. Sutton and Dirk Brouwer had died recently and the following resolutions were adopted upon motion made and passed without dissent:

WHEREAS, the Executive Committee of the Governing Board of the American Institute of Physics desires to record its deep sorrow at the death of its esteemed colleague, Richard M. Sutton, who served as a member of the Governing Board from 1952 to 1955, be it

RESOLVED, That the Executive Committee of the Institute hereby gives formal expression of its severe loss and does hereby note in its records the passing from this life of a man who was esteemed by his associates and respected by all; and be it further

RESOLVED, That a copy of this resolution be transmitted to his family.

A similar resolution was passed with the substitution of the name, Dirk Brouwer, and years of service 1960 to 1963.

4. Financial Statement First Quarter 1966

Copies of the statement for the first quarter of 1966 had been distributed to all Board members prior to the meeting with a covering letter from Mr. Gilbert (copies enclosed with these minutes for other than Board members and copy attached to official minutes). Mr. Gilbert called attention to the comparative summary statement of income and expense for the first quarters of 1965 and 1966 which was attached to his covering letter. He pointed out that the increased number of pages for the first quarter 1966 has resulted in a deficit for archive journals this year compared with a net income in the first quarter of 1965.

Net income from grants was higher than budgeted because the budget was based only on grants already in hand at the time of budgeting. We transferred $142,408 from accumulated income to Reserve for Building Replacement, in accordance with action taken by the Governing Board on March 26, 1966, and our Building Reserve now stands at $306,780. In answer to a question, Mr. Gilbert explained some of the problems which have plagued our efforts to collect publication charges promptly. Some remedies are being essayed but it appears there is no easy solution.

5. Publication Charges and Subscription Rates for 1967

The Secretary distributed copies of a memorandum which had been prepared by Hugh Wolfe, Director of Publications (copy attached to official minutes). He explained that each year at this time the Member Societies are asked to furnish the Institute with information about their dues and subscription rates for the following year. It is appropriate, therefore, that we take a look at AIP-owned journals at this time and make any adjustments which may be necessary for 1967. We anticipate an increase of approximately 5% in printers’ costs, plus increased editorial costs. 1964 income from archive journals was $95,000; in 1965 it was $96,000, and it was budgeted at $63,000 for 1966. Uncertainties about all AIP expenses in 1967 make it seem desirable to budget substantial journal income for 1967 if we can do so without greater increases in subscription prices than increased pages and costs warrant. Our calculations indicate that we should be able to realize a net of $97,000 in 1967 by raising only one member price – JCP from $22 to $25 – and setting non-member prices as indicated in the following table:

Page BudgetsNon-Member Subscription Prices
19661967PresentProposed 1967
APL700820$15$15
JAP480052002025
JCP9500100003545
JMP250026002030
PF260028002030
RSI180018001313

After a discussion of publication charges, during which the Secretary stated we could not justify raising ours above $50 per page, the following motion was made, seconded and passed without dissenting vote:

MOVED that the recommended subscription rates for AIP-owned journals be approved for 1967.

Foreign price differentials were not discussed at the meeting but, subsequent to the meeting, the Executive Committee agreed to increase the foreign member and non-member differential on JAP to $3.50 and on JCP to $6.00 to cover added postal costs.

6. Dues and Subscription Fulfillment Operations

  1. Current Status of System Development Corporation – Scientific American Project and Magnetic Tape Study

    Mr. Gilbert distributed copies of a memorandum dated June 10 (copy attached) and answered various questions which were raised.

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

    MOVED that the staff be authorized to sign a cancellable order for a UNIVAC 9300 computer series.

  2. Status of ZIP Code Conversion

    Mr. Gilbert reported that we began the process of adding ZIP Codes to our address cards in April, using the help of Mailers, Inc., and we expect the job to be completed in time for the July issue of PT or next scheduled journal mailing list. We anticipate the final cost will be under the $4,200 which was included in the 1966 departmental budget for this purpose.

  3. Air Delivery for European Non-Member Subscriptions

    Mr. Gilbert distributed copies of a memorandum dated May 31, which had been prepared by Mr. Uszak (copy attached to official minutes). The memorandum described the advantages (and disadvantages) of air delivery service to European non-member subscribers to our journals, and concluded by recommending that AIP consider adopting air delivery for Institute-owned journals. KLM Airlines originated this plan and the procedure involves shipment of the journals in bulk to Holland where the labels are affixed. They are then transshipped to London and mailed to subscribers from there in order to take advantage of the more favorable postal rates. The estimated additional cost for all but two of the AIP and Society journals is under $10 and, in most cases, under $5.00.

    The Secretary said that the proposed air delivery service could probably not be put into effect before 1968. AIP could offer the service on its journals only but there would be advantages if it could be adopted for Society journals also. It was suggested that Executive Committee members study the proposal and, if they think well of it, it can be presented to the Societies later this year for their consideration.

    Mr. Quimby suggested it might be well to circularize the foreign subscribers or the agencies who handle most of the subscriptions to determine their reaction.

7. Employment of New Staff Members

The Secretary reported that, since the last meeting, Van Zandt Williams had arranged for employment of the new staff members listed below.

  1. Arnold Strassenburg had been employed on a half-time basis to be Director of the Education and Manpower Division. Mr. Strassenburg is joining the Stony Brook staff about the first of September and we have arranged with Stony Brook for half of his time for a period of two years. He will try to locate a full time physicist who can be employed by AIP to assist him with the management of the Division and take responsibility for certain activities.

  2. Miles A. Libbey, formerly with The MITRE Corporation, was employed on May 24, 1966, to head the information activity for which AIP included funds in its 1966 budget. Mr. Libbey’s principal concern will be what Mr. Williams referred to as the “current communications” part of the information program. Grants are being sought (one since received from AEC) to support various projects which Mr. Libbey will supervise.

  3. Subject to receipt of another grant from NSF of approximately $200,000 for one year’s continuation of our present Documentation Research Project, Arthur Herschman has been given leave from his position with APS to head this project. Mr. Herschman is expected to join the AIP staff on a full-time basis on August 1, 1966.

8. Organization of Physics Information Program

The information program for AIP which Van Zandt Williams envisioned was comprehensive and quite complex, involving a number of individuals and organizations both inside and outside of the Institute and substantial support from NSF and others. He had been devoting much of his own time and energy to the formulation of the program and, unfortunately, at the time of his death no definite internal organization had been decided on to handle the program. Mr. Sawyer said he had agreed to take over general supervision and he and the Deputy Director were endeavoring to set up a suitable organization to handle the many details. They had consulted Mr. Adkinson of NSF and others and had confidence that the program would proceed as planned if funds become available and qualified staff can be found.

9. Staff Salaries

The Secretary pointed out that, in accordance with recommendations of the Smyth & Murphy report, a Personnel Committee consisting of the Director, Secretary and Treasurer had been established to handle all staff salaries except those of the three officers which were determined by action of the Executive Committee. The Secretary explained recent happenings and conditions which have made it apparent that some salaries should be adjusted at this time. He specifically recommended that the salaries of the two officers, the Secretary and Deputy Director, and the Treasurer and Controller be increased and said it would be the intention of the Personnel Committee to make commensurate changes in some other salaries, which he mentioned.

After brief discussion the following motion was made and passed without dissent:

MOVED that the salaries of the Secretary and Deputy Director, and of the Treasurer and Controller be increased to $20,000 per year and that the Personnel Committee make appropriate adjustments in other salaries.

(MOTION on official minutes only.)

The meeting adjourned for luncheon at 12:20 and reconvened at 2:00 p.m.

10. Interpretation of AIP-Society Contract re Basis for Percentage Contribution

The Secretary reported that the American Crystallographic Association and the American Astronomical Society had been asked to sign our standard service contract when they become full Member Societies. AAS asked for an interpretation of the sentence which reads “In computing this contribution (the percentage of dues which each Society contributes to AIP annually), all payments required by a Society of its individual members in order that they shall remain in good standing as such shall be considered dues.” In addition to payment of dues, AAS members are required to subscribe to one of two journals. The Secretary said he advised AAS it was our intent that the “contribution” referred to should be based on a percentage of dues only and AAS signed the contract.

Mr. Havens questioned the wisdom of the decision because of the encouragement it might give other Societies to adopt policies similar to that of AAS in order to reduce their contribution to AIP. The legality of making journal subscriptions mandatory was also questioned. It was pointed out that representations made to AAS at the time that Society applied for membership were based on the contribution being levied on dues only and the following motion was made, seconded and passed without dissent:

MOVED that the Secretary’s interpretation of the sentence in question be approved in the case of AAS; and that the Secretary be instructed to consult with counsel about (1) the legality of AAS’s journal requirement and (2) the advisability of changing the wording in our contract form.

11. Report of Committee to Recommend Candidate(s) for Second John T. Tate Award

Mr. Lindsay reported that the subject Committee, consisting of S. S. Ballard, S. A. Goudsmit and himself as Chairman, recommends, in order of preference, Professor H. W. Thompson, Foreign Secretary of the Royal Society of London, and Professor Edoardo Amaldi, professor of experimental physics at the University of Rome.

The Secretary read the criteria for the Award and, after discussion, the following motion was made, seconded and passed without dissenting vote:

MOVED that Professor H. W. Thompson be awarded the second John T. Tate International Medal, the presentation to be made at the fall meeting of Society officers and Governing Board members, if feasible.

12. Proposal of Gerald Holton for Joint AIP-Harvard Newsletter on Advances in Physics

Copies of a memorandum prepared by Eugene Kone, Director of Public Relations, were distributed (copy attached to official minutes). Mr. Parker explained that the memorandum propounded a proposal made by Gerald Holton of Harvard that AIP, through its Public Relations Division, prepare a monthly newsletter for high school students on recent advances in physics which would be correlated with Harvard Project Physics, a course designed for students who will not choose science as a career. It is proposed that the newsletter be prepared by Barry Richman of the AIP Public Relations Division and distributed once a month from September 1966 to June 1967, Harvard Project Physics to pay all the costs including compensation of Mr. Richman.

In the discussion of the proposal which followed, doubts were expressed about Mr. Richman’s having time for this projects and questions were raised about AIP involvement in the Harvard project without further study by the AIP Education Division. After further discussion, the following motion was made, seconded and passed without dissenting vote:

MOVED that the proposal for a joint AIP-Harvard Newsletter be tabled until the next meeting of the Executive Committee.

13. Change in Name of Niels Bohr Library

Mr. Lindsay reported that the Committee on History and Philosophy of Physics had recommended that the official name of the Niels Bohr Library of the History of Physics be changed to “Niels Bohr Library for the History and Philosophy of Physics.” He said this would have the advantage of attracting support from the philosophers of physics to whom we are trying to appeal. If the proposed name is too long to fit in the available space in the room itself, Mr. Lindsay suggested it would be sufficient to use the letters we now have to identify the room as “The Niels Bohr Library.” In booklets, pamphlets and other written communications, it would always be referred to as “The Niels Bohr Library for the History and Philosophy of Physics.”

The Secretary said he felt we should notify the Heineman Foundation, which contributed the Library, of any decision to change the name. He said he believed it would be agreeable because it does not seem to violate the intent of the contract.

There was a suggestion that the word “Sociology” might also be added, and Mr. Lindsay said he would discuss this with the Committee. The Secretary was instructed to advise the Heineman Foundation and, assuming no objections, the following motion was then made, seconded and passed without dissenting vote:

MOVED that the name of the Niels Bohr Library of the History of Physics be changed to “The Niels Bohr Library for the History and Philosophy of Physics.”

14. Corporate Associates

The Secretary reported that the following Corporate Associates had failed to renew their membership for 1966:

  • Avco-Everett Research Laboratory
  • Burroughs Corporation
  • Central Scientific Company

15. Space Situation

Several months ago the former Director indicated that the information projects contemplated would require the addition of at least twelve more staff members before the end of 1966. The Secretary said that conversations with Herschman and Libbey corroborated this figure and, if expected funds are received and staff can be found, we may have to provide space for them as early as October. Increased loads in the Editorial, Fulfillment and other departments also indicate that our total in-house staff may be increased by 25 or more people by the middle of 1967. We have also agreed to furnish space for the APS office early in 1967.

AIP’s rate of growth is such that acquiring a single building in Manhattan with space for ten years’ growth is not economically feasible unless we want to be a landlord with all the problems involved. Renting additional space as it is needed is difficult and expensive and would lead eventually to undesirable scattering and management problems. Our space problem seems to be two problems, one long range and one short range. The Secretary said he had concluded that the best solution for the long range problem was for AIP to acquire enough well located land on which an economically designed building could be built and added to as necessary. The short range problem is to find rental space near AIP headquarters which will take care of our needs for the next two to five years. We are now looking into this possibility and have located several available spaces which have been inspected by the Chairman and the Secretary. Our present thinking if that moving the Editorial Department into rented space would be the most logical thing to do.

Mr. Havens suggested that it would be appropriate to reactivate the Property Committee to help with the problem. The Secretary said that would surely be desirable for the long range problem but he felt the short range problem would have to be handled rather quickly by the staff and the Executive Committee. He indicated that the staff would continue to look for nearby space but would make no commitments without consulting the Executive Committee.

16. Bank Accounts

The Secretary reported that we had replaced the name of Van Zandt Williams with that of Ralph A. Sawyer on the lists of authorized signatures in connection with our various bank accounts.

17. Dues Collection for American Vacuum Society

The Secretary reported that the American Vacuum Society had accepted our proposal, as described at the Executive Committee meeting of January 28, 1966, to bill and collect their member dues starting with 1967.

18. Bequest

The Secretary reported receipt of a notice from the Probate Court of Salisbury, Connecticut, notifying us that the Institute had been designated a residual beneficiary in the will of Stewart S. MacDermott. As residual beneficiary it may be many years before AIP receives anything. He stated we did not know Mr. MacDermott, although Mr. Goudsmit said his name was familiar, nor do we know the sum involved. The will stipulates the money is to be used for subsidizing lectureship with publication upon a subject connected with “fundamental theory.”

19. PHYSICS TODAY

The Secretary reported that the PHYSICS TODAY Editorial Advisory Board had recommended that advertising be limited to a ratio of 53 pages to 47 text pages and that the size of the magazine be limited to about 1600 pages per year. It was felt that we can effectively limit advertising by increasing the rate from $650 to $750 per page, and we plan to do so as of October 1, 1966.

Mr. Havens said the Advisory Board also was concerned because there was no one in the Institute who corresponded to a “publisher” with authority to arbitrate any differences which might arise between the Editor and Advertising Manager. The Secretary said that the Advertising Department reported to him and that he could and would perform this function if necessary.

20. Next Meeting

The Secretary said it is customary to schedule a meeting of the Executive Committee to coincide with the annual fall meeting of Society officers and Governing Board, which will be held this year from October 5 through 7. It might be necessary to have another meeting before then and a poll of Executive Committee members indicated that the most convenient time for the greatest number would be toward the end of July. If such a meeting should be warranted, notice will be given.

The meeting adjourned at 3:43 p.m.