Governing Board of the American Institute of Physics
Minutes of Meeting
April 1-2, 1977
Members Present: Philip M. Morse – Chairman, Reuben E. Alley Jr., Herbert L. Anderson, *Edward L. Brady, *Lewis M. Branscomb, J. A. Burton, Kenneth E. Davis, Charles B. Duke, Frank K. Edmondson, Laurence W. Fredrick, F. N. Frenkiel, James B. Gerhart, Martin Greenspan, W. W. Havens Jr., *Ira J. Hirsh, Robert Karplus, J. R. Knox, H. William Koch, J. A. Krumhansl, A. I. Mahan, Sidney Millman, Jacques Ovadia, Melba Phillips, J. W. Quinn, *Norman F. Ramsey, J. H. Singleton, Murray Strasberg, Emil Wolf, R. A. Young
Absent: Robert T. Beyer, W. A. Fowler, Peter Franken, J. B. Goldman, J. R. Macdonald
Nonvoting Participants Present during all or parts of the meeting: H. M. Gurin, George E. Pake, Peter Mark, Frank E. Jamerson, R. M. Grant Jr.
Guest: Charles H. Lieb, for the Friday evening session only.
AIP Staff: H. William Koch, Director; Sidney Millman, Secretary; G. F. Gilbert, Treasurer; R. H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for General Activities; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary. Present on the Friday evening only: Rita Lerner, Harold L. Davis, Theodore Metaxas, A. W. K. Metzner, Gerald Present
Following the Seminar on Copyright Matters held during the day on Friday, April 1, and a reception and dinner, Chairman Morse called the Governing Board meeting to order at 7:15 p.m. and introduced the new Board members: Messrs. Branscomb, Burton, Gerhart, Hirsh, Karplus, Ramsey, Strasberg, and Wolf.
*Absent during the Friday evening session for Items 1 through 5.
Friday. April 1 – Suites G,H,I of The Biltmore Hotel, New York City
Upon motion made and passed without dissent, the minutes of the Governing Board meeting of October 9, 1976, were approved as distributed.
2. Part A of Publishing Policy Committee Report
The oral presentation of the report of the Publishing Policy Committee was divided into two parts: The first part, dealing with copyright matters, was presented on Friday night to take advantage of the presence of one of the principal speakers at the Seminar on Copyright Matters held earlier in the day – Mr. Charles Lieb, AIP's copyright attorney. Krumhansl, the Chairman of the Publishing Policy Committee, opened the discussion and pointed out that he intended to request action on three motions dealing with (a) requirement of a written transfer of rights from the writer of an article to the publisher, (b) the adoption of a code of standards for the first page of each article, and (c) the adoption of standardized wording of copyright notices for the inside publication cover and wording for copyright transfer with explanation for the need for transfer. He suggested that one motion at a time be taken up.
A lively discussion followed dealing not only with the precise wording of the first motion but also whether Governing Board members could vote on one motion independently of the wording of the other two motions. Chairman Morse then appointed a committee of five to meet separately in an adjoining room and come up with a revised wording of the three motions which would incorporate many of the suggestions advanced and would, hopefully, be acceptable to all members of the Board. The members of this ad hoc committee were Fredrick, Karplus, Krumhansl and Marks, as well as Charles Lieb, the AIP copyright attorney.
When the ad hoc committee completed its deliberations, the following three motions were passed:
MOVED that the Governing Board approve for AIP-owned copyrighted publications published after January 1, 1978, subject to adoption of policies by the Governing Board for authors' use of their published material, the general requirement of a written transfer of rights under copyright to the extent transferable from writer and/or his institution to the publisher at time of submission of manuscript.
15 in favor, 1 opposed, 1 abstaining.
MOVED that the Governing Board approve the adoption of codes and standards for the first page of each article that are consistent with those being developed cooperatively with other publishers, subject to approval by the Publishing Policy Committee and consultation with the Publication Board.
Passed without dissent
MOVED that the Governing Board approve the adoption of standardized wording of copyright notice for the inside publication cover, and wording for transfer to the publisher of copyright with explanatory material explaining the need for transfer. The statements to be used will be developed by a committee appointed by the Board Chairman.
Passed without dissent
(Appointed to the committee were Krumhansl – Chairman, Guttman, Marks, Metzner.)
3. Report of Nominating Committee
Melba Phillips, Chairperson of the Nominating Committee, called attention to the report of this committee, copies of which had previously been distributed (copy attached to official minutes), and suggested that the Governing Board first consider the nominations for the Chairman of the Board and the Secretary. After Messrs. Morse and Millman left the room, Phillips noted that the committee had nominated Morse and Millman to succeed themselves. Upon motion made and passed unanimously, nominations were closed and Morse and Millman were elected Chairman and Secretary, respectively, for a term to the spring of 1978.
After Morse and Millman returned, Phillips took up the nomination for a director-at-large of the Board. She noted that Arthur M. Bueche, Vice President for Research and Development of General Electric Company, was nominated to serve as director-at-large for three years to succeed J. E. Goldman. Upon motion made and passed without dissent, nominations were closed and Bueche was elected a director-at-large of the Board for a 3-year term, beginning at the close of the present meeting, to the spring of 1980.
Phillips next turned to the nominations for members of the Executive Committee and noted that the Nominating Committee nominated the present members of Executive Committee to continue in their capacity for the coming year, to the spring of 1978. Upon motion made and passed without dissent, the present members of the Executive Committee were reelected for the coming year. The members of the Executive Committee are:
- Philip M. Morse, Chairman
- Robert T. Beyer
- W. A. Fowler
- Laurence W. Fredrick
- W. W. Havens, Jr.
- H. William Koch, ex officio
- Sidney Millman, ex officio
- Melba Phillips
- Jarus W. Quinn
Phillips then asked for comments on the entire roster of advisory committees. She noted a few changes in names that her committee made after submission of the report. She added that the advisory committee chairpersons are to be chosen by the Chairman of the Board. After a brief discussion, the following motion was made and passed without dissent:
MOVED that the slate of advisory committee members proposed by the Nominating Committee be approved.
(A list of all advisory committees for the coming year, including the chairpersons subsequently appointed by Morse, is attached to these minutes as Exhibit A.)
4. Report of Annual Corporation Meeting
Millman reported that a meeting of the AIP Corporation took place on February 7 in Chicago, immediately following the meeting of the Executive Committee. It was quite routine compared with the corresponding meeting of the previous year, when the American Vacuum Society was elected a Member Society. All nine Member Societies were represented by proxy. Morse was elected chairman of the meeting. Koch gave a brief summary of the Annual Report for 1976, and Gilbert gave a summary Treasurer's report.
5. Report of Chairman
Morse reviewed briefly some of the actions taken by the Executive Committee and other events that transpired since the previous meeting of the Governing Board in October 1976:
- Adopted the 1977 budget, calling for a net income of about $200,000 after allocating $50,000 toward the reduction of the delay in publication of non-honored pages in The Journal of Chemical Physics to reduce the delay from about 9 months to 6 months.
- Decided to conduct regular Executive Committee reviews of major AIP programs. He noted that the first such review will be of the activities of the Manpower Statistics Division, which is scheduled for June 7.
Approved recommendations of the Publishing Policy Committee with respect to:
- Copyright procedures – relevant to new Copyright law
- Computer photocomposition of journals
Both of these items are subjects for discussion and action by the Board at this meeting. The first was the subject of the Seminar held earlier in the day, and the second was scheduled for further discussion and Board action the next day in connection with Part B of the Publishing Policy Committee report.
- Morse called attention to the defeat of the proposed amendment to the AIP Constitution which would have removed the specific dollar value from the member assessment charge. He expressed his disappointment with the outcome but thought that a proposal for a specific modest increase in the member assessment dues might be worth considering in the near future.
- He noted that, for the first time, the annual meeting of the AIP Corporate Associates took place at an industrial laboratory, General Motors, in November. It was considered highly successful and will be repeated next October at another industrial laboratory – IBM, San Jose.
- Morse also noted that the problem with Second Class postal rates for our journals had evaporated. The non-obligatory aspect of our page charges was accepted as a satisfactory condition for retaining privileged mailing status.
The meeting was recessed at 9:45 p.m., and reconvened the following day at 9:10 a.m.
Saturday, April 2 – AIP Headquarters
6. Part B of Publishing Policy Committee Report
Krumhansl distributed copies of the report of the AIP Publishing Policy Committee and noted that, of the three major areas of concern to his Committee-editorial, manuscript composition, and preparation of camera-ready copy – AIP's big jobs are in the last two categories. He reminded the Board that, during the past year, the Institute purchased a Videocomp typesetter, and stated that discussion this morning is about that unit which starts from an author's manuscript and composes the instructions for the typesetter. That is the function of the ATEX system which is under consideration for purchase by AIP.
Marks followed Krumhansl and distributed copies of a proposed motion recommending the purchase of a new photocomposition system, the ATEX Copy Processing System, with a capital expenditure of $325,000. He noted that the Videocomp typesetter has the capacity to set all of the 100,000 pages that AIP composes annually. The ATEX system would be amortized over a 5-year period and could be financed out of our present composition budget. We can start by using it for composing the Journal of Applied Physics, Applied Physics Letters, and perhaps The Physics of Fluids. In addition, we can rent excess available time on the Videocomp to other non-profit organizations, but we will always take up AIP's needs first. Our consultant also feels that the ATEX system is production-oriented.
The following motion was then passed with Branscomb abstaining:
MOVED that the Governing Board approve a capital expenditure of $325,000 for the purchase of the ATEX Copy Processing System with:
- Input, edit, and file management systems
- Video display terminals with full editing and composition functions, and a set of 128 special and standard characters
- Hyphenation and justification composition program with interactive tabulation
- Full lookup hyphenation dictionary of 80,000 words (Webster's Third) expandable to 150,000 word.
- Multiple page makeup and pagination programs
- Mathematics program
7. Report by Chairman of the Fiscal Policy Committee
Burton called attention to his report of the AIP Fiscal Policy Committee, copies of which had been distributed prior to the meeting, and noted particularly the resolution passed by his committee and recorded at the bottom of the first page, expressing an intention to discuss the desirability of instituting a fixed price system to replace the quoted price system currently in use. This would imply getting away from the actual cost agreements AIP has with each of the Member Societies and would mean a modification of those agreements. He invited comments on this suggestion for simplifying the bookkeeping. He also noted that the Institute handles about $16,000,000 annually for itself and the Member Societies. The Institute reserves, including the estimated 1976 net income, total about $1,700,000.
Burton also noted that the Fiscal Policy Committee felt that the time for the annual audit of AIP operations should be shortened and that the audit should be certified. Gilbert stated that delays are due to complicated prorations that the AIP accounting system is involved in and that any appreciable shortening in time is not realistic until the accounting system is computerized.
Morse suggested another item for the Fiscal Policy Committee to consider. He referred to his earlier report that the proposed amendment to the AIP Constitution removing the dollar value from the member assessment charge was turned down. He indicated that he was going to continue to advocate some increase in direct contributions from all Societies and thought that the Fiscal Policy Committee might want to look at it again and come up with some recommendations.
8. Report by Chairman of the Committee on Corporate Associates
Jamerson stated in his opening remarks that there are now 92 AIP Corporate Associates. The membership list includes 7 of the top 10 and 21 of the top 50 Fortune 500 companies. He called attention to the statements on the Objective and on the Functions and Responsibilities listed on Page 3 of his committee's report, copies of which were distributed prior to the meeting of the Governing Board. He then read the three position statements that have been adopted by this advisory committee; these are reproduced below:
- The Committee on Corporate Associates supports the need for a broad physics research program in the United States, both fundamental and applied, to serve, in part, as the basis for future industrial technology.
- The Committee on Corporate Associates supports the improvement of faculty/student understanding of the role of physicists in industry. This includes their motivation, their goals and accomplishments, and the requirements they must meet.
- The Committee on Corporate Associates hopes that students trained in physics and interested in industry will foster skills to enhance communication with persons outside the physics community.
Branscomb suggested the addition of the words "and guide its wise employment" to the first position statement because it was his conviction that science in industry is as often useful to tell you what to do with technology, and what not to do with it, as it is to create it.
Krumhansl stated that in the visits by students to industry there is often a problem with proprietory information and that restricts the technical discussion. He wondered whether the Corporate Associates could consider what might be done to alleviate this situation.
Branscomb took this occasion to express his concern about a feature of the recent tax reform act which appears to reduce the eligibility for participation by scientists in industry in international conferences as a business expense. It limits attendance to two overseas meetings a year and requires strict documentation of attendance. These inhibitions, in his opinion, shut off in most companies participation in foreign conferences unless the company goes to a lot of trouble to create some company business for the individual in order to cover the participation. He noted that the law will have the consequence that physicists in U.S. companies will stop participating in international conferences. He wondered whether this should be the concern of the Advisory Committee on Corporate Associates and, if not, what other instrumentality of the AIP should be concerned about it. Branscomb added that the new tax reform act deals with the deductibility of foreign travel as a business expense. If a physicist works for a tax-exempt institution, his employer does not pay any taxes. If he travels at his own expense, it certainly affects his income tax deductions. If he does not have a Government grant and his university does not have money to pay for travel, then the law applies and it says that he cannot deduct participation in more than two foreign conferences or seminars per year. Even for the first two, he cannot deduct more than what the U.S. Government civil servant gets for his "per diem." Koch thought that AIP should look into it but felt that the Panel on Public Affairs (POPA) of APS may want to look at it too.
Turning back to the three position statements in Jamerson's report, Brady noted that the second position statement does not seem to be concerned with physicists in Government laboratories. Koch observed that, in principle, the Corporate Associates program can include some of the major Government laboratories. For example, if the National Bureau of Standards would like to become a Corporate Associate, he thought it would be quite appropriate. Millman added that the Visiting Physicists Program sponsored by the APS does include national laboratories. He thought that if we substituted “R & D laboratories" for "industry," it would take care of institutions that are not Corporate Associates. Frenkiel suggested that, to get started, AIP should invite NBS to become a Corporate Associate of the Institute.
Jamerson next turned to the proposal for awarding a prize for Industrial Applications of Physics, as presented in his report. Some questions about the plan for presentation of the prize were raised by Phillips and Havens since the Ceremonisl Session of the annual joint meeting of APS and AAPT is already quite full. On the question of financing, Koch noted that AIP is continuously going to industry to raise fund for such things as the History program, and he did not feel that this proposed award should be supported by any one industry. He stated that the funds would be coming out of our Corporate Associates revenue which is about $90,000 per year. It will be an additional incentive for corporations to support the Corporate Associates program. In answer to a question by Hirsh on eligibility, Jamerson stated that engineers could be eligible and added that the eligibility and precise wording of the award criteria could be discussed at the next meeting of the advisory committee.
The following motion was passed with one abstention:
MOVED that the Governing Board approve the principle of a prize, that the first prize money be authorized, and that the first prize committee be appointed to settle the definition of the specification of the prize, scheduling of prize awards, and other necessary details for presentation to the Executive Committee for approval.
Morse named Jamerson – chairman, R. W. Landauer, F. J. Darnell, W. W. Havens Jr., and H. W. Koch – ex officio, as members of the above committee. Quinn suggested that specification for the prize should be such that the record on which the committee acts is not necessarily manifested by the typical published record but might include patents and inventions, and that should be stated in the beginning.
9. Comments on Other Committee Reports
Morse noted that the reporting system by the committees seems to be working out quite well. We have not heard from the Advisory Committee on Translations. The committees on science writing awards are in a rather different position and perhaps no annual reports are necessary.
Karplus raised the question whether it would be appropriate for the Committee on Professional Concerns to look into a program just being established by the National Science Foundation to enhance the production of doctorates from minority races. The proposal is to establish graduate centers in the sciences; each center would include departments. Fifteen to 20 grants of $15,000 to $30,000 for each of the centers would be awarded. The funding for the program is about 30 to 40 million dollars. The deadline for the submission of proposals for grants is May 6. He wondered whether this is a wise program in view of current employment difficulties of Ph.D.'s. Koch noted that the AIP Committee on Professional Concerns is going to meet on April 25, and he asked whether this Governing Board wants to recommend something specific. The Committee on Professional Concerns should also know what the APS and AAPT committees are planning to do. Karplus stated that he heard that there are several Presidential appointments at NSF presently under consideration. He suggested that if anyone wishes to forward the names of people who are qualified, it would be much appreciated by NSF. They hope to settle it in the next couple of months.
Phillips then mentioned a related problem of relatively static faculties in many university physics departments due to severely reduced requirements for new faculty appointments and the addition of younger members to the staff.
10. Annual Report for 1976
Koch referred to the draft report, copies of which had previously been distributed, and noted that there are more diagrams and photographs this year and less descriptive material on administrative services. After a few minor comments, the following motion was passed without dissent:
MOVED that the Annual Report for 1976 be adopted as the report of the Board to members, subject to revision in the light of new copyright developments, and authorization be granted for its publication in Physics Today.
11. Financial Matters
Financial Report for 1976
Gilbert distributed a 1-page document entitled "Estimated Summary Statement of Operations" which he proposed as a new format for a financial summary report (copy attached as Exhibit B). He noted that, in the past, he has had difficulty explaining such a statement especially to the new Board members. He went over some of the figures and stated that, although the AIP audit is still in progress, these estimates can be considered as fairly reliable. He pointed out that allocations to General Operations were done for the first time in consultation with the Fiscal Policy Committee. Entirely separate accounts are maintained for the Member Societies and they do not affect the Institute's operations.
The high net income in 1976 of $370,000, compared with the $100,000 budgeted, can be traced to three areas: increased investment income, increased income from archival journals, and increased income from translation journals. He pointed out that the details will be found in the final complete statements.
Board members expressed approval of the new format for this summary statement. After answering a few questions, Gilbert stated that he will recommend to the Fiscal Policy Committee that the new format be adopted.
Financial Handling Charge for 1978
Gilbert stated that the AIP bylaws provide that the Member Societies shall pay to the Institute a financial handling charge not to exceed 1% of the monetary value of business done on their behalf by AIP. This percentage is fixed annually by the Governing Board and has been 5/8 of 1% for several years. The staff proposes that it remain at this percentage for 1978 and, at its meeting on March 31, the Executive Committe took action to so recommend to the Board. The following motion was passed without dissent:
MOVED that the financial handling charge for calendar year 1978 be set at five-eighths of one per cent (0.625%).
12. Acquisition of Woodbury Property
Koch reported on the status of the acquisition of the Woodbury property, including his attendance at a Zoning Board hearing of the Oyster Bay Township held on March 22, and the anticipated date for closing (see Item 2a. of minutes of Executive Committee meeting of March 31, 1977). (The closing took place on May 5, 1977.)
Renovation: Approval for Required Expenditures
Marks commented that, as a result of the visits by the AIP Management Committee to the site, after the building was evacuated and a detailed examination by our architect, it became evident that a major renovation job was called for. Many walls have to be removed. The lighting has to be completely redone and provisions have to be made for future changes. The estimate for the necessary demolition and renovation is $600,000. This includes architects' fees and was deliberately conservative so as to serve as an upper limit.
Marks added that the Stony Brook Editorial Center would be the first group to move in, we hope some time in October, and the building would eventually house close to 200 people. As previously decided, the headquarters building would remain in New York and will include the Society offices. We would no longer be renting space in New York City after June 30, 1978. We would propose to have our own car service between the headquarters building and Woodbury about four times a day.
Financing: Authorization for Mortgage Acquisition
Gilbert called attention to a document entitled "Acquisition of Woodbury Property," copies of which he had distributed, which included one possible method of financing the Woodbury building. He noted that other variations were suggested by members of the Executive Committee at its meeting on March 31. He pointed to the $370,000 net income for 1976 which the Executive Committee will have to apportion to the various AIP Reserves. He noted also the accumulated income of $323,000 in the Operating Fund of the end of 1975, and that the mortgage on our headquarters building will be all paid up by November 1977.
After a brief discussion of possible alternatives, including the retention of the existing mortgage of about $455,000 at 8% on the Woodbury building, the following two motions were passed – the first unanimously, and the second with two abstentions:
MOVED that the Governing Board authorize an expenditure not to exceed $600,000 for complete renovation of the Woodbury property for use as an AIP publishing and Society services center.
MOVED that the staff be empowered to negotiate a mortgage of up to $1,000,000 to cover the purchase and renovation of the Woodbury property, subject to approval of the Executive Committee.
13. Next Meeting
The next meeting of the Governing Board will be held in conjunction with the meeting of Corporate Associates and Assembly of Society Officers in San Jose, California. The Governing Board meeting will take place on one of the three days, October 27, 28, 29, set aside for these meetings. The Executive Committee will meet on the evening of Wednesday, October 26. 1977.
The meeting was adjourned at 1:00 p.m.