Executive Committee of the American Institute of Physics
Minutes of Meeting
Members Present: Philip M. Morse – Chairman, William A. Fowler, W. W. Havens, Jr., H. William Koch, Sidney Millman, Melba Phillips, Jarus W. Quinn
Absent: Robert T. Beyer, Laurence W. Fredrick
Nonvoting Participants: J. A. Krumhansl (Chairman, AIP Publishing Policy Committee), Edward L. Brady (MAL), Jacques Ovadia (AAPM), Isabella Karle (ACA), Robert S. Marvin (SOR), Robert L. Park (AVS)
AIP Staff Present: H. William Koch, Director; Sidney Millman, Secretary; G. F. Gilbert, Treasurer; Lewis Slack, Associate Director for General Activities; Robert H. Marks, Associate Director for Publishing; Dorothy M. Lasky, Assistant to the Director
Chairman Morse called the meeting to order at 8:00 a.m.
1. Minutes
Upon motion made and passed without dissent, the minutes of the following two Executive Committee meetings were approved:
- Minutes of March 12, 1976
- Minutes of March 26, 1976
2. Assignments for Publishing Policy Committee
Marks reviewed briefly each of the following items which had been assigned to the Publishing Policy Committee by the Executive Committee:
- Copyright Policy Changes
- Journal Masthead Listings
- Simultaneous Publication in RMP and Uspekhi of Some Translated Articles
- Review Supplements to JAP
- Review of AIP Journals by Ad Hoc Committees
- Evaluation of RSI Report
These topics have all been discussed at recent meetings of the Executive Committee and Governing Board. Two of them, Items b and c, came in for additional discussion but no action was indicated in either case until after the Publishing Policy Committee has had a chance to review them and submit its recommendations.
3. Delay Policy for Non-Honored Papers
Marks stated that there was a problem with non-honored pages for the Journal of Mathematical Physics, which is now experiencing delays of up to 14 months. Our previous policy of not publishing more than 15% of unhonored pages had brought about considerable delays for such manuscripts until about a year ago when the Executive Committee authorized accepting a larger percentage of non-honored pages in JMP in order to reduce its backlog. This action resulted, however, in a cyclical effect, namely, a flood of non-honored papers when the delay was reduced. He proposed that a policy be established on a trial basis for JMP of 3 months minimum and 7 months maximum delay for the publication of manuscripts coming from institutions that do not honor page charges. He stated that the nonmember subscription price can be adjusted to cover the additional cost which he estimated to be of the order of $30,000 annually. After a brief discussion, the following motion was made and passed:
MOVED that a policy of delaying unhonored articles for a minimum of 3 months and a maximum of 7 months be established for the Journal of Mathematical Physics on an experimental basis for one year.
4. Computer-Based Composition
Koch distributed a memorandum on this subject which summarized the recent developments both at AIP and at APS. He made reference to a contract that AIP has made with the Mack Printing Company for computer composition of four Society-owned journals (American Journal of Physics, Astronomical Journal, Journal of Vacuum Science & Technology, and Medical Physics) beginning with July 1976 issues at a page price which is even less than the very favorable typewriter composition prices of Weber & Stevens. He noted also that AIP’s present computer-based photocomposition activity covering journal article heads membership and staff directories, Physics Today, journal indexes, and Current Physics Index is already at the substantial level of 15,600 pages per year. The addition of the four journals mentioned will bring the total amount of computer-based composition close to 20,000 pages per year.
At APS the increased interest is a result of a collaborative effort with the Bell Laboratories computer research people leading to software developed on an experimental basis for Physical Review Letters applications. Koch noted that APS has authorized purchase of a PDP-11 Computer and a Graphic Systems C/A/T typesetter that will be used in part for experiments with computer photocomposition of PRL. AIP will follow these experiments with interest. Any proposal for the acquisition of AIP hardware for computer composition will be based on the inputs from the AIP Publishing Policy Committee and will, of course, be submitted for approval to the Executive Committee and Governing Board.
Krumhansl, speaking for APS, noted that the PRL computer composition activity will probably be located immediately adjacent to the editorial office. The typists may be located off-site. Havens added that if, indeed, the PRL computer composition turns out to be 1 1/2 times as fast as the present typewriter composition, we would save $150,000 a year. However, no matter what happens to the experiment, there will be a computer which is needed for the editorial management and will remain at Brookhaven.
Koch stated that it was his understanding that the APS computer and type setter will be applied specifically toward PRL. The intent is not to work on the composition of the Physical Review itself. Krumhansl replied that he would not preclude the possibility of there being some brief experimental period involving PR but that such an experiment would be conducted jointly with AIP. Havens added that once the system is set up at Brookhaven and becomes fully operational, PRL will not take up all of its capacity. APS, therefore, invites AIP to try some experiments using the APS set-up. Koch agreed that AIP and APS, at Long Island as well as in New York, ought to couple more and develop their plans together.
5. Status of Planning for Consolidation of AIP Operations
Koch noted that, in the recent discussions on the possible purchase of the Levitt Building, the concept of a center for physics figured prominently in future requirements for a headquarters building. He therefore proposed that AIP try internally to prepare a number of staff documents that will point out various parameters of what such a center could contain. This would be useful for discussions at the fall meeting of the Executive Committee and for the new building committee which is being appointed. He asked for authorization to spend $8,000 to assist with personnel assignments to this and travel. He knows of a qualified physics professor from Queens College who would be available to work with Slack and himself on this. He is very familiar with the New York area and with the university library at Queens College and what the needs are for library facilities for the country as a whole. Quinn thought that, since it was the American Physical Society's idea to begin with, we might ask Fowler what he had in mind.
Fowler replied that his suggestion was that the time of consolidation of AIP operations was an appropriate time to look at the long-range planning, particularly for the Center for the History of Physics, which might be amplified to become a center for physics. He thought it should be a long-range look on the part of AIP, with input from the other Societies, and that APS would be happy to provide its input. He thought that this center would include such units as the Center for the History of Physics and editorial offices of Physics Today which interface with the physics community. When something exciting happens in physics we would be able to make a presentation where the public could see what is going on. He really thinks that physics is playing a more and more important role in public affairs and we need a place where there is an interface with Society. He can imagine having a small auditorium with a seating capacity of 100-200. He added that the high-level committee which is about to be appointed is not going to work on these problems. Someone has got to delve into the details and come up with some realistic estimates of the cost of the various possible components making up such a center.
Koch added that there have been many ideas advanced in the past several years. One that was discussed about a year ago was that for a book store containing new physics books. We might have a contemporary library without duplicating what is available in the Engineering Library two blocks away. We want to explore cooperation with them. Christmas lectures and tours by high school students are other activities that might be looked into.
Phillips thought that AIP should go ahead with the preparation of appropriate staff documents with the cooperation of all the other Societies including APS. The following motion was then passed without dissent:
MOVED that $8,000 be authorized to pay for personnel and travel expenses to be incurred in the preparation of appropriate documents bearing on a center for physics at AIP.
Marks discussed the shorter range changes needed in light of the decision not to buy the Levitt Building. He reported that the Publishing Branch now has 75 people in the basement physics laboratory at SUNY, Stony Brook doing the Physical Review – A, C, D, and Reviews of Modern Physics. By the end of June they will be doing PR–B also. This is a rate of 30,000 pages per year. We are having problems with building maintenance which, in the next few months, would include the inadequacy of air conditioning, and with the excessive dampness. We are, therefore, planning to move this group to a new, small, 4-story commercial building in Holtsville, Long Island, a few miles south of Stony Brook. The rent is $6 per square foot, including utilities, on a 3-year lease. The owner will modify our space to suit our needs. We plan to complete negotiations during the coming month and move to Holtsville the first week in July. We are considering renting 6,000 to 7,000 square feet with an option to take over a complete floor, which has an area of 12,000 square feet, at a future date. We would then be able to handle 45,000 pages.
Fowler wondered whether the proposed move would interfere with possible plans to consolidate in one place in Manhattan. Marks replied that we have to keep the production going and that is the primary responsibility. We delayed this until we were sure Lake Success was not in the picture. We had never intended to have typewriter composition in the central city anyhow.
The following motion was made by Havens and passed without dissent:
MOVED that the AIP staff be authorized to lease sufficient space in the Holtsville building at the rate of $6 per square foot to accommodate production of 30,000 pages per year at a maximum price of $48,000 per year.
6. Status of Computer Installation
Marks reported that the AIP management has decided to install the new computer in the rear of the basement next to the present computer room. This has the advantage of not interrupting our present operation. We expect delivery of the new computer early in July. The installation cost is estimated to be $69,000 and this includes the raised floor, new air conditioning facilities, and new electrical connections for reproduction services which have been moved to the lunchroom area temporarily and which will eventually occupy the present computer room. Koch noted that, although the Governing Board at its meeting in March authorized the Executive Committee to appropriate $40,000 for this purpose, we have no option but to proceed with the latest and more desirable installation plan.
The following motion was then passed without dissent:
MOVED that the Executive Committee authorize the expenditure of $70,000, with an additional $5,000 for contingencies, to cover the necessary remodeling and other changes required to accommodate the new computer.
7. Report on Appointments to New Committees
Slack reported that letters have been sent to members of all committees approved at the March Governing Board meeting. Most have replied and, as of this meeting, only 5 elected members have said they are unable to serve. Substitutes will be appointed by Morse after consultation with Koch. Brady noted that he has been asked to be Chairman of the Committee on Public Information and Education and, before accepting, he is trying to find out what is involved. He also wants to contact the people on the various subcommittees of this Committee.
Havens said that he heard that several people received these appointment letters cold and that the Nominating Committee had not been in touch with them in advance. Apparently these people had no idea they were being nominated, and there was no provision for alternates. In APS, the nominees are consulted ahead of time and are told about how much time they will be expected to devote to the committee activities and what the charge to the committee is. Koch agreed that we are going to have to work on the mechanics of setting up the new committees. A number of people on the old committees were upset that they did not appear on the new ones. Moreover, some of our staff felt that some of the nominees were not going to be able to do an adequate job of reviewing the programs because they lack the necessary background. The AIP staff deliberately was not very much involved in the selections this time. Perhaps it should be more involved in the future in order to provide the preliminary staff work to aid in the selection of candidates. Havens thought that the purpose of doing it the way the Nominating Committee did was because the Governing Board looks at different factors than does the staff when choosing nominees.
In reference to the AIP Committee on Professional Concerns, Havens was curious as to what its charge will be since AIP does not have individual members except as members of the Member Societies. Slack replied that he included in the notification letters a tentative statement of the charge to the relevant committee taken from the report of the Committee on Committees. In the case of the Committee on Professional Concerns, it was stated that it is to couple and maintain contact with the several committees of the Societies dealing with these matters and determine what AIP can best do to provide staff help. In many cases, it was left to the committees themselves to determine what their charges should be.
8. Expanded Use of SPIN Tape
Koch reported that the SPIN tape is receiving expanded use and attention. AIP has been negotiating with Engineering Index on their use of our SPIN tape. The price is settling down to $8 per item, including abstracts from our journals, in computerized form. They will be using 5,000 to 7,000 items per year which would give us up to $56,000 gross income. We are also in the midst of negotiations with Physikalische Berichte who are considering the use of our complete SPIN tape and have inquired about the costs. We estimate that a reasonable price to them would be $10 to $11 per item for 17,000 items per year. Both of these represent additional amounts of income we have not enjoyed in the past. The Institute of Electrical Engineers in London would be in the same situation as Physikalische Berichte in that they would take our complete product. If IEE is interested, the price to them would also be of the order of $10 per item for a total of $170,000 per year.
These additional amounts of income could help support our secondary services program and this could have an impact on our prerun cost of producing our journals and thus allow us to reduce this cost on AIP and Society journals, with a possible reduction in page charges. At least we have the prospect of being able to maintain charges at a fixed level in spite of inflation. Koch added that Harry Hookway of The British Library Board and E. L. Brady have been trying to mediate a settlement between IEE and AIP. Koch will try, when he is in England at the end of May, to visit with Hookway. The AIP tape is being used by institutions in this country which are dropping the use of the computer version of Physics Abstracts. The pressure is therefore now on IEE.
9. Report on Soviet Subscriptions to AIP and Society Journals
Gilbert referred to a report giving statistics on Soviet subscriptions for the last 4 years as of April 1, 1976, which had previously been distributed to members of the Executive Committee (copy attached as Exhibit A). He discussed it briefly, noting that he did not expect many additional subscriptions for 1976.
10. Professional Liability Insurance
Gilbert referred to his previous report to the group that AIP had filed an application on March 5. Contrary to earlier indications that a response would be forthcoming in about three weeks, no action is anticipated for another two. We are told that this is due to the unusually large number of applications the carrier received. As soon as he hears of a definitive acceptance, he will notify the Societies so they can be guided accordingly.
11. Increase in Heineman Award
Koch informed the Executive Committee that the Heineman Foundation board has decided to increase the Heineman Award, which AIP administers jointly with APS, from $2,500 to $5,000 annually, although this information has not yet been communicated in writing. Havens added that he intends to publish this announcement in the June APS Bulletin. He also remarked that APS has always had trouble with the certificate and thought that it should be redesigned.
12. Status of History of Physics Grants
Slack referred to his December report on the status of various grant applications in the History Division, and to the report prepared by Spencer Weart which was distributed prior to the meeting (copy attached as Exhibit 8). He added that, since this report was mailed, a notice has been received from the Sloan Foundation that they have granted AIP $50,000 for the Oral History Program. A check for that amount was also included.
13. Proposal to Prepare a Graduate Physics Program Book
Slack called attention to the fact that the second version of a graduate physics program book, which was published in 1971 and contained information on degree requirements, facilities, research opportunities, and availability of fellowships, is now out of date. Encouraged by the regular appearance of similar information in the Journal of Engineering Education, where information was obtained from the many engineering departments, Dion Shea feels he could collect similar information in the same detail from physics departments and make it available (on a fairly regular basis, i.e., annually) to undergraduates contemplating graduate study. He sent questionnaires to graduate department chairmen to determine whether they will supply the required information and pay a page charge of about $110 to defray the cost of publication and distribution of one copy to each institution offering a bachelors degree in physics. Responses have indicated sufficient interest from schools graduating 75% of the Ph.D.’s.
The book would contain approximately 250 pages of institutional listings and 30 pages of summary listings, and it would yield enough income to cover costs even if a number of the institutions back out. If approved now, production would begin immediately with publication scheduled for early in November 1976. It is estimated that it would take $20,000, including staff time, to produce such a journal. It would be available for purchase at a modest cost.
Morse advised that Slack contact Milan Fiske who is worrying about this whole question of getting information to undergraduates about graduate work. Slack agreed that it would be highly desirable, and noted that a sample sheet and a draft of the questionnaire had been sent to members of the APS Education Committee. Eugen Merzbacher, the Chairman of the Committee, felt it would have to be an annual publication. Havens thought that once momentum is achieved, one can even make money out of it. He introduced the following motion which was passed without dissent:
MOVED that this project to prepare a Graduate Physics Book be approved as indicated by Slack and that $20,500 be authorized in anticipation that income will be at least a like amount.
14. Election of General Atomic Company as a Corporate Associate
Lasky reported that General Atomic Company has applied to become a Corporate Associate in the $1,000 class, which is appropriate for the number of physicists they employ (38). It was a Corporate Associate as Gulf General Atomic from 1967 to 1971, and before that as a division of General Dynamics. Upon motion made and passed, General Atomic Company was elected a Corporate Associate of the Institute.
15. Plans for Extended Summer Meeting of the Executive Committee
Morse noted that APS has found it extremely useful for its Executive Committee to spend longer than a portion of a day once a year to dig into various questions that require thorough discussion, and they have met in the summer in places conducive to that sort of discussion. It has been extremely useful and successful, and has given rise to a number of new activities which APS has undertaken. The outstanding one is the setting up of the Panel On Public Affairs (POPA). He thought there are enough important things affecting the Institute that we should try to have such a meeting late this summer for the Executive Committee. After some discussion on possible places, such as Woods Hole and Aspen, and possible dates, it was left to Koch to find the appropriate place. The dates of September 8-11 were decided on as most convenient for those present.
16. Cooperation with APS Physics Manpower Panel
Slack called attention to the proposals on manpower studies that were made at the December meeting of the Executive Committee and subsequently sent to the APS Committee on Professional Concerns and to the APS Manpower Committee. These proposals have been considered by the Physics Manpower Panel, chaired by Milan Fiske. One such proposal prepared by Fiske and based on discussions with Beverly Porter and Lee Grodzins was submitted to the APS Council on April 25 and was approved with an authorization of $29,000 to AIP for conducting Follow-Up Studies on Postdocs and Junior Faculty Members.
17. Next Meeting
As previously reported, the next meeting of the Executive Committee will be held at the offices of the Institute on Tuesday, June 29.
The meeting was adjourned at 10:30 a.m.