Executive Committee of the American Institute of Physics
Minutes of Meeting
Members Present: H. R. Crane – Chairman, Joseph A. Burton, W. W. Havens, Jr., G. A. Jeffrey, Wilbur V. Johnson, H. William Koch, A. I. Mahan
Absent: I. E. Dayton
AIP Staff Present: H. William Koch, Director; Wallace Waterfall, Secretary; G. F. Gilbert, Treasurer; Lewis Slack, Assoc. Director for General Activities; Robert H. Marks, Assoc. Director for Publishing & Information; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary
Chairman Crane called the meeting to order at 9:33 a.m.
1. Minutes
The Secretary reported that no corrections to the minutes of the Executive Committee meeting of September 22, 1971, had been received and, upon motion made and passed without dissent, they were approved as circulated.
2. Status of NSF Information Grants
The Director pointed out that the costs of AIP Information activities will be borne through calendar year 1972 by NSF and therefore the proposed AIP budget for 1972 does not include them. He referred to a chart on the blackboard which showed the time schedule for the various NSF grants. Grant No. 863 for Planning will terminate the middle of 1972 and we expect our planning to be complete at that time. Grant No. 864 for Development has a terminal date of June 30, 1972, but there will be funds left which we believe NSF will permit us to use to continue the work until February 1973. Grant No. 865 for Production terminated at the end of 1971 but we have been assured continuing funds to cover any production deficits we may have through calendar year 1972. We have requested other grants from NSF for various phases of the Information program but we have no assurance we will receive them.
Our principal concern is about the production and merchandising of the CPI products developed in the Information program. We must develop enough sales during 1972 so that the products will be self-supporting in 1973 and thereafter. By the middle of 1972 we should know what our prospects are.
3. Report on Production and Merchandising
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CPI Products
Marks reported that CPAA (Current Physics Advance Abstracts) was getting off to a good start. Authors of all the archive journals are cooperating and we are starting to get in a flood of abstracts. The translators of our Soviet journals are also sending us advance copies of the abstracts. The cover for CPAA has been designed and production facilities are all lined up for the first issue. All we need now is subscribers. We are also well on the way to producing the first issues of CPT (Current Physics Titles) some time late in January. Lancaster Press gave us the lowest bid and the fastest production time so they will do the printing.
Princeton has been selected to produce (CPM) (Current Physics Microfilm) and is now making some test runs.
Koch added that we now have six customers for the SPIN tape and expect next year to have a dozen. Some of those who are leasing the tape have indicated that they would like to have freedom to use it in any way they see fit to sell services or products. This means we must work out some licensing arrangement which will compensate us according to the use made of the tape. It is going to be somewhat complex but we believe we can work out something.
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Conference Proceedings Series
Marks said that the Conference Proceedings Series which the Executive Committee authorized has been developing very nicely. So far nine different conferences have been lined up for the series. Only on book has been published so far but we expect to publish the rest of them in 1972. The arrangement we are promoting is that each registrant at a conference receives a copy of the proceedings as a part of his registration fee. We have projected sales of about 800 copies of each book and are developing direct mail campaigns and house ads to stimulate sales. For 1972 we are projecting sales of about $100,000 and total expense of about $76,000.
4. Future Prospects and Problems in Publishing and Information
The Director said he had no action to propose on this general subject at the present time but he thought it appropriate to report on his current thinking on the following subjects:
Present Journals
We recognize that the journals are the lifeblood of AIP and the Member Societies and we believe they should be studied continually to see whether improvements can be made which will enable them to fulfill their purposes better. Some questions have been raised about RSI and we propose to set up a review committee to look into all aspects of that journal. We also hear comments from time to time about PHYSICS TODAY. We want to solicit comments about all journals and utilize the comments to improve the journals wherever possible. Our SPIN tape greatly simplifies the production of journal indexes and it may have other uses in connection with journals which should be explored.
Development of New Journals
The greatest deficiency in our present journals appears to be their inability to handle data adequately and also their failure to attract a sufficient number of good review articles. We are learning that good review articles are appearing in journals of other countries. These are written for local audiences but seem to be quite objective with respect to physics research in all countries. Maybe we should select and translate the better review articles and publish them periodically in some form similar to our Conference Proceedings Series.
Data Compilations
We are making a start on publishing data compilations with JPCRD (Journal of Physical and Chemical Reference Data). Much data comes out in reports of various laboratories. Such reports might be microfilmed and offered as an appendix to our CPM.
Journal of Physics History
Our proposed budget for 1972 does not provide for the continued growth of the Physics History program such as some physicists are urging. We do expect some outside support for the program but more support is desirable. One possibility which has been suggested is the starting of a journal of physics history which we believe could be income-producing after a few years. We are looking for contributions to launch such a journal and have asked the Heinemans if they would be willing to put up $15,000 as seed money to induce other contributions.
Directories of Physicists
Most of the Member Societies now have their own directories, at least one of which has been prepared recently from our subscription fulfillment tape. We are hoping that that tape can include sufficient information so that we can produce all Society directories satisfactorily from it. There is also the possibility of producing an over-all directory of physicists which might have sufficient sales to be income-producing.
Marketing in Japan
We ship to Japan about 85 tons of journals each year representing a market value of about one-half million dollars. Surface transportation means these journals reach subscribers six to eight weeks later than domestic subscribers. We are looking into possibilities of air freight such as we use for Europe but information we have so far is not encouraging. Another possibility is sending reproduction proofs or negatives over there by air and printing in Japan or some nearby country. Korea has a very large printing plant (visited by H. W. Koch on his recent trip to Japan) which has relatively low costs and now prints many things for both oriental and European customers. We are looking for ways of saving $50,000 to $100,000 per year in the printing and distribution of journals to our Japanese and other oriental customers.
5. Authorization to Place Purchase Order for Lease of IBM Computer
Marks said that our Information program is currently buying computer time from IEEE at a cost of about $13,000 per month. The latest IBM computer which would be suitable for our work would cost $12,000 per month to rent. IEEE plans to move their computer installation to New Brunswick, New Jersey, some time during 1972 and we must look for other computer facilities. We are now studying the economics of the situation and it may turn out that it will be best for us to lease and operate our own computer. There is a waiting list on the type of IBM computer we would need and we understand it would take a minimum of 19 months to obtain and install one. We believe our best move would be to place an order now with the understanding that it can be cancelled any time up to December 31, 1972. IBM is agreeable to such an arrangement.
After brief discussion the following motion was made, seconded, and passed without dissent:
MOVED that an order be placed with IBM now with the provision that it can be cancelled one year from the date of this meeting unless the Executive Committee authorizes signing of the required lease in the meantime.
6. Acoustical Society Request that AIP Bear Cost Differential for Reprinting Back Issues of JASA
Koch called attention to Waterfall’s letter of October 27, 1971, to Gilbert and read it. (Copies had previously been distributed to Executive Committee members and a copy is attached to these minutes as Exhibit A.) He said that other Societies had suffered similar losses which would be difficult to determine and he believed that agreeing to the Acoustical Society’s request would open up many other problems. AIP performs services for Societies on a cost basis and, under present arrangements, the Societies bear whatever the costs may be. Koch suggested we could consider a different relationship with the Societies in which, at the end of each year, we would give them fixed costs for the succeeding year for those services which we now prorate such as subscription fulfillment, editorial mechanics, etc. In establishing such fixed costs the Institute would have to build in some kind of safety factor but, over a period of a few years, the charges and actual costs should average out the same.
In response to a question, Gilbert pointed out that gracing for two or three months had become standard practice with all journals because of the many problems involved, particularly with subscription agencies. It is the consensus of journal publishers that gracing reduces the cost of subscription fulfillment and the only problem is to develop a fulfillment system so that too many copies of journals will not be “lost” by duplication. Gilbert also pointed out that establishing fixed charges in the fall of each year for the succeeding year for costs which are presently prorated would substantially simplify accounting, make it possible to get quarterly and year-end statements out more promptly, and help the Societies in preparing more accurate budgets.
The Chairman said it appeared that the Committee had two questions before it to consider, one was whether the request of the Acoustical Society should be granted and the other was whether there should be some change in the relationship between AIP and the Societies concerning distribution of costs.
Waterfall said he had written the letter in question not with the expectation of getting a favorable reply but because he believed it was time to reconsider the relationship between AIP and Member Societies with respect to cost distribution. He pointed out that action such as the Acoustical Society requested is not without precedent. In connection with a systems change, the Institute experienced very high subscription fulfillment costs in 1962. Because of Society complaints, the Executive Committee, at its meeting in December 1962, rebated $59,000 to the Societies to reduce their costs for that year. At that same December 1962 meeting there was brief discussion of establishing in the fall of each year fixed unit costs for the following year for those services such as subscription fulfillment, editorial mechanics, etc. which the Institute now prorates. There was no follow-up of that discussion because we had too many other problems at that time. Waterfall urged that a committee be appointed to study the possibility of establishing fixed unit costs each year. If establishment of such costs appears feasible it will not only simplify AIP accounting but it will greatly help the Societies in their budgeting. It will also give the Societies the opportunity to question AIP charges before they become effective rather than afterward when no one seems to be able to do anything about them.
No action was taken on the Acoustical Society request but the Chairman said he would appoint a committee to study the matter of establishing fixed unit costs as proposed.
7. Change in Blue Cross-Blue Shield Coverage of Employees from Three Star to Executive Plan
Slack reported that our present fringe benefits program provides that the Institute will pay for the standard Blue Cross-Blue Shield Three Star coverage. Blue Cross-Blue Shield offers a plan with substantially better benefits called the “Executive Plan” which costs only 30 cents per month more per person. Many of our employees have chosen to pay the extra 30 cents per month themselves for the plan with the better coverage. This involves extra work on the part of our Personnel department and also extra accounting and the staff recommends that the Institute provide Executive Plan coverage for the entire staff at Institute expense. The total extra cost to the Institute would be about $1,000 per year and, assuming the Executive Committee approves, that has been built into the proposed 1972 budget. The following motion was then made, seconded, and passed without dissent:
MOVED that the Institute adopt the Blue Cross-Blue Shield Executive Plan for all Institute employees at Institute expense.
8. Termination of AIP Affiliation and Services by the Society for Applied Spectroscopy
The Secretary reported that, for some time, various officers of the Society for Applied Spectroscopy have complained about the services which AIP performs for the Society and our relations with SAS have not been too happy. A letter dated November 30, 1971, has just been received from the Secretary of SAS indicating that the governing board of SAS has taken action to withdraw from affiliation with AIP and to discontinue the various services which AIP now performs for the Society. The letter set forth a suggested timetable for discontinuation of the various services and indicated that Williams & Wilkins had been employed to publish the SAS journal and to handle subscription fulfillment and membership services. The Institute has no choice but to accept the termination notice and the staff is now determining whether there will be any problems in connection with the schedule proposed by SAS.
The Secretary said he questioned whether SAS really wanted to terminate its affiliation with AIP. We understand their decision to terminate the services but we believe they may want to continue to be an Affiliated Society because it gives their members an opportunity to subscribe to Institute publications at advantageous prices and there are no financial obligations on the part of SAS to AIP. He said he would question SAS about their desires in this respect.
The Secretary said that the sudden termination of services by SAS made us realize that, when we agree to perform services for Affiliated Societies, we should do so under the same termination conditions as are stated in our service contract with Member Societies. That contract requires that Member Societies give us 6 months’ notice before the end of any calendar year if they wish to terminate services. The Secretary said there were two other Affiliated Societies for whom we now perform services, the American Vacuum Society and the American Association of Physicists in Medicine. He said he had written to both of the Societies requesting them to subscribe to the 6 months’ notice of termination as required in our contract with Member Societies.
9. Translation of Soviet Journal “Particles and Nuclei”
Marks recalled that the Executive Committee had approved translation of the Soviet journal “Quantum Electronics” and he said we have now learned of a new Soviet journal called “Particles and Nuclei” which we believe should have a very good sale. Volumes 1 and 2 of the journal have been made up of random issues but the journal is to start regular publication in 1972 with Volume 3. Consultants Bureau have already started translating Volumes 1 and 2 and planned to do Volume 3 but, under our arrangement with them, they have agreed that we should assume the responsibility beginning with Volume 3 provided they do the translation and production for us. They will complete the translations of Volumes 1 and 2 and handle their sale. They have offered us the opportunity of doing Volumes 1 and 2 also but we prefer not to take on that additional risk and have agreed that we will help publicize the two volumes which they will be selling. On Volume 3 we may lose a little money in the first year but we believe the journal should produce net income in the second and subsequent years. The management recommends that we translate “Particles and Nuclei” beginning with Volume 3. The following motion was then made, seconded, and passed without dissent:
MOVED that the AIP undertake translation of the Soviet journal “Particles and Nuclei” beginning with Volume 3.
The meeting was adjourned for luncheon at 12:00 and reconvened at 12:40 p.m.
10. Report of Administrative Review Committee
(The staff was excused during discussion of this item and recalled at 12:55 p.m.) Reporting for the committee, Burton presented a letter dated November 3, 1971, addressed to H. William Koch and signed by the three members of the committee (copy attached as Exhibit B) in which the committee’s satisfaction with the officers and management of the Institute is stated. Burton also reported that the Executive Committee had approved an employment contract for the Director, a copy of which signed by both parties is attached to the official copy of these minutes.
The Chairman said that, on recommendation of the Review Committee, the Executive Committee had approved the following salary changes for officers of the Institute, effective January 1, 1972:
| Increase | New Salary | |
|---|---|---|
| H. W. Koch | $3,000 | $47,000 |
| Wallace Waterfall | 1,000 | 16,000 (half time) |
| G. F. Gilbert | 1,500 | 30,000 |
| Lewis Slack | 1,500 | 28,500 |
| Robert H. Marks | 2,000 | 32,000 |
11. 1972 Budget
Copies of the proposed 1972 budget had been distributed before the meeting and a copy is attached to these minutes as Exhibit C. A group of summary statements had been prepared by the Treasurer and distributed before the meeting explaining and giving further detail on various items in the 1972 budget. Copies of the summary statements are attached as Exhibit D.
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Assumptions and Considerations Underlying Budget Preparation
A document entitled “Assumptions and Considerations Involved in Preparing the 1972 Budget” had been distributed before the meeting and is attached as Exhibit E.
The Director then proceeded to comment on the above-mentioned document. He explained how the budget had been prepared and mentioned some of the many uncertainties which the Institute as well as the entire country will be facing in 1972. Some major changes are being made, especially in the General Activities Branch. Some of the greatest uncertainties for 1972 are in connection with our publishing activities. We have tried to be very conservative in this area as explained by Marks in Exhibit E. As ordered by the Executive Committee at its September meeting, our 1972 budgets for AIP journals do not provide for publishing any of the backlog of unhonored manuscripts which will have accumulated by the end of this year. We have no idea what our 1972 experience will be but are assuming a continuing high rate of honoring. PHYSICS TODAY is budgeted for a very high deficit in 1972. Part of this is due to a change in accounting methods which will be explained later but the biggest reason is the drop in advertising sales. Our Advertising Division has recently become more optimistic about the future and we may find that 1972 will be a better year for advertising than our budget projects. Increases in advertising rates have been authorized by the Executive Committee but we are delaying putting them into effect until we believe they will be acceptable to the market.
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Contingencies and Indirect Costs on Grants
Gilbert referred to the paper entitled “Contingencies Relative to 1972 Budget” which had been distributed before the meeting (copy attached as Exhibit F) and proceeded to comment on the various items mentioned. The sheet shows our best guesses as to our possible liabilities.
In connection with indirect costs on grants, we have heretofore budgeted grant overhead on grants which had actually been received. We have not followed that policy in preparing our 1972 budget. Our large Information grants are currently in the process of being renewed. We are assuming they will be renewed and have included in our grant overhead what we expect to received based on our most recent experience.
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AIP and Grant-Supported General Activities
Slack called attention to Page 38 of the proposed 1972 budget (Exhibit C) which shows the AIP support and the outside support for the various general activities for calendar year 1972. He pointed out that the outside support listed is only that of which we are now assured. Proposals have been made for additional support and we anticipate getting some of this.
A number of questions were asked about various items but discussion centered on the Physics History program. Havens pointed out that we keep supporting the program on a subsistence level on a year-to-year basis with the expectation that we will be able to get money from outside to continue the project at a satisfactory level. A certain group of physicists show much interest in the program and would be highly incensed if it were discontinued but they do not seem to be able to generate adequate outside support. Havens said he believed we should establish some terminal date with the understanding that, if outside funds equal to approximately $100,000 per year are not obtained, the program will be discontinued. The Secretary pointed out that we have some commitment to the Heinemans to maintain the Library. Havens then made the following motion which was seconded by Jeffrey:
MOVED that the amount budgeted for the History program for calendar year 1973 be only enough to maintain the Niels Bohr Library unless outside funds are in prospect when the 1973 budget is prepared.
There was much discussion of the motion but it was finally passed with dissenting votes from Mahan and Johnson. Koch asked to be placed on record as not in favor of the motion.
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Approval of Budget
During discussion of various items of the budget it was pointed out that the budget for any year can be revised during the year and is frequently revised at the June meeting of the Executive Committee. The following motion was then made, seconded, and carried without dissent:
MOVED that the proposed budget for calendar year 1972 be approved.
12. Change in Method of Prorating Advertising Division Expense
Gilbert distributed and read a memorandum on this subject (attached as Exhibit G). He pointed out that this is an internal accounting matter which does not affect the overall 1972 AIP budget. However, it does increase the projected 1972 deficit of PT by more than $30,000. The projected change appeared logical to members of the Executive Committee and the following motion was made, seconded, and passed without dissent:
MOVED that the proposed method of prorating Advertising Division expense be approved.
13. Corporate Associates for 1972
Lasky reported on the current prospects for 1972, adding that many companies do not pay until after the first of the year. As of today, we have received payments from 57 out of 109 Corporate Associates for a total of $56,005. Last year at this time we had received 58 payments totaling $66,000. We have received notice from five Corporate Associates that they do not intend to renew for next year whereas, at this time last year, we had received twelve such notices. We are particularly concerned about our loss of some of the large Corporate Associates such as RCA, General Dynamics, and Lockheed. We have sent out promotion letters to 105 former Corporate Associates and to 114 new prospects. A division of North American Rockwell has asked to become a Corporate Associate at a dues rate of $750. The following motion was then made, seconded, and passed without dissent:
MOVED that North American Rockwell Science Center be elected a Corporate Associate of the Institute.
14. Appointments
Koch called attention to the list of suggested appointments which had been distributed before the meeting (Copy attached as Exhibit H). These are mostly appointments to editorial boards which are made at this time of year and do not include the appointments to various committees which are made at the March meeting. Concerning Item g – Representatives to AAAS Council, the Director explained that there may be a change in the composition of the council and appointment of a replacement for Mary Warga was deferred to the next meeting of the Executive Committee by which time we will know whether we are still entitled to two representatives.
After brief discussion the following motion was made, seconded, and passed without dissent:
MOVED that the proposed list of appointees be approved and that the Chairman and Director be authorized to make such other appointments as are necessary during the year.
15. Other Business
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Lawsuit – Scientific American v. Systems Development Corporation
The Secretary recalled that AIP had been a party to a contract between Scientific American and SDC in which SDC was to develop a computerized subscription fulfillment system for Scientific American at a cost of about $100,000. AIP had agreed to contribute $1,000 with the understanding that any information of value obtained by Scientific American would be available to AIP. After much time and many headaches, Scientific American concluded that SDC’s work was valueless and Scientific American is now suing for the money paid SDC plus additional damages. The Scientific American attorneys may want Gilbert and Waterfall to testify in court. We and our attorney have had meetings with them and are attempting to avoid involvement but that may not be possible. AIP has no financial responsibility in this matter.
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Possible Legal Action – NBS and JPCRD
Koch reported that commercial publishers are unhappy about the fact that the National Bureau of Standards has made a contract with AIP and the American Chemical Society for the publication of the “Journal of Physical and Chemical Reference Data.” John Wiley and the Information Industry Association have presented a written complaint to the Secretary of Commerce and it is possible that they may take some legal action. The legal action would be against NBS.
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Flow and Temperature Symposia
Slack recalled that in January 1968 the Executive Committee had authorized the Institute to cooperate with NBS, ISA, and ASME in the first symposium on Flow Measurement and Control. In December 1968 the Executive Committee authorized the Institute to cooperate with NBS and ISA in the fifth international Temperature Symposium. The Temperature Symposium had been successful through the years and AIP and ISA had each made approximately $13,000 from the sale of proceedings of symposia.
The first Flow Symposium and the fifth Temperature Symposium were held in May and June 1971. Because of tight travel budgets, attendance at the symposia was less than expected. The Flow Symposium suffered most; by keeping a close watch on expenses, that symposium loss was limited to approximately $400. The proceedings are being published by ISA and some of the loss may be recovered from their sale. The attendance at the Temperature Symposium was considerably better and there was a surplus of $1,650 which will be shared by the sponsoring organizations. There is a possibility of some income to AIP from the sale of published proceedings.
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Proposed Meeting of Committee of Society Secretaries and Treasurers
Gilbert announced that a meeting of the AIP Committee of Society Secretaries and Treasurers was being planned for January to review with Society officers the changes being made in our subscription fulfillment system.
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Professional Activities of Scientific Societies
Havens expressed concern about the growing number of requests from members of his Society for the APS to become involved in what are generally considered to be the activities of professional societies and not of scientific societies. The American Chemical Society now seems to be undergoing a revolution which might end in ACS becoming a 501 (c)(6) organization. Havens said he had hoped that the formation of the APS Forum on Physics and Society would help take care of some of the problems which APS members have raised. He expressed the opinion that some way must be found to educate physicists on the problems involved. Changing from a 501(c)(3) to a 501(c)(6) organization would permit APS to lobby in Washington and to do other things for the benefit of members which other professional societies do but he doubts whether the majority of APS members would really want the Society to do such things. Certainly APS does not have the means to maintain an effective lobby in Washington. Havens said he is convinced that representatives of APS can get an audience in Washington whenever they wish it and that they will have a better reception if they represent a 501(c)(3) organization rather than a 501(c)(6) organization. He urged that the Institute give thought to this whole program with the hope that we can find some way of publicizing to Society members the advantage of having the scientific societies remain the kind of organizations they are. Burton said he believed that the younger members of APS were responsible for most of the movement to change the character of the Society. He believed it would be helpful to get these younger members more involved in APS affairs by appointing them to various committees. He suggested that AIP and other Member Societies also try to get younger members involved with the hope that as they learn more about the organizations, they will be better satisfied with the roles played by their organizations.
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Role of Governing Board Members
Havens said he was disturbed by the lack of attendance of APS Board members at the last meeting. On questioning some of the absentees he got the impression that they felt that attendance at the Governing Board meetings was rather useless because the Executive Committee ran the Institute. Havens suggested that one solution to this problem might be to get Board members involved in various committee activities. Committees on finance or future planning could be made up of Board members and reports of such committees could be very useful to the Institute. Also it might be appropriate to include more Board members on the various existing advisory committees. Koch agreed that this was a good idea and said that he would present some suggestions to the Executive Committee at its next meeting.
16. Next Meeting
At the request of Havens, and with the consent of other Committee members, the date of the next meeting was changed from February 2 to Tuesday, February 1, 1972. The meeting will be a breakfast meeting to be held in San Francisco.
The meeting was adjourned at 3:30 p.m.