December 10, 1974

Executive Committee of the American Institute of Physics

Minutes of Meeting

Members Present: H. Richard Crane – Chairman, Robert T. Beyer, *Joseph A. Burton, *W. W. Havens, Jr., E. Leonard Jossem, H. William Koch, Jarus W. Quinn

Absent: Laurence W. Fredrick

Nonvoting Participant: *F. R. Eirich (SOR), R. D. Burbank (ACA)

AIP Staff Present: H. William Koch, Director; Sidney Millman, Secretary; G. F. Gilbert, Treasurer; Lewis Slack, Assoc. Director for General Activities; Robert H. Marks, Assoc. Director for Publishing; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary

*These people were present for only part of the meeting.

Chairman Crane called the meeting to order at 9:30 a.m.

1. Minutes

Millman distributed copies of corrections to the draft minutes of November 14, 1974, proposed by Havens (who was not present at the beginning of the session). These corrections, as well as another proposed by Quinn, were accepted by the members present and are incorporated in the final minutes of the November 14 meeting. The motion to approve the amended minutes passed without dissent.

2. Presentation of Proposed AIP Budget for 1975

  1. Introduction

    Koch called attention to two booklets distributed before the start of the meeting: one containing the 1975 budget and the other containing material pertinent to other items on the agenda. He noted that the budget provides for a net income of $93,200 which will change if the staff&rtquo;s recommendation for increased page charges for three of our journals is adopted. If this is approved it will add $55,300 to the net income. Koch also displayed a Xerox copy of a check for $134,097 that AIP recently received from the Soviets and stated that within the next few days this money, apportioned in a manner agreed to at the previous meeting of the Executive Committee, will be sent to our Member Societies and will have no effect on the 1975 budget. $59,000 will shortly have to be sent back to the Soviets for the seven journals being done for us by Plenum Press which were not included in the original barter. The only item that will appear in the budget is a 7 ½% royalty expense to be paid by AIP to the Russians for the translations which will be charged in 1975 although it will not be paid until 1976.

  2. Summary Statements and Inclusion of Quoted Prices

    Gilbert noted that the eight-page summary statements preceding the 80-page budget constitute a capsule version of the budget. As in the past, we have prepared the budget on a gross and a net basis. The discussion will be based primarily on the net figures. The eight-page summary is attached here (Exhibit A). The 80-page budget will be included only in the official copy of these minutes. Copies of the complete budget are available for anyone receiving these minutes who wishes to have one. Referring to Page 1 of the summary he noted that there has been a significant increase in mailing expense for the journals, especially in air freight charges, and we have raised our air freight rates accordingly. The increase in mailing expense accounts also for part of the increase in the expense of PHYSICS TODAY. Income from Grant Overhead is lower because AIP is currently involved in a lot of subcontracts and we are only allowed one per cent overhead on subcontracts and cannot recoup sufficient overhead to compensate for administrative expense.

  3. Assumptions and Considerations Underlying Budget Preparation

    1. Page Charge Magnitudes

      Gilbert referred to Page 8 of the summary and reminded the Committee that the page charge is based on the actual prerun cost and noted that for the JOURNAL OF APPLIED PHYSICS, THE JOURNAL OF CHEMICAL PHYSICS, and the JOURNAL OF MATHEMATICAL PHYSICS this cost is higher than what we are charging. If we raised the page charge from $65 to $70 for these journals it would be closer to actual and would yield additional annual income of approximately $74,000. We would probably realize about $55,000 for the last nine months of 1975 since we are already into production for March and have already submitted bille using the old prices for the relevant pages. Marks noted that all of these journals are in a larger page format and we have not increased page charges for several years. Crane added that we have an established principle that page charges should meet the prerun costs. Burton remarked that the nonmember subscription price is paying part of the prerun cost of the nonhonored pages published. He asked whether we could get a listing of the nonhonored articles by institution and number of pages by journal for 1974 or perhaps for at least part of the year. It may be helpful in deciding what the allowed journal percentage of honoring should be. The following motion was approved:

      MOVED that the proposed increases in page charge rates from $65 to $70 for JAP, JCP, and JMP be approved, effective as soon as practicable in 1975.

    2. Journal Subscription Projections

      Gilbert stated that projections on journal subscriptions are made on the assumption that 99% of orders are in by September 30. We have assumed a five per cent drop for 1975 compared with 1974 for all journals except PHYSICS TODAY for which it is assumed that there will be no change because up to now our nonmember subscriptions have been increasing.

      The translation journal subscriptions have a June 30 expiration date and there is a big lag between the billing and collection of subscription receipts because so many are foreign. We assumed a five per cent drop for all of the Soviet journals except in the case of the two newest journals where we based our projections on the current growth pattern.

    3. 1975-76 Subscription Rates to Soviet Translation Journals

      Marks referred to Pages 23(a) and 24 of the budget (copies attached as Exhibit B) and noted that part of the increase in rates is to take care of royalty payments and our contract with Plenum which is tied in with the cost of living. We recommend an overall increase of about 35%. The projected net income from Soviet journals does depend essentially on subscription income. Libraries are cutting back but our publications are likely to be the last to feel the cuts. We therefore anticipate that the drop in number of subscriptions will not be more than five per cent. The following motion was approved:

      MOVED that the proposed increases in subscription prices of the Soviet translation journals as listed in Exhibit B be approved.

    4. Manpower Division Budget

      Slack referred to Pages 45 and 46 of the budget (Exhibit C) and noted that there was a meeting last month of the AIP Advisory Committee on Manpower and the APS Committee on Manpower. He pointed out that AIP placement activities are budgeted to be essentially the same as last year. It is assumed that the level of activities by Susanne Ellis’ group will be the same as this year. The AIP Advisory Committee recommended informally that we continue to maintain an address file for the Register analysis of data from the 1973 Register, and defer conduct of a full survey and not plan for such a survey in 1976. The budget includes funds for a survey sampling of people to do a salary and employment study. It is shown as being contingent on receipt of Society support of about $35,000. If the Executive Committee approves, we shall prepare proposals for such Society support. We have assumed that APS will continue through the year its support of Ray Sears’ project. Perhaps the time has come to phase out the Doctoral Employment Information Service (DEIS) and combine it with the rest of the placement service. Its expense is shown for the current academic year only.

      Burton stated that the question is, "Which placement and manpower activities?" He suggested that action on the Manpower Division budget be deferred until there is a more definitive report from both the AIP and APS committees. He added that there is only $1,000 left in the $15,000 which was budgeted for DEIS through June 1975 and not $11,800 as indicated on Page 45. Crane observed that the budget could be stated as if these items were not included and then they could be turned back on in the form of special projects if the money does come in. Quinn agreed and added that we could adopt this budget minus the following: $43,300 and $25,000 under "Direct Charges" at the top of Page 45, and $13,500 and $34,700 under "Charged to" at the bottom of the page. Koch thought that it is unrealistic to expect support for the salary survey and address maintenance from the Societies and that he would suggest that we somehow find the money for that item. We will have extra money in our overall budget beyond the $100,000. Burton stated that he is concerned about the directions these two committees are going to take, not just the money, and would prefer waiting until we have the reports of the two committees. Slack noted that for years we had prepared the AIP budget showing only AIP money. Then we were asked to show the whole activity including outside support, and that is what we have tried to do here. Gilbert stated that if we take no action on the $34,700 item until we hear from APS, we will have no problem. Crane thought we ought to continue the custom of showing all money which flows through the Institute, and Quinn suggested that we show the expenses connected with each element of support. The following motion was then passed:

      MOVED that the budget pages on the Manpower Division be revised to reflect only money which is firmly committed. Special projects on manpower activities may be set up later as the money is realized.

      A copy of the revised Page 45 is attached as part of Exhibit C.

    5. Possible Direct Charges for Some Society Services

      Slack noted that at the last meeting we were asked to consider direct charges for Society services such as placement and press rooms. These charges would include travel expenses, hiring of local assistance, printing, etc. For 1975 the figures correspond to about 20 man-weeks of AIP staff time for press room activities covering six projected meetings. For these services the incremental costs are about $12,000, salaries about $9,000, total $21,000. For placement activities at three meetings, the corresponding costs are $7,000, $4,000 and $11,000, respectively. We need a policy decision on whether or not we should charge the Societies. Havens remarked that the APS had requested Public Relations coverage at the March meetings and had paid incremental expenses for this in the past. He felt that it should be incremental expenses but not salaries. Slack observed that for Public Relations we have limited ourselves in the past to two meetings a year other than the joint meeting in January and the April APS meeting. Koch noted that more and more of the Societies are expressing interest in having placement and press rooms at their meetings. One could limit it to incremental costs at first; if it creates too great a load on AIP, we can then raise the question of covering salary costs as well. Havens expressed concern that if the costs are too high, none of the Societies will want it. This is something AIP can do better than the Societies. The following motion was then passed with Jossem abstaining:

      MOVED that, as far as Public Relations is concerned, AIP will send to a Society meeting a Public Relations team provided the Society pays the incremental expenses required to send the team there.

The meeting was adjourned for luncheon at 12:20 and reconvened at 1:00 p.m.

    1. After luncheon a motion related to placement activities at Society meetings was passed without dissent, as follows:

      MOVED that the placement services be offered to the Member Societies of AIP at appropriate Society meetings on the basis of incremental costs.

    2. Subscription Fulfillment Costs

      Gilbert referred to Page 66 of the budget (copy attached as Exhibit D) and noted that, on June 7, the Executive Committee approved the revised 1974 budget. The bulk of the difference between this budget and the projection for 1974 is in the Coding Section expense due to overtime, staffing of temporaries, and rental of equipment. Also, the Data Processing group was not able to spend the time anticipated on Accounting work since a larger portion of that activity than expected had to be spent on Fulfillment. It is too early to tell the effect that will have on unit costs.

    3. Marketing Services

      Marks referred to Page 70 of the budget and discussed the breakdown of the Marketing expenses. Almost ten per cent of the budget is for journal advertising, the bulk of that for PHYSICS TODAY. We are proposing to exhibit at six different Member Society meetings at which AIP and Society publications will be displayed. A new item is the readership survey, and the results of the first one are now being evaluated. The bulk of the marketing money is in direct mail. Marks noted that the success of the Conference Proceedings Series is due largely to our direct mail campaign. MEDICAL PHYSICS, published for AAPM, is making money in its first year. This service is also available, of course, to the other Societies. We also want to have a direct mail piece prepared on SPIN to tell the academic community that they can have this tape at cost.

    4. Microfilm Prices for 1975

      Marks called attention to a memo following Page 71(d) of the budget (copy attached as Exhibit E), read some highlights, and asked for approval of the new microfilm prices. Beyer suggested that, under “Package II” for those which did not begin with Volume I, the document should make it clear that the subscriber will get the whole translated piece. The following motion was then passed:

      MOVED that the proposed microfilm prices for 1975 be approved.

    5. Nuclear Science Abstracts

      Marks pointed to Page 40(a) of the budget and noted that actual costs are lower than they appear on paper, primarily because of the method of prorating which we are now using.

  1. Action on Approval of 1975 Budget

    Crane observed that the budget the Committee is asked to approve shows a net income of $93,200 plus $55,300 anticipated from page charge increases approved today. The following motion was then passed without dissent:

    MOVED that the proposed 1975 budget, which provides for $148,100 net income, be adopted.

3. Authorization to Use Physics Abstracts Fund to Defray 1974 Secondary Services Deficit

Gilbert reminded the Committee that at the November meeting he stated that AIP planned to use up the Physics Abstracts Fund to compensate for the 1974 deficits in CURRENT PHYSICS ADVANCE ABSTRACTS, CURRENT PHYSICS TITLES, and SPIN. He stated that our auditors feel it is desirable to have formal approval of this action. This was granted by the passing of the following motion:

MOVED that the Physics Abstracts Fund of $154,000 be used to meet the deficit expected in 1974 on CPAA, CPT, and SPIN.

4. Status of Copyright Negotiations

  1. Completion of Soviet Agreements

    Koch called attention to copy of a letter and check for $134,097 received from the Soviets. The letter deals with 1975, 1976 and 1977. They are willing to sell us translation rights for all of the 16 Soviet journals including the 7 journals currently being translated by Plenum. They want to translate only THE REVIEW OF SCIENTIFIC INSTRUMENTS and will subscribe to our other journals. The check is for the last half of 1973 and all of 1974. $59,000 of this will be sent back to the Soviets as stated in Item 2a, and the rest will be sent out to the Societies following the procedure decided on at our November 14 meeting.

  2. Receipt of Brady-Hookway Letter

    Koch reported that a copy of the expected letter to Crane from Brady and Hookway was received and copies were mailed to members of the Executive Committee prior to this meeting (copy attached as Exhibit F). Crane thought that he should write to the British counterparts and say we are pleased that this letter has been signed by them and ask whether we can get together and take the next step. Quinn added that we could say that the Executive Committee thinks an advisory committee ought to be established. The following motion was then passed:

    MOVED that the Executive Committee accepts the Brady-Hookway report and requests the Chairman to proceed as he thinks appropriate to discuss implementation of this report.

  3. Letter from John Toll About Visit to Mainland China

    Koch referred to the recent letter from John Toll (copy attached as Exhibit G) reporting on discussions held with Chinese officials that, although we will not be able to get anything more formal from the Chinese until they sign the Copyright Convention, there is great encouragement for AIP to proceed to translate ACIA PHYSICA SINICA, which we are doing. Jossem added that it might be a nice gesture to send a copy of the translation to the Chinese Academy of Sciences.

5. Status of Subscription Fulfillment Operations

Gilbert called attention to his memo (copy attached as Exhibit H) and stated that the Subscription Fulfillment Division hired eight temporaries but is down to six. Cash allocations through the end of November were sent out to Societies today and update on the file is completed through the end of November. The journal mailing lists, as of today, are on a current basis.

6. Procedure and Schedule for Computer Acquisition

Koch reported that AIP expects to acquire a new computer by the spring of 1976. Next Friday we will visit the IBM installation here in New York and in January will go to Pennsylvania to get a briefing on the UNIVAC computer. In examining the requirements of publishing and manpower, it appears that if we get a computer to handle subscription fulfillment, it can handle other activities as well. It does not look desirable to acquire a number of smaller computers, but no final determination has been made.

7. Action by AAPT to Rescind Cancellation of AIP Contract

Koch reported on the receipt of an official letter from AAPT (Exhibit I) which rescinds the action taken on June 22, 1974, notifying AIP of its intention to cancel the service contract between AAPT and AIP.

8. Request from American Crystallographic Association

Slack called attention to copy of a letter from ACA (Exhibit J) regarding a request to reduce the services of Ethel Snider, Administrative Secretary of ACA, from three days to one day a week. AAPM uses two days of her time and ACA three days. Normally, we require six months’ notice in the change of arrangements of this kind. This letter raises the question of whether or not the Executive Committee wishes to waive this requirement in this case.

Burbank informed the Committee of the relevant early history; ACA became a full Member Society in 1965. In September of 1969 it decided to have an Administrative Secretary here at the Institute to unload some of the burdens of the Secretary and to have a permanent address. There is an agreement covering this signed by Slack but it does not mention explicitly six months. He noted also that ACA accepted a change from two and one-half days to three days requested by the Institute without regard to six months’ notice. Now it has become clear that this arrangement is not reducing the work load of the Secretary who is currently half-way across the country. He cited a list of things that ACA no longer considers desirable to be done at AIP headquarters.

Koch reminded the Committee that the six months’ notice is contained in the contract between AIP and each of the Member Societies. However, every effort will be made to meet the current needs of ACA as soon as practicable.

9. OSA Response to Proposal for Reprint Book Royalties

Koch reported that we have received approval from all Societies involved concerning AIP’s entering into an agreement with Dowden, Hutchinson & Ross for reprint rights from Society journals except OSA, and we can exclude them if OSA so wishes. Quinn explained that due to negotiations with Dowden started earlier, OSA would prefer negotiating separately unless there is some compelling reason for everyone to act in the same way. Koch agreed to proceed without OSA in negotiations with Dowden.

10. Committee on AIP Society Services

Koch informed the Committee that, in order to expedite the formation of a Committee on AIP Society Services to be formed as a result of action taken to expand the Subscription Fulfillment Committee, he met with A. A. Strassenburg and with him formulated some recommendations as per his subsequent letter to Crane (copy attached as Exhibit K).

11. Adoption of Classification Scheme by Physikalische Berichte

Koch reported that the Physikalische Berichte have notified AIP of their intention to adopt our Physics and Astronomy Classification System (PACS). Committee members expressed interest in receiving copies of Physikaliache Berichte’s classification relevant to their Societies’ respective disciplines.

12. Royalties on “Birth and Death of a Star” Film

Slack reported that to date we have received $2,200 in royalties on the sales and rentals of the above film. The expenses incurred by AIP are $950. Under the terms of the NSF grant such royalties accrue to NSF for the first three years after deduction of reasonable expenses. AIP will retain royalty income after the three years.

13. Possible Proposal to NSF on Computerization of Text Composition

Marks reported that NSF ran a seminar on November 21 and 22 on Editorial Processing Centers. The application to computerized photocomposition is of potential interest to AIP. Our composition bill is $2,000,000 a year. What is needed now is an effort to come up with a computer photocomposition system that will economically set the kind of material we handle at AIP. It is not clear to us yet what combination of software and hardware is needed. Accordingly, we are proposing to engage a consultant to review our publishing program requirements and match them against what is currently available, and come up with a recommendation for us. What we are presenting at this time is a request for authorization to make a proposal to NSF to fund this kind of study. Parenthetically, we gather that the APS publications people are considering a proposal to NSF that has to do with a computerized refereeing system. Koch noted that Burton (who had to leave earlier and did not participate in this discussion) would like to be sure that the APS Publications Committee gets involved. Koch added that if a consultant can do it for $10,000, it is conceivable we should proceed without NSF. Quinn observed that as long as no changes in the system are being planned now, there is no need to consult the Member Societies. All we are talking about here is having a study made which is within AIP staff’s responsibilities. He therefore moved that we authorize AIP to make an appropriate proposal to NSF. The following resolution was passed:

MOVED that AIP be authorized to make a proposal to NSF for a $50,000 grant to fund a study by an outside consultant who will review our publishing program requirements and come up with a recommendation for the appropriate combination of software and hardware needed in the development of computerized photocomposition.

14. Next Meeting

The next meeting was set for Thursday, February 13, 1975, at the offices of the Institute. Koch proposed that one item for discussion at that meeting be the agenda for the March Governing Board meeting. One possible item is a discussion of focus on public understanding of science. We could show our two TV films and perhaps give each member of the Board a copy of our audiotape on the development of nuclear physics.

Crane noted that the objection has been raised that the Board does not have enough decisions to make. Joseem thought that one might have a few things around for people to look at before or after the meeting and time could be provided for that without taking it away from the regular meeting time. Quinn thought that the Board would be interested in discussing "Who speaks for physics?"

Crane observed that the Institute has two sides. One is service and the other is doing something for the community. We have been concentrating on the service activity and now maybe we have reached the point where we should be asking the Board what can we do on the other side.

The meeting was adjourned at 3:40 p.m.