Executive Committee of the American Institute of Physics
Minutes of Meeting
1. Convene – Roll Call
Members Present
Hans Frauenfelder, Chairman of AIP
Peter B. Boyce
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Executive Director
David Lazarus
Edward N. Sickafus
F. Dow Smith
Jack M. Wilson
Members Absent
Robert T. Beyer
Guest
Kenneth W. Ford, Executive Director-Elect
AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Director of Publishing
Lewis Slack, Director of Educational Programs
Bernard Dolowich, Controller
Lawrence T. Merrill, Assistant to the Director
Paul A. Parisi, Manager, Special Projects
Nathalie A. Davis, Assistant to the Secretary
For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they occurred.
2. Executive Session with AIP Officers
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Compensation Policy
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AIP Organizational Issues
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AIP-Society Employee Relations
The Executive Committee convened in Executive Session with AIP Officers present on 11 December 1986 in the Compton Board Room at AIP Headquarters.
The discussion on these topics is reported in the official minutes only.
The meeting recessed at 7:00 p.m. for dinner at the Halloran House. Following dinner, AIP officers were excused. The Executive Session recessed at 10:10 p.m.
The meeting reconvened at 8:30 a.m., 12 December, in the Compton Board Room at AIP Headquarters.
3. Report of the Secretary
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Minutes of 10-12 September and 19 October Executive Committee Meetings
The minutes of these meetings were approved as distributed. -
Report of Mail Ballot on Bylaws
Grant noted that some members of the Governing Board had not yet responded to the mail ballot on Bylaws that was sent on 4 November 1986. The AIP Constitution requires that such a ballot be confirmed by a unanimous affirmative vote.
4. Liability Insurance
Gilbert called attention to his 3 December memo to the Executive Committee. A "Directors and Officers Liability Insurance Policy" ($1,000,000) has been obtained from the Royal Insurance Company, and a "Publishers Liability Errors and Omissions Policy" ($1,000,000) has been obtained from the General Insurance Company of America. This information will be conveyed to the Governing Board, and to those Member Societies that have requested it.
5. Approval of 1986 Furniture and Equipment Purchases for Washington, DC, and New NYC Locations
Gilbert referred to a second 3 December memo which gives a summary of the capital expenditures made in 1986. A Xerox machine was purchased for the Washington office, with AIP and APS to share the cost on a usage basis. A confirming authorization is requested.
Lazarus made the following motion, which was seconded by Sickafus and Boyce, and unanimously CARRIED.
MOVED that the purchase of a Xerox machine for the Washington, DC office, amounting to approximately $12,000, be approved.
Boyce remarked that the staff of the Washington office is unhappy with the physical layout of the office and with the phone system.
Marks and Slack said they had heard nothing of this previously. They should be informed if there are such problems.
Havens corrected Boyce's statement: the Washington staff were unhappy with the purchase they had made for the phone system. It can be corrected, and it is not appropriate for the Executive Committee to deal with such a matter.
Gilbert then called for confirmation of expenditures for the move to 140 East 45 Street in New York; these had been previously discussed but not approved.
Wilson made the following motion which was seconded by Sickafus and unanimously CARRIED.
MOVED that the expenditure of up to $55,000 for furniture, equipment, a telephone system, and moving expenses for the 140 East 45th Street, New York, office be approved.
6. Review of the Draft 1987 Budget
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Operating Budget
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Introduction (Coupling to Policy and Operations Plans)
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Assumptions for 1987 and Projections for Beyond
Koch opened discussion of the proposed 1987 budget by noting that a net operating loss is projected for the year. When interest income is added, a net income results.After reviewing accomplishments in 1986, he outlined assumptions for 1987: full operation of new subscription fulfillment system; publication of a pilot edition of the new computer journal/magazine; NBS grant for Japanese literature; new computer and software for Pi-NET and Pi-MAIL; and others.
Finally, he noted that the personnel budget in 1986 included 489 employees, and that the projected 1987 total is 518. Increases in starting salaries for selected jobs were instituted. Staff turnover was a low 20%. The subscription fulfillment division will be reorganized in 1987. Two new positions are planned for Marketing, one of these assuming funding from the NBS program. Heavy use of part-time and contract staff is anticipated.
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Summary Statement of Operations
Gilbert began review of the budget. It is divided into four sections:
1) operating budget; 2) analysis of archival journal net income; 3) personnel budget;
4) capital expenditures budget. The summary statement of operations (page 1) includes activities for Member Societies and depicts the total magnitude of the Institute's operations. The total budget figure (including AIP, Societies, and IOP) is $46,000,000. (This compares to $42,000,000 in 1986.) He noted that the combined statement of educational activities supported by AIP and outside organizations shows that in 1987 AIP support is budgeted for $2,546,800, and outside support is budgeted for $416,600.Grant said he thinks at least some of the Physics Today expense should be listed in the summary as educational activities so as to more accurately reflect that this is a program of the educational programs branch.
Gilbert reviewed the statement of net revenue and expense covering only AIP activities, and referred to details of each line item on referenced pages.
Referring to General and Administrative Expense (page 63), he noted that the computer changeover cost is reduced from $142,000 in 1986 to $77,800 in 1987, and that Meeting Rooms increased from $109,900 in 1986 to $208,600 in 1987 as a result of the addition of the meeting rooms and as-yet unassigned space at 140 East 45th Street. Professional Liability Insurance cost increases were discussed previously.
Wilson asked what rationale is used for AIP'S absorbing certain cost, for example, for space and subscription fulfillment. Why is this in G & A? Gilbert said the reason is that all of this is subject to sharing with outside organizations. In prior years, the decision was made for AIP to absorb this and not put the burden on the Societies.
Lazarus said it has to be charged somewhere; he does not see this as a problem Gilbert said it is an AIP expense and reiterated that these figures are AIP only.
Frauenfelder asked if the new system will be cheaper. If so, this is a reason to charge off the amortization. Dolowich said it is impossible to give a simple answer, as the new system will perform many more functions than the current system.
Ford suggested that in next year's budget we should avoid letting the G & A mushroom and thus act as a catchall.
Gilbert again noted that the Net Operating Revenue in 1986 was $836,000, and that a net operating loss of $395,700 is expected in 1987. 1986 will have a large investment income; the projection of $2,000,000 is a conservative figure. A profit was realized from liquidation of two portfolios in 1986. A conservative net investment income of $l,500,000 is budgeted for 1987. The addition of the investment income brings the budgeted net operating loss of $395,700 to a net revenue of $1,104,300.
Ford said he would like to see a fourth column added to the summary showing budget for current year to compare with projections to enable one to see these data at a glance.
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Publishing Operations
Marks distributed a handout for archival journals which compares 1986 budget with 1986 projection with 1987 budget. The net income from the archival journals is 5% more than budgeted; we also have published 5% more pages than budgeted. In the 1987 budget the prices were set to produce a net revenue of $2.4 million to support the desired educational programs. The 1987 budget income is not as large as 1986, because of the unexpected increase in the number of published pages after prices were set.Marks then referred to some of the details on journals in his handout. Changes in such things as the number of pages published are difficult to predict; he thinks that some of the increase in pages is due to the decrease in page charges. Unfortunately, this income is now too low to pay the incremental cost of publishing the additional pages.
Havens commented that we are paying for success. In the past, price setting depended on page charge income. We should now look at alternatives for working out pricing; the old mechanism is no longer working. Commercial journals charge on the basis of each volume published. We may have to budget pages more conservatively or raise prices even higher, but he does not like either alternative. Marks said the staff plans to budget pages more conservatively, which will result in higher prices.
Boyce asked, if at some point we get twice as many papers as budgeted for, what happens and how far can it go?
Havens said the APS Publication Committee considered this; it costs much more to reject papers than to accept them. They felt the only way is to delay publication of papers. We need an objective mechanism for stopping people from cheating or for dealing with our financial liability.
Frauenfelder said it is not clear whether we need a different mechanism or t I budget more conservatively. We are still the cheapest journal publisher. He thinks the system has worked well, but we should look for the weak points, such as cheating, and see what can be done.
Marks said with the translation journals there is no option about the number of pages published. We translate and publish all the Soviet pages. The budget figures for pages and income were very close. The number of issues published annually varies with the receipt date of the Soviet journals and completion of the translation. The program produces a net income of about $1,600,000.
The staff hopes that the combination discount pricing plan offered for translation journals will help turn around the losses in some journals. The translation program is in good shape. However, it must be watched closely, as our for-profit competitor is interested in this area.
A modest book translation program has been started. The translation journal royalty agreement was set up to be automatically renewable in perpetuity. The head of the Soviet journals section was planning to come to the U. S. in November to propose a new agreement. He did not arrive, so the present arrangement will continue for at least another year.
Chinese Physics is roughly breaking even. Chinese Physics-Lasers, now six months old, is running at a loss.
The projected revenue for Physics Today is under our 1986 budget goal. Changes in the advertising climate resulted in fewer ad pages. However, 1986 income is at the same level as 1985. The publishing cost per issue is about $8.00. PT circulation increased midyear due to the addition of the AGU. The ad rate has been increased, but this has not yet provided increased revenue. An increase in both display and line classified ad rates is proposed for 1987. Marks distributed a memo regarding ad rates, with request to authorize a rate increase.
Grant asked if this includes recruitment ads, and does this revenue help offset the cost of Pi-NET? Koch said the ad rates here are independent of the placement service on Pi-NET. Slack added that there is a fee for firms who list jobs in Pi-NET. This covers the cost of maintaining the system.
Lazarus made the following motion, which was seconded by Havens, and unanimously CARRIED.
Moved that increases for Physics Today advertising rates be approved, as outlined in the 11 December 1986 memo from Greeley to Marks. The rates for Information Exchange (Classified) are amended from the memo, to $11 per line for one column and $18 per line for two columns. Rates are effective with the April 1987 issue.
Boyce asked for information on how much income comes from classified ads. Marks said it is on the order of $400,000 per year, about one-fifth of the advertising income.
Lazarus and Grant thought the PT budget should be included under education I and should not be considered in terms of breaking even. Marks said it is a matter of budgeting practice and feasibility and that there is nothing wrong with having the goal of breaking even.
Marks next reviewed the budget for Information Services. DOE net is projected to decrease due to government cutbacks (they will take fewer articles). He expects $24,00U net from FIZ. The Engineering Index contract should produce a net of $40,000.
Lazarus asked why SPIN is continued when so little revenue is realized. Marks said the production of this byproduct does not affect the size of the staff; we are not losing money on SPIN. He eventually hopes to replace SPIN with Physics Briefs tape.
Marks noted that the Directory of Physics and Astronomy Staff is entered as a special project (page 43). It has been helpful for APS to distribute this publication, as the greatly increased print run has enabled AIP to reduce the cost of the publication. The Graduate Programs Book is a breakeven operation. Finally, he noted that 85% of the Books Division is prorated against the Conference Proceedings.
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Educational Programs Branch Operations
Slack noted that the net figures do not give a feeling for the size of the programs. He commented on the various divisions (pages 50-62). Placement has added staff, as they are running more placement centers. The Open Positions Summary is sent to each person registered with ci~ service. It is now up on Pi-NET. They are working to smooth out preparation of the data. The budget for Statistics shows an increase, due to the high school survey which required an additional staff person and increased mail costs. NSF has expressed interest in helping with the analysis, which would help our budget.Slack reviewed the sources of revenue for the Physics History Division. Special purpose projects are undertaken outside of the regular activities; these depend on income received the previous year. Projects of the Division are moving forward. One assistant archivist has been added. Computerization of activities has increased their space needs.
The Public Information budget is up 15% in direct costs. A portion of this is for a film on RISK (a spinoff from a Science Writers Seminar and a TV short). Additional funding for this project will be sought.
The Education Division is essentially the same as last year. The SPS budget is up $15,000 from last year's budgeted cost. For budgeting purposes, the Washington office is listed as an educational activity. Condell has been on board about six months; the office has been operating fully for about three months. A senior staff Education Fellow is planned; the cost for this position will be greater than previously estimated in order to attract the right person.
Educational and Career Literature is budgeted (page 62), as several items have been discussed, although they may not all happen in 1987. These booklets and materials (including a new Career Booklet, Physics Bibliography, Career Fact Sheets, and further development of Physics Posters for High Schools) are highly desirable. The new career booklet would be contracted outside the Institute.
Koch noted that a new name had been proposed for the Manpower Statistics Division: Education and Employment Statistics. Slack said the same was true for the Placement Division. The proposed name is Career Placement.
Grant said he was bothered by the term "career"; it involves people.
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Finance and Administrative Branch Operations
Gilbert reviewed highlights of these operations. He called attention to the summary statement of expenses covering Administrative Offices (page 70); these are individually itemized on succeeding pages. The Office of the Executive Director is pro-rated over all operations; the Office of the Secretary is charged to the Institute; the remaining offices are prorated over operations on an "individual analysis of time" basis.Advertising. There are no significant changes in the 1987 Advertising Division budget. The increase of about 9% in direct charges is spread throughout the line items.
Building Maintenance. This category covers New York and Woodbury offices only. The largest expense item other than Salaries is Depreciation of Buildings, totaling $264,000. This reflects the annual depreciation of the New York building over the remaining life of the building (5 years) and the depreciation of the Woodbury building (21 years). The Rental Space item ($550,000) is the annual rental of 140 East 45th Street.
He then discussed two expense items under G & A Expense. Unoccupied Rental Space is budgeted for $105,000 in 1987. However, there is a current possibility of a tenant for the space, which if rented will reduce this liability. The other item is Write-off of Unamortized Leasehold Improvements in 1986 for $96,000, representing the write-off for the balance of the lease to June 1989.
Building Maintenance. Gilbert briefly noted these figures for New York (page 81) and Woodbury (page 82).
Office Facilities. Gilbert noted the Summary Statement of Office Facilities Expense covering NY and Woodbury offices, including Lunchrooms and Personnel Division. There are no major changes in these from 1986.
Marketing Division. Gilbert reported that the 1987 salaries expense provides for the addition of two new positions in 1987: a Promotional Coordinator, to aggressively promote and market the Institute's data bases, and a Marketing Associate, contingent on approval of our Japanese literature program proposal to the NBS.Dolowich then reviewed the Accounting budget (page 68). Outside Payroll Services are budgeted at $24,000, but should be only $19,000, as payroll problems relating to the Member Societies have now been resolved. The Publication Charge and Reprint Section is a very cost-effective Division; there is a budget increase due to the workload as well as wage adjustments. Publication Sales administrative charges rose, because the controller's expenses had not been charged here in the past but should be. Software will no longer be amortized: from now on it will be written off directly.
Lazarus asked why costs are up for reprints (page 99) although there are fewer sales (APS now has no gratis reprints). Marks said we are still collecting page charges and still processing free reprints as well as selling reprints. Gilbert said reprints and page charges are now merged here. They are separated on the monthly statements.
Dolowich, next reviewing the Subscription Fulfillment Division, distributed a graph handout showing the organization of the Division for 1987. Noted therein are the changeover costs, which are absorbed by AIP. As of April 1987 we should finish testing AZTECH's software and will reduce the personnel in this area by eight people in the late spring. Effective July 1987, the Fulfillment Division will be reorganized: Control, Membership, and Nonmember Sections will be replaced by Clerical, File Maintenance, and Selection Sections. Keyboarding will be eliminated in Data Processing.
Under Data Processing (page 90), the cost of data entry operators drops from $47,200 to $34,100 because they will only be used in the first half of 1987. Subscription budget (page 91) includes a cashiering division cost, which will operate under the new as well as the old system. There are salary increases in the Membership area. Pages 93 and 94 depict the new organization for the new system. The Data General computer has been amortized for two years and has three more years to go. Total amortization of subscription software for the half year: $50,000.
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Approval of Operating Budget
The following motion was made by Sickafus, seconded by Boyce, and unanimously CARRIED.
MOVED that the 1987 Operating Budget of the Institute as depicted in the Summary Statement of Operations of the Draft Budget be approved, with the temporary exclusion of the following, pending discussion: "On Line Physics Information System."
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Capital Expenditures Budget
Gilbert first noted the recapitulation of all expenditures under $10,000 which had been approved by AIP Management during 1986. He suggested that a contingency for such approvals be added to the 1987 Capital Expenditures Budget.Gilbert then turned to the 1987 budget. He noted (page 1) the request for $110,000 for an Uninterruptible Power Supply for the Computer Room; this had been discussed at previous Executive Committee meetings.
Gilbert noted the Data Processing Division request ($71,084) for a Data General MV7800 system including a battery backup power supply. Dolowich explained that this refers to the current dual use of the MV8000 computer for accounting and subscription fulfillment. At a recent Data General users' group meeting, an MV7800 was announced. It would serve as backup and would take some of the load off the current system, especially the accounting operations.
Marks noted the budgeted ATEX expansion for PT (page 3). They need an additional CPU to accommodate the work with the new computer journal/magazine and expanded PT needs. An additional Kurzweil machine is budgeted. The one we own is being used full time. The Division thinks they can justify use of a second one. It is just in the planning stage now, but he thought it better to have it in the budget.
Frauenfelder noted that on page 2 there are four different computers budgeted, and asked if this was good. Gilbert said that IBM PC is a generic term. He asks the Division heads for their needs, which are then compiled. There is a diversity here, but it was felt that some Divisions needed computers, and the IBM PC is not necessarily the one to be purchased. This merely gives approval for purchase.
Lazarus noted that most of this budget is computers. It would have been sensible to coordinate the hardware.
Wilson said there is lots of incompatible equipment here and wondered if consideration is being given to consolidating this. Coordinating software is useful.
Marks said the AIP equipment has a variety of specialized uses. Manpower has a Sun, which is transferable to the ATEX system. There is no real need for all of our computer systems to be interconnected. Gilbert added that in the administrative area the secretaries have developed expertise with the Decmates.
Frauenfelder suggested approving the Capital Expenditures Budget, with a proviso added to review the proposed computer equipment prior to purchase.
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Approval of Capital Expenditures Budget
Boyce made the following motion, which was seconded by Lazarus, and unanimously CARRIED.MOVED that the 1987 Capital Expenditures Budget of $585,594 be accepted, with the provision that prior approval of the Executive Director's Office be required for the purchase of all computer equipment authorized by the budget.
Frauenfelder summarized that we are committed to two things: standardization and the most cost effective equipment to get the job done.
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Transfer of Excess in General Fund to Designated Funds
Gilbert read his memo as distributed to the Executive Committee. This gave the policies adopted by the Governing Board in October for setting goals for AIP Designated Funds and his recommendation covering transfer for 1987 Net Revenue to Designated Funds.Ford asked the reason for and value of this advance action. Gilbert said it is so that he can transfer the funds immediately. This is the result of discussions with the auditors. Once adopted, this policy coincides with the budget process. It can be changed at any time.
The memo noted that 1987 budgeted Net Revenue is $1,104,300; 25% or $276,000 added to each fund. The following balances would prevail:
As of December 31 1987 (rounded)
Estimated Goals Estimated Designated Fund Balances Building Fund $3,600,000 $3,400,000 Equipment Fund $3,700,000 $3,400,000 Educational Programs Fund $2,500,000 $1,500,000 Publication Fund $19,300,000 $5,000,000 Totals $29,100,000 $13,300,000 The following motion was made by Sickafus, seconded by Lazarus, and unanimously CARRIED.
MOVED that the Executive Committee authorize the transfer of the 1987 net Revenue in accordance with the following percentages:
25% to the Building Fund,
25% to the Equipment Fund,
25% to the Educational Programs Fund, and
25% to the Publication Fund.AIP staff were excused for an executive session, from 12:20-12:40. The meeting reconvened after lunch, at 1:30 p.m.
7. Report of 14 November Meeting of Committee on Publishing Policy
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Copyright Protection for Data Bases
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Revision of Copyright Transfer Form
Marks noted the draft revision of the copyright transfer form which was distributed with the agenda. No action was indicated here. -
Response to Copyright Notice
Marks referred to the 28 August 1986 letter from Academic Press which he signed as a letter of agreement with them, subsequent to the 20 November meeting of the Publishing Policy Committee. Background: AIP had requested permission from Academic Press to include abstracts and bibliographic citations from specified publications. Academic Press granted this request, with the specification that we include their copyright notice at the end of each abstract. -
Request for Legal Advice on Abstracts
Koch said that the new name for the Subcommittee on Copyright would be the Intellectual Property Rights Committee. Executive Committee action is not necessary on this change of name.He reported that a proposal had been requested from David Ladd of Wiley, Rein & Fielding for his legal services in connection with "advice on protection of publications, abstracts and data bases, and program for enforcement or licensing of copyright in the same Ladd's proposal was contained in a letter dated 2 December 1986 which was distributed to the Executive Committee. Ladd is the former head of the Copyright Agency.
Koch requested approval for this agreement, which includes proviso for a retainer of $5,000.
Lazarus made the following motion, which Wilson seconded, and which was unanimously CARRIED.
The Executive Director is authorized to enter into the Engagement and Security Agreement as outlined in the 2 December 1986 letter from Ladd to Koch, said agreement covering advice on protection of copyright on publications, abstracts, and data bases.
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Agreements with FIZ, DOE, and EI
Marks noted the signed 10 November 1986 letter of agreement with Engineering Index. We will receive a fee of $12.00 per article for current information items. A net of $40,000 per year is expected from this agreement.
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Pi-NET and Pi-MAIL
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Business Plan and Budget for 1987
Merrill said that the Electronic Publishing Subcommittee received his progress report on this project at their November meeting and recommended that Pi-NET be continued. A "Status Report on 1986 Pilot Project and Proposal to Extend Pilot Project for a Second Year and Proposal for Replacement Computer" was distributed to the Executive Committee with the agenda. Recommendations of the Committee on Publishing Policy include:
1) approval of a $124,000 operating budget to support Pi-NET for 1987.
2) approval for AIP to contract with Telenet on a one-year agreement, to take advantage of reduced monthly charges and connect hour costs.
3) a change of the budget year from April to January, and removal of the term "one-year" pilot project in promotional material.
4) development by AIP staff of a pricing plan in 1987, based on the general policies stated in the report, designed to recover costs of all telecommunication charges.
5) expanded service to be subject to the development of an equitable pricing policy; this would require purchase of hardware and software to replace the present Datapoint computer; total cost not to exceed $170,000. Frauenfelder asked what would happen if we did not approve the computer. Merrill said the present system would be continued.Boyce said he was concerned about the Pi-NET project, especially when we try to make it stand on its own. It seems that the weekly usage is not growing very much. Do we see from the usage pattern a project that is really worthwhile doing?
Grant said he was asked by the Electronic Publishing Subcommittee to look at about 200 questionnaires returned by users. He analyzed them, but they were not written to answer these questions. One-half of the respondents said they had used it more than five tunes, and generally for the job listings. In response to the question of what someone would pay for advance abstracts and journal titles, 70% of the active users who indicated interest in journal abstracts said they would pay for use of the system. Three out of four said that they would be paying, not their employer. The responses are only indicators that people are willing to pay, but the system would not pay for itself through subscriptions, as the numbers are too small.
Merrill said the questionnaire was presented as a general overview of a seven-month experiment. They had 2,500 registered users last year, which was way beyond expectations. The only negative comment from the questionnaires was on the lack of search capability. The present system cannot provide reporting functions enabling us to set up a pricing plan and cannot act as a gateway.
Frauenfelder thought the service is rather thin at present. To have the journals online would make it much broader and much more useful. If it would only serve an information network, perhaps we should not put too much money into it.
Lazarus said he thought it would be at least 10 years before the technology can make available full texts of journals. We need institutional subscribers to make it go. The question in the Committee on Publishing Policy was how to determine if there is a market. We will have electronic journals sooner or later, so paying for services will come. One cannot judge with the current old equipment.
Merrill explained the request for approval of purchase of a computer system. Hardware costs would be about $115-120,000. A mini-computer would accommodate up to 24 concurrent users. A lot of data for the system comes from ATEX and UNIX, thus a tape drive is needed.
Wilson said he is a fan of Pi-NET and thought we should put money into it. However, he would like to think through an expenditure of $300,000 in the next year. This is a lot of money for an experiment. If one looks at the list of hardware, it is very specific to communications.
Sickafus asked if there is a possibility of developing a charging scheme. Merrill said we do charge tor Pi-MAIL, and have some institutional accounts in that case.
Grant said that with the limitations of the system currently in use we cannot evaluate the value of any charging scheme, as we have inadequate record keeping facilities.
Ford said he thinks Pi-NET has tremendous potential, but one cannot answer the question of realizing the potential without upgrading the equipment.
Lazarus made and Sickafus seconded the following motion, which was both preceded and followed by discussion. It was then CARRIED, with one negative vote.
MOVED that the Executive Committee approve the purchase of a computer system, up to $170,000 for the "Physics Information Network" as outlined in the 4 December 1986 Status Report. This is an amendment to the approved 1987 Capital Expenditures Budget.
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Advisory Committee on Physics Today
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Proposal to Increase Member Assessment Charge
Marks reported that this Advisory Committee has asked that consideration be given to raising the member assessment charge, which is assigned to PT, from $2.00 to $4.00.Grant said he was surprised that this was part of their discussion. Havens said the answer to them should be that it is none of their business. Lazarus thought this idea would be greeted with considerable hostility by the Member Societies.
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Limit of Member's Subscriptions to Three Journals
Marks noted a 19 August 1986 memo from Parisi to DiCaro requesting information on multiple journal subscriptions, Parisi's 5 November 1986 memo to Marks giving the report from this request, and a suggested letter asking that people with multiple subscriptions sign a statement that these journals are for personal use only. Kinokuniya has tracked a number of subscriptions that were institutional last year and are members this year.Boyce said he would be hesitant to put an upper limit, because you lose the ability to find out who is doing it, and it is difficult to track.
Lazarus said the upper limit of subscribers doing this may be 5-10%, or about $1/2 million per year in revenue.
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Japanese Literature Translations and Marketing Proposal
Marks said this proposal will be presented to NBS in January. If approved, the program would start in 1987. -
Physics Journals for Third World Countries
Koch noted the 8 December 1986 letter and explanatory material from Havens to him in which Havens explained the APS decision to join the AAAS Sub-Saharan Africa Journals Project. They will send the AAAS 25 copies of each of their journals each month. He suggested that AIP might want to send PT and possibly other journals through the same route.After reading the letter, Koch made the following motion, which was seconded by Havens, and unanimously CARRIED.
MOVED that authorization be given for a monthly shipment of 25 copies each of the six AIP archival journals and Physics Today to the AAAS for their Sub-Saharan Africa Journals Project (excluding South Africa).
8. Reports from Meetings of Other Advisory Committees
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Society of Physics Students Executive Committee - 3 November
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Distribution of Journal of Undergraduate Research
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Long Range Planning
Slack said this Committee met via conference call. They are considering the possibility of supplying the Journal of Undergraduate Research to all members. In order to do this, they are discussing the merit of a dues increase. The committee considering long range planning has met once and has considered a draft report. They will meet again in January with the hope that a final report will be prepared for its April meeting.
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Committee on Public Policy - 6 November
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Establishment of an AIP Congressional Fellowship
Slack reported that the establishment of an AIP Congressional Fellowship had been discussed at the CPP meeting, and is recommended for Executive Committee approval. Havens said APS has had a Congressional Fellow program for 14 years. Last year they examined this critically, as there are changes in the picture in Washington. There are now a large number of physicists on the Congressional staff. Engineering fellows have better stipends. He thinks AIP should not do anything on this until the APS study is complete.Boyce said he was surprised at the low priority that seems to be set on this item. He felt that the CPP recommendation was strong. It is clear on Capitol Hill that we are still woefully short of people who are knowledgeable in the sciences.
Further discussion resulted in no action, as no specific proposal was placed before the Executive Committee.
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Information Transfer to Societies from Washington Office
Slack said that the CPP requested a paper on the federal budget process for the benefit of the committee and the Societies. Condell is in the process of developing this.Boyce said one of the reasons for a Washington off ice is to get timely information to the physics community. The idea of the CPP was something to fill in the gap between PT and "What's New."
Wilson asked how this relates to Park and Goodwin. Slack said Goodwin's deadline is three to four weeks. Park does not want to do a big-scale publication. Something intermediate might be useful. An aperiodic publication was suggested. Condell would compile it, with input from Goodwin and Park.
Havens said that part of the value of "What's New" is that it is only one page and comes out every Friday. It is not planned to give in-depth analysis.
Slack distributed a report on immigration, prepared by Ms. Barrosse in the Washington office.
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Committee on History of Physics - 21 November
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Receipt of Matching Grant
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Status of History Projects
Slack reported that the Center had recently received a $56,000 challenge grant from the NEH. They informed us that only 1 in 5 grant proposals received in this round were accepted. The Solid State History text is finished, and other projects are well underway. The Study of Scientists in National Policy since World War II is in progress.
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Investment Advisory Committee - 21 Nov. and 8 Dec.
Gilbert gave a report on these two recent meetings of the Investment Advisory Committee. Discussion took place at the first meeting regarding the reinvestment of proceeds from the liquidation of the Fidelity Magellan Fund and was continued at the second meeting. The Committee concluded that in these times bond funds will probably experience a downward trend and there is not an attractive investment vehicle at present for new investment funds. They felt that the outlook for equities is favorable, and they have confidence in our present equity managers to continue their excellent performance. He then read the recommendation and proposed motion of the Committee.Smith made the following motion, which Lazarus seconded; it was unanimously CARRIED.
MOVED that the Treasurer be empowered to remit the following additional funds to the designated portfolio manager for investment:
First Manhattan Co. $500,000 Minis & Co. $500,000 Resource Capital Advisers $500,000 The Committee discussed in detail the current notoriety concerning arbitrage and Drexel Burnham Lambert. They concluded that it would be desirable to develop a rationale statement covering our current arbitrage investment. This will be done, with Weaver's input, in the near future and communicated to the Executive Committee. We have 12% exposure in this area. The Committee will meet again in February.
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ad hoc Space Needs Committee
Gilbert noted the 10 December 1986 letter from Landauer to Gilbert, which is a brief update on progress on the space study for the Institute. They have mainly gathered data up to now for New York and Washington. They want to meet with him soon to tour the facility and get additional information.Gilbert will arrange a time for the Management Committee, Havens, and Ford, to discuss this further.
Havens asked if Management was looking into the property near the Woodbury facility. Marks said they were waiting for the owner to make a decision on their new quarters, which would then make their present property available for AIP use.
9. Progress Report on Data General Computer
Dolowich distributed a chart showing the status of the subscription fulfillment software. The agreement for testing is working quite well. He reviewed the various modules and their status. Problems are being worked on as they are identified. The conversion programs are completed. The role of AZTECH after the 90-day warranty period has not been resolved. The staff is reluctant to add more software applications to the Data General for fear of degrading the response time.
10. Discussion of Financial and Administrative Issues
(Preview of February 1987 Meeting Focus on Policies and Procedures)
Koch said he felt the policy plan should be discussed at the March Governing Board meeting. He proposes to have a more detailed discussion of policies in this are at the February Executive Committee. He is convinced that it is necessary to put policies and procedures in writing; he read and discussed the following from his 2 December memo.
Item 7. Relates to the need to obtain written requests from Member Societies for their staff members to be treated as AIP staff members regarding personnel, benefit, and administrative programs.
Item 6. Regarding AIP committees being of two types: those advisory to the Board on broad policy and procedural issues, and those advisory to Management on operational and personnel issues, with distinctions needed between the two. The issue is where the committees get involved in policy issues.
Grant said he had addressed this distinction in his letter to committee members and will now include this in the Rules he prepares for the AIP Handbook.
Item 5. Regarding professional behavior while on the job, and not soliciting nor accepting any gift of service from business associates or suppliers to AIP.
Lazarus thought this statement was not a good tactic. Havens said if you have this statement, people will assume you have a problem. Koch said this was the only item supplied by the attorney.
Item 3. Addressing the matter of employees using as a criterion for extracurricular employment the equivalent of 5% of their AIP salaries as the upper limit of. the income from other sources allowed to full-time exempt AIP employees.
Frauenfelder said the University of Chicago tried this and it was a disaster. Putting a precise percentage is a problem. Some university professors spend half their time consulting, but their services are so valuable the practice is accepted.
Lazarus and Havens said that at their universities, the time, but not the fee, must be disclosed. Grant said if there is a specific problem it can be brought up in an executive session. Smith said AIP employment is quite different from faculty employment. Consulting is encouraged in a university setting. Personal projects are their own business. Sickafus thought there may be conflicts of interest of which an employee could not be aware.
Koch said the question came up at a committee meeting as to why books written by a staff member are going to commercial publishers. The individual asked the advisory committee if they did not fee] the individual had the same rights as university members. The committee agreed with the individual.
Item 4. Regarding Board and Committee meetings open to attendance and participation by invitation only.
Havens agreed with this. He thought if permission is asked, AIP could be liberal. There was a consensus of agreement on this.
Koch then distributed a draft of a nepotism statement for discussion. In response to the discuss1on 1 he said this item came from the attorney.
Marks said that in the past IP has had a policy of encouraging family or friends to apply. Gilbert said this has caused problems. Koch added that in his experience, it can cause big problems.
The Executive Committe was dubious about this as possibly being discriminatory. Frauenfelder that that this could be enforced as a legal requirement only if an employee reports to a relative. Boyce was not in favor of this policy unless it applies to reporting to a relative.
AIP staff will confer further on this matter with the attorney.
11. Application for Affiliated Society Status from American Nuclear Society
Koch noted the 25 November 1986 letter of application from Octave J. DuTemple, Executive Director of the American Nuclear Society, previously distributed to the Executive Committee along with information regarding the Society.
Havens made the following motion, which was seconded by Lazarus, and unanimously CARRIED.
MOVED that the application of the American Nuclear Society for admission to AIP Affiliated Society status be approved.
[This is a recommendation to the Governing Board for approval.]
12. Plans for March 1987 Meetings - Woodbury
Briefing for Chief Elected Officers - 26 March Koch reviewed the background for this function; most Society presidents did not attend, however, and he has been disappointed at the response. He would like to poll them in advance and not hold it if only a few could attend.
Assembly of Society Officers - 26-27 March
Grant suggested moving up the starting time of the Assembly and starting the Governing Board meeting earlier. The Assembly would be one day: Thursday. The Governing Board meeting would start Friday a.m. One of the criticisms has been that there is not enough time in the Assembly sessions for people to interact and just talk; there is a desire not to have too tight a schedule.
Frauenfelder agreed that it is good to allow time for the listener. Interaction is important.
Executive Committee - 27 March (7-9 a.m.)
Governing Board - 27 March (10 a.m.)-28 March (8 a.m. to 1 p.m.)
13. Proposed Schedule for Executive Committee Meetings in 1987
19 Feb. (5 p.m.)-20 Feb. (all day) - Washington, DC, office
27 March (7-9 a .m.) - Woodbury
7 June (5 p .m.)- 8 June (all day) - New York
10 Sept. (9 a.m.)-12 Sept. (l p .m.) - Woods Hole, MA
29 Sept. (11 a.m.-5 p .m.) - Washington, DC
14. Other Business
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AAPT Proposal for Financial Support for Project from Meggers Fund
Koch distributed a 26 November 1986 memo from Clark to him, which suggested support from the Meggers Fund toward a Physics Department Chairs Conference. The memo noted that APS and AAPT have agreed to jointly sponsor this Conference, to be held in Washington, DC, early in 1988 and to include representatives of the federal government and the scientific funding agencies. He asked Wilson to address this. Wilson reviewed the budget figures given; net cost would be $10,000; the proposal asks for seed money.Koch thought it would be appropriate to refer this to the CEP. It could then be referred back to the Executive Committee in time for its February meeting.
Grant said the policies for this fund state explicitly that AIP be jointly involved in the activity; this is not stated in the proposal.
Ford said that AIP co-sponsorship, including a role in the program, would be welcome.
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Recommendations for National Science Board Vacancies
Koch distributed a 1 December 1986 letter from Schmitt, Chairman of the NSB, soliciting recommendations for eight members of the Board whose terms will expire on 10 May 1988.Koch said that in the past, comparable letters have been referred to the Advisory Committee on Corporate associates for recommendations from industry. This could be referred to them for their meeting in January without comment.
Boyce thought that in considering this it would be good to get people on the Board who are sympathetic to the plight of college research. It already has many representatives from industry.
Frauenfelder thought the Executive Committee need not take action. All Society Presidents receive this letter.
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Applications for Corporate Associates
Merrill presented the applications of two companies for Corporate Associate status. Hewlett-Packard cancelled their membership two years ago; they are now requesting membership at the $2,000 level, with no journals requested. The other firm is American Glass Research, Inc., in Butler, PA, which is a small research organization, at the $500 level; no journals requested.Wilson made the following motion, which was seconded by Sickafus, and unanimously CARRIED.
MOVED that the following firms be accepted as AIP Corporate Associates: Hewlett-Packard, at the $2,000 level, and American Glass Research, Inc., at the $500 level.
15. Executive Session
AIP staff were excused at 3:20 p.m. The executive session is reported in the official minutes only.
16. Adjournment
The meeting was adjourned at 3:30 p.m.