December 13, 1984

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 5:30 p.m. by Chairman Ramsey.

Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Director
David Lazarus
Theodore E. Madey
Jack M. Wilson
Ann E. Wright

Members Absent
Robert R. Shannon

AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Associate Director for Publishing
Lewis Slack, Associate Director for Educational Programs
Bernard Dolowich, Controller
Lawrence T. Merrill, Assistant to the Director
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 Sessions
The 13 December portion of the meeting consisted of two executive sessions, held at the Sheraton-Russell Hotel in Ramsey's suite. Gilbert and Braun were present during the first executive session to give a presentation on personnel matters. Following the dinner break, the meeting resumed in executive session, with only Executive Committee members present. These sessions are reported in the official minutes only.

The 14 December session was called to order by Chairman Ramsey at 9:00 a.m.

3. Report of the Secretary

1. Minutes of 6-8 September and 21 October Meetings
   Grant presented the draft minutes of these two meetings for approval. Havens then made the following motion, which was seconded by Lazarus, and unanimously CARRIED.

   MOVED that the minutes for these two meetings be accepted, with minor corrections and clarifications as noted in discussion.

4. Review of the Draft 1985 Budget

1. Operating Budget
   
   1. Introduction

      Koch briefly reviewed developments in 1984. (In his comments he referred to summary statistics for 1984 and 1985 budgets, pp.1-2 of the draft 1985 budget.) He noted services that AIP does for itself and services it performs for the Member Societies. The budget includes services done for AIP only, and not those done for the Societies.

      Ramsey asked about the operation of the ATEX composition system.

      Koch replied that the question of the most effective composition system is being considered. ATEX service has been inadequate. New Control Data disk drives installed in September were defective, and ATEX was slow in recognizing the problem and in replacing them. As a result, JCP composition was moved temporarily back out-of-house. Composition is now getting back on schedule.

      Marks said that on balance the system and the quality of the composition are good. Composition costs had been going down, but the problems experienced in early fall sent costs up temporarily. This year we increased the load on the ATEX system, and putting JCP on the system took it to the limit of our capacity at the same time that the disk drive problem occurred. The staff concentrated on work done for Societies and tried to limit the effect of the problems to the AIP journals.

   2. Assumptions for 1985 and Projections Beyond
      Koch reviewed items listed in a handout (attached as Appendix A) which was distributed to the committee on 13 December.

   3. Fiscal Information Reports and Summary of Budget
      Gilbert noted the four sections: Operating Budget, Archival Journal Net Income, Personnel Budget, and Capital Expenditures. Page l (attached as Appendix B) of the Draft Budget 1985 gives the Budget 1985 Summary Statement of Operations. He reviewed the Statement of Net Revenue and Expense, Page 3 (attached as Appendix C) of the Draft Budget 1985, which excludes activities for member organizations.

      Gilbert then referred to General and Administrative Expense. The Institute is absorbing the charges from the Data Processing Division again this year, as the UNIVAC will still be used in 1985.

      Marks explained the large increase in the General AIP Literature budget in more detail by commenting that a 32-page facilities brochure is being planned. This document will describe in detail the kinds of things (publishing and other) that AIP does. It will be helpful to have this information available to Member Society officers and visitors to our offices.

      Gilbert noted the much higher projection for investment income than was budgeted in 1984. This results from double digit interest rates, not all long-term Designated Funds being invested, and not all Capital Expenditure funds being spent. The budget 1985 figure for investments is conservatively estimated at $750,000. Investment income here is primarily from subscription income that will be spent in the future. The final net revenue for 1984 will be affected by fewer pages being published in 1984 due to the ATEX problem. This results in more income in 1984 than budgeted.

   4. Publishing Operations
      Marks discussed the various aspects of this section of the budget. He said that careful attention to details and adequate projections are needed in such a large budget. Each journal is in good health.

      In considering subscription projections, the staff looked at 1983 subscriptions for each of the journals and the projected 1984 outcome. They then projected an equivalent drop for 1985. Average member drop was 5.6%; average non-member drop was 2.8%.

      For the last two years, pages have been based on the percentage of honored and non-honored charges, and bonus pages are authorized later. This time the staff has figured out, based on past percentages, how many are needed to keep the delay to two to three months. Picking up the non-honored pages after a certain interval has been built into this budget (per a recommendation from the Committee on Publishing Policy), so there is now no need periodically to approve bonus pages.

      There was considerable discussion of the matter of page charges for JMP at this point, but action was deferred until later in the meeting. This is reported under Agenda Item 5.C.

      The revenue projections for Soviet Translation Journals fluctuate more than those of the archival journals, due to delays in receipt of Soviet journals and in completion of the translations. Another big factor is the shrinking number of subscriptions, at an average rate of 3-1/2% annually.

      Havens noted that the edition size (print run) is two times larger than the subscriptions. Marks explained that the bulk of the cost is in production; the difference in cost for a few hundred copies is trivial. We do sell back issues, and the runs are modest in size. Last year print runs were reduced, but not so low as to wipe out inventory if something unusual happens.

      Marks reported that we are giving away overstock on back issues as previously agreed. This is good public relations for AIP and for the Societies; response h s been favorable and widespread.

      1984 projections for Physics Today are better than budget due to the success of the Buyers' Guide and its impact on advertising. PT is now supporting a realistic share of the cost of the Washington office. "Physics News in 1984" and the PACS scheme are being published in PT issues. A reader survey is planned for 1985, which is intended to help guide the development of the future of PT and the Buyers' Guide.

      Wilson noted that the two largest items in the PT budget are editorial management and selling expenses for advertising and asked if consideration had been given to controlling these.

      Marks said that advertising staff receive base salary plus commission. Advertising cost in this area is mainly salaries, office expense, and space. If the staff sells more ad pages, cost as a relative percentage of revenue is reduced. If we reduce cost by reducing our already small staff, we would not be able to sell as many ads.

      Marks turned to Information Services including CPI, GPAA, CPM, SPIN tapes, and DOE and FIZ contracts. A small loss of $15,500 is projected due to the startup of GPAA.

      Madey asked why the projected 1984 royalty income is lower. (This is the payment CPI makes to each journal.) Marks said that the mechanism of payment was changed. 11le royalty for use of articles now goes directly to the journals, so it is not shown here. This is shown under DOE Contract, with no income entered for projection 1984, although it was in budget 1984. 11le payment for abstracts provided by the journals is shown as a charge to Data Base Input.

      Marks explained the proposed new Books Division at this point in the agenda. Most of its budget is charged to the Conference Proceedings. Net expense is only estimated at $23,000 for establishing the new Division. It is mainly financed by the Conference Proceedings. See Agenda Item 5. A. for full discussion.

   5. Educational Programs Branch Operations
      Slack referred to the Draft Budget 1985, Page 3 (attached as Appendix C), and then to the detailed budget for each division in this branch.

      A new staff member, budgeted in 1984 for the Manpower Statistics Division, was approved by the Committee on Educational Policy in September. The new staff member is now on board.

      The 1985 Physics History Division budget includes funds for an Associate Historian. Candidates have been interviewed for this position.

      Friends of the Center for History of Physics is a Special Purpose Fund. There is a change in budget 1985 figures, due to deferred projects which can now be developed in 1985. Ramsey asked how much is raised and what the cost of raising it is. Slack said the amount collected this year is about $50,000, and that the expenses of fund raising are $3-4,000. Referring to the audit report, Gilbert noted that the total of $380,000 included the Friends and the Endowment Project.

      Havens asked about the jump in office expenses from $7,000 to $15,000 in the Endowment Fund Project. Slack said this was a capital investment for work on history tapes. They hope that this will be recovered from sales, which will show up in the future as income. The tape packages will be sold for $75.00. Grant and Wilson said they would like to see an estimated income figure included in the budget for this item.

      Public Information Division. A proposal to support the Science Writing Award has been recommended for approval by the foundation of a major company. Funding for the award is included in budget 1985, as that approval is still pending. An increase in the amount of the award, and an award for children's books have been budgeted.

      The Division intends to develop more posters, per a recommendation from the Committee on Educational Policy. Wright thought it unfortunate to have this item entered under Supplies and Office Expense. Gilbert said it would be separated next year.

      The budget for the Society of Physics Students is now separate from the preparation of the Directory and the GPB. The budget does not show the Special Purpose Fund to be used for the award which was approved in 1984.

   6. Finance and Administration Branch Operations
      Gilbert discussed highlights of the Draft Budget 1985 for these areas. Those comments which reflect significant items or changes are included here.

      Building Facilities Division, Maintenance Section. Gilbert noted that the largest item here is depreciation of buildings, totaling $255,000. With respect to developments on the New York City tax refund, the City on 16 November requested copies of checks paid under protest from 1980 to date. He sent them the copies immediately.

      Marketing Division. Experienced people have been hired to replace the two who left. Overall total expense is comprised of direct charges and direct promo ion expenses, applied to the publications involved. The 1985 Marketing budget totaling $582,900 is about 4-1/2% of the 13 million dollar product sales income of the Institute which it supports.

      Accounting Division. Dolowich reported that the costs have risen somewhat, due to salaries and benefits. The Accounting Manager has been replaced recently.

      Data Processing Division. Dolowich said one additional programmer has been added.

      Fulfillment Division. Dolowich said that in the interest of controlling costs, staff is being reduced and vacation period times are being restricted. In slack times, the cashiering section will be reduced.

2. Capital Expenditures Budget
   Gilbert noted that there are unexpended balances in both the 1983 and 1984 Capital Expenditures Budgets. These reflect scheduled but delayed or incomplete projects.

   The 1985 Capital Expenditures Budget is recommended at $750,919. The two major items are leasehold improvements at Headquarters ($452,000) and equipment for data processing ($101,000).

   Dolowich commented on the 1985 Data Processing Capital Budget Request. He reminded the committee that the original AZTECH Project authorization of $700,000 was strictly for Subscription Fulfillment. The items requested here are for Accounting, Data Processing, and in part for Subscription Fulfillment. Most of these expenditures will occur in the third and fourth quarters of 1985.

   Lazarus asked if this is the end of the hardware costs. Dolowich said yes, with one possible exception: there is a question of whether we will need more memory for the NCR cash processor. This is being tested now. Several Societies are interested in utilizing our hardware, and we must have the capacity to serve them.

   Grant asked if office automation equipment requests derive from studies and recommendations of the Electronic Communication Task Force. Gilbert said that they do. Grant, noting wide differences in price, expressed concern about the choice of different hard disk drives in different areas in the Institute.

   Marks discussed the Building Facilities improvements, with a total 1985 budget figure of $452,000. The possibility of swapping the space we now have on the 16th floor at the 216 E. 45th Street location for larger space on the 7th floor is being considered. Present elevator service in that building is not satisfactory. Space across the street from 335 E. 45th Street (in a building previously used by AIP) is now available. Management is looking at the alternatives.

   Finally, Gilbert discussed the Designated Fund Balances. This discussion is reported under Agenda Item 4.D.

   Grant noted said that with the large capital expenditures incurred over the three years including 1985, a spike is introduced into expenses down the line as equipment must be replaced. We do not seem to have set targets for these expenditures.

   Gilbert suggests studying this and making recommendations for guidelines at the next meeting.

   Wilson asked if such a large capital expenditures budget is wise at this time. The ad hoc Committee on Space Needs is discussing space requirements.

   Marks said the building renovations being requested are needed immediately as the space is needed now. The rental space carries a five-year lease.

   Havens said that this is a long-range Committee; it would probably take several years to do anything major. Ramsey agreed; with all the organizations involved, space needs are not a trivial concern and would take much time.

3. Approval of Budgets
   The following motion was made by Havens, seconded by Madey, and unanimously CARRIED.
   MOVED that the Executive Committee approve the 1985 Operating Budget, reflecting a net revenue of $1,418,500.

   The following motion was made by Beyer, seconded by Wright, and unanimously CARRIED, following discussion as reported.

   MOVED that the Executive Committee approve the 1985 Capital Expenditures Budget of $750,919.

   Madey proposed an amendment to the Capital Expenditures Budget motion to withhold the leaseholding improvement item of $400,000 until a definite plan was presented. This was withdrawn following discussion. Havens s id that Management has to be allowed to move ahead on space if it is needed and he sees no point in withholding the item.

4. Transfer of Excess in General Fund to Designated Funds
   Discussion of this was begun under Agenda Item 4.B. Gilbert said that the excess from the operating budget must be appropriated, in percentages, to designated funds by the Executive Committee. He distributed a handout showing designated fund goals and sources and usages of net revenue for the last five years (attached as Appendix D). The purpose of these figures is to show what is happening with large suns. The total net revenue for the last five years is $9,180,000. Tile depreciation fund has been built up over this period and is added back in. The total sources for net revenue for this five-year period are $11,680,000. This has been allocated in two ways: to capital expenditures ($4,240,000) and to Designated Funds ($7,440,000).

   Early next year a policy should be set for our goals. He recommends the goals outlined on the handout, which are a consensus of experience of CESSE organizations and which are acceptable to the IRS.

   In the Depreciation Fund, the accumulated depreciation is $2,250,000. In the Equipment Fund, the accumulated depreciation budget figure is $3,500,000. In the Publication Fund, the amount should equal one year's publishing expenses; the 1985 budget shows publishing expenses of $15 million.

   The following motion was made by Lazarus, seconded by Madey, and unanimously CARRIED.

   MOVED that the Executive Committee authorize transfers of the balance in the General Fund in accordance with the following percentages:
   25% to the Building Fund;
   25% to the Equipment Fund; and
   50% to the Publication Fund.

   Wright asked what the procedure would be if we want to allocate more to the Building Fund if this budget is approved. Gilbert said this can be changed at any time.

   (The meeting recessed for lunch at 12:45 p.m. and resumed at 1:15 p.m.)

5. Report of 15 November Meeting of Committee on Publishing Policy
Attachment A, a 20 November 1984 memo from Marks to Koch, listed recommendations of the Committee on Publishing Policy to the Executive Committee, Several were reviewed during the budget discussions.

1. Recommended New AIP Division - Books Division
   Marks discussed the proposed new Books Division, which was recommended by the Books Subcommittee and the Committee on Publishing Policy (see also Agenda Item 4.A.4). It was approved as part of the Operating Budget.

   Wolfe is retiring as editor of the Conference Proceedings in April 1985. The Conference Proceedings experience and income can be used as a basis for establishing the Books Division. The Manager of this Division would take on the Conference Proceedings and oversee the Physics Today Reprint Series, out-of-print book series, the Soviet translation book program, and a variety of other book project.

   1. Recommended New Soviet Translation Book
      Marks referred to Parisi's 11 December 1984 memo to him, distributed on 13 December, which gave a detailed estimate of costs for AIP's translation and printing of a Russian book entitled "The Theory of Sound Waves." Beyer said the correct translation is "The Theory of Sound Beams." Authorization by the Executive Committee is required to proceed with this project.

      The following motion was made by Lazarus, seconded by Wilson, and unanimously CARRIED.

      MOVED that the Executive Committee approve the translation and publication of a 1982 Russian book entitled "The Theory of Sound Beams."

2. Non-Honored Page Budget Recommendation
   Marks explained during the budget discussions that the procedure which has been followed for picking up non-honored pages is built into the 1985 budget, so this eliminates the need for special consideration from time to time. This was approved as part of the Operating Budget.

3. Report of JMP Review Committee
   This was first discussed under Agenda Item 4.A.4). The discussion resumed and action was taken later in the meeting.

   Lazarus noted that the JMP Review Committee strongly recommended that page charges be eliminated for this journal. They felt that the quality of submitted papers is not as high as formerly. He put this in the form of a motion, but after some discussion withdrew the motion for later consideration.

   Gilbert said that 45% of the total pages are honored for this journal. Marks said that a number of people on the Committee for Publishing Policy are in favor of continuing page charges, and not reducing them. On the other hand, Klauder (JMP Editor) has annually recommended dropping them. Only present policy can be included in the budget.

   Lazarus thought that it was an urgent matter but the proposal should go through the Committee on Publishing Policy. Marks noted that their next meeting would be in April. It was suggested that this matter be discussed by mail with the Committee.

   Beyer said that he supports the idea of dropping page charges for JMP. He has recently suggested lowering page charges for JASA and was met with an irate response from the ASA; without page charges, they do not have funding channels and cannot get reprints.

   Ramsey thought that if there were a minority sentiment against doing it in advance, it should wait until the April meeting of the Committee on Publishing Policy.

   Koch suggested that Abrahams send out the report to the Committee with an explanation and an opportunity to mark a ballot. If here are any no vote, it will then be brought up for discussion in the April meeting.

   Havens mentioned his report of several years ago; the conclusion and his present position are that JMP should not be treated differently from other journals. He requests that this position be included in the material to be distributed.

   Koch thought that the mailing should include a history of the decrease in page charges.
   Following the discussion, Lazarus reintroduced his motion, which was seconded by Beyer, and unanimously CARRIED.

   MOVED that he matter of dropping page charges for the Journal of Mathematical Physics be referred by letter to the Committee on Publishing Policy, due to the urgent tone of the report of the JMP Review Committee, to see if they wish to act and give advice to the Executive Committee prior to their next meeting.

4. Status of Negotiations with FIZ
   Koch read the response he had just received from Rittberger to his Telex. They will send their suggested alterations to the agreement, which would be implemented as of 1 January. He has no other details now.

   Koch reported on the 27 November 1984 letter he had received from P. S. H. Bolman (of North-Holland) in which he proposed a consortium of tape producers and gave a draft proposal for a servi1ce (distributed to the Executive Committee as Attachment N on 13 December). Koch proposed a discussion of this plan at the February meeting. This kind of agreement had been previously discussed with Rittberger.

5. Reconstitution of Subcommittee on Journals
   Koch said that this topic has implications for AIP and some Member Societies. He has recently received a letter from Duke, the new Chair, to the committee members, who, at present, are Adair, Klemperer, Noonan, Palmer, and Scott. Madey suggested it would be good to have an AAPT representative on the committee for the discussion on computers in physics education. Koch agreed. Duke also plans to have a representative of the MRS on the committee. (Koch's 9 November 1984 letter to Duke was included as Agenda Attachment D.) The Subcommittee will discuss the two journals mentioned to the Governing Board.

   Koch has received a 6 December letter from White, the outgoing MRS President (Elton Kaufmann is the new President) which states that the MRS Council will start a journal of materials research, which is different from the previously discussed journal, by January 1986 if they can get AIP involvement. They seek funding for the deficit which would be incurred by the startup. The MRS proposal is that they would put up what they feel they can afford in the initial period and AIP would provide the deficit. They would like to have the journal co-owned by AIP and the MRS. When the journal is in the black, they would like to pay back the deficit and assume ownership. Koch said that AIP management sees no problem with sharing the deficit, but they propose that AIP and MRS would continue to be co-owners. The sharing of responsibility could be the kind of arrangement to consider for the other proposed journal also. He asked for the feeling of the Executive Committee on this matter.

   In response to Lazarus' question regarding co-ownership, Koch explained the arrangement with JPCRD, which AIP co-owns with the American Chemical Society and the National Bureau of Standards. They have joint editorial and management boards and share the net gain. Marks added that the Governing Board approved this arrangement ten years ago.

   Wilson thought that a more important question is AIP's financial involvement with an affiliated society which is in competition with AVS. A principle and a precedent are involved. Before he would vote on this question, he would want to see a cooperative effort put forth. Re was dubious about the possibility of success for two new journals in this area.

   Madey agreed with this sentiment. He said the Governing Board discussion and proposal were different from this proposal. He had since then advised the AVS Board of the Governing Board resolution and had suggested that Koch speak to them regarding this idea. The title of the journal approved by the Governing Board is broader than this current proposal. He suggested that it needs to be presented as the Governing Board had acted on it. He thought the idea of the journal a good one, but the sponsorship needs to be worked out. Tile difficulty he sees is that the AVS Board is already sensitized to the competition in several areas, and this would be still another area.

   Marks said the new element is that the MRS now says they do plan to start a journal and they will consider sources of funding, which would include commercial publishers.

   Koch said the difference between an affiliated society and a Member Society is not relevant in discussions of this journal. MRS may very well want to become a Member Society. Tile newly-proposed journal (Journal of Materials Research) would have different content from the other suggested journal. The arrangement should be considered by the Subcommittee on Journals.

   Koch said that the Subcommittee on Journals is a core committee suggested by Abrahams, which will discuss these matters in more detail. He did not see the Governing Board resolution as a definitive statement of what was desired but as encouragement to develop a proposal.

6. Inserts in Physics Today in 1984 and 1985
   Marks noted that the PACS scheme appears in the December issue of PT and "Physics News in 1984," which is now ready for distribution to science writers, will appear in the January issue.

7. Subcommittee on Copyright Meeting Discussions
   This was not discussed.

6. Reports about Advisory Committee Activities

1. Subcommittee on Manpower - 13 November 1984 Meeting
2. AIP-Society Relations Task Force
   

   1. Review of Governing Board Discussions

      These topics were not discussed.

   2. Proposed Meeting of Constitution and Bylaw Committee – January 1985
      A 20 November 1984 memo from Gerhart, Chair of this Committee, to the
      Committee, was distributed as Attachment Q on 13 December. The memo gave his preliminary classification of the proposed changes in the AIP Article of Incorporation, Constitution, and Bylaws.

3. ad hoc Committee on Building and Space Requirements
   Koch noted that Havens called this Committee together on 13 December, to get things started.

   1. Building Alterations
      This topic is reported under Agenda Item 4. B.

4. Appointment of Karl T. Compton Award Committee
   Koch said that the committee consists of Seitz, Chairman; Boyce, French, Lazarus, Phillips, and Pake. They are now developing nominations for the Compton Award.

7. New Editors for AIP Journals

1. Physics Today

   Koch reported that Bean, Chair of the Advisory Committee on Physics Today, has suggested in a recent letter that a search committee be appointed to consider a new editor of PT. Davis leaves AIP at the end of the year. Gloria Lubkin is presently Acting Editor. Such termination is the prerogative of AIP management. Appointment of a new editor can be done more deliberately. Having received advice from the Advisory Committee, Koch stated that he will appoint a Search Committee.

2. Applied Physics Letters

   Koch said that Perlow, the Editor, will be 70 in February 1986. Koch will form a Search Committee to identify a new Editor.

8. Progress Report on Data General Computer

1. Allocation of Software and Hardware Costs to Accounting and Subscription Fulfillment Functions
   Dolowich distributed a handout entitled "Computer Hardware & Software Costs Allocation Estimate" which attempts to allocate these costs to the major users, accounting, or to subscription fulfillment. There are utilities within the Data General software to measure use.

2. Subscription Fulfillment Software
   Dolowich reported that the file maintenance module is the critical part of the work remaining. AZTECH will give us specs for this on 21 December. If the review can be completed in January, they estimate it will take six months to do the programming; thus the system could be ready in the fall.

   Dolowich then briefly reviewed the progress in all areas. He emphasized that the AZTECH staff is competent and is making steady progress. The NCR cash processor, which had been a considerable problem, is now used on a daily basis.

   Wilson asked if the project could be brought in-house for completion. Dolowich thinks our programmers are not any more competent than theirs. We can do the analysis better, but he would be dubious about our staff doing the programming.

3. Accounting Software
   The general ledger is fully operational. Society statements go out monthly. A contract has been signed for an Accounts Payable package to run on the Data General. A program for Accounts Receivable is being written in-house. 1be new Accounting Manager is working out very well.

9. Gifts to AIP

1. Gemant Estate
   Gilbert noted Attachment G, which included a 2 November 1984 letter from the law firm handling the Gemant Estate giving the proposed final account. AIP then executed the Waiver and Consent Form. The current estimated value of the estate is $147,000. There have been no developments since then.

2. Meggers Coin and Stamp Collection
   Gilbert reported that the collection is being catalogued by the dealer.

3. Middle Island Property
   Gilbert reported that he had met with WeinbalDD {AIP's exclusive real estate representative). He is co-owner of a 10-acre property in Middle Island, NY (on Long Island) and would be in favor of donating it to the Institute. He has provided a description of this property and will get an appraisal. About $14,000 in back taxes is due on the property. It should be worth $200,000-300,000; he will keep us apprised of developments.

10. Public Statements

1. Introduction
2. Guidelines for Physics Today
3. Transmittal Letters to Congress

   Koch noted the draft transmittal letter for the December PT. Schewe proposed the wording of this letter and it has been edited. Koch proposed that for the next six months, he send copies of his transmittal letters to the Executive Committee.

   Madey suggested that this letter not state that the purpo,se of sending PT is to help the recipient but rather state that it is to provide background information. Ramsey agreed with this suggestion.

   Ramsey asked if a statement should be included that Koch's PT transmittal letters do not represent AIP policy. He suggested that this statement be included in the January and July letters, noting that it applies to past and future letters.

4. Transmittal Letters to Society Officers
   Koch distributed a copy of his December letter to Society Officers. His procedure is to draft this and then have the other AIP officers edit it. He suggested that Member Society Officers and Executive Committee members let him know if any changes in wording are advisable.

5. Talk on Not-for-Profit Publishing
   This was not discussed. Koch had distributed to the Committee copies of the slides that he used for his 12 December talk.

11. Possible AIP Participation in 1987 IUPAP General Assembly Planned for U.S.
The following were distributed to the Executive Committee on 13 December as Attachment O: 1) a 5 December memo from Koch to the Executive Committee, discussing background and ramifications of this proposed Assembly; 2) a 28 September 1984 letter from Press to Dresselhaus inviting APS participation; 3) Dresselhaus' 12 October reply to Press indicating that APS would be interested in assuming corporate responsibility; and 4) a cost estimate for the meeting.

Koch asked Havens to review the background on this matter. Havens read his background memo addressed to Bromley, Koch, Shapero, and Slack. He suggests tieing this meeting in with the Corporate Associates meeting.

Koch said that a meeting was held on 29 November (present: Bromley, Shapero, Slack, Havens, and Koch) to discuss arrangements. He said an organizing committee, to be appointed by the President of NAS, plus other committees (operating, finance, scientific, and local arrangements) were required to continue the planning. Bromley was suggested as chairman.

Havens said the meeting would be held at NAS. It is too soon to establish the scientific content, but it should be considerable; the tentative program should be published one year in advance. He would delegate responsibility to an organizing committee to develop this proposal. APS agrees to the suggested administrative procedures, including fiscal responsibility.

Koch said that AIP involvement is proposed in three areas: 1) handling the raising of funds for this activity and handling the fiscal affairs. The magnitudes would have to be ascertained. 2) Corporate Associates involvement. This meeting could take the place of the 1987 Corporate Associates meeting. The Committee will meet in January and will discuss the idea. 3) No fiscal responsibility on the part of AIP for the event.

A fund raising effort would be needed as soon as possible, as start-up money is needed; a committee is needed for this, which would report to the Executive Committee. AIP would attempt to do this fund raising with experienced financial people who would be willing to volunteer their services towards this effort. He knows of someone who may be willing to assist with this.

A draft budget proposal giving itemized hotel and personnel expenses had been prepared by Merrill and was distributed at this meeting.

Marley said the proposal outlined here is very expensive, and he thought it would destroy AIP's credibility for other fund raising. Koch said it is only a preliminary budget based on a rough idea of the plans, and it will be developed more precisely by the February meeting.

Havens said that it is proposed as a meeting to foster international cooperation. He does not know if there would be federal funding. It is possible that NSF would be able to provide partial funding, but they could provide no travel money for foreign delegates. In the 1972 meeting, there was no registration fee for delegates, but others paid a fee. Most of the things given in this budget would not be supplied in an
APS meeting.

Koch said the important thing is the integration of the Corporate Associates with this; excellent scientific sessions are needed.

Wilson made the following motion, which was seconded by Beyer and unanimously CARRIED.

MOVED that the Executive Committee give general approval to the concept and that it receive more information at the February meeting.

12. Plans for March 1985 Meetings of Governing Board, Executive Committee, Assembly of Society Officers, Briefings for Chief Elected Officers
Koch outlined plans for the March meetings, as follows:
14, morning: Briefing for elected Member Society Officers, regarding AIP services.
14, afternoon and evening, and 15, morning: Assembly of Society Officers.
15, afternoon and evening, and 16, morning: Governing Board

For the Assembly, he suggested the theme of electronic data bases. There are many conferences on this topic and it would be useful for everyone to be aware of the developments. He noted several ideas for developing this. He noted Attachment P (distributed on 13 December): an excerpt from the Fall 1984 ICC newsletter
ComputaGraphics which discusses connecting compact discs to personal computers.

Koch asked for other ideas. Ramsey suggested export controls; Havens commented that this has been discussed a lot. Madey suggested checking with Park regarding updating on these and other matters.

1. Travel Expenses for Society Officer at Assembly
   Grant, noting that this is a standard item at the December meeting, made the following motion, which was seconded by Beyer and unanimously carried.

   MOVED that the Executive Committee approve payment for one Society Officer from each member Society for attendance at the Assembly of Society Officers in March 1985.

13. Proposed Schedule for Executive Committee Meetings
Koch reviewed the proposed schedule for 1984 meetings, as follows:
14-15 February: Headquarters.
13 March, late afternoon: Woodbury.
3 May: Headquarters.
12 June: Headquarters. [Subsequent to the meeting, this date was withdrawn.]
5-7 September: Woods Hole.
20 October: Rochester.
20-21 October: Governing Board, Rochester.
22-23 October: Corporate Associates, Rochester.
13 December: Headquarters.

14. Other Business

1. New Corporate Associate
   Merrill presented the names of two new applicants for Corporate Associate membership: 1) Kentech, a small manufacturing organization with dues at $500.00; they would take three journals; 2) Control Data with dues at $500.00.

   He said the Advisory Committee will look at the entire dues and journals structure in the coming year. Regarding the question of the number of physicists on the staff of an organization, the application form states that the dues are based on the number of physicists employed. Koch said that this information needs to be checked and that we may want to take applications to the Advisory Committee for their review.

   The following motion was made by Wilson, seconded by Beyer, and unanimously CARRIED.

   MOVED that Kentech and Control Data be accepted as Corporate Associates, each at a membership fee of $500.00.

15. Executive Session
The staff was excused at 3:30 p.m. The Executive Committee met in executive session (reported in official minutes only).

16. Adjournment
The meeting was adjourned at 3:45 p.m.