December 14, 1983

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order (in Executive Session) at 5:35 p.m. by Chairman Ramsey. (All Executive Committee members listed below were present for the Executive Session.)

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Robert T. Beyer; Joseph A. Burton; Roderick M. Grant, Secretary; H. William Koch, Director; David Lazarus; Theodore E. Madey; Jack M. Wilson; Ann E. Wright

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; 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 Session

The 14 December Executive Session of the Executive Committee concluded at 9:15 p.m. Discussions at that meeting will be included in the official minutes under item 15.

The 15 December session of the Executive Committee was called to order at 9:00 a.m. by Chairman Ramsey.

3. Report of Secretary

1. Minutes of 23 October 1983 Meeting

   The draft minutes, distributed prior to the meeting, were approved by acclamation, following the noting of minor corrections.

2. Responses of Societies on Amendments

   Grant reported that no additional responses had been received on the proposed constitutional amendments since the 23 October meeting.

4. Review of the Draft 1984 Budget

1. and

   1. Introduction

   2. Assumptions for 1984 and Projections Beyond

      Koch distributed a handout which summarized statistics for the 1983 and 1984 budgets, and made comments on 1983, on assumptions for 1984, and on projections beyond. He noted that the AIP figures for Societies do not include reports on Societies that publish outside AIP.

      Koch informed the Executive Committee that he had just received notice of a Federal Register proposal that all Federal agencies itemize the use of federal funds for payment of page charges in a report to be made to the Joint Committee on Printing. This could mean that page charges may become vulnerable. Spilhaus, who is on the relevant AAP committee, is supportive of page charges and will present our position in a statement to the Joint Committee on Printing being prepared by the AAP.

      Executive Committee members expressed considerable concern over the implication of this directive. Ramsey requested that copies of the AAP statement on page charges be distributed to the Executive Committee.

      Koch noted that several staff additions were proposed; these were included in the budget as submitted.

      Koch suggested the possibility of establishing an R & D effort. This has been budgeted in Operations, but it could be good to have it separated and have outside people to assist with this. Lazarus suggested that a professor on sabbatical or someone on leave from industry might be an appropriate person depending on the job to be done.

      Koch brieflv reviewed the projections beyond 1984: 1) improved understanding with Societies of relative roles of each; 2) increased role for Committee on Public Policy; 3) revisions in Constitution and Bylaws, Memo of Agreement, Services; 4) space in Washington, New York, Woodbury, and Ridge; 5) more complete involvement of AIP and Societies in international publications and meetings; 6) node in STN International and improved information services to members; 7) bright prospects for future because various controllables are indeed within our control and because Member Societies are cooperating.

   3. Fiscal Information Reports and Summary of Budget

      Gilbert noted that the budget format was the same as last year's: it consists of the Operating Budget, Analysis of Archival Journals, Analysis of Number of Employees, and Capital Expenditures Budget. Referring to page 1, he reported the overall magnitude to be $33,800,000 (including activities for Member Organizations), compared with $32,000,000 in 1983. Net figures are shown on Page 3, and cover only AIP operations.

      In the Corporate Associates Budget (Page 40) he noted that it has been learned that McDonnell Douglas will pay the total cost of videotaping of speakers at the next Corporate Associates Meeting.

      Reviewing the General and Administrative Expense (page 53), Gilbert said that the $50,000 figure for publishing proration of Data Processing will be absorbed by AIP, since the Publishing Division no longer uses the UNIVAC to process their data.

      On page 3, under Net Investment Income, there is a drop in the budget because the income from Designated Funds will be reinvested in Designated Funds and not be brought back into Operations. The budget 1983 net revenue figure was $1,639,000. The current projected 1983 figure is $2,715,100. This increase in the net revenue is due [to] the increase in publishing revenue and in the investment area. The budgeted 1984 net revenue is $1,581,100.

   4. Publishing Operations

      Marks referred to page 3: Publishing Operations, which are divided into six parts. Archival Journals income is very good; all the journals are healthy. Summary of these is given on page 4. Of significance in projected 1983 is the figure for pages, which are under budget. The $600,000 reduction in expenses goes directly to increased net income. Page budgets are conservative; they project 26,000 pages. These figures do not show the proposed reduction in page charges or the proposal to publish more non-honored pages.

      Referring to page 5, Madey asked why advertising expense is up although advertising sales are down. Marks said that heretofore expenses for free ads (AIP ads) have been accounted for differently. This year they are accounted for more realistically by putting in the charges for free ad pages, with all the expense in running these now given to advertising.

      The Soviet journals (page 11) are doing much better than several years ago. The net projected 1983 income is $984,100. The number of pages in Soviet journals is decreasing, partly because the Soviets now put more characters on a page, which means that the translators deserve more reimbursement per page. In 1983, about a 5% drop in subscriptions was budgeted, and this proved to be about right. The same is budgeted for 1984. The overall program is healthy and shows a commitment on the part of AIP to the Soviet journal program.

      Marks distributed a handout on Chinese Physics, which had not been included in the proposed budget. Without NSF support the journal will cost the Institute $45,000. There are presently 134 subscribers. We are committed to it for another year; the decision whether to continue will be made in June 1984. The advice from the Executive Committee was that Chinese Physics be set up as a separate journal and be included in the budget, with the figures as distributed.

      Physics Today (page 29) shows a deficit due to increased expenses resulting from the Washington office. This operation is charged entirely to PT, although it affects other areas of the Institute. The 1984 budget includes a full year for this office. Plans are going forward for the Buyer's Guide, with some initial expenses required. Advertisers' acceptance of this has been very good. Additional editorial and text pages are planned for 1984. It is hoped to increase non-member subscriptions by a marketing campaign in 1984, thus enabling AIP to increase the ad rate. This should result in a balanced 1985 budget.

      The PT budget includes one additional science writer, as editorial coverage has been broadened in the last two years. With the additional pages, deadlines are hard to meet with the present staff.

      Discussing Information Services, Marks referred to the Summary Sheets (page 32). The largest sums here are the DOE and FIZ contracts, followed by Current Physics Index, the microfilm product and SPIN. In this area, there is a net loss of $21,000 on a net income of $585,000. A new PB tape will be introduced on STN International.

      Current Physics Index (page 33) is now in the black, because article charges are credited.

      Marks noted the AIP Conference Proceedings Budget (page 38). Having started on a small scale, this now produces a significant net income.

      1. 1984 Publication Charge Rates

         This is discussed under Agenda Item 5. G.

   5. Educational Services Branch Operations

      Slack reviewed these divisions, first noting Manpower Placement (page 42). Madey asked how many positions are filled through this service. Slack said that it was difficult to know. About 1,000 persons per year use the service. Ramsey said that this may be one of the most valuable services offered to the less fortunate members.

      Slack next noted the Manpower Statistics Budget (page 43). A new associate has been included in the budget. It is envisioned that this would be a person with a graduate degree and experience, who would do the annual member survey and other routine jobs, freeing Porter and Czujko for projects that have been requested and for ad hoc requests frequently received.

      Once the SUN computer is online, external computer usage will become very small, probably lower than the budgeted figure, which is less than budget 1983. The Manpower Book is in production and will appear in 1984. (See also Agenda Item 6. B. iii.)

      Grant asked whether, with the increased staff size here and in History, space requirements should be shown in the budget. Gilbert said these will change, but have not been approved as yet. An extra person could be accommodated now on the fourth floor.

      Regarding Physics History (page 44), the division hopes to add a new staff person: an Associate Historian, with a Ph.D. in Physics, as a sort of post-doctoral position. Possibly a three-year limit would be placed on the position, to give more flexibility. This would allow the division to catch up on the Oral History program and would give Weart more time for fund raising.

      Other projects, not shown here, include $80,000 for the Solid State History Project. Money is expected to be forthcoming from IBM for assistance in preparing a science exhibit for the 1984 World's Fair in Japan.

      The Friends and the Endowment Fund bring supplemental income to the Center. The Library has been used more heavily in the past year. The cassette project, previously reported, is expected to come to fruition soon.

      The Public Information Budget (page 47) is similar to that of 1983. The Science Writers Seminars will be continued.

      Several changes are anticipated in the Society of Physics Students (page 48). Considerable time and personnel had been allocated to the Directory and the Graduate Programs Book. This year these have been divided and itemized differently. The Directory will be put into a Publishing Division.

      Madey said that the educational services represent some of the biggest services but are the hardest to quantify. Were these two new positions mentioned in [the] five-year plan, and is this the best use of funds at this time? The Educational Policy Committee has not been formed as yet, so no decisions have been made on developing these areas. He felt there was a need for looking at the whole view through the Educational Policy Committee before specific positions are added.

      Slack said that getting these two new people would enable responses to advice from the advisory committees for the last several years. In particular, the deferral of Oral History projects has concerned both the staff and the committee.

   6. Finance and Administration Branch Operations

      Gilbert first discussed Building Maintenance (page 63). The largest expense in this category is depreciation of buildings. New York City real estate tax is entered as an item. He reviewed the handout, a 2 December 1983 letter from Parsons, our NYC real estate attorney (copy attached to official minutes). Decisions will be made on an individual basis; ours will be considered early. The attorney needs to prepare a memo detailing the Institute's services to the city and to the general public. It is not known whether the exemption is retroactive or whether there will be interest on payments made under protest.

      Ramsey said that there had been earlier discussions of whether we would make contributions to the city. Gilbert said he would discuss this with Parsons, who is knowledgeable and is optimistic about the outcome.

      The Office Facilities Budget (page 66) shows no significant changes.

      The Printing and Duplicating Budget (page 72) provides for a larger volume of in-house work. This operation is set up to be self-supporting.

      The Advertising Budget (page 62) shows no significant changes; the approximately 8% increase is spread throughout the line items.

      The Marketing Budget (page 79) was discussed next. There is a significant increase in direct promotion expense; this refers to out-of-house expense and is charged to the relevant journals. There will be efforts to increase subscriptions to APL, RSI, and PT. One new line item is New Books Promotion.

2. Capital Expenditures Budget

   Koch noted that there are three categories of items in the Capital Expenditures budget: 1) building renovation and maintenance; 2) communication items; and 3) exhibit booth. Improvements are needed in the air conditioning and the sewers at Woodbury; improvements are needed in the building vestibule; storage rooms are needed for offices; and there is need for a new van.

   1. Data General Equipment

      Dolowich said that a fourth disc drive (costing $38,000) is now required, as Accounting needs one of the three originally planned for Subscription Fulfillment; however, no additional budget line is needed as this will come out of the original $600,000 approved for the system. The additional request for Data General equipment totals $25,000: $18,000 is needed for an increase in core memory to assure good system response, and he recommends purchasing Systems Monitor software from Data General costing about $6,000 which will enable the Systems Manager to see if the system is being overburdened by a particular user.

   2. UNIVAC 90/30 (Original item 8. C.)

      Dolowich explained the options available to the Institute regarding the UNIVAC, which must be maintained until the Data General is fully in place. The current lease expired on 1 December 1983. They are: 1) month to month rental; 2) 24-month rental; 36-month rental; the rental fee in any case would be approximately $170,000 for each particular term.

      With such prices, Dolowich investigated what the purchase cost would be. The negotiated price from UNIVAC is $100,000. Maintenance would be $4,000 per month, with a minimum of one year, regardless of the arrangement. The UNIVAC could not be resold unless it had maintenance. Koch thought this good insurance, as we need it and we need good relations with UNIVAC. When AIP will be finished with it, the peripherals will have some value, but the total value of the system will be small.

      The following motion was made by Beyer, seconded by Burton, and unanimously carried.

      MOVED that the Institute purchase the UNIVAC 90/30 at a price of $100,000.

   3. Building Renovation

      Lazarus thought the air conditioning cost of $175,000 seemed high. Marks explained that the system in the new wing at Woodbury is fine, but there are many complaints in the old part of the facility where there is high density. This system was not altered when AIP bought the building and is very inadequate. Marks said that the plan is to install new units on the roof and to lower the roof; new ducts are also required.

   4. Communication Equipment

      (Word Processing Experiment with Data General is discussed here for continuity rather than in Agenda Item 6. A. ii.)

      Koch noted the handout which had been distributed regarding recommendations from the Electronic Communications Task Force. They suggest that each of the branch managers and division heads should have access to an electronic mail system as well as access to computer systems now at Woodbury. Koch said they realized his office could benefit from a trial use of Data General Word Processing packages using the Data General terminals now at Woodbury but not yet in use. They plan to install these at several desks for six months so that the secretaries can get useful experience with them before the terminals are needed for Subscription Fulfillment. Merrill reported that the software package ($600/month including installation and training) would be tested.

      Experience also has been gained with the IBM Personal Computers. Koch said the aim is to experiment with minimum and rented equipment.

      Merrill said that PT is considering their system needs and how to tie into the ATEX system. They will present a report to the Executive Committee at its next meeting.

      Wilson noted that four different systems are being discussed and wondered about considerations of compatibility. Koch said this problem was being considered. He felt that the staff would probably go more into the Data General Equipment.

      Dolowich said that he has found software that will make IBM PC's compatible with the Data General. Merrill added that there is also software available to make the IBM emulate the Datapoint.

   5. Publishing Equipment

      Items in the publishing area of the Capital Expenditures Budget were reviewed and approved. Marks discussed the rationale for purchase of the Datapoint equipment which does heads of journals, indexes, tables of contents, cumulative indexes, and produces directories. This has been rented, and currently costs a little less than $90,000 per year. We now have options to purchase all portions of this rented equipment for $180,000, thus it would be depreciated in two years, and the money used for rental could be applied to the purchase. Purchase was recommended by the Committee on Publishing Policy.

      Marks said that with expansion of the ATEX system, we have several small disc drives with dual CPU's, and these do not have complete redundancy. He recommends adding three ATEX disc drives in order to have complete duplication. This is a hardware update, budgeted at $90,000.

      Marks said that the camera now used is eight years old and completely depreciated; there have been complaints about the quality of illustrations and half-tones. He recommends purchase of a new camera. The cost would be $53,500, including installation.

(The meeting recessed for lunch at 12:45 p.m. and resumed at 1:20 p.m.)

3. Approval of Budgets

   The following motion was then made by Lazarus, seconded by Beyer, and unanimously carried.

   MOVED that the Operating Budget, as amended, be approved.

   Madey reiterated comments of the Executive Committee to the effect that positions authorized within the approved budget for the History and Manpower Statistics branches be filled only after the Educational Policy Committee and the Task Force on AIP-Society Relations have had a chance to consider them.

   The following motion was made by Lazarus, seconded by Beyer, and, following discussion, unanimously carried.

   MOVED that the draft Capital Expenditures Budget, as amended, be approved, with the Executive Committee to be kept informed of progress with communications and office automation equipment.

   1. Transfer of Excess in General Fund to Designated Funds

      Gilbert said the terminology is that used by Touche Ross: Designated Fund balances. He noted that funds were transferred in the June 1983 meeting from short term investments to bring the funds up to the designated amounts. It is necessary to target what the Institute is looking for in different areas. It was decided in 1983 to keep the General Fund at $200,000, to which are added estimated revenue and depreciation, from which are deducted amortizations of mortgage and additions to plant, property, and equipment. Amounts over and above this go to the Designated Funds. He expects to have $2,241,100 available for transfer.

      Gilbert read the motion made in February 1983 which requires the Executive Committee to decide the percentages to be allocated to the Designated Funds. In response to Burton's question, Gilbert recommended continuing the same percentages as previously designated.

      On the basis of this, the following motion was made by Lazarus, seconded by Wilson, 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
      50%	to the Publication Fund

5. Report of Meeting of Committee on Publishing Policy

1. Journal Inventories

   Burton said that Marshak needs a discount giving figures on journal copies that may be offered to the Chinese. They wanted 20 copies of each; however we had originally agreed to offer 10.

   Koch said this offer is only for journals in inventory; AIP cannot fill in missing issues. The Committee on Publishing Policy recommends that these copies be made available to anyone requesting them. The recipient is to pay handling costs.

   The following motion was made by Lazarus, seconded by Burton, and unanimously carried.

   MOVED that up to 10 copies of AIP-owned journals in inventory be made available to the People's Republic of China, on an as-available basis, with the possibility that more can be made available at a later date.

2. Copyright – Formation of Committee

   This was not discussed.

3. Proposal from CAS to Produce Physical Review Indexes

   This was not discussed.

4. Pricing Options for Staff Member Directory

   Marks said that this had been tied into the SPS budget in previous years. It can now be produced under a new format to sell at $40 instead of $60. This year it will be produced separately from SPS, using the ATEX system and conventional methods. Next year he expects to make it part of the regular publishing program. He would like to see it published annually. If the scope is reduced, the price could be reduced further. A questionnaire is now in the hands of users to determine their needs.

   Ramsey said that cutting down on the completeness cuts down the usefulness of it. Both he and Lazarus thought it better to publish it biennially, in alternate years with the APS Directory.

5. Printing of Physics News in January 1984 PT

   Koch said that action was taken to include this in the January PT as the result of a Telemail ballot. It could still be withdrawn if there were objections; none were stated.

   In order to confirm the Telemail ballot, the following motion was made by Wilson, seconded by Madey, and unanimously carried.

   MOVED that “Physics News in 1983” be printed in the January 1984 issues of Physics Today.

6. Backlog of Non-Honored Pages

   Marks noted that two years ago the delay in publishing the non-honored pages in JCP and JMP was almost one year. Last year action was taken to reduce the backlog to three months. The Committee on Publishing Policy has proposed, for 1984, reducing the delay for JCP by 1300 pages and the delay for JMP by 1300 pages, at a total cost of $294,000.

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

   MOVED that the delay in the backlog of non-honored pages of The Journal of Chemical Physics and the delay in the backlog of non-honored pages for Journal of Mathematical Physics be reduced by 1300 pages each.

7. Publication Charge Recommendations

   Marks reported that the Committee on Publishing Policy, noting that the increase in non-member subscription rates resulted in less than anticipated decrease in subscription number income, has recommended that page charges for each of the six AIP archival journals be reduced by $20.00 per page. This would mean a reduction in net of $500,333.

   It was agreed that this should be done as soon as possible. [It was determined following the meeting that the earliest possible time would be for articles published in the February 1984 issues.]

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

   MOVED that page charges for the six AIP archival journals be reduced by $20.00 per page, starting with articles published in the February 1984 issues.

   Lazarus suggested amending the motion to reduce the page charges for JMP to $45.00 from $85.00. Burton responded that he is all for reductions, but thinks this is going a bit far in one year. After further discussion, Ramsey suggested that the Executive Committee recommend to the Committee on Publishing Policy the elimination of page charges for JMP. Lazarus then withdrew his suggested amendment, noting that this topic could be a charge to the review committee for this journal. Marks thought this a good idea.

   Marks said that it is difficult to predict what will happen as a result of this change; AIP staff will monitor it. Koch distributed a handout showing the ratio of page charge to income for AIP archival journals. He noted that this ratio is shown to be 37%. If we reduce the page charges by $20.00 per page, the ratio would be 30%. This is a comfortable region and serves to eliminate dependence on page charges.

   Lazarus said that APS had just reduced its page charges by $10.00, but [that] at the same time they reduced the page size, so their ratio is also about 30%.

   Koch agreed that this change in the publishing budget is of a large magnitude, but it may be good to do it dramatically and highlight this trend, emphasizing the concept of the page charge system. Publication time is shorter than for journals that do not have page charges. This system is in the best interests of the physics community and the authors.

8. Formation of JMP Review Committee

   This was not discussed.

9. Co-publication of Journal of Materials Research

   This was not discussed.

10. INSTI Developments

    References to this are found in Agenda Items 4.A.i. – Other highlights of 1983 and 4.A.iv. – Information services.

11. Proposal for General Physics Advance Abstracts

    Marks said that the Committee on Publishing Policy proposes developing a new service as a companion publication to PR Abstracts. The article charge income now derived from Current Physics Index would be used to help finance this. The idea will be developed for presentation to the Executive Committee in 1984. This step would ultimately eliminate the need for CPI.

6. Reports on Specific Function Planning Activities

1. Electronic Communications Study Plan

   1. Evaluation of Consultants’ Report

   2. Word Processing Experiment with Data General Terminals

      These were discussed under Agenda Item 4. B. iii.

2. Educational Services Development Plan

   1. Proposal for Establishing Committee on Educational Policy

      1. Composition and b. Charge

         Slack discussed the background for formation of this Committee. In view of the heavy involvement of APS and AAPT, it seems advisable to have two members from each of these Societies and one member each from the other seven Societies. He said it would be up to the Societies to name their representatives.

         He noted that the staff was asked to offer suggestions for the charge to the committee and its organization. They envision that the Committee itself will be concerned with Board matters of policy for educational programs and services for AIP, and their integration with those of the Societies and other groups working in physics education.

         Accordingly, the following motion was made by Wilson, seconded by Wright, and unanimously carried.

         MOVED that the Educational Policy Committee be structured with two representatives from both APS and AAPT, and one representative each from the other seven Societies.

      3. Subcommittees

         Koch noted that the Nominating Committee will be meeting in January, and he will discuss this with them. He would suggest getting the nominees from the Member Societies now for the Educational Policy Committee and setting up the needed subcommittee structure next year so that continuity will be assured.

   2. Status of SUN Computer in Manpower Statistics Division

      Slack discussed this briefly under Agenda Item 4.A.v. He later distributed a handout supplied by the Division showing the implementation schedule of the SUN for the next year.

3. AIP-Society Relations Task Force

   and

   1. Composition; Meetings to Date

   2. Future Plans

      Koch said that the Task Force had a productive meeting on 14 December. Things not presently done in accordance with the Constitution or Memorandum of Agreement were noted. Future meetings are scheduled as follows: 30 January (one-half day, San Antonio); 21 February (one-half day, New York); 15 March (one-half day. Woodbury); 16 May (all day).

7. Status of Investments of Funds

Gilbert said that the staff had been directed to give a status report at every meeting. He distributed a handout reviewing the funds selected and actions taken by the funds since then (portions attached herewith). Reports are sent to the Committee on Finances. This Committee will meet to discuss the investment of funds for next year, probably at the end of the calendar quarter. The Institute has $l million maturing next week and Gilbert is in conference with the Committee to determine the investment of $800,000 in mutual funds.

8. Progress Report on Data General Computer

1. Accounting Software

   Dolowich reported that most of the systems improvements are in place. Accounting (at Headquarters) has three Data General terminals and one printer. The quoted prices application is now on the Data General. The chart of accounts has been redesigned.

   Some problems have been encountered in the operation of the M & O package due to the difference in operating systems of the two Data General computers, so the general ledger is presently being run in parallel. It will soon be used as intended, with input via keyboard, rather than computer to computer. A Computer Associates package is being considered for Fixed Assets. AIP staff wrote a package for Production Job Orders.

   When it is possible, Accounting personnel will work on automating prorations and will also automate the Pubs and Reprints billing.

2. Subscription Fulfillment Software

   (This was also discussed under Agenda Item 4.B.i.)

   Dolowich said that the recent meeting with AZTECH was very good and positive. By January, most of the design will have been approved. Programming is to start early in 1984. He noted a letter from the vice president of AZTECH regarding the delay. AIP remains concerned with AZTECH's ability to test variations of this complex system.

   The NCR terminals are now in place; the software has been reviewed and corrections are being made.

   A number of problems have been solved, i.e. random expiry, immediate deposit of cash, and ramifications of agency processing. This project has indeed been a research effort.

   Madey asked if there would be increased costs. Dolowich said there would not be except for out-of-scope items which will benefit the system.

3. Interim Purchase or Lease of UNIVAC 90/30

   This was discussed under Agenda Item 4.B., as it is a part of the Capital Expenditures Budget.

9. Bequests to AIP

1. Gemant Estate

   Slack reported that the Gemant house was placed with an additional real estate firm, so he hopes for quicker action.

   He distributed a 13 December 1983 memo from him to Koch which discussed use of the Gemant bequest. The phrase “area of general interest to physicsts” as used in Gemant's will gives considerable latitude in determining how the award should be made. The income to be realized for this award may be between $8,000-$12,000. He feels that it is highly desirable to retain as much flexibility as possible with regard to frequency, amount, number of awardees, nature of work being recognized, etc.

   Koch suggested further discussed be deferred to the February meeting.

2. Rhee Correspondence

   Ramsey reported that he had called Rhee last week as a follow-up to his letter to him. Rhee told him that he was instructed to wait until the legalities were settled before discussing it further, and he would then be in touch. Ramsey felt it best not to pursue this further at present.

10. Proposals for Cooperation among New York City Societies

1. Failure of Plan for Computerized Meeting Calendar

   Koch said he wished to put into the record that the S & T network being developed by the Engineering Societies has essentially folded. Therefore the $17,500 authorized by the Executive Committee in 1983 to help support this project has not been spent.

2. Developer Proposals for Science and Engineering Center

   Koch said there have been preliminary discussions about a Science and Engineering Center that would get assistance from New York City. He is to meet next week with officers of the Engineering Center regarding a proposal to build a structure with auditoriums in lower Manhattan which would be attractive to various groups.

11. 1984 Space Requirements

Marks said that when renovating Headquarters, room was provided for expansion. Since that time the AAPM office has been added and PT has expanded. The building is now full. AAPM has requested additional space. Burton said that APS will need three additional offices and three secretaries, perhaps in six months. Manpower is cramped for space.

William Weinbaum, a real estate representative and longtime friend of the Institute, was consulted concerning possible nearby space. Uganda House (directly across from Headquarters on 45th Street) has space available on floors 7, 8, and 9. Gilbert distributed a handout containing an exchange of letters between Weinbaum and an official at Ugansa House. It is good space, and would rent for $30.00 per square foot (or $150,000 per year). We would sign a five-year lease, although the landlord has the right to terminate the lease in three years. Each floor there has a kitchenette. Switchboard, mailroom, and reception at Headquarters could still be used. They are discussing renting as of 1 March.

The move would have to involve related activities. PT, Advertising, and Marketing are suggested. Physics History and Manpower (now on the fourth floor) could then be moved to the second floor, so that the fourth floor Society offices could be expanded. This appears to be a reasonable way to take care of short-term needs.

Marks said that in the longer term, Woodbury could probably add 30,000 square feet, which would fully develop that property. Certain offices could be moved there. Some storage space will also be converted to offices as part of the 1984 Capital Expenditures Budget.

Koch said that the Institute has to consider both the short and the long term. Developing the idea of a Washington, DC office is a long-range plan. This topic is being discussed by the AIP-Society Relations Task Force and he thought they should explore this further.

Ramsey said that the long term is hard to determine, and there is danger in overextending. Before putting money on the line, a real test of need is essential. He said that AIP can look into this, but Society offices can do this separately also.

Marks said that Management would like specific approval for rental of outside space in New York, but not specifically for Uganda House.

Lazarus asked what the net expense to AIP would be for outside rental. Marks said that unused space is traditionally handled to the account of AIP. If the headquarters building is 50% occupied by Member Societies, they would pay their portion and the rest would be distributed among the AIP divisions. Approximate expense to Societies would then be half the additional $150,000, or $75,000.

The following motion was made by Madey, seconded by Beyer, and unanimously carried.

MOVED that AIP Management be authorized to rent space outside AIP Headquarters for needs in New York City.

12. Planning for March 1984 Governing Board

Koch detailed the projected schedule for the March meetings, as follows: Assembly of Society Officers: 15 March (Thursday noon) – 16 March (Friday noon). Governing Board: 16 March (Friday noon) – 17 March (Saturday noon). He suggests that no Executive Committee meeting be held at that time unless it is required.

13. Proposed Schedule for Executive Committee Meetings

Future Executive Committee meetings are planned as follows: 22 February (Wednesday, New York); 22 June (Friday, New York); 6-8 September (Thursday-Saturday, Woods Hole); 21 October (Sunday, St. Louis). The latter meeting is to be held in conjunction with the Governing Board meeting (21-22 October; and the Corporate Associates meeting (23-24 October).

Regarding the Assembly of Society Officers, the following motion was made by Grant, 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 1984.

14. Other Business

1. SPS Scholarships

   Slack reported that capital funds from Sigma Pi Sigma were deposited with AIP five years after the merger of Sigma Pi Sigma and the student sections into the Society of Physics Students. The income was allowed to accumulate in the fund. [As of 31 December 1983, the market value of the fund is $54,568. The estimated annual income is $6,205.] The Marsh White Awards are a program of awards made to chapters of SPS for programs that enhance and spread interest in the physics community, but these take only about $1,000 per year. The Executive Committee of SPS has thought it would be beneficial to institute a scholarship or award of about $1,000 per year on a one-time basis for physics students who apply. At their lay meeting they passed a recommendation that this request be brought to the Executive Committee for approval. They suggest that $1,000 per year be authorized for expenditures for a one-year scholarship or award, but the terms have not yet been worked out. They seek encouragement to develop this idea further.

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

   MOVED that the Society of Physics Students be encouraged to prepare a specific plan for SPS scholarships, to be presented to the Executive Committee.

2. Response from European Physical Society

   Koch said that he had received a response from Friedel regarding his invitation to the EPS to become an affiliated society. Friedel wrote that the EPS feels that such an arrangement must be reciprocal, and they could not offer a reciprocity. They are now preparing a letters journal.

3. Physics Foundation

   Ramsey distributed a handout (copy attached herewith) explaining his preliminary idea of a foundation, which arose from the Task Force meeting. The concept would be to establish a foundation, with its own board, to raise money to help support the activities of the Institute and the Member Societies. This would not preclude other types of support such as that of individuals, Corporate Associates, etc. The procedure is a normal one, with a parallel in Phi Beta Kappa, and could be much more successful in raising funds than could the Institute itself. He thinks it would be good to move rapidly in getting this proposal to the Member Societies. By getting it out now there would be time to have something to present at the Assembly in March. It would not be necessary to require the full participation of Member Societies. A more detailed proposal could itemize things that have been discussed for which additional funds would be needed. Ramsey said that the principal problem would be distributing the funds which might be raised.

   Beyer asked what the Societies would lose if they did not participate. Ramsey said they would be omitted from the assets. This plan need not preclude any other Societal fund raising efforts.

   The consensus of the Executive Committee was that this is an excellent idea well worth pursuing.

   The following motion was then made by Wright, seconded by Madey, and unanimously carried.

   MOVED that a tentative proposal for a Physics Foundation be prepared for presentation at the March meeting and that this memo be distributed to all Member Society officers.

4. Author Appeals on Publication of Papers

   Ramsey said that he not infrequently receives letters of appeal from disgruntled authors whose papers have been rejected. His response is that he does not enter into discussions regarding authors and editors, and that the letter is being turned over to the Director. Lazarus noted that there is presently no appeals procedure.

   The following motion was made by Lazarus, seconded by Wilsobn, and unanimously carried.

   MOVED that the matter of an appeals procedure be referred to the Committee on Publishing Policy.

5. Approval of Corporate Associates

   Merrill reported that Energy Conversion Devices of Troy, MI, had applied for membership in the Corporate Associates at a rate of $2,000 per year. They wish to take two journals.

   The following motion was made by Lazarus, seconded by Madey, and carried, with one abstention.

   MOVED that Energy Conversion Devices be accepted by AIP as a Corporate Associate at the rate of $2,000 per year.

15. Executive Session

Two Executive Sessions were held. The first took place the evening before the regular meeting, from 5:30-9:15 p.m. on 14 December, and the second following the regular meeting, from 4:30-4:35 p.m. on 15 December. These are reported in the official minutes only.

16. Adjournment

The meeting was adjourned at 4:35 p.m.