December 16, 1982

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order by Chairman Ramsey at 9:00 a.m.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Robert T. Beyer; Joseph A. Burton; Roderick M. Grant, Secretary; William H. Kelly; H. William Koch, Director; David Lazarus; Theodore E. Madey; 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. Minutes of Executive Committee Meeting of 10/11 September 1982

Koch noted several changes he thought should be made; these were accepted. Minutes were approved, with these changes to be incorporated.

3. Consideration of the Proposed 1983 Budgets

1. 1. Introduction

      Koch distributed a handout which contained summary statistics for 1982 and 1983 budgets, specific comments on 1983, and general comments on 1982 (copy attached herewith). The total of services is up from $27.6 million to $32.4 million. The extra income that has been realized is needed for specific items (mentioned on page 3 of handout). The reference to “funds” is a reflection of current accounting practice, which does not use the word “reserves”.

      Koch reported that in the area of personnel, the Institute has improved salaries and benefits. He noted that many of the services of Likely will henceforth be billed to the Societies by AIP, and that there have been reductions in the subscription fulfillment and programming staff.

   2. Assumptions for 1983 and Projections Beyond

      Koch referred to items listed on page 4 of the handout. Page 5 lists several projections beyond 1983; Koch called attention to Item 4(d) (the Washington office) and noted that AIP wants to complement the activities of POPA, the APS Committee.

   3. Fiscal Information Reports and Summary of Budget

      Gilbert noted pages 1 and 3 of the proposed budget: the summary statement of the entire operations of the Institute (copies attached herewith). Included on page 1 are AIP and all the operations for Member Societies, totaling $32.4 million. The total AIP budget is $16.2 million. Page 3 excludes Member Society activities. The general operations figures include dues plus voluntary contributions from those Member Societies which approved them. Ramsey and Lazarus requested that Member Society contributions be itemized. Burton noted that APS intends to continue the voluntary contribution as made in 1982.

      Regarding the $1.00 amount designated from Member Society dues for Physics Today, Wright asked if the word dues should be changed since this is now specifically assigned. Gilbert said not, since this is a constitutional requirement.

      Under G and A expenses, Gilbert noted that Data Processing amounts are indicated by dashes in the 1982 figures. Previously the Publishing Branch shared in the expense of the Univac. Next year it will not, and AIP has to absorb these expenses under G & A. Legal fees were much higher in 1982 due to costs for labor, IRS, and real estate services.

      Under Other Operations, Gilbert noted that the investment income came in at twice the amount budgeted. This was due to the prevailing high interest rates and the improved cash management plan. This income is estimated conservatively for 1983 at $600,000. Income from marketing the IOP publications is estimated for 1983 at $215,000, up from $195,000 in 1982.

      1982 total budget income was $641,500. The projection for 1983 is $1,772,850, due to investment income and increased publishing income. The six-months statement previously distributed was for the period ending in June, at which time it was impossible to accurately project the subscription income. In December when the whole publishing program was examined, the subscription income rose from $3 million (covering issues published through 30 June) to $9 million (covering 1982 issues to be published by 31 January 1983). A big drop in subscriptions had been projected, but did not materialize.

   4. Publishing Operation
      and

      1. 1983 Publication Charge Rates

          

         Marks noted that there are four categories in the AIP publishing budget: archival journals, Physics Today, translation journals, and secondary services.

         The budget for the archival journals covers income and expense items. Key statistics are the number of published pages, the number of honored pages, the number of subscriptions realized compared to budget, and the collection records on page charges and subscriptions. The results must be viewed in light of these factors. The largest increase in income compared to budget ($400,000) is in subscription income. Expenses decreased because we published slightly fewer pages than budgeted. Paper cost decreased as a result of trimming print runs, which also reduced the inventory of back issues.

         In budgeting l982 subscription income with price increases of 60%, a 10% drop in subscriptions was projected; the actual drop was under 5%. The effect of this price increase on reducing the number of subscriptions may still be felt in 1983. Subscriptions are going up for some journals. A 25% increase in subscription prices was voted for 1983 to help rebuild the depleted reserves. A 5% drop in subscriptions is budgeted. Unrelated business income comes from advertising and results in an income tax for RSI. Royalty is paid to AIP by the Soviets for permission to translate RSI into the Russian language.

         Burton asked, in the light of the $1.9 million net, if we should not release the backlog of non-honored pages. Marks said this is on the agenda as a recommendation from the Committee on Publishing Policy.

         Cost increases of 7% to 8% are projected. Marks reviewed each journal briefly, noting that composition of JCP is expected to be brought in-house, which will raise the cost slightly for awhile. The new editor of PoF predicts an increase in pages for 1983; the Review Committee had recommended this increase to attract papers now going to other journals.

         Madey asked about paper costs. Marks explained the reason for the wide variation among journals. Some journals use acid-free paper; others such as Medical Physics, RSI, and Journal of Vacuum Science and Technology use coated stock because of the illustrations and ads.

         Marks referred to the budget figures for PT on page 3. Ad sales dropped in 1982 due to the sagging economy. House ads which had been credited to PT editorial management are now credited to advertising sales. The dues collected from Member Societies are included in this budget. An increase in staff and an increase in pages is projected to help with coverage of the Washington scene. PT is under budget on printing, paper, and binding due to the shift from Mack to Lancaster Press.

         In the area of the Soviet translation journals, publication schedules are not under the complete control of AIP; they depend on the Russian publishers and on our translators. We can only count as income those issues mailed by 31 January 1983. The figures shown are therefore a mix of two years and two subscription rates.

         Madey asked if it is worthwhile to continue publishing some of the smaller Soviet journals which are losers. Marks said we have a contract with the Soviets and it is a question of what the incremental saving would be. The overall cost would shift to the journals that are winners. Subscriptions to the losers are inching up in most cases, although costs are also increasing; these journals need about 300 subscriptions to break even. Koch noted that the program must be viewed as a whole. Marks added that the Soviet royalty payment is very close to the amount the Soviets pay for their subscriptions to AIP and Member Society journals (page 12), so the royalties paid come back to us.

         Marks then reviewed the secondary service contracts (page 30a: CPI, SPIN, DOE, AND FIZ). Prices for DOE and FIZ will be raised so that they will pay for themselves. The budget makes provision for payment from the DOE and FIZ contracts to be paid to the journals which supply abstracts on tape as a byproduct of their composition. He referred to the Data Base Production Section budget (page 86), which includes Datapoint equipment and personnel. Abstracts received on tape are sorted and combined for distribution to DOE and FIZ by this section. The cost to process an article for the DOE and FIZ tape is about $2.50.

   5. Educational Services Branch Operations

      Slack referred to the summary statement on page 2 and the individual pages starting on page 44. The database service used by Manpower Statistics has increased its charges to the Institute. Secondary school data have been requested from the National Secondary Teachers Association. Suggestions from the Advisory Committee on Manpower have been taken into account in budgeting. They suggest looking into the acquisition of a mini-computer. The Manpower book has been deferred until next year. The Manpower Placement Office is now using a Decmate for handling data and producing its report.

      In the Physics History Division, the budget shows separately the moneys and disbursements collected from the Friends of the Center. The Division expects to hire a half-time photo-librarian to index the photo collection. For several years more money has been collected than has been spent, so this budget shows funds collected in 1982 and several previous years. A mailing is planned to the entire membership next year.

      The Advisory Committee has been urging that a cassette project be developed with funds from the Endowment, using materials such as the oral history interviews, and selling these to schools. A consultant will be hired to develop these. The budget also includes funds for grants-in-aid to scholars who want to use the Center.

      Other activities of the Center include the History of Solid State Physics, in cooperation with the French and the British. About $254,000 has been raised, mainly for salaries.

      The Public Information budget will remain essentially the same. Discussions continue to take place with Hewlett-Packard and the ACS regarding our TV project.

      Alumni contributions to SPS keep going up. The Directory of Physics and Astronomy Staff Members is now on a biennial basis; Ramsey thought it was sensible to alternate it with the APS Directory. Burton commented that the price was very high; perhaps, in view of the large AIP net it could be mailed free to members or to department heads. Koch and Ramsey suggested that the pricing be discussed at a later time. Slack noted that the Graduate Programs Book is published every year; it is essentially self-supporting, being paid for by page charges.

   6. Finance and Administration Branch Operations

      Gilbert referred to page 61: Building Facilities. The biggest item here is depreciation of buildings. He noted that the New York City Real Estate Tax ($3.30 per square foot) has been paid under protest.

      There are no significant changes in the Office Facilities budget (page 65). A new cost center has been added: Duplicating Section. If the requested printing and duplication equipment is approved, depreciation will be charged to this cost center, and many reprints would be done in-house. The new equipment would not require more personnel.

      In Marketing (page 79), an additional marketing assistant has been budgeted, and an increase in the travel budget, mostly applicable to sending two people to the Moscow Book Fair.

      There are no significant changes in Advertising (page 58). The increase of 7% is dispersed through line items.

      The budget for computer services was reviewed by Dolowich. These comprise two divisions: data processing (page 73) and subscription fulfillment (page 74). The major changes here will be seen in 1984. Data processing costs are relatively stable, with the Univac continuing through 1983. The new system will be depreciated for two months of 1983.

      Dolowich briefly reviewed the budget of the Accounting Division (page 54). There has been a reduction in overtime and personnel. The budget figures are essentially the same as for 1982.

2. Capital Expenditures Budget

   Gilbert noted the following sections in the back of the draft budget book: breakdown of the figures of archival journals, number of AIP employees by division, and the Capital Expenditures Budget. Page 4 of the section on archival journals shows the computation that supports the page charge; page 5 shows the percentage of honored page charges. The section on AIP employees gives a head count, broken down by cost center.

   Under Capital Expenditures Budget, Gilbert read the statement on page 1, as follows:

   Commencing with 1983 we will submit a Capital Expenditures Budget to you each year in addition to our regular Operating Budget. In the case of the Institute, a capital expenditure covers the purchase of an asset whose cost is in excess of $200 which shall be depreciated over its useful life. In the interest of practicality, this new procedure will require a dollar limitation on the amount of a capital expenditure that can be approved by the Management Committee. Accordingly, we recommend that the Management Committee be authorized to approve capital expenditures up to a maximum of $10,000 per capital asset.

   Ramsey noted that the top amount that Management has heretofore been able to approve was $5,000; Gilbert said that several engineering societies have a limit of $10,000 which is more realistic for purchases of a routine nature and would eliminate bringing such items to the Executive Committee, almost all of which are provided for in depreciation. This figure refers to single item purchases. These items would be purchased from the capital budget.

   Following discussion, the next motion was made by Lazarus, seconded by Madey, and unanimously carried.

   MOVED that $50,000 be immediately transferred from the General Fund to the already existing Equipment Fund.

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

   MOVED that the Management Committee be authorized to approve capital expenditures up to a maximum of $10,000 per capital asset, from the Equipment Fund.

   In response to Wright’s suggestion of calling it the Capital Equipment Fund, Gilbert said the name in the books is Equipment Fund.

   In response to Burton's suggestion of an action transferring funds as of the end of the year, Gilbert said this cannot be done until the auditor's report is published, as they are still estimated funds. Then a motion can be made, calling for a retroactive action with these funds. Grant said that perhaps one could specify a percentage of the audited income to be transferred and divided into specified funds, which would make such annual actions unnecessary.

   Gilbert said the Estimated General Fund is an accumulation of nets (all operating expenses) of prior years. The last audited balance sheet (31 December 1981) showed $150,277. Estimated income and depreciation are added to this. Deducted from this are amortization of mortgage and additions to plant, property, and equipment.

   Gilbert referred to page 3, projection of Estimated General Funds for 1983 and then to page 4 which lists major projected items to come out of the Capital Expenditures Budget. Dolowich spoke on the subscription fulfillment area; they want to deposit funds first, then process the information later. In order to do this, they need a remittance processor or a lock box. He distributed a handout on the NCR remittance processor which they have investigated. This will accept credit cards or checks, process them, and read the information into the MV8000.

   He then spoke on data processing matters. The ad hoc Committee on Computer Needs had declined the request for purchase of the C/Script II Program Generator, as they felt there would be no need for such a programming tool at AIP. However, based on review by AIP and AZTECH, Dolowich recommends this purchase. It will make maintenance of the system easier, aid conversion, and enable us to reduce the programming staff further. He noted that the Audit Committee had recommended the standardizing of programs. Ron George of AZTECH stated that it doesn't make sense not to be able to maintain our programs in this manner.

   Grant also noted that this was inconsistent with the recommendation of the Committee on Computer Needs that programs be contracted outside; they were concerned about AIP's violating the AZTECH maintenance contract and running up the costs. Dolowich said that on the contrary this would help consistency, transfer of programs, and the ongoing effort. Conversion of existing programs is also needed and this would be cost-saving here also. If purchased before the end of 1982, we would save $4,000 (the present price being $20,000).

   Dolowich recommended a list processing package from AZTECH for $4,000. This can do many useful needed things; and AIP can not write a package for this low cost.

   In the accounting area, he recommended a package from M & O (a software house) as the best of many he had seen. This is a proven package which will enable us to do quoted prices, general ledger and budgets without outside intervention, by existing accounting personnel. It will aid in the conversion of the general ledger and can do analysis. It has to be demonstrated to AIP's satisfaction after purchase or a full refund is guaranteed. Grant asked if it could do graphics and felt that it would be useful to add a module for this if possible; Dolowich said he would look into this. Cost for these packages, including accounts payable, is estimated at $50,000. It is estimated that four D400 terminals from AZTECH will be needed for accounting functions, at an additional total cost of $10,000.

   Gilbert said if these capital expenditures are approved, there will be a balance of $3,084,977. Wright asked about contingencies. Marks and Gilbert said these are built into the figures. If something unexpected comes up, it is brought to the Executive Committee.

   Lazarus returned to the question of the purchase of C/Script. Grant said that Dolowich had answered satisfactorily his questions and reservations.

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

   MOVED that the Executive Committee approve the draft Capital Expenditure Budget of $328,600, as itemized.

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

   MOVED that the Executive Committee approve the draft General Operations Budget of $32,371,000, as itemized, incorporating suggested revisions.

(The meeting recessed for lunch at 12:30 and resumed at 1:15 p.m. During lunch Merrill demonstrated his use of the IBM personal computer which was purchased for Management use.)

4. Review of Benefits Package for Employees and Approval of Vision Care Plan

Gilbert described the Equitable Vision Care Plan and distributed their booklet. This is an addition to the benefits package which has been developed in the last year (the one remaining item is to review the TIAA-CREF plan). This plan, from the same company that offered the recently adopted dental plan, has a schedule of allowances for examination, lenses, contact lenses, and frames. The monthly cost to the Institute will be $2.89 per employee, at a total annual cost of about $14,011. The cost is based on the number of enrollments each month.

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

MOVED that the Executive Committee approve the adoption of a Vision Care Plan, as proposed by the Equitable Life Assurance Society of the United States.

Burton thanked Gilbert and AIP for enabling APS to be included in this plan. They could not qualify for such a plan with the small number of employees, but they can be a part of the AIP plan and will be billed monthly. Other resident Societies are included as they are on the AIP payroll.

5. Report of Committee on Publishing Policy

1. General Policy on Sales of Abstracts Tapes

   Koch referred to Attachment A which presents background, AIP's objectives, basic considerations, market characteristics, and a policy proposal on sales of tapes of abstracts. The Committee on Publishing Policy recommended adoption of this policy with one change in wording. The goal is to be able to deal uniformly with the various organizations that come to us. Koch, on Burton's request, explained that the Society journal abstracts on the SPIN tape are owned by each Society individually. If APS abstracts were not on this tape, the FIZ people would use them anyway, but APS would not then benefit from royalty payments. Burton commented that no flat rate is specified; Koch said it is impossible to give a flat royalty rate, since the royalty amount depends on expense variables.

   Koch said AIP Management needs approved policy guidelines for AIP-owned journals to be able to respond to requests that are received. IEE had recently requested a proposal from AIP. He will write to the Member Societies individually about this proposal and it will go to the Governing Board for approval, but Management needs to be able to start negotiating now.

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

   MOVED that the Executive Committee accept the policy statement on sales of tapes of abstracts for AIP-owned journals, as recommended by the Committee on Publishing Policy, incorporating two changes of wording.

   The policy statement, as revised, is as follows:

   1. Sales to organizations that will be using the AIP tape to produce products not competitive with those from AIP and its Member Societies (for example, the U.S. Department of Energy and the French CNRS):

      1. Abstracts will be sold at a flat rate per article. The rate will depend on the number of abstracts purchased, the indexing supplied, the format of the tape, whether the abstract was a byproduct of AIP journal production, etc.

      2. AIP will not require a royalty on sales of the organization’s products.

   2. Sales to organizations that will be using the AIP tape to produce products competitive with those from AIP and its Member Societies (for example, FIZ and IEE):

      1. A flat rate per abstract will apply as described in i.a. above.

      2. In addition, AIP will require a percentage of the gross income derived from the sale of the organization's competitive products.

2. Status of AIP-FIZ Negotiations

   Marks reported that Rittberger of FIZ said in a telephone conversation on 13 December that FIZ had reconsidered AIP's proposal and expects to have the SPIN-PB tape available early in 1983. Management feels this is an excellent development. Our marketing commission for the first year will be 50%, which takes start-up costs into account. A modest increase in article prices was agreed upon. In addition, FIZ will pay AIP a royalty on sales of both the tape and the printed product. These prices are shown in the 1983 budget.

   Lazarus asked if we would eventually make a profit on the FIZ contract. Marks said there will be a modest net, and royalties will go to the journals, but the goal is to break even.

3. License of Software to Elsevier-North-Holland

   Marks reported that we have made an offer to North-Holland, modified as directed by the Governing Board, for a one-shot deal for $25,000, with the money requested up front (Attachment C, attached herewith).

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

   MOVED that the Executive Committee approve an offer for the sale of AIP-developed software to North-Holland Publishing Company per the draft proposal of 24 November 1982.

4. License of Advance Abstracts Tape to Comtex

   Koch referred to Attachment D, a draft of a licensing agreement with Comtex. The Committee on Publishing Policy was negative about some aspects of this draft: the proposed coupling of AIP's advance abstracts tape with the NTIS tape, as the NTIS tape contains a hodgepodge of material, not all of high quality, and the development of the Comtex Corp. Koch noted, however, that Comtex has entered into a joint venture with BRS (Bibliographical Retrieval Service, one of the three major U.S. database vendors), and this would provide us with the opportunity of getting on to BRS, which has not yet accepted the SPIN tape.

   Koch proposed an alternative plan: 1) production of a meeting abstracts tape that can be coupled with an advance abstracts tape; 2) sale of advance abstracts and meeting abstracts tapes to IBM, CNRS, FIZ, and Comtex-BRS and others; and 3) distribution of a comprehensive physics tape that includes the SPIN tape to be mounted on the BRS network.

   Burton said that APS is not anticipating a meeting abstracts tape. Koch said the idea of a meeting abstracts tape could be dropped. He added that Plotkin (head of Comtex) is contacting a number of organizations.

   No vote was taken on this matter. It was agreed that Management would negotiate further and come back to the Executive Committee.

5. Journal Editions for Members Only

   Marks said he had nothing to propose at this time, although he is concerned about misuse of member subscriptions. He will report to the Committee on Publishing Policy on this matter after further study.

6. AAES Proposal for On-Line File

   Koch noted Attachment F, a letter from Thomas J. Kelly (chairman of the AAES STN Task Force) and statement of work which proposes an on-line meetings Calendar Database. He feels we need to promote journals to this body. This would give us an opportunity to work with them and would offer a means of informing people of the meetings calendar. A contribution of $17,500 is requested.

   Lazarus thought this was unneeded and not justifiable as a service to members, but wondered if it is justifiable as sales promotion. In response to Lazarus' question, Koch said this would not be a permanent arrangement, but an initial investment only. Slack added that it is expected that they will have revenues from sales which will be distributed among the participants.

   The following motion was made by Kelly, seconded by Madey, and carried with three for, one against, and two abstentions.

   MOVED that we accept the proposal to spend $17,500 to join the AAES STN Task Force.

7. Resolution about Retirement of Willard Stout

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

   MOVED that an edited version of the draft resolution (given below) honoring John Willard Stout as the retiring editor of The Journal of Chemical Physics be presented to him.

   The American Institute of Physics salutes JOHN WILLARD STOUT

   on the occasion of his retirement as Editor of The Journal of Chemical Physics after twenty-four years of distinguished service to the scientific community. Under his leadership the journal, by any measure, advanced and consolidated its position as unquestioned leader in its special field: He presided over a quadrupling of the size of the journal; his perception of what is significant made it a strong force for influencing the directions in which chemical physics has developed; and his devotion to high standards of quality made its articles the most cited of any journal in its field. The journal will long bear the mark of his skilled editorial hand and his informed taste in what constitutes the best in physics. The Institute, like the physics community, is in his debt for years to come. We wish him well in the future.

8. Proposal to Reduce Backlog of Non-Honored Pages for JMP and JCP

   Marks said that as a general policy AIP does not delay non-honored pages for APL. The delay for non-honors is not excessive for RSI or PoF. The two problem journals are JMP, which now has a one-year delay, amounting to 1080 pages, and JCP, which has a nine-month delay, amounting to 1500 pages. Management proposes to reduce the delay for JMP from one year to nine months, which would involve publishing an additional 360 pages at an estimated cost of $34,500 and to reduce the delay for JCP from nine months to six months, which would involve publishing an additional 500 pages at an estimated cost of $44,000. The Committee on Publishing Policy approved publication of these pages in principle, provided it is financially feasible, and recommended that a minimum three-month mandatory delay be maintained.

   Burton said it is an ideal time, based on the net and projected net, to reduce the delay for all journals, but especially for JMP. The concern is that we could be flooded with papers if all delays for non-honoring are wiped out. We could test the waters by this move. Lazarus noted that non-honored APS pages are typeset, even though they are delayed. Marks said the AIP policy is not to compose non-honored pages until they are scheduled for publication. We have not reduced the backlog in prior years because we never had the money to do it.

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

   MOVED that up to 1000 additional non-honored pages of The Journal of Chemical Physics be published and up to 700 additional non-honored pages of the Journal of Mathematical Physics be published.

6. Proposal for AIP to Become Associate Member of IAMP

Koch referred to Attachment G, an acknowledgement from IAMP of their Affiliated Society status as granted by the Governing Board, and a separate letter proposing that AIP become an Associate Member of IAMP. He offered no recommendation on this. Kelly suggested that Koch get more information and report back to the Committee in February.

7. Response of Societies to Notice on Society Dues Bills of $1.00 Allocation to PT

Grant reported that four letters have been received stating that Societies would add this notice to their dues bills: AAPT, AVS, AAPM, and ASA. Burton reported that APS has also approved it.

8. Progress Reports

1. Subscription Fulfillment System

   Dolowich reported that AZTECH delivered the conceptual design on 22 November (two weeks late). He estimates that the final delivery will be two months late. AIP staff matched their request for proposal with AZTECH's conceptual design and noted the differences. AIP has entered into a time-sharing agreement with Data General in New York and will accelerate delivery of one terminal and one printer to enable our people to get hands-on experience.

2. Accounting System

   Dolowich said this is tied in with the removal of the Univac. He has reviewed various programs and how they can best be handled. The Subscription Fulfillment system is to be completed in September 1983 and he thinks Accounting can convert in September or October.

   Touche Ross is working on the preliminary audit. The Society statements are being produced on time. We have advised Raytheon that we will terminate a portion of our agreement with them as of 28 February 1983. He is looking for more computerization in other areas, and sees a need to analyze the performance of some key people in Accounting.

   He noted that the books now close at the end of January due to the Soviet journals, but the reporting process could be speeded up by one month if this were changed to the end of December. Burton asked if, with the present large net, this could be done. Gilbert said it was satisfactory to him, and Marks said he had no publishing objections to it. It was agreed that this change would be made, with the result that these figures for 1982 reflect only 11 months' activity in the Soviet journals.

3. Recruitment for Systems Analyst

   Dolowich noted that the Audit Committee had recommended that this position be added, ads had been placed, and replies are starting to come in. Attachment H contained a copy of the ad and the AIP position guide. Burton asked Dolowich if he thought the addition of a systems analyst was a good idea at this time; he answered that he did not think it was a good idea. Lazarus commented that things were going very well in the accounting area, and suggested deferring discussion on this to the Executive Session. [In the subsequent executive session, it was agreed that we would not add a systems analyst at the present time.]

9. Report on Meeting of Committee on Public Policy

1. Appointment of Chairman
   and

2. Washington Newsletter and Role of Physics Today

   Slack reported that this Committee had met recently. Ronald Geballe was named the new Chairman. The Committee is concerned about keeping the physics community informed of Washington developments. Park, who will head the APS office in Washington, attended the meeting; Slack distributed the 13 December letter from Park to Koch (copy sent also to Member Society offices). The APS, Lane, and Park think it will be useful for AIP to help in the publicity area, especially in PT. The new PT employee will be helpful in this regard, although plans are not fully worked out as yet. The APS has offered the use of their office in Washington free to AIP for the present; Burton noted that the APS fiscal year runs through 30 June and there may be a change after that. Ramsey added that Park is communicating with all Member Societies and welcomes interactions. Burton added that Park has an assistant, Elizabeth McConkey (from the University of Maryland). AIP is not donating to Park's salary at this time.

   Madey expressed concern about the proposed legislation restricting technology transfer, and wondered if our selling RSI to the Soviets is a potential problem area. Koch said that this is published material; the crucial factor is whether material is made available to the public.

10. Approval of Applications for Corporate Associate Membership

1. Gould Research Center, $750

2. Texaco, Bellair Research Labs, $750

   Merrill presented two applications for membership in the Corporate Associates.

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

   MOVED that Gould Research Center and Texaco, Bellair Research Labs be accepted for Corporate Associate membership, each with dues of $750.

11. Status of NYC Real Estate Taxation of Headquarters Building

Gilbert referred to Attachment I, a letter from AIP's attorney regarding the current status of litigation with the City regarding AIP's tax exempt status. The attorney feels there is hope that AIP will fall within the favored group for relaxation of policy, and it is best at present to await the final determination of the committee, which may be fairly soon. If we get back the sum of $223,000 paid under protest for 1981-82, it will be with interest.

12. Planning for March 1983 Governing Board

1. Timing of Corporation Meeting and Assembly of Society Officers

   Koch distributed and reviewed a preliminary timetable for the March meetings, to be held at the Woodbury facility, as follows:

   10-11 March	Assembly of Society Officers
   11 March	Annual Corporation Meeting
   11-12 March	Governing Board Meeting

   There were no objections to this schedule.

2. Authorization of Payment for One Society Officer to Assembly

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

   MOVED that the Executive Committee approve payment of expenses for one officer from each Member Society for attendance at the Assembly of Society Officers in March 1983.

3. Limit on Non-Voting Participants

   Koch said the Board Room was overcrowded at the October Governing Board meeting due to the number of non-voting participants, but he has learned that this will not be a problem with the October 1983 meeting being held in Palo Alto. Beyer asked about expenses for non-voting participants at Executive Committee meetings; Koch said their travel is not paid by AIP.

13. Proposed Schedule of Executive Committee Meetings

1. 25 February 1983 (New York)
2. 21 April 1983 (Baltimore)
3. 16 June 1983 (New York)
4. 9-11 September 1983 (Woods Hole)

Grant noted that there is an AAPT meeting on 15-17 June in Memphis. Alternate dates suggested were 10 and 24 June; it was tentatively set for 24 June.

14. Other Business

1. Signatures for Checks in Excess of $10,000

   Gilbert said that the present system for check signing is that two signatures are required for any checks over $5,000. The volume of checks has increased, and routine checks are frequently over $5,000. He recommends one signature for checks up to $10,000 and two signatures for any checks over $10,000.

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

   MOVED that one signature of a designated officer be required for checks up to $10,000 and two signatures of designated officers be required for checks in excess of $10,000.

2. Offer from Commercial Companies to Produce Membership Biographical Dictionaries

   Koch noted offers from two commercial companies--Bowker and Who's Who in America—to produce complete membership biographical dictionaries, which would be available in print form or on-line. Lazarus said this information is generally already in American Men and Women of Science. The consensus was that we not pursue this.

3. Exchange Proposal from Quinn

   A 7 December 1982 letter was received from Quinn suggesting an exchange of booth space at the OSA Conference on Lasers and Electro-optics in May 1983 for three two-color ads in PT. The response from Greeley to this was that the ads are too expensive ($7500) to trade for the booth space ($1300). The consensus was not to accept this exchange.

4. Nomination for National Awards

   Koch said we receive many requests for various national awards. We do not now try to survey the Member Societies for responses. He suggested a standard response to this type of request: that the Secretary of the Institute will notify the appropriate Member Society president and secretary of the request for their response if they so choose. This response was accepted by consensus.

5. Acquisition of Telex

   Koch said that Management has felt the need for a Telex machine for some time and is planning to purchase one.

6. New Issues of PACS Scheme

   Koch said there are new issues of the PACS scheme available for distribution to anyone who wants them.

7. Copyright Articles

   Koch distributed copies of the New York Times article of 15 December 1982 which reported on the suit filed by Lieb's firm on behalf of nine major publishers against New York University, 10 faculty members, and an off-campus copy center, charging copyright infringement.

8. Letter from Weber re Distribution of His Books

   Koch noted a 5 December 1982 letter he had received from Robert L. Weber suggesting distribution by AIP of his books A Random Walk in Science and More Random Walks in Science (published by a division of the IOP) and Similarities in Physics (published by Wiley) with special price for members. AIP will further explore this with the New Books Committee. The broader considerations involved in dealing with Wiley or any commercial publisher were discussed and Ramsey felt they should be taken into account before any decision is made.

15. Executive Session

The meeting went into Executive Session at 3:05 p.m. Koch, Gilbert, and Dolowich were asked to stay for the beginning of the session.

16. Adjournment

The meeting was adjourned at 4:00 p.m. following the Executive Session.