February 14, 1985

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 7:20 PM by Chairman Ramsey in his suite at the Sheraton-Russell.

Members Present
Norman F. Ramsey, Chairman
Robert T. Beyer (15 Feb. only)
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Director
David Lazarus
Theodore E. Madey
Jack M. Wilson
Ann E. Wright

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 Executive Committee met in executive session following dinner on 14 February, and at the conclusion of the meeting on 15 February. These sessions are reported in the official minutes only.

The 15 February session was called to order at 8:35 a.m. by Chairman Ramsey.

3. Report of Secretary

1. Minutes of 14-15 December 1984 Meeting
   Grant presented the draft minutes of the December Executive Committee meeting for approval. The minutes were approved by acclamation.

2. Draft Statement on Role of Advisory Committees
   Grant introduced a draft of the Secretary's letter to AIP Committee members, in which he has added a paragraph stating that the charge to the committees is to advise on programs and policy, and that personnel matters are the purview of management. After a brief discussion, the committee gave verbal approval to the proposed revisions.

4. Review of Governing Board Agenda Items
Koch explained that key items had been selected from the proposed March Governing Board agenda for consideration by the Executive Committee at this meeting.

1. Report of Committee on Constitution and Bylaws
   Koch reported that this Committee had met in Toronto on 23 January. Gerhart will make an interim report to the Governing Board in March. The final report is to be presented in October.

   1. Issues in Constitution Requiring Resolution
   2. Issues in Bylaws Requiring Resolution

      Koch noted that the Task Force on AIP-Society Relations is now discharged; its recommendations are being considered by the Committee on Constitution and Bylaws.

      Havens said that he does not agree with the proposed "square root" formula for determining Governing Board representation that is included in the 7 February interim report. He thinks this formula would lead to an underrepresentation both of APS membership and interests.

      Koch said there is an obvious need for more discussion on this point.

      Havens noted that the Committee has done some good cleaning up work, particularly in taking the lawyer's comments on the Constitution and Bylaws into consideration, but that there remain controversial points to be resolved.

   3. Issues in Memorandum of Agreement Requiring Resolution
      This is reported under 4B.

2. Report of the Committee on Society Services
   Slack reported that this Committee met on 13 February. The main topic of discussion was the draft Memorandum of Agreement. Marks explained that this draft is merely the basic framework and statement of general principles for a Memorandum. It would be tailored to the needs of each Society.

   Wright suggested that background material, e.g. reasons for stipulations such as the five-year agreement on renting space to the Member Societies, should accompany the draft agreement. There was general consensus that this would be a good idea.

   Lazarus noted that the need for a long-terra commitment to permit proper capitalization and amortization of equipment, e.g. the new computer, is not spelled out.

   Marks said the consensus was that a one-year agreement was sufficient to cover most of the services provided by AIP to Member Societies. However, real estate leases require commitments of three to five years.

   Shannon suggested that the agreement should spell out preliminary procedures prior to formal arbitration proceedings. Marks agreed. The present wording is from the old agreement and has not yet been revised.

3. Report of ad hoc Committee on Space Needs

   Havens said that this Committee has not yet met officially. He intends to circulate materials from earlier studies of space needs to the committee for general consideration. He plans to have a meeting just prior to the Governing Board meeting.

   Ramsey said that he had received a copy of a letter from Strasberg to Beyer, in which Strasberg suggests selling all property, investing the money, and renting space. Ramsey said he does not agree with this approach.

   Havens said the AAAS, which has just taken this approach, felt they had removed a lot of limitations. However, he thinks this is not practical in the New York area, as rents are considerably higher here. This approach for AIP had been considered and rejected a few years ago.

4. Plans for Joint Sponsorship of 1987 IUPAP General Assembly

   Koch discussed a draft of a detailed plan for financial arrangements for this proposed meeting. He proposed that the Executive Committee recommend to the Governing Board that AIP co-sponsor this meeting and assembly. The Corporate Associates Advisory Committee approved the concept that this 1987 IUPAP assembly serve as their meeting that year. The proposal is that AIP be charged with the responsibility for fund raising for the meeting. He suggested that a Committee on Fund Raising be formed and charged with this and other undertakings. The total figure needed is in the neighborhood of $180,000.

   Shannon asked how the money would be raised and if the government is involved.

   Koch said the government is not directly involved. We would work with APS. Government funding will be explored but it is not likely. The Corporate Associates would participate as they did in 1972. We ask them then to contribute an amount equal to their annual Corporate Associates contribution.

   Havens said that one of the factors is that all of the IUPAP governments pay the expenses of their own delegates. There are boundary conditions on travel and related expenses. He has talked with a number of people who would be sympathetic to a proposal for support of this meeting.

   Havens made the following motion, which was seconded by Lazarus, and unanimously CARRIED.

   MOVED that the Executive Committee recommend that the Governing Board approve AIP involvement as a co-sponsor with the NAS and the APS of the IUPAP General Assembly to be held in 1987 at the National Academy of Sciences.

5. Licensing Agreement with FIZ
   Koch said that the new agreement has not yet been signed. This agreement details ownership of material, AIP’s retention of copyright, control of use of material, and marketing arrangements. We have in hand all sections of the agreement except the one on marketing. The question which needs resolution regards marketing of the tapes in the U.S. They think it is in their best interests to have another organization market all but the Physics Briefs tape, which we would continue to market. Schulze will be in the U.S. shortly, and will have authority to sign the agreement for FIZ.

6. Possible Responses to Elsevier and INSPEC
   Koch said that he wants to raise with the Governing Board the question of the next step to take beyond the FIZ agreement. He thinks the agreement with FIZ, the result of years of effort, is an excellent one for AIP. We had tried to get a comparable agreement with INSPEC but this had never been resolved.

   He thinks there are two desirable goals to pursue: we would like to see 1) one physics tape produced in a timely fashion and 2) one printed abstract publication. These goals have been discussed with FIZ and would be based on our success of providing a tape input to FIZ. Elsevier has also discussed this with FIZ. The IOP has recently reorganized and has bought out their typesetting company, so they now have the potential to produce a computer tape; they will have discussions with FIZ on these topics.

   Koch is concerned over continuing a number of tapes and not ever achieving a unified tape and printed project. The Germans say they would be willing to discontinue the printed product Physics Briefs; their principal goal is to provide tape and online services. He would be reluctant to encourage Elsevier to get into the act, but if we deal with INSPEC we would have to deal with Elsevier. FIZ and INSPEC have the big investments; they should sit down and reach an agreement. Meanwhile we want to keep all options open. It is best to have a non-exclusive agreement with FIZ so we can negotiate with others.

   Koch referred to the 27 November 1984 letter to him from Bolman of Elsevier. Bolman would like to focus on the core literature of physics, which is highly concentrated in a small number of journals, much more so than in other sciences/ Koch thinks Bolman’s proposal is a desirable one.

   Lazarus said that he sees a big difference between Elsevier and INSPEC. INSPEC is not our publishing competitor as is Elsevier.

   Marks said that at this point all options are open. We should look at the business aspects of the whole picture before pursuing anything further. Our arrangement with FIZ is non-exclusive and is going well.

   Koch said the Institute makes deliberate business decisions for better marketing of the physics literature. It is desirable to look first at all the facts and distribution mechanisms. He said that it would be possible to hold up on discussions with Elsevier until we settle our relationship with FIZ and INSPEC. He suggests that we not negotiate with a commercial publisher until we understand the connection between INSPEC and FIZ.

   Shannon said that the first priority is timely distribution, not the attainment of maximum income. He thinks that we should make a specific offer to INSPEC in order to elicit a response which we could then consider. Koch said he expects to gather more facts in this area soon. Marks said we have made offers in the past, and we plan to make a specific proposal again.

   Lazarus made the following motion, which died for lack of a second: MOVED that we explore with INSPEC the possibility of making a tape available to them after the contract with FIZ is concluded.

   Grant suggested that it could be recorded that the sense of the Executive Committee is that the next step after concluding the agreement with FIZ would be to explore the possibility of making a tape available to INSPEC.

   Ramsey thinks it is not implied that we immediately move toward further negotiations. Havens thought there is not enough information at this point to recommend anything. He advises getting more facts; Koch agreed with this.

   Wilson said that in these kinds of business arrangements, management has to have latitude to develop negotiations. He suggested eliminating this item from the Governing Board agenda. Koch agreed that the report to the Board could deal only with the FIZ agreement.

7. Financial Report

   Gilbert noted that his presentations to the Governing Board would deal with the following items:

   1984 Financial Statement. This is in progress and will be available at the meeting.

   Sale of the Meggers Collection. He distributed to the Exeuctive Committee copies of an 11 February 1985 letter from J. H. Rose, President of the Harmer Rooke Numismatists, Ltd., which gave a status report on the preparation of the catalogue of the coin collection. The sale will take place on 28 March. It is more difficult to predict possible sale activity of the stamp collection. There are dedicated collectors who know of this collection. The coin catalogue and a report on the stamps should be available for the Governing Board meeting.

   Status Report on Investments. The Investment Committee will meet on 22 February. Gilbert reported that Avatar Associates shows dramatic improvement so far this year, and that both the First Manhattan and Drexel Burnham Lambert also have done well. The cash management plan is earning over 10%. Investments were made in three mutual funds at the end of November. The Committee will focus on 1) whether to continue with Avatar, 2) whether to give additional funds in the cash management plan, thus making them readily available for investment later.

   Approved 1985 Financial Budget. Gilbert will prepare a packet for the Governing Board containing only the summary sheets and highlights.

   Financial Handling Charge for 1986. Gilbert presented the staff recommendation for next year’s financial handling charge. The following motion was unanimously APPROVED by the Executive Committee.

   MOVED that the financial handling charge for 1986 be set at five-eighths of one percent of the business done on behalf of Member Societies.

   Status of capital Expenditures Budget. Gilbert presented a status report on this budget. He noted that those expenditures which have been made have been favorable compared to budget.

   Lazarus said that he had received a copy of the letter from Barschall to Ramsey dated 5 February 1985 in which Barschall implies a disagreement between the Audit Committee and the AIP Treasurer and a concern over the responsibilities and functions of the Audit Committee.

   After some preliminary discussion, Wright objected to discussing the matter further until all members of the Executive Committee could have copies of the relevant materials. The discussion was then postponed until copies could be made and distributed (the subsequent discussion is reported here for continuity of the minutes). Included were Barschall's 4 December 1984 letter to Gilbert, Gilbert's 10 December 1984 reply to Barschall, and an excerpt from a booklet "Effective Audit Committee" published by Touche Ross & Co. which Gilbert had supplied to the Audit Committee.

   The Executive Committee went over the materials that had been distributed. Gilbert said that he was mystified by Barschall's 5 February letter, and did not feel that there had been any problems between his office and the Audit Committee.

   Havens said that the correspondence at hand seems to contradict disagreement the rumors of between the Audit Committee and Gilbert, and he can see no problem. He thought the Audit Committee should and apparently does have access to any available financial information. He thinks that Gilbert replied adequately.

   Grant suggested at this point that it would be appropriate for Ramsey to reply. Lazarus suggested that Ramsey include the fact that it was discussed at this Executive Committee meeting, and that the Executive Committee does not understand the complaint.

   Wright reiterated her objection that it was out of order to bring this matter to the Executive Committee without prior written documentation. She also asked that the minutes reflect that it is not the responsibility of the Treasurer to give training in accounting to members of the Audit Committee.

8. Report of Subcommittee on Journals

   Koch said that Duke will make a report to the Governing Board. The Committee will meet on 12 March to consider draft plans for the development of two new journals. Duke thinks there will be a resolution of the materials science journal with the two parties involved as he thinks he has developed a plan that will meet the needs and concerns of both. He intends to focus on the editorial needs, and leave the finances up to AIP. AIP Management will have a report on this at the Governing Board.

   Koch outlined the options for financing the journal as he sees them: 1) The journal might be owned entirely by AIP. We would provide this journal at member rates to all Member Societies. 2) The MRS might supply the money for startup. 3) The MRS might own part and AIP would own the balance. We would want to stick with our original percentage, with no phase-out option. We would want to make this journal available at member rates to all Member Societies.

   Madey asked if any more thought had been given to financing the computer journal. Koch thought that this journal would be AIP-owned.

   Lazarus thought that a journal on computational physics would be very timely. Havens added that the Industrial Task Force of APS has recommended that a group be formed for this area. Such a journal would make this more attractive.

9. Report of Subcommittee on Books

   Marks said that Beyer will present this report to the Governing Board. The Books Division has been formed and the Conference Proceedings are being turned over to it. We are awaiting a signed agreement from the Russians for the translation book on acoustics. A reprint of a book by Ramsey is also in preparation.

10. Co-sponsorship of Niels Bohr Symposium with American Academy of Arts and Sciences

    Koch referred to the 9 January 1985 letter to him from Feshbach which requests that AIP cosponsor this three-day symposium with the American Academy of Arts and Sciences. He has responded affirmatively to Feshbach, after conferring with Ramsey, and would like Executive Committee approval. No financial commitment is required.

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

    MOVED that the Executive Committee recommend to the Governing Board that the Institute cosponsor, without financial obligation, the Niels Bohr Symposium to be held at the American Academy of Arts and Sciences in Cambridge, MA, in November 1985.

11. Status of AIF's Data General Computer System

    Dolowich referred to the 11 January 1985 letter from Koch to Gudes, in which Koch outlines areas of concern to AIP vis-à-vis the development of the subscription fulfilment system and asks Gude for a proposal to serve as a special consultant to AIP on this matter. He also called attention to Gudes’ 17 January response to Koch, and the consulting agreement with accompanying letter from Koch which was signed on 29 January. Gudes has met with AIP and AZTECH personnel, and his report is expected soon.

    The last few months have seen major progress in both subscription fulfilment and accounting. In the subscription fulfilment area, all major modules have been signed off except file maintenance and statistical reports. Some portions of file maintenance are complete. The cash processing is programmed. The Sigma Pi Sigma records will be transferred to the Data General by AIP staff in March.

    AZTECH estimated that as of 1 February about 2,800 programming hours are required to complete the project. Their estimates have been consistently low. In addition, he noted that these figures do not include testing time, which he estimates to require 15 to 30% as long as the programming time. We will receive the consultant's figures on this. They have 2-1/2 programmers working on the project. It could be completed in 6 to 7 months. Both organizations are very positive about the completion of the project.

    Koch asked if it would be desirable to have the consultant meet with the Executive Committee at its breakfast meeting on 15 March. Havens said it would be valuable only if the report is in hand at that time.

    Dolowich reported that several general ledger enhancements have been installed, and Accounts Payable now is installed on the Data General. The Accounts Receivable software is being written by an AIP programmer; it is 95Z complete. The use of Lotus 1-2-3 software has accelerated the process of doing the prorations.

12. Request of American Geophysical Union for Member Society Status

    Koch said he is expecting a formal application letter from AGU. The request for Member Society status has been approved by their Council. The AGU has about 18,000 members.

5. Financial Support for Science Writing Awards

Slack reported that a proposal has been submitted to General Electric to support these awards. Their Board meeting has been postponed and is now scheduled for 19 February. The new head of their foundation was concerned over the administrative expenses of the award. The figures were reevaluated by AIP, and they seem to us to be at rock bottom level.

6. Establishment of a Fund-Raising Committee Advisory to Executive Committee

Koch proposed that a Committee on Fund Raising be established. He has had discussions with several people on this possibility. He can suggest three people who are knowledgeable in this area to serve on the committee, and then would suggest five to six people who are involved in foundation work and who could be available for advice regarding funding for particular activities.

Shannon asked what the function of this committee would be. Do they select the issues or take instructions? Koch said they would be given projects to work on by the Executive Committee.

Finding no objections, Ramsey suggested that Koch proceed to develop plans for this committee, which would be advisory to the Executive Committee.

7. Publishing Concerns

1. Status of Search Committee for Physics Today Editor

   Koch said that a search committee for the new editor of Physics Today had been appointed. It consists of T. Geballe (Chair), S. C. Abrahams, C. P. Bean, M. Dresselhaus, R. H. Stuewer, and G. F. Wheeler. The committee met informally in Toronto. Ads have been placed in several publications.

2. Status of Search Committee for JMP

   The search committee, as identified in Koch’s 17 January 1985 letter, consist of M. Hamermesh (Chair), A. S. Wightman, M. J. Feigenbaum, L. P. Kadanoff, R. L. Sugar, C. M. Bender, and A. S. Orszag.

3. Study of Publication of Chinese Journal of Laser Physics

   Koch said that he has not as yet received an answer to his 16 January 1985 letter to Ms. Ma Wen Mei, Publisher, Chinese Journal of Letters. AIP hopes to start publishing this translation journal next year. The Chinese are not yet members of the International Copyright Convention, but we want to have an agreement in hand before proceeding. He expects to have a recommendation for the May meeting.

4. Results of Mail Ballot of Committee on Publishing Policy re: Elimination of Page Charges for Journal of Mathematical Physics

   Koch reported that the mail ballot had been sent to members of the Committee on Publishing Policy with a memo from him on 27 December 1984. The Committee wants to have discussion of this matter at its April meeting before taking action.

5. Subsidized Subscriptions to AIP-Owned Journals for Society Members in Countries with Severe Restrictions on Foreign Exchange
   Marks noted that this item comes up periodically; Klauder has made this Particular request. IUPAP would like to identify 50 worthy centers in difficult areas and pay for a number of subscriptions. We have a large number of subscriptions in these areas; they are being analyzed. He noted that it is necessary to be evenhanded.

   Havens said that this is a complicated issue. He has a list compiled by IUPAP of libraries in these areas. He said his response to this kind of inquiry is that APS does not have a library and does not exchange periodicals.

   Marks suggested that this matter should go to the Committee on Publishing Policy for further discussion. The Executive Committee concurred.

6. Proposed Japanese Edition of Physics Today
   Marks said that we have had periodic inquiries regarding this idea, which he reviewed in his 29 January 1985 background memo to Koch. We now have a proposal from a good publisher's representative in Japan: Tom Mori of the Tuttle-Mori Agency in Japan. The idea is to have some articles translated and sell advertising. It would appear six to eight weeks after the publication of the American issue. They would be willing to pay a substantial royalty. They estimate a circulation of 30-40,000. A Japanese professor would be the editor, and would arrange for the translation of the material. The Japanese physics community would like a sense of community with the American one.

   Shannon asked about other educational material. Marks said they would have some of their own included in the publication. Shannon said that one of the quid pro quos should be translation of their Japanese physics material in our PT. He thought that this exchange could be of great interest and benefit to us.

   Marks commented that the name of the proposed journal would not be Physics Today, as it will not be a cover-to-cover translation.

7. Final Report to NSF re Chinese Physics
   Koch has forwarded the final project report to the NSF. AIP will no longer need funding for this publication.

8. Possible AIP Proposal to APS for a TV Documentary
Slack said the 23 January 1985 memo from Kalson to Koch, included with the agenda, was for information only. There was a discussion at the Toronto meeting of making documentary length TV films, so Kalson was then asked to comment on the considerations involved. APS has considered a documentary on the Manhattan Project.

Lazarus said that when this was discussed at the APS Council meeting, the sentiment was that APS would not take leadership responsibility for it, but rather would offer seed money to a producer, who in turn would raise funds for the project.

Koch said the possibility of AIP cosponsorship of such a project will be pursued with the advisory committee.

9. Plans for Briefing Meeting for Chief Elected Officers of Societies

Koch noted the draft agenda for the 14 March briefing. The meeting will provide an opportunity for specified elected officers and chief executive officers visit AIP facilities, and to discuss together issues of mutual concern.

10. Plans for Symposium for Assembly of Society Officers

Koch distributed copies of the printed program.

Wilson brought up the matter of possible participation by AIP in the Physics Olympiad, which will be discussed in the Thursday evening session. This is an annual summer competition, involving both a written test and a lab exercise. The proposal is for AIP, APS, and AAPT jointly to select, train, and send a team to the Physics Olympiad. The team of competitors would be selected from high schools. The ACS sent about 25 people last year to the Chemistry Olympiad. The ACS Corporate Associates funded their participation.

Grant said it would be helpful to provide some written information to the Governing Board. Wilson said that this would be possible.

(The meeting recessed for lunch at 12:30 p.m. and resumed at 1:20 p.m.)

11. Function Planning in 1985

Koch said that he planned to delay developing a Function Plan on Information Services, as management finds its hands full with revisions of the Constitution and Bylaws, the Memorandum of Agreement, and with the development of the subscription fulfillment system. He plans to meet soon with a consultant who is revising procedures for presenting long range plans. He welcomes any suggestions.

12. Report of Committee on Public Information and Education

Slack reported that this committee met in September 1984.

Grant asked about the handling of these reports. Is the chairman of this committee present at the next meeting of the Committee on Educational Policy, since this is the committee to which it reports?

Slack said the possibility had been discussed of having a representative the Committee on Educational Policy meet with the subcommittee. The chairman of the Advisory Committee on Physics History was present at the recent meeting of the Committee on Educational Policy.
Ramsey said that now that we have policy committees we must be sure that their recommendations don't fall between the cracks. If action is required on the p of the Executive Committee or the Board, we must be sure these items are referred.

Grant noted a recommendation regarding budgeting by Member Societies for activates of the Division of Public Information and Education in the committee report. He read two recommendations that he felt deserved a hearing, and expressed concern that they might not get one.

Slack said that he expected that this committee to be more active next year. They will invite subcommittee chairs to attend and to report on their recommendations in the future.

13. Next Meeting

There will be no meeting during June as Ramsey will be out of the country all month. It was agreed that the next meeting would start with dinner on Wednesday 22 May and continue all day on Thursday 23 May. There will be no July or August meetings.

14. Other Business

1. Policy re: Service by Officers or Journal Editors Over Age 70

   Grant recommended that the policy of the Governing Board adopted at its 1 November 1980 meeting rescinded, as it is in violation of a New York state law which will take effect in 1986.

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

   MOVED that it be recommended to the Governing Board that it act to rescind the policy statement adopted by the Board on 1 November 1980 which states that "...no person may serve a compensated officer of the Institute or as an editor of Institute journal beyond the age of 70."

2. Executive Session

   The staff was excused at 1:35 p.m. The Executive Committee met in executive session from 1:35 to 2:10 p. m. This session is report in the official minutes only.

15. Adjournment

The meeting was adjourned at 2:10 p.m.