February 19, 1987

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

Members Present
Hans Frauenfelder, Chairman of AIP
Robert T. Beyer
Peter B. Boyce
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Executive Director
David Lazarus
Edward N. Sickafus
F. Dow Smith (until noon, 20 Feb.)
Jack M. Wilson

Non-voting Participants
Esther M. Conwell (Member-at-Large)
A. Frederick Spilhaus, Jr. (AGU)

Guest
Kenneth W. Ford, Executive Director-Elect

AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Director of Publishing
Lewis Slack, Director of Educational Programs
Bernard Dolowich, Controller
Lawrence T. Merrill, Assistant to the Executive Director
Nathalie D. Wagner, 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.

The 19 February 1987 meeting convened at the Highland Hotel in executive session at 5:05 p.m., with AIP Officers present.

The executive session is reported in the official minutes only.

The meeting recessed for dinner at 7:05 p.m., following which AIP Officers were excused. The meeting continued in executive session and recessed at 9:20 p.m.

The meeting resumed at 8:30 a.m., 20 February, in open session in the AIP Conference room of the AIP Washington Office.

2. Report of the Secretary

  1. Minutes of 11-12 December 1986 Meeting
    The draft minutes were approved by acclamation as distributed.

  2. Bylaws
    Grant reported that unanimous approval had not been forthcoming on the mail ballot authorized by the Governing Board in October; thus a request for approval again will be on the agenda of the March Governing Board meeting.

3. Report of the Chairman

  1. Retirements of Koch and Slack
    Frauenfelder said he had no additional comments to make, as these topics had been discussed in the Executive Session.

  2. Personnel Matters-Establishment of Salary Compensation Subcommittee
    Frauenfelder proposed that a Salary Compensation Subcommittee be established with the following membership: Sickafus-Chairman, Boyce, Lazarus, and Smith. The charge would be to establish principles and guidelines for setting officer salaries. The subcommittee is to report by the September meeting of the Executive Committee. Sickafus, who had not been present for the discussion the previous evening, agreed to serve as Chairman of the subcommittee.

4. Presentation of Draft Policy Plans for 1987
Koch stated that a Long Range Plan is essential for the operations of AIP. Progress has been made on the conceptual development of this plan, which is presented here in draft form.

  1. Review of Policies by Mission

    1. Administrative and Financial Services

    2. Publishing Services

    3. Educational Services
      Koch proceeded to highlight areas where "fine tuning" will be required over the next several years. These include:
      1) AIP's policies for its own activities;
      2) AIP's policies with respect to services for Member Societies; and
      3) AIP Governing Board policies vs. Management Operational Policies.

  2. Specific Issues Addressed by Plan

    1. Memoranda of Agreements with Societies

    2. Letter of Agreement with ASA Background-Problem-Solution

    3. Relation of ASA-type Agreement to Standard Memo of Agreement

    4. Approval to Establish Agreements with all Appropriate Societies

      Koch, noting that AIP is an equal opportunity employer, stated that we now have a legal problem with a resident society (ASA). This results from a claim by a former ASA employee who charges personal discrimination on the basis of alleged claims by her supervisor of a physical disability. The Institute has incurred legal bills of $24,000 to date in this case.

      Koch reported that a letter of agreement has been drawn up with the ASA. This would be used as a pattern for dealing with other resident Societies. It states that we will perform administrative and financial services for the Societies, but that their employees are not to be construed as AIP employees; the Societies are responsible for their employees. We have longstanding agreements in the publishing area, which can be used as a model. Services in the educational area are done at incremental cost and on an ad hoc basis, so a blanket agreement is not needed here.

      In the ensuing discussion, it appeared that management may not have resolved some of the issues internally, as views held by Gilbert and Dolowich seemed to differ from those presented by Koch. The Executive Committee supported Koch's view that an appropriate Memorandum of Agreement be developed to clarify the relationship of AIP to employees for whom AIP provides payroll service. It was agreed that these details would be worked out by management before the Governing Board would be asked to act on the proposal.

    5. Anti-nepotism Policy

      Koch stated that currently there are 15-20 examples of related employees on the AIP payroll, and that a statement such as the one included in the draft policy plan should be adopted soon. He thinks that this should be left up to the new management to resolve.

      Ford said he would be opposed to the statement that appears in this draft. He favors some involvement in the development of the statement on the part of the Executive Committee, and will return to this at a subsequent meeting.

  3. Future Issues to be considered for Plan

    1. General Policies Not Specific to a Single Mission
      Koch said one item not mentioned here, but which was discussed by the Nominating Committee and that could have major implications for AIP, was that over a period of years the composition of the Executive Committee should reflect relevant societal representation on the Governing Board.

      Grant thought that this would not be a policy of the administration, or be included within the three missions, but rather belongs in the Constitution and Bylaws, or in the Rules (motions affecting policy as adopted by the Governing Board).

      Other members of the Executive Committee agreed with this point, and used other statements in the draft policy plan to illustrate appropriate and inappropriate issues for which policies should be set by the Governing Board. After some discussion Frauenfelder suggested going down the list and separating the items into categories, agreed with the general tenor of the discussion, namely that the policies should be few, addressing central aspects of an issue only.

      After a quick rundown of the proposed policies, which showed that there was wide disagreement between the Executive Committee members' and Koch's perception of appropriate policies, Koch suggested that one or two members of the Executive Committee meet with management to discuss these and that they not be released in March but discussed and reviewed further.

      Ford commented that he had real reservations about adopting this policy plan in its present form. He had thought that this was a reiteration of an existing document. As a new document, he would incline toward a different form from the one given here. For instance, he thought the set of five goals listed for Mission I - Administrative and Financial Services were excellent; however he felt the outlined policies could be stated and implemented in a different form.

      Havens raised a procedural point. The sense of the Executive Committee is not to recommend this document in its present form. Is this a management document or an Executive Committee document? If management, it should be referred back. If Executive Committee, it needs a subcommittee of the Executive Committee with full staff assistance.

      Frauenfelder, after finding a consensus that this is a management project, stated that there is every reason to proceed slowly on the preparation of this document which can be discussed, modified, and approved by the Governing Board in due course.

    2. Limitation of AIP Programs to Americas

    3. Balanced Budget Exclusive of Investments
       
    4. Involvements of Society Administrative Officers in Executive Committee

    5. Elimination of Page Charges for AIP-owned Journals

  4. Approval for Submission to Governing Board
    Koch agreed that several of these topics should be referred to specific Committees. They were not further discussed here.

5. Status of Development Plans

  1. Building Development Plan

    1. Landauer Study

    2. ad hoc Space Needs Committee

      Havens said a meeting had been held on 11 February with Landauer Associates. The draft report by Landauer, which had been mailed to the Executive committee prior to this meeting, were delivered this week. Referring to the study, he noted that the table used by Landauer for reviewing New York office space projections was prepared by Marks.

      Marks said this table was prepared by looking at past developments. The kinds of things Societies do for their members have been increasing. In addition, if AIP publishes more pages, this means an increase in publishing staff.

      Lazarus and Sickafus thought this an overly aggressive projection; a factor of two increase in 13 years seems too high. Boyce agreed that the projections are aggressive, but not inappropriate in light of the rapid growth in many societies.

      Smith commented that the OSA anticipates a 50% growth in five years, largely the result of the major technological developments in this field. Havens said the APS journals Jumped 20% in size in the last year. Although he does not think that such an, increase will be sustained, he thinks the figures are real, not speculative.

      Havens said that New York and DC are in the same real estate pattern. The site area of the New York property allows for a maximum building size of 120,000 square feet unless special variances are obtained. It is recommended to plan on the normal variances that can be expected. The total cost, starting in 1987: $23.5 million, including moving. In 1989: $25 million, including moving expenses. Construction cost is estimated at $194.00 per gross square foot. This assumes that AIP would not be eligible for a New York State credit loan. We could get a 9.5% full mortgage loan for all costs. Our equity would be on the land value. Any money AIP put in would reduce the size of the mortgage. This is for a reasonable, standard building. He noted various analyses of occupancy costs. estimated income. and moving costs.

      Lazarus noted that rental of APS space at 335 East 45th Street is about $21.00 per square foot. Comparable commercial rental in the same area would cost about $35.00 per square foot, plus electricity.

      Havens said Landauer used an incorrect model for estimating moving and relocation expenses if a new building is constructed at 335 East 45th Street, and it will be revised. The Institute could be broken up into smaller units for an interim period, which would be cheaper. He reviewed the projections and the total costs.
      Havens next reviewed the Landauer report for Washington. The total cost for buying property and constructing a building is roughly the same. Prices are rising rapidly in the Washington downtown area. Most of the desirable property has been bought up by developers; there are no bargains. The report supplies information on three or four buildings recently completed or under construction. Construction costs in Washington are less than in New York.

      Havens noted that there remains some information that AIP has to supply to complete the picture. If headquarters were in Washington rather than in New York, what would be the extra costs of running Woodbury almost independently?

      Grant said the report makes it clear that the decision on a move is not financial but rather involves other considerations.

      Havens said Landauer has been asked to integrate these reports. AIP will furnish them more information on moving and rental costs.

      Grant said if the Governing Board is asked to focus on this issue, the questions is what is gained by any of these options. If we present these data and do not discuss the ramifications of the options, the discussion would be unfocussed.

      Havens pointed out that this draft report was just received. There has not been a meeting of the Space Needs Committee since then. He agrees with Grant's comment about the Governing Board. His impression is that there is roughly only a 10-20% difference in cost; therefore other considerations become the determining factor. He noted that he would not be able to spend much more time on this matter before the March Governing Board meeting.

      Frauenfelder said this decision is for the next 30 years. It cannot be made on the basis of retention of current staff. What is better for physics? The decision whether we should go on as we are now. If we do not build, it is clear that our rental costs will increase.

      Havens said he thinks the Landauer recommendation is for AIP to have full equity in a building. We have asked them for economic recommendations.

      Sickafus said making decisions does not worry him, but he is opposed to making decisions under pressure. If we can afford this now we can afford it next year. It does not make sense to force a decision for next month's meeting of the Governing Board; the subject needs more careful study.

      Wilson agreed that we are not in a position to make a complete decision, but we need some kind of decision as to how to move forward. Going on as is, with renting extra space, is not good.

      Havens invited comment on the following: We can get a better report in March. Should the report be distributed to the Governing Board?

      Sickafus said he would vote in favor of having the full picture before presenting it to the Governing Board. He sees the following factors: 1) need, which is a different matter than economics; 2) economics; 3) understanding of options; 4) impact.

      Lazarus said there had been no discussion of costs for a complete move to Woodbury.

      Frauenfelder said this should be one of the options. Under any circumstances, we have a building in New York which is expensive as it does not satisfy the needs. We should exclude the option of the status quo; this is postponing a decision.

      Wilson asked if we should make a formal recommendation, such as the following: having studied the alternatives, the Executive Committee would recommend the sale of the present building and consider other possibilities. Frauenfelder thought it should not say the sale because we would keep the land.

      Havens suggested that it should state that the Executive Committee proceed with a plan that AIP will have full equity in any future headquarters and that it not consider continuing adding rental space.

      Wilson seconded this idea that we are moving toward replacement of 335 East 45th Street with a building in which AIP has equity participation, with the location to be decided.

      Frauenfelder proposed waiting until after we could have some discussion over lunch to get the wording we wanted.

      Following lunch, the following motion was read by Grant and discussed. It had been made earlier by Havens and seconded by Wilson. The motion was then unanimously CARRIED.

      MOVED that the Executive Committee recommend to the Governing Board that, in order to consolidate AIP headquarters operations in a single location, AIP develop a plan for the replacement of the current building at 335 East 45th Street with a building owned by AIP.

      Sickafus repeated that any analysis presented to the Board should cover the following: need, options, economics, and impact.

      Frauenfelder appointed a subcommittee to consider the impact questions; Ford chairman, Smith, and Wilson. This would include impact on operations, AIP in relation to the national scene, and personnel. If possible, the subcommittee is to prepare a one-page summary to distribute in March.

      Ford said he would target the September Governing Board as the time for a final decision.

      Frauenfelder asked Havens to make a brief report to the Governing Board in March.

  2. Educational Programs Development Plan
    Slack reported that he has met several times with the managers of the Educational Programs Branch. He has asked them to look at general considerations on opportunities for dealing with the information we collect, store, and disseminate. He noted that AIP has been leery regarding involvements in educational programs for the last 12 years, since AIP was told to back off from this area. Now the needs are so great, there are a number of things we can do. The division managers are working on directions for the next five years that represent pieces that will form parts of the total picture.

  3. Publishing Services Development Plan
    Marks said the original Long Range Plan drawn up several years ago has been successful. They are planning to present an updated plan at the September Governing Board meeting.

The meeting recessed for lunch at 12 noon and reconvened at 1:15 p.m. Smith had to leave the meeting following lunch.

6. Financial and Administrative Matters

  1. Report of Investment Advisory Committee Meeting of 6 February 1987

    The report of this meeting was distributed to the Executive Committee. Their next scheduled meeting is in May. They will consider investment of the net revenue from 1986, which will be available by then; this is estimated at $2.5 million. 11le committee heard reports from our investment managers concerning their calendar year 1986 performance. The committee reiterated their faith in our present investment managers to continue their excellent performance, with no changes at this time.

    Gilbert next distributed the 12 February 1987 Position Statement on Arbitrage from Krumhansl (chairman of the Committee) to the Executive Committee. The basis for this came from Weaver (AAS Treasurer). Krumhansl asked that the Executive Committee study it and then decide if they want to distribute it to the Governing Board or if they want changes made in it. The report notes that AIP has about 12% of its long term investments in the Arbitrage Investment account; the role of this investment is "to provide a vehicle with a short term character, with each position limited to a few months period, and thus independent of general trends. To summarize, we continue to regard this account as an extremely useful and very low risk counterpoint to the secular trends of most other investments; and, it is fundamentally different in character from recent activities which violated securities and ethical rules in the name of arbitrage."

    Gilbert said one Governing Board member had written to him concerning this matter. He had replied that it would be discussed by the Investment Advisory Committee and then by the Executive Committee. He thought, with the recent concern over arbitrage, it would be desirable to send it out in advance.

    Lazarus thought it was a good idea to have it on hand, and that it should be put on the Governing Board agenda.

    Koch noted that it is the prerogative of the Board to remove funds from any account if it wishes.

  2. Status of Capital Expenditures
    Gilbert noted, for information, the status report on Capital Expenditures included in the attachments to the Agenda.

    Gilbert stated that a request has been received from J. C. Light, editor of JCP, for computer equipment which is projected at over $10,000.

    Marks then gave further information on this request. The total projected cost would be about $17,000. The system would be used for tracking manuscripts. He noted that JCP publishes about 16,000 pages per year; it is AIP's biggest moneymaker.

    Marks said the policy has been to let the remote editors decide what equipment they need. It is based on what is used in their locations, in this case at the University of Chicago.

    The following motion was made by Lazarus, seconded by Beyer, and CARRIED with two abstentions.

    MOVED that authorization be given for the expenditures of up to $17,000 for the purchase of computer equipment for the editorial office of JCP.

    Frauenfelder remarked that the abstentions show that the management committee should take a good look to be sure the equipment specified is appropriate.

  3. Bank Resolutions
    Gilbert reviewed the background on the required bank resolutions.

    1. Joint IUPAP/Corporate Associates Meeting
      An account is needed to handle deposits and disbursements for this meeting.

      The following motion was unanimously CARRIED.

      MOVED that the AIP Secretary be authorized to execute a Bank Resolution with the American Security Bank in Washington, DC, to provide a checking account for the 1987 Joint IUPAP/AIP Corporate Associates meeting.

    2. AIP Restricted Funds
      Gilbert said that the balances in these eight accounts, whose uses have bee. legally restricted by the donors, are completely segregated on our books. When first opened they justified active investment management. Now the bank has informed him that it is not economically feasible to maintain small accounts. He thinks the best solution would be to consolidate these accounts into a single pooled investment account at Bankers Trust Company. This would provide a larger return; the investment income would then be pro-rated. It would also greatly reduce the paperwork and fees. The auditors have concurred with this proposal.

      Boyce made the following motion, which Havens seconded and which was then unanimously CARRIED.

      MOVED that the Secretary be authorized to execute a Bankers Trust Company Corporate Resolution covering a Custodian Account and Investment Advisory Account for AIP Restricted Funds.

      Grant noted that the Meggers Fund has been discussed at the Committee on Educational Policy, but they have not decided how to solicit proposals. The Executive Committee needs to become involved with this. The amount of money for the award has to be established. Perhaps a group should be set up to establish guidelines for various funds.

      Slack said the goal here as well as with the Gemant Award has been to keep the purchasing power of the principle intact. Recommendations and specific amounts would referred to and approved by the Executive Committee.

  4. Status of Subscription Fulfillment System
    Dolowich distributed three handouts outlining progress on this system. He reviewed the operations of the division over the last several months. AZTECH has delivered all but the software for Selectron. The modules arrived several months late, in the height of the heavy processing of fulfillment operations this fall.

    The first handout showed the testing status of the modules. Some of the testing by AIP could not be completed within the 90-day warranty period because 1) the programming errors were greater than anticipated, and 2) staff could not cope with testing several modules delivered close to one another. There was no way for us to control AZTECH delivery or quality or the time needed to test. AZTECH will not do additional work without a new payment arrangement, since the 90-day warranty period has expired.

    There was a heavy work load in this period, which also included the holidays. However, agency subscription payments are put into the bank in advance of processing and interest to the Societies begins immediately. $13.6 million had to be processed in 2-1/2 months. Faxon had priority. Also, five Member Societies opted to offer multi-year term orders, which require manual processing. This processing will be completed by the end of February. The division will return to testing with the mini-parallel operation as soon as the load in subscription fulfillment lightens.

    Gudes has met with AZTECH recently concerning Selectron. He knows of other recently developed products that can help AZTECH with the selection product now in development or that could obviate the need for Selectron.

    The third handout showed Software Maintenance Contract Options with AZTECH. The cost over the next seven months (Mar-Sept) totals $62.9 K; this portion is critical. Over an additional optional five months a total of $32.4 K is desirable accordingly, $95.3 K for the year would be required. The AIP programmers think it is not fair to them to take over programs that are not fully tested. Although AZTECH tested these, many bugs remain.

    Boyce said this also is tied up with how badly fulfillment has been done this year. He had been assured that it would be no problem to handle their advance subscriptions, but there were delays. AAS and OSA members have been upset over delays. AIP did not have enough staff to handle these operations.

    Dolowich referred to the chronology of events with the APS five-year offer, which was mailed starting 31 October. A total of $1,130,013 was received between 12 December and 13 February. It is now felt that the multi-year dues and subscription plan is probably not acceptable to the IRS; APS has been advised by their attorney and is now sending a letter to their members.

    Wilson said, regarding the problems with AZTECH, that he is sympathetic to the complexities, but he wishes it on record that he will vote no to more money to finish the job and has voted no on previous motions for three years. He also previously advised cutting AZTECH off completely and bringing suit, but legal advice was negative on this. He understands that AIP programmers are reluctant to take over these programs, but staff programmers can do this programming and will have to become familiar with the code as they will have to change, test, and handle it eventually.

    Frauenfelder asked what the alternatives are. He also asked if there is a chance that we can get a selection program that works.

    Dolowich said there is no subscription fulfillment system like ours. Development of this is costing AZTECH money and they are still working on the material. They acted in good faith. We are much closer than before. Why stop the whole thing now for $50,000?

    Frauenfelder said it is not believable now. He thinks we need an alternate proposal. If we say no now, how would AIP and the Member Societies suffer?

    Dolowich said we would be worse off if we dropped them now; his concern is to get the project finished. It would be hard for AIP programmers to pick it up at this stage. All the programs concerning account maintenance and cash processing work, except that we cannot do agency processing, which is an enhancement to the current system.

    Koch said one cannot terminate this program now. It is so nearly complete, we need to get it in final form. The reason the project has reached this nearly complete stage is because of Dolowich's efforts.

    Sickafus said he is concerned, because we committed to the project together. We knew it was complex, and we are committed to making it work; without an alternative plan, this is not the time to pull out. He will stand by our commitment, although the cost bothers him. A complex computer program has interactions that cannot always be predicted, and criticizing it is not constructive. There are inevitable setbacks when changes have to be made. Taking the $50,000 would hire only one programmer and there would be a considerable learning curve.

    Boyce agreed with Sickafus that it is a complex product. Testing and final stages are painful. It cannot be expected that things will go smoothly in the first year. But he is not sure that the respective staffs have been listening to the Executive Committee and to Gudes.

    Ford asked how tight the proposed contract would be to ensure good and timely service from AZTECH.

    Dolowich said he has frequent contact and follow-up with AZTECH. One difficulty with testing is that fixing one thing sometimes results in a problem in another area.

    Frauenfelder asked what would happen if it is decided to pay no more money until getting a report from an expert, giving various possibilities and alternatives.

    Dolowich said it is difficult for him to estimate the time needed; these are complicated programs, and he cannot specify a time. If AIP brings in a new programmer, it would take several months for learning. Our programmers are working continually on things that we have taken back from AZTECH. AZTECH is only working on certain modules and they are near completion. Renewal Billing and Journal Select are basic factors. If these were taken away from AZTECH, it would cause considerable delay. AZTECH is still responsible for Selectron within the agreement. He noted that the hardware has been used effectively for some time for many operations.

    Frauenfelder suggested a motion to have AIP staff come up with a constructive proposal for how to get out of AZTECH, and to get advice from an independent expert on a timetable. We will listen to independent input. No one offered a motion.

    Lazarus said Gudes is well-informed. It would appropriate to get back to h. and get an opinion for the next meeting.

    Frauenfelder thought that a motion was not needed. This is an instruction to the staff that independent input is required.

  5. Report of Nominating Committee
    Koch asked Wilson, as a member of the Nominating Committee, to give a report on their 10 February meeting.

    1987-88 Nominating Committee. The Chairman of this year's committee asked that next year the Nominating Committee operate independently of AIP staff input, without proposed slates from the staff, they also requested a clarification in the charge regarding Chairman and Secretary.

    Executive Committee. The tradition of societal representation was reviewed. It was noted that AGU, a large Society, should have representation. It is important to rethink this allocation of seats. They recommend a committee to consider nominees for the Executive Committee. They felt that Executive Committee representation, over time, should reflect the makeup of the Governing Board. Audit Committee. They felt that in the future it would be inappropriate to have Member Society treasurers on this committee.

  6. Designation of Policy Subcommittee Memberships
    Koch said he had hoped this would be ready by now; however, it is not, as some of the policy committee chairpersons have not been available for consultation.

  7. Report of Electronic Communications Task Force
    Merrill said the Task Force evaluated requests for office automation equipment. Management has approved purchase of AT-compatible NEC PC's. These vary in size depending on the various needs. They recommend that additional requests for Decmates be filled by shifting equipment where appropriate. This would be a saving of $20-25,000 on the budget. They recommend standardization of software where practical, including Wordperfect for word processing, Crosstalk for telecommunications, and Lotus 1-2-3 for spreadsheet applications. They did not attempt wide standardization. They will recommend certain packages. The request of the Marketing Division for a dedicated multi-user system will be studied. Maintenance contracts of PC equipment are being reviewed for their cost-effectiveness.

    The Task Force has recommended the hiring of a full-time staff person to coordinate requests, installation, training, and use of the PC's. There is no one at AIP who has both the expertise and the time to do this.

    The Task Force will soon be evaluating detailed price quotes for two systems for the Pi-NET computer, and possible sharing of this with Accounting functions.

    Koch said the idea for a staff person can be brought up next month. Ford suggested that this does not need to be approved by the Executive Committee. The Chairman concurred.

7. Publishing Matters

  1. Status of Journal of Computers in Physics

    1. Appointment of Editor
      Marks said the search committee, chaired by Voss, will meet next week.

    2. Agreement with APS on Dues Bill Announcement
      Marks said APS has agreed to include the Journal of Computers in Physics as a checkoff item on their dues bill. PT will carry a story, and other publicity is planned. Other Societies will receive a request to have this as a checkoff item.

  2. Submission of Japanese Literature Proposal to NTIS
    Koch said that this proposal was submitted in January 1987, and that he was told yesterday (19 February 1987) that the NTIS has no money for this project at present. The next stage for funding is Congress.

  3. Copyright Developments

    1. Appointment of David Ladd

    2. Letter to IEE
      Koch said a letter to IEE regarding copyright has been drafted by Ladd, but it has not yet been reviewed by management.

    3. Agreement with Academic Press
      Koch reported that the agreement is that we will put their copyright notice on any abstract that we obtain from their journals.

8. Educational Matters

  1. Report of CEP Meeting
    Slack reported on discussions and activities of the CEP, which met on 11 February. A Senior Education Fellow is being sought by a committee chaired by G. Wheeler; there is one active candidate and possibly another. This position may be filled by early summer. About 50 volunteers have been received for the Visiting Scientist Program in Physics and 40 colleges have e pressed interest. The system has been computerized by the AIP Washington Office. A report on handicapped scientists was heard. A booklet on this topic has been considered and endorsed. Public Information and Statistics activities were summarized. The Physics in High School survey is going forward. They are pleased with the 'help from public agencies.

  2. AIP Funds for Physics Olympiad
    The CEP recommends that this activity be supported again this year.

    Wilson, noting that the Executive Committee and the Governing Board had voted to support this project, said it seemed appropriate to ask for the same amount as last year.

    The following recommendation of the CEP was unanimously CARRIED.

    MOVED that expenditure of up to $10,000 for support of the 1987 Physics Olympiad be approved.

  3. AAPT Proposal for Use of Part of Meggers Fund for Physics Department Chairs Conference
    The consensus was that this proposal did not fall within the guidelines of the Meggers bequest: the Conference is an ongoing function, and it is not oriented toward high school.

    Ford added that he had worked with Clark on this idea, as APS and AAPT had other projects needing their funds, but he would not speak against the recommendation of the CEP. Slack said it was felt that a slight rise in the registration fee would cover the cost.

9. Report of ad hoc Committee on International Relations
Beyer distributed his interim report of the 16 January 1987 meeting, which was a brainstorming session covering wide-ranging topics. Those present felt that the best thing was for this committee to serve as a forum of exchange.

The Institute is encouraged to broaden the use of European credit cards. Frauenfelder said the Swiss system is used by the EPS and is a very convenient system.

The possibility of allowing libraries in developing countries to buy journals at the member rate was discussed, with no recommendation as yet.

The committee, still in the formative stage, had no recommendation yet as to whether it should be permanent or if there were a permanent committee to whom it should report. Koch thought if this should become a permanent committee it would be a subcommittee of the CPP.

Boyce was not sure if there was a need for a committee. Many of the ideas are covered by other committees. These committees need to be reminded to consider international activities also.

Frauenfelder said the advantage of a standing committee is that the importance of the subject is more visible; it could be useful. It could possibly have a member or two from the EPS.

Havens said that Lustig did a paper on the ways APS could be involved in international relations. He will circulate it to the Executive Committee.

10. Plans for 27-28 March 1987 Meetings

  1. Cancellation of Briefing and Assembly Meetings

  2. Executive Committee and Governing Board Meetings
    Frauenfelder said that after consultation, it had been decided to cancel the Briefing and Assembly for this year.

    The schedule is as follows:
    Executive Committee: 7:00-9:15 a.m.
    Corporation Meeting: 9:15-9:45 a.m.
    Governing Board: beginning at 10:00 a.m.

11. Future 1987 Meetings of Executive Committee
8 June (all day) New York. (No session in the evening of 7 June.)
10-12 Sept. Woods Hole, MA.

Governing Board: 28 Sept. It was felt that an Executive Committee meeting would not be needed so soon after the previous meeting. Ford and Havens will decide whether to have the meeting at the Grand Hyatt or at NAS. IUPAP meeting starts 29 Sept.

12. Other Business

  1. Subleasing of 216 East 45th Street Rental Space
    Gilbert said Weinbaum has an offer for a sublease for the space. (Centrex, a San Francisco firm, is interested in establishing a New York office.) AIP is committed to paying $100,000 per year for the space, plus a provision for escalation, through December 1989. Weinbaum is working on a deal for this firm to sublet at $100,000 per year without the escalation. He will get financial statements from them. They want to move in soon and may want to sign the lease next week. The rent may begin in May. An arrangement must be made with the landlord for the entrance.

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

    MOVED that AIP management be authorized to sign a lease arrangement for sub-lease of space at 216 East 45th Street, New York, if management is satisfied that the proposed arrangement is satisfactory.

  2. Attendance at Executive Committee Meetings
    Lehrfeld was consulted as to whether other people can attend the Executive Committee. His opinion was that other members of the Governing Board can attend but it can be restricted from casual attendees.

13. Executive Session
The staff was excused for this executive session at 3:35 p.m. This is reported in the official minutes only.

14. Adjournment
The meeting was adjourned at 3:50 p.m.