February 21, 1984

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 9:00 a.m., 22 February 1984, by Chairman Ramsey at AIP Headquarters.

Executive Committee Members Present

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

Executive Committee Members Absent

Joseph A. Burton, Jack M. Wilson

Non-Voting Participant

William W. Havens, Jr.

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.Report of Secretary

1. Minutes of 14-15 December Meeting

   The draft minutes, distributed prior to the meeting, were approved following correction of typographical errors.

2. Constitutional Amendments

   Grant reported that both amendments submitted to the Member Societies for ratification had been passed by the Societies, with one NO vote cast by ACA on the amendment concerning the dues. The amendments are now ready for final ratification by the Governing Board.

3. Review of Governing Board Agenda

1. Report of Chairman - Proposed Physics Foundation
   Ramsey reported that the APS and AAPT responses to this idea had not been too enthusiastic. There is concern over the possibility that it would be an AIP-dominated fund, and over the impact its existence would have on fund raising activities of the individual societies and other groups. There are activities of AIP that need additional financing. However, if AIP solicits funds, there could be confusion regarding the organization to which the money goes. Confusion frequently exists over the distinction between AIP and APS. The intent of establishing a foundation is to overcome some of these difficulties, not to add to them.

   Beyer said that two-thirds of the ASA is outside the physics community, so these members would not contribute to, nor receive funds from the foundation. Who would get the funds? Ramsey responded that those Societies that elected to participate would be included in the benefits.

   Slack said that funds that would accrue would not get intermingled with the operating budgets of AIP or any of the participating Societies. To some potential donors, this is a great advantage. A foundation also provides a mechanism for accepting bequests.

   Havens felt it was worth pursuing through discussions at the Assembly and the Governing Board. He supports the concept of dispensing the funds by project, not by Society. The governing board of the foundation would set the policy on these matters.

2. Report of Nominating Committee

   Koch noted that the report of the Nominating Committee, chaired by Bauman, had been received. The 1984-85 Executive Committee will be composed of eight members, per the new Constitutional Amendment.

3. Concept of Policy Committees Advisory to Board
   Koch said that we are easing into a committee structure which includes policy committees, such as the Educational, Fiscal, and Publishing Policy Committees. These each have subcommittees which submit reports to the parent policy committees.

   In addition, there remain several committees which are advisory directly to the Governing Board or Executive Committee. The Governing Board agenda will contain a chart showing how this structure is developing.

   Grant noted that when the committee nominations are approved, the Secretary's office sends letters of appointment. He needs more precise information for these letters and for the Handbook for Member Society Officers so that terms of office, who is responsible for nominations or appointments, etc., will be clearly understood by all parties.

4. Revision of Society Member Assessment Charge
   Grant said that the recommendation from last year's Governing Board was that if the amendment concerning dues passed, a Bylaw would be proposed to set the Member Assessment Charge at $2.00 per Society member. He said that it seems desirable to have this appear as a Bylaw as it must then be put on the agenda and passed in a Governing Board meeting by a two-thirds majority of the full Board. If the charge were set by a Board motion, it could be changed by a simple majority of those present and voting at the meeting.

   Grant will prepare a motion to establish such a Bylaw for consideration at the Governing Board meeting.

5. Status of New Computer System
   Dolowich reported that the majority of the detail design for the Subscription Fulfillment system has been completed by AZTECH. However, their cash processing design and controls were not good or adequately designed. AIP staff proposed a solution, and a consensus was reached. File maintenance is now practically done. Some areas previously agreed on are now in the programming phase. The exact date of completion is elusive so far, as the programming and detail design are now overlapping.

   The accounting area is very different from Subscription Fulfillment, as it is under our control. Accounting programs are now running on the Data General: three terminals and a printer are now in use at AIP Headquarters. The process of evaluating software is easier now that we have a Data General computer on site.

   The general ledger is still running in parallel on the old and new systems. Accounting expects to drop the dual situation by the end of February. The M & 0 package for accounts payable was cancelled (with payment refunded) as the firm could not meet our timetable. Staff is experimenting with a Data General package which seems good so far.

   The ADP payroll package has had problems, and Dolowich is looking forward to the switch to Managistics, on 1 April.

   Accounts Receivable will be programmed in-house. Staff will begin work on automating prorations shortly.

   Dolowich distributed a 7 February 1984 letter from Data General to Auliano, which was their response to our request regarding a backup system in case of problems with our computer. Dolowich stated that he feels that the options they propose will be satisfactory for our needs and our auditor's concerns.

6. Reports of Advisory Committees
   Koch said that written reports from the advisory committees on (1) History of Physics and (2) Public Education and Information would be available for information only. He asked if other reports were desired.

   Madey inquired about the status of a resolution on the freedom of dissemination of scientific information, being considered by the Committee for Public Policy. Slack said he had received a text of a proposed resolution regarding this. It was prepared by Geballe, circulated to the members of CPP, and will be on the agenda.

   Grant asked if the AAPT resolution regarding radians as base units would be distributed. Koch said that Blade and French had requested that it be put on the agenda. Slack noted that this topic was given to the CPP following the January APS-AAPT meeting but they have not considered it in a face-to-face meeting. A letter has gone out to the CPP enclosing materials received from French.

7. Evening Talks
   Koch reviewed the suggested speakers and topics.

8. Financial Report for 1983

   1. Estimated Financial Statement
      Gilbert said that the staff is now evaluating the budget projections on the basis of income received. A net revenue of $2,700,000 was projected for 1983, and the final figure may be somewhat higher. A report will be made to the Governing Board.

   2. Status Report of Investments Made with Designated Funds
      Gilbert noted Attachment B, a status report on investments as of 31 December 1983. Weaver and Gilbert think it best to hold off now on investing in no-load mutual funds. We currently receive a 9-1/2% return on short term (30-60 day) investments through our Cash Management Account, and the aggressive no-load mutual funds are not attractive at this time.

   3. Financial Handling Charge for 1985
      Gilbert recommended that the charge for 1985 be fixed at 5/8 of 1%, as it was last year.

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

      MOVED that the Executive Committee recommend to the Governing Board that the financial handling charge for 1985 be set at 5/8 of 1% of the monetary value of business done on behalf of Member Societies.

   4. Status of New York City Real Estate Tax Exemption
      Gilbert said that he has had recent discussions on the real estate tax matter with Touche Ross and with our attorney. The legislation signed by Mayor Koch to restore this tax exemption is retroactive only to January 1983. If we want to recover taxes paid under protest since 1980, we have to pursue it. Our attorney believes that AIP is entitled to the exemption, and that we should be declared a scientific, educational, and charitable organization so that we can recover this payment. The estimated legal fees for this process should not be more than $25,000, in addition to the fees already spent since 1980 (about $18,000).

      The city has the erroneous impression that AIP is a co-op, with part of the money earned going back to the Societies. Gilbert has prepared a document explaining that the money goes toward funding educational projects and has recently been partially used to replenish the reserves which were depleted for the purpose of establishing a publishing facility.

9. Policy Issues
   Koch said that this agenda item is a mechanism for soliciting from the Governing Board assignments to various committees.

10. Report of Task Force on AIP-Society Relations
    Koch said that the progress of the Task Force would be reviewed and a summary of the tentative conclusions would be presented. A final report will go to the Governing Board in the fall.

11. Gemant Award
    Slack said that an offer for the Gemant house had been received and accepted but the legal proceedings are not yet complete. The Institute will get about $30,000 from its sale after all fees have been settled.

    The sum available for an award could be $10,000-12,000 per year. He suggested that the Chairman appoint a group to decide on its disposition. It has not yet been decided whether there should be a single or several awards, a lectureship, or what. Lazarus suggested that this be assigned as a project for the Committee on Educational Policy to develop for Board consideration.

12. Resolution to Honor IEEE on Its 100th Anniversary
    Koch noted that IEEE will have a celebration in Boston on 14 May. It would be appropriate for AIP to present a scroll containing a resolution honoring IEEE on this occasion.

    Slack read a draft resolution, which was well received, with a few minor changes suggested.

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

    MOVED that the resolution honoring IEEE, as amended, be recommended to the Governing Board for its approval.

4. Status Report on 1984 Capital Expenditures Budget
Gilbert noted the report contained in Attachment E (included herewith).

Most purchases to date are under budget; committee member agreed that this was a sign that budgeting had been on target.

5. Agreement with FIZ

1. 1982 and 1983

2. Proposal for 1984 and 1985

3. Marketing Plan

Marks noted Attachment F, a letter to Rittberger (FIZ) from Koch. The new STN International consortium is underway. The next step is to get the physics tape up on Chem Abstracts. The process is going slower than anticipated, with implementation probably coming sometime next fall. AIP will work up a marketing program to be presented at the appropriate time.

Koch explained the financial implications of the letter. FIZ has agreed to a 5% increase in January 1984. We asked that it be reviewed at midyear to see if we are being adequately compensated for our material.

AIP will make payments to the journals for articles used. The abstracts are a byproduct and are processed into the tape in the Datapoint System. The term "royalties" refers to the fact of royalty payment to each journal on the tape, when it is up on Chem Abstracts, based on the total number of articles on the tape. The terms were discussed by phone with FIZ officials and are agreeable to them.

Koch said that the delegation from Germany included Dr. Donth of the Science Ministry in Bonn, who offered to be helpful in implementing plans. He is in close touch with developments and asked t be informed of progress.

6. Specific Assignments to Committee on Publishing Policy

1. Publication of Staff Member Directory for Society Members
   Marks said that the first copy cost is the largest single expense here. This is now $44,000 plus the cost of printing and mailing. APS is interested in publishing the directory in BAPS as a service to members. One possibility would be to print 37,000 copies, with 34,000 available for APS. With this size run, the first copy cost would be $1.20 and the printing cost $1.30. If we share the first copy cost with APS, the charge to APS would be $1.90 per copy. AIP would then have 2,000 copies in stock, and would anticipate selling 1,000 copies to departments and libraries.

   The present price is $60.00. The price set for 1984 is $40.00. Under this new plan, he proposes an institutional price of $30.00. If we sold 1,000 copies at $30.00, we would recover the initial cost. The price for individual sales to Society members could be $10.00.

   Koch asked how we then would work with the other Societies. Marks said the rationale is that by having a large run, we could bring the unit cost down. If other Societies want to participate, the print run would be even larger.

   Madey asked for a summary of the various plans, which Harks detailed:
   1) Present plan: front end cost of $44,000 would be taken care of by sales to institutions at $40.00.
   2) APS Alternative plan: send to all subscribers to BAPS, with APS taking care of the front end costs.
   3) Marks' proposal: AIP to print 37,000 and sell 34,000 to APS, then sell the rest separately. This would be a two-tiered price scheme; he propose $25-30 f0r Institutions, and $10-15 to individuals.

   Koch felt that Marks' proposal would benefit all Societies, as they all could have access to it. Havens said that he would present the alternatives at the next APS Executive Committee meeting {25 March).

2. Continuation of Chinese Physics with New Editor and New Proposal for NSF Support
   Koch said that the original editor of Chinese Physics, K. Metzner, is now working for Elsevier. Koch is proposing Georges M. Temmer of Rutgers University as the new editor, effective 1 March. The proposed honorarium is $6,000 per year. The work would be the equivalent of about one day every other week.

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

   MOVED that Georges M. Temmer be appointed Editor of Chinese Physics, effective 1 March 1984.

   AIP will need to present a proposal to seek additional funding for the journal from NSF. Havens asked if we would continue the journal if we did not get NSF support. Koch said this would have to be discussed when this is known. Havens noted that when the journal was started, it was hoped that it would break even in three years. Marks said we now have 170 subscriptions. We need 300 subscriptions to break even. The deficit at the present subscription level is $45,000.

3. Copyright Issues
   Koch reported that S. Abrahams, Chairman of the Committee on Publishing Policy, had appointed a Subcommittee on Copyright, to be chaired by J. Lommel. Other members will be C. B. Duke, D. Lazarus, P. E. Palmer, and A. F. Spilhaus, Jr. The subcommittee has not met yet.

   Koch reported on a recent meeting of the NFAIS committee on copyright of abstracts, of which he is chairman. The committee could not agree on a position on copyright of abstracts, but they did achieve a positive position statement on copyright, which will be recommended to the board of NFAIS. Their statement reads as follows:

   “The copyrighting of indexing and abstracting services relies on the copyrights of compilations provided for in Section 103 of the 1976 Copyright Act. These copyrights protect the rights of the compilation producer to the structure and compilation."

4. JMP Review Committee; Should Physics Today Be Reviewed?

   Koch noted Attachment G, a letter from J. T. Scott to L. F. Biedenharn, chairman of the Journal of Mathematical Physics Review Committee.

   Koch wondered if it would be advisable to review PT in the manner that all other AIP- owned journals are reviewed. Lazarus noted that there is an advisory committee for this and thought an additional review not necessary.

5. Agreements with Foreign Physical Societies for Subscriptions to AIP Publications
   Marks noted Attachment H, which shows the wide range of rates offered to foreign societies for AIP publications.

6. Progress with Electronic Transmission of Abstracts
   Merrill reported on a pilot project now underway for the ACA April meeting. There are two Telemail boxes. One is a public box which is advertised in the ACA Bulletin. The other is a private box for AIP staff to receive abstracts. The recent ACA bulletin was mailed with an insert giving details on the procedures to be followed in submitting abstracts in this way.

7. Need for Grievance Procedure
   Ramsey commented that although he receives inquiries regarding publishing issues, his response is that he does not intervene in these matters.

   Koch felt that a grievance procedure is needed for AIP-owned Publications. The topic will be referred to the Committee on Publishing Policy for consideration and recommendation.

8. Review of Martha Williams Report
   Marks noted the first part of the report, included in the agenda under Attachment I. Part 1 shows that the potential total market for data bases of abstracts is $127 million, physics being a small part (about $ one million) of that figure. AIP and Society journals are on several data bases, so are difficult to segregate. Part 2 of the report, not yet received, will give the results of telephone interviews with people who are using the data bases, particularly the physics data bases.

9. Proposals of Joint Committee on Printing for Government Regulations on Printing
   Koch noted the responses to the Joint Committee on Printing proposal regarding page charges contained in Attachment J (from AAAP, AGU, and NBS). He asked for suggestions on the best way to proceed on matters such as this which involve such short deadlines for responses.

   Grant suggested the use of a Telemail memo. If people have suggestions they can respond immediately. Lazarus agreed that the imprimatur of the Executive Committee can be obtained very quickly this way.

7. Proposed Elimination of a Requirement of Employee Contributions to Retirement Plan
Gilbert noted Attachment K, which summarized the background for this proposal. Consultants who have reviewed our employee benefits plans say the Institute is behind the times in requiring a contributory retirement plan. Employees could use this additional money for a tax shelter (40l(k) plan). He noted that at present many younger employees don't participate in the retirement program until it is mandatory at age 35 because of the requirement for a financial contribution on their part. There was considerable discussion. Ramsey said he was in favor of eliminating the requirement for employee contributions so that the money could be invested in retirement or other tax shelter plans at the discretion of the employee, and he would recommend this.

The following motion was made by Wright, seconded by Beyer, and, following discussion, withdrawn by Wright, with permission of Beyer.

MOVED that AIP contribute the 2-1/2% that employees have been paying, and encourage them to make contributions to tax-deferred pension plans, and remove the contributory requirement.

Madey said that if this proposal is adopted, the plan would result in many more people participating in the retirement plan and would increase the payroll budget. He wanted to know the cost if the proposal is implemented.

Havens noted that the plan was not working as originally intended, and this would make it work. He felt the exact dollar amount was not as important as this factor. Any increase in the plan would be a separate issue, and he felt we would need research from other organizations on this. He would vote f r dropping the required contribution but not for absorbing the 2-1/2% increase.

Gilbert said that 80% of the retirement plans in CESSE organizations are non-contributory. With the adoption of the proposed change, we would be exactly in line with other organizations and marketable, with the 10% that AIP pays.

Wright then made the following motion, based on Gilbert's memo, which was seconded by Beyer, and unanimously carried.

MOVED that the Institute's retirement plan be amended to eliminate the requirement for employee contributions.

Havens asked if an employee should sign something to signify that he/she understands the plan. Ramsey thought they should sign, and that the information should also be clearly spelled out in the Employee Handbook.

Gilbert said that employees would receive the following: a memo from Koch and an explanation from Connecticut General on the 40l(k) plan.

8. Rental of Outside Space
Marks reported that the space at Uganda H use which had previously been considered is not available. It is essential that the Institute get a nearby location. Management is now negotiating for a floor (5,000 square feet) at 216 East 45th Street (between 2nd and 3rd). Physics Today, Advertising, and Marketing would be moved there. The cost of the rental will be distributed over occupants there and at
Headquarters.

9. Status of Office Automation at AIP
Merrill said that there are seven Data General terminals (which will ultimately be used for Subscription Fulfillment) now in operation. He has ordered 12 Hayes smart modems for communication with Telemail. Communications hardware is on order for the Decmates. Each major division will have access to Telemail.

The Electronic Communications Task Force is evaluating the computer needs of some AIP divisions such as PT. It is also looking at online services we could offer to members, such as conferencing.

Koch said these are information gathering efforts at present. He expects to have a physicist at AIP for a period of time, to be involved in the development of a plan. He noted that EI and IEEE have a variety of services available which we should be exploring.

10. Plans for Assembly of Society Officers
Koch noted Attachment L, the draft agenda for the Assembly. He noted that the purpose of the Assembly was to provide a forum for the exchange of information on Society activities.

Madey suggested having a report on the ACA experiment with submission of abstracts. He also suggested a report on the meetings of the Task Force on AIP-Society Relations.

Slack discussed in more detail "standards for metric practice" in which the radian is proposed to be used as a base unit. IEEE has already adopted these standards and ASTM is about to adopt them. AAPT passed a resolution at the January meeting urging the ASTM to desist from this action, and they hope for additional support on their position. Havens thought AIP should support the position of AAPT on this matter.

11. Future Meetings
Koch gave the schedule for future meetings of the Executive Committee:
22 June (Friday) - AIP Headquarters;
6-8 September (Thursday-Saturday) - Woods Hole;
21 October (Sunday afternoon) - St. Louis.
No date for the December meeting has been decided on as yet.

12. Data on Society Memberships and Page Charge Versus Subscription Income
Koch said Attachment M (graph showing Society membership figures from 1899-1983 and graph showing relationship of page charge revenue to subscription revenue in AIP archival journals from 1974-1984) was informational, to show the growth of the Societies and to give an update on how page charges affect subscription income.

13. Other Business

1. Kinokuniya Exchange Rates
   Koch distributed a 6 February 1984 letter from T. Kubota of Kinokuniya to J. DiCaro. Boyce had expressed written concern that members of AAS are being charged an exchange rate that sounded exorbitant. Marks then discussed this with Boyce and learned that Boyce was incorrect in stating that members were charged this rate (360 yen per dollar). It was actually non-member institutions which were charged the higher rate, as per the agreement. The member rate is 260 yen per dollar, which is much closer to the actual exchange rate. It is our understanding that Kinokuniya is treating everyone consistently and properly.

2. International Conference on Magnetism

   Koch noted that this Conference will be held in the U.S. in 1985. The organizing committee received a proceedings proposal from AIP but took the Elsevier proposal. Elsevier will charge a higher rate for the proceedings than AIP had proposed. The operation of the meeting is being handled by a commercial concern, to be billed at an hourly rate. The organizing committee has now come to AIP, saying that we are a fiscally responsible agent, and proposing that we pick up any deficit there might be, or the net income if there is one. We have requested a budget from the organizing committee, as we don't know what the overall involvements are, but Koch sees no reason why we should be involved with this.

   The consensus of the Executive Committee was that AIP should not accept any fiscal responsibility for this conference.

3. Election of Stanford Research Institute as Corporate Associate
   Merrill reported that Stanford Research Institute has applied for membership in the Corporate Associates, with a dues category of $2,000. They will take six journals.

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

   MOVED that Stanford Research Institute be accepted as a Corporate Associate, in the $2,000 dues category.

14. Executive Session
The first part of the Executive Session was held at the Sheraton-Russell Hotel following dinner, starting at 7:50 p.m. and concluding at 9:45 p.m., 21 February 1984. Present were Ramsey, Beyer, Grant, Koch, Lazarus, Madey, Wright, and Havens (as observer for Burton).

The staff, including Koch, were excused for the second part of the Executive Session, on 22 February, which began at 2:55 p.m. and concluded at 3:05 p.m.

These sessions are reported in the official minutes only.

15. Adjournment
The meeting was adjourned at 3:05 p.m., following the conclusion of the Executive Session.