February 25, 1983

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. by Chairman Ramsey.

Executive Committee Members Present

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

Executive Committee Member Absent

Robert T. Beyer

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Bernard Dolowich, Controller; Lawrence T. Merrill, Assistant to the Director; Nathalie A. Davis, Assistant to the Secretary

For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they occurred.

2. Minutes of Executive Committee Meetings – 29 October and 16 December 1982

Minor corrections were offered and accepted for both minutes, whereupon they were approved by acclamation.

3. Review of Governing Board Agenda Items

Koch noted that at this meeting, as was the case for the September meeting, it is the intention to discuss policy matters and philosophical issues in addition to reviewing the agenda for the upcoming Governing Board meeting.

1. Reports of Advisory Committees

   1. Library Policies Proposed with Committee on History of Physics

      Slack reported that at the recent meeting of this Committee the issue of establishing a written policy governing use of the holdings of the collection was discussed. Use of the collection is increasing and a written policy would facilitate operations for users and staff. In compiling the proposed written policies (included in Attachment A), Weart had reviewed the Guidelines for the Society of American Archivists.

      Madey, noting that the policy as stated is to emphasize materials for pre-1950, felt that it also was important to acquire materials dealing with more recent history. Slack said that this date was given as it was felt it would be better to acquire materials on the earlier period while people are still around to talk with; the date was merely inserted to indicate that the library does not acquire recent materials. It was decided to recommend indicating that at present the heaviest concentration of materials is in the pre-1950 period.

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

      MOVED that the Executive Committee approve the policy statement governing use of the resources of the Center for History of Physics Niels Bohr Library, incorporating minor modifications.

   2. Role of Committee for Public Policy

      Koch reported that this Committee, chaired by Geballe, had not yet had a full meeting, but that Geballe was considering the areas where it could be effective and play a key role, if the Member Societies felt comfortable with this approach. Three possible areas are: 1) Watching for the appropriate role that AIP can play in support of the APS Washington office. AIP is recruiting for an associate editor of PT to be located in Washington, who would aid in reporting the APS and other activity and who would have space in the APS office. 2) Development of the Educational Services Five-Year Plan. Geballe will meet with the Task Force to see what role the Committee can play; it can look both internally at AIP and Member Societies and externally at the Washington scene. 3) Planning of Assembly of Society Officers. In future years, this Committee could be the program committee for the Assembly.

      Madey asked how the PT editorial position is envisioned. Marks said that the job requires a person who has a science writer background and who can probe and put material together quickly. The first year the employee would need to be in New York part time, to get integrated into the magazine, but in the long term he/she would be based in Washington; they hope to hire someone within the month. Burton and Ramsey both felt it useful to have someone primarily based in the Washington area.

   3. Committee on Constitution and Bylaws

      Slack noted Attachment B (attached herewith, with changes noted), a report from Crane containing proposed revisions in the Constitution and Bylaws.

      Lazarus questioned the phrase “not weighted by membership”. Slack pointed out that the proposed revision leaves to the Bylaws the determination of the formula for the dues. The proposed procedure for determining dues was interpreted to mean that the annual regular member dues of each Society would be summed and then divided by the total membership.

      There was general agreement on the proposed changes in Article XII (Committees).

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

      MOVED that all of the proposed changes, as put forth by the Committee on Constitution and Bylaws, with changes suggested by the Executive Committee, be recommended to the Governing Board for approval.

2. Status of AIP’s New Computer System

   1. Schedules

      1. Subscription Fulfillment System

         and

   2. Comments from Societies

      Dolowich reported on the meeting with Ron George and Doug Fisher of AZTECH on 18 February with another meeting scheduled for 3 March, with reference to the letter of 4 February from Fisher.

      The timetable is the overriding issue. This system was originally conceived as a one-year project, of which the design consisted of three phases: the conceptual design, the general design, and the detail design, with the latter to be completed by the end of March. The AIP staff had always thought that AZTECH's timetable was overly optimistic.

      Areas discussed by AZTECH were:

      1. Cash processing. This procedure, which now allows cash to be deposited first and processed later, has always been recommended by the auditors. NCR has equipment which the staff feels would do the job well, and is reasonably priced; staff is awaiting a compatibility test of the NCR and Data General equipment before proceeding.

      2. Random expiry. This has always been in the RFP, but was not fully described. The details were to be addressed in the general design phase. This feature will be of great advantage: it will spread the peak work load and will be beneficial for the SPS because of the high turnover in its membership. The random expiry feature is particularly important with SPS and is also important for journals like PT or JVST which want to expand their subscriptions beyond Member Societies. If Societies want to go to a member anniversary billing system later, there will be no problem in accommodating to their needs provided the possibility has been built in at the outset.

      3. SPS and Sigma Pi Sigma. When the SPS work was analyzed in December, it was felt that with a little extra work, the SPS operations now on the Univac could be adapted to AZTECH’s project. SPS will be considered the same as another Society.

      All of these subjects were mentioned prior to the detail design and all will be financially beneficial to the system.

      The following will be discussed at the 3 March meeting with AZTECH:

      1. Clarification of the detail design. The general design included much more detail than anticipated.

      2. Establishment of a more realistic timetable. An AIP staff review of all material submitted by AZTECH is essential and is more time-consuming than AZTECH anticipated.

      3. Areas that AZTECH says were not in the RFP.

      4. Impact of the timetable on the penalty clause for delay in delivery.

      AZTECH has not yet delivered the job accounting audit trail, end of day processing, back up and restart procedure, and disaster philosophy; these are expected in early March, and must be reviewed. It will be impossible to complete the review before early April.

      Dolowich said he would have more input on these points after the 3 March meeting. It would be foolhardy to convert the system at a peak period; even if delivery were completed by 15 December, it would not be realistic to convert then, but better to convert about 1 February, at a lower point of activity. He proposes continuing the Univac until February; however, it would be scaled down before then as it now seems possible to take Accounting off the Univac prior to this time.

      Marks added that AZTECH was selected as they are the most familiar with all of the systems required. The quality of their personnel is excellent. More of the detail work has been done in the early stages than AZTECH had expected, and it is anticipated that it will now go faster.

      Wright asked if Boyce (Chairman of Committee on Society Services) had been contacted about the results of the 18 February meeting. Dolowich said that Boyce has been sent all the material in Agenda Attachment C and has been apprised of the meeting to take place on 3 March, after which there will be more of substance on which to report.

      Lazarus noted that Boyce's letter had suggested adding a senior project manager to aid in these problems. Dolowich responded that, considering that we are deeply involved in the Fulfillment System design and estimating the learning curve involved for any new person, he has concluded that this staff addition was not useful at this time.

      Lazarus suggested having the ad hoc Committee on Computer Needs get a report on the negotiations of the 3 March meeting prior to the Governing Board meeting. Koch suggested that Ramsey call Quinn (the Committee Chairman) to discuss holding such a meeting. Burton suggested leaving to the discretion of the Committee whether they can meet prior to the Governing Board meeting.

      [Subsequent to the meeting, Ramsey called Quinn to consider the possibility of an informal meeting of the ad hoc Committee on Computer Needs and the Executive Committee on 10 March at the conclusion of the evening session of the Assembly. This was decided upon, all members of both Committees were officially contacted, and the meeting was held.]

   1. 2. Accounting System

         Dolowich said that great progress had been made in 1982. The variance statements are on time. Packages for the general ledger, accounts payable, and quoted prices (currently being processed on the Univac) will be purchased from M & O assuming that a test to be run on 28 February on the Data General equipment is satisfactory. Other Univac packages are being rewritten in Cobol for the Data General. The AIP payroll is being done by ADP, with no plans to change that procedure. TIAA-CREF retirement data has recently been computerized.

         Dolowich recommends converting accounting to the Data General as soon as reasonable, which appears to be late summer. The benefits of earlier conversion would be to give the staff an earlier opportunity to get familiar with the Data General equipment. The date depends on negotiation with AZTECH and Data General concerning delivery of the computer, and a revised time schedule for payment of that equipment.

3. Financial Reports

   Gilbert distributed a handout covering all items under this heading (copy attached).

   1. Estimated Financial Report for 1982

      Gilbert said that the estimated 1982 financial statement will be available at the time of the Governing Board meeting.

   2. Transfer of General Fund (Accumulated Net Income) to Designated Funds (Reserves)

      Gilbert explained the fund accounting concept which AIP uses (see handout). The first big fund in a non-profit company which uses this format is the Operating Fund, which includes the General Fund; there are also Restricted Funds and the Property, Plant, and Equipment Funds. He reviewed the suggested transfers of the balance in the General Fund to the Building Fund, Equipment Fund, and the Publications Fund. He noted that it is important to build up the Publications Fund, as this income is vulnerable, especially that which is derived from page charges.

      Ramsey said that for the actions contemplated, separate motions would be needed. Accordingly, the following motions were made by Wright, seconded by Madey, and unanimously carried.

      MOVED that the General Fund shall contain a balance not to exceed $200,000.

      MOVED that for 1982, the Executive Committee authorize transfers of the balance in the General Fund (in excess of $200,000) in accordance with the following percentages:

      • 25% to the Building Fund
      • 25% to the Equipment Fund and
      • 50% to the Publications Fund

      MOVED that the Executive Committee authorize transfers of the year-end balance in the General Fund, in excess of $200,000, with percentages established at the annual budget meeting.

   3. Relationship of History Endowment Fund and Other Designated Funds to AIP General Fund

      Gilbert explained the workings of these funds (see handout).

   4. Investment of Designated Funds

      and

   5. Progress of Committee on Finances

      Gilbert reviewed the procedures of various CESSE organizations concerning investment procedures and policies (see handout).

      Koch and Gilbert have met with Harold Nagorsky, Assistant Treasurer of the American Society of Mechanical Engineers, who have an investment portfolio of about $23 million and four investment advisors; Nagorsky recommends using a number of different companies to make recommendations on investments. AIP Management feels the short term investments should be separate from the equity problem, for which an investment advisory committee is desirable since the Management Committee does not want to be responsible for equity investments.

      Koch noted that the Nominating Committee had made no recommendations concerning the Committee on Finances, which was authorized in the October 1982 Governing Board meeting. Koch felt it desirable to have Ramsey or the Executive Committee make these nominations.

      Burton said this is a very important committee; there is the question of to whom they report. Koch suggested that they could make proposals to the Chairman of the Committee on Fiscal Policy. Wright said this latter Committee is concerned with carrying out charges from their Societies on Society funds, whereas this proposed committee would be concerned with AIP funds. Lazarus and Ramsey felt the proposed committee should report to the Executive Committee, since the Executive Committee has the financial responsibility for the Institute.

      The following motion was made by Kelly, seconded by Wright, and then withdrawn on the basis that the motion to establish a Committee on Finances had been made by the Governing Board.

      MOVED that the action to establish a Committee on Finances be rescinded, and that a committee on fund raising and a committee on investments be established.

      Ramsey suggested that the procedure for this committee could be a departure from the regular committee procedure: that they report to the Governing Board through the Executive Committee, with the members appointed by the Chairman of the Governing Board.

      Grant said it is important to establish the length of the appointment, and suggested that these appointive positions be terms of three years, with possibility of renewal. Ramsey suggested that they be staggered appointments.

      Gilbert said that a charge to the committee is needed. It was agreed that the primary charge would be to advise the Governing Board and Executive Committee on investments; people who are investment-oriented would be appointed.

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

      MOVED that membership of the Committee on Finances consist of three persons, each to be appointed to a three-year term by the Chairman of the Governing Board, the terms to be staggered so that one person's term will expire each year.

   6. Financial Handling Charge for 1984

      Gilbert stated that the AIP Constitution provides that the Member Societies pay a financial handling charge not to exceed 1% of the monetary value of business done on their behalf. This charge is fixed annually by the Governing Board and was set at 5/8 of 1% for calendar year 1983. The staff recommends the same percentage for 1984.

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

      MOVED that the Executive Committee recommend to the Governing Board that the financial handling charge for 1984 be fixed at five-eighths of one percent of the monetary value of business done for Member Societies.

4. Report of Workshop on Financial Prorations

   Gilbert reported that this workshop was held on 16 February, chaired by Clark (Chairman of the Committee on Fiscal Policy). It was well attended, and there was excellent participation. Burton commented that the workshop was well run and instructive. Copies of the booklet were sent to all Executive Committee members; it will be updated periodically. The Member Society representatives expressed a desire to have the more complicated prorations simplified. They recommended that the staff develop fixed prices to cover charges for special publishing projects for which all the work is done inhouse (mainly printing and duplicating), thus eliminating quoted costs and variances. This would not apply to ongoing activities.

   Marks said that if fixed prices were applied to all publishing operations AIP would have to absorb any overage from AIP net income. If the actual cost were lower, AIP would return the income. This procedure would involve a Constitutional change, since the Constitution specifies that services be done at actual cost for Member Societies.

   Koch asked Burton if he understood the database prorations. Burton said he did not completely understand them.

5. Policy Issues and Assignments to Committees

   1. Update of AIP Style Manual

      Marks reported that a subcommittee of the Publication Board is working on a revision of the Style Manual. This is complicated because of the necessity for APS to give authors instructions for Compuscript and for preparation of camera ready copy. These instructions are not included in the present Style Manual. The subcommittee is consideriug whether there should be a section in the Manual covering these topics.

      Lazarus said that APS now has to prepare detailed instructions for authors to prepare camera ready copy; he wouldn’t recommend putting this sort of thing in the Style Manual.

      Ramsey felt that it was important to make the Style Manual basic for all publications. To put a burden on the author for the benefit of institutions which can afford to submit camera ready copy is unfair.

      Koch asked if there were any suggestions to the subcommittee now working on this revision. Burton suggested that thoughts from the PR editors who are working on preparation of camera ready copy could be considered by editors of the AIP Style Manual.

   2. Standardized Copyright Policy

      Marks reviewed the background on this matter, noting that the Committee on Publishing Policy has spent much time on it. The AIP policy was broadened and is much more liberal than the law allows, for instance enabling libraries to make copies that are not sold without getting permission. The APS statement is still quite different; it requires a special license whenever copies are made for resale.

      Lazarus said he had proposed at the last APS Publications Committee meeting that APS adopt the AIP statement, but they saw no need for change.

      Lazarus noted that Section 107 of the law is consistent with AIP policy but Section 108 is not. Marks said that the legal advice which AIP received was that our policy is legal. Lazarus said that the AIP policy has three levels: 1) fair use, 2) CCC use, and 3) separate negotiation, whereas the APS uses levels 1 and 3 only.

   3. Sale of Computer Tapes of Abstracts

      Koch said that AIP wants to be in a position to negotiate on behalf of all the Societies to achieve the widest possible dissemination of a tape of abstracts. He would need to know that the Societies would go along with a negotiated agreement; he thinks there is a need for a uniform voice at AIP. He wondered if AIP should have representatives from the Executive Committee or APS involved in the discussions. Ramsey suggested the possibility of a subcommittee from the Executive Committee to participate.

      Burton asked for more discussions on the present arrangements with FIZ and DOE. Koch said that the arrangement with FIZ is the one in effect since 1978; the new agreement has not yet been signed. The representatives from Physics Verlag say that it is better in negotiations to separate the printed product from the tape product.

      Lazarus said it is a question of where the initiative should lie. APS is not looking to do separate negotiations on secondary services. He suggested discussing the ideas with Burton; APS needs to understand the basic issues before giving a go ahead.

      Madey asked if discussions with FIZ and DOE include only AIP journals or if all Society journals are included as well. Koch said it is better for both sides to conduct discussions for all the Societies as well. If Management negotiates on behalf of all Societies and then gets a negative response from any Society, the situation becomes difficult and can ruin the negotiations for all.

      Burton said that payments from FIZ and DOE have been mingled in a way that he found hard to unravel, and it has not been clear whether these things are financially advantageous or not.

6. Function Planning in 1983

   Koch reviewed the development of the Function Planning volumes. The 1982 volumes contained a Publishing Development Plan. The 1983 edition will contain an Educational Service Plan and five-year projections.

7. AIP Personnel Policies

   Gilbert distributed a handout summarizing current AIP personnel policies (copy attached to official minutes), noting that it had been an active and productive year in this regard, with benefits being re-evaluated and/or increased. Employee turnover was 24% in 1982, the lowest ever.

(The meeting recessed for lunch at 12:30 p.m. and resumed at 1:15 p.m.)

4. Publishing Issues

1. NSF Proposal for Support of Chinese Physics

   Marks reported that we still have only 140 subscriptions to this journal. He feels, based on this year's promotion and favorable reviews and our negotiations to handle one of their journals, that the number will increase. 300 subscriptions are needed to break even at the present price. The NSF will support the journal for another year.

2. Publication of Intermagnetism Conference Proceedings in Journal of Applied Physics

   Koch said that every third year this is an international conference. AIP is proposing to publish the proceedings of the international conference to be held in 1985 in the U.S. The conference would not pay page charges but they would pay a $95,000 contribution coming from their registration fees, which would cover about 65% of the total cost. The proceedings would be about 1800 pages and would be published in two volumes, as a supplement going to all subscribers of JAP. He noted that we are competing in this bid with Elsevier, which has published it in the past. We have a larger circulation and can sell it at one-third the price.

3. Establishment of Search Committee for Journal of Mathematics Physics Editor

   Koch reported that John Klauder has been editor of this journal for five years and wishes to resign. There was consensus that Management should proceed with a Search Committee to identify appropriate candidates for the editorship.

4. Preliminary Report from Committee on Publishing Policy

   1. Reports from Subcommittee on Electronic Publishing, Journals, and Books

      Marks noted that this Committee now has three subcommittees, all of which have met.

      The Subcommittee on New Books had a wide-ranging discussion. It was decided that the first priority would [be] to explore out-of-print books that would have a market. Second priority would be to reprint books, particularly for PT. Third priority would be consideration of one general interest book a year.

      The Subcommittee on New Journals discussed the report on JAP. They felt that consideration of how to start a new journal could be through subdividing this journal, and voted to advise increasing the frequency to twice a month, subject matter to be defined by the editor for each section. The Committee on Publishing Policy then recommended this to start next year, making the sections available separately to members in the following year, with libraries required to take both sections. The cost would be $15.00 more per year for subscriptions.

      The following recommendation from the Committee on Publishing Policy was unanimously carried.

      That the Journal of Applied Physics be published in 24 issues in 1984, with subject matter to be defined by the editor for each section. That in 1985 this journal would be offered for sale in two separate sections, with sections available separately only to members. Libraries will be required to take both sections.

5. Educational Service Issues

1. Status of Educational Services Five Year Plan

   Slack said that the Education Task Force, chaired by Shea, has had several meetings. The procedure is to examine current services of other disciplines as well as AIP in order to identify the services which they perform which might be useful for AIP. An important input will be the workshop at the forthcoming Assembly of Society Officers. Ideas will be surveyed with a cost analysis (both the core cost and the incremental cost), and will be put in a priority list. Computer and word processing needs are being surveyed for these services.

2. Financial Support for Educational Services

   Koch noted three problems in this regard:

   1. Magnitude. The present funding is $1 million, primarily from publishing services. We won’t envision enlarging the load unless we find new sources of revenue.

   2. Promotion of AIP activities. Most of the Institute activities are low-keyed, without AIP identity. If we raise money, it should have AIP identification.

   3. Future support for TV programming. He feels it would be much better to do a cooperative effort with other organizations such as IEEE and ACS.

   Madey asked if the Corporate Associates had addressed this issue. Koch said that they feel they are serving by supporting the annual Corporate Associate meeting; nevertheless they will consider ad hoc projects.

   Regarding funding for TV programming, Kelly noted that the House has before it a bill with an amendment allocating substantial funds for science for the public, which would go to the Department of Education; a similar item is proposed for the NSF. Money should be available from that. For specific ideas, companies like Hewlett-Packard, IBM, Exxon, Bell Labs, AT&T, and other major corporations have funds available. Burton added that if you can identify something of real interest, companies will support it.

   Koch commented that there is an endowment, with restricted funds, for the history project, which is good, particularly in relation to the IRS, but AIP has no restricted endowment with which to work. Burton asked about the disposition of the history funds. Slack said that the Center has both general endowment income and money which is specified for a specific program. The projected cassette program is the first applied use of money from endowment income.

   Ramsey said he thinks there is not much of a possibility for AIP endowment; rather there is a good opportunity for specific things which will elicit considerable interest. Lazarus added that he thought the AIP TV shorts were excellent; this is the sort of thing AIP should develop.

   Grant said that in doing the long range planning for educational services it is important to discuss things which should be funded immediately, and things for which funds (venture capital) are to be sought from outside sources in order to start new projects.

6. General Issues

1. Office Automation at AIP

   Koch noted the use of the Decmates purchased in September. There are new releases coming out all the time, and he thinks that a small initial investment in this type of equipment is wise, as there are many changes in this field. At a recent trip to Philadelphia for an office automation conference he viewed new office equipment. In experimenting with the IBM personal computers purchased for management use, they found that the word processing equipment for these was inefficient, and that it would be undesirable to impose these computers on people who only need word processing equipment.

   He sees a three or four level system for AIP:

   Top level	MV8000, which has dumb terminals available. It is inappropriate to do extensive word processing here.
   2nd level	word processing shared logic systems, such as Wang offers.
   3rd level	IBM personal computers.
   4th level	data processing level.

   It appears that in the near future, there will be a need to develop a computer plan for AIP and the Member Society offices as well as for linking them together. It will be important to use a consultant to achieve maximum utilization of this equipment. Management is thinking of having one IBM personal computer designated for confidential personnel records.

2. Affiliation of New Societies with AIP – Pros and Cons

   Koch said two proposals had been received.

   1. American Meteorological Society, which would like to benefit from our publishing services for their publications. Koch doesn't see that the proposed Affiliated Society status would develop into Member Society status with this organization. Services would be provided to them at actual cost plus 15% overhead. This society is based in Boston in a building which it owns; it is a small society which publishes about 10,000 pages a year in the geophysical area; its journals are printed at Lancaster Press. They have a page charge system. They are good to deal with and have a well-run outfit.

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

      MOVED that the Executive Committee recommend to the Governing Board that the application of the American Meteorological Society for Affiliated Society status be accepted.

   2. Materials Research Society. They propose to have their headquarters office at AIP headquarters and to have an executive officer hired. They have several topical conference proceedings published, currently by Elsevier, and a letters journal, also published by Elsevier. Koch has requested samples of their publications. The discussions in the Committee on Publishing Policy suggested that if this society becomes affiliated, it should be the goal for them to have their services done by AIP; this would be even more important if they were to consider becoming a Member Society.

      Lazarus commented that this society is closer to AIP than some of the present Member Societies. It is a new, highly professional organization based on the need of materials physicists who want contact with physical metallurgists to maintain a base, as there has been some disaffection with the materials science people. There would be some overlap with APS, which is not seen as a problem. He suggested, however, that we not do billing on subscription fulfillment for an outside-owned journal. They would have to work out how to bill separately for their journals if they became affiliated.

      The following motion, with wording suggested by Ramsey, was made by Kelly, seconded by Madey, and unanimously carried.

      MOVED that the Executive Committee recommend to the Governing Board that the application of the Materials Research Society for Affiliated Society status be accepted, with the proviso that AIP not do their subscription fulfillment billing if their journals are owned by Elsevier-North Holland.

3. General Motors Foundation Sponsorship of Industrial Applications of Physics Award

   Koch reported that he had received telephone confirmation from Nils Muench of GE Corporate R & D that the General Motors Foundation will sponsor this award for the next two presentations (it is given every other year). They will provide $5000 and up to $1000 for expenses for each presentation.

7. Other Business

1. Forthcoming Meetings

   The possibility of an extra Executive Committee meeting to discuss the computer at the time of the Governing Board was discussed. The only available time slot would be at 8:30 p.m. following the evening workshop sessions on 10 March. Burton suggested a joint meeting with the ad hoc Committee on Computer Needs. It was agreed that an informal meeting of the two committees would be held at that time.

2. Update of Logo

   Madey wondered about the possibility of updating the AIP logo. Ramsey said that a number of people had thought this was a good idea at the time of the 50th anniversary, and several revisions were considered by a special committee but the decision at that time was to keep the old logo.

3. $1.00 Dues Allocation for Physics Today

   Grant reported that six of the nine Societies have responded that they would put the $1.00 allocation for PT on their dues bill.

8. Executive Session

The meeting went into Executive Session at 4:00 p.m. This is reported in the official minutes. An item for public record is herein reported.

Discussion was held concerning the role of executive sessions of AIP advisory committees. Koch noted problems which had developed as a result of poor communications concerning formal actions requiring staff response which had been taken during such sessions.

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

Any formal action taken during an Executive Session of the Executive Board normally should occur in the presence of the Executive Director of the Institute.

9. Adjournment

The meeting adjourned at 4:20 p.m.