February 27, 1981

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Roll Call

The meeting was called to order at 9:30 a.m. by Chairman Ramsey.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Robert T. Beyer, ASA; Peter B. Boyce, AAS; Charles B. Duke, AVS; William W. Havens, Jr., APS; John C. Johnson, Secretary; H. William Koch, Director; Jarus W. Quinn, OSA; Arnold A. Strassenburg, AAPT

Nonvoting Participant

Bengt E. Bjarngard, AAPM

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary; John Auliano, Manager of the Data Processing Division, for Item No. 6c.

2. Minutes of Executive Committee Meeting of 18 December 1980

The Secretary noted correction of two typing errors in the draft minutes. Upon motion by Havens and second by Strassenburg, the minutes of the 18 December 1980 Executive Committee meeting were approved for distribution.

3. Nominating Committee Procedures and Recommendations

Koch reported that Richard W. Hoffman, Chairman of the Nominating Committee, had asked for and received input from AIP management; however no recommendations were made for membership on the Executive Committee. All proposed committee members are to be contacted to assure willingness to serve if elected. The Nominating Committee report will be presented for action at the Governing Board meeting on 27-28 March 1981.

4. Proposals on Journal Prices and Page Charges

Koch reported it is considered necessary to levy an increase in nonmember prices for the six AIP-owned archival journals; it is suggested that the Executive Committee propose such recommendation to the Governing Board at its March meeting. He noted that automated interlibrary lending is expected to have a substantial impact on subscription income. Another matter of concern is the trend in changing federal budgets which could have an adverse effect on support for page charges. Since AIP page charges amount to about $2 million per year, it may be necessary to increase the nonmember subscription prices by 40%.

Duke indicated that, for the Executive Committee to make proper decisions, it will be necessary to have a total product marketing picture, including tapes, etc. Koch responded that it is his intention to have such information by June in order to permit a marketing analysis. A brief discussion provided views of Committee members regarding facets of this consideration. It was noted that the Publishing Policy Committee had a meeting earlier in the week.

5. Further Comments and Recommendations of Publishing Policy Committee

1. Status of Chinese Physics Journal

   Koch showed a mock-up of the new Chinese Physics journal. There will be about 30 articles in the first issue which is scheduled to appear at the end of March; the second issue is scheduled for May.

2. New Physics Briefs Proposal to Include France

   Koch gave background information on Physikalische Berichte. On 30 or 31 March one or two people from AIP will go to Karlsruhe to follow up on the Publishing Policy Committee recommendation that the proposal for publication of Physics Briefs include France. Under this proposal, AIP would be the publisher and all printed products will be produced by AIP. The management board will oversee assignment of expenses and collection of income. In the case of the tape production, Karlsruhe will do the final editing and production of a tape. Royalties would be distributed according to the fraction of the data base.

   A number of observations and suggestions were made, directed to the point that the preliminary proposal needs to be modified in order to assure a net income for AIP. Koch indicated he would include the suggestions of the Committee in redrafting a proposal to go before the Governing Board.

3. Proposal to Up-Grade ATEX to Release III

   Marks distributed copies of a “Proposal for the Establishment of Journal for Undergraduate Research in Physics.” Rexford Adelberger submitted the proposal that Guilford College publish a journal of undergraduate research for AIP. AIP is asked to supply money that would correspond to the operating deficit for the first two years. There are such funds to encourage undergraduate activities in the Society of Physics Students budget, and the Publishing Policy Committee has recommended that AIP proceed with this.

   The following motion was made and passed unanimously:

   MOVED that funds be authorized to underwrite necessary costs for two years to permit the establishment and publication of an undergraduate research journal.

4. Report of the Ad Hoc Committee for the Review of The Physics of Fluids

   KOCH distributed copies of the subject report. Since Francois Frenkiel, Editor of The Physics of Fluids, is now 70 years old, plans are under way for his replacement. A principal recommendation from the review committee is to develop a fast communications section of PF. It is proposed to identify an Associate Editor to: (1) develop this section, and (2) become Editor eventually.

   It is planned to go through each of the AIP journals once every five years, and the Publishing Policy Committee has recommended that the Journal of Applied Physics and Applied Physics Letters be reviewed next.

6. Progress on 1980 Audit and 1981 Fiscal Reporting

1. Staffing

   Koch reported that Edward Kuczmarski has been hired as a consultant to accelerate completion of the 1980 audit. Students from Iona College have also been hired to assist in the accounting area.

2. Schedule for Completion of Audit

   Gilbert reported it is planned to reorganize, and up-grade the talent of, the people in the Accounting Division. Kuczmarski will advise how to shorten the audit time by doing certain analysis work “in-house” and, after evaluating the accounting system as he goes along, will be in a position to make recommendations for improvements. The timetable calls for prorations to be completed by the end of March which will expedite variance statements to the Societies. The audit report should be issued in June.

3. Arrangement with Business Controls Corporation

   Gilbert reported it had been expected that a report would be received from Business Controls Corporation (BCC) on the AIP accounting operation by the end of January. Due to a change in personnel, the original agreement was super-ceded. John Auliano joined the meeting at this juncture and distributed: (1) copy of a letter from BCC to Gilbert dated 26 February, (2) hardware configuration sketch, and (3) “Hardware Overview by Location.” BCC has recommended only one computer.

   AIP will review the comprehensive report and evaluate whether there should be 8 terminals in Accounting, and things of that nature.

   BCC is next to work on a preliminary design of the subscription fulfillment system. An evaluation is being made on what software packages can be carried over into the new system. For Subscription Fulfillment, the detailed code writing is strictly a vendor effort, and these come together when the system reaches the test stage. Under this plan, Subscription Fulfillment and Accounting would be implemented at the same time. It is planned that the overall proposal will have been cleared as meeting the needs of the various Societies. (Subsequent deliberations on this plan by the full Board have caused a change in the approach.)

The meeting was recessed for luncheon at 12:30 p.m. and reconvened at 1:20.

4. Proposed Supplemental Agreement with APS

   The proposed Supplemental Agreement No. 4, distributed with the agenda for the meeting, was discussed by Havens. After discussion Havens, with the concurrence of J. A. Burton, agreed to the removal of two sentences in the proposed agreement, subject to approval by the APS Executive Committee, which read as follows:

   “If this final quarterly statement contains one or more items having incomplete actual cost data, it is understood that the maximum payment by APS for any such incomplete item shall not exceed the budget for that item. The submission of incomplete cost data should occur infrequently and the use of budgeted figures on those occasions is not intended to replace the basic policy of billing Member Societies for the actual cost of services provided by AIP.”

   The following motion was made by Havens, seconded by Quinn, and passed without dissent:

   MOVED that AIP accept the proposed Supplemental Agreement No. 4 with APS, as modified.

7. NSF Indirect Cost Rate Audit

Gilbert distributed copies of a document entitled “NSF Indirect Cost Rate Audit.” Each year AIP is required to establish an indirect cost rate for NSF. The new proposal is for 31.15% of total direct costs, compared with 27.15% for the current rate. It is anticipated that the new rate will be approved, after which it will be applicable to all new NSF grants.

8. Woodbury Addition Cost Over-Run

Marks distributed copies of a preliminary status report on Woodbury facility costs in the form of a memorandum to Koch from Alan Z. Krantz, Manager of Building Facilities, dated 26 February 1981. Information on this will be reported to the Governing Board at its 27-28 March meeting.

9. Information on Educational Services Branch Activities

1. Renewal of NSF Grant for Science TV Reports

   Slack reported the grant instrument had been received from NSF in the amount of $160,426 for production of 15 short films in three series. Science and technology museums have shown interest in getting copies of these films.

2. Selection of Heineman Astrophysics Prize Winner

   Slack reported the selection committee had chosen Riccardo Giacconi of Harvard to receive the Dannie Heineman Prize for Astrophysics. This is the second such prize of $5,000, and it will be presented at the summer meeting of the American Astronomical Society in Calgary.

3. Status of Manpower Statistics Survey

   Slack called attention to Beverly Porter’s article in the January issue of Physics Today summarizing results of sampling surveys and analysis thereof. It is intended this year to enlarge the sample and have people in the sample for next year be added in such a way that one can get better data on small populations. It is planned to send short questionnaires to about 20% of the total membership with the dues billing, from which a return of about 75% is expected. It is believed that any effort to extend this to the entire membership should await arrival of the design of a computer system to handle the data. It was agreed that the Director should commend Beverly Porter for the fine job she did in the analysis just published.

10. Election of Corporate Associates

Lasky reported that eight new Corporate Associates are proposed for membership. The AIP 50th Anniversary was used as an occasion for a letter drive which consisted of a mailing to 181 prospects. Another group that included FFR&D, Government, and nonprofit laboratories produced no responses. With the eight new applicants, AIP will have 89 paid Corporate Associates for 1981 totaling $95,000. Bills to 26 companies are still outstanding.

Upon MOTION made by Havens, seconded by Strassenburg, and passed without dissent, the following organizations were elected Corporate Associates of the Institute for 1981:

Ramsey suggested consideration be given to adjusting the dues to account for inflation. This will be done.

11. Review of Proposed Program for Assembly of Society Officers and Governing Board

Koch distributed copies of a tentative program for the 27 March Assembly of Society Officers. The Assembly will be followed by the Annual Meeting of the AIP Corporation, which should not last more than a half hour, and then by the opening session of the Governing Board meeting. For the Assembly, AIP has tried during recent years to provide a timely program that Society officers might not otherwise have access to. This year the primary theme will be technology and systems for information storage, retrieval, and distribution.

12. Other Business

1. Council for the Advancement of Science Writing

   Koch reported that the Council for the Advancement of Science Writing has requested a $1,000 sustaining member contribution from AIP, which was provided two years ago. Due to objections to contributing to an organization that is not classified 501(c)(3), this will be “put on the back burner” until a determination is made concerning the classification of the organization.

2. Request to Provide Office Management Services for the Radiation Research Society

   Slack reported that Dr. Mortimer M. Elkind called to inquire whether AIP would be interested in providing office management services for the Radiation Research Society similar to those provided for AAPM. RRS publishes a journal, “Radiation Research”, through Academic Press, and there are at present 1,300 members. They have asked for a proposal from us to provide a headquarters office for them. They were told that, if we were to do this, they should be accepted first as an Affiliated Society of AIP. Their committee to consider this is meeting the week of 1 March.

   Ramsey warned about taking actions which might violate the AIP IRS status. Quinn expressed the sentiment that, if RRS were to become a full Member Society, AIP should be in favor of it. This appeared to be the consensus of those present. Slack will endeavor to get more information about the future aims and plans of the Radiation Research Society.

3. Nominations for the National Science Board

   Koch announced that AIP has been asked for recommendations by the Chairman of the National Science Board for nominations to that Board. Members of the Advisory Committee on Corporate Associates will be solicited to suggest names directly since AIP, as an organization, will not make recommendations.

4. Status of Amended Constitution

   Johnson reported that notice has been received from two Member Societies that they have ratified the proposed new AIP Constitution, APS and AAPT. No negative notices have been received.

5. Change in Presidential Science Advisor

   Slack distributed copies of a “New York Times” article entitled “Science Post Change Weighed by Reagan.” This is being sent to the Committee for Public Policy where the members will be asked to bring it to the attention of their Society officers for whatever action they see fit.

6. J. W. Stout Letter re Page Charge

   Boyce noted that a letter had been sent by J. W. Stout, Editor of The Journal of Chemical Physics, to L. M. Branscomb, Chairman of the National Science Board, suggesting that page charges be paid by some Government agency. This action on AIP editor’s letterhead was considered to be inappropriate since it is the prerogative of AIP and the Executive Committee to handle such matters.

13. Next Meeting

A meeting of the Executive Committee was tentatively scheduled for 26 March, in the evening, at Woodbury. (This was cancelled subsequent to the meeting.) The next meeting will be held at Baltimore, at the time of the APS meeting there, on the morning of Thursday, 23 April, starting at 9:30 a.m.

14. Executive Session

At 3:05 p.m. the staff was excused and the Executive Committee met in executive session to discuss the report of the Committee on Fiscal Reporting, copies of which had been distributed by its chairman, Quinn. A report of that session is attached to the official copy of these minutes.

15. Adjournment

The meeting was adjourned at 3:30 p.m.