June 12, 1986

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order by Chairman Frauenfelder at 5:00 p.m. in the Compton Board Room at AIP Headquarters.

Members Present
Hans Frauenfelder, Chairman of AIP
Peter B. Boyce
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Executive Director
David Lazarus
Edward N. Sickafus
Jack M. Wilson

Members Absent
Fobert T. Beyer
F. Dow Smith

Non-Voting Participant
Jean St. Germain (AAPM) (part of 13 June session)

Guest
Kenneth W. Ford (part of 13 June session)

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 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 the Secretary

  1. Minutes of 13-14 February, 14 March, and 15 March 1986 Executive Committee Meetings
    The draft minutes of these meetings were approved by acclamation.

  2. Responses from Governing Board to Mail Ballot re Republication of Abstracts
    Grant reported that this mail ballot, sent to Governing Board members on 26 March 1986, has been approved by a two-thirds majority of the Governing Board.

  3. Follow up on Copyright Transfer Form
    Grant reported that the Copyright Transfer Form, as approved by the Governing Board at its March meeting, is being prepared for distribution. The revised form applies to AIP journals. APS has already taken favorable action on use of the form for their journals. The other Member Societies will be contacted regarding their implementation of this policy, in the hope that a common copyright policy might be achieved.

  4. Frauenfelder Memo re Space Needs
    Grant noted Frauenfelder's memo regarding space needs, and accompanying informational memo from Havens, which was sent to all Member Societies (with copies to the Governing Board) on 26 March. Responses will be discussed at the September meeting.

  5. Revised AIP Constitution
    Grant reported that ASA had communicated its approval of the revised Constitution; eight of the nine Member Societies have now given approval.

3. Building Facilities

  1. Status of Washington, DC Office
    Koch reported that William R. Condell, Jr., had begun his position as manager of the Washington office on 1 June.

    1. Renovations
      Koch reported that renovations of the space at the AGU building are progressing. It is expected that it will be ready for occupancy by 1 July. The furniture will be delivered during July. The APS Washington office will move there from their present location on 1 August.

    2. Staffing
      Koch reported that the Washington office will be handled as a satellite to the New York operations, with personnel and equipment to be determined by the Management Committee in the same manner as for the New York and Woodbury offices.

    3. MRS Withdrawal
      Koch noted the April 28, 1986, letter from Gordon Pike (1986 President of the Materials Research Society), stating that as rental costs for subletting office space from AIP in the AGU building were considerably higher than they had originally expected, they have decided to decline AIP's invitation for the space.

  2. Woodbury

    1. Standby Power System
      Marks noted that there had be n an emergency loss of power last year on Long
      Island, which fortunately did not affect AIP's Woodbury office at that time. In I anticipation of such an eventuality, he had a consulting engineer make a feasibility and cost study for providing standby power. The consultant recommended a total package which came to about $500,000. Marks noted that this is a question of insurance; if two weeks of work are lost, the cost to AIP for salaries and catchup could be about $300,000.

      After discussion, the consensus was that while it was important to consider some safety measures for short term outages, we couldn't afford the proposed level of backup power insurance for long term outages.

      Marks said he would explore other possibilities. He felt it essential to bring this to the attention of the Executive Committee, in case of a future disaster.

4. Developments re ad hoc Committee on Space Needs

  1. Status Report
    Havens commented that he had no further information on which to base a firm recommendation. He is still of the opinion that the most important question is whether we want to go to Washington. Fe noted the phrasing of Frauenfelder's letter: what will the Societies commit? If there is not sufficient societal commitment, we only proceed for AIP.

    The general feeling was that we probably wouldn't get very definitive help from the societies, but that we should wait now until September for a chance to discuss this fully with society responses in hand.

    Koch said there are organizations that have arrangements whereby a portion of the rent will go into purchasing a building. Should we look into this? Maybe the Landauer arrangement (discussed below) would be useful.

  2. Space Feasibility Study by Outside Firm
    Koch distributed and discussed proposals for studies of space needs from Touche Ross and from Landauer Associates.

    Gilbert noted that AIP management would do all the work for the Touche Ross study, while Landauer would do a good study using their own resources.

    Koch noted that without these professional perspectives, Society officers would doubt AIP studies; with such studies as a basis, they can be refined by AIP staff.

    Marks said that these firms would study alternatives. If asked whether he or Gilbert could do as good and impartial a report, they would say it would be a question of credibility. There is a large real estate investment and careers at stake. Staff would have the backing of outside firms that are aware of various factors.

    Lazarus thought Landauer would be a better firm to study other alternatives than Touche Ross. The Executive Committee can decide in September if it wants to authorize a report and what it should include. Information could then be available by January.

    Gilbert said he thought we should tell Touche Ross that our response to their proposal is negative. He also suggested that we let Landauer know that we are considering their proposal.

  3. Rental Prospects in New York City
    Marks, noting his 30 May memo, said the rental market has softened in New York. Management has given consideration to Grand Central Tower, 140 E. 45th St., which has space available that is well suited for AIP's needs. This is a sublet from Knapp Communications, which was laid out for a publishing operation. 13,800 square feet are available, which could accommodate the space need of Physics Today, Advertising, Marketing, Manpower Statistics, and Manpower Placement, and allow provision for growth over the next five years. It would free up needed space at headquarters for Societies and for the History Division and give some flexibility as decisions are made for the long range future of AIP. The rental there is $38.00 per square foot including utilities, with a five-year lease. Proposed occupancy is 1 July 1986, with rent to start 1 October 1986. This rental cost would make the average New York rental cost rise to $19.50. (At present the 335 E. 45th St. figure is $15.73, which covers all costs.) There are now 22 people at 216 E. 45th St.; plans for this new space would accommodate 43 people.

    Lazarus said the ventilating system at the 216 E. 45th St. site is terrible, and the building management has not made the improvements that were requested in other areas. He advises consulting a lawyer to see if we can break the lease before trying to sublet the space.      

    Marks agreed with this. The building was not upgraded as had been represented. The rental agent suggested that there might be a possibility of making an arrangement in relation to our rental of Grand Central Tower.

    Koch said a letter of complaint was sent to the owner, but he has not replied. Marks added that neither had there been a response to our letter to the city are monitoring the air quality at the site.

    Wilson asked if there is anything that would require still additional space in New York in the next five years. Marks felt that the extra space acquired through this proposal is sufficient. The contemplated new journal on computers in physics would require additional New York editorial staff; about three physicists, with a supporting staff of four to five.

    Lazarus asked if there were any extra expenses. Marks said extra expenses would include a larger telephone switch, telephone installation costs, and of course the moving expenses.

    Frauenfelder noted that approval for the new rental space should include a request for advice on legal concerns which accompany the need for this move.

    The following motion was made by Lazarus, seconded by Sickafus, and unanimously CARRIED.

    MOVED that approval be granted for negotiation of a five-year sublease with Knapp Communications at a maximum rate of $38 per square foot for 13,800 square feet of space at rand Central Tower, 140 East 45th Street, New York.

    In conjunction with this action, it is requested that legal counsel be contacted regarding our options under the current lease at 216 East 45th Street, New York.

  4. Rental and Purchase Prospects in Washington, DC
    Gilbert noted his memo to Havens detailing site visits made by Marks and himself in Washington, DC and Rockville, MD. Management received a call from the NAS inviting AIP to consider renting the three-year old addition to the Joseph Henry Building (21st St. & Penn. Ave. in Washington). He showed a set of floor plans for the space.

    After review, Frauenfelder summarized the Executive Committee view that the owner would get the benefits and we would have the headaches. Such a move would only make sense if we were building up equity, which seems out of the question here.

    The Rockville space is at the Rockville metro Center, currently being developed as a high tech center by Eisinger, Kilbane & Associates.

    Havens noted that it is quite far from Washington and not convenient, and would thus not accomplish any of the stated objectives of a move to Washington.

    Koch said that Spilhaus mentioned the Carnegie Institution at P St. & 16th which has property they want to dispose of.

    Frauenfelder said the main value of looking is that one acquires better knowledge and experience; he encouraged continuing these visits.

    Wilson said another alternative which had recently come to his attention when considering AAPT's space needs in a meeting with administrators at the University of Maryland was a vacant area on the campus.

    Koch said this location does not accomplish the basic point of the Washington proposals, that is, to be near federal agencies in DC.

  5. Pressures for Space at Woodbury
    Marks said there is the possibility of additional publishing work. We could handle the additional composition but would need additional production space. Publication Sales could be moved out into a nearby rental area, which would free up about 3,000 feet. We could rent about 4,500 square feet in a nearby building at a reasonable rate.

    Frauenfelder wondered if there would be a zoning difficulty if we add on to the Woodbury facility.

    Marks said AIP has started the wheels in motion to see what would be required to get the zoning changed from residential to commercial. He thinks in the long term that there is a good chance. At present, we are allowed to do some additional building on our site. The disadvantage would be that if at some point we decided to move we would have to find another not-for-profit company. The zoning consideration is important only if we wished to sell. The property west of AIP has been rezoned. He reiterated that if AIP remains at Woodbury, we will need more space. We could build another 40-50,000 square feet on the present site under the present zoning.

    (The meeting recessed at 7:00 p.m. The Executive Committee met for dinner at 7:30 p.m. at Norman's Restaurant at Halloran House.)

    An executive session followed dinner, concluding at 9:30 p.m.

    The meeting resumed in executive session (for Agenda Items 5.A. and 5.F.) on Friday, 13 June, at 8:30 a.m. in the Compton Board Room at AIP Headquarters.

5. Report on Executive Session

  1. Search for CEO

  2. Compensation for Chairman and Secretary for 1986-87
    Reported in the official minutes only.

6. Report on Committee on Publishing Policy

  1. Recommendations on 1987 Journal Subscription Prices and Page Charge Rates
    Marks, referring to his 29 May memo to Koch, noted that the recommended 1987 prices for AIP archival journals have been set to keep the net income at roughly the same level as in 1986. In making pricing recommendations, they consider both the net income required to support the educational programs of the Institute and what is needed to replenish the publishing reserves. The recommended increases are in the range of 10-17% this year.

    Havens said that according to his calculations the range of ratio of member prices to non-member prices was between 7.25% and 12.2%. Fe asked if they should not be fairly uniform. He thinks this inconsistency should be reviewed.

    The following recommendation of the Committee on Publishing Policy was unanimously CARRIED.
    That the 1987 subscription prices and page charges for AIP archival journals, as given in Table I (attached herewith) be approved.

    Marks then reviewed the recommendations for the translation journals. The range of recommended increases is about 10%. Some of these journals are still in the red, but to bring the cost up to cover expenses would make them too high. Those which are losing money are not as broad-based. Overall, the translation journal program is doing well.

    The following recoll1tl'lendation of the Committee on Publishing Policy was unanimously CARRIED.

    That the 1987 subscription prices for AIP translation journals, as given in Table II (attached herewith) be approved.

    Marks said that the package pricing instituted last year has not been well publicized. It takes time to make people aware of this offering. This year more package prices are proposed; low sellers are combined with the high sellers in the hope that such packaging will be beneficial overall.

    The following recoll1tl'lendation of the Committee on Publishing Policy was unanimously CARRIED.

    That the 1987 Package Pricing for Journals, as contained in the 9 May 1986 memo from Parisi to Marks (attached herewith), be approved.

  2. Recommendations on Secondary Products and PT for 1987
    Marks noted his 28 ~ay memo to Koch regarding secondary products and 1987 subscription prices and ad rates for PT. The present ad rate for PT is $2,500 per page for a one-time black & white ad. Circulation wil1 increase with the July 1986 issue as a result of the addition of the AGU members. The proposal is for a rate of $3,000 per page, with part of the increase to take place in September and the remainder in the early spring of 1987. The rate for the Buyers ' Guide would increase to $3,500.

    The following recommendations were CARRIED.

    That the 1987 prices for AIP secondary products (SPIN, Advance SPIN, Current Physics Index, and General Physics Advance Abstracts) be set at the rate recommended in Table I (attached herewith).

    That the Physics Today subscription prices for 1987 be set at $20 for members of AIP affiliated societies, $25 for nonmembers {individuals), and $70 for nonmembers (institutions).

    That the advertising space rate for Physics Today be set at $3,000 per page for a one-time black and white ad in a regular issue, with part of the increase in September 1986 and the balance in the spring of 1987. The rate for a similar ad in the 1987 Buyers' Guide issue will be $3,500. The standard formula for partial page rates and frequency will be used for adjustments to the base rates.

  3. Review of Review of Scientific Instruments

  4. and

  5. Search Committee for APL Editor
    Koch noted that the report of the RSI review committee had been distributed. These reviews help in staying on top of the field and are useful both to AIP staff and to the journal editorial offices.

    Frauenfelder said he thinks there is no sense in giving up high energy to another journal; he thinks RSI could build bridges between the fields of physics. He thinks RSI should be encouraged to look into new directions and ways to publish.

    Marks said RSI has an active editorial board who plan to help implement these recommendations. AIP expects to publish the RSI review articles in book form.

    The Committee on Publishing Policy advises getting a consulting editor. Koch has talked to the RSI review committee; they are all anxious to maintain the strength of the journal. Marks said that RSI Editor Braid was in agreement with the idea of a consulting editor.

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

    MOVED that the report of the review committee on Review of scientific Instruments be accepted. Koch said that APL Editor Perlow will be retiring soon. A search committee has been named.

  6. Recommendation on New Journal on Computers in Physics
    Marks noted the material regarding the proposed new journal on computers in physics. The recommendation is for a combined magazine/journal approach, which would have news and reports in front and research papers in the back. The proposed initial publication date is 1988. A search committee for an editor-in-chief is the first step.

    He noted the finances involved. It would take five year to establish a journal of this type. He noted that an editor-·n-chief and two managing editors are proposed. He is enthusiastic about this proposal. The subject involves physics and cuts across disciplines; it is a natural for AIP.

    Grant added that it cuts across societal interests. There was a lot of interaction in the task force meetings which he attended and a realization that area would be overlapping and would broaden knowledge. He thinks it carries a commercial risk, but there are a number of people highly qualified to write articles in this area who have not as yet done so. He sees no parallel in present journals.

    Koch noted the Journal of Scientific Computing, announced by Plenum; this would cut across engineering and other disciplines besides physics.

    Havens asked how would we advertise this journal to get subscribers? This would not be supported by library subscriptions, thus needs a large number of individual subscribers. There is no present basis for these. He noted that APS is starting a topical group on computational physics.

    Marks said the key is to have it appear as a checkoff item on Member Society dues bills. If given adequate publicity and special offers, this will build subscriptions. An initial subscription price of about $5.00 as a dues checkoff item is contemplated.

    Wilson thought that the initial subscription price should be at least $10.00. He also thought people would respond if it is a dues checkoff item. Regarding the potential constituency, a group at the University of Maryland recently discussed the need for such a publication. No one is doing a good job in this area now. He thinks there is a real constituency.

    Marks said his guess is that we will get an initial response of 8,000 subscribers. The first print run will be 8-10,000.

    Frauenfelder asked what the next step should be. Marks said a search committee for the editor-in-chief needs to be formed.

    Koch said it is also important to get the support of the Societies in making the publication available as a dues checkoff item.

    Havens said APS would surely be willing to do this. Wilson felt that AAPT would do so also.

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

    MOVED that approval be given for launching of the concept of a journal of computers in physics for a three-year period, and implementing the report of the task force.

    Koch said there would be a status report at the next meeting and that Member Societies should be contacted. He thought such a major item should be brought to the Governing Board for approval in October.

    Grant suggested that the Executive Director send a note of appreciation to Voss for his efforts as Chairman of the Task Force that drafted this proposal.

  7. Report of Subcommittees

    1. Electronic Publishing

      1. Proposal for Pi-MAIL

      2. Status of Pi-NET

        Merrill reported the Pi-NET system has had more than double the anticipated use. Over 1,000 registrants have been recorded, with an average use of 15 minutes per connect time. The connect hour cost is less than anticipated as a result of the pattern of usage.

        Merrill reviewed the proposal to offer Pi-MAIL as a service to all members. A procedure is being designed that would enable separate accounts to be set up on Telemail. 85 connect hours is all it would take to break even on Telemail. There is a definite need for a unified messaging network. This would not affect the AMERPHYS network used by the Societies. We could be part of AMERPFYS or set up a separate account.

        Grant asked if there could be legal complications in reselling a service. Merrill said, according to Lehrfeld, there would be no problem if it is a small part of the whole income.

        Wilson made the following ~otion, which was seconded by Lazarus, and unanimously CARRIED.

        MOVED that the development of an E-mail (electronic mail) system be approved, in conjunction with GTE Telemail, for use by all members of ATP Member Societies on a pay-for-usage basis.

    2. Journals

    3. Books

      These items were not discussed.

7. Status of Publishing Agreements

  1. Proposal to INSPEC

  2. Renewal of Marketing Agreement with Kinokuniya

  3. Proposals to AGU, OSA, and IUCr
    Koch said these items were included for information only.

  4. Proposal to join CODATA as a Supporting Organization
    Koch, noting his 14 May 1986 letter to David Lide (Secretary General of CODATA Secretariat), said he thinks it is important to send an observer to CODATA. It is a Scientific Committee of the International Council of Scientific Unions which is concerned with the compilation, management, and dissemination of scientific and technical data. Lide's 28 April 1986 letter invited AIP to become a Supporting Organization of CODATA. We would be able to participate in their activities and receive their publications.

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

    MOVED that AIP become a sponsoring organization of CODATA, in Category B, with $300 annual dues.

8. Financial Reports

  1. Update on Approved Capital Expenditures budget
    This periodic update was included for information only.

  2. Status of Special Purpose Fund
    Gilbert, noting his 29 May memo to the Executive Committee on this topic, said that it is the practice to review these special purpose funds periodically. There are eight funds, with a total value at present of $1.2 million.

  3. Establishing Goals for Designated Funds
    Gilbert referred to his 28 May memo to the Executive Committee. The Institute currently has four designated funds, previously established by the Executive Committee and Governing Board. It is necessary that the Governing Board establish approved goals for individual funds. He is collecting data for consideration at the September meeting.

  4. Status of IRS Audit
    Gilbert contacted the proposed IRS auditor who had called earlier. When Gilbert called him, he stated that he was too busy, and that he would call in ~ay. He has not called yet.

  5. Report of Investment Advisory Committee Meeting
    Gilbert distributed a report of the meeting of this committee which took place by telephone on 12 June. The Committee agreed that AIP's investment portfolios should contain the following mix: 757 in stocks; 25i in bonds. This is adopting a more conservative position, as we are presently invested 85% in stocks.

    The committee recommends the following investment of the $3,000,000 net revenue for 1985: a) invest $1,000,000 in a five-year Certificate of Deposit; b) invest $1,000,000 in the Criterion U. S. Government Institutional Trust; c) leave the remaining $1,000,000 in our Cash Management account. Investment of the remaining $1,000,000 will be discussed in a July meeting.
    Gilbert was requested to secure prospectuses covering various bond funds. Fe said Criterion is a very prestigious fund, open to institutions only and with a minimum investment of $1 million.

    The performance of Avatar Associates is being monitored. They have not outperformed the S&P 500 in the first quarter of 1986, which it is felt they should do as an aggressive investment manager. Gilbert was asked to secure a six- months 1986 report from them in early July.

    Wilson thought moving more into bonds was a good plan, but expressed concern that we still place a rather high percentage of our investments in stocks.

    Gilbert said the bond positions are frequently discussed in the CESSE community. Sentiment is not to have all one's eggs in one basket, but not to lose out on the current high returns on stocks. The bulk of our equities is in First Manhattan, whose performance is very good in a down market.

    Frauenfelder said it is difficult to second guess the market and the Investment Committee.

    The following motion, as recommended by the Investment Advisory Committee, was made by Havens, second d by Lazarus, and unanimously CARRIED.

    MOVED that the Treasurer of the Institute be authorized to invest $1,000,000 in a five-year Certificate of Deposit and to invest $1,000,000 in the Criterion U. S. Government Institutional Trust.

9. International Visits and Meetings

  1. 1986 ICSTI Meeting in York and 1987 Meeting in New York
    Koch reported that he and Scott attended the 1986 meeting. They discussed plans for hosting the 1987 meeting. They will use the Marriott Marquis Hotel, with a one-day meeting in Woodbury. Scott is in charge of the meeting arrangements.

  2. Joint 1987 IUPAP General Assembly and Corporate Associates Meeting
    Koch reported on the funding picture to date. He expects that a total of about S47,500 will come from the Corporate Associates, of which $40,200 has been received. He reviewed his memo of 6 June to the Executive Committee. Requests for grants have been submitted to the NSF (for $35,000) and to the DoE (for $15,500). Bromley, chair of the Joint Meeting Committee, will request a $10,000 contribution from IUPAP.

    Koch thinks there are no basic problems with the plan. It is obvious from the limited response from the Corporate Associates that all industry has been besieged with requests for funds, and are carefully considering the disposition of funds at their disposal.

10. Status of AIP's Data General Computer System

  1. Accounting System
    Dolowich reported that a new system for Publication charges and Reprints, written by AIP staff, has been operational since May. An outside service bureau has been engaged to write a program, to run on a PC/AT, to handle Single Copy Sales. This replaces simple Univac sales reports and computerizes invoicing. It makes possible a three-year data base for Marketing and eliminates paper files. Computerization of advertising billing is in the planning stage. We are reviewing Fringe Benefits, Personnel and Purchasing for possible future automation.

    Software is contemplated to remove our voluminous investment data details from our general ledger to an independent sub-system.

  2. Subscription Fulfillment System

  3. Fixed Price Contract with AZTECH
    Koch noted that the presentation made at the ~arch Governing Board meeting gave approval for expenditures through the end of June for 80,000. Dolowich then negotiated a fixed price contract with AZTECF, which increases the total figure to $101,500; it was signed 5 May, effective as of 1 March. Confirmation is required from the Executive Committee for this. Before finalizing the agreement, Koch checked with Frauenfelder and Havens, who agreed with AIP management that this was essential and was the best deal we could obtain.

    Dolowich explained that our objectives were to have them test the major modules and to warranty their work, and to turn over to AIP the software modules they were not to do. He distributed a handout showing current AZTECP involvement in the project. The bulk of the work is projected to be finished in the summer. We are preparing data bases, and have added a dial-up-port, to aid them in furthering the work. The intent is to create incentives for them to finish their work. Our key programmers have been working on the conversion program and backup procedures.

    Gudes, our consultant, was asked to review the efficiency of the AZTECH program. His report was just received and is being r viewed. The next step is a face-to-face meeting with him.

    The NCR processors are now operational and in daily use. The software works very well. The organization of the Computer Services Division will be changed, as the difference between Member and Nonmember is not as important in the new system.

    Dolowich thinks we are near completion of the system. The big setback has been the Selectron utility, but this is not critical for conversion. The Data General programmer who was working on this left AZTECF. Before the recent agreement, they did not warranty their work; now they are.

    Sickafus asked if we have had experience in testing the modules. Dolowich said we have and have corrected many errors.

    Wilson asked why the Executive Committee was not notified, as this has been a controversial matter and this was a change.

    Koch said he did not think it was necessary, as this negotiated agreement was in the spirit of the Governing Board instructions to negotiate the best contract possible.

    Dolowich added that this agreement for the most part called for 50% at the start of a module and 50% on completion of the work. Fe thought these costs were reasonable. We have all programs except those being tested. This will be the completion of the AZTECH involvement.

    Lazarus made the following motion, which was seconded by Sickafus, and was CARRIED, with two abstentions.

    MOVED that a $101,500 fixed-price contract with AZTECP Corporation for completion of modules for the AIP Dues and Subscription Fulfillment System be approved as outlined therein and signed by both parties on 5-7 May 1986.

11. MRS Application for Associate Member society Status
and

  1. Criteria for Classes of Membership

    Koch referred to a 8 May 1986 letter from Pike (MRS President) to him. MRS is interested in becoming an Associate Member Society if we comply with their conditions.

    Koch thinks it would be appropriate to review all classes of membership and especially the category of Associate Member Society. He thinks there will be international organizations for which we would want to do work in the interest of the overall physics community. Perhaps an International Affiliate category could be created. He also suggested the category of Library Affiliate similar to our Corporate Associates. He thinks more organizations will want to become Associate Member Societies. He will propose in September that there be one representative on the Governing Board from Associate Member Societies. They should have the same member assessment charge, so that they would pay less than the standard 15% overhead charge for affiliated societies.

    Lazarus asked for a position pap r from Koch on this. He thinks the MRS does not want to become s Member Society as they do not want a total connection with the physics community.

    Apropos of this discussion, St. Germain said the Health Physics Society had requested information on affiliation. All our information has been focused on publishing. They are interested in an exchange of information.

    Grant noted that he has drafted a revision of the document "Classes of Membership" for consideration at the September meeting.

12. Report on Meeting of Committee for Public Policy

  1. Statement on AIP Presence in Washington, DC

  2. Summary of CPP meeting, 16 April 1986
    Slack noted the statement recommending an AIP presence in Washington prepared by the CPP. This is presented as a statement of intent only, and had been preceded by a discussion on Washington possibilities in their meeting.

    Boyce said this was intended as a statement of what the committee felt was important to do in a Washington office.

    Slack said another topic discussed was the training of physicists, a topic that has surfaced at several meetings. They encouraged pursuing a session on education at a Corporate Associates meeting.

    Koch said he would take this up with the Advisory Committee on Corporate Associates.

13. Report on meeting of Committee on Educational Policy

  1. Status of Gemant Award
    Slack noted the draft of a proposed policy for use of the Gemant Funds. The Governing Board should establish policies for use of such funds, including provision to maintain the prestige of the awards by returning some of the generated income to the endowment. The report, as given here, is ready for action by the Executive Committee.

    Frauenfelder said the first selection committee and the first recipient should be very prestigious. Fe said the Executive Committee would need to make a recommendation to the Governing Foard. He wondered if we should already have a committee proposed when taking this to the Governing Board.

    Slack said the intent of the committee was that at the same meeting at which approval was requested the chairman be prepared to appoint a committee. Lazarus said since this is not a standard prize, it should be approved by the Governing Board before further action.

    Various minor revisions of the draft proposal were made during the ensuing discussion.

    (The meeting recessed for lunch, from 12:15 to 1:00 p.m.)

    (Kenneth Ford, Consultant for Educational Programs in APS, joined the
    Executive Committee for lunch and the meeting following lunch, by invitation.)

    Frauenfelder suggested that the proposed Gemant Award be modified by eliminating the medal and increasing the cash award to $5,000.

    Slack said that two aspects of the award were suggested:
    1) To an individual; and
    2) To an institution selected by that individual, for a purpose in the spirit of
    Gemant. This would amount to the difference between $10,000 and the award and related expenses.

    The following motion was made by Grant, seconded by Favens, and unanimously CARRIED.

    MOVED that the statement of policy for the Gemant Award delete the presentation of a medal (point 4. c. ii).

    Following further clarifying discussions, the following motions were made by Wilson, amended by Havens, seconded by Sickafus, and unanimously CARRIED.

    MOVED that the Executive Committee recommend this policy to the Governing Board for adoption, subject to editorial corrections.

    MOVED that the award be comprised of $5,000 to the awardee and $3,000 to an institution of his/her selection, plus required administrative expenses.

    Slack said terms of the Gemant will provided that the expenses of the award could be taken from the income.

  2. Meggers Award
    Slack reported that the initial proposals were discussed at the last meeting of the CEP and were remanded to a subcommittee for further work. The subcommittee hopes to reach a final resolution for Executive Committee action by the fall.

  3. Purpose and Scope of Committee on Educational Policy
    Slack distributed the second draft (dated 6 June 1986) of the Purpose and Scope of the CEP, which the Committee had been requested to produce.

    After it was noted that some revisions were necessary, Frauenfelder suggested that this document be discussed at the September meeting.

14. Status of Long Range Planning

  1. Outline of Draft

  2. Mapping Functions into Missions
    Koch distributed his 12 June preliminary draft for a 1987 Long Range Plan, which would be submitted for approval by the Governing Board in March 1987. This plan plus its companion Operations Plan takes the place of ATP Function Plans for 1987. The proposed procedure includes submitting to the Governing Foard in March a long range policy plan and, in October, an operations (business) plan. The latter would be interpreted in the budget which is presented to the Executive Committee in December. The problem with Function Planning is that it describes the output but does not describe the activities to make the output possible. He is replacing the term "functions" with "missions." These could include all the cost centers and be inclusive. He saw no need to review the document today. He wants to develop procedures for involving the senior staff.

15. Status of Plans for Corporate Associates meeting
Koch noted the tentative program for this October meeting at Exxon Research Lab, Annandale, NJ.

16. Report on Woodbury Emergency on 11 April 1986
Koch informed the Executive Committee that there was a health emergency at the Woodbury office on 11 April; four staff members from the Subscription Fulfillment and Publication Sales Division were taken to the hospital. The facility was then closed for the day. An environmental engineering firm was engaged to make tests and the Nassau County Health Dept. sent inspectors. Both offices concluded that the facility was not a health hazard.

Koch said that with the new air flow system in the Subscription Fulfillment area, which is separate from the rest of the facility, vents open up to take in 15% air from outside and 85% comes from inside. In order for the air conditioning to work the outside air flow is closed down, but at this time of year the air conditioning was not on, so the air became more and more stuffy. It was found that a circuit board outside one office was defective. The air flow problem was rectified within two days.

The following additional steps were taken: A medical doctor was engaged to represent AIP in contacting private physicians of AIP employees who become ill on the job. A consulting engineer is being engaged to evaluate the air handling systems in all areas of the building. The manufacturer of the system in the affected area is being asked to check the functioning of the system. Equipment to monitor the air is being considered.

17. Other Business

  1. SPS Scholarships
    Slack distributed a 23 May memo from Shea to him, which dealt with a request to the Executive Committee for increasing the number of SPS scholarships from one (as instituted in 1985) to three. The Council discussed this at its recent meeting and recommended that budget 1987 include funding for these. On the basis of comments received, it was felt there would be more interest among students in applying if there were more than one scholarship. The need for approval now is due to the cycle of the student year and the need for publicity in the fall.

    Grant thought he would be in favor of increasing the number of scholarships, but recalled that the approval a year ago called for a review after five years. He noted that when the action was taken last year for the first SPS scholarship, the proposal was also distributed at the meeting at which approval was requested, and he strongly objected to this procedure then and now. He also thought this was a weak proposal as written.

    Wilson said unless the Executive Committee has a strong objection, he thinks it should be approved. The SPS Council is elected and considers and proposes these things.

    Frauenfelder said he sees two problems. One is the merit of the proposal. The other is receiving it during the meeting.

    Slack said if the Executive Committee wished to discuss this at the September meeting, it would not be a problem. The deadline for applications for 1987-88 SPS Scholarships is 31 January 1987. It could still be mailed in early October.

    After further discussion, the following motion was made by Grant, seconded by Sickafus, and unanimously CARRIED.

    MOVED that two additional $1,000 SPS Scholarships be approved, for a total of three to be awarded for the 1987-88 academic year.

  2. Bequest of Marcelle Brillouin
    Gilbert said this item was for information only at this time. He distributed copies of notice of probate his office had received for the will of Marcelle Brillouin. AIP is listed as the recipient of a legacy: royalties for books written/or published by Leon Brillouin, her deceased husband.

  3. Subcommittee Appointments
    Koch reviewed the procedure for these appointments. The members of the parent committees are identified by the Nominating Committee; the subcommittee appointments follow those of the parent committee. He proposes to standardize the AIP management procedures for completing subcommittee nominations and appointments at the time of the March Governing board meeting.

  4. Physics Olympiad
    Wilson said a team of 20 finalists had been selected for study and training at the University of Maryland. Funding has been obtained from a number of sources. He reviewed the procedures for selection.

    Koch asked if there was any indication that AIP could be more involved next year. Wilson said he thinks it would be a good idea for AIP to coordinate it.

18. Future Meetings
Koch reviewed the proposed dates for future meetings as follows:
11-13 September: Executive Committee, Woods Hole.
19 October: Executive Committee, Exxon, Annandale, NJ.
19-20 October: Governing Board, Annandale, NJ.
11-12 December: Executive Committee, New York.
19-20 February: Executive Committee, New York.
25, 26, or 27 March, in Governing Board period: Executive Committee, Woodbury.

19. Executive Session
AIP staff were excused for the executive session at 1:55 p.m. Reported in the official minutes only.

20. Adjournment
The meeting was adjourned at 3:45 p.m.