Executive Committee of the American Institute of Physics
Minutes of Meeting
1. Convene – Roll Call
The meeting was called to order at 9:35 p.m. by Chairman Ramsey
Executive Committee Members Present
Norman F. Ramsey, Chairman of AIP; Peter B. Boyce, AAS; Robert T. Beyer, ASA; Joseph A. Burton, APS; Charles B. Duke, AVS; John C. Johnson, Secretary; H. William Koch, Director
Absent
Jenny P. Glusker, MAL; William H. Kelly, AAPT
AIP Staff Present
Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Outgoing Assistant to the Secretary; Nathalie A. Davis, Incoming 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 Meeting of 26 May 1981
As announced at the close of the 26 May 1981 Executive Committee meeting, the draft minutes of that meeting were not to be available for approval at this meeting. They will be considered for approval at the next meeting.
3. Approval of Contract for Physics Briefs
Koch detailed the two parts of the agreement with Fachinformationszentrum Energie Physik Mathematik GmbH (FIZ) (Agenda Attachment A) and expressed concern that negotiations were taking longer to be reached than had originally been thought by AIP.
Marks stated that approval is needed for the Director to sign the contract by July 31. The following motion was made by Duke, seconded by Beyer, and passed, with one abstention (Burton):
MOVED that the Executive Committee authorize the Director to sign this contract if it is completed by 31 July 1981.
Burton expressed concern about the projected demise of Physics Abstracts.
Beyer asked if this arrangement with FIZ might extend to other countries. Koch stated that there is a possibility of a consortium with the Dutch and the French. They are both computerizing but are not fully operational as yet. He would think that the Japanese might participate also. They presently have two journals in English. Eventually, if the publishers of Physics Abstracts were forced by the growing success of Physics Briefs, they might also be willing to participate in the consortium.
4. Study of the Scientific Information System in the United Kingdom
Koch discussed the study of this system in the U.K. The British have examined journal publishing in four disciplines including physics. Their conclusions are that the financial basis of that publishing is unstable and that some governmental support, such as page charge charges, may be required. They also reported on some of the present thinking about copyright legislation in the U.K., particularly in view of anticipated problems with new developments in electronic publishing.
5. Proposed NAS Study of Communication Among Scientists
Koch suggested in a letter to Herbert Friedman, Chairman of the Assembly for Mathematical and Physical Sciences at the National Academy of Sciences, the possible need for a national study of status of communications among scientists. NAS has acted on the proposal by arranging for a 1-1/2 day meeting during the week of September 14 that will be chaired by Bill Carey of AAAS. Barschall and Koch will be participating in that meeting for NAS.
Ramsey stated that AIP should be investigating, but that they should not be stampeded into adopting new technologies to the detriment of journal publication and access.
Upon request, Koch expanded on the roles of the NAS and the AIP in the proposed study. If the Academy doesn’t initiate anything, AIP wishes to be organized and be able to report on the future use of journals in physics to the Board.
Ramsey questioned, regarding the David Lazarus letter to Ramsey dated June 4, 1981, if there should be reconsiderations of copying fees for AIP-owned journals. After some discussion it was concluded that it is premature to provide a definitive answer to the concerns expressed by Lazarus.
6. British Library Report on Document Delivery
And 7., discussed together.
7. Preliminary Request to Include AIP Journals in Document Delivery System of European Consortium
Marks presented a statement regarding the subject British Library report (Agenda, Attachment C). 40% of the U.K. market is in the U.S. Some of the European commercial publishers have formed a consortium to provide copies of individual articles. They plan to make large investments in video technology to make and then transmit copies. An investment of $3 million is needed. If AIP were to participate, we would be asked to make full articles available and not have fees paid to us for two to three years while the system gets established. The hardware would be located initially at the British center, Boston Spa. They want to have full copying facilities at the center. A flat rate of $2.00 per article would be paid. There is as yet no proposal in writing. Eventually the contributing publishers would set their own fees.
8. King Study of Journal Pricing
Koch reported that Don King, of King Research. Inc., has been making studies dealing with the problems of photocopying, and has gathered information on the ramifications of this problem by visiting schools and individuals. The question of concern to AIP is whether a 60% increase in non-member subscriptions would have a large effect on circulation. The conclusion reached by King is that our circulation would suffer very little. He will have a written report which will be distributed to the members of the Executive Committee.
9. The Physics of Fluids Editorship
Koch reported that Francis Perkins (Princeton) and his committee are looking for an editor to cover both areas of greatest interest. So that one area of fluids won’t be usurped by the others, the journal could be divided into fluid dynamics and plasma physics, Sections A and B, with coeditors. The committee has proposed two journals. It is not, however, financially feasible to have two journals at this time; it might be a future possibility. Duke strongly urged that there be an editor-in-chief until such time as there are two separate journals.
10. Fees for Placement Service
This presentation, prepared by Dr. Slack, was presented by Gilbert in Slack’s absence. Copies of the Proposed Manpower Placement Division Fee Schedule and Summary of Estimate Income were distributed to those present. A modest fee schedule for registrants is proposed to provide for partially offsetting expenses of the Service.
After extensive discussion Koch suggested tabling this issue until the September meeting when more input should be available.
The meeting was recessed for luncheon at 12:10 p.m., and reconvened at 12:55 p.m.
11. Recruitment for Controller
Gilbert reported that the 1980 audit had been completed, and John Hurshman, the special consultant of Touche Ross, has completed his report on the accounting operations of AIP. This report will first be given to Jarus Quinn, Chairman of the Ad Hoc Committee on Computer Needs; it also details ways of making improvements in AIP operations. Copies of the Hurshman report are to be made available for the Executive Committee members to see, and will be discussed in some detail at the fall meeting.
Koch detailed the substantial activity which has been, and is, going on for recruitment of a controller.
12. 1982 Quoted Prices
Gilbert stated that the Fiscal Policy Committee meeting had to be cancelled due to insufficient time to prepare for it because of continuing recruitment efforts for a Controller, unexpected personnel changes, etc. meeting date has not been set as yet. The 1982 quoted prices were mailed to the Societies on June 5 (including revised 1981 prices). It is planned to issue a variance statement covering the first six months of 1981.
Gilbert discussed reintroducing the concept of the “locked box” for the member Societies, to be used for dues and member subscriptions. This would change the billing procedures; it would include things only applicable to the individual Society. The bank would open a numbered box for each Society, making individual Society funds more readily available. This will be considered further as time permits.
13. IRS Position on Unrelated Business Income
Gilbert stated that he had asked William Lehrfeld, AIP’s tax attorney, for his evaluation of the status of the IRS audit. Lehrfeld stated that AIP could expect technical advice to go from the Washington IRS office to the New York IRS office. This has not happened, so action is still awaited. The case is still sitting in the office of the general counsel of the IRS. The statute of limitations will expire at the end of this year, and they must have advice in order to take action. Lehrfeld thinks the result will not have an adverse effect on the assets of the Institute.
14. AIP Contributions to TIAA-CREF After Age 65
Koch stated that when the law was changed to allow organizations to have a mandatory retirement age of 70 instead of 65, AIP elected to terminate the contributions at 65, at least for some time. Attorneys assured AIP that this was legitimate and it could be changed; however, it would not have been possible to reverse the decision if contributions had been extended to 70 years of age. It was learned from TIAA-CREF that 70% of the not-for-profit institutions are making the contributions beyond age 65 up to age 70. The Management Committee recommendation is to increase the age limit to 70.
There was extensive discussion on this issue, but decision was deferred until September in order to obtain more information.
15. Next Meeting
The dates of 10, 11, and 12 September were decided on at the May meeting. It was suggested that the meeting be held at the NAS Woods Hole Conference Center, starting on the 10th at 1 p.m., (after lunch), with an evening session on Thursday, the 10th, and a clambake on Friday evening; the meetings would extend through lunch on the 12th. These arrangements were agreeable to everyone.
16. Other Business
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Policy on Investments
Gilbert stated that he was anxious to have bank balances above the compensatory balance invested. He read copies of his letter to Burton, and a Bankers Trust Company letter to him, regarding the proposal to include Qualifying Commercial Paper on the list of investments under our Cash Management Plan.
After brief discussion the following motion was made by Duke, seconded by Boyce and Burton and passed unanimously by a show of hands.
MOVED that Bankers Trust Company be given discretionary powers of short term investment under our Cash Management Plan with the objectives of maximum return consistent with safety and liquidity.
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New York City Real Estate Tax
Gilbert reported that he, Koch, and Slack appeared before the New York City Tax Commission to answer questions so that the Commission could clearly understand the claim for reinstatement of AIP real estate tax exemption, and in order that all pertinent data be on record. The Tax Commission is primarily interested in the educational aspects of AIP, and asked for a financial statement depicting the prorated costs of the building. Their decision is awaited.
Gilbert had also filed for this exempt status for Woodbury; this was granted.
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Recognition of Mary M. Johnson
Dr. Johnson stated that at the last meeting it was decided that a certificate of appreciation should be given to Mary Johnson in recognition of her 26 years of service as Assistant to the Secretary, and in view of the fact that she will soon change positions within AIP. Copies of a draft certificate were distributed to those present for suggested modifications. The final form is as follows:
CERTIFICATE OF APPRECIATION
INASMUCH AS Mary M. Johnson, Assistant to the Secretary,
...has served as the only assistant to the Secretary for the American Institute of Physics.
...has served continuously and faithfully without missing a meeting of the AIP Governing Board since July 25, 1955,
...has performed all duties accurately, punctually, courteously, and cheerfully,
...has often given beyond the call of duty to insure that the Board members are able to properly perform their functions,
...is serving as the AIP employee with the longest full-time employment record, and
...has been selected for a responsible position in the office of the Treasurer, effective 25 July, 1981,
BE IT RESOLVED that the Governing Board of the American Institute of Physics extend special recognition and gratitude to Mary M. Johnson for her outstanding contributions to the work of the Institute.Director, Secretary, Chairman of the Board
The following motion was made by Burton, seconded by Duke, and passed unanimously by voice vote.
MOVED that a Certificate of Appreciation be printed up in proper form and presented to Mary M. Johnson for outstanding contributions to the American Institute of Physics.
17. Executive Session
The staff was excused at 2:30 p.m., and the Executive Committee met in executive session.
Discussion in the Executive Session focused primarily upon continuing concerns of the AIP accounting and fiscal reporting. Special attention was devoted to the long delays in getting a Controller on the staff, since it was believed this is the key to resolving the major problems at hand. It was agreed that Chairman Ramsey should talk with Dr. Koch about the recruitment process for the Controller.
18. Adjournment
The meeting was adjourned at 3:10 p.m., following the executive session.