June 17, 1982

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call – Welcome to Rod Grant

The meeting was called to order at 9:30 a.m., 17 June 1982, by Chairman Ramsey. He first welcomed Grant, the new Secretary of the Institute. On behalf of the Executive Committee and Governing Board, he then thanked Slack and Davis for their excellent work in the interim period since the death of John C. Johnson. Finally, he greeted the nonvoting participants present: Boyce (AAS), Wissbrun (SOR), and Sayre (ACA) (who arrived later in the morning session).

Executive Committee Members Present

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

Nonvoting Participants Present

Peter B. Boyce, David Sayre, Kurt F. Wissbrun

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; Cecelia M. Brescia, Administrative 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 of 25 February 1982 and 25 March 1982

The draft minutes of these meetings were presented for approval by Slack, the Interim Secretary. With one minor addition, the minutes were approved as submitted.

3. Report of Committee on Publishing Policy

Marks referred to the material included in Attachment A, the additional material previously sent, and the handouts (copy of handouts attached to official minutes). The Committee on Publishing Policy met on 11 June and made a number of recommendations.

1. Journal Subscription Prices and Page Charges for 1982

   The following motion, incorporating the recommendation of the Committee, was made by Lazarus, seconded by Kelly, and carried unanimously.

   MOVED that the non-member subscription prices to the six AIP archival journals be set at 25% over 1982 prices (rounded upward to the next $5.00) with page charges to remain at 1982 levels.

   Marks noted that again for 1982 the member prices were set to cover incremental costs; the recommended 25% increase will keep the differential between member and non-member prices at the present level.

   The following motion, based on the recommendation of the Committee, was made by Kelly, seconded by Lazarus, and unanimously passed.

   MOVED that member subscription prices to the six AIP archival journals be set at 25% over 1982 prices (rounded upward to the next $5.00).

   Marks reported that the next group of journals (none have page charges) will remain priced considerably lower than comparable journals published by Plenum and other such houses.

   The following motion, based on the recommendation of the Committee, was made by Lazarus, seconded by Burton, and carried unanimously.

   MOVED that subscription prices to the AIP Soviet translation journals and Chinese Physics be set at an average of 25% over 1982 prices, with the staff to have discretion in assigning increases to individual journals.

   The Committee further recommended that the member subscription prices for the Soviet Journal of Quantum Electronics be eliminated, as not many people had taken advantage of the special rate offered in the last four years.

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

   MOVED that the member subscription prices for Soviet Journal of Quantum Electronics be eliminated.

   Following the recommendation of the Committee, the next motion was made by Wright, seconded by Burton, and carried unanimously.

   MOVED that back number, microfilm, microfiche, and Current Physics Microform (CPM) prices be set at levels that are compatible with the 1983 journal prices.

   Burton asked if it is the intent to continue the CPM. Marks answered that if we receive support of the subscribers we will continue it. He noted that there had been a large jump in subscription prices this year, but subscriptions have been renewed. This returns a royalty to each of the journals participating. This royalty, plus the production cost, allows CPM to break even. He mentioned that most AIP and APS journals will be offered in fiche in 1983. If all the journals did this, there would be no need for CPM, but there are still four or five journals which are not available on fiche.

2. Request for Additional CPU (Release 3) for ATEX System

   Marks discussed the status of the ATEX System. The conversion to this system has been completed. The Publication Division, as part of the step-wise approach, is ready to convert the Release 2 CPU to Release 3. Benefits from this step will include faster turnaround, fewer operating problems (as they will be able to shift to the other CPU if one has problems), and allowance for expansion if needed.

   A 16 June memo to Koch from Marks which explains the cost-effectiveness of this proposed ATEX upgrade was distributed and reviewed by Marks (copy attached herewith). The composition cost per page, presently $12.25, is budgeted at $10.19 for 1982 and projected at $7.17 for 1983, which is a saving of $3.02 with the new equipment. It is planned to add another journal, possibly the Journal of Chemical Physics, in 1983, and perhaps the Soviet journals, which would raise the page count and lower the cost per page. Marks also noted a 10 June memo from Feinman to him, distributed to those present (copy attached herewith) which detailed equipment required for and benefits of the future expansion of ATEX. It is also highly desirable to have a remote terminal in the New York office for Physics Today, as explained in the distributed 20 May memo from van Foerster (Managing Editor of PT) to Marks (copy attached to official minutes).

   On recommendation from the Publishing Policy Committee, the following motion was made by Lazarus and seconded by Wright. It was unanimously carried by a show of hands.

   MOVED that the ATEX system be expanded, as outlined in the 10 June 1982 memo from Feinman to Marks, at a cost of $180,000.

3. Request of Copyright Clearance Center for Deferral of Copying Fee Payments for 1981

   Koch referred to the letter from Waite, the president of the Copyright Clearance Center, (Attachment B) which asked that AIP forego its share of the distribution of 1981 earnings, which come to $11,566. Koch noted that the expenditures of the Center, now five years old, have been obtained from publishers; the Center has asked during this start-up period for a reduction in the amount of money paid to the publishers, to be used for expenditures in establishing the Center the Committee on Publishing Policy objected to either freezing or reducing the amounts of the payment to AIP.

   In response to Wright's question on the reasoning for the Center's request, Koch said the Center is still in a start-up period. He noted that ASCAP, a collection society for music publishers, paid nothing to its publishers for seven years after its inception; it requires education of the public as to the principles involved. He feels in this case that the commercial publishers have not anted up enough to allow for the Center's establishment, and that not-for-profit publishers have borne the burden of support long enough. He noted that collections have been increasing yearly every year and that handling charges are quite low.

   Madey asked Koch what his assessment of the industrial user program of the CCC would be. Koch thinks that it is very successful. He feels large companies are realizing that there is a way to comply with the law that is not too painful; large industrial libraries urgently want some sort of mechanism. He pointed out that it is essential to continue to confirm the existence of copyright; otherwise its effectiveness will be eroded. This is the only mechanism whereby publishers can assert this.

   Following the advice of the Committee on Publishing Policy, Burton made the following motion, which was seconded by Lazarus, and carried unanimously.

   MOVED that we not accept this request of the Copyright Clearance Center for a reduction in the amount owed; rather that we request the Center to send AIP all moneys collected on its behalf effective with the amount due for 1981 ($11,566).

4. Letter to R. Wedgeworth About Library Photocopying

   Koch noted that this letter from him to Wedgeworth (Executive Director of the ALA), was included in the agenda material (Attachment C) for informational purposes. No approval is needed, but it has a relevance to the new copyright statement. The British Library system is now coupled with Lockheed Dialog on article reprints; Koch thinks they are testing the U.S. copyright law. The American Association of Publishers has written to the Lockheed counsel on this. The unnamed library referred to in the letter is the Engineering Society Library. This is actually a serious violation, since they are selling photocopies of copyrighted articles, although they feel they are not in violation. Madey asked if the AAP has contacted the Engineering Society Library. Koch said it has been discussed in their copyright committee and has also been discussed in the U.S. Copyright Office. He thinks it is time for executive officers of various societies to initiate discussions and to suggest compliance with the law. He said he would like to take it up at the CESSE Board of Directors meeting which will occur in a few weeks; organizations like this might be effective. Lazarus thought that AIP should not take action, but that CESSE might; with general consensus, Koch said he will bring up the matter.

5. Journal Subscriptions of Members Going to Libraries

   Marks expressed concern that journals purchased on member subscriptions increasingly will make their way into libraries. It is a difficult problem to deal with; it may be that bringing the matter to the attention of members will be sufficient, as this misuse will ultimately result in increased subscription prices.

   Lazarus said that he had looked into the APS subscriptions and had found that some people order a large number of journals ($2,000 worth is not uncommon). Libraries of some major institutions subscribe to very few journals at non-member rates. APS is planning to draft a letter to some of the institutions in question suggesting that this matter be considered. The problem needs more checking, but there are clear violations. Roughly 10% of the subscriptions appear to be violations, which would equal, for APS journals, about $1/4 million a year. They could enforce a rule limiting the number of subscriptions a member could obtain. However, they are reluctant to push too hard on this matter as yet.

   Slack noted that he had done the same thing for the AIP journals two years ago; he found that the French seemed to be the worst violators, as Lazarus had found in surveying the APS journals.

   Boyce said that with The Astrophysical Journal there is a rule that a member can buy it at the member rate only if his institution already subscribes.

   Ramsey said this needs to be watched; if it gets sufficiently bad perhaps a statement could be put on member copies that it is illegal for use in libraries; libraries would feel obligated to respect such a statement.

   Wright asked if individual Societies should send a letter, or should AIP prepare for dissemination information on the hazards of this violation? She felt that many people do this to try to save their institutions money without thinking of the ultimate consequences. Marks said all the things discussed should be done, but not in such a way as to make too big an issue out of it.

   Burton suggested the possibility of putting a note in the journals or with the subscription billing. Boyce and Marks noted the recommendation made by the Committee on Publishing Policy last year, based on Slack's analysis, that Member Societies place such a notice in the journals; only four Societies followed the recommendation.

6. New Copyright Statement

   Marks referred to the Copyright statement, distributed at the meeting and included herewith. This topic had been a subject of much previous discussion. The statement was discussed and approved in the Publishing Policy Committee meeting and the Committee recommended that the Executive Committee adopt it. Lazarus commented that he thinks this is a clear model statement without ambiguities. Normal users of scientific material, i.e. staffs of national laboratories, are not required to pay, but it leaves the libraries culpable.

   Ramsey expressed concern that this statement may discourage students from using material; however Lazarus said he thinks it does not prohibit student copying.

   The following motion was made and amended by Lazarus, as given below, seconded by Wright, and carried unanimously by a show of hands.

   MOVED that the Copyright and Copying Fee statement recommended by the Committee on Publishing Policy be adopted for the six AIP-owned journals and for publication in the journals as soon as is practical and that the Executive Committee recommend to Member Societies that they adopt this statement, with the fee for pre-1978 articles to be at $0.50 per copy.

   [Following the meeting, one word was changed in the interest of clarity: First paragraph, line 8, next to last word changed from “of” to “to”. This change is incorporated in the statement as given below.]

   Copyright and Copying Fees Statements for Six AIP Archival Journals

   Copyright © 198__ American Institute of Physics.

   Individual teachers, students, researchers, and libraries acting for them are permitted to make copies of articles in this journal for their own use in research or teaching, including multiple copies for classroom or library reserve use, provided such copies are not sold. Copying for sale is subject to payment of copying fees. (See “Copying Fees” paragraph on p. xx of this journal.) Permission is granted to quote from this journal with the customary acknowledgement of the source. To reprint a figure, table, or other excerpt requires, in addition, the consent of one of the original authors and notification to AIP. Reproduction for advertising or promotional purposes, or republication in any form, is permitted only under license from AIP which will normally require that the permission of one of the authors also be obtained. Direct inquiries to Office of Rights and Permissions, American Institute of Physics, 335 East 45th Street, New York, NY 10017.

   Copying Fees. The code that appears on the first page of articles in this journal gives the fee for each copy of the article made beyond the free copying permitted by AIP. (See statement under “Copyright” elsewhere in this journal.) If no code appears, no fee applies. The fee for pre-1978 articles is $0.50 per copy. With the exception of copying for advertising and promotional purposes, the express permission of AIP is not required provided the fee is paid through the Copyright Clearance Center, Inc. (CCC), 21 Congress Street, Salem, MA 01970. Contact the CCC for information on how to report copying and remit payment.

7. Establishment of Subcommittee on Electronic Publishing

   Koch reported that this had been discussed in the Committee on Publishing Policy, which had agreed on the terms of reference (copy attached herewith), as this is to be a subcommittee of the aforenamed Committee. Barschall has agreed to be Chairman of this Committee; the other members are to be Abrahams, Grant, Lazarus, and Marks. Barschall proposed that there be an expert available in this area. John Seybold has thus been proposed as a consultant; this will involve a consulting fee. He is to be invited to the first meeting, but will not necessarily attend every meeting. Koch noted that Seybold has been very reasonable, objective, and helpful. Barschall and Koch are concerned that the issues address the best interests of the physics community.

4. Report of the ad hoc Committee on Computer Needs

and

1. Software and Hardware for Subscription Fulfillment System

   Grant noted that this Committee, of which he is a member met on 15 June at AIP Headquarters. He reviewed the nine points of its report, submitted by the Committee’s Chairman, Quinn:

   The Committee reviewed the terms of the request for proposal, the response from the AZTECH Corporation, and the analysis of the bids by the management of the AIP and wishes to make the following recommendations to the Executive Committee:

   1. The Committee recommends that the Executive Committee authorize the AIP to contract with AZTECH Corporation for a preprogrammed computer system that will serve the membership and subscription fulfillment needs of the Institute. This recommendation follows the analysis and recommendation of the AIP Management Committee.

   2. The Committee believes that the hardware and software systems outlined by AIP appear quite capable of satisfying the membership and subscription fulfillment needs of AIP and the Member Societies and that further commitment to the system on behalf of the Member Societies is unnecessary provided adequate management talent is devoted to direction of the system.

   3. The Committee recommends that B. Dolowich be assigned responsibility for the acquisition of the system through the acceptance date. The Committee regrets the interruption this causes in the steps to modernize accounting, which is also a pressing requirement.

   4. The Committee recommends that R. George be urged to follow his proposal to meet with representatives of the Member Societies during the conceptual design phase of the project to explain the potential use of remote system terminals for solution of member and fulfillment problems and to elicit from the Societies their perspective on possible uses.

   5. The Committee urges that programming changes and additions to the subscription fulfillment system be accomplished nearly exclusively through the use of purchased software obviating the need for purchase of C-Script or other sophisticated program generators.

   6. The Committee recommends that the Executive Committee direct the AIP to develop for all users a charging system for computer use that is based on connect time, processing time, and storage utilization rather than the current system of functional charges.

   7. The Committee recommends that the AIP Committee on Society Services be charged with responsibility for a) promulgating information on the possible uses of the fifty unspecified characters in the membership record that are available for Society use; b) disseminating information on the program utilities that are available to the Societies for use in updating and manipulation of the member file by use of remote terminals.

   8. The Committee recommends that the Executive Committee follow the acquisition of the system through reference to a regularly updated version of the AZTECH/AIP Implementation Action Plan.

   9. The Committee believes that it has completed the tasks delegated by the Executive Committee and asks that it be discharged.

   During the ensuing discussion, the following points were made (with reference to the nine recommendations):

   1. Grant noted that AZTECH has experience in working both with societies and with member information records. It also has some experience with remote terminal contact and access. Boyce said that AZTECH submitted by far the lowest bid of all the vendors and they satisfied the RFP most closely. Final bids ranged from $534,000 (AZTECH) to $726,000. Beyer added that everything this company will do for AIP they have done before, though this is the single biggest package that they will have worked on. Grant said that their experience plus the experience with C-Script (a program generator for COBOL) will cut down the time required in programming for development of the project. The hardware costs are comparable for all the companies that submitted bids; the great variation was in the number of manhours required for software development.

      Madey asked if the AZTECH representative, Ron George, was the only one invited to meet with the Committee. Grant said that Management had met extensively with all the vendors who were seriously considered. After conferring, the Committee concurred with Management that AZTECII was the route to go and decided it was not necessary to bring in representatives from other vendors. He added that the Committee wished to be sure that the individuals at AZTECH would be capable of handling this project. They were quite impressed with George. He will serve as project manager, but will bring two of his staff up to speed with him as soon as possible. His commission is payable in stages for delivery. The company has 50 employees. Boyce noted that George was very knowledgeable, and this company knows what questions to ask.

      This is to be a Data General system. The hardware designated is an MV8000. Koch noted that AZTECH owns an MV8000, so it can run tests on its own premises. 18 terminals are projected. The equipment will be in Woodbury, with some terminals at Headquarters.

   2. Koch said that Quinn had reported to him that as far as he knows, no other Society but AAPT is planning to remove their membership and subscription fulfillment services. This is reassuring to AIP Management; they were concerned and wondered about the need for a longer-term commitment.

      In response to question from Madey, Grant said that the Committee had considered the possibility of asking a five-year formal commitment on the part of the Societies to this equipment with the large outlay of capital funds required, but they ultimately decided that this will be a system which will work for the Societies and it is up to Management to see that the needs are met.

   4. and vii. Madey asked if George should hold meetings with the Member Societies. Grant said that indeed George on his own initiative had proposed that he meet with the individual Societies and this should occur during Activity 1, the conceptual design phase, which is scheduled for 5 July through August. Recommendation 7, which utilizes the Committee on Society Services, will occur as things progress. Boyce (Chairman of this Committee) noted that things for Society needs, within the 50 characters allowed, can be built in, and that it is important for Societies to consider their uses early on. He thinks this Committee should provide an opportunity for interchange of ideas. He would like it to meet in July, at least through teleconferencing, within the timeframe of George's schedule.

      Wissbrun asked if acquisition of the system will necessarily change the mechanics by which the Member Societies interact with AIP. Boyce and Ramsey answered that it need not; things can continue the same or they can change.

      In response to Ramsey’s question, Grant said that the Societies may elect whether to do their own updates or have AIP do it.

   5. The recommendation that the purchase of C-Script not be made was based on the consensus of the Committee that the vendor be responsible for maintenance and updates of the system and not AIP staff.

   General: Lazarus asked what the time scale would be. The final acceptance dat[e] is 20 May 1983. The complete time-line for the development of the system was distributed. [The timetable, as revised in August following the signing of the contract, is attached herewith.]

   In response to Lazarus' question of how much of a financial commitment is involved, Gilbert said that the commitment is to be spread over a two-year period, which AIP can afford. Koch added that it is a phased payment schedule for both the hardware and software.

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

   MOVED that the Executive Committee approve each of the first eight recommendations of the ad hoc Committee on Computer Needs, as stated in its report.

   The following motion, based on Koch’s suggested wording, was made by Wright, seconded by Madey, and unanimously carried by a show of hands.

   MOVED that the Executive Committee authorize the AIP Management to negotiate a fixed price contract totaling no more than $600,000 with the AZTECH Corporation for hardware and software for a pre-programmed computer system for membership billing and subscription fulfillment that is responsive to the AIP request for proposal.

   Burton asked if the Committee had solved the matter of the accounting requirements. Grant said and Dolowich confirmed that this equipment will be able to handle accounting functions. Dolowich said that accounting packages had not been considered fully as yet, but the company has done work in accounting. His time will now be taken up mostly with this, but as things progress he will be looking at accounting packages, which is how this requirement will be handled. Koch noted also that the Committee had urged that this be done. Dolowich added that the programming staff at Woodbury is being reduced; it has been reduced by two in the past six months.

   Concerning recommendation 9, Burton commented that it would be desirable to call in this Committee again when an accounting package is proposed and felt that it should not involve very much work on their part. In this regard, Boyce said that this Committee was set up specifically for subscription fulfillment and may not be appropriate for the accounting concerns; however, those present felt its background would be valuable. Boyce noted and Ramsey confirmed that the Executive Committee was not asking the Committee to monitor the progress of this computer system.

   The following motion was made by Burton, with slight revision of wording as suggested by Ramsey, seconded by Lazarus, and carried unanimously.

   MOVED that the Executive Committee thank the ad hoc Committee on Computer Needs and suggest they stand by in case of problems and be available for consideration of the accounting package.

   Ramsey congratulated the Committee and the AIP Management on their efforts. Koch, in response to Burton's question, suggested that the Executive Committee could get a complete copy of the AZTECH proposal upon request, in addition to the timetable for implementation of the computer, and Dolowich confirmed this.

5. Report of Consortia Discussions

1. News from ICSU/AB Meeting About International Developments

   Koch reported on his recent trip to Amsterdam to attend this meeting. While there he spoke with the North Holland Publishing Co. He also talked with people involved in the proposed publishing consortium, the people at FIZ, and, in London, with people at INSPEC. He reported on four major points, as follows:

   1. Proposed Restructuring of the ICSU Abstracting Board. This Board has recognized the handwriting on the [w]all for abstracting services, as services become more computerized and more networks are formed. They are moving in the direction of wanting to include the major primary publishers in their membership. Secondary services want to be sure the major primary publishers do not get out of hand, with these new developments. The National Library of Medicine is actively involved in these discussions; they are probably the chief organization in the U.S. storing on optical discs and supplying copies of articles, including ours ICSU/AB is an organization that deserves to be watched.

   2. Role of the British Lending Library. The whole mission of this institution is the making of millions of photocopies. 25% of their total distribution comes to the U.S. Koch noted that one section of the copyright law was designed to try to control the BL; it states that the importation of illegally produced material into the U.S. is illegal. The BL has complied with their own copyright law (by not distributing in the U.K.). With their coupling with Lockheed Dialog in its Dial Order System, they are underpricing everyone else. This service will provide a copy of any article at $4.00 for a 10-page article (including airmail), except in Ireland and the U.K. It is assumed that the British government is heavily subsidizing them. The AAP has sent a letter to Lockheed Dialog saying that this practice of coupling with the BL must stop if they do not pay copying fees and recognize copyright.

   3. Publishing Consortium. The above developments may mean the end of the publishing consortium, which now consists of six commercial publishers (Springer, Elsevier, Pergamon, Blackwell, the London offices of Academic, and John Wiley); they are now decoupled from the BL. Koch spoke with the interim project manager of this consortium. Their plans may result in their corning to U.S. publishers in the fall with contractual proposals. Their present proposal is still an optical disc system with 200 lines per inch resolution; each optical disc would contain 40,000 pages. They would distribute copies of the optical discs, using an industrial laser/printer. It is Koch's prediction that this will not get off the ground. He thinks rather that individual owners will put their own material on disc and make it available. He suggested that the new subcommittee consider this matter and make a recommendation to the Committee on Publishing Policy.

   4. Discussions with FIZ/IEE. This group has a very significant information system in Karlsruhe. We have been supplying them with a tape twice a week, for which they pay us roughly $7.00 per abstract plus additional charges for indexing. This goes to defray costs of the printed product (Physics Briefs) and a computer tape which we market. We have not, however, seen the tape; there have been delays with its production. The PACS terms on our tape are the only ones needed to do the printed product. For the tape product, they need key words supplied by us, which is the reason extra indexing is needed. A group proposes to visit the U.S. soon to straighten out problems involved with this and expedite production of the tape. This more comprehensive tape would take the place of our SPIN tape.

   Burton asked about the contractual agreement. This contract was signed three years ago; there have been no recent developments with this group. A price increase of 20% for FIZ and 40% for DOE was approved for the current year. The way to reduce costs of a secondary service such as FIZ is for the companies to obtain the material from a primary publisher such as AIP.

   The French are desirous of exchanging material with FIZ, and the Dutch are discussing the possibility.

   Koch said that he has mentioned this developing plan to IEE (Institution of Electrical Engineers-the British organization), as a way to reduce costs of the printed abstracting services and make them affordable. He met Howard Lofty, the new Executive Secretary of IEE; T. M. Aitchison, the Director of INSPEC (which produces abstracting services including Physics Abstracts for IEE); and Peter Clague, their representative to ICSU/AB. They asked him if we would supply our tape to them as we do to the Germans; he said we would. However, the problem in the past was that they wanted to specify the selling price, but in fact we need to tell them our price. He encouraged IEE to put their proposal in writing so that AIP may respond.

   Lazarus asked if AIP is supplying tapes to Lockheed Dialog. Koch replied that we have indeed been on their system for a number of years and get a royalty. There are many more subscribers to the Physics Abstracts tapes which also has all our journals. If we were to get directly involved in marketing a tape of Physics Briefs we would see many more users of our part of the tape than at present.

   Burton commented that this would be good news if AIP and the Society journals could supply our material to Physics Abstracts. Koch agreed, noting that we have been proposing it for ten years; there is a need for primary publications to be intimately involved. They now appear to be more interested. Boyce also commented that it would be advantageous to AIP if we coupled with the IEE, but Burton thought INSPEC would resist this. Koch agreed that IEE would not take our proposal, although it would be advantageous to them.

   Koch feels these European developments are interesting and he will continue to keep the Executive Committee apprised of them.

2. Preliminary Discussions of a Sci-Tech Data Base Consortium

   Koch noted that this was promoted because Lockheed Dialog was up for sale and, although not now publicly stated, probably still is. If it is purchased, other services will wonder how they can continue to protect their individual interests. This Consortium is an informal grouping of the principal persons in the U.S. from Biological Abstracts, Engineering Information Abstracts, Psychological Abstracts, and Chemical Abstracts. We are regularly invited to participate. Koch thinks that if there is a request for financial assistance, AIP would recommend a negative response.

3. Request of AAES Science and Technology Communication Network

   Koch noted that Boyce has been the AIP representative to the preliminary discussions of this group. They have now asked for an investment of $5000. Koch thinks this may not be feasible for us, as their procedures may be counter to the best interests of AIP. In a recent conversation with Koch, Harford (Executive Secretary of AAES), said they now realized their original plan was too all-inclusive and they now plan to focus only on publishing.

   Ramsey mentioned that two categories of executive session were needed. It would be helpful for members of the Committee on Computer Needs (Boyce particularly) to stay for the first session for discussion of that topic.

The meeting recessed for lunch at 12:00 noon, with some of the TV shorts prepared by Kalson shown during lunch. It resumed at 1:50 following the two executive sessions.

6. Woodbury Facility

and

1. Engineering Study for Air Conditioning and Parking

2. Approval for Capital Expenditures

   Marks referred to Attachment F, which was a memo from Kranz to Koch giving details of the problems in these areas. There are more cars at Woodbury than anticipated, and the entrance and exit area is hazardous; it is fortunate there has not been an accident thus far. To solve these problems the entranceway needs to be widened and 28 new stalls added to take care of staff and space for visitors. The total cost for this would be $49,000.

   Ramsey asked if these improvements could be made without disturbing the neighbors; Marks said the stalls are going to be constructed as far away from the neighbors as physically possible.

   Concerning the air conditioning, the original building on the site was a lab, which was gutted and renovated. The old equipment which was there was retained but has proven inadequate; additionally, there is a fume problem in the duplicating area, creating an unsafe condition. A new system is proposed for that part of the building.

   In the new building, the design was cut back from the original proposal, and the resulting deficiencies need to be remedied. The cost for these air conditioning improvements would be $75,500.

   The following motion was made by Kelly, seconded by Wright, and carried unanimously by a show of hands.

   MOVED that the Executive Committee authorize the capital expenditure of funds totaling $124,500 for improvements in the parking and entrance area ($49,000) and for air conditioning improvements and modifications ($75,500).

7. Financial Reports

1. 1981 Variance Statements

   Gilbert reported that all variance statements covering the last six months of 1981 have been sent to the Member Societies. The 1982 variance statements will be issued quarterly.

2. 1983 Quoted Price Schedules

   These have been sent to all Member Societies; the statements also reflect revisions in the 1982 quoted prices.

   Beyer noted that the April statement was issued prior to completing the 1983 quoted prices; he questioned not getting all the data he thought he should have received. Gilbert explained that another schedule would be sent showing changes and explanations of large variances. The prices are sent out as quickly as possible, with the explanation following; it takes much longer to prepare the explanation than the figures.

   Boyce said the Societies need to know the changes from the quoted prices, as they use quoted prices both to equalize the cash flow and to plan in setting their dues. Gilbert noted that AAS had called for 1983 quoted prices and was given them by phone. In reference to the schedule of quoted prices, he said that in the future they will put an asterisk when there is a revision of quoted prices from the previous statement.

   Boyce complained about the late billing of BAAS abstracts by AIP which resulted in adverse collection efforts. Marks replied that he would investigate the problem and send a detailed response to Boyce.

3. 1981 Audit Report

   Gilbert reported that the 1981 audit is winding up on this date. It is expected that the report will be dated 21 June and that the financial data will be in the July issue of PT. He confirmed, in response to Burton's question, that the net is about $500,000.

4. Status of Accounting System Improvement Plan

   Dolowich reported that it had been nine months since this plan was begun; the work is proceeding on schedule. Overtime has almost been eliminated in the accounting area. More help is needed in the senior accounting staff area in analysis; they are looking to increase the staff by one such person within the next month. Presently, they do not have enough staff available for all areas, having had to accommodate the auditors during the last three months.

   He distributed a handout (copy attached to official minutes) showing the implementation schedule with the completed areas indicated. In the Personnel area, the ADP package has been fully implemented. Accounting is now closing the general ledger quarterly. They are working on job orders and will soon ask the programmers to do a program for this.

   Kelly and Lazarus commented favorably on the progress in this area.

8. Response from Member Societies to Voluntary Member Assessment Contribution

Koch reported that he had now heard from all of the nine Member Societies (a copy of the responses is attached to the official minutes). The response from each was as follows:

9. Letter to Hewlett Packard Co. Foundation Regarding Support for AIP Television News Reports

Slack referred to Attachment D, which contained Kalson's memo to Slack and Koch concerning discussions at the AAAS meeting on the formation of a TV consortium with other science organizations and Kalson’s letter to Rogers, the Executive Director of Hewlett Packard Co. Foundation following their meeting. This company hopes that both science and engineering will be conveyed to the public and is interested in supporting such endeavors. The tape shown at lunch was a copy of one sent to him to illustrate previous TV efforts; he was interested in this endeavor, but would like to treat this as a multi-level activity they might help support. He hopes we will cooperate with the IEEE. It will be mid to late fall before a decision is reached on types of grants.

Sayre asked if they would be acquiring any advertising time or if their name would be used. Slack answered that this had not been discussed yet. On the present tapes, NSF funding is on the leader; it is up to the stations whether they show it or not.

Lazarus asked what their contributions would be. Slack said that we will hope for something in the order of $50,000, the approximate cost of one five-unit tape. Koch noted that Hewlett-Packard wants AIP to show its responsibility in these endeavors.

In response to Lazarus' question as to whether any overtures had been made to other groups, Koch answered that none had been made as yet. He noted that foundations need to give money away. Lazarus noted that MacArthur Foundation (Chicago) on government orders is trying to get rid of money perhaps as much as $150 million a year.

Sayre wondered if there would be any problem in accepting commercial money; Koch said there would not be. The consensus was that AIP should continue to look for additional sources of corporate funding.

10. Journal of Chemical Physics Editorship

Koch reported that Stout is retiring as editor, having reached the mandatory retirement age. He has set up a Search Committee which has reached a conclusion. Their unanimous choice will be communicated in a letter; it has not yet been officially announced.

11. AIP Contributions to TIAA-CREF After Age 65

Slack noted that questions concerning this matter had been raised at previous meetings. He referred to the handout (copy attached herewith) which reviewed the background on this. Management recommends on the basis of these data that, effective 1 July 1982, AIP adopt the policy of continuing contributions to employees' TIAA-CREF retirement plans after age 65 if they are otherwise eligible. The cost would be minimal to AIP and it would contribute to employee morale and attitude.

Ramsey noted that he is favorable to the AIP proposal, but his previous concern is realized by these figures: a person who stays on after age 65 will obtain much more retirement income. It will cost institutions much more if employees opt for later retirement; however, it probably will be the law before long to extend the payments. He suggested that it would be desirable to make this plan totally retroactive, but Slack was not sure this could legally be done. He noted that this issue was first raised two years ago, when people started losing this contribution in July 1980.

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

MOVED that the Executive Committee approve the recommendation of the Management Committee that effective 1 July 1982, AIP adopt the policy of continuing its contributions to employees' TIAA-CREF retirement plans after age 65 if they are otherwise eligible, and that Management look into the possibility of making it retroactive and implement this if possible.

12. Reorientation of Inside AIP

Koch noted that this publication, copies of which he made available to those present, has been reoriented towards the interests of AIP staff; he felt it was a significant change and that the staff has been responsive to the changes. He commended Brescia for the great job she has done as editor of the new version.

13. Status of Plans for Corporate Associates Meeting

1. General Motors Sponsorship of Prize for Industrial Applications in Physics

   Merrill reported that Jamerson had recently called to inquire as to whether AIP would be receptive to the idea of having General Motors sponsor this $5,000 prize which is awarded biennially on behalf of the Corporate Associates. Koch felt it would be satisfactory so long as other corporations were aware of it. Merrill has suggested that a questionnaire be distributed to members of the Advisory Committee on Corporate Associates; if not more than two negatives were received, it could be implemented. Regardless of such sponsorship, the prize would not be known by the name of the company; Burton noted that APS has many such prizes, without the name of the corporate donor as part of the prize.

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

   MOVED that if the Advisory Committee on Corporate Associates is favorable to the idea, the Executive Committee approve having General Motors sponsor the biennial $5,000 prize for Industrial Applications in Physics.

2. Nicol’s Term on Advisory Committee for Corporate Associates

   Merrill mentioned that James Nicol had been under the assumption that his term on this Committee had been extended, although it had actually expired in March of 1982; he is an active participant and would like to continue serving on the Committee.

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

   MOVED that James Nicol’s term on the Advisory Committee on Corporate Associates be extended for one year, to March of 1983.

3. Schedule for Forthcoming Meeting

   Merrill reviewed the preliminary draft of the October meeting of the Corporate Associates, given in the handout. Sandia is giving a lot of support to this meeting. He expects the registration fee will be under $40.00, as costs there are low.

14. American Mathematical Society Letter About Conflicts of Interest

Koch called the attention of those present to this letter contained in Attachment E of the Agenda, and asked if the Committee felt there was a problem. Lazarus asked if there was ever a case where this was brought up; the answer was no. He thought it would not be needed here as it would be in the Mathematical Society. If there were a possible conflict, that person should abstain from voting on the issue.

15. Future Executive Committee Meetings

Ramsey stated that the next meeting of the Executive Committee would be held in Woods Hole on 10-12 September. Subsequent meetings in 1982 would be on 29 October in New York, preceding the Governing Board meeting, and on 16 December in New York.

16. Other Business

1. Meeting with Representatives of AAPT

   Koch reported that this meeting had been held at AIP Headquarters on 10 June; notes from the meeting were distributed (copy attached to official minutes). A number of issues were raised and discussed; one of these was the matter of a Member Society which has taken over most of the services formerly provided by AIP; would we want a prospective Society which would want no major services to become a Member Society? These issues will be discussed at Woods Hole. Burton noted that some of these general topics would be discussed at the APS summer Executive Committee meeting; he asked if he might have copies of the notes for members to mull over, which was agreeable to all. Koch said that AAPT would still like some of the services and feels they are benefitting from these and would be willing to pay an appropriate share for these and for PT. The fee of $5.00 per member was discussed; AAPT now feels, although they had declined earlier, that they would be willing to pay this.

   Grant said that the point of the discussion was to find appropriate ways to contribute in order to sustain the use of these services; the $1.00 member charge clearly does not cover these. Lazarus said he hoped this assessment charge, as specified in the Constitution, would be brought up in the Committee on Constitution and Bylaws. He felt there was a need for what he considered proper charges for accounting, as part of the Institute income comes from journals but is used for other things. Koch pointed out that AIP does publishing service at cost for the Society journals; the AIP-owned journals provide income for many of the AIP auxiliary services made available to the Societies.

   Ramsey commented that the Committee on Constitution and Bylaws needs guidance on such issues. This is a topic for discussion at Woods Hole. It was agreed that the $1.00 amount in the Constitution was not now appropriate. Sayre asked if the Committee would have a report by September. Slack replied that he had been sending communications to Crane (the Chairman) but no meeting has been set as yet. Crane has drafted a letter and suggested having at least a phone meeting before September.

2. Word Processing Equipment

   Gilbert distributed a handout (copy attached to official minutes) explaining the immediate word processing needs of several offices in New York. Six staff members have visited a number of dealers, and several detailed proposals have been submitted to Management. Management has reviewed the staff proposals and recommends purchase of the equipment now so as to take advantage of their discount offer which is valid through 30 June.

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

   MOVED that the expenditure of $24,000 for purchase of word processing equipment be approved, as follows:

   Office of Secretary	DECMATE word processor	$7,000
   Office of Treasurer
   Physics History Division	DECMATE word processor	7,000
   Manpower Statistics Division
   Manpower Statistics Division	DECMATE high speed printer	3,000
   Manpower Placement Division	DECMATE word processor	7,000
   	TOTAL	$24,000

   and that the expenditure of $1,000 per month for rental of an IBM Displaywriter for the Advertising and Marketing Divisions with rental charges to be used if desired for a purchase option at a later date, be approved.

18. Adjournment

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