June 24, 1983

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene — Roll Call

The meeting was called to order at 8:30 a.m. by Chairman Ramsey.

Executive Committee Members Present

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

AIP Staff Present

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

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

2. Minutes of Executive Committee Meeting of 25 February 1983

With the noting of one typographical correction, the minutes were approved by acclamation.

3. Report of Committee on Publishing Policy — 14 June 1983 Meeting

Marks referred to Attachment A*, which detailed the recommendation of this Committee.

1. Recommendations on Journal Subscription Prices and Page Charges for 1984

   1. Individual Non-Member Subscriptions Category

      A new subscription category is proposed for three AIP-owned journals for individual non-members, the rate being $5.00 higher than the member rate. One advantage of this new category is that we would be able to promote PT to a large body of potential readers, e.g. members of IEEE. This would be an experiment and its results would be reported. Marks thought that the new rate would not be misused by librarians.

      The following recommendation of the Committee on Publishing Policy was passed unanimously.

      That a new subscription rate category for individual non-members for personal use be established for Review of Scientific Instruments, Applied Physics Letters, and Physics Today that is $5.00 higher than the member rate ($5.00 higher than Affiliated Society Member Rate for Physics Today).

   2. Other Non-Member Subscription Prices

      A price increase of 25% for non-member subscriptions was recommended. Wilson asked about the decline in subscriptions with the increase in subscription prices. Marks said that it was 2-3% in 1982; indications are that it could be as much as 5%in 1983; the Institute estimates conservatively on this.

      The following action, as approved by the Committee on Publishing Policy, was approved unanimously.

      That 1984 non-member subscription prices to AIP's six primary journals be set at 25% over 1983 prices except for the Journal of Applied Physics where a further $15.00 should be added to cover the cost of doubling the frequency of publication; that 1984 subscription prices to AIP's 18 translation journals be set at 15% over 1983 prices; and that the non-member rate for Physics Today be set at $50.00, 10% over the 1983 rate.

   3. Member Subscription Prices

      It was recommended that the member rate remain the same as for 1983, except for JAP, RSI, and PT.

      The following action, as approved by the Committee on Publishing Policy, was approved unanimously.

      That 1984 member subscription prices to AIP's six primary journals remain unchanged from 1983 with the exception of the Journal of Applied Physics where $15.00 should be added to cover the cost of doubling the frequency of publication. The member rate for RSI will be decreased by $5.00 and the affiliated society rate for PT also decreased by $5.00.

   4. Page Charges

      The following action, as approved by the Committee on Publishing Policy, was approved unanimously.

      That 1984 page charges for AIP's six primary journals remain unchanged from 1983.

2. Appointment of Journals and Books Subcommittees

   Appointees to these subcommittees were given in Agenda Attachment B. In response to Madey's question concerning the small size of the Subcommittee on Journals. Marks said that two new appointments to this Subcommittee had been made at the meeting of the Committee on Publishing Policy: John R. Cameron and Patrick J. Palmer. Freeman F. Hall, Jr. was named to the Subcommittee on Electronic Publishing.

3. Reports of Publication Board Meeting on 7-8 April and of Translations Editorial Committee Meeting on 18 March 1983

   Minutes of these meetings were given in Agenda Attachment C.

   1. Memorandum of Agreement Revision

      Marks said that the Memorandum of Agreement now provides for Publication Board membership only of editors of journals which are published by the Institute. The Committee on Publishing Policy has recommended that the Memorandum be revised so as to include on the Publication Board the editors of all Member Society journals even if their journals are not published by the Institute. Up to now these editors have been invited as guests, paying their own expenses. It would be good to get their full participation for discussions of standards and editorial practices and sharing of experiences.

      Koch said that for a number of years there had been talk of a number of needed changes; these would have to be approved by the Governing Board. The Executive Committee could direct the staff to prepare a draft revision of this portion for presentation at the September Executive Committee meeting.

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

      MOVED that the AIP staff be directed to prepare a draft revision of the portion of the Memorandum of Agreement involving the Publication Board and to present it at the next Executive Committee meeting.

4. Report of Journals Subcommittee Meeting on 6 June 1983

   This was not discussed.

5. Report of Books Subcommittee Meeting on 10 June 1983

   Marks reviewed the three recommendations of this Committee, as approved by the Committee on Publishing Policy. The three items were voted on together.

   The matter of the principle of an honorarium to the authors was discussed. Grant wondered why we should pay the author when the original publisher is not interested in reprinting. Beyer said that in this case we are asking the author to do updating and to play a role in the preparation of the book. He said arrangements with Stix had been discussed; it was felt that a reasonable arrangement would be to pay the author a one-time fee of roughly one-half of the royalty figure he would have received from the projected reprint sales.

   Madey asked why the original publisher is not interested in the book. Marks said that the new IRS ruling discourages publishers from doing large press runs as they cannot write off the cost of book inventory which doesn't move quickly. On the other hand, AIP can realize a reasonable net from doing short runs (l,500-2,000 copies).

   The following recommendation of the Committee on Publishing Policy was unanimously approved, with addition of an amendment resulting from the above discussion.

   That AIP republish the out-of-print book, The Theory of Plasma Waves by Thomas L. Stix, as outlined in the 10 June 1983 proposal prepared by R. G. Lerner but with the added provision that an honorarium of $1,000-$1,500 be paid to the author.

   The following motion to amend the recommendation was made by Wright, seconded by Madey, and unanimously carried.

   That AIP republish this out-of-print book, with the provision that an honorarium of $1,000-$1,500 be paid to the author for his efforts in preparing the book for republication.

   Regarding the articles on astronomy and astrophysics to be reprinted from PT, Marks said that the astronomers felt that this material needed to be reviewed, which triggered the proposal for payment to those involved in republication.

   The following recommendation of the Committee on Publishing Policy was unanimously approved.

   That AIP publish a collection of articles on astronomy and astrophysics from Physics Today supplemented with items selected from PT's Search and Discovery column, as outlined in the 10 June 1983 proposal prepared by R. G. Lerner.

   Regarding the marketing of Physics Vade Mecum overseas, Marks said that AIP has not been able to get involved in bookstore marketing and overseas sales of this book are low. The proposal from Wiley would be an experiment and would give a nice net even with the high discount.

   The following recommendation of the Committee on Publishing Policy was unanimously approved.

   That AIP accept the proposal from John Wiley and Sons to market the Physics Vade Mecum to bookstores overseas: Wiley would purchase the book on a consignment basis at 60% discount, would report sales monthly, and remit payment 60 days thereafter.

6. Request from Copyright Clearance Center

   Marks reported that the CCC has a new method of collecting copyright fees from big users in an effort to simplify this procedure. They are entering into a blanket agreement to see what the actual copying is for a certain period and will then arrive at a percentage for copying, to be paid quarterly. For AIP this involves mainly the translation journals, since we previously liberalized the policy on the archival journals. The CCC would periodically review the figures to see if they still apply. It will no longer be necessary to code the number on each page, but AIP has already programmed it in and will retain it. The CCC will still collect from small users, but will collect from big users by contract. As the CCC has raised its fee, AIP will raise its fee so as to obtain the same net as before.

   The following recommendations of the Committee on Publishing Policy concerning the CCC were unanimously approved.

   That 1984 Copyright Clearance Center copying fees to AIP-owned journals be set at 10% of the 1984 back number price.

   That AIP sign the contract proposed by the Copyright Clearance Center to authorize the CCC to enter AIP's translation journals, conference proceedings, and Physics Today into its Annual Authorization Program with fees to be set to yield the same net as the copying fees for the transactional program.

7. Status of ATEX System

   Marks referred to the letter included as Agenda Attachment W* from Frank Ingari, Market Manager of ATEX, Inc. They will replace equipment, at their expense, that has caused problems. AIP is now very pleased with the work being done by ATEX, now a subsidiary of Eastman Kodak.

8. Chemical Abstracts Service Agreement with FIZ

   Koch reviewed the recent history of our contacts with FIZ. We send them a computer tape of abstracts twice monthly. The printed journal, Physics Briefs, has not been as successful as was hoped, as the Germans had trouble in producing the indexes. They are now producing them on time. Their subscription charge is one-half the price of Physics Abstracts. The agreement with the Germans was that we would do the marketing of the computer tape of abstracts outside of Europe. Recently, FIZ has been working on a deal with Chem Abstracts.

   We are now seeing the culmination of 13 years of effort at Chem Abstracts, AIP, and other abstracting and indexing services wherein the tapes are being produced as the byproduct of the printed product. During this period, Lockheed and others have promoted online service for considerable revenue. It has been our hope to be the marketer of our tape, included in the Physics Briefs tape. AIP has consistently taken the position that abstracts are copyrightable and that when our tape is included in the complete database, we would be entitled to a share of the net, on the basis of our input. Koch feels that AIP and the Societies could receive a minimmn of $300,000 a year in royalties from the use of the SPIN tape. Chem Abstracts has not honored any copyright for abstracts.

   The new concept of Chem Abstracts, known as INSTI (International Network for Scientific and Technical Information), is make their and other databases available at their headquarters in Columbus and Karlsruhe. Heretofore the database systems had been difficult to use without assistance of trained personnel. The Chem Abstracts system would be a user-friendly arrangement. Koch has talked with Dale Baker of Chem Abstracts about this and will be meeting with him in July.

   The plan would be for AIP to participate by means of our database from Physics Briefs; Koch hopes that we would have a direct node to Columbus, and he would aim for preferential treatment for members of the Member Societies.

   Koch has been invited to meet with FIZ officials in August to discuss these topics further. He suggests that Gilbert and Lerner, who will be going to Moscow for the Book Fair, visit the marketing people in Karlsruhe. Scott and Adashko, who will be going to Moscow in the fall regarding the Soviet journal program, could also visit Karlsruhe. They could also then learn more about our proposed contractual relationship with FIZ and the experiences of FIZ with AIP's abstracting and indexing.

   Lazarus felt that this arrangement with Chem Abstracts makes the situation of AIP's relationship with FIZ less clear and questioned going to Karlsruhe before anything is put in writing, but Ramsey felt this was not essential. Koch said that Chem Abstracts has a huge computer that can service the country. This arrangement of FIZ with CA is recent; we could withhold the SPIN tape if we don't like the impact of the arrangement on its utilization. Our position needs to be that we want our SPIN tape marketable in the broader database. He noted that we contracted an exclusive agreement with FIZ in 1978, but we haven't been able to update it.

   Koch hopes to have a complete review at the September meeting, perhaps in the presence of representatives from these companies. His feeling is that personal meetings are extremely useful in making contacts and gaining information; he sees no harm in going for discussions and thinks we can play an important part.

9. Kinokuniya Proposal for Marketing Journals in Japan

   Koch reported that the proposal for a complete marketing arrangement with Kinokuniya (Agenda Attachment V*) was received in mid-June, with additional features outlined in a 21 June letter. They propose to be the exclusive agency for non-member subscriptions to our printed journals. All orders from Japan go through agencies; this type of agency provides foreign exchange and provides payment in advance where local regulations prohibit payment until a product is complete. They want to handle all subscriptions airmail at a special rate, which would be a great benefit for subscribers. The usual difference between air and sea mail is 30%. All packaging and labeling would be done in Japan, following receipt of our bulk air mail shipments. They would supply us with a quarterly tape of subscribers, which would be advantageous for us. If subscribers come through another book agent, Kinokuniya would provide up to one-half the commission to the other agent. AIP would continue to do billing for members, who could pay directly to AIP or send yen to Kinokuniya to handle, who agree to provide air mail service at sea mail rates.

   Our present subscriptions in Japan equal $1.5 million a year. The initial agreement would be for two years, subject to renewal. AIP Management has studied the proposal and recommends acceptance; final agreement would be reported to the Executive Committee in September.

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

   MOVED that AIP Management be advised to negotiate and conclude the agreement with Kinokuniya.

   Lazarus mentioned that there had been clear violations with the use of non-member subscriptions in Japan. Koch said that this is mentioned in the Kinokuniya proposal; they agree to assist in monitoring this to see if subscriptions are legitimate.

10. Request for Support for Electronic Publishing Standards

    Koch referred to the letter to him from the Association of American Publishers, contained in Agenda Attachment F. Its New Technology Committee plans to move ahead with a project to develop an industry-wide standard for electronic publishing, an attempt to promote generic coding, and is requesting financial support.

    The following recommendation of the Committee on Publishing Policy was unanimously approved.

    That AIP make a contribution of $1,000 in response to a request from the Association of American Publishers to its members to support its project to develop an industrywide standard for electronic publishing.

11. Proposal for Buyer’s Guide of Physics Today

    Marks referred to Attachments H and H*. He noted that PT was unique in not publishing a Buyer's Guide. A proposal to prepare one as an integral part of the August 1984 issue, a light month, has been received from Robert Udell Associates. The Buyer's Guide has a long life and would have advertisers who would not ordinarily advertise in PT. The appeal would be specifically for physics; we would need 100 pages of advertising to break even in the first year. It would initially be included in the PT budget. Once the database is created, it would be very easy to update yearly.

    Wright asked if we would envision supplements, since the thought is to include computer software, a field with rapid changes. Marks said that if it proved to be popular, we would do this.

    Grant asked if additional personnel would be needed in marketing and advertising. Marks said that this is not planned at present. This year can be handled by the present staff; the typesetting would be done inhouse. It would be part of the regular issue, to keep the expenses modest, and the issue would carry the usual features. There might be a separate issue in future years, but this is the usual procedure for starting such a plan.

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

    That AIP proceed with plans to publish a Physics Today Buyer’s Guide.

12. Proposal for Consultant on Electronic Communications

    Kock [Koch?] said that pressures on AIP to obtain additional word processing equipment are increasing. He noted Attachment I and Attachment I* which detail the present equipment and needs. Koch feels it is important to have a consultant to determine what our actual needs are, to develop a plan, and to go into it slowly. Our present phone system will soon be fully depreciated; we could consider integrating the phone system with word processing equipment.

    The proposal was discussed. Ramsey noted that it states benefits but not costs. One must also consider learning time, disruption, and expenses in a new system, and there is a danger of going overboard. It is essential that the consultant be objective. Koch noted that John Seybold, the consultant to the Subcommittee on Electronic Publishing is excellent in these areas and is objective. Burton felt that a consultant should not be hired with this plan as a starting point. He thinks it should be addressed differently; the starting premise here is very high. He suggested starting with things that are more modest, such as subscribing to an electronic mail service such as Omnet, which is simple and inexpensive to do. Koch said AIP staff had talked to representatives from this and other services; some of this sort of thing is being tried now.

    Grant was not in favor of giving a consultant this document; we need to specify what we want from this person, and know what questions to ask. Lazarus noted that this document lists wants, not needs, as it now stands.

    Koch noted that AIP has been asked for advice by the Member Societies, particularly ASA, and also has to deal with the needs of copy editors in relation to their editors. Heavy use is now being made of Decmates at headquarters, and the IBM personal computers have been used in experimental ways. AIP needs to be aware of trends in the field, and in telephone systems, and we would convey to an outside consultant (while setting a limit on his fees) our concerns of making modest investments while developing an overall plan that could be implemented over a number of years.

    McIrvine said that this is a good time to study as there is a lot of fluidity, many product offerings, and rapid evolution, but it is a bad time to move quickly. He further noted that it is important not to overlook the fact that traditionally there has been far greater investment backing up one blue collar worker than one white collar worker, and there is now interest in increasing productivity by larger backing of the white collar worker. A changing sense is developing of tying things together rather than individuals operating separately. Phone service should not be overlooked in considering office management systems.

    Madey noted the summary on page 16 and suggested that these are points that could be phrased as questions to a consultant.

    Ramsey said the consensus seems to be that some help is needed, but that it is not well-defined in this proposal, that it is necessary to watch consultants, and to go slowly.

    The following motion was made by Wright, with additions by Burton and Ramsey, seconded by Madey, and passed unanimously.

    MOVED that the Executive Committee authorize employment of a consultant to respond to the points on page 16 of the proposal, addressing specific needs of the Institute, preparing as economical report as possible, with a ceiling of $20,000, a preliminary report to be given at the September meeting of the Executive Committee.

4. Additional Furniture and Fixtures for Publishing I and II Branches

Marks referred to Agenda Attachment G, which details the needed changes in these areas and itemizes the costs. The supervisors need to be closer to their immediate areas, and it is expected that these changes will achieve better grouping of staff, improve efficiency, and contribute to higher morale. Most of the changes are in the APS area; they have come up over a period of time, and have been coordinated as one plan.

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

MOVED that the Executive Committee authorize the expenditure of up to $22,000 as detailed for furniture and fixtures for Publishing I and II Branches.

5. Status Report of New Computer System

1. Contract with AZTECH for Subscription System

   Dolowich distributed a handout which shows the current AZTECH/AIP Timetable. The design encompasses three phases: conceptual, general, and detail. The general phase was completed on 6 June. Dolowich and Auliano met with AZTECH in early June to detail the tasks in the next phase. They felt, that with the excellent verbal and written communication they have with AZTECH, AZTECH can move ahead on programming when the detail is approved, since many of the tasks are modular. The detail design will take about 16 weeks and the programming another six weeks. The chart shows a two-stage review: AZTECH, then AIP. The detail design in Chart B agrees with the March timetable.

   AIP staff will get the job accounting feature on 11 July and will see what it includes; this is one area which is not yet known.

   The equipment has been ordered and delivery is scheduled for 25 August. Accounting will be ready to use the equipment by then.

   Based on the detail design, the disks had to be resized, since the three 190 megabytes total capacity would not be sufficient for all the uses that have developed. Three disks of 277 megabytes each have been ordered; the cost upgrade for these will be $15,000. When the subscription fulfillment system is operational, it will be necessary to add another disk drive for Accounting, at a cost of about $40,000.

   Negotiations have finally been completed for the NCR cashiering terminals, and the tests have proved that the procedures will work. This equipment will be fully programmed by the end of August. We are currently timesharing with Data General. Staff is now looking at the fulfillment files; we will need less paper with the new filing system.

2. Contract with M & O for Accounting System and Status of Accounting System

   M & O has written software for an accounting package which we have purchased. Their staff are superb technicians. Several accounting personnel are attending a course at M & O and are gaining familiarity with the details of this system.

   The 30 September general ledger will be converted to the new system. Before this, quoted price statements have to be converted. In testing, M & O personnel have done the APS statements, which are the most complicated, without difficulty.

   The Data Processing Division has been writing programs to transfer the chart of accounts and balances to computer. Accounts receivable, job orders, and fixed assets are being rewritten. It is not critical that all the accounting systems be converted by 1 September, but most of the subsystems will be converted by November. An additional high level accounting employee may be needed because as the information is available and the natural accounting language is implemented, people with expertise and analysis ability are required.

   The M & O accounts payable program was not satisfactory and they agreed to rewrite it, using Dolowich's suggestions. They think it will be ready by 15 October. Purchase of this ($15,000) has already been approved.

   Payroll, another major area, is now being done by ADP. Staff has found another payroll package, which is used by Chase Manhattan: Managistics, which is better than ADP. This can be used both by Accounting and Personnel. Burton said that APS uses Managistics, and finds that it works well.

3. Implementation of Credit Card Billing

   Dolowich said there are two types of cards which could be used for handling foreign payments: American Express and MasterCard or Visa. MasterCard or Visa are efficient for domestic payments, but the member lacks control at the other end of the foreign payments. American Express has a very simple way to handle foreign payments, so he would recommend them for foreign payments and any of the three for domestic payments.

   Marks said that this will be used also for single copy sales and for book orders.

   Dolowich has both agreements in hand; they can be implemented for the 1984 billing if desired. A letter will be sent to the Member Societies telling them what is available, and he needs to know their choice. They will decide separately, as they have individual billing.

6. Financial Reports

Gilbert reported that the variance statements are up to date. The fourth quarter of 1982 variance statements were distributed in April, and staff is now working on the first quarter of 1983.

2. 1982 Audit Report

   The audit report has been completed and is now being compiled. It will be dated 16 June and will be available in July. He hopes to have a meeting of the Audit Committee in August.

3. 1983 Quarterly Departmental Statements

   The first quarter statements have been distributed.

4. 1984 Quoted Prices

   These were mailed early in June.

   Burton commented favorably that the financial reports have been coming in on time.

(The meeting recessed for lunch at 12:20 p.m. and resumed at 1:05 p.m.)

7. Computer Needs for Educational Services Branch

Slack distributed a handout from Ron Peierls of Brookhaven (member of the Advisory Committee on Manpower) which comments on Attachment U* dealing with the proposed computer acquisition for the Manpower Statistics Division. Peierls expected to attend the meeting to give his comments and endorsement, but was unable to; however he had offered to be available by phone if needed for questions. Slack explained the need of this Division for a dedicated computer. He noted the study by Roman Czujko of the Division which outlines the rationale for this purchase and gives a summary of a recommended computer configuration with a detailed analysis of the preferred computer system, the SUN microsystem, with detailed technical information and cost breakdowns of the systems under consideration.

Grant noted his reservations, which he feels have now been answered. Several components may emerge from the Educational Task Force study now in progress, which may invite new programs and expenditures, and he had questioned this expenditure before the entire package is surveyed. The proposal ruled out systems with which he was familiar, without fully explaining the choices, but Peierls explained clearly why the choice of the SUN system was made, and had answered satisfactorily any questions Grant had about that system.

Ramsey asked about having a contingency amount in the budget to allow for such large expenditures. Gilbert said the budget currently includes rental for equipment and this capitalizes that expenditure. He suggested treating the item as an addition to the 1983 capital budget, and this was incorporated in the motion. Burton said it might be good to have an overall figure for equipment rather than any specific figure. Gilbert said that the next budget can include a contingency figure for capital equipment.

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

MOVED that the 1983 capital expenditure budget be amended to include the expenditure of up to $55,000 for the purchase of a dedicated computer for the Manpower Statistics Division: the SUN microsystem, as outlined in the 23 May 1983 proposal to R. Peierls from R. Czujko.

8. Report of Committee on Finances

Gilbert noted Attachments K and K* (attached herewith) and reviewed the credentials of this Committee. The first meeting of the Committee is now scheduled for 8 July. He read the motion passed at the February 1983 Executive Committee meeting which authorized transfer of funds from the General Fund to other funds. He recommends that a total of $4 million be made available for investment in the Building, Equipment, and Publication Funds investment advisory accounts. Since a motion was already passed to cover the transfer of excess funds (about $1,850,000) in the General Fund to these three funds, he recommended action to allow adding to this from short-term investments, thus implementing the decision made in December 1982. These short-term investment funds are now handled by Bankers Trust Cash Management Plan.

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

MOVED that $2,150,000 be transferred from short-term investments to the following funds in accordance with the following percentages:

25% to Building Fund

25% to Equipment Fund

50% to Publication Fund

This action will give a total of $4,000,000 in these funds.

Gilbert said that when he was setting up the new Committee on Finances, the prospective members were concerned about the charge to the Committee, as this title usually includes investments. Our sister organizations have a standing committee on investments, and it usually meets quarterly. The Executive Committee is usually the Finance Committee. Material has been sent to the Committee with the proposed agenda. Gilbert is getting proposals from investment managers and will then interview them. He was able to attend meetings of the ASME, which has a successful plan, and he will pattern our structure after theirs.

This Committee will select the investment managers (as investment advisers are commonly called) on the basis of data now being gathered.

9. Bequest of Andrew Gemant

Slack noted Attachments L and L*, which contain correspondence concerning the handling of Gemant’s estate, which was left to the Institute. When in Detroit recently, Slack saw the house which is part of the estate. He felt the evaluation was low and discussed it with a real estate agent. Slack felt we might recommend it be placed with a firm having national affiliations.

Files, manuscripts, and most books will be shipped to New York. A quantity of piano music will be picked up by the Wayne State University Music Department. Bankers Trust recommends taking the securities “in kind”. The government bonds will be sold.

Slack noted that the Center for History of Physics had made the initial contact with Gemant, inviting him to contribute sketches on his work to the Center.

Gemant's will specified that a fund be established with his residual estate to provide for awards to be granted in areas of general interest to physicists, to be designated the Andrew Gemant Award. Only interest from the income, none of the principal, is to be used for the award. It is to be administered by the Governing Board or a committee appointed for this purpose. It is presently estimated that the estate (totaling $190,000) will net about $140,000. Gilbert will ask the attorney for opinions on the wording of the will and the limitations. It means setting up a special purpose fund.

Ramsey suggested that the AIP staff make suggestions for the awards, and this will be further discussed in the September meeting. This may be a good way to fill in gaps in the awards which we now have.

10. Appointment of Science Writing Awards Subcommittees

Slack said it was decided at the March Governing Board meeting that the science writing judging awards committees be separate from the Nominating Committee proposals. He read the suggested slate for next year's committees; there were no objections. He noted that it was often the custom to appoint the previous year's winner to the committee, since he/she is ineligible for the award. Letters will be sent to the appointees.

11. Proposal for Five-Year Development Plan on AIP and Member Society Relationships

Koch noted Attachment M and further detailed the following major headings: Present Activities, Background of the Changes Before Us, Changes Required at AIP, and Proposed Procedure for Implementation. He noted three purposes of this proposal: 1) to facilitate accomplishment by AIP and the Member Societies of their respective functions, 2) to assist Member Societies in improving services to their members by joint actions with AIP, and 3) to encourage membership in the Member Societies and thus strengthen the Societies.

He enumerated examples of ways that AIP can assist in strengthening Member Societies:

1. Sharing net income from AIP-owned publishing programs. These could include conference proceeding, co-publishing ventures, and secondary services such as abstracting services (it is impossible for Member Societies to do this independently).

2. Increasing direct support of educational services. He can see an advantage, with the contemplated increase in dues, if people feel their dues are going for a specific purpose.

3. Structuring services with member and non-member rates, such as prices for the directory and the new book series, thus making membership advantageous. Presently 50% of the active physicists in the U.S. do not belong to any Member Society.

4. Developing joint membership drives.

5. Developing meeting services.

6. Soliciting general funds from all physicists for various programs.

7. Checking on non-member use of subscriptions, especially foreign. Since AIP does marketing of all the journals, they could also do this type of checking.

Koch would like approval for developing an outline of this proposal, to be presented at the September meeting, both in the interests of aiding the Member Societies and in the development of the entire physics community. The consensus was that it would be a good idea to prepare this outline for discussion.

2. APS Letter Regarding Governing Board Resolutions on Science Education: Guidelines

   A 29 March letter from Burton and Lazarus to Ramsey, Ramsey's 5 May reply, a copy of the APS POPA Guidelines, a 18 May letter to Lane from Havens, a copy of guidelines for the AIP Committee on Public Policy, and a 2 June letter from Lane regarding APS Council's request for guidance on AIP public position statements with responses from Council and POPA to his 27 April memo were included in Attachments N and N*. Lazarus said that the APS Executive Committee will discuss this further next week. He questioned the policy of the Governing Board of AIP speaking on social issues; these resolutions were statements of major political impact. He thought they would be appropriate for AAPT, but not for AIP. If this had been brought to APS, it would have been referred to POPA for study before any statement would have been issued.

   Koch said that it seems to him more a problem of procedure, not subject matter. He could see referring matters to AIP's Committee on Public Policy, but the Governing Board should be able to address anything it wants to.

   Grant said that these statements and the Governing Board do represent the physics community; members of the Governing Board are elected by the Member Societies. He noted that these matters had been discussed at the Assembly of Society Officers, and had previously been discussed at length, but not in specific detail, by members of the AAPT Crisis Committee, with APS Education Committee representatives Portas and Franz. It would be unfortunate to adopt anything specific which would make it impossible for AIP to issue any statement. The matters were immediate and, particularly the use of $15 million of funds in the 1982 budget, under discussion by Congress at that moment.

   Madey said there was an immediacy in this issue. These statements were not discussed briefly just one time, and they were reworked by a committee; failure to act would have been wrong.

   Ramsey noted that no questions were raised at the Governing Board meeting regarding the appropriateness of this or referring it to committee or the authority of AIP to issue the statements. Five of the six APS representatives were present at the meeting; there was only one no vote on the resolution. He thinks the APS response to this matter is an extreme example of overkill, and that the action taken was appropriate under the circumstances. He is not enthusiastic about one society dictating what the AIP Governing Board should do.

   Wright thought that what was done was appropriate in view of the crisis, and that not making a statement is coming down on the other side. She referred to the current concern over cost containment in health funds, which would work against people getting the advantage and benefits of incoming technology. She would hope that AIP would take a stand if a similar crisis should arise regarding legislation affecting concerns of AAPM; she would prefer that the entire voice of AIP, composed of the voice of all the Member Societies, would be exerted in behalf of AAPM, as she feels this would carry more weight. In response to Burton's feeling he would not be sufficiently informed, she thought the Governing Board would be better able to make a decision concerning physicists than the legislators.

   Grant suggested that issues which are expected to come up in the future be referred to the CPP or another appropriate committee to examine them in depth, but there may be times when the need is immediate and procedures cannot always be codified. The real need is to focus on the problems. Wright agreed that in addition to discussing the procedures to be followed, time should be spent on the importance of the issues.

   Beyer thinks it is legitimate to raise this issue, although he does not agree with the solution.

   Ramsey said we need to focus on how to handle such matters in the future, and the September Executive Committee meeting would be a good time for discussion. Wilson suggested that the CPP look into the matter, review the present policy, and consider how we should proceed. Slack noted that Geballe, the Committee Chairman, is now in Europe for the summer. Ramsey suggested that he be invited to be present at the September meeting.

   Koch suggested that a discussion on this topic be held at the September meeting, then to be discussed by the CPP, for reference to the Governing Board.

3. APS Invitation to Share Washington Office: Guidelines

   Koch reported that PT staff (Davis, Lubkin, Goodwin, Coonan) met with APS staff (Havens, Bickford) and AIP officers (Koch, Marks, Slack) at AIP headquarters on 9 June. The purpose of the meeting was to make sure that no problems will arise in the establishing of the new APS office. He sees no problem in Park (APS) and Goodwin (PT) working together. Park had developed a draft set of guidelines for the use of the office.

   The APS news page in each issue of PT has been edited by Lubkin. Havens preferred that it not be edited by AIP staff. The solution would seem to be that the name of the page could be changed to denote that it is generated by APS with PT being the vehicle for containing it, and will not be subject to the same editing as the rest of the issue. It will not contain reports from the Washington office. Lazarus noted that the APS page is paid for at cost by APS.

   Koch referred to the guidelines which Park had drafted for the use of the Washington office (Attachment O) and the revised guidelines proposed by AIP. It has been decided to delete one sentence (Page 1, Item 1, first sentence, concluding with the word “released” on Page 2, line 3). Lazarus said that Park is pleased with the way things are working out. The understanding of AIP Management is that these guidelines are satisfactory, and the consensus of APS is the same. It was decided not to take a vote but to have it stand as an understanding.

12. Affiliated Society Requests

1. Proposal to Materials Research Society

   Koch said that the proposal contained in Attachment P is for information only. The discussions are in a preliminary stage and have not been acted upon by the MRS as yet.

2. Application of Engineering Information Inc.

   Koch referred to the letter of application for affiliated society status received from this organization (Attachment Q). AIP would like them to consider using our SPIN tape in their Engineering Index, and their president, Herb Landau, is interested.

   Marks said that they now publish 6,000 of our articles every year in their abstract publication. Engineering Information Inc. was formed by the engineering societies to handle secondary services in engineering. It is a 501(c)(3) organization with 200 employees; it is financially stable and this affiliate status would be of advantage to both them and to AIP. They are a membership corporation, composed of 75 trustees.

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

   MOVED that the Executive Committee recommend to the Governing Board the acceptance of Engineering Information Inc. as an affiliated society.

3. Sponsorship of IUPAP Conference on Physics of Semiconductors

   Koch reported that the organization of the conference has been arranged, and Springer will do their conference proceedings. He has written to the conference organizers, expressing our interest in participating and saying that we would like to have had an opportunity to publish these proceedings and hopes that we will be considered in the future.

   Seymour Keller (a member of the Subcommittee on Books) will propose our publishing the proceedings of a subsidiary conference on VLSI, of which he is chairman, to be held at about the same time.

   The conference organizers would like AIP to be a sponsor to the forthcoming conference (letter with proposal contained in Attachment R).

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

   MOVED that AIP become a sponsor, without payment, of the 17th International Conference on the Physics of Semiconductors, to be held in San Francisco on 5-10 August 1984.

13. Status of Planning for Corporate Associates Meeting

McIrvine (chairman of the Advisory Committee on Corporate Associates) reported that the agenda is now set, and the program is in draft form (given in Attachment S). He reviewed the highlights.

Merrill said they hope to send out the first announcement early in July, and are now working on a mailing list. Two nominations have been received to date for the Prize for Industrial Applications of Physics. Five members of the Corporate Associates have not renewed. This is the first year we are charging for journals, so in spite of the decrease in membership, the amount of net income has increased from $100,000 to $124,000 due to the cost of the journals.

14. Future Meetings

Koch reviewed future meeting dates, as follows:

Executive Committee	9 (afternoon) — 11 (noon) September 1983	Woods Hole
Executive Committee	23 October 1983 (afternoon)	Palo Alto
Governing Board	23 (evening) — 24 October 1983	Palo Alto
Corporate Associates	24-26 October 1983	Palo Alto
Executive Committee	15 December 1983
Assembly of Society Officers	15 March 1984
Governing Board	16-17 March 1984

15. Other Business

There was no other business.

16. Executive Session

The meeting went into Executive Session at 3:05 p.m. Koch and Gilbert were asked to remain for Items A and B.

1. Vacation Policy for AIP Officers

   Resolution attached to official minutes only.

2. Compensation for Chairman and Secretary

   Figures were agreed upon (with Ramsey and Grant leaving the room during this proceeding). They are contained in the official minutes.

17. Adjournment

The meeting was adjourned at 3:50 p.m.