March 15, 1985

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 7:15 a.m. by Chairman Ramsey.

Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Director
David Lazarus
Theodore E. Madey
Jack M. Wilson

Members Absent
Robert R. Shannon
Ann E. Wright
Guest
Sidney Gudes (Productivity Improvement Enterprises)

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

2. Confirmation of Telephone Ballet on Investments
Gilbert reported that the Committee on Investments had met on 21 February 1985. A report was sent to the Executive Committee on 22 February giving the recommendations of the Committee for additional investments. After consulting with the Secretary, he conducted a telephone ballot of the Executive Committee on 26 February. The telephone vote unanimously APPROVED the recommended investments.

The Executive Committee unanimously CONFIRMED the telephone ballot for the following:

MOVED that additional investments be made from available funds in the Cash Management Account with Bankers Trust Company, as follows:

3. Report of Consultant on Dues and Subscription Fulfillment System
Koch introduced Mr. Sidney Gudes of Productivity Improvement Enterprises, who had been retained to do an independent analysis of the dues and subscription fulfillment system under development since August 1982 by AZTECH Corporation. Copies of his report were mailed to the Executive Committee for examination prior to this meeting.

Ramsey asked for questions.

Havens noted Gudes' recommendation of the adoption of a 4th generation software system and asked if this is just something to consider or if it is definitely advised. Gudes said that it is not clear that switching at this point would be cost effective.

Lazarus said he gathers that the crux of the report is that the delays and problems in AIP's system are not uncommon in this type of enterprise. Gudes agreed that this pattern is typical of the industry.

Wilson said that there exist models for this sort of project. Gudes replied that one of the problems is that people do not tend to write up their procedures so the models are seldom useful. The AIP project is complicated by the fact that no one at AZTECH had prior experience with a system of this complexity.

Ramsey asked if the system is too complex. Gudes said he didn't think so; part of the complexity lies in the many interrelationships involved in the system.

Dolowich noted that AIP and AZTECH had just analyzed requests concerning the Selector utility, and had made a decision to go with the concept of a less complex one. AIP staff had wanted the Selector to do more, but had decided to take less capability in the interests of time.

Grant noted that the first paragraph of the executive summary stated that the ad hoc Committee on Computer Needs had specified a fixed price contract. He stated that this is incorrect; the Committee was told that this was not a consideration for them to deal with, and that members of the committee had expressed concern about this requirement at the time. Havens agreed; the Committee never recommended that a fixed price bid be required.

Ramsey asked Dolowich if he had any comments on the report.

Dolowich thought the report was a fair appraisal. He thinks the fixed price aspect of the contract has been a difficulty.

Madey said he thought the report seemed complete and complimented Gudes on his comprehensive job. He asked if AZTECH had seen the report and if they would.

Koch thought that AZTECH should not see this report. It was requested and prepared for AIP use only. We still feel that this is a fixed price contract, but it could be interpreted by AZTECH as a time and materials contract. He noted that the software will be owned by AZTECH.

Grant asked about the reference to 4th generation tools. He thought the report was not clear as to whether it was suggesting that AIP look into acquiring this soon or at a later time. He asked whether the system should be completed using C-script.

Gudes thought that looking into a 4th generation software such as INFO would be a good idea. In a system with this complexity, there are many variables. A software system such as INFO would make these simpler to modify.

Dolowich commented that the AIP staff, which is trained in the use of C-script, thinks it is productive. AZTECH staff also are trained in C-script. It would cost time and money to change to a different development language.

Gudes pointed out that much of the system is completed. It would ·be a step backwards to throw out what is done. He said that Data General is adopting INFO as one of its software packages, but that there is an uncertainty as to when it will be available.

Koch said that he would like to stand off from the project and look at the positive aspects and the state-of-the-art nature of it. We are coming from batch to online processing. He thinks it is essential for AIP to have the state-of-the-art with the many complexities required. New features, such as random expiry and cash processing, are urgently needed for our operations.

Ramsey thought that these are good points, and that there is no disagreement on the desired objectives.

Havens asked what would happen if AIP wants to make changes in the system once it is delivered. Gudes said that AIP has the right to make changes if they inform AZTECH and give them copies of the modifications.

Koch said that Gudes could be present at the Governing Board meeting if the Executive Committee felt this to be desirable. It was decided that this was not necessary. On a suggestion from Beyer, Koch arranged for Boyce (as Chairman of the Committee on Society Services) to have an opportunity to talk with Gudes prior to the Governing Board meeting.

Ramsey a ked what the next step should be, now that we have the report.

Grant noted that funds were authorized in October 1984 for possible renegotiation with AZTECH. Gudes had not indicated that these funds were inadequate. Koch added that Dolowich thinks these are adequate. On the basis of this, Ramsey thought no action was required at present.

Grant noted that Gudes had made a recommendation on testing. It is important for the Executive Committee to hear about them as they are developed. Havens said that AZTECH's testing will be different from that of AIP. This will be a big bone of contention. He said that the test program has to be spelled out carefully. He then asked for what period AIP will be connected to AZTECH once the system is delivered.

Koch said that we have a 20-year license for the use of the software.

Koch reported that Gudes' study had been done well within the budget authorized by the Executive Committee. He suggested maintaining continuing relationship with Gudes. The Executive Committee agreed that this would be desirable.

Lazarus thought that the report had shown that there were no good guys or bad guys. A project like this always takes longer than estimated, and inevitably there are bugs to be worked out.

Koch said that when the Governing Board meets and Dolowich gives his report, it would be useful for them to know the consensus of the Executive Committee.

Ramsey said that the consensus of the Executive Committee is that, on the basis of the Gudes report, there is no need for any change in our approach to the project at this time.

4. Proposed Publication of Japanese Edition of PHYSICS TODAY
Marks distributed his 14 March 1985 memo to Koch on this subject. He reported that AIP Management has been negotiating with Maruzen, who wishes to obtain the Japanese language rights to selected portions of PHYSICS TODAY. Our editorial material would be translated into Japanese and combined with other original articles from Japanese authors to produce a monthly magazine. The publication will contain advertising. The goal is to achieve a circulation of 40,000. Maruzen has offered to pay $50.00 per page. They would provide a royalty of 8% on advertising revenue for the first two years. AIP would have English language rights to Japanese articles in the new publication. However, we would have to pay the cost of translation, about $100 per page. If the terms are acceptable, there would be a two-year contract, with six months written notice of termination from either side. The Committee on Publishing Policy is aware of the negotiations. The Japanese want the first issue out by the end of the year. It will not be called PHYSICS TODAY because it is not a cover-to-cover translation.

Madey asked if the Committee on Publishing Policy could review details of the proposal. Marks said the proposal can go to their 19 April meeting.

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

MOVED that the Executive Committee approve the basic terms of the contract with Maruzen for a Japanese edition of PHYSICS TODAY, conditional on approval of the Committee on Publishing Policy.

On a related topic, Lazarus reported that he had just received a letter regarding reprinting PHYSICS TODAY in Greek, which he referred to Marks. Marks said this request would be handled in the manner of the negotiations with the Japanese.

5. Request of American Geophysical Union for Member Society Status
Koch referred to the letter from Drake, President of the AGU, which formally requested that they be admitted to Member Society status. He asked Marks to comment on the financial impact of supplying PHYSICS TODAY to the membership of the AGU.

Marks reported that increasing the advertising rates for PHYSICS TODAY by 8% would cover the costs of the increased distribution. Replying to a question from Lazarus, Marks said that the additional 8% would be justified by the increased circulation and that this one-time increase would be in addition to the usual annual increase in these rates.

Lazarus said that one concern on the question of AGU as a Member Society would be resultant changes in Governing Board representation. This would lessen APS representation if the proposed square root formula were in use. He was concerned that AGU would have significant representation, yet they would have little financial stake in the Institute.

Koch said that they would start with no financial stake, but they would gradually become more involved. He said Spilhaus (Executive Director of the AGU) would be at the Governing Board meeting, and he could be asked about this at that time.

Koch briefly explained the procedures to be followed in considering the AGU application, which was on the agenda for Governing Board discussion later that day.

6. Adjournment
The meeting was adjourned at 8:29 a.m.