Executive Committee of the American Institute of Physics
Minutes of Meeting
1. Convene – Roll Call
The special meeting, announced at the 16 March session of the Governing Board meeting, was called to order at 7:45 a.m., 17 March by Chairman Ramsey.
Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant
H. William Koch, Director
David Lazarus
Theodore E. Madey
Jack M. Wilson
Members Absent
Joseph A. Burton
Ann E. Wright
Nonvoting Participant
William W. Havens, Jr.
Guest
Alan Z. Kranz
AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Associate Director for Publishing
Lewis Slack, Associate Director for Educational Services
Lawrence T. Merrill, Assistant to the Director
Nathalie A. Davis, Assistant to the Secretary
2. Telephone Systems
Kranz discussed the background for his memo of 14 March 1984 to Koch which proposed changes in the telephone system at AIP Headquarters. (The memo was distributed to Executive Committee members on 16 March.) These changes result from the planned move of several divisions now at Headquarters to rented space nearby, and the need for a telephone switch with a larger capacity so that incoming calls for both New York locations can come in on the same number. In addition, the proposed new switch can handle electronic communications which cannot be handled as easily by the current switch. The current switch would be used in the new space.
Kranz reminded the committee that upgrading of the Woodbury phone system had been approved as a part of the 1984 Capital Budget. With that improvement, and with approval of the proposal under consideration at this meeting, both locations would have the same model switch, and identical capabilities. He informed the committee that further negotiations with Teleresources (TR) (the supplier of the current and proposed systems) has reduced the cost of the Woodbury upgrade from $85,000 to $75,000.
There are 130 extensions in New York, 24 of which will be moved to the newly rented space. Several Member Societies are also on the AIP switchboard. The present TR32 switch can handle electronic communications only through an acoustic coupler. The proposed TR150 switch can handle any phone or accessory via a standard modular plug. This system will allow automatic rapid dialing for SPRINT or MCI, with charge accounting programmed into the system for each individual extension. The cost would be as follows:
| + 52,000 | Upgrade Headquarters switch (for remaining extensions) |
| - 6,000 | Discount for purchase together of Woodbury and Headquarters upgrades |
| = 46,000 | Net cost at Headquarters |
| + 16,000 | Net cost to relocate 24 phones and re-use TR32 switch at rented space |
| = 62,000 | Total in Manhattan |
Madey and Lazarus inquired about the possibility of a centrex system. Kranz said that conversion to a centrex system would allow us to use only the existing wiring, and that we would have to buy all new equipment at a cost of about $200,000. By staying with the TR system we would be allowed a credit on trade-in of equipment.
Koch said that coupling the New York office to the Woodbury office has been a problem. The proposed new system would greatly improve this situation.
After discussion of the features of the proposed system, and possible alternatives, the following motion was made by Lazarus, seconded by Beyer, and unanimously carried.
MOVED that the Executive Committee approve the proposal as stated in Kranz's 14 March 1984 memo to Koch, including an expenditure of up to $65,000 for upgrading of the AIP Headquarters telephone system.
3. Election of Janis Research Company as Corporate Associate
Merrill reported that the Janis Research Company, a manufacturer of laboratory cyrogenic equipment, had applied for membership in the Corporate Associates at the $250 level. At this level they will receive only PT free.
The following motion was made by Madey, seconded by Havens, and unanimously carried.
MOVED that Janis Research Company be accepted as a Corporate Associate with dues of $250.00 per year.
4. Space Allocations at Headquarters
Koch gave an explanation of how space allocations at AIP Headquarters are made. After requests are received from Societies or AIP Divisions, AIP staff works with architects and interior designers to determine the best way to accommodate these needs.
AAPM has requested one-half of the fourth floor, including all the front offices. However, this much space will not be available to meet their request. This request would be to accommodate projections for staff additions in the future. It does not seem equitable to meet these needs immediately. He noted that an APS request for additional space on the fourth floor had been authorized before the AAPM request was received.
Wilson asked if there was a long range plan for space allocations. Marks said that the Task Force is discussing these kinds of long range plans.
Lazarus inquired about the discussions with the Materials Research Society. Koch said that at present they are not able financially to move to our space in New York. They are remaining in Pittsburgh.
Havens said he was opposed to the policy of accommodating affiliated societies for office space. Providing this kind of office space would be an acute problem for the long range plans of AIP. Once one starts this sort of thing, it is hard to terminate.
5. Disposition of NYC Tax Refund
Gilbert said he will report on the NYC tax activity to the Governing Board. On the recommendation of the legal arm of the Tax Commission, it appears that we will receive a refund which will amount to about $470,000. The matter of interest on this amount has not been resolved.
For accounting purposes, this refund is treated as a recoupment of the prior year's expenses and would go back to the source of the expense. It would be applied to the Building Maintenance Account. The bulk of the money will go to AIP, with an estimated $85,000 going to the resident Societies. This will result in a rental reduction of $3.00 per square foot at Headquarters, which would be credited to the 1984 Building Maintenance Account.
6. Next Meeting
There will be a meeting of the Task Force on AIP-Society Relations on 4 May. This will be followed by an AIP Management Meeting on 16 May to discuss the results of the meetings of the Task Force.
The next meeting of the Executive Committee will be on 22 June, at AIP Headquarters. This will be preceded by an evening session on June 21.
7. Adjournment
The meeting was adjourned at 8:30 a.m.