Executive Committee of the American Institute of Physics
Minutes of Meeting
Members Present: Ralph A. Sawyer, Chairman; Wallace R. Brode; S. A. Goudsmit; W. W. Havens, Jr.; R. B. Lindsay; S. L. Quimby; Francis W. Sears
AIP Staff Present: Elmer Hutchisson; Wallace Waterfall; Henry A. Barton; Mary M. Johnson. Other staff members present for part of the meeting were Gerald F. Gilbert; Alan Borden; Sistina Greco, and Andrew Uszak.
The Chairman convoked the Executive Committee at 2:05 p.m.
1. Minutes
Upon motion made, seconded and passed without dissenting vote, the minutes of the meeting of January 26, 1962, were approved as distributed.
2. Progress Report on Circulation Handling Operations
There having been many complaints and considerable correspondence regarding the difficulties experienced by the Institute in handling journal circulation and dues collection, the Director said he wanted to make a full report on the present situation and also to introduce staff members and let them tell how they are attacking and handling the various problems. As an introduction to the report, the Director called attention to a blackboard which contained the following statistics:
| 1960 | 1961 | 1962 (est.) | |
|---|---|---|---|
| Total Society Membership | 29,000 | 32,700 | 36,500 |
| Total Non-overlapping | 25,000 | 27,000 | 28,000 |
| Average Number of Subscriptions per Member | 3.4 | 3.5 | — |
| Total Subscriptions Excluding Translations | 129,000 | 139,000 | 151,000 |
| Number of Different Journals | 26 | 26 | 27 |
| Maximum Monthly Address Load | 212,000 | 250,000 | 275,000 |
The Director explained that the Institute’s journal handling and dues collecting operations are extremely complex, that there are a number of systems which could have been adopted and that we chose our particular system after much study. At present our system involves the use of approximately 52,000 data and stencil cards.
The Director then introduced G. F. Gilbert, Director of Service Operations, who reviewed the surveys made to learn the experience of others, explained the organization of the departments under discussion, and introduced their heads.
Sistina Greco, Manager of the Circulation Department (Member), described in detail the procedure followed in her Department in handling all kinds of requests concerning Society members, journals and dues.
Alan Borden, Manager of the Data Processing Department, said he had joined the AIP staff only a couple of months ago and, finding existing equipment inadequate, had recommended additions which were now being made. He believed they would be adequate and expected much greater speed in processing when all the new equipment is delivered.
Andrew Uszak, Associate Circulation Department Manager (Non-Member), said that, although he had been with the Institute less than a month, he recognized our problems as similar to those of other publishers with whom he had worked and he felt sure that our difficulties could be overcome by hard and persistent effort.
At this point, members of the Executive Committee were taken on a tour of the building to see the operations in question, visiting the basement where circulation handling and data processing are normally done and also the Board room and quarters on the fourth floor where space has been given to these operations during the present emergency.
Following the tour, there were many questions by Committee members which staff members answered to the best of their ability. Mr. Quimby explained in some detail the complaints received by the American Physical Society office and the difficulties experienced in getting the complaints satisfied. A motion made by Mr. Quimby, seconded by Mr. Havens, the intent of which was to ensure improvement of the services of the AIP Circulation and Accounting Departments to the Member Societies, was subsequently withdrawn since it was believed that the energetic measures presently in effect will achieve this objective.
3. Changes in Organization
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Organization Chart
The Secretary distributed copies of a proposed AIP organization chart and a memorandum entitled, “The Responsibilities and Functions of Certain AIP Officers,” (copies attached to official minutes). He stated that, although the By-Laws define the functions of some officers, it was felt it would be desirable to define them more exactly. The Secretary indicated that some changes might still be made and, when completed, the organization chart would be distributed to “members of the family” outside the Institute offices as well as to the in-house staff.
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Management Consultants
The Secretary recalled that in 1956 the firm of A. T. Kearney & Co., management consultants, was employed to make a survey of our operations with particular attention to the Circulation Department. We put into effect many of the changes they recommended but we feel the time has come to seek outside help again. Proposals have been received from four management consultants, and it appears that the cost of the services wanted may reach $15,000.00. After brief discussion, the following motion was made, seconded and passed without dissenting vote:
MOVED that the staff be authorized to engage the services of management consultants for an amount not to exceed $15,000.00.
4. Election of Corporate Associates
The Director reported that at the close of 1961 there were 190 Corporate Associates; there have been 15 withdrawals since the start of 1962 and 14 additions, including those elected below. He distributed copies of a report on Corporate Associates as of March 20 indicating 1962 gross dues receipts of $136,300 to date.
The Director also reported that the following organizations had requested to become Corporate Associates of the Institute and, on motion duly made and carried, they were so elected:
| The Lubrizol Corporation | $500 |
| United Shoe Machinery Corporation | 500 |
| McDonnell Aircraft Corporation | 750 |
5. Dues Percentage to be Paid by Member Societies in 1963
The Secretary said it is customary for the Executive Committee to present a recommendation to the Board on this subject, and the following motion was made, seconded and passed without dissenting vote:
MOVED that the Executive Committee recommend to the Governing Board that the dues percentage to be paid by Member Societies to the Institute in 1963 be set at 10% of dues collected in 1962.
6. Authorization for Savings Account for John T. Tate Fund
The Secretary reported that the staff feels it would be desirable to open a savings account at Bankers Trust Company for the John T. Tate Fund which is presenting being kept in our general account. The following motion was made, seconded and passed without dissenting vote:
MOVED that the staff be authorized to open a savings account with Bankers Trust Company on behalf of the John T. Tate Fund, and that the resolution required by the bank be approved.
(A copy of the resolution which was subsequently transmitted to Bankers Trust Company is attached to the official minutes.)
7. Authorization for Early Retirement for Henry A. Barton
The Secretary reported that Article 4-3 of the Institute’s Amended Pension Plan provides that an employee may, with the consent of the Institute, retire on a pension before age 65 provided he is at least 55 years old and has been with the Institute at least 15 years. Henry A. Barton qualifies for early retirement and has indicated his intention of retiring soon but has not yet decided on the exact time. He has suggested that the Executive Committee authorize the Director to grant permission for retirement so that it can be accomplished without delay when the appropriate time comes.
Mr. Barton stated that the requested authorization was merely a technicality of the Pension Plan and that he expects to be available as a consultant for some time to come. The following motion was then made, seconded and passed without dissenting vote:
MOVED that the Director be authorized to grant early retirement to Henry A. Barton, when requested, as required by Paragraph 4-3 of the American Institute of Physics Amended Retirement Plan.
8. Report on Suggested Compilation Journal
The Director recalled that the subject of a compilation journal had been discussed at the December 9, 1961, meeting of the Executive Committee, and he stated that a report from Hugh C. Wolfe (copy attached to official minutes) reflects the following reaction to the proposal: Questioning letters were mailed to 67 physicists on February 15, 1962, and 42 replies were received by March 24. Thirteen were definitely in favor of AIP starting such a journal; 6 were mildly in favor; 3 were neutral; 4 were mildly opposed, and 15 were definitely opposed. The Director said that the financial aspects have not yet been considered and no recommendation was being made at this time.
9. Appointment of Committees and Representatives
Copies of a list of proposed committees and representatives for the current year were distributed, and the Director commented briefly on the suggested appointments. The following was then made, seconded and passed without dissenting vote:
MOVED that the suggested committees and representatives be approved, and that the Director, in consultation with the Chairman, be authorized to make such other appointments as are needed during the year.
A list of AIP committees and representatives which have been appointed for the current year is attached.
10. Summary of Reports of Editors
The Director reported that annual reports for 1961 have been received from editors of all AIP-owned journals (copies attached to official minutes). Briefly summarized, the reports are as follows:
RSI – Editor, J. B. H. Kuper. Joshua Stern has replaced W. A. Wildhack as an Associate Editor. The number of manuscripts received in 1961 was about the same as in 1960 but more pages were published as the backlog was decreased. One conference proceeding was published as part of a regular issue.
JAP – Editor, J. H. Crawford, Jr. The number of manuscripts received increased from 810 in 1960 to 962 in 1961 and two conference reports were published. The editor is preparing to start work on APPLIED PHYSICS LETTERS provided the support requested from NSF is received.
JCP – Editor, J. W. Stout. Pages published in 1961 were 4,540 compared with 3,836 in 1961 (1960?), reflecting a substantial growth. For 1962, 6,908 pages have been budgeted and JCP started appearing semi-monthly in January 1962. During the past year the backlog increased and the delay reached 2-7/10 months but we hope to reduce it and are starting to make some progress.
JMP – Editor, Elliott Montroll. In 1960, 563 pages were published compared with 901 in 1961. Rejections have gone from 20% in 1960 to 24% in 1961. In order to relieve the increasing workload at Lancaxter (Lancaster) Press, the printing of JMP was recently transferred to Byrd Press.
PF – Editor, F. N. Frenkiel. The number of pages published increased from 1,044 in 1960 to 1,586 in 1961 and the number of manuscripts received rose from 280 to 368. PF became a monthly this year and the budget for 1962 is 1,500 pages.
PT – Editor, Robert R. Davis. Conference reports in PT have gone down and review articles have gone up from 35 to 63 to 69 during the past three years. Circulation is expected to be 37,000 in 1962.
11. Authorization for Mary M. Johnson to Affix Corporate Seal
The Secretary said that legal counsel had called attention to New York State requirements that specific action is necessary to authorize anyone other than the secretary of a corporation to affix the corporate seal to legal documents and had suggested the following resolution which, by motion duly made and seconded, was passed without dissenting vote:
RESOLVED, that Mary M. Johnson be authorized to affix the seal of the Institute to corporate documents and to perform such other duties as may be delegated to her by the Secretary or by the Governing Board or by the Executive Committee.
12. Special Gifts Fund
The Director reported that the Institute is the recipient of occasional gifts of securities, etc., which the staff would like to place in a special fund for special projects. After brief discussion, the following motion was made, seconded and passed without dissenting vote:
MOVED that a Special Gifts Fund be established to receive miscellaneous contributions (not more than $5,000 each) to the Institute and that disbursements be made from the Fund as authorized by the Director, with the understanding that the use of the monies received be reported to the Executive Committee.
13. Conference on Technical Assistants
The Director distributed copies of a form letter over the signature of W. C. Kelly describing the need for technical assistants in physics, and announcing a conference on the subject to be held in the Institute offices on May 11, 1962. It is not intended that any commitments be made, but a program may be developed which will be presented to the Executive Committee at some future time. All members of the Executive Committee are welcome to attend the conference. The following motion was then made, seconded and passed without dissenting vote:
MOVED that a conference on the recruitment and training of technical assistants in physics be authorized, with the understanding that it will entail only nominal expense to the Institute.
14. Dissemination of Japanese Publications in the United States
The Director reported that NSF had requested the Institute to assist in establishing circulation of a new Japanese journal of applied physics in this country. NSF would provide funds to publicize the journal here and to guarantee a minimum of 500 subscriptions for a period of two years. A proposal to this end was submitted to NSF requesting $14,950 (grant subsequently received). The following motion was made, seconded and passed without dissenting vote:
MOVED that the action taken by the staff in submitting the above proposal to NSF be approved.
15. Request from AEC for Assistance
The Director reported that he had received a communication from George A. Kolstad of AEC soliciting the views of AIP on recommendations submitted by the International Atomic Energy Agency as a result of its meeting in Vienna December 12 through 15, 1961. These recommendations concerned (1) nuclear data compilations, (2) establishment of a broad framework for international cooperation in the nuclear physics field, and (3) international cooperation in the field of reactor physics. He said AEC would like to have an advisory committee set up for this purpose. During the discussion which followed, Mr. Havens reported on his experience at the above-mentioned meeting, and the following motion was made, seconded and passed without dissenting vote:
MOVED that the Director be authorized to proceed with investigations to determine what can be done, and advise AEC of the project we have on indexing.
16. Next Meeting
The Secretary noted that a tentative date of Friday, June 8, had been set for the next meeting of the Executive Committee, subject to confirmation. Inasmuch as there were no objections, the next meeting of the Executive Committee will be held on Friday, June 8, at the offices of the Institute.
The meeting adjourned at 5:25 p.m.