March 25, 1982

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 7:30 p.m. by Chairman Ramsey. He welcomed the guests present: Suntharalingam (AAPM) and Grant (AAPT).

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Peter B. Boyce, AAS; Joseph A. Burton, APS; Jenny P. Glusker, MAL; William H. Kelly, AAPT; H. William Koch, Director

Absent

Robert T. Beyer, ASA; Charles B. Duke, AVS

Nonvoting Participants Present

Roderick M. Grant (AAPT), Nagalingam Suntharalingam (AAPM), John L. Vossen, Jr. (AVS)

AIP Staff Present

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

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. Review of Governing Board Agenda Items

1. Item 5a. Standing Nominating Committee

   1. Executive Committee. Although the APS has raised the question of its having two representatives on the Committee, it was noted that this would pose difficulties on the often debated question of how best to achieve representation of all the Societies. Ramsey pointed out that since rapid rotation can achieve fuller representation at the expense of continuity of experience, the matter deserves careful consideration, e.g. by the Committee on Constitution and Bylaws. Perhaps guidelines for nominating committees could be developed. Many agreed with Grant's view that this question, along with the possibility of longer terms, deserves consideration by the Board itself as well as by Crane's Committee.

   2. Committee on Electronic Publishing. Koch noted that this has been a subcommittee of the Committee on Publishing Policy. In the report of the Nominating Committee it appears as a separate committee, advisory to the Governing Board. He referred to the report of the Committee on Committees, recalling that they considered some committees were important enough to report directly to the Governing Board.

      Boyce felt that indeed a different group is needed to consider such future plans, but he thinks this Committee has to report back through the Publishing Policy Committee. Ramsey agreed that although the Nominating Committee can make recommendations, it should not have the final say on committee structure.

      Grant agreed and said he felt that a long-range committee was needed to consider this special issue and that there was a need for a separate group with knowledgeable people.

      Kelly concurred and stated that since the Publishing Policy Committee's matters will be affected by the new group, the latter should bring its findings and recommendations to that Committee first.

      Vossen felt there were advantages in calling the proposed Committee on Electronic Publishing a long-range planning committee since in that way it could take a longer and independent look into the future. With this structure, you don't step on anybody's toes.

      Koch distributed a handout which he will give out at the Governing Board meeting, called “Examples of Issues Proposed for Governing Board Consideration during March-October 1982,” in which he proposed a motion calling for development of a five-year plan for this issue. He thought the whole Governing Board needed to be involved in five-year planning and should be given the opportunity to do this.

      Ramsey said that renaming the committee would not solve the problem. Inasmuch as electronic publishing is a big problem in itself, he thought it might be best to have the recommendations of the Committee on Electronic Publishing go through the Publishing Policy Committee in order to obtain their views and comments.

      The following motion was made by Boyce, seconded by Kelly, and carried with one abstention (Glusker).

      MOVED that the Committee on Electronic Publishing report through the Committee on Publishing Policy, as a subcommittee of it.

   3. Koch noted that another action of the Nominating Committee was to designate chairmen, which is not usually done by this Committee but rather by the Chairman of the Governing Board. He added that it is important for the Committee to ascertain if people are willing to serve as members of the committees. Ramsey said that he interpreted these identifications of chairmen as recommendations which he would welcome, but agreed it was not wise for the Committee to do the contacting of people vis-a-vis the chairmanship.

      Boyce noted that since the chairmen are the ones who can make a committee effective or not, it is important for the Chairman of the Governing Board to take time to consider these appointments.

      Kelly wondered whether Stearns should be taken off the Advisory Committee on Corporate Associates because she is no longer in industry. Koch said that the Nominating Committee felt it was important to have all members of this Committee taken from the industrial sector.

2. Item 5b. Special Nominating Committee

   Grant was excused for this discussion.

   Ramsey reported that the Nominating Committee had felt there should be a Special Nominating Committee to consider the replacement for Dr. John C. Johnson as AIP Secretary. Accordingly, one was appointed consisting of Boyce, Burton, Quinn, and Strassenburg, with Ramsey as Chairman. The Committee met on 18 March and their final primary recommendation was Grant. It was felt desirable that he serve an average of one day per week; this could be flexible in detail. Response to this nomination appears to be favorable.

   Boyce said he had inquired privately of a couple of people, and that he concurred with Quinn in this selection. Glusker asked about other demands on Grant's time. Ramsey said that his term as Secretary of AAPT will terminate in January 1983. All recognized the difficulties any Secretary faces regarding ties to the Member Societies with which he has been primarily identified. Ramsey had discussed this with Grant.

   The following motion was made by Burton, seconded by Boyce, and unanimously passed.

   MOVED that the Executive Committee recommend that Roderick M. Grant be named Secretary of the Institute.

3. Item 7. Reports of Publication Board and the Advisory Committees

   The only committee report was that of the Advisory Committee on Corporate Associates. Merrill distributed a handout which gave highlights of the 15 March 1982 meeting of this Committee and reviewed the items. Boyce suggested that promotion material relating to the advantages of Corporate Associate membership be circulated to the Executive Officers of the Member Societies so they can get ideas from it to use in promoting their own corporate membership programs.

   Merrill presented the three recommendations submitted for approval by the Executive Committee: 1) Approval of Sandia National Laboratory as the site of the 1982 meeting. (Koch commented on the obvious value of Clogston as Chairman of the Advisory Committee in regard to this meeting.) 2) Elimination of complimentary journal subscriptions presently offered to corporate members, to be replaced by the possibility of subscribing to one subscription to each journal at member prices. (It was noted that this is still a savings of $1,170 over non-member prices.) 3) Assignment of a Governing Board member to be a liaison member of the Advisory Committee.

   Boyce moved the adoption of the first two recommendations; the motion was seconded by Glusker and unanimously carried.

   MOVED that Sandia National Laboratory at Albuquerque, NM, be approved as the location of the 1982 Corporate Associates meeting.

   MOVED that the policy of complimentary journal subscriptions presently offered to corporate members be eliminated. Instead, as part of membership all members (at the $500 per year or higher dues scale) may order the AIP journals at member prices.

   The motion on the third item was made by Boyce, seconded by Kelly, and unanimously carried.

   MOVED that the Executive Committee recommend that the Governing Board make the selection of a member of the Board to be assigned the responsibility of being a member of the Advisory Committee on Corporate Associates, even if that member is from an academic institution.

4. Item 9. Policy for Development of Secondary Services

   This discussion was deferred to the Governing Board meeting.

5. Item 10. Status of Proposals for AIP Computer System

   Gilbert reviewed Dolowich's statement to be presented to the Governing Board. He will discuss the results of the RFP. He noted that the Task Force of staff members set aside responses which did not fulfill the stated requirements. Three proposals out of fourteen will be evaluated: Aztech, which proposes Data General hardware; Digital Systems House, which will recommend Digital Systems Corp. (DEC) hardware; and Donald Grenier, which will also recommend DEC equipment. He will mention the fact that the ad hoc Committee on Computer Needs has been informed about the current status. Quinn is now working on establishing a date for the Committee to consider the data.

   Boyce asked when AIP staff would make their recommendations. Gilbert said they were not ready to make any recommendations as of 19 March, but that it was thought a special session of the Executive Committee might be needed following the meeting of the Computer Needs Committee, to occur perhaps in April.

6. Item 11. Review of Annual Report

   This was deferred to the Governing Board meeting.

7. Item 12. AIP Constitution, Bylaws, and Memorandum of Agreement

   This was discussed only as it related to other agenda items.

8. Item 13. Financial Report for 1981

   Gilbert said that the Institute was in a good financial position. He distributed the balance sheets, which gave 1980 (actual) and 1981 (estimated) figures, and reviewed the items. In the case of cash and short-term cash equivalents and short-term investments, the increase of $6 million was primarily due to income resulting from the 60% increase in 1982 subscription prices. Receivables do not show much change.

   In Publishing Operations, there is more revenue from subscription income in 1981 due to getting out more Soviet journals in January 1982 than previously. The number of honored voluntary page charges also increased, as did back number and microfilm sales.

   In other operations, investment income doubled in 1981, due to a vastly improved cash management plan and high interest rates.

   The excess of revenue over expense figure of $509,983, compared to last year’s minus figure of $39,169, is due in part to increased publishing revenue and in part to increased investment income.

9. Item 13a. Financial Handling Charge for 1983

   Gilbert noted that the AIP Bylaws provide that Member Societies pay to the Institute a financial handling charge, not to exceed one percent, on the monetary value of business done on their behalf, this to be fixed each year by the Governing Board. The staff had recommended that the charge be fixed at five-eighths of one percent, as it was for 1982.

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

   MOVED that the Executive Committee recommend to the Governing Board that the financial handling charge for 1983 be fixed at five-eighths of one percent.

10. Item 14. Legal Issues

    This was not discussed.

11. Item 15. AIP Personnel Policies

    This was not discussed.

3. Appointment of PACS Advisory Board

Koch discussed the background of the PACS scheme. The Publication Board at its 22-23 March meeting approved the two-fold proposal of the ad hoc Committee, which consisted of the following: 1) a PACS Advisory Board, with representatives from the Societies to consider both their respective parts of the scheme and a continuous update for the scheme; and 2) an oversight committee to review the work of the Board and approve it annually, referring it to the Executive Committee or the Governing Board. Koch told the Publication Board he would proceed with the implementation of their recommendations.

In response to Boyce's comment that the OSA does not use this scheme, that it is little used by astronomers, and his suggestion for reexamining PACS, Koch said that one of the purposes of the new Advisory Board is to look at the scheme closely and, as well, to look at other schemes.

4. Discontinuance of Fees to Committee Z39 of ANSI

A bill has been received for $5,000 for 1982 membership on this Committee of the American National Standards Committee. Scott recommended that membership not be renewed for this year as the activities have little bearing on AIP activities.

Suntharalingam asked for an explanation of this Committee. Koch replied that among other things it considers graphics standards for printed publications and may look at classification indexing systems. ANSI itself is a ponderous organization that seems to have difficulty in getting things done through its many committees that are in a wide variety of fields.

Upon Scott’s and Koch’s recommendation, Burton made the following motion, which was seconded by Kelly, and carried unanimously.

MOVED that the fee for membership in Committee Z39 of ANSI be discontinued.

5. Data for Cumulative Subscriptions from Soviet Union

Gilbert reported on the Soviet journal subscriptions for 1978 through 1981 and 1982, as of 9 March. He explained the system of joint payments and the correlations between royalties and subscriptions. Marks noted that about five different Soviet agencies are involved. At the moment, the Accounting Department is holding their second royalty payment for 1981, it having been paid twice. In response to a query, Gilbert said the journals are not (as yet) subject to the Export Control Act.

Vossen noted that the number of subscriptions is slowly decreasing; Gilbert said this is due to the price increases and photocopying; people are giving their personal subscriptions to libraries.

6. Professional Development of AIP and Member Society Staffs

Koch noted that the CESSE meetings give an opportunity for staffs of societies to share their experiences in many areas and urged that the Member Societies belong and participate in their programs. Ramsey suggested that this be promoted at the Assembly the next day; Koch said he will make available copies of the program for the 1982 summer meeting. Boyce strongly recommended their programs.

7. Status of Science and Technology Network Task Force

Koch reported that Goodwin attended the February meeting of this Task Force for Boyce, AIP's official representative, who was attending the AIP Executive Committee meeting on that day. Koch went to a second meeting, held for chief executive officers. Both he and Goodwin found the meetings disappointing, as this group still seems undecided about what to do. They are now trying to raise about $200,000 (which would amount to $5,000 for AIP) to be used for a nine-month contract study to design such a network; Koch thinks a request for this will be received soon.

Boyce thinks that as presently projected, the plan is not practical and is too expensive nor does it appear that our members would find it useful.

Koch said he thinks the engineering societies will find it more useful than would we; he thinks it will end up as a consortium of these societies.

Boyce was requested to continue on the task force, get information, and report to the Executive Committee.

8. Appointment of Search Committee for JCP Editor

Koch noted that Willard Stout, the present JCP editor, is now 70. He talked with him at the recent Publication Board meeting concerning the appointment of a Search Committee to find a replacement for him and is proceeding with the selection of a Committee; Stout agrees that the following choices are good ones: William Klemperer has agreed to serve as Chairman. Others on the Committee are William Carl Lineberger, Frank H. Sillinger, Robert G. Parr, and Richard N. Zare. [The last three named were contacted subsequent to the meeting and agreed to serve.]

9. Other Business

1. Resolution Honoring John C. Johnson

   Ramsey suggested that the Executive Committee recommend to the Governing Board a resolution honoring Dr. Johnson, who died on 20 February 1982, and read the proposed resolution prepared by Slack.

   The following motion was made by Kelly, seconded by Boyce, and unanimously passed:

   MOVED that the following resolution be adopted by the Executive Committee, be recommended to the Governing Board, and sent to the family of Dr. Johnson.

   Resolution in Memory of Dr. John C. Johnson

   John C. Johnson gave of himself to physics in many ways: as researcher, teacher, administrator, society officer. His death leaves a void in the leadership of the physics community that AIP serves. Especially do we, his colleagues on the Executive Committee and the Governing Board of the American Institute of Physics, feel this loss. His ability and his willingness both to face difficult problems squarely and to deal with them with wisdom and statesmanship worked to the benefit of all. We remember and miss him for his never failing consideration for others and his quiet but unflagging optimism that enriched those whose lives and work he touched.

   Glusker suggested sending the resolution to the Physics Department at Penn State. Boyce suggested including it as part of the Physics Today obituary. [Subsequent to the meeting, a copy of the resolution was given to the editor of PT for transmittal to whoever is preparing the obituary for possible inclusion in it.]

2. Marketing Proposal from North-Holland

   Koch reported that Zare, the current editor of Chemical Physics Letters, had had conversations with its publisher, North-Holland, concerning our handling of this journal at special rates for AIP members. Recently an oral proposal was received from them for marketing Physics Letters A and B and Chemical Physics Letters to AIP Society members at a rate of $75.00 per year. Koch said he will present this idea to the Governing Board and will propose a study on the implications of this and similar proposals.

   Burton asked if this marketing arrangement would be profitable for AIP. Koch said we would charge a marketing commission.

   Vossen was concerned about precedents which could result in touchy legal problems. Making a deal with one publishing house may result in requests from many other houses. Burton was concerned lest there be problems with the 501(c)(3) status.

3. Nonmember Subscriptions

   Gilbert distributed a handout comparing the number of nonmember subscriptions up to 28 February 1982 and the number as of 31 December 1981 (copy attached). He noted that the figures show that the price increase did not have an influence on the renewal factor; 85% of the renewals were in at the end of the two-month period for the AIP journals and the percentage was as high in the Society journals. They show also that the orders were processed very quickly. Copies of the checks were made which allowed AIP to accelerate the deposits in December, process them in January, but pay the Societies from the date of deposit. The Societies have been paid $44,000 in interest up to the present time.

4. Future Meetings

   Koch reported that the fall Governing Board meeting is proposed to be held on 29-30 October in New York.

   The Executive Committee could meet at the end of April if action needs to be taken on a recommendation of the Computer Needs Committee. This would probably be only a morning meeting, possibly on 28 April. This is subject to cancellation, depending on developments.

   The next scheduled meeting of the Executive Committee is 17 June. Following the discussion, dates of the Woods Hole meeting were set for 10-12 September. There will be a meeting of the Executive Committee on the afternoon of 29 October prior to the Governing Board meeting.

The Executive Committee adjourned for Executive Session at 9:45 p.m.

11. Adjournment

The meeting adjourned, following the Executive Session, at 10:15 p.m.