Executive Committee of the American Institute of Physics
Minutes of Meeting
1. Convene – Roll Call
The meeting was called to order at 9:35 a.m. by Chairman Ramsey.
Executive Committee Members Present
Norman F. Ramsey, Chairman of AIP; Peter B. Boyce, AAS; Joseph A. Burton, APS; Charles B. Duke, AVS; Jenny P. Glusker, MAL; John C. Johnson, Secretary; William H. Koch, AAPT; H. William Koch, Director
Absent
Robert T. Beyer, ASA
Nonvoting Participant
Daniel W. Miller, AAPM
AIP Staff Present
Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary
Guest
Edward A. Kuczmarski, Financial Consultant, for Item No. 6.
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 23 April 1981
Since the minutes were not distributed in advance, Secretary Johnson asked for comments after all present members had the opportunity to read them. This item was taken up for action following the lunch break. Marks offered an insert under Item 3a., “1980 Quoted Price Variances for Societies and AIP.” Upon MOTION made by Kelly, seconded by Boyce, and passed with 2 abstentions (Duke and Glusker), the minutes of the 23 April 1981 Executive Committee meeting were approved, as amended.
It was announced that Mary Johnson will, in the near future, be taking a job in the AIP Treasurer’s Office. Chairman Ramsey said the Board will wish to pay a special tribute to her for her 26 years of continuous service as Assistant to the Secretary.
3. Pricing of Journals and Related Products
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Recommendations of Publishing Policy Committee*
Koch emphasized the importance of this item for action at this time of year. The Publishing Policy Committee met on 20 May and expressed a favorable reaction to the recommendations contained in Attachment A to the Agenda of this meeting. The Committee recommended that AIP primary journal prices be increased by 60% for 1982 and that the nonmember prices be rounded to the next $5.00, with member prices to be set at AIP’s discretion, but close to run-off costs. Microfilm, back number, and bulk reprint prices are to be compatible with the other 1982 prices. On translation journals, they recommended that member and nonmember prices be increased an average of 25%, with AIP management having discretion with respect to the individual journals. AIP is to recommend to the Member Societies that they have a notice printed on their dues bills that member subscriptions are for the member’s use only. The Committee recommended that Current Physics Reprint prices be set at $10.00 per article copy for 20 pages or less and 20 cents per page after that. They also recommended Copyright Clearance Center fees for AIP primary journals be reduced to "zero" in 1982. After discussion, upon motion by Duke, second by Kelly, the following was passed without dissent.
MOVED that the subscription rates for AIP archival primary journals be increased by 60% for 1982.
Upon motion by Duke, second by Boyce, the following was passed without dissent:
MOVED that the subscription rates for the Soviet translation journals be increased by an average of 25% for 1982.
It was then moved by Duke, seconded by Burton and passed without dissent:
MOVED that AIP recommend to the Societies that they have a notice printed on their dues bills indicating that member subscriptions are for the member’s use only.
It was then moved by Duke, seconded by Boyce and passed without dissent:
MOVED that Current Physics Reprints prices be set at $10.00 per article copy for 20 pages or less, and 20 cents per page after that, effective 1982.
The following motion was presented by Burton and seconded by Glusker:
MOVED that Copyright Clearance Center copying fees for AIP primary journals be reduced to zero in 1982.
Following discussion the motion was not passed, with four opposed and one abstention.
After brief discussion the following motion was presented by Duke, seconded by Boyce and passed with four in favor, none opposed and one abstention.
MOVED that copying fees for both primary and translation journals be set at 10% of the 1982 back number price.
*The 1982 Domestic Subscription Rate schedule is appended as Exhibit A.
4. Publishing Policy Committee Meeting
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Ad Hoc Committee on Need for Study of Communication Among Scientists
Koch reported that a committee for subject purpose has been established, consisting of Heinz Barschall, Chairman; Sidney Abrahams, Roderick M. Grant, Jr., David Lazarus, and H. W. Koch. The Committee has had one meeting and one telephone conference. Barschall has recommended that the National Academy of Sciences be asked whether they wish to undertake such a study. If NAS does not recommend such a study, it is proposed that the AIP committee should consider this undertaking.
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Reaction to Use of French Terminals
Koch reported that following the demonstration of the French terminals at the Assembly of Society Officers in March, the French have suggested that AIP might have access to 300 terminals. Johnson reported that Beyer has stated this seems premature since there are other as yet unknown costs involved. The matter will be further pursued with caution in order to learn more about costs and how the terminals would actually be used.
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Status of Chinese Physics
Marks reported that the first issue of Chinese Physics has been distributed and the second issue is at the printer. Several hundred samples have been sent out. There are a total of approximately 30 subscriptions to date. AIP is requesting support for the second year from NSF.
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Journal Schedules
Marks reported some delays and quality problems on journals composed by ATEX due to the Woodbury move. Except for this problem, the move to Woodbury has been completed with minimum disruption of schedules. A second ATEX shift has been initiated and an order placed for the ATEX Release III upgrade.
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Moscow Exhibit
Marks reported that he and Rita Lerner will attend the Moscow Book Exhibit in September. The purpose is not to sell journals, but he pointed out that this provides a chance for useful conversations and helps strengthen the translation agreement with the Soviets.
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Editorial Mechanics & Composition for Affiliated Societies
Marks reported that AIP has been approached by a number of Societies asking whether AIP would be able to do work for them; one society was the Radiation Research Society, seeking a headquarters office. In response, AIP will consider this if the arrangement would include publication of their journal. In addition, the American Geophysical Union and the American Meteorological Society are interested in having AIP publish their journals. The facility at Woodbury has the capacity for these extra pages and this would reduce the cost for all involved. Burton cautioned to go slow for now, excepting the Astrophysical Journal, because of the additional load on Accounting and other parts of AIP operations. This opinion seemed to be the consensus of the Executive Committee.
5. Appointment of Controller
Gilbert reported that a Controller, Frank W. McCue, who is presently with the American Field Service has agreed to join AIP. Koch cautioned that this information should be confidential to the Executive Committee until McCue is “on board” since past experiences have demonstrated the vagaries involved. (Subsequent to the meeting, McCue withdrew his acceptance.)
6. 1980 Audit
Gilbert introduced Ed Kuczmarski, financial consultant, who reported the 1980 audit is about 75% complete and a report is expected in mid-June.
7. AAPT Letter re Discontinuance of Remaining Nonmember Subscription Fulfillment Services
Koch called attention to agenda Attachment B (copy of the subject letter) and reported receiving a letter from AAPT, dated 18 May, covering subsidiary activities, demonstrating the uncertainties involved in this issue. AIP Management will get together with AAPT to further define the desired goals in order to attempt a resolution of methods for achieving greatest satisfaction.
8. Letter to Bishop Wood re Real Estate
The building in question consists of 110,000 square feet at 43rd Street and Second Avenue, and contains an auditorium. It would not be available for another two years and would probably cost about $11 million. The Committee suggested this be treated extremely cautiously.
9. Committee for Public Policy
Slack reported that the Committee for Public Policy met on 11 May. They are concerned about physics teaching in the high schools, and have asked Beverly Porter for a survey on this. NSTA has just completed a survey and will let AIP cooperate in the analysis. As previously reported, the Committee is looking into the Scientists Institute for Public Information (SIPI). Some members of CPP were a little reluctant to endorse wholeheartedly permission for the Committee to cooperate with SIPI, but it is believed CPP was persuaded that SIPI has really set their former advocacy position aside.
The principal thrust in establishing media resource service is to have a cadre of people who could be consulted by the general press. Slack noted that IEEE encourages its members to participate in this service and AAAS has done the same. CPP has passed a resolution specifically to urge Harold Davis to write an editorial in Physics Today encouraging physicists to participate.
The meeting was recessed for luncheon at 12:10 and reconvened at 1:05 p.m.
10. Corporate Associate to Be Elected
Lasky reported that The Mitre Corporation is the 14th company this year to join as a result of the 50th anniversary promotion. To date, a total of 116 Corporate Associates have contributed $119,623, providing a net of $104,000. In addition, Corporate Associates have contributed $14,450 for the anniversary celebration. On motion by Duke, second by Boyce, the following passed without dissent:
MOVED that The Mitre Corporation be elected a Corporate Associate.
11. Schedule of Meetings
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June Executive Committee Meeting
Koch suggested that the June meeting could cover (1) finalization of the Physics Briefs agreement with the Germans, (2) New York City real estate taxes and (3) IRS unrelated business income. After discussion of possible dates, it was agreed to schedule the next meeting for Tuesday, 16 June, starting at 9:30 a.m., at the AIP headquarters.
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September Executive Committee Meeting
The dates of 10, 11 and 12 September were confirmed, and it was decided to again hold the meeting at Woods Hole if possible.
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October Executive Committee Meeting
It is planned to keep free the evening of Wednesday, 14 October (including dinner), for an Executive Committee meeting in connection with the Corporate Associates meeting in Washington. The Governing Board will meet on the evening of Friday, 16 October, and Saturday, 17 October.
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December Executive Committee Meeting
After brief discussion, it was agreed to schedule an Executive Committee meeting for Wednesday, 16 December.
12. Other Business
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Status of Letters to President Reagan
Ramsey reported he had received responses to the letters written to the President as a result of the 27-28 March Governing Board meeting. In effect, they said they were happy to have received the letters and will take the matter under serious consideration.
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Resignation of F. N. Frenkiel as Editor of The Physics of Fluids
Koch reported that F. N. Frenkiel has resigned as Editor of PF, a position he held for 24 years. Upon motion by Burton, second by Kelly, and passed without dissent:
MOVED that the Chairman sign a letter to F. N. Frenkiel expressing the pleasure of the Board for having had him as Editor and wishing him well in retirement.
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50th Anniversary Celebration
The Organizing Committee for the 50th Anniversary Celebration would like to have greetings from the host institutions (NAS), Frank Press, and also one or more presidents of AIP Member Societies. After discussion of these suggestions it was concluded that the AIP Board Chairman should represent AIP and also the Member Societies if they concur. Upon motion by Duke and second by Burton, the following was passed without dissent:
MOVED that Norman Ramsey give appropriate greetings.
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Status of Constitutional Amendment
Johnson reported that the ASA Council has approved the proposed changes in the AIP Constitution. However, ASA will propose that Article XIV be changed to provide for seven (instead of six) “other current members of the Board” to comprise the AIP Board Executive Committee.
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Legal Responsibilities in Governing Board Service
Boyce reminded the AIP staff to prepare guidelines on the legal responsibilities of persons serving on boards, and that such guidelines should be distributed to the Societies.
13. Executive Session
The staff was excused at 1:40 p.m. and the Executive Committee met in executive session, where matters of the Controller and the Assistant to the Secretary were discussed. It was agreed that the acquisition of the Controller is welcomed and that special recognition for Mary Johnson’s outstanding service is due.
14. Adjournment
The meeting was adjourned at 2:30 p.m.