October 23-24, 1988

Governing Board of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was convened by Chairman Frauenfelder on 23 October 1988, at 7:30 p.m. in the Tarrytown Ballroom, Salons 1 and 2, following dinner. For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they appeared.

Members Present:
Hans Frauenfelder (Chair), Orson L. Anderson, Robert T. Beyer, Peter B. Boyce, Praveen Chaudhari, Alex Dalgarno, William L. Duax, Frederick H. Fisher, Kenneth W. Ford (Executive Director), Judy R. Franz, Thomas E. Graedel, Roderick M. Grant (Secretary), Robert G. Greenler, W. W. Havens, Jr., Donald F. Holcomb, Herwig Kogelnik, Harry Lustig, Eugen Merzbacher, James S. Murday, Jarus W. Quinn, Robert Resnick, Joseph M. Reynolds, F. Dow Smith, A. F. Spilhaus, J r., Murray Strasberg, Martin Walt, Gerald Wheeler, Jack M. Wilson, Kurt F. Wissbrun

Members Absent:
Robert S. Bauer, Peter M. Bell, James A. Krumhansl, Arlo U. Landolt, David Lazarus, James A. Purdy, Jean St. Germain, Jerry M. Woodall

Member Society Officers Present:
Miriam Forman (APS), Catherine M. Foris (ACA), Elaine P. Osterman (AAPM), Nancy L. Hammond (AVS), James M. E. Harper (AVS)

Guests:
Frank Jamerson (Committee for Public Policy) (Monday pm), H. William Koch, Former Executive Director, AIP, Harry L. Staley (Staley, Robeson, Ryan, St. Lawrence) (Monday am)

AIP Staff:
Gerald F. Gilbert, Treasurer; Robert E. Baensch, Director of Publishing; John S. Rigden, Director of Physics Programs; Timothy Ingoldsby, Director, Information Technology Branch; Nathalie D. Wagner, Assistant to the Secretary; Spencer Weart, Manager, Physics History (Monday am)

2. Report of the Secretary

1. Minutes of 18-19 March 1988 Meeting

   The draft minutes of the 18-19 March 1988 meeting were approved by acclamation, with the addition of Peter Bell to the list of those absent from that meeting.

3. Report of the Chair

1. Actions of the Executive Committee Since March 1988

   Frauenfelder called attention to the summary of these actions in the Agenda Attachments for the meeting.

2. Introduction of Robert E. Baensch. Director of Publishing and

3. Appointment of Robert E. Baensch as an Institute Officer

   Frauenfelder introduced Baensch, who became Director of Publishing in August.

   The following motion was made by Resnick, seconded by Boyce, and unanimously CARRIED.

   MOVED that Robert E. Baensch be designated an Officer of the Institute, as provided in Article X of the Constitution, and Articles I.2 and II.5/II.6 of the Bylaws, effective 24 October 1988.

4. Retirement of Gerald F. Gilbert

   Frauenfelder noted that Gilbert had announced his intention to retire in December, 1988, but that he was pleased to report that subsequently Gilbert had agreed to delay his retirement to allow time for the Institute to find an appropriate successor.

4. Report of the Executive Director

Ford reviewed the organization chart and noted several changes, including the creation of two new positions: (1) Director of Journal Publishing, to be filled by Darlene Carlin, and (2) Director of Human Resources, to be filled by Terri Braun.

Member Societies have grown dramatically, which has been reflected in the fact that the resident Societies now rent about 16,000 square feet. The total space occupied by AIP and its Resident Societies is up to 130,000 square feet. AIP programs and Member Society programs have grown. There has been a healthy increase in AIP's fund balances. In 1988 new initiatives have been taken in physics programs, and the Education Division has been moved and expanded.

A fundamental challenge is that a great many activities rest on the four prime sources of income, the archival journals, Soviet translation journals, reprints and other publications, and investments. Other programs that are near the breakeven point: Chinese translation journals, books and conference proceedings, SPIN and other secondary services. Publishing programs which operate at a net cost to AIP are Computers in Physics, and PI-NET. Physics Programs activities all operate at a net cost: Physics Today, Placement, Statistics, Public Information, Education, History, and the Washington office.

Three major goals for the Institute are to maintain 1) financial stability, 2) cost-effective services for the Member Societies, and 3) activities for the benefit of the physics community.

To achieve these goals we need to 1) broaden the base of publishing activity, 2) stem the decline in numbers of subscription, 3) develop more gift and grant income, 4) increase productivity in publishing, and 5) look at the possibility of cutting or curtailing some programs.

Unresolved issues include: 1) Space. We are reaching the limit on available space. 2) AIP public policy role. There is as yet no clear agreement on AIP's role. 3) AIP role in physics education. This needs a clearer definition. 4) New publishing technology. Its impact on cost and space needs could be profound, but is uncertain.

In conclusion, Ford invited comments on the list of "Issues Facing the Institute" (as taken from his 1987 Annual Report), and his memo "What does 1989 hold?" which were distributed at the meeting.

5. Composition of the Executive Committee

At the March 1988 Governing Board meeting the Committee on Constitution and Bylaws (CCB) was charged to implement the Wright Committee report on the composition of the Executive Committee. The CCB proposes a Constitutional amendment which would (1) increase the number of elected members of the Executive Committee from seven (7) to nine (9), (2) state that all elected members would be representatives of Member Societies (thus eliminating the possibility that a Governing Board Member-at-large could serve on the committee), and (3) limit the number of consecutive one-year terms of office for elected members. (The latter proviso was not a part of the Wright Committee proposal.)

Grant proposed an alternative to the CCB motion. Instead of annual elections to one-year terms, and a limitation on the number of consecutives terms served, he proposed election to no more than two consecutive three-year terms. After considerable discussion, Frauenfelder asked Grant, Greenler, and Merzbacher to consider the matter and to report back to the Governing Board in a later session.

(Subsequent actions on this topic are reported here for continuity.)

The ad hoc subcommittee appointed at the earlier session by Frauenfelder recommended action on the CCB-proposed amendment with the addition of one sentence: "Elected members shall not serve more than five consecutive years." The CCB and Wright proposals involve changes in both the Constitution and the Rules; the latter was taken up following action on the amendment. The following motion was made by Grant, seconded by Holcomb, and was unanimously CARRIED.

MOVED that Article XI.1 of the AIP Constitution is amended to read:
"At the first meeting of the Governing Board following the annual meeting of the Corporation, the Board shall elect an Executive Committee composed of the Chair of the Governing Board and nine [change from "seven"] other current members of the Board, all of whom [change from "if whom at least six"] shall be Board members elected by Member Societies. The Executive Director and Secretary shall be members of the Executive Committee without vote. [additional sentence] Elected members shall not serve more than five consecutive years."

This action will be reported to the Member Societies for review and action by their Councils.

The Wright Committee report also addressed the issue of representation of Member Societies on the Executive Committee through application of a formula, or matrix, which would be used to determine which society held a seat in a given year.

Those not represented by a voting member would be invited to send a non-voting participant whose travel expenses would be paid by AIP. The CCB proposes implementation of these recommendations through Governing Board Rules.

The following motion was made by Grant, seconded by Lustig and, after discussion and modification (its final form appears here), was unanimously CARRIED.

MOVED that a Member Society which is not represented by a voting membership on the Executive Committee shall be entitled to be represented by a non-voting participant, who is a Member of the Governing Board, and whose travel shall be supported by AIP.

The following motion was made by Lustig and seconded by Merzbacher. An amendment to the original motion denying travel expenses was CARRIED. The amended motion was CARRIED, in the form shown here, by a vote of 13 YES; 10 NO.

MOVED that a Member Society which is represented by only one voting member on the Executive Committee may send a non-voting participant, who is a Member of the Governing Board, in the event that the voting member cannot attend the meeting.

An additional issue is that of the assignment of the nine elected member positions to the Member Societies. On behalf of the CCB, Grant made the following motion (a Governing Board Rule), which was seconded by Greenler, and, following discussion, was TABLED to the March 1989 Governing Board meeting by a vote of 17 YES, 6 NO.

"MOVED that the Nominating Committee is instructed to determine the voting membership on the Executive Committee on the following basis: One voting membership is assigned to each of the six largest (by membership) Member Societies, except that two voting memberships are allocated to APS. The remaining two voting memberships are shared among the four remaining Member Societies."

[Note: this Rule could not take effect until and unless the Constitutional Amendment is approved.]

6. Finance and Administration Matters

1. Status of the IRS Tax Case

   Gilbert referred to his 14 October 1988 memo to the Governing Board summarizing the history of this case. AIP is being used by the IRS as a test case in this extremely important matter. There has been no response as yet from the IRS following our appeals hearing in February 1988. Lehrfeld (AIP attorney) remains optimistic about the outcome.

2. Report of Investment Advisory Committee: Status of Investments

   The Investment Advisory Committee holds about six meetings per year, usually in the form of conference calls. (The report of its most recent meeting, held on 15 August 1988, was included for information with the Governing Board meeting agenda.) The February meeting is always a face-to-face meeting with portfolio managers. The AIP portfolio has made an excellent recovery from the 19 October 1987 stock market crash. The market value of the AIP portfolio is $21.5 million.

3. Unrelated Business Income Tax – a Contingent Liability

   Gilbert referred to his 14 October 1988 memo to the Governing Board on proposed changes in the tax law. Congress is looking for ways to reduce the deficit, partly through new taxes, and is scrutinizing the Unrelated Business Income Tax (UBIT) area. This is of great concern to not-for-profits: at present an exempt organization pays UBIT on the advertising income of a publication only when that publication operates at a profit; therefore we do not pay UBIT on Physics Today. For 1986 we paid $31,501 on the following: net advertising income of APL and RSI (which operate at a profit), net income from sale of mailing lists, and net income for handling advertising in Society journals. A Congressional subcommittee is considering changes and proposes to tax all net advertising income, even if a publication operates at a loss. This would make an enormous increase in our taxable income. It is expected that there will be a compromise, but its form is as yet unknown.

   Spilhaus said he is chairing a CESSE committee which is studying this subject. Advertising income is the most obvious potential source of new tax revenue. However, the potential for taxing mail order sales is another serious issue and will bear close scrutiny.

4. Report of the Committee of Society Treasurers

   A meeting of this committee was held in early October. The draft minutes are not available for distribution as yet. This committee meets once a year; they primarily discuss matters of interface between Society treasurers and AIP. One assignment for this meeting was to discuss rental rates for resident Societies. They have been asked to report the results of their discussions to the Executive Committee at its February 1989 meeting. They did not come up with a solution that is satisfactory to all. The policy of averaging rates and using this as a basis for charging is not ideal. There is no immediate recommendation for change.

5. Report of Audit Committee

   The Audit Committee was pleased with several things, but wished the meeting were not two months later than usual or desirable. [This was occasioned by the fact that due to prior commitments of committee members it was impossible to have a face-to-face meeting earlier.] The Committee received a detailed briefing on the methodology used by Touche Ross & Co. in testing the accounting system and in verifying the books, and discussed (1) the 1987 AIP audited financial statement, (2) the method of handling book inventories, (3) the recommendations from Touche Ross concerning the AIP system of internal controls, and finally (4) AIP's response to these recommendations.

   Several important changes are being made in the presentation of financial data, including the inclusion of more detail. There was some discussion of the advisability of changing auditors, but it was felt strongly that with the forthcoming change in Treasurer, changing auditors would not be advisable for the 1988 audit. The committee was satisfied with AIP's responses to the auditor's suggestions, and with the auditor's favorable comments on AIP management's relationship to accounting matters. They are pleased with the improvement in timeliness of quarterly variances. They have asked for the development of a handbook on prorations. They support the auditor's suggestion that an inventory manual be developed in view of the increase in book production. They expressed deep gratitude and appreciation to Gilbert for his many years of service and never-failing, good-natured cooperation with members of the Institute.

   Two motions, as recommended by the Audit Committee, were required. Beyer presented the motions, as given below; both were unanimously CARRIED.

   MOVED that the 1987 audit by Touche Ross & Co. be accepted.

   MOVED that Touche Ross & Co. be retained for the 1988 audit.

6. Financial Statement for Six Months Ended 30 June 1988

   Gilbert distributed the Statement of Revenue and Expense for January-June 1988 and the Balance Sheet as of June 1988. (These are attached as Exhibit A.) He noted that this is an AIP statement only; Member Society activity is not depicted.

   The statement of revenue and expense compares budgeted 1988 with the first six months activity of 1988, and compares these with the first six months of 1987. Major changes: Total Operating Revenue in 1988 is $11,844,017 compared to $10,447,389 in 1987; Subscriptions (Publishing Operations) has increased by $740,000 as a result of the increase in subscription rates. Total Operating Expense in 1988 is $12,581,725 compared to $10,935,989 in 1987. Publishing Operations (Operating Expense) has increased about $900,000 to date in 1988. This is the result of two factors: Computers in Physics has had a net expense of $450,000 for first six months, and an additional 1,600 pages to be published in archival journals. Advertising Sales increased about $325,000 in 1988 (a matter of timing). General and Administrative Expense increased about $500,000, mainly as a result of the development cost ($400,000) for the new subscription fulfillment system. Excess of Operating Revenue in 1988 is $737,708 for the first six months, while the budgeted figure for the year is $1,310,000. Net Investment Revenue for 1988 is $1,096,913. Approximately $434,000 is short-term investment revenue, and $663,000 represents long-term investment revenue.

   Excess Revenue of $390,000 is budgeted for 1988. Experience shows that the results for the first six months are not indicative of the year, as most publishing activity is in the latter half. Excess Revenue depends primarily on number of pages published and on the Net Investment Revenue.

   Gilbert then reviewed the balance sheet. Cash in the Operating Fund in the amount of $8,877,806 represents the funds in the cash management account. This amount plus Accounts Receivable and the amount Due for Member Societies total $12,581,591, which is offset by Deferred Income and Deferred Subscription Income, as listed on the Liabilities and Fund Balances sheet in the amount of $1,072,598 and $11,906,465. Restricted Funds in the amount of $56,951 represents short-term cash investments in Special Purpose Funds investment accounts. Accounts Receivable ($2,165,469) consists mainly of two elements: 1) page charges, advertising sales, and reprint sales, totaling about $1,168,000; and 2) $997,000 includes work performed for DOE and FIZ contracts, Soviet royalties due us, and grants, the monies for which will be received subsequent to 30 June.

   Property, Plant, and Equipment ($46,966,928) represents book value. Equity is shown under Liabilities and Fund Balances in column entitled Property, Plant, and Equipment Fund. Current maturities of long-term debt is shown under Current Liabilities ($46,646) and Long-term Debt ($1,854,128). The Institute's equity in investments is ($5,066,154).

   Long-term investments ($18,973,292) are marketable securities carried at cost, except where a permanent impairment in the value has been determined. Under Fund Balances, the Unrestricted Board Designated Funds for Special Purposes amounts to $16,284,831.

   Total assets currently amount to $40,964,551. Equity in Total Assets is vested in two parties: Outside creditors represented by Total Liabilities totaling $17,986,499, and the Institute's equity represented by Total Fund Balances totaling $22,978,052.

   The meeting recessed at 9:00 p.m. for a reception. It reconvened at 9:00 a.m. on Monday, 24 October.

7. Physics Programs Matters

1. Report of the Director of Physics Programs

   Rigden referred to his 12 October 1988 memo to the Governing Board, which presents an overview of divisional activities and new initiatives; he highlighted two projects: (1) Career Placement. The division is looking into working with the baccalaureate level, which would be a benefit to everyone. (2) Statistics. The survey on high school teachers will be out in mid-November.

   Kirwan is the new manager of the Education Division, now located in Washington. A replacement for Kalson is being sought. Barojas, the second Senior Education Fellow, has several activities underway. Peter Brown has been managing editor of Physics Today since January 1988.

2. International Physics Olympiad

   Wilson encouraged the reprinting by Member Societies of any press material on the Olympiad. AIP handled the fund raising, and AAPT the educational, organizational, and training aspects for the 1988 Olympiad. He thanked everyone for their support; most Member Societies made a contribution. The 1989 Oympiad will be in Warsaw; plans are already underway. Anyone with promising students is encouraged to put them in touch with AAPT. It is possible that the U.S. will host the 1993 Olympiad.

   Ford said solicitation letters for support will go out in November this year. He hopes they will be sent earlier next year. This year the budget was $91,000; $92,000 was received. AIP is committed to find support so that the U.S. can host the Olympiad in 1993 (or whenever it is invited to do so).

   Duax made a presentation regarding educational concerns of the ACA. They are concerned with the training of future scientists; crystallography deals with basic issues. There is a burst of new student memberships in the U.S. A symposium on teaching crystallography was recently held in Houston. As a related result, the editor of Chem Education, published by the ACS, expressed interest in their material and produced a special issue which included their text. The ACA then paid for 5,000 copies of this section. They plan to distribute these to chairs of undergraduate physics departments; it has already gone to chairs of chemistry departments.

3. Report of the Manager of the Education Division

   Kirwan, the new manager of this Division, was present to make a report. He said that, as envisioned by him, the Division has components differing from the past; it will expand into areas other than just SPS. Special projects already in place which will be managed by the Division include the Visiting Scientist and Congressional Fellow Programs. External grants support the Introductory University Physics Project (IUPP) and the St. Louis elementary education program (Project SEER). He brings with him a grant for Operation Physics. This involves a consortium of three universities running a nationwide program for teaching elementary teachers the basic concepts of physics. It has been a tremendous success to date. NSF is considering funding it for another year.

   An important task of the Education Division is to be aware of the education projects of the Societies; he already has been in touch with several Societies regarding possibilities for cooperation. He is considering the possibility of starting a newsletter to foster communication among the Member Societies.

4. Proposed Advisory Committees – Committee on Physics Programs Policy and Committee on Physics Education

   Rigden referred to his 11 October 1988 memo to the Governing Board regarding recommended changes in the Policy and Advisory Committee structure in his Branch.

   As these were recommendations from the Executive Committee, the motions were on the floor. The following motion was unanimously CARRIED.

   MOVED that a Committee on Physics Education be established as outlined in the 11 October 1988 memo from Rigden to the Governing Board, and as recommended by the Executive Committee. The committee is to be composed of twelve members: two each from APS and AAPT, and one each from the other eight Member Societies.

   The initial charge to the committee is: "This committee provides review, advice, and recommendations concerning physics education programs at AIP, and helps to foster integration and cooperation in physics education programs among the Member Societies."

   The following motion was unanimously CARRIED.

   MOVED that the Committee on Physics Programs Policy be reconstituted as a six member committee (rotating, three-year terms; two elected annually). Chairs of the five Branch Advisory Committees will be asked to serve as ex officio members.

   The initial charge to the committee is: "This committee provides review, advice, and recommendations concerning Physics Programs Branch activities at AIP."

8. Report of the Ad-Hoc Development Committee

Ford referred to his 11 October 1988 memo to the Governing Board which contains the recommendations of the ad hoc Committee on Development and his thoughts on how an AIP Development Office might help AIP to function better in serving the Societies and the physics profession.

The memo includes: 1) Charge to the committee; 2) Recommendations of the committee; 3) Executive Summary of the consultant's March 1988 development study; 4) Two pie charts showing the nature of philanthropy in America; 5) Lists of projects in Societies for which private funds might be sought; 6) List of current AIP projects which are entirely or partially funded by outside funds; 7) List of AIP projects for which private funds might be sought; 8) Guidelines for Submission of Grant Proposals, as approved by the Executive Committee; 9) Memo to AIP staff on implementation of proposal guidelines.

Ford proposed two motions regarding the initiation of new projects by AIP. These motions resulted from discussions within the AAPT Executive Board, and between himself and AAPT officers, and set forth guidelines to ensure full cooperation between AIP and its Member Societies.

The following motions, which appear here as amended by common consent, were unanimously CARRIED.

MOVED that AIP should undertake new projects only after consultation with appropriate advisory committees. To encourage maximum cooperation between AIP and its Member Societies, AIP shall also consult with Member Societies that are directly concerned.

MOVED that new AIP projects undertaken with funds obtained by the AIP Development Office shall be initiated only when jointly sponsored or endorsed by the Member Societies most directly concerned.

Ford then invited discussion on the summary of recommendations of the ad hoc Committee on Development.

In the subsequent discussion, Wilson and Franz each proposed amendments which were adopted and incorporated in the final wording of the recommendations (which appear below in their adopted form). The following motion was unanimously CARRIED.

MOVED that the following statements, which serve to define the scope and structure of AIP Development efforts, be adopted as AIP policy:

The AIP Governing Board hereby has ...

1. Created a standing Committee on Development, composed of one representative nominated by each Member Society.
2. Charged the Committee on Development with providing guidance in the implementation and general scope of an AIP development program, and with reviewing the use of private charitable funding for particular AIP activities.
3. Requested that AIP development office activities be reviewed at least semi-annually by the Committee on Development, and that the Committee on Development undertake a comprehensive review of development office activities and relations with, and services to, the Member Societies within five years of the hiring of development staff. A formal report describing the results of this review shall be submitted to the Governing Board for the purpose of considering the continuation of the AIP development activities; continuation of the AIP development office at this juncture shall require an affirmative vote by the Governing Board.
4. Approved the addition of a senior staff position, with the person filling that position serving as chief development officer of the Institute, reporting to the Executive Director, and serving as the principal staff resource person to the Committee on Development of the Governing Board. Provision is made for a support staff of up to two persons in this office.
5. Charged the AIP chief development officer with serving both AIP and Member Societies by assisting with their development programs and by introducing them to programs of planned giving.
6. Requested that the Executive Director, in consultation with AIP senior staff and with the Member Societies, to generate a list of projects for potential development to be used as a preliminary statement of the case for fund raising in physics.
7. Requested that the Executive Director provide to the Committee on Development, within one year of the establishment of the development office, a written report detailing the current activities of the Institute related to gifts and grants, and evaluating the effectiveness and potential of those activities.

9. Long-Range Planning

Frauenfelder noted that long-range plans often change rapidly so that planning has to be done continuously. He commended the committee for the excellent job it has done.

Weart, Chair of AIP's long-range planning committee, led the discussion. The planning process took many hours and entailed much communication between the AIP staff and the Executive Committee. He noted the importance of maintaining this communication process and of implementing the ideas generated. The next step is to work toward establishing specific goals, operational plan, targets, and budgets. Asthese are developed they will be forwarded to the Executive Committee during the year. Not everything can be done at once; we must pick the most important first. He was surprised how quickly the committee agreed on the statement of objectives. These assume steady growth, with no major upheaval.

An issue which recurred in the discussion was viewed by some as a continuing fundamental problem: AIP began as an organization of founding Societies to obtain economies of scale, but has now grown beyond being merely a service organization. There is a growing need/potential for services to the physics community. Many felt it important that AIP expand its role in these areas; AIP should have a life of its own in addition to service. Others were more cautious, and viewed this trend as a threat and as a source of competition and conflict, albeit one which could be managed.

Weart said the report does not endorse continuing exactly as we are. It proposes more concern with marketing efforts, customer relations, as well as with physics education and programs. The planning does not stop at this stage. He asked Governing Board members to identify areas where there was any over-emphasis or where they felt something had been overlooked.

Priorities and resources will be assigned after acceptance of this plan. Working groups will be established to deal with specific areas. Each will be asked to develop a list of priorities and a plan for implementation for review by the ongoing long-range planning committee, and by the Executive Committee and Governing Board. When accepted, these will be incorporated into the budget.

(The meeting recessed for lunch at 12:15 and reconvened at 1:15 p.m.)

After further discussion, Frauenfelder asked Grant to prepare a motion so that we can proceed .

Ford said the only references to specific initiatives or projects are contained as examples in parentheses. He will not consider Governing Board approval of the Long Range Plan to signify approval of all of these examples. Such action will constitute approval of objectives, goals and general concurrence with the planning process.

Grant then made the following motion, which was unanimously CARRIED.

MOVED that the Governing Board receive the AIP Long Range Planning Report, and adopt the Objectives and Goals stated in the report as the AIP Five Year Plan.

10. Space-Related Issues

The Institute wishes to file a request for a formal hearing with the Town Board of Oyster Bay for a re-zoning of our Woodbury property with the purpose being to enlarge our building on that property. Owen T. Smith has been engaged by the Institute as a legal adviser familiar with the area. The architect and attorney have had discussions on the renderings needed for a meeting with the Taxpayers Association, and to satisfy the requirements of Oyster Bay for a possible hearing. Two will be prepared: an aerial view showing the relationship of the building to surrounding areas, and a ground level depiction of the addition. If we are to be successful, it is essential to get the support of the local Taxpayers Association. We have had very favorable relations with the surrounding community, and have fulfilled all requirements specified at the time of the settlement with them.

At the same time, the space problem in New York won't go away. We are now in the mode of incremental adjustments to take care of the present and near-term future demands for more space. It has been decided to move Computers in Physics editorial offices to Woodbury, thus making it unnecessary to rent additional space in New York for the present. To obtain an additional 3,000 square feet at 140 E. 45th Street would cost $125,000 a year.

11. Publishing Matters

1. Report of the Director of Publishing

   Baensch reviewed the planned changes in the publishing structure. These are planned in the spirit of providing better, cost effective, service. Basically AIP works in three information services: 1) Journal Publication: the largest, comprising Member Society journals, AIP journals, and translation journals. 2) Books: proceedings, translations, reprints, original manuscript. 3) Microforms.

   External factors affect the journal program. Prices, of which increase in the number of published pages is part, have caused problems for librarians. The projected nine-year period of declining university enrollment will create increasing economic pressures on librarians, and funding will not improve.

   Internally, he wants to improve productivity and related cost savings in the production and distribution of journals. Publishing has been reorganized into three Branches. Darlene Carlin will be the Director of Journal Publishing. A number of factors are being addressed: proposals for new hardware and software systems are being developed, advertising and promotion are under review, and so is circulation.

   A five-year plan had been drawn up for Computers in Physics. We now need fresh marketing analyses to review the position of the magazine in a noisy market.

   Book publishing needs to be handled differently, with a look at both external and internal factors. Externally, the publishing community has taken an aggressive approach to the decline in journal subscriptions. We have a unique capability to build a books program. Several major houses have withdrawn from physics books, but others are increasing. Finally, a global approach to identifying sources for manuscripts must be adopted.

2. Status of the FIZ Agreement

   The FIZ management group will meet in November. They have had a contract in the draft stage from us for several months. The delay is the result of two factors: 1) Karlsruhe has received permission to re-enter space research but there is no funding yet; 2) FIZ has both Siemens and IBM computer systems and wants to get onto only one system. Their Finance Committee will meet in November and we now expect an agreement by mid-November.

3. Status of Soviet Journal Atmospheric Optics

   There are two major competitive issues involved with this journal: 1) The Soviet Union has as a major policy finding ways to earn hard currency. 2) Publishing in the commercial world is consolidating.

   An acceptable working draft of the agreement for AIP to co-publish, with OSA, the Soviet Journal of Atmospheric Optics has been achieved; details are being worked out. The OSA will countersign any agreements. Signing of a final draft should take place in a forthcoming visit.

   The CRC recently got first option on some new physics titles with MIR in spite of our agreement with them. Baensch will be discussing this with them in his visit to Moscow (with Ford and Frauenfelder) in early December.

12. Information Technology Matters

1. Report of the Director of Information Technology

2. Subscription Fulfillment and Member Record System

   Ingoldsby referred to his 10 October 1988 memo to Ford which summarizes progress in the development of FAMIS. The Information Technology Branch is organized into three systems: Production Systems, Systems Development, and Member and Subscriber Services. He expects a decrease in required personnel in the area of Member and Subscriber Services by the end of 1989 with the development of the new system.

   At an Oracle International User Week conference it was learned that our database is one of the largest handled by the Oracle products. FAMIS is a large system and is taking somewhat longer to develop than anticipated. Our staff is performing very well, and has acquired the requisite skills to develop this system. As of today, the first of the subsystems is in production status, being used to generate letters to non-renewals. Next month it will be able to generate journal labels. The project is under budget.

   Problems encountered: 1) Conversion of UNIVAC system. Staff tried to convert the programs but found it was not feasible. They have not experienced significant problems with the UNIVAC. 2) Oracle implementation. The size of the database has caused Oracle some problems. These have been identified and he is in touch with the highest officials at ORACLE to affect a solution. Delivery of revised software is anticipated next week. The current revised operational date is January 1989.

3. Report of PI-NET Advisory Committee

   Ingoldsby's 12 October 1988 memo to Ford reviews discussions held at this committee meeting. The following statement was adopted: the charge to the PI-NET Advisory Committee is to ... "Review and evaluate the development and operation of the PI-NET electronic information services. Advise the Institute on the modification and enhancement of existing services and databases. Advise the Institute on the design, development, and implementation of new services and databases."

   Services to be available in the initial implementation of the system on the Gould computer: electronic mail, job notices, society information, advance abstracts, SPIN, ordering of publications, calendar of events, meeting pre-registration, and AIP publication information. March 1989 is the projected date to have PI-NET operational on the Gould system. AIP has been approved as a BITNET node, but it has not been installed as yet.

13. Report of the Committee on Public Policy, and Discussion of AIP Public-policy Activities

Ford referred to his 10 October 1988 memo to Governing Board on AIP Public Policy activities and to a Draft Statement on AIP Presence in Washington, DC. The latter was drawn up by the AIP Committee for Public Policy in May 1986, and includes a rationale and recommendations for appropriate activities. The statement was not acted on by the Executive Committee or Governing Board at that time. The CPP recently reviewed the document and recommends to the Governing Board that the statement be approved. It can then become the guidelines for future AIP public-policy activities.

AIP established a Washington office two years ago, with a three-person staff headed by Condell (who retired in May, 1988). We have a Physics Today staff member in that office, and the establishment there of a branch of the Public Information Division has been discussed. It remains to be decided what role AIP should have in this area in Washington. The Draft Statement was discussed with Krumhansl (1989 APS President). APS has a superb operation in Washington; we want to serve a complementary, not a competitive, role.

In a letter to Ford, Krumhansl observed that the first three points are external, with conceivable conflict. The remaining are internal. He suggested that AIP should not include items # 1-3 among the roles for its Washington office.

Ford said that he favored moving Items 1-3 to the end of the list but not deleting them.

Frank Jamerson, a former Chair of the Committee for Public Policy, was present for this part of the meeting.

Jamerson said the CPP had had tremendous help from Condell and his assistant Barrosse. At the recent meeting the Member Societies reaffirmed their support of the AIP – CPP with the endorsement of the 1986 draft. APS has a public-policy activity which, as he sees it, focuses more on the military/physics perspective. There are issues that AIP needs to address that have an impact on all of us, such as environment, energy, and research on materials.

Quinn made the following motion, which was seconded by Fisher.

MOVED that the Draft Statement on Public-policy Activities be adopted, with #1-3 switched to #8-10.

Merzbacher moved the following amendment to the motion, which was seconded Havens. Following extensive discussion the amendment was DEFEATED.

MOVED that items #1-3 be deleted from the statement.

In the discussion, Havens said that there was frequently a confusion leading to mis-identification of APS and AIP. APS is a membership organization, AIP is not. Ford replied that the avoidance of conflict with APS is very important. He would rather see AIP reduce its level of public-policy activities for a time than to create sources of possible conflict. He would like the amended statement adopted, but he would not be upset if #1-3 were deleted for now.

Strasberg said this matter was discussed in the Committee on Society Services. It was felt by the smaller Societies that they could use assistance. Quinn pointed out that the smaller Member Societies do not have the staff to carry out public-policy activities, and thus need the support of AIP. An important role for AIP is to provide the knowhow and base for such activities. Havens said he would accept AIP doing this in cooperation with another Society.

Holcomb made the following motion, which Wissbrun seconded. The motion was CARRIED, with four opposed.

MOVED that item #3 be deleted from the draft statement.

Frauenfelder then called for the vote on the motion which was unanimously CARRIED.

MOVED that the Draft Statement on Public Policy Activities be adopted as amended. (The statement is attached as Appendix B.)

14. Tate Award Committee

The 26 August 1988 memo from Wagner provides background information on the John T. Tate Award. The Executive Committee requested Frauenfelder to appoint a Tate Award Committee, and increased the stipend for this award to $5,000.

Frauenfelder reported that he is working on it, but has not been able to reach the key person to chair the committee.

15. Plans for Assembly of Society Officers

Ford, commenting following Strasberg's report (see 16A. Report of Committee on Society Services), said sentiment seems to be that the Assembly of Society Officers should be re-instituted. Tentative plans are to hold the Assembly from Thursday noon to Friday noon (30-31 March) prior to the spring meeting of the Governing Board.

16. Announcements and Other Business

There were no announcements.

1. Report of Meeting of Committee on Society Services

   The Committee on Society Services recently met in Washington DC, and will alternate their meetings between Washington and New York every six months. They had a presentation on PI-NET and FAMIS. The Societies are still very concerned with delays in processing. They would like to have periodic reports on dues processing. As the result of delays in processing, member subscriptions have been stopped even though members had paid. Osterman (AAPM) is preparing a letter listing the information that they want.

   The committee was asked to consider several proposals for new services.

   There is a strong interest in marketing efforts, especially for non-member subscriptions. The Societies also are interested in advertising and exhibitors. It has been proposed that AIP publish a newsletter periodically, for distribution to officers and staff of the Member Societies, and directed to items of mutual interest to AIP and the Member Societies. The usefulness of such a newsletter would depend on whether the editor received appropriate information.

   There is interest in development, but Society representatives are not sure what use they would make of it. One item discussed was to develop for use by AIP and the Member Societies a statement of what people could do to leave money to a Society in their will.

   There was a suggestion for the development of a comprehensive list of all the services that AIP can provide: IRS matters, unit prices, contact person, legal assistance, sources of insurance, etc.

   There was enthusiasm for the Assembly of Society Officers. The program should not be limited to formal presentations, but should allow adequate time for free discussion on items of mutual interest. Possible topics include discussion of education programs of Member Societies and AIP, public policy activities, the impact of new IRS tax regulations on societies, instructions for access to PI-NET, etc.

17. Future Meetings

Grant noted the locations of the February 1989 Executive Committee meeting (Chapel Hill, NC) and the March 1989 Governing Board meeting (Arlington, VA).

Scheduled meetings (** change of date)

• 1–2 Dec (5 p.m. Thurs – 4 p.m. Fri) Executive Committee, New York, NY
• **16–17 Feb (5 p.m. Thurs – 4 p.m. Fri) Executive Committee, New York, NY
• 30 Mar (a.m. Fri) Executive Committee
• 30–31 Mar (1 p.m. Thurs – 12 N Fri) Assembly of Society Officers
• 31 Mar (12:45 – 1:15 p.m.) AIP Corporation Meeting
• 31 Mar–1 Apr (1:30 p.m. Fri – 1 p.m. Sat) Governing Board
• 5–6 Jun (5 p.m. Mon – 4 p.m. Tues) Executive Committee
• **7–9 Sept (9 a.m. Thurs – 12 N Sat) Executive Committee, Woods Hole, MA
• **1 Oct (12 N – 5 p.m. Sun) Executive Committee, Detroit, MI
• **1–2 Oct (6 p.m. Sun – 5 p.m. Mon) Governing Board, Detroit, MI
• **3–4 Oct (Tues, Wed) AIP Corporate Associates, GM Labs, Warren, MI

18. Executive Session

 

The staff were excused at 4:30 for the executive session, which is reported in the official minutes only.

19. Adjournment

The meeting was adjourned at 4:40 p.m.