September 5, 1980

Executive Committee of the American Institute of Physics

Minutes of Meeting

Roll Call

The 5 September sessions of the Executive Committee meeting was called to order at 1:10 p.m. by Chairman Ramsey.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Peter B. Boyce, AAS (excepting the 5 September afternoon session); Charles B. Duke, AVS; William W. Havens, Jr., APS; John C. Johnson, Secretary; H. William Koch, Director; Jarus W. Quinn, OSA; Arnold A. Strassenburg, AAPT

Absent

Robert T. Beyer, ASA

Nonvoting Representatives Present

Arnold Feldman, AAPM; Betty H. Goodfriend, ASA

Guests

Caroline M. Grills – Lasercom Production, Columbia, Maryland (on the morning of 6 September only); David P. Waite, President – Copyright Clearance Center, Boston, Mass. (on the morning of 6 September only).

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Assoc. Dir. For Publishing; Lewis Slack, Assoc. Dir. For Educational Services; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary; John Auliano, Technical Asst. to the Director, for the two 5 September and morning of 6 September sessions only.

1. Minutes of Executive Committee Meetings

1. 19 June 1980

   On motion made by Havens, seconded by Duke, and passed without dissent, the minutes of the 19 June 1980 Executive Committee meeting were approved.

2. 31 July 1980

   Upon motion made by Duke, seconded by Havens, and passed with one abstention, the minutes of the 31 July 1980 Executive Committee meeting held at 11:00 a.m. were approved.

2. Confirmation of Mail Ballot Dated 14 August 1980 Requesting Approval of Unsecured Short Term Loan from Bankers Trust Company

Upon motion made by Havens, seconded by Strassenburg, and passed without dissent, unanimous approval of the mail ballot authorizing AIP to borrow $500,000 for 90 days (from 14 August ) at prime rate plus one-fourth of one per cent, from Bankers Trust Company, was confirmed.

3. AIP Function Planning

1. General Background and Basic Assumptions

   1. Long Range Planning in 1980 for 1981-1986

      The Governing Board, in October 1979, approved the seven functions of AIP. AIP hopes to review every one of its operations each year in a very systematic way to identify new things that it should undertake. Koch called attention to the two-part document on Function Planning which had been distributed prior to the meeting.

      In the future, copyright agreements with the Chinese could be a new $700,000 business for AIP. Another item is possible tape agreements, such as the agreement with the Germans that returns $135,000, and with the Department of energy for $100,000. Along with more experience with the tapes, will come experience on how to utilize full text in digitalized form.

      Koch asked that each year the functions that have been agreed on be reviewed to see if they are still appropriate. For example, one might want to add a function on administrative services, as illustrated by the proposal to provide such services for AAPM. When there are specific items that come up under these functions, the Director would ask this Committee to vote on them.

      A number of Committee members expressed dissatisfaction with progress toward a quantitative and more specific plan. The Chairman charged the Director to seek greater quantification which can be used for rationale in approval or disapproval of specific items within an over-all plan. The planning report must have aggregate numbers provided on sums to be spent on various parts of the program, work mix and/or trade-offs, based upon cost as well as philosophical goals.

   2. Status and Needs of Member Societies

      The Committee on Society Services is planning a meeting in October. In addition, it can be noted here that Chairman Ramsey appointed an ad hoc Financial Reports Committee of J. W. Quinn (Chairman), J. A. Burton, and R. T. Beyer, to explore financial information needs of Societies and the ways and means for AIP to meet these needs (see Item No. 3C(iii)(d) on Page 8 of these minutes).

      Society officers will be contacted concerning their computer input needs. John Auliano will prepare a statement to describe: (1) existing Subscription Fulfillment handling systems and problems, (2) things Society officers have requested over the years but have not been able to get, and (3) what capability he can see in the new system. John Auliano and John DiCaro propose to visit some of the Society offices that have computer activities and find out about their interests and concerns, and also have a face-to-face meeting in New York of persons from any and all of the nine Societies to discuss their individual requirements for computerized accounting and subscription fulfillment. That will be followed by a Committee on Society Services meeting. At the time of the next Executive Committee meeting, the AIP staff can then propose a specific feasibility study.

   3. Status and Organization of AIP Staff

      Koch reported that, since 1977 AIP has gone through a tremendous transition. For example, by November of 1980 it is planned to have 300 people at Woodbury of which 75% are new employees. In spite of the problems of expense in training new people, and morale, Koch believes the staff has done very well in performing the AIP functions.

   4. Status of Major Facilities

      The construction at Woodbury is on schedule. The contractor assures it will be finished by the end of September. In terms of dollar value, only 15% of the work remains to be completed. The ATEX computer and the Videocomp are scheduled to move to Woodbury on 9 October.

      Auliano called attention to Appendix 11 in the Function Planning Supplement. There are about 150 programs in Fulfillment in IBM Assembler language. There are also new programs in COBOL, but most of them are in Assembler. Accounting has roughly 50, Publishing has about 15, and the remainder, about 35, are all in the miscellaneous category. The current computer lease will expire in September 1981 and the system is in need of redesign. The study group designed a system based on distributed processing. Any application that would be city-oriented would involve primary users that are in the 45th Street headquarters, such as Personnel and Accounting. As reported previously in these minutes, Society needs will be given considerable attention.

2. Reviews and Projections, Including Advisory Committee Reports

   1. Function I – Publication and Production Services

      Marks called attention to Page 19 in the Function Planning document. Publication Division II is operating and has taken under its wing the Composition Section. Publication Division I, a Composition Section, and Publication Division II (which has editorial and composition work, but is dedicated to the Physical Review) are in place and producing. They are proceeding with both the ATEX and UNIX systems. A question being addressed is whether to add additional capacity to move Society journals into the ATEX system. The estimated cost for this is $200,000.

   2. Function II – Research and Education News and Reports

      Koch called attention to Page 8 of the Function Planning document. Particular involvement is in the six journals that AIP owns. The Director appoints the editors for these journals. One question which Koch posed is whether there should be age limits for editors.

      Following considerable discussion regarding maintaining successful journal publications, it was moved by Duke, seconded by Strassenburg, and passed without dissent, to:

      Recommend to the Governing Board that all scholarly journals of original research published by the American Institute of Physics should be self-supporting when averaged over a three-year period.

   3. Function III – Publication Distribution Services

      Marks called attention to Appendix 6 on Marketing. Chinese Physics will be one focus this year. The total microfilm and back number sales for AIP and Member Societies is about $550,000 a year. Conference Proceedings sales of $150,000 provide a net income of more than $50,000.

      After considerable discussion regarding journal marketing, it was concluded that the first step in considering new products is to develop some basic guidelines on how new products should be handled in the multisociety environment at AIP.

   4. Function IV – Fiscal Accounting

      Gilbert announced that the Audit report from Touche Ross & Co. (dated August) has been received. An unqualified certification from one of the "Big 8" auditing firms was received after making changes they required in Soviet journal reporting. The next step is for the Audit Committee to review the report and present their conclusions to the Governing Board. In 1980 there were a number of unusual items: The South Woodbury Taxpayers Association litigation; loss of AIP’s New York City Real Estate tax exemption (which is being contested); the IRS Unrelated Business Income audit. It is difficult to meet all the requirements of new auditors in the first year.

      A meeting with the Fiscal Policy Committee has been held. The Societies have been very cooperative in paying their statements promptly.

   5. Function V – Information Collection and Analysis

      Function V deals with information collection and analysis and covers the Manpower Data and Center for the History of Physics programs, the latter dealing with retrospective information. Slack called attention to Appendix 14. This covers the collection, survey instruments, and storage of information. In the latter category, there is a long way to go.

      Another facet is advisory functions beyond the physics community. For example, on data base development, what constitutes the best way of systematizing the data we collect at AIP? Development of the data base that is appropriate to AIP’s constituency and resources is probably the most important thing that is ahead, and the management and financing of it will be part of any proposal that would be put forth.

3. Special Issues and Concerns

   1. Function I – Publication Production Services

      1. Opportunities and Problems with Microfilm

         Guest speaker Caroline Grills gave an informal lecture on the characteristics of microform and some of the advantages and disadvantages of its use. Microform is the generic term for microfilm and microfiche.

         During her talk, Mrs. Grills showed a series of slides, and concluded with the following analysis of competitive costs:

         	*COM	16 mm Microfilm	105 mm (4” x 6” fiche)
         Volume	3,500 pages paper	1 roll	14 fiche
         Weight	40 pounds	7 oz.	2 oz.
         Postage	$5.95 Parcel Post	$1.05 First Class	$.30 First Class
         Materials Cost	49.00	6.80 — 15.00	2.54(DIAZO)
         Totals	$54.95	$7.85 — $17.00	$2.84

         * Computer Output

         Since this was intended only as an informational item, no Committee action was taken.

      2. Dedicated Publishing for APS

         Marks reported he is satisfied with progress in computerizing the AIP publishing program. However, there is still a lot of room for improvement. AIP Publication Division II will be taking over production of the APS Bulletin in addition to handling the Physical Review and Reviews of Modern Physics.

      3. Publication of Physics Briefs

         (Koch provided the Committee with sample copies of Physics Briefs.) AIP has been sending to Fachinformationszentrum (FIZ) in Germany computer tapes of abstracts twice a month which are then combined with others being processed. Approximately 100,000 abstracts per year appear in this twice-monthly publication, of which AIP supplies 25,000. The total is almost identical to the number in Physics Abstracts. It was projected by Koch that Physics Abstracts will not be able to continue on a long term basis unless they use more modern technology for their input. It is proposed that AIP become the publisher of Physics Briefs in cooperation with the Germans who want to continue to produce the comprehensive computer tape.

         Under the proposed course of action, one product would be a comprehensive printed abstract journal; another would be tapes taken from the comprehensive tape; finally, specialized printed sections can also be published. Marks explained that AIP would cease publication of Current Physics Index and charge the byproduct expenses to Physics Briefs. It is proposed that any other participating country have the same options as AIP. It is hoped the Institute of Physics in London would undertake the marketing in Europe. With encouragement from the Executive Committee, Koch will have a discussion on 19 September with the German delegation and develop a detailed contract to bring back to the Committee, and probably to the Governing Board for approval. The earliest predicted date for the change to be made is mid-year of 1981.

   2. Function III – Publication Distribution Services

      1. Status of Copyright Clearance Center

         Guest speaker David P. Waite gave a very good informational presentation on the Copyright Clearance Center (CCC). The purpose of the CCC is to facilitate users getting photocopies quickly by providing a means for instantly getting permission to make photocopies. Users are invoiced monthly and the payment is distributed to each of the appropriate publisher accounts. Waite distributed copies of a brochure which describes the CCC. Though there are many details of operation which must be proven with experience, Waite is confident that the CCC will make a major contribution to fulfillment of copy service needs in a legal and convenient manner. They have signed an agreement with their counterpart in Holland are getting ready to sign with Australia and, eventually, with some other countries.

   3. Function IV – Fiscal Accounting

      1. Taxpayers Lawsuit

         Koch displayed a fully signed stipulation agreement signed by the appropriate AIP officers, the South Woodbury Taxpayers Association, and the claimant property owners. This agreement is now to be included in a court order to be issued by the judge. Any future purchasers of the property will inherit these restrictions. Chairman Ramsey and other Committee members expressed appreciation and congratulations to the staff for a fine job in settling this case.

      2. Poor Cash Position of AIP

         Gilbert distributed a one-page sheet bearing the subject title and read it in its entirety.

      3. Deficits in Physics Today, SPS, Directories, etc.

         Gilbert distributed a one-page sheet bearing the subject title. It was pointed out that there are a number of small deficit operations. In the process of approving the annual budgets, the Executive Committee is approving the covering of such deficits with AIP funding. It was pointed out by Havens that the action on journal self-sufficiency (see Item No. 3B(ii) on Page 5 of these minutes) specifically exempts Physics Today since that publication does not have page charges. Part of the purpose of the Institute is to provide certain programs and to find the money to pay for them. It was suggested that this be done within the context of function planning.

      4. Experiences with Quoted Prices

         Gilbert called attention to Appendix 9 of the Function Planning Supplement. Every year the list of services performed for the Societies is updated. Analysis of the data for the years 1974-1978, using only the items which are subject to quoted prices, reflects an annual variance ranging from 1% to 6%. Touche Ross & Co. thought it was very favorable in view of the volume of business and the kinds of activities covered. It is planned this year to come up with a six-months variance instead of one year, in order to try to help the Member Societies in their short term planning. The mechanism for revising quoted prices is given in Appendix 9c of the Function Planning document.

         The matter of content and timeliness of financial transactions involving AIP and Member Societies has again been a matter of major concern. To address this problem more directly, the Executive Committee took the following action to appoint an ad hoc committee consisting of J. W. Quinn (Chairman), R. T. Beyer, And J. A. Burton, on the financial information needs of the Societies; and the following motion made by Havens and seconded by Quinn was passed without dissent:

         Moved that an ad hoc Financial Reports Committee be appointed to explore the financial information needs of the Member Societies and the ways and means for AIP to meet such needs.

         Quinn stated he feels strongly that the Executive Committee needs a management tool; he volunteered to bring a proposal to this end to the next meeting of the Executive Committee.

      5. Completion of Audits

         Gilbert reported there is a problem concerning net income in 1979, and it is proposed to change the accounting method for Society variances. Former auditors, Conroy, Smith & Co., insisted that AIP put Society variances on the Statement of Income and Expense of the Institute; AIP would have preferred to put them on the Balance Sheet. The statement which appeared in Physics Today showed a net income of $104,000. The new auditors, Touche Ross & Co., decided the Society variances should go into Accounts Receivable or Accounts Payable on the Balance Sheet. The audited statement is going to show net income of $352,000 for 1979 as a result of this accounting change. It is strictly an accounting adjustment.

         The auditors recommended formal approval of the changes in our reserves for 1979. It was moved by Quinn, seconded by Boyce, and passed without dissent:

         That the Treasurer is authorized to transfer all funds from the Publishing Reserve amounting to $586,813 back to Accumulated Income and to combine the Accumulated Income and the General Reserve amounting to $209,233 into one fund to be called the General Fund. In addition, approval is granted for the expenditures for property and equipment from the new General Fund in excess of the specific reserves (Building Reserve $87,790 and Equipment Reserve $192,547) after they have been fully expended, totaling $1,093,243 in the year ending 31 December 1979.

         As reported (see Item No. 3B(iv) on Page 5 of these minutes), AIP has received a copy of the audit report and Gilbert expects to be in a position to mail it to the Governing Board within the near future. A meeting of the Audit Committee will be scheduled so that the Chairman of that Committee may be able to render a report at the next Board meeting.

   4. Function V – Information Collection and Analysis

      1. Analysis of Federal Budgets

         Slack reported that both the subject item, and the one following, came in for discussion by the Committee for Public Policy (CPP). H. Moss, a physicist on the staff of Congressman G. E. Brown, who attended the CPP meeting, noted that congressional committees feel that Physics Today articles on the budget give them some good information they would not get any other way; the Bromley Report had called for ongoing examination of physics funding; the National Academy of Sciences has been inclined to back off from these kinds of studies and they would probably have to be done discipline by discipline. There is no specific recommendation that AIP should plunge into analysis of Federal budgets. If AIP were to participate in such analyses, it would be necessary to get someone of the caliber of Peter Parker to spend the requisite amount of time on it.

         No Executive Committee action was taken on this item.

      2. Science Education in the United States

         Slack called attention to Appendix 4 of the Function Planning document which describes some of the functions considered by the Committee for Public Policy. One aspect which is not satisfactory is information about enrollment of high school students and background of high school teachers. AAPT has been concerned about this too, and it may be considered in cooperation with AAPT and other Member Societies having education committees, such as APS and ASA.

   5. Function VI – Public Dissemination

      1. AIP Involvement in Television

         Slack reported that what has been done in the past in this area has been approached through science writers rather than by trying to mount a massive effort to reach the public directly. The radio science reports, started a few years ago, are still proceeding, with consideration being given to feeding these reports into commercial radio. Two years ago, the television science reports were initiated with a grant from the National Science Foundation, and these are distributed largely to commercial stations. AIP expects to hear by December on the request to NSF for continued funding. It is recognized that alternative funding for these programs should be pursued.

      2. 50th Anniversary Celebration Including Special Issue of Physics Today

         Lasky reported there are two activities within the History Division: an anniversary calendar and an exhibit. AIP will apply to NSF for funds to cover some basic costs of the exhibit. The Governing Board has already appropriated up to $66,000 for the exhibit so, if grant money is received, there will be ten additional mounted exhibits. The first exhibit showing will be at the October 1981 AIP anniversary meeting.

         An order has been placed for 44,000 copies of the anniversary calendar; the first distribution is planned for the Corporate Associates meeting the end of October 1980.

         An anniversary issue of Physics Today will have 100 pages of editorial material and 150-200 pages of advertising.

         There is nothing new to report on the proposal to develop a new AIP logo; possible designs will be presented for Board consideration at the 1980 October meeting.

         The Citizens Advisory Committee had taken up but decided against recommending issuance of a postage stamp honoring physics; this decision is being appealed.

         An open house is planned for the time of the APS-AAPT annual meeting in January 1981. The other Societies have been asked to recognize AIP’s 50th Anniversary at their meetings.

   6. Function VII – Liaison Activities

      1. Need for a Washington Office

         The Committee for Public Policy has not specifically recommended a Washington Office for AIP. It was stated that the most effective way to communicate with a congressman is to have an informal breakfast or lunch with him or her. There were no expressions of favor for establishing a Washington Office and the Executive Committee took no action on this item.

      2. Seminars for Science Writers and Congressional Staffs

         Some success was reported on past meetings with science writers; however, this activity is still considered to be of unproven worth for a continuing program.

4. Comments, Conclusions, and Recommendations to the Governing Board

   Chairman Ramsey stated that the Committee has a general recommendation that, at the next review of Function Planning, the report should be somewhat more quantitative both in costs and in manpower through which the trade-offs can be judged. The newly appointed ad hoc Committee on Financial Reports should be helpful to the Societies in providing costs at the times needed. Koch asked the Executive Committee to recommend to the Board the adoption of the current report as its Function Plan for 1980-1986. Since there are no changes in the seven functions previously approved, Chairman Ramsey said he would report to the Board that no change in the functions was voted, but there is to be a change to more quantitative planning reports in the future.

4. Election of Corporate Associates

1. International Centre for Theoretical Physics

   The International Centre for Theoretical Physics wishes to be a Corporate Associate member of AIP; however, since they are a philanthropic organization, there was some discussion about accepting their dues. After it was explained that the dues ($500) do not even cover the cost of their complimentary journal subscriptions, on a nonmember basis, it was moved by Strassenburg, seconded by Boyce, and passed without dissent:

   That the International Centre for Theoretical Physics be elected a Corporate Associate of the Institute, effective in 1981.

2. Shelter Systems Inc.

   The application of Shelter Systems Inc. was not submitted for Committee action due to lack of background information about the organization. They may be considered at a later time.

5. Appointment of Administrative Review Committee

It was moved by Havens, seconded by Duke, and passed without dissent:

That the Executive Committee serve as the Administrative Review Committee for 1980-1981.

6. Other Business

1. Proposal for Joint Society Membership Promotion Mailing

   Koch distributed a “Proposal for Joint Society Membership Promotion Mailing” from D. W. J. Shea, dated 3 September 1980. He proposed a mailing to go out in October to those persons listed in the “Directory of Physics & Astronomy Staff Members” who are not members of AIP Member Societies. The cost of $4,900 would be shared with the participating Societies. He asked formal approval from the Executive Committee, and will then contact an appropriate officer in each of the nine Member Societies. It was moved by Duke, seconded by Strassenburg, and passed without dissent:

   That the Executive Committee authorize the AIP staff to contact the Member Societies regarding the proposal for a joint Society membership promotion mailing and, based on their responses, the Director is to decide whether to proceed with the mailing, with the understanding that he is authorized to spend up to $1,500 of AIP funds if necessary.

2. Request from ASA for Rebate on JASA Cumulative Index

   The idea was to produce a Journal of the Acoustical Society of America Cumulative Index and put it on the dues bill with the hope that the member would not strike it off, but would pay for it. This was not done, and the bills went out as an “add-on” rather than a “strike-off.” Sales were 755 versus 1,543 the last time, five years ago. AIP sent out a special promotion to members which resulted in about 100 orders. R. T. Beyer has written to the Director stating that the Acoustical Society lost $18,000 as a result of AIP's error (900 copies x $20.00). He feels that AIP should pay for the shortfall because it was an AIP error. The letter which accompanied the dues bill states it correctly, and this letter was given to John DiCaro before the mailing.

   Marks estimates the value of the reduced print run to be a little over $7,000; deducting the special promotion cost leaves $6,575 which he believes AIP owes to ASA. It was recommended that AIP present their proposal to Beyer and try to reach an agreement with him rather than ask the Executive Committee to adjudicate the matter. It was also suggested that AIP should provide each Society with a specimen dues bill before the mailing goes out.

3. Sale of 50th Anniversary Calendars

   Strassenburg reported that the AAPT Executive Board would like the members of AAPT to have access to the AIP anniversary calendar at their own expense.

   It was moved by Havens, seconded by Duke, and passed without dissent:

   That AIP be authorized to sell "N" copies of the 50th Anniversary calendar to any of the Member Societies, in bulk, at 50¢ each, for them to resell to their own members, with AAPT authorized to take care of the orders from the Societies.

4. Traveling Exhibit

   Strassenburg reported that AIP was authorized to buy a commercial promotional exhibit booth for use at various meetings, and this has taken place over the past couple of years. At the time of the original motion, it was agreed that AAPT would collaborate with AIP in promoting the booth. It was exhibited on a very ambitious schedule last year–it went to at least eight different meetings. So far, AIP and AAPT have shared the cost amounting to several thousand dollars a year. Strassenburg proposed a change in cost-sharing, including two levels of participation. One would be as a full partner, including scheduling of the booth. If five Societies joined, the cost would be less than $1,000 each. He also proposed to have another participation level in which a Society would not be a full partner, but could exhibit its material for a flat fee of $50 per item per meeting.

   It was moved by Strassenburg, seconded by Duke, and passed without dissent:

   That AIP be authorized to propose the establishment of levels of participation in exhibits to the executive officers of the Member Societies, in some detail, so that they can choose a level of participation with its associated costs.

5. Uncollectible Iranian Funds

   Gilbert reported that AIP has been receiving checks drawn on a bank in Iran which became uncollectible. John DiCaro asked the Societies what to do with uncollectible checks. In response, Jarus Quinn recommended that the subject be put on the agenda for this meeting in the hope of developing a uniform policy; however, the problem has subsequently resolved itself and checks are now coming through European banks.

7. Next Meeting

It was proposed that the next meeting of the Executive Committee be held on Wednesday evening, 29 October, preceding the Corporate Associates meeting, at the Meadowlands Hilton Hotel in Secaucus, New Jersey.

The meeting was adjourned at 11:00 a.m. on Sunday, 7 September.