September 5, 1985

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 9:00 a.m. by Chairman Ramsey.

Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Director
David Lazarus (Thursday and Friday sessions only)
Melvin H. Mueller
Robert R. Shannon
Edward N. Sickafus
Jack M. Wilson

Non-Voting Participant
Peter B. Boyce (Thursday and Friday a.m. sessions only)

AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Associate Director for Publishing
Lewis Slack, Associate Director for Educational Programs
Bernard Dolowich, Controller
Paul A. Parisi, Manager, Special Projects
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. Report of the Secretary

Minutes of 22-23 May 1985 Meeting
The draft minutes of the May meeting were approved by acclamation.
Member Society Responses re AGU Membership
Grant reported that to date seven of the nine Member Societies had responded, all favorably, to the nomination of the AGU for full Member Society status.
Governing Board Approval of Statement on Scientific and Technical Information
Grant reported that the statement was passed by mail ballot with in excess of two-thirds of the full Governing Board voting in favor.
Confirmation of Telephone Ballots

2. D. 1) Letter of Credit with F.w. Faxon & Co. Covering Payment of 1986 Subscription

Halon Fire Protection System
Grant requested confirmation of the telephone ballots taken in June; the following motion was made by Wilson, seconded by Havens, and unanimously APPROVED.

MOVED that the telephone ballots taken .in June (1) for approval of the letter of credit with F. W. Faxon & Co. covering payments of 1986 subscriptions and (2) for approval of the Halon Fire Protection System be approved.
Revision of Letter to Committee Members re Meeting Attendance and No Proxy
Grant reminded the Executive Committee that St. Germain and Galkin, representing the AAPM, recently had questioned AIP policy prohibiting proxies for meetings. Roberts Rules of Order states that there is no proxy allowed unless specifically noted in the constitution or bylaws of an organization. He has attempted to clarify this matter in conversation with the two of them. Grant reported that he has revised the letter which goes to all committee members as well as the letter to the Nominating Committee, each to include a paragraph explaining AIP policy regarding proxies.
Society Membership Figures
Grant reported that membership figures had been received from all the Member Societies. On the basis of these figures, the OSA will add one representative to the Governing Board in 1986.

3. Meeting Plans
Koch reviewed the general plans for the meeting and invited suggestions and additions to the agenda.

4. Introduction to Function Planning

Explanation of Reports and General Assumptions
Koch explained the four Function Planning volumes. Part 1 is a review of the eight assigned functions. Part 2 gives updates of the previous development plans, showing accomplishments in each area. Part 3 contains his proposal for a second phase of the AIP-Society Relations Development Plan begun last year. Part 4 (Appendices) contains minutes of advisory committee meetings and articles and talks relevant to issues to be discussed.
Status and Organization of AIP Staff
Koch stated that there have been no changes in the basic organizational structure in the past year. AIP has a total of 514 active employees, of whom 465 are full time and the rest hourly. The turnover in the January-August 1985 period was 16.8%. In 1984, there were 429 full time employees. Turnover during that period was 27.9%. AIP's benefits and compensation programs are competitive in the area in which we operate.
AIP's 1985 Documents and Meetings
Koch noted the AIP meetings and documents that are scheduled throughout the year, as outlined in the agenda.

5. AIP-Society Relations Report - Function Planning-Part 3

D. Discussion of Two Key Issues

Procedure and Present Status
Proposal for AIP-Society Relations Task Force #2
1. Changes in AIP from 1931 to Present
  and
2. Impact of Computer and IRS
  Koch said that AIP started as a "hospital co-op" arrangement, which continued until about 1960. At that time a set of programs of benefit to the entire physics community were started, e.g., manpower and public information. In 1977 we were attacked by the IRS. Their conclusion was that if we had continued the original type of arrangement, we would not have been tax-exempt. Our tax-exempt status depends on the journals we own, which generate income for our educational programs.
  
  A more recent phenomenon which has an impact on AIP is the availability of low cost, high power computers. They make it possible for societies to do themselves many of those things which previously could best be done collectively. AIP's focus thus needs to be more and more on the unique services that we can do better.
  
  Shannon thought this was an important statement and commended Koch for noting these facts.
3. Opportunities for New AIP Services
4. Need to Do Long Range Planning
5. Membership of Task Force and Procedure
  Koch proposed that a task force be established to further develop our entire long-range planning process. Policy plans could be produced for discussion at the spring meeting of the Governing Board. These then could be incorporated in developing the Function Planning volumes in the fall. Finally, new directions could be built into the budget process at the end of the year. He feels that more attention needs to be given to problems that cannot be handled by ad hoc solutions. We need a mechanism for involving AIP and Member Societies in major decisions, without the pressures inherent at a particular meeting where issues are being decided.
  
  Lazarus said that he finds long-range planning committees a total waste of time and money. Things work well through the dedicated efforts of individuals and committees, which are involved both Ln short and long-range planning. AIP is a good going concern, therefore he thinks the proposed planning exercise is not needed.
  
  Koch thought that the exercise was needed by the staff if not by the Executive Committee. We have to analyze the needs presented by the various policy committees and to develop appropriate responses.
  
  Grant said that there is a need for a statement of policy in several areas. If the existence of a long range policy statement make it possible for policy committees to trim the number and length of meetings, then it would be of value to pursue such a statement.
  
  Havens asked what is meant by long range and short range. He thinks that advance projections on the budget are all that can be done for long range. He agrees that we cannot just react to every situation and that principles are needed. He feels that a general long range plan does not seem needed.
  
  Lazarus said that the Executive Committee is the long range committee. It can and should discuss and make the necessary policy decisions outlined here.
  
  Koch said this discussion seemed to indicate that the procedure used up until now is satisfactory. Management will generate plans. The Executive Committee is interested in the long range and can take time to discuss things in an extended meeting. He suggested that the evening prior to an Executive Committee meeting could be devoted to long range planning discussions.
6. Use of Consultants
  Not discussed.
Long Range Plan = Strategic Plans for AIP Plus Function Plan for AIP and Societies
1. Explanation of Strategic Plan
  1. Who We Are (Identity)
  2. Where Are We Going (Goals) s. c. 1) c) How to Get There (Strategies)
2. Contrast with Function Plan s. c. 2) a) What (Function)
  1. Why (Purpose)
  2. How (Activities)
    
    Koch distributed a proposed revision of the AIP statement of purpose. The founders of AIP did not know how we would develop. The Constitution was general to allow for development. He thinks that Article II of the Constitution does not adequately distinguish the mission of AIP from that of the Member Societies.
    
    During the ensuing discussion various readings of the existing statement and possible changes were exchanged. Tile consensus developed that the statement in Article II of the present Constitution need not to be modified to reflect appropriately the current AIP mission.
    
    The following motion was made by Shannon but received no second, whereupon Grant moved to table the motion. This was variously seconded and carried with one no vote (Wilson). The tabled motion was as follows:
    
    MOVED that the Executive Committee recognize that Article II.1 of the Constitution represents the purposes of the Institute as it stands today
1. Inclusiveness of Societies in AIP
  Koch noted that he has had several contacts from societies concerning future membership in AIP. The total community of such societies is relatively small. Does the Executive Committee want to enlarge the umbrella or tighten it?
  
  Havens said he feels that AIP should accept only organizations which have a primary interest in physics.
  
  Wilson said the key test should be the advancement and diffusion of physics. If AIP did not exist we would be missing a common forum for the physics community. It should be considered how a potential member group would fit into this community.
  1. Interest of MRS in Associate Member Status; Interest of ANS and INCE in Affiliated Society Status
    
    and
  2. Potential Interest of Others; Ability to Control Applications and Entry
    Koch said that the MRS is interested in Associate Member Society status mainly for economic reasons. As an affiliated society, they will be assessed a surcharge for having their journal published by AIP.
    
    Koch said he responded to the request for INCE for affiliated society status; it is not possible for them to be considered since they are not a 50l(c)(3) organization. The American Nuclear Society also has requested information regarding our structure and Constitution. 40 copies of the Constitution and Bylaws were sent them. He does not know what they are interested in at the present time.
  3. Relation to APS, AAPT, Other Societies
    Koch raised the question of whether all societies were equal. Should the composition of the Executive Committee be weighted with those doing business with AIP? The general feeling seems to be not. He noted and read from Function Planning, volume 1 page 7, in which he talks about the importance of the input of both APS and AAPT. We cannot afford to allow AIP educational programs to develop without the involvement of
    AAPT. APS and AAPT need the other seven societies for their emphasis on the applications of physics.
    
    Wilson thinks the statement referred to by Koch was excellent. AIP can play a critical role in aiding developing relationships.
    
    Ramsey said that there sometimes has been a fear that APS carries too much weight. Sometimes statements, even though correct, should not be written down.
    
    Beyer thought there was less feeling at present of APS being overpowering than before. He thinks this statement is acceptable. 'I11ere is a strong need to keep the web of physics together.
  4. Relation to Major Groupings in Physical Science and Engineering (NAS-NAE; AAAS; CESSE; CSSP)
  5. Relation to International Groups
2. Uniqueness of Services from AIP
  1. Mission Differences Between Societies & AIP
  2. Frequent Need for Central Agency
  3. Validity of Economy of Scale in Age of Computers
  4. Publishing; Fiscal; Educational Programs; Electronic Services; Buildings; Computers; Management and General Administration
    
    Koch said AIP needs to focus on such services that can be done collectively rather than individually by the Societies. If a single Society can do something better for itself, they should do it.
    
    Marks said that in the publishing area the thing most uniquely valuable about AIP is size measured by the large number of published pages. It leads to cost-effective composition, printing, mailing, and computerized data bases. The composition of journals is complicated. AIP can invest large sums ·n composition equipment; with the amortized cost spread over a large number of pages, it is possible for other affiliated and new member societies to take advantage of this service without disturbing the Member Society status quo. Automatic page makeup is now being studied. Costs will be lowered and production speeded up. Digitizing of illustrations is farther down the road; eventually we will be able to transmit articles anywhere for local printout. It would be advantageous for every Member Society to avail themselves of these services.

6. Status of On-Going Improvements and Developing Plans-Function Planning - Part 2

Accounting Improvement Plan
Dolowich itemized the goals of this improvement plan: 1) improve accounting practices, and 2) provide up-to-date reporting, i.e. productivity and timeliness. The Accounting Division has made many improvements and has developed computerization of procedures. Independent software companies are not writing many applications for the Data General, as it only has a 5% share of the market. Also, AIP's applications are not the normal ones. He has had to find packages or have them written. He is now looking at IBM programs that would speak to the Data General and could be adapted.
1. 6. A. 1) Status of Quoted Price System and Improved Audit Schedule
  Dolowich said that what has been externally visible is that the audit was completed one month earlier than before. Society statements are rendered timely every month. Variance statements are now generated by computer. Division statements to managers are rendered quarterly from the Data General. All budget data are now in the computer. Statistical typing at AIP has been mostly eliminated. Reliable data are available sooner, and there is less overtime required.
Computer Modernization Plan
The plan developed several years ago has been implemented. It was not possible to computerize until the systems were properly designed.

It is possible for any Society in any location to utilize our software for accounting. AIP will take the necessary information from the AIP ledger and interface it with the APS ledger for their use, thus saving time and increasing accuracy.
1. Involvement of Consultant
  We are continuing to use Sid Gudes' consulting service. He is now doing a timing study regarding the computer operations after 5 p.m. to be ready next morning. Gudes just got the necessary information from Data General and intends to complete the study shortly.
Publishing Development Plan
Marks referred to the Function Planning, Part 2, which reviewed the implementation of projections as originally presented in 1982.
1. Journals and Books
  A new journal has been developed in the past year: the Journal of Materials Research, which AIP will publish for the Materials Research Society starting in 1986. Chinese Journal of Lasers, to be jointly owned by OSA and AIP, is being prepared for publication in 1986.
  
  The AIP book publishing program is focusing on a modest but aggressive approach. He showed the Committee a new book, History of Physics, the second in the series. This is a collection of reprints from PT.
  
  Koch noted that book publishing requires upfront capital, whereas journal publishing has already been paid for by subscriptions. Commercial publishers are now withdrawing from book publishing because a recent IRS ruling discourages them from building up an inventory of published books.
  
  Marks added that AIP is focusing on areas commercial publishers don't want: short runs and reprints. Original monographs are the last part of the plan, as these are harder to develop. AIP also produces books for Member Societies (one was done for AAPM recently), and will work with Member Societies in this area.
2. Automatic Page Makeup
  Marks reported that AIP has been looking at automatic page makeup for some time. Our main consultant is Seybold, who says that the technology is now available and advises purchase. He is studying the field to make recommendations. At least three companies make equipment that will connect with the ATEX and UNIX systems; they have approached AIP. Tile aim is to reduce costs and speed up production.
Personnel Administration Development Plan
Gilbert referred to Function Planning Part 2, pages 10 and 11. This area is continually developing. The employee turnover rate is low, as previously noted.

AIP recently received a communication from the Equal Employment Opportunity office (Department of Labor) following their visit to AIP offices. They spent a week reviewing our personnel records, practices, and policies in depth, and reported that we are in complete compliance with all Federal regulations in the personnel area.
1. Expansion of Lunchroom Space and Addition of Cafeteria Service
  Marks said that the lunchroom at the Woodbury facility is inadequate for the present size staff. There is an outdoor space which can be converted to lunch space. Another factor affecting this expansion is the work week, which is now 35 hours. Management is considering going to 37-1/2 hours, necessitating an increase in the lunch hour.
  
  Management had people look at the available space, in consideration of a limited service cafeteria. A contractor would be hired to provide the cafeteria service. This procedure would add about $10,000 additional cost to the present cost of providing lunch arrangements. Management would like authorization to proceed with this idea, starting with obtaining the services of an engineer to do a study and design. He thinks this change would improve morale. There are now three servings which are not adequate to accommodate all of the staff.
  
  Lazarus thought the cost very high, considering that the space already exists.
  
  Marks agreed that the costs seem higher than needed; a design needs to be developed. It is difficult to get a price without a real design, which would be the next step.
  
  Mueller said it would be helpful to hire an architect/engineer to study the entire idea. Marks suggested authorization of about $25,000 would be required to get this type of estimate.
  
  Ramsey said that the consensus was that the present estimate is very high. He agreed that additional preliminary planning is required to determine the proper cost. The message is that this plan should be reasonably economical. Justification is needed for the expenditures.
  
  Marks said that the figure of $95,000 for the cafeteria is reasonably accurate. This includes rearranging space for existing conference rooms, which are needed. The enclosed atrium is an additional cost. He feels the plan is important to running an efficient operation. Adding a kitchen is the most expensive part of a building; it was not provided for at all before. It is important that the space look good.
  
  Havens made the following motion, which was seconded by Shannon, and carried, with abstentions by Wilson and Shannon.
  
  MOVED that the Executive Committee approve the expenditure of a maximum of $25,000 to develop the plan for lunchroom expansion and a limited service cafeteria at the Woodbury facility.
Education Programs and Services Development Plan
1. Plans for Committee on Educational Policy
  Slack noted that this recently established committee has reviewed existing programs and considered new ones. Subcommittee chairpersons are invited to participate in policy committee meetings. There are presently three items of particular interest:
  1) Poster project. Four posters will go to all U. S. secondary schools. They are now getting printing estimates.
2. More career booklets.
3. Use of endowment monies.
  The committee has discussed the concept of adding a senior educational fellow at AIP, whose role would be to assist in a variety of ways in educational programs. Interleaving with the activities of APS and AAPT will have to be worked out.
  
  The booklet "Physics in Your High School" published by McGraw-Hill is now 30 years old. They are discussing whether to do another one. The Committee will meet on 26 September. They now have issues on which to focus. There remain some questions of the role of the subcommittees versus the policy committee and the respective functions.
Electronic Communication Development Plan
1. Involvement of Both Electronic Communication Task Force and Subcommittee on Electronic Publishing
  Merrill noted Function Planning Part 2, 1985 update on the Electronic Communication Development Plan. He reviewed the current uses of automation in the Institute as outlined therein.
  
  Merrill then used s ides to introduce the work of the AIP Task Force on Electronic Communications which has developed a physics information network called PHYSNET using in-house equipment. This is now a concept with several available options, as follows:
  1) Job opportunities.
  2) Calendar of meetings, possibly including registration for meetings.
  3) Advance abstracts, including an electronic version of the latest three months of
  GPAA.
  4) Publication catalog and online ordering.
  5) Help (instructions for use).
  6) Feedback (allows for comments).
  
  Merrill said that the data available through PHYSNET are from existing data and products, and other existing material now in digital format could be added (such as PT articles and PI press releases). All these services are designed to complement printed services. The recommendation is that a pilot program of 6-12 months be conducted to get hands-on experience to determine user interest, identify databases, and develop future plans. Decisions for implementation have to be evolved. The pilot program could be implemented in three phases:
  1) Preparation and programming - about three months.
  2) Operation and development.
  3) Evaluation and planning.
  
  Merrill next reviewed a list of minimum requirements, including marketing (a users' guide would be needed) and a list of possible future services for such a network. The marketing brochure could be done in house.
  
  Ramsey asked what the costs would be. Merrill said a rough estimate would be $80-100,000 per year. The main cost is the telephone charges and whether or not to charge customers.
  
  Sickafus said that a good marketing procedure would be to offer it free the first year. Havens concurred, noting that APS had calculated that it would cost more to charge for "What's New" than to offer it as a free service.
  
  Koch noted that a recommendation had been made by the Electronic Communications Task Force. Grant, a member of the Task Force, said the recommendation had been to present this to the Executive Committee. Two members of the committee (Grant and Brown) are to work with Merrill to resolve some questions and suggest possible options. The action item is that the staff develop a proposal, with the assistance of this ad hoc committee, to be submitted to the Electronic Communications Task Force in November. If they approve the plan, it will go to the Committee on Publishing Policy and then to the Executive Committee for budget approval in December.
  
  The following motion was made by Lazarus, seconded by Shannon, and unanimously APPROVED.
  
  MOVED that the Executive Committee authorize the development of a proposal, with the assistance of the Electronic Communications Task Force, to be presented to the Committee on Publishing Policy in November and for consideration by the Executive Committee for budget approval in December.
  
  (The meeting recessed for dinner at 5:37 p.m. and resumed at 7:08 p.m.)

7. Proposals for Change to Drafts of Governance Instruments

Introduction
[All page references in this section are to Function Planning, Part 3, draft revisions.]

Koch said that last year's report from Lehrfeld gave a number of suggestions. Lehrfeld forwarded a few comments on the recent Gerhart proposal as sent to him, and also noted that most of his suggested changes were not adopted. Koch commented that this thorough review has resulted in cleaning up a number of matters.
Articles of Incorporation
Grant said that there are two substantive changes in the Articles of Incorporation:
1) Setting the number of directors at 50, and
2) Statement of dissolution clause in the Articles of Incorporation.

Koch asked if issuing a new Articles of Incorporation would result in losing sight of the history of the Institute.

Boyce, who had just completed a revision of the AAS Constitution, said he thinks history belongs in the archives.

The following motion was made by Beyer, seconded by Mueller, and unanimously APPROVED.

MOVED that the draft Articles of Incorporation be adopted as amended.
Constitution
The proposals for changes in the Constitution and Bylaws as presented by Gerhart were reviewed in detail (Function Planning, Part 3, yellow pages).

Associate Member Society category. Lazarus asked if this was archaic. Grant said that a document approved by the Governing Board several years ago specifies that a society must be an associate member society before becoming a member society; it is a stepping stone. (Guidelines for Membership, Function Planning, Appendix, pink pages, page 2).

The following motion was made by Lazarus and seconded by Beyer. After discussion, reported below, the motion was WITHDRAWN.

MOVED that the category of Associate Member Society be deleted from the Constitution.

Shannon said that restricting the corporation to physics is limiting it. He thinks the usefulness of the associate member society category is for an organization which is not entirely physics-oriented but whose interests are close enough to those of AIP to have an affiliation.

Koch said that some of the MRS would prefer a closer association but not full membership at present; there is a heavy chemistry influence in the organization, and some members are reluctant to have a closer affiliation with AIP.

Mueller noted that this was the route of the ACA: they wanted a closer relationship, although they have a heavy representation of chemists. The ACS did not offer this alternative.

Minimum obligations (proposed Article V/4, page 10). This is a proposed addition requiring the Governing Board to prepare and maintain such a statement. It was decided that it was an unwise statement.

The following motion was made by Wilson, seconded by Shannon, and unanimously APPROVED.

MOVED that the proposed Article V/4 requiring the Governing Board to prepare and maintain a statement of minimum obligations of Institute and Member Societies be deleted.

Proxy provision (proposed Article VI/3 (page 11). The fact that AIP does not allow proxies has not previously been spelled out, but has been included in the draft revision. Grant pointed out that Roberts Rules of Order states that no proxies are allowed at meetings unless specified in the Constitution.

The following motion was made by Havens, seconded by Lazarus, and unanimously APPROVED.

MOVED that noting of the policy that proxies are not allowed be dropped from the proposed revision.

Election of Chairman (present Article XI/2, page 15). Havens and Ramsey thought the current requirement that the chairman be elected from among the current or former members of the Governing Board was unduly restrictive.

The following motion was made by Havens, seconded by Lazarus, and unanimously APPROVED.

MOVED that the current Article XI/2 requiring the Chairman to be elected from among the current or former members of the Governing Board be deleted.

Electronic ballots (proposed Article XI/3, page 17). Grant said there has to be a mechanism for electronic (including telephone) transmission of ballots, to establish their legality, and it would be helpful to have this covered in the Constitution.

Ramsey said that there is a difference between voting by mail from voting in person. It is necessary to have a much increased affirmative. He thinks 3/4 is reasonable.

The following motion was made by Grant, seconded by Havens, and unanimously APPROVED.

MOVED that approval of a mail ballot requires the affirmative vote of three-quarters (3/4) of the full Governing Board; this will be added to the proposed Constitution Article XI/3.

Grant suggested that recommendation of the adoption of the proposed changes to the Governing Board be deferred until the October Executive Committee meeting. This was agreed upon, but the draft proposals incorporating the suggested revisions of the Executive Committee are to be distributed in advance to the Governing Board. There will be a final review at the October meeting before the Governing Board meeting.
Bylaws
No actions were taken. A brief discussion of the Bylaws clarified several issues and gave rise to no changes in the draft document.
Memoranda of Agreements
Ramsey pointed out that this is not a standard agreement form, but rather a list of things which can be included as appropriate.

Marks said the original Memorandum of Agreement was an attempt to describe what could be done. Amendments were added as increased services were performed for, e.g., APS. The first two pages were an attempt to set forth what we can do and, in general, talk about the educational services that AIP provides at its expense for the physics community. Obligations to AIP are also covered.

Koch said that management needs to learn what each Society wants; this information has not been received yet.

Havens said APS thinks that such a document is too cumbersome for this purpose; rather APS wants a list of tasks to be done for them. The agreement for APS publishing will differ from that of other Societies. There is a need for a general agreement and a detailed specific agreement for each Society.

Boyce noted that this is a 15 January 1985 draft (Function Planning, Appendix 4 (a)). It does not adequately reflect the current mode of operation of AIP. He has made a detailed report for the Committee on Society Services, but the suggested changes have not yet been taken into account.

Marks said that this document represents many hours of work. The Committee on Society Services met for a few hours only; their comments were not substantive. This draft agreement is the start of trying to work out needed changes. This was sent out to all the Member Societies; management now needs response from the Societies.

Boyce said that the Committee on Society Services realizes it is a difficult process. It boils down to an agreement between two parties. He had thought that things had progressed past the present stage. There apparently has not been a revision of the first draft. Ramsey thought that redistribution of an earlier document does not serve a useful purpose.

(The meeting recessed at 9:30 p.m. and reconvened at 8:45 a.m.)

8. General Action Items
None presented here.

9. Long Range Plan - Function Plan - Part l

Specific Comments on Improving Function Plan
Koch invited comments. He said next year's plan will be devoted to the inclusion of a policy plan in addition to the present Function Plan. Some of the material given for subscription data will be changed to make it as timely as possible. It will include more planning and policy plans.
Executive Summary
Koch noted that every section includes an executive summary for the convenience of the Governing Board.
Function 1 - Publication Production Services
1. Reviews and Projections
  Marks said that this function is basically journal production. There has been a great improvement in schedules; almost all the journals are on schedule.
  
  Grant asked if there is a built-in contingency plan in case of delays in composition.
  
  Marks said a study had been made of this. They can farm out several thousand pages of composition if necessary. AIP has a large number of PC’s, so the keyboarders can continue keyboarding. The delays last year were due partly to the increased work load. We now have much improved maintenance since ATEX was taken over by Kodak and things have settled down.
  
  Havens noted that the ATEX system is five years old and computer technology has advanced. Will this be a problem?
  
  Marks said he is not concerned about this; our equipment is specially modified and is still being produced. ATEX has a large customer base and supports it. We have three CPU's, which allows for backup, and one smaller one for PT.
  
  Havens said he disagrees with the language in Function Plan, Part 1, 3-1, paragraph 1. AIP was not formed just to consolidate and make viable Society journal publication; this was a byproduct. He suggested that the wording in 1-1, paragraph 3 was a better description of the establishment of AIP.
  1. Improved Production Schedules
    Koch noted in this regard that production schedules are dependent on journal editors. Marks added that most delays now are due to editors waiting for a final article.
    
    Lazarus said that long delays before the acceptance of papers are unfortunate. The journals have greatly improved schedules, the result of much hard work.
    
    Marks said the production time from when a manuscript reaches AIP from the editor is 35-60 working days, with an average of about 40. AIP is now producing 60,000 pages a year on the ATEX system. The UNIX system is producing another 37.000 pages for APS. There is a partial second shift. 10-20% more pages can be handled without problems. Space for editorial mechanics is tight. If AGU decides to use AIP for composition, it would be taken on gradually. The new MRS journal will add about 1,800 pages per year. Automatic page makeup will be helpful when available.
  2. Agreement with MRS
    An agreement has been reached with the MRS regarding their journal's fitting into the AIP production system. It will be produced under the same plan as other Society journals. The journal is starting out with a large circulation to MRS members. The decision was made not to include advertising. The MRS contract goes into great detail and legalese, which the MRS felt was needed.
  3. Data Base Creation as a Byproduct of Journal Production
    
    Marks noted that the big difference between journals being composed at AIP and elsewhere is that AIP composition provides a data base for indexes, abstracts, etc.
  4. Book Production for Member Societies
    Marks said that book production that AIP does must be done in cooperation with Member Societies that have such services. We presently do monographs and other books for Member Societies.
    
    Sickafus asked if, with the new technologies for storage (e.g. videodisks), there is any opportunity for development by AIP in this area?
    
    Marks said the cost is very high. The Committee on Electronic Publishing will be monitoring this area. The first application may be archival storage for journals. There is no business plan as yet.
  5. Significance of Author-Prepared Copy
    Marks said that conference proceedings are based on author-prepared copy. The quality has not been high. In the case of author-prepared meeting abstracts, the quality depends on what is received. The high quality standards inhibit authors from supplying camera-ready copy. Economic savings are not large at present. One author incentive could be to waive the page charge, but this is not as appealing as before, since the page charges have been reduced. The Kurzweil can save a lot of time, but it cannot do math. It may be helpful in handling meeting abstracts.
  6. Status of AAP Electronic Publishing Project
    Marks said this is a long-term project, supported in part by a small contribution from AIP. Benefit will be in terms of receiving computer-readable author-prepared manuscripts.
  7. Proposals to OSA and AGU re Journals
    Marks noted the attachment detailing the proposal to OSA for typesetting JOSA-A and JOSA-B.
    
    Shannon said the OSA staff were very impressed with the quality of the samples. Their Executive Committee meets soon and their Publications Committee soon after. They will probably want to discuss the mechanics with AIP. He added that the proposal letter should have started with the benefits to OSA this could offer. This is the primary thing of interest to OSA. If any society has a journal done by AIP, the first point is how this will benefit the society.
    
    Lazarus noted that the advantage to any society is that AIP has a good, economical composition system.
2. Action Items
  None were presented.
Function 2 - AIP-Owned News and Reports

1. Reviews and Projections
1. 1. Japanese Translation of Physics Today
    
    Marks said that AIP has a detailed arrangement with the Japanese for the new journal. A delegation from Maruzen visited AIP for the final arrangements and signing. They have agreed to pay a flat fee per page. They will get exclusive use of the articles for magazine use only. We will decide on use of the Japanese articles as they are translated. Initially, about 75% of the articles in Parity will be from PT; their long-term goal is about 50-50. There is interest by U. s. companies which advertise in PT for placing ads in Parity in Japanese.
    
    Marks said that this had been a difficult year for PT. There are now more articles per issue. An effort is being made to achieve timeliness. PT circulation will have a big increase when AGU becomes a Member Society.
  2. Possible Use of Machine-Aided Translation
    
    Koch said that AIP is now involved with three foreign languages. AIP owns one Chinese translation journal and 17 Russian translation journals. OSA owns two of the latter. With the addition of Japanese through Physics Today, there is great interest in machine-aided translation. He will see a demonstration of this on his forthcoming trip to Japan. He hopes that a rough translation will provide will enable the reader to decide if a full translation is desirable. With the proliferation of literature, it may not be feasible to do cover-to-cover translations for all journals.
  3. Agreement with OSA and Chinese on Laser Journal
    Koch, noting this agreement, said that the net gain or loss will be shared equally by AIP and OSA. George Tenuner, editor of Chinese Physics, feels AIP should now be doing a number of cover-to-cover translations, such as Nuclear Physics.
  4. Development of Specialized Conference Proceedings Series
    Marks reported that AIP has had a subseries in the Conference Proceedings Series for OSA and now has one for AVS. The main competition in this area is Elsevier, whose prices are extremely high . Another competitor is World Scientific, which undercuts us.
    
    Shannon said that SPIE is also a competitor. They charge a lot, but they do a good job, and proceedings come out in three months. Many optical conferences go here.
  5. Development of New Journals by AIP
    Marks said that the main activity of the Subcommittee on Journals had been with the MRS. A small subgroup will report on the concept for a computer journal. The earliest this could be produced would be 1987.
  6. Major Review of Physics Today
    Marks noted that there is a scheduled cyclical review of archival journals. Should there be a review of PT in addition to its advisory committee?
    
    Lazarus thought it would be impolitic to do this now. Lubkin should be allowed at least a year with the editorship.
    
    Marks added that management is delighted with her editorship.
  7. Present Role of Page Charges for AIP Journals in the Future
    Marks noted that the issue of page charges has been much discussed in recent years. If we were to eliminate page charges completely, we would only have library subscriptions to rely on. We need to review our policy in this area. Only 20% of the total income is now derived from page charges, whereas it used to be 60%.
    
    Grant asked if there had been any shift in the honoring rate. Marks said not much difference had been seen. The staff is following RSI and JMP with interest to see the effect of eliminating page charges on these journals.
    
    Havens asked if it would not be appropriate for AIP to follow APS in dropping free reprints. The requirements for these seem to have been diminished. Tilese cost about $10.00 per page. Authors have found that they receive very few requests for reprints. They can be ordered at a cheap rate. Marks said the Committee on Publishing Policy is looking at this and is asking the staff to make recommendations. There is significant income from the sale of reprints to authors who do not pay the page charge and thus do not receive free reprints.
    
    Gilbert said that collections in this area are a lot of work. Tile purchasing agent wants free reprints before they pay page charges; it is hard to keep track and to collect in a timely way.
2. Function 3 - Publication Distribution and Marketing Services
  1. Reviews and Projections
    1. AIP Marketing of Numerical Data Tapes
      Koch said there are pressures for AIP to get involved in marketing of numerical data tapes in two areas: FIZ and NBS. We have an arrangement with Chem Abstracts (STN International) to market Physics Briefs tapes. They now plan to establish a New York office to market STN and other bibliographical and numerical data tapes. They would like to work with the AIP operation to see how to promote these tapes effectively.
      
      We have a joint arrangement with ACS and NBS to produce JPCRD. This material is in electronic form. The NBS suggests we broaden the management and editorial board arrangements to produce a computer version of the journal, and ACS is interested. Discussions are under way, and AIP needs to ascertain the implications (additional cost and staff).
      
      Havens said that he is on the numerical data advisory board of NAS, and this topic is constantly under review. There are questions of cataloging, marketing, and distribution of such tapes. We have to see what ACS and NAS will do, then consider how physics should follow. Physics data is generally in much better shape than chemical, metallurgical, and engineering data.
    2. Society Sharing of Marketing Expense
      Marks said that the marketing expense of the brochures is shared by the Societies. The Marketing Division is doing increased work for AAPM and AVS and is available to all Societies on a project basis for promotion of products.
    3. Cost Projection for New Subscription System
      Dolowich said it is premature to project total costs; he reminded the committee that costs are not only for subscription fulfillment, but accounting as well.
    4. Coupling of AAPT and AGU with New Subscription System
      Dolowich said interaction with AAPT and with AGU in future is mainly with PT. AAPT is producing a tape for this purpose; there are no serious problems with it. The BPA service does require more data for auditing purposes than AAPT has been giving us. He feels we need BPA to substantiate the advertising program. He plans to meet with AGU regarding their supplying us with a tape.
      
      Wilson said that AAPT has just installed a new computer system which is more powerful and could give AIP the ability to access the AAPT file. This could be developed gradually.
    5. Marketing Agreement with Physica Scripta
      Marks said we hope to increase the U. S. level of subscriptions to Physica Scripta. This sort of arrangement helps to spread the cost of fulfillment.
    6. Marketing for Foreign Societies with Reciprocal Arrangements with AIP Member Societies
      Koch said this item is for information. APS is making a reciprocal arrangement with EPS and JPS. AIP is also having discussions with these societies to see if they are interested in having AIP market their material in the U.S. We can see some advantage to these societies for AIP to do this. He asked if other Member Societies have reciprocal arrangements and would be interested in any arrangement.
      
      Wilson said that AAPT is working out an arrangement with the International Committee on Physics Education for marketing.
      
      Beyer said that ASA has some arrangement with ASJ.
    7. AAPT Withdrawal from AIP Exhibit Services
      Koch noted the exchange of letters with Wilson regarding their withdrawal from the use of AIP exhibit services. Koch's letter noted that when a Society thinks they can perform a service better, they should do it and monitor it themselves.
      
      Wilson thought this was a reasonable statement. Based on Koch's recommendations, AAPT felt they had no choice in this matter.
  2. Function 4 - Fiscal Accounting and Administrative Services
    1. Reviews and Projections
      1. Restructuring of Committees Advisory to Executive Committee and Governing Board on Financial Matters
        Gilbert recalled that at the May meeting, the Executive Committee discussed establishment of a Committee on Finances. Management was asked to make suggestions, which are detailed in Attachment P and discussed below.
      2. Audit Committee
        Management sees no need for change in this committee.
      3. Proposed Committee of Society Treasurers
        The Fiscal Policy Committee would be renamed the Committee of Society Treasurers. He read Chairman Smith's report and recommendation. Smith thinks that this committee is a useful one, but its role is to discuss Institute-Member Society fiscal relations, rather than the fiscal operations of the Institute.
      4. Proposed Investment Advisory Committee
        The present Committee on Finances (Investments) would be renamed the Investment Advisory Committee. At their meeting in August, the committee recommended this change of name and that their charge be to advise the Executive Committee and Governing Board on investments for the Institute.
      5. Proposed Committee on Financial Policy
        This is the recommended new committee; it would have six members, with three-year terms. Its purpose would be to advise on financial policies of the Institute.
        
        The possible assignments of this committee are enumerated in Gilbert’s memo. This committee would take some of the burden off the Executive Committee in the area of financial policy decisions.
        
        The following motion was made by Sickafus, seconded by Wilson, and unanimously CARRIED.
        
        MOVED that the Executive Committee recommend to the Governing Board that the proposed structure for financial committees of the Institute be adopted.
        
        Gilbert noted that the budget was eliminated from this proposed list of responsibilities. His premise is that there should be more people involved in financial policies.
        
        Grant said a key point is that, in the area of financial policy, there are recommendations that the Executive Committee has to act on. Certain things now set by the Committee on Publishing Policy should be reviewed by the Financial Policy Committee. He thinks additional input would be valuable, and another route is needed. The Committee on Publishing Policy has both set policy for publishing and for financing in its recommendations.
        
        Marks said that the setting of AIP prices establishes the AIP net income. The net income needed to run AIP is a financial question. He is concerned about setting prices if they have to be run through another committee. Communication is needed. It is necessary to set AIP financial goals when analyzing proposed prices.
        
        Gilbert said that the committee on Financial Policy should establish the goals, recognizing that the bulk of AIP income comes from publishing.
    2. Report of Committee on Finances (Investments)
      Gilbert reported on the August meeting of the Committee. Presentations were given by the investment managers. Avatar reported a 16.71% increase. Their outlook is bullish; they are in and out of the market quickly. First Manhattan Co. Reported a 19.1% increase. This is a very conservative company concerned with the long haul; they look at a three-year period. Drexel Burnham Lambert (the arbitrage account) reported that 1984 was a good year. They are interested in establishing a financial advisory service for learned societies. Gilbert not d that th se managers are not uniform in their reporting practice, so it is not possible to get exactly parallel evaluations.
    3. Update on Approved Capital Expenditures Budgets
      Gilbert noted the summary in Attachment R. The budget estimates are favorable against costs.
    4. Auction of Meggers Stamp Collection
      The stamp collection was small compared to the coins. It netted about $8,300. The Special Purpose Fund holding the Meggers Fund now has about $1/2 million.
    5. Status of AIP's Data General Computer System
      1. Accounting
        Dolowich reported that an Accounts Payable system was installed in the New York office in early 1985. With our the current software, this should be satisfactory to our auditors who commented on the shortcomings of the UNIVAC system. The recently-installed Accounts Receivable system, written in house, is on the Data General and is now running parallel with the UNIVAC; the duality will be dropped by next week. This program can query accounts on line. The new statement form is a self-mailer as it comes off the computer.
        
        This year Accounting added tape reporting to Connecticut General for the 40l(k) plan. They are now looking at a Fixed Assets package which runs on the IBM PC and are looking at other IBM PC software packages. Current areas of work involve ones now on the UNIVAC, including Personnel, Back Numbers, billing of Pubs and Reprints. They want to automate advertising billing and single copy sales and clerical job orders.
    6. Subscription Fulfillment System
      Dolowich reviewed the four major areas of development of the system. The design area is completed. The expansion of the Selector capability slowed this down somewhat. AZTECH projects 4,000 hours of programming; they have completed 3,300 hours. They now have 3-1/2 programmers on our project. AIP is also doing programming, with 2-1/2 people on it. He feels that progress has been smoother recently.
      
      Gudes predicted that the system would be completed by February 1986;
      AZTECH thinks it will be spring 1986. Testing and conversion are not easy. AIP plans to have Gudes involved in these plans, now being developed with AZTECH. One of the concerns during testing is that programs that work are not necessarily right. They are working on conversion. AZTECH is addressing the problem of backup and restore now. Personnel are being trained on the new system, so they will be ready to test it.
      
      (The meeting recessed at 12 noon on Friday; with the afternoon free. A reception and clambake were held at 6:00 p.m. Friday evening.)
      
      The Executive Session followed the clambake Friday evening, reported the official minutes only.
      
      (The meeting reconvened at 8:35 a.m. Saturday morning.)
      
      Koch opened the morning session by reading an announcement of the death on 5 September of Philip M. Morse, Chairman of the Governing Board from 1976 to 1980, as reported in the Boston Globe (6 September).
    7. Use of A P Accounting System by APS
      Gilbert reported that APS is using the AIP accounting software. They have switched from ADP. Their existing chart of accounts was converted by AIP personnel to a natural accounting language. APS has its own terminal and printer. AIP personnel are training APS staff to maintain their own system.
    8. Report from ad hoc Committee on AIP Space Needs
      Koch distributed a letter dated 9 April 1985 to him from Weinbaum of William Towne Associates which gave results of his search for buildings suitable for AIP needs in Manhattan.
      
      Havens noted that that AIP is involved in three locations: Woodbury, New York, and Washington. Space needs at Woodbury could be handled by the construction of additional space on site. The space in New York City is on expensive property. Weinbaum was asked to see if additional space would be available for rental/refurbishing, or if it would be advisable/feasible to demolish the current building and construct a new building. Koch said that we had received no recommendations from Weinbaum on this matter as yet but expects to have one by the time of the October meeting.
      
      Havens then referred to the AAS proposal regarding purchase of the Washington, DC property. He read from the 1 August memo to him from Koch. The proposal does not seem desirable, and the conclusion was that it was not a wise deal to pursue. TI\e tenant must assume renovation costs and yet there would be no option available beyond five years. DC rentals are now running about $25-30 per square foot; they are now coming down, as in New York, due to overbuilding. His conclusion is that we are not now prepared to do anything.
      
      He went on to address the question of what AIP should do about DC. AIP and APS share an office in the Joseph Henry Building. The future availability of this space is now more questionable than before. It is available until December 1986; no decision has been made past that point.
      
      Koch noted the motion made in the May meeting. He repeated his intention to get a real estate expert to do an analysis; he thinks we need a careful survey. He suggests going back to the owner of the two townhouses discussed in May, who before had not wished to sell and would not guarantee first option to purchase at the end of the five-year lease.
      
      Havens said there are two questions to consider:
      1) Whether AIP should supply space to Societies on demand. (He thinks not.)
      2) The location of the space.
      
      Boyce said he thought a decision had been made to find DC space. His opinion is that the building is clearly for sale, according to a broker. Until we know the size of the operation AIP wants in DC, it is difficult to determine needs. AAS has to make a move by the end of the year.
      
      Ramsey said that regarding the question of whether AIP should provide space it is not an obligation, but it would be highly desirable to do it if possible. It would be desirable for AIP to have the presence of Member Societies in its building. But if it becomes too crowded, one option would be to tell all tenants they have to leave and find other space. If it looks like more grouping in DC, it would probably be to our benefit to find DC space.
      
      Havens said that before you look for space, you have to find out what you will be using it for. AIP does have a presence in DC - does it need more now?
      
      Shannon said that societies find that DC is more desirable for fund raising. He thinks it would be desirable to establish a physics center in DC now before organizations establish their own homes.
      
      Ramsey said this is an awkward chicken and egg proposition. It might be good to have a building with more space than needed. There is a possibility of waiting too long. He would be more willing to see AIP lose a little money rather than lose an opportunity.
      
      Marks pointed out that AIP is already running a two-location operation. A three-location operation would be a management problem. We would need a large presence there in order to run it economically and efficiently. It would take much thought and planning.
      
      Sickafus said a business plan is needed with a consideration of what would come out of it. There is no plan as yet. The present discussions put the cart before the horse. He advised curtailing a discussion of space until there is a plan.
      Koch said in earlier discussions he had expressed a need for policy plans. He thinks we need such a plan in this area. He proposes to go ahead with this. What should the role of the ad hoc committee on space needs be? Management should provide the committee with a plan and options. The Executive Committee should get status reports. He proposed continuing to work with the ad hoc Space Needs Committee.
      
      Mueller said it is useful to discuss AIP use of DC space. Can we draw conclusions from other split operations (ACS, IEEE)? One of the main uses would be to house other societies.
      
      Ramsey asked which operations of AIP would be feasible or desirable in DC.
      
      Koch and others suggested a number of possibilities which were discussed.
      
      The following motion was made by Shannon, seconded by Wilson, and APPROVED unanimously.
      
      MOVED that a management report be made in the October Executive Committee meeting regarding an AIP presence in Washington DC.
  3. Function 5 - Information Collection and Analysis
    1. Reviews and Projections
    2. Survey of High School Teaching of Physics
      Slack said that up to now good data on the teaching of physics in high schools have not been available. It is suggested that AIP work with AAPT on collecting these data. He met with William C. Kelly and Beverly Porter to consider the best way of choosing a sample for the study. Porter can design the questionnaire. They are not optimistic about getting NSF money for this study, and feel it must be done with AIP support if necessary.
      
      Wilson noted that we need hard data in this area, not anecdotal information which is all we have had to date. Other studies do not isolate physics teachers and thus do not give a true picture.
    3. Plans for 1986 Directory of Physics and Astronomy Staff Members
      
      Marks reviewed what happened with the most recent directory and also pointed out some of its drawbacks. The information was obtain d by questionnaire a d was necessarily based on responses received. It was found that many members were not listed: they either did not get the questionnaire or did not respond. It has been suggested that all members of AIP Member Societies be included, but this is a massive job.
      
      Marks also pointed out that since it was distributed to APS members as an issue of BAPS, many members thought it was a new APS directory and discarded their old APS directory. Havens said since the cover was the same as the regular BAPS, this caused confusion and many complaints.
      
      Havens noted that many physicists are not in physics departments and thus not in the directory; also some industrial labs do not want to give the information.
      
      Grant asked if APS would issue it to all members again.
      
      Havens said they would--in alternating years with the APS Membership Directory; it is considered to be very valuable.
      
      Sickafus asked about the possibility of having it on line. Merrill said he had looked at this idea. It could be valuable in terms of individuals supplying and adding information or correcting errors if they see them on line.
      
      Marks said management will prepare a list of alternatives and costs.
    4. Function 6 - Dissemination of Reliable Information
      1. Reviews and Projections
      2. Identity of AIP with Press Room and Releases
        Slack noted the press rooms that AIP conducts, which have always been identified as AIP. The Institute underwrites the basic costs of press activities. Societies are billed only for the direct costs--of the room, etc. He thinks this is a reasonable policy, as this is best done jointly. Some of the Societies do all their own press work, but if the room is run by AIP, it is appropriate for it to be so identified. This is also true for the placement service. Only direct costs are paid by a Society.
        
        Grant asked if the questions raised regarding these policies are due to lack of communication. With the frequent changes in Member Society officers, there may be lack of understanding of the rationale. It would be good to inform them of such policies.
        
        Slack said he and Citrynell are preparing a brochure explaining the operation of the placement service. The MRS had not understood the procedures.
      3. Status of Support for AIP Science Writing Award
        Slack said a note had been received from Sperry that funding this award was not in the corporation's present plans. A new proposal has recently been sent IBM on the basis of recent information.
        
        Havens asked what the plan is: should AIP continue to support the award?
        
        Koch said that AIP is totally supporting it this year. If funding is not found, it will be put in the 1986 budget.
    5. Function 7 - Liaison Activities
      1. Reviews and Projections
      2. Position Statement of Board on Export Control
        Koch noted that a press release was issued when the resolution on expert control was passed. He has received letters on this. Most coming from government were cautious. Some enthusiastic responses were received from Member Societies.
        
        Shannon noted the NAS commission on export control. It was stated there that government was backing off from Member Society meetings, but it was hoped that societies would exercise self-control. He noted an item in Park's "What's New": that the Navy is restricting the number of their attendees at scientific meetings. They are calling it economics but it is undoubtedly restricting information. He hopes this will be monitored.
        
        Havens said the Navy has forbidden some NRL personnel from giving specialized courses in universities. This is cutting down on the dissemination of information and is against the purposes of APS and AIP.
      3. Lehrfeld Response on Government Interference at Meetings
        Koch said this item is for information. He is hoping for a brief statement of guidance to Member Society officers in case of government interference (attendance, papers, or journals) with meetings. This will be presented to the CPP for consideration.
        
        Shannon thinks the Member Societies should do this themselves; it is dangerous to give legal advice.
        
        Koch said that this would be only an informed statement.
        
        Ramsey said it should be clear what it is, that it is not legal advice. This would be only information and could be helpful.
      4. Report of Observers to Physics Olympiad
        Slack distributed the reports of Edge and Eisenkraft, who attended the Physics Olympaid as AIP observers. Both individuals were impressed and enthusiastic regarding possible U.S. participation. The CEP will meet later in September and will discuss this matter. Slack inquired of colleagues when in Germany for the International Committee on Physics Education. Those who were not enthusiastic had the same reasons as previously discussed:
        1) in the U. S. educational system, the teaching of physics does not pay as much attention to the type of testing used in the Olympiad.
        2) European students are older and more experienced than U. S. students.
        3) If our students were less successful, this would be a detriment.
        4) Only a small fraction of students would be involved. (This was the feeling of the Swiss he talked with).
        
        Ramsey pointed out an added hidden cost: All expenses (but not travel) within the host country have to be paid by the host. Slack said this could be about $100,000 at the time the U.S. was required to host the competition (after several years of participation).
        
        Wilson said the estimated cost for U. S. participation is $40,000. Wilson said that the international contest gives us more visibility for local contests.
        
        Koch said there will have to be a decision at the October meeting, following a recommendation by the CEP.
        
        Sickafus said he has the impression that this is geared more to the European system. It may be better to develop something that is of value here.
      5. Review of Educational Policy Discussions
      6. Gemant Award
        Slack said that Strassenberg is assisting with developing these proposals; they have been circulated to a subcommittee of the CEP. For the Gemant Award, it is proposed that a lecture be delivered by the awardee at a major meeting. There would be a ceremony, with a citation and monetary award.
      7. Meggers Grant
        Slack reviewed the considerations of the subcommittee. Strassenburg has sent a preliminary memo with his suggestions. He is now working on a second proposal on the basis of suggestions received from the subcommittee. They think it better not to tie it down to a fixed plan, but to make it more flexible. The present idea is to have a cooperative venture between a physics department and a high school for a project involving secondary school teaching. Strassenburg will have a revised proposal ready for the CEP meeting.
      8. Visiting Physicists
        Slack said that Grant has prepared a draft proposal for a visiting physicist program. The proposal calls for the sharing of financial responsibility by the participating colleges. The emphasis here would be more on the four-year college level. This is based on a successful model of the past, being essentially the same program as run by AIP previously, but funded by NSF.
      9. Career Booklets
        Slack said the the CEP is very interested in developing new career booklets, plus a new edition of the 1960 McGraw Hill publication "Physics in Your High School,'' a compendium of suggestions and resources.
        
        Regarding the poster project, three are ready, and four are near completion. They will be distributed to 20,000 high schools. He took three to the German conference and has had many requests for them.
        
        Grant said that one of the suggestions made by Meyer in the July meeting is a book with a spine, since in high school and public libraries much of this sort of material is in a file cabinet and unretrievable. It is more accessible if visible on the shelf. There is a need for this as well as for envelope stuffers.
        
        Slack concluded that the CEP has much to discuss.
      10. IUPAP Assembly Update
        Koch said this Assembly will be held at NAS in 1987, taking the place of the 1987 Corporate Associates meeting. AIP is responsible for raising funds. He has received a confirming letter from Press. He plans to write to the key physicist at each Corporate Associates member, to inform them that when the billing is prepared for the next year, AIP will request double the usual contribution. If each responded, we would receive about $100,000. The organizing committee has not yet met; they need to know a target sum. Other sources of support include: 1) request additional contributions from specific larger Corporate Associates; 2) seek government funds for any amount needed beyond what could be expected from the Corporate Associates. Koch has been invited to be a member of the organizing committee.
        
        Havens said the full mechanism is now in place with the Academy. A meeting of the organizing committee (Bromley, Chairman) is the next step.
      11. Acceptance of Proposals for AIP Sponsorship of 1987 ICSTI General Assembly
        Koch reported that this meeting is to take place in the spring of 1987. Part of it will be held at Woodbury. AIP's proposal to host the meeting has been accepted by ICSTI.
      12. Program for American Academy Niels Bohr Symposium Co-sponsored by AIP
        Koch noted the program (contained in an agenda attachment). He thought it looked like a fine meeting.
      13. Action Items
        
        Approval of Purpose and Scope for Committee for Public Policy
        Slack noted the proposed statement of purpose and scope which had been circulated to the CPP and is now ready for adoption.
        
        Shannon made the following motion, which was seconded by Beyer, and unanimously APPROVED.
        
        MOVED that the statement of purpose and scope recommended by the Committee for Public Policy be approved.
    6. Function 8 - Information Services
      1. Reviews and Projections
      2. Need for R & D Effort, Organizational Focus, and Advisory Committee
        Assignments
        Koch noted the proposals Merrill had presented for an online service. He wonders if we need more R & D effort on this project and who will do it. What committees are needed and what kind of budget?
        
        Havens said he has a problem with the term R & D. This means getting new information. AIP is not large enough for this sort of thing. AIP should keep up to date and pick off what is valuable. This we can get through feedback from the community. He agrees that the online service needs to be budgeted.
        
        Koch agreed that what is really needed is development. Wilson thought development efforts along these lines are great.
      3. Opportunities for Societies in FIZ Agreements
        Koch said that the recent FIZ agreement gives an opportunity for Societies with t e use of the tape. There is a potential for derivative products from this that individual Societies could sell. He encourages Societies to think in these terms.
      4. AIP Operation of a Mini-Computer Node
        Koch said AIP needs to consider a location of a node, and of how well we can be served by linking with Columbus (ACS). We have a number of services on our own that could benefit from a node.
      5. Should AIP Aggressively Protect Our Copyright of Abstracts?
      6. Copyright of Meeting Abstracts; Coupling with Advance Abstracts
        Koch said that he had been pleased at the support of the Governing Board at the March 1985 meeting regarding protection of copyright. He noted that meeting abstracts do not now have copyright coverage. If these were put on line and used by commercial organizations they could be difficult to protect. Has the right person signed the transfer forms? He is studying the situation of protecting input rights and downloading. Some things we want downloaded, such as services proposed for PHYSNET. Our copyright attorney Lieb is advising us. He is not proposing to protect copyright aggressively at present.
        
        Havens thought meeting abstracts have transient value, and are not worth putting up on line; we do not nor should ask for transfer of copyright for these. If we come to a computer compilation of abstracts, then we could consider it.
        
        The consensus was that copyright of meeting abstracts was not important.
      10. Other Business
      1. ASTM Response Regarding Metric Units
        Ramsey said he had received a letter from ASTM, stating their decision to retain the present standards, as they operate by consensus standards. They could act on the matter again in four years.
      11. New Business
      1. Participation in Discussions with APS Industrial Task Force
        Havens said he receives many complaints from industry that APS mainly represents the academic community needs. McIrvine is chairman of a group to discuss this. The suggestion was for a small group of Council and industrial physicists to meet to discuss this issue further. A list of topics is being drawn up. There is no problem getting people from large corporations with many physicists, but it is difficult getting representation from companies having a few physicists. APS largely deals with research, so there is not much attention to its uses. They are wondering if they should have more vertical conferences. They hope to get a recommendation from the forthcoming meeting to Council as to how to better serve the industrial sector.
      2. New Corporate Associates
        
        Merrill presented two requests for Corporate Associate membership. The first is McDonnell Astronautics Co. Opto-Electronics Center in Elmsford, NY. This is an affiliate of McDonnell Douglas; the request stemmed from the St. Louis-based Corporation. They are requesting the $500 category, with four journals.
        
        The following motion was made by Sickafus, seconded by Havens, and was unanimously APPROVED.
        
        MOVED that McDonnell Astronautics Co. be approved for Corporate Associate membership at the $500 category.
        
        The second request was from Fusion Power Associates, a not-for-profit (501(c)(3)) technical organization in Gaithersburg, MD. It is made up of 24 industrial company members, eight of which are already Corporate Associates. They request membership at the $500 category, and no journals.
        
        Havens said he notes the involvement of well-known people, upon examination of the brochure and would be more inclined toward it on this basis, although a foundation is a little different than a Corporate Associate.
        
        Havens made the following motion, which Beyer and Mueller seconded, and which was unanimously APPROVED.
        
        MOVED that Fusion Power Associates be accepted as a Corporate Associate member, at the $500 category.
    12. Executive Session
    The executive session was held following the clambake and is reported in the official minutes.
    
    13. Adjournment
    The meeting was adjourned at 11:15, followed by lunch.

Executive Committee of the American Institute of Physics

Minutes of Meeting

Corporate Headquarters / Mailing Address
AIP at American Center for Physics - MD

AIP at American Center for Physics - DC

AIP Publishing

AIP Member Societies

September 5, 1985

Executive Committee of the American Institute of Physics

Minutes of Meeting

Corporate Headquarters / Mailing AddressAIP at American Center for Physics - MD

AIP at American Center for Physics - DC

AIP Publishing

AIP Member Societies

Corporate Headquarters / Mailing Address
AIP at American Center for Physics - MD