September 6, 1984

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call
The meeting was called to order at 4:00 p.m. by Chairman Ramsey.

Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant, Secretary
H. William Koch, Director
David Lazarus
Theodore E. Madey
Robert R. Shannon
Jack M. Wilson
Ann E. Wright

Non-Voting Participant
Edward C. McIrvine

AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Associate Director for Publishing
Lewis Slack, Associate Director for Educational Services
Bernard Dolowich, Controller
Lawrence T. Merrill, Assistant to the Director
Nathalie A. Davis, Assistant to the Secretary
Paul A. Parisi, Assistant to the Associate Director for Publishing

For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they occurred.

2. Minutes of Executive Committee Meeting of 21-22 June 1984
The draft minute of this meeting were approved by acclamation.

3. Meeting Plans

Koch noted that discussion of Part 4 of the Function Planning volumes, the AIP-Society Relations Development Plan, constitutes the principal task for the Executive Committee at this meeting. He noted several additions to the Agenda distributed prior to the meeting.

Grant objected to the practice of introducing substantive additional topics after an agenda is mailed. To the extent feasible, the Executive Committee should be informed in advance and provided with as much background as possible in order to make considered decisions.

Ramsey noted the previous complaints regarding too much material being distributed to the Governing Board. Grant said that the executive summary Koch had prepared for the last Governing Board meeting was very helpful, and that there had been favorable comments on it and on the expanded format of the agenda.

4. Introduction to Function Planning

Explanation of Reports and General Assumptions
Koch referred to Attachment B of the agenda, a draft of his letter of transmittal of the Task Force Report to the Governing Board. In that letter he suggested (1) that AIP should continue its loosely coupled relationship with the Member Societies, (2) it should remain possible for Affiliated Societies ultimately to become Member Societies, and (3) that growth in AIP should track with the growth of the Member Societies.

Lazarus asked for further discussion of these assumptions. He worries about this presumption of growth and its implications. He feels coupling should be tighter than at present, but that Societies should retain their discretionary authority to select services. An alternative approach would be to restrict activities to the space available. We should look at the Societies and the services they are provided. AIP was established as an agency to provide services to the Member Societies. If they do not now depend on the Institute for services, he is not sure they belong in the Institute.

Grant noted that growth can mean increases in membership, but he feels a more appropriate definition includes the growth in the demand for additional services for members as the discipline and societies mature.

Shannon noted that the service function of AIP has changed, due in part at least to the advent of computerization. Growth could occur in two ways: 1) by providing expanded services for societies, or 2) through the independent growth of AIP. He feels that the latter could be undesirable. Services provided by AIP have to be cost effective and better than what the competition can provide to be of value to the societies.

Ramsey said that the growth problem also worries him. He feels we should have frequent discussion of space needs and other kinds of growth, but our approach should be cautious. For instance, we should rent space for awhile before making any commitments for the purchase of new space.

Koch noted that consideration of the pressures on AIP to provide space for Member Societies (including APS, ASA, AAPM, and AVS) is an agenda item. If these requests are to be satisfied, there is need to think about acquiring more rental space.
Status and Organization of AIP

Koch noted the AIP organization chart, which is updated about every six months. The turnover of personnel was 28% in 1982, and only 22% in 1983. We have adjusted our salary scales in order to remain competitive in Nassau County (where Woodbury is located) which is experiencing rapid growth in hi-tech industries.

5. AIP-Society Relations Draft Report-Function Plan, Part 4

Procedure and Present Status
Koch summarized the activity of the Task Force.

Havens noted that the draft report was written by AIP staff, and not by the members of the Task Force. After discussion, the Task Force decided to have a breakfast meeting to discuss the report further. (See 5.E.)
AIP's Array of Documents and Meetings
Koch noted the table of documents and meetings, included with the agenda, which illustrates how AIP carries out its functions.
Discussion: To Clarify Basic Issues.
1. Mutual Obligations:
  1. AIP
  2. Current Member Societies
  3. New Member Societies
    In addition to the mutual obligations outlined above, and in the Agenda and Task Force report, Koch discussed the possibility of stating minimum obligations for Member Society status.
  4. Minimum Obligations: Discussion
    
    Marks said that the draft of the Memorandum of Agreement is an attempt to describe in one document all services that are currently available, and to outline policy. Societies should be able to choose which services are good for them.
    
    Lazarus noted that AIP is committed to $700,000 in computer ware for the Subscription Fulfillment system. This underscores the need for a legal contract that binds Societies to a long-term commitment to amortize this kind of capital expenditure.
    
    Mclrvine noted that in Part 4, Appendix B-3, Lehrfeld clarified some of the things he presented in Appendix A-4. Lehrfeld seems to be looking for 1) a Constitution that contains a minimum of things that are eternal, 2) Bylaws that can be changed but are fairly long standing, and 3) a Memorandum of Agreement which is a contract by date. Koch suggested that an additional level might be a document on Rules and Regulations which lists Board actions and policies.
2. Growth and Overlap - AVS Concerns about MRS; OSA Concerns about SPIE
  Koch noted Part 4, pages 4-5 on the growth of AIP, with a number of developments in the educational services area. The Member Societies also have developed in this area. There is increasing overlap within the Member Societies and with AIP services.
  
  Koch noted that Whetten (AVS Treasurer) has proposed that AVS and MRS merge. The AVS historically preceded the MRS. They have had a different thrust in organizing meetings, and in the themes that they emphasize. Madey added that the AVS has some divisions that overlap with the MRS.
  
  In response to Wright's question as to why AVS branched off from APS. Lazarus said that the constituencies felt that they were not being served within the APS. Havens added that Duke was the leader of a group who felt that they could not get symposia of interest at APS meetings.
  
  Madey said that another factor with MRS is that they now propose to do an exhibition, which Greeley is organizing, that competes with AVS exhibitions.
  
  Shannon, a past president of SPIE, said he sees no conflict of SPIE with OSA, but many OSA members do. OSA has been in existence since 1917. SPIE was founded because its members did not find enough interest in their specialization. They have a staff that is aggressive and run meetings on any topic of interest. They issue reprints of papers from meetings within three months of the meeting.
  
  Madey said that the question is how AIP treats these societies. Shannon thinks that guidelines are needed for the comfort of Member Societies, and he proposed that AIP not enter into actions with affiliated societies that would be detrimental to the Member Societies.
  
  Havens agreed that the first concern of AIP should be for the Member Societies.
  
  Mclrvine said he has been chairing the Industrial Task Force for APS. While he understands the concern for guidelines, he can see why these new organizations developed. He thinks it more desirable for a special interest group to develop as a task force within a Member Society. It may be better to figure out how to keep them within the umbrella.
  
  Madey noted that Slack's memo to Koch regarding charges for services (Agenda Attachment F) shows that MRS does not pay much more than AVS.
  
  Marks said that a high fee would drive them out of the umbrella. If AIP had earlier rejected AVS work or charged high prices, they might not have become a Member Society. It is sometimes better to support a group rather than let it get into the commercial sector and be in direct competition. The MRS operates on a shoestring and has not gone far as yet.
  
  Koch wondered if AIP could provide the risk capital for a MRS journal or be the owner of such a journal. Koch summarized the discussion: growth and overlap are bound to occur. We should identify differences between affiliated societies and Member Societies and also give greater preference to dealing with the Member Societies.
3. Society to Society Relations
  Koch said that AIP observes and can compare the differences in the operations of the various Member Societies. He wonders whether the comparative data is sufficiently available to- and used by- the Boards of the Member Societies in evaluating their operations.
  
  Wilson said that good data are needed. He thought that perhaps there should be a better way to exchange data. A good mechanism for doing this would be through the Assembly of Society Officers.
4. Automatic Membership of Student Affiliates of Societies in the Society of Physics Students
  Slack said that this proposal was an outgrowth of an effort to encourage SPS members to join the Member Societies at an earlier age than they ordinarily would. It is designed to strengthen both the SPS and the Member Societies and give students a professional sense as early as possible.
  
  At present 700-800 students out of the total SPS membership of 6,800 have joint membership in SPS and a senior society. There are 426 members of APS who now have joint membership and 4,100 who have no affiliation with SPS. As SPS members students could subscribe to a number of publications at reduced rates and could participate in local SPS chapters. Ramsey and Lazarus both commented that only graduate students become APS members. There is a wide divergence between the interests of graduate and undergraduate students. Lazarus thought that although the University of Illinois has an active SPS chapter, their presentations would not be of interest to a graduate student.
  
  Koch suggested that Management take this to the SPS Council for their opinion.
5. Comprehensive Coverage by AIP of Physics-Related Manpower Data and Literature Information
  Koch said that AIP was concerned over these matters and about who should cover the costs.
  
  Koch noted that since AAPT now does its own subscription fulfillment, the manpower data kept by AIP would have to exclude AAPT.
  
  Wilson replied that AAPT would be happy to supply a tape that would be consistent with other AIP data. Grant added that AAPT had always intended to do this, and had said so before. He was surprised that the issue had come up again.
  
  Shannon said that if OSA agrees to make its abstracts available for inclusion in GPAA, its members still would like to get the APS abstracts in return. The topic has been brought up but there has been no answer yet. He wonders how OSA members could get the complete set of abstracts, since PR Abstracts is not in the GPAA.
  
  Madey asked about abstracts from the Astrophysical Journal and the Journal of Rheology. Marks said he had spoken to the AAS but had not gotten a positive reply as yet.
6. International Issues
7. Cost of AIP Services; Cost of AIP Programs
  Lazarus said there has to be an understanding of what the Societies owe to AIP. A share of use has to be part of the contractual arrangement; in return they have the right to vote on the expenditure of funds in AIP.
8. Use of AIP Services and Programs by Societies
  This is discussed under various agenda items.
9. AIP Supply of Risk Capital for Society Publishing
  The HRS has considered starting a journal. They now have a letters journal done by a commercial publisher. Harks suggested that AIP might either supply risk capital, or own the journal outright, as the MRS doesn't have the funds. Madey thought the AVS Board would be very unhappy if AIP proceeded with this. Marks pointed out that if we don't do anything, a commercial publisher will get the journal.
  
  In response to Lazarus' question, Marks said the cost to start such a journal would be about $50,000 a year. Lazarus thought it seemed reasonable for AIP to help start this.
  
  Koch added that Elsevier has had the most rapid growth of the commercial publishers. Perhaps a journal could be produced that would be cosponsored by AIP and AVS. He said the response of the Executive Committee did not seem to discourage this idea.
10. Advisory Committees and Operating Committees
  This was not discussed.
Proposals for Change to Draft 1 Versions Proposals for Change to Draft 1 Versions
1. AIP-Society Relations Report
  Discussion of the report took place before and after revisions were made by the Task Force, which met prior to the 7 and 8 September morning sessions of the Executive Committee. (See 5. E.)
2. Constitution
3. Bylaws,
4. Memorandum of Agreement, and
5. Rules and Regulations
  Parisi noted Lehrfeld's commentary on the Articles of Incorporation and the Constitution and Bylaws. Lehrfeld favors putting a lot into the Articles of Incorporation.
  
  Ramsey found this puzzling. Ordinarily the Articles of Incorporation are very short documents, and are hard to change. The Constitution should be fairly stable, whereas the Bylaws can be changed more frequently. Havens added that the APS attorney recommends that Articles of Incorporation contain as little as possible.
  
  Madey commented that the Institute has functioned for 50 years with the present Constitution and Bylaws, without the problems Lehrfeld raises. There are two issues which might be useful to include, which have never come up: dissolution and disaffiliation. However, a Lehrfeld points out, these are covered by State Law.
  
  Koch noted Lehrfeld's observations on the Constitution, contained in the Appendix of Part 4. He suggested that the Committee on Constitution and Bylaw n1eeds to look at these documents, whereas the Management Committee needs to suggest changes in the Memorandtun of Agreement. The Memorandum of Agreement is out of date, as it was drawn up at a time when AIP provided only publishing services.
  
  Koch said that problems arise when services are terminated without adequate notice. There is a need to consider each service to see what a feasible time for withdrawal would be. He pointed out that a lease is fixed for a certain number of years, and capital expenditures are amortized over a certain period.
  
  Marks explained that we now have a five-year lease, at $100,000 per year, for the 216 East 45th Street space. Institute rental space is averaged in computing charges paid by all occupants. There should be an agreement to cover a space commitment. There is a similar problem within the composition area. He felt that one year is a reasonable commitment to require for composition services, and three to five years for the rental of space.
  
  Havens said that it is impossible to have one document covering everything because of different requirements. Ramsey thought there was a need to have some commonality, with possibilities for departure when needed. Koch said that any service provided to one Society has to be available to other Societies.
  
  The following motion was made by Shannon, seconded by Lazarus, and unanimously CARRIED.
  
  MOVED that the Executive Committee recommend to the Governing Board that the Board refer the draft revisions of the Constitution and Bylaws, along with Task Force recommendations and comments by the AIP attorney Lehrfeld, to the Committee on Constitution and Bylaws for their consideration.
6. Legal and Business Guidelines
  Gilbert said that the Member. Societies have been concerned about this matter, so this is a new item in the Function Planning volumes. AVS had engaged the services of the AIP attorney, who reviewed the legal guidelines for a 50l(c)(3) organization. Lehrfeld prepared the basic data included here that would be of use to the Member Societies. Gilbert invited suggestions for other areas to be included. These guidelines will be included in the 1985 Handbook for Member Society Officers.
  
  In response to an expression of concern about including this material in an AIP document distributed to Member Societies, Ramsey suggested that we provide the information with a warning that it is not legal advice. Gilbert assured that the introduction would state that these are guidelines and do not constitute legal advice.
7. Fund Raising Proposals
  
  Slack noted Part 4, Appendix C, on Fund Raising. He had reported in the June meeting on the discussion with two fund raising firms. In this report he reviews the history of previous AIP fund raising campaigns.
  
  Koch said that when this report i given to the Governing Board, the fund raising report can be referred back to the Committee on Fiscal Policy for discussion. A discussion of long term building needs is necessary before the Executive Committee can determine what direction to go.
  
  McIrvine said that, in his experience, one of the ways to make a successful campaign is to make an omnibus approach which can involve all kinds of projects bundled together, with support depending then on the specific interests of the individual donor(s). He also felt that the potential of Member Societies for contributions should not be overlooked.
  
  Grant thinks there is a need to develop short term projects as well. He hopes the Institute will find support for individual educational projects as they occur, as well as develop plans for more permanent support. He hopes budgeting for next year can provide for a person to work on developing such projects.
8. Space Rental
  
  Marks said that the consideration of long term space needs has been triggered by the immediate needs of APS and AAPM. Space at Headquarters is very tight. There are not enough conference rooms, and not room enough for the additional staff that has been budgeted. Authorization is needed to rent additional space beyond that already authorized at 216 East 45th Street.
  
  AVS now occupies 1,300 square feet. AAPM now occupies 1,700 square feet. If we lease the additional space that is coming available, we would get 3,000 square feet. This additional space could accommodate these two Societies, and would free up enough space in Headquarters for the next five years.
  
  Ramsey thought we should be cautious about asking Member Societies to move out. Marks thought that it required a balanced approach. Two AIP divisions have been moved to 216 E. 45th Street, and the next move could be on the part of the Member Societies. The leased space would be better laid out than at Headquarters. He is requesting authorization for rental of an additional 5,000 square feet. The cost of the rental space would be $27.00 per square foot after improvements.
  
  The following motion was then made by Havens, seconded by Madey, and unanimously CARRIED.
  
  MOVED that the Executive Committee authorize AIP Management to negotiate for a maximum of 8,000 square feet at 216 East 45th St.
9. Ad Hoc Committee on Building Facilities
  
  Koch suggested that an ad hoc Committee on AIP Building needs would be appropriate.
  
  Ramsey noted that moving the entire AIP operation out of New York was discussed 10 years ago, but there were negative reactions from APS and others.
  
  Shannon drafted a motion and charge establishing an ad hoc committee on new building and space requirements and presented it to the Executive Committee on 8 September.
  
  The following motion was made by Havens, seconded by Lazarus, and unanimously
  CARRIED.
  
  MOVED that the Executive Committee recommend to the Governing
  Board that a committee on new building and space requirements be appointed from among current Governing Board members.
  
  Following a brief discussion, Shannon moved acceptance of the charge he had prepared, as amended. Wilson seconded the motion, and it was unanimously CARRIED.
  
  MOVED that the charge to the proposed Committee on New Building and Space Requirements be accepted as amended.
  
  The charge is as follows:
  
  1. Basis:
  The current and projected activities of AIP and its resident Societies have developed pressures for additional space for operations and facilities available to Member Societies. An economical and equitable long term solution to these needs is required.
  2. Action:
  The committee should ascertain the needs of the Institute and residlent Member
  Societies for space over a 5-10 year period.
  The committee should establish priorities for:
  1) Maintaining facilities within Manhattan for communication and business reasons.
  2) Providing leased space for Member and affiliated Societies.
  3) Retaining present production facilities on Long Island.
  4) Combining in one location the operations of AIP.
  5) Establishing additional locations for providing services, e.g., in the Washington, DC area.
  6) The possible acquisition of a larger building in Manhattan for AIP use and/or as an investment in space available for leasing to other organizations.
  
  The committee should provide an initial report by the spring meeting of the AIP Governing Board, and a final recommendation by fall 1985. The committee shall consist of representatives of the Member Societies.
Approval of Revised Report for Transmittal to Governing Board and then to Advisory Committees

The findings and recommendations of the Task Force, revised in two sessions during the meeting period, were distributed to the Executive Committee in the 8 September session with a recommendation that they be endorsed and forwarded to the Governing Board.

The following motion was then made by Lazarus, seconded by Beyer, and unanimously CARRIED:

MOVED that the Executive Committee endorse, as modified, the report of the Task Force for recommendation to the Governing Board.

6. Electronic Conununications Development Plan - Function Plan, Part 3

Demonstration of ST International, Telemail, Compuserve, Easynet
Merrill demonstrated various communication services that are available and accessible, using a terminal brought from the Institute.
Present Operational Needs at AIP

Merrill summarized the activities in this area, as detailed in Function Planning, Part 3.

Although the trial use of the Data General equipment in the Woodbury office was satisfactory in many respects, two problems were identified: (1) the software required a lot of memory, thus its use degraded the overall system response time, and (2) many of the features were not useful. Experience in several locations in the Institute has shown that local systems such as the Decmate work well for most word processing needs.

In other applications, the ATEX 408 system with four terminals has been purchased for use by PT editors. Several used Decmates have been purchased from the OSA, and are being used in the Washington office and by Public Information. Some Education Division needs are served by an IBM PC. Finally, the Datapoint system will be used for composition of the Directory.

Electronic mail is being used by the journal editors, as they acquire the necessary equipment. Marks noted that equipment has been ordered for each editor and it will all be functioning in a few months.

The first step with online journal abstracts was taken by ACA, which plans to do a second meeting this way. The experiment showed that, although it is technically feasible, there are problems inherent in the process: there are always new authors who have to learn the system, and additional work is required on the part of AIP to prepare the abstracts for publication.
Future Communication Needs

Ramsey thought that an online index to journal volumes would be very valuable and not difficult to provide, as it is all on tape.

Koch said that the matter of using tables of contents of current journals online should be discussed with the Subcommittee on Electronic Publishing. The involvement of the Member Societies is needed for this.

Merrill acknowledged that this is a sensitive area: we need to learn how to present the service, under what and whose auspices, and how to avoid conflict with other services and societies. Any system must allow for easy access. The method of payment for services must be worked out as well.

Ramsey asked how we foresee charging for access. Merrill said that Easynet can provide a template. One logs on with a credit card; after verification, the search can proceed. This method wo1uld eliminate the need for passwords. If there is not a concerted effort by AIP and the Member Societies, it could become too fragmented to make it feasible.

(The meeting recessed for lunch at 12:15 p.m. and resumed at 1:30 p.m.)
Consideration of Development Plan

See 8.

7. On-Going Development Plans - Function Plan, Part 2

Accounting Improvement Plan
Dolowich gave a status report on the Accounting Improvement Plan. Most of the system changes are in place, with only a few remaining areas which await computerization.

The audit was completed utilizing the Univac hardware. The first quarter variance statements have been completed; the second quarter is now in progress. The general ledger is now entirely on the Data General. The 30 June financial report is in progress and will be distributed at the Governing Board meeting. The 30 June division statements are in progress. He is evaluating packages for Accounts Payable. AIP staff are programming the Accounts Receivable. The programming staff will be given a special course in how to use the program generator, C-Script, more efficiently for developing programs.

Managistics is now being used for Payroll. The payroll is being done online, eliminating the need for coding sheets, thus resulting in a big saving in clerical time. We now make reports to TIAA-CREF on tape. We will be able to do this for the Connecticut General 401(k) plan also.

Features of the Lotus 1-2-3 electronic spread sheet software will allow prorations to be done more efficiently than with the M & O software. This will give us the ability to speed up this aspect of Accounting.

Management now feels that it is important to add a systems analyst position to the staff, as we do not have anyone who is an expert in this area. They are looking for someone who is particularly knowledgeable about financial packages.
Computer Modernization Development Plan
Dolowich reported that there has been significant progress with the Subscription Fulfillment project since last February. Approximately 15% of the programming has been completed. Cash Processing is now in the programming phase. Renewal Billing has been completed by AIP staff. Still remaining for AIP to transmit to AZTECH are the following: aging of renewal billing, business publication audit (BPA) requirement, marketing information, and statistical reports. AZTECH still has to develop the backup and restore function for the entire system.

AZTECH has financial needs as a result of the long detailed design effort. We have been paying them $8,000 per month since April 1984 and he told them we could continue the $8,000 for August, with $7,000 for September, and $6,000 for October, to which they agreed.

The Executive Committee had approved progress payments for programming in six equal installments. These payments started in July. Koch asked if there is a need for authorization of more funds. Dolowich thought that it was not needed as of now, since AZTECH has not asked for any additional money. He will give an updated report in October.

The Accounts Receivable function of the single copy sales package purchased by AIP was found to be unusable so Dolowich rejected it. He will give the firm first crack at replacing it.

A prediction of the completion date for the system cannot be made until file maintenance, a critical element, is fully programmed. A late spring 1985 completion is a realistic goal, but we probably will not be able to do the APS billing. Even if the renewal billing cannot be done on the new system, we will be able to process the cash remittances on the system.

We have made operational the query of the Univac file on the Data General. APS and AVS staff have also been trained. The Data Processing fulfillment group is more optimistic than ever before and the general picture is better.

The Data General system performance monitor, which keeps track of workload on the system, indicates that one of the disks is getting excessive use. They may need to request a Winchester hard disk to prevent this situation.

Wilson asked how easy it would be to add a new Society. Dolowich said that every attempt is being made to make the system as flexible as possible.

In response to a question from Shannon, Dolowich said that the total Data Processing cost for 1984 is projected at $870,000, with programmers budgeted at $70,000, or about 10% of the total operational cost.
Personnel Administration Development Plan

Gilbert referred to Function Planning, Part 2, page 11, which gives task descriptions, timetables, and 1984 developments in the personnel area. The employee handbook is being brought up to date. AIP is competitive in the area of employee benefits, making it easier to get and keep good personnel. We are now working to bring down medical insurance costs by developing a comprehensive wraparound policy. In addition, we have added a tax-sheltered 40l(k) plan this year.
Educational Services Development Plan

Slack referred to Function Planning, volume 2, page 13, noting that a full discussion of this area was given last year. The Committee on Educational Policy has now been established. The first meeting of the committee was mainly introductory; the next meeting is scheduled for 25 September.

The videotapes of the lectures at the 1983 Corporate Associates Meeting came out well, and orders have been received for them. The total income to date from sales and rental is $6,400. Xerox provided the production facilities and staff.

Koch said the Corporate Associates lectures will be videotaped again this year . McDonnell Douglas will use three cameras, as did Xerox, but will not do the editing. Some will be done online, but most will need to be done after, probably by Kalson.

There is still no external funding for TV programs, but the prospects are better for cooperation with other societies, such as IEEE and ACS. Wilson said that a good potential source would be the NSF, which will have funding for Public Information programs; a physicist will serve as program manager of this project at NSF.

8. Long Range Plan - Function Plan, Part 1

Specific Comments on Improving Structure and Format of Function Planning
This was not discussed.
Executive Summary

This is contained in Function Plan, Part 1, pages e-1-5.
Function 1 - Publication Production Services

Koch summarized the first three functions, referring to Function Plan, Part 1, page 3-1. The Institute's Publishing Development Plan was started in 1984; an update is given in Function Plan, Part 2, page 4. The long range plan for publishing cuts across these three functions. Two new committees were formed as a result of this study: Books and Journals.
1. Reviews and Projections
  
  Marks reviewed the items discussed in Part 2, page 4, some of which are discussed under separate headings.
  1. Kurzweil Scanner
    This equipment will be delivered next week. The experiment will begin with Physical Review C, and will be conducted by Publishing Branches 1 and 2. The machine will be rented for $10,000; purchase price would be $45,000.
  2. Laser Printer
    Marks reported that AIP has not yet bought a laser printer because the economics do not seem favorable. APS now has a small Canon laser printer. It will be used for proofing the Physical Review. This would save videocomp paper, but the resolution is not yet good enough for use as final camera-ready copy. Lazarus said that APS can save time on Physical Review Letters, with its one-week deadline, but it is also not good enough to provide camera-ready copy.
    McIrvine said a device good enough to make camera ready copy will not be available quickly, but one with a resolution of 600 lines per inch will be available before too long.
  3. Composition
    
    Beyer noted the lateness of the Soviet Journal of Quantum Electronics; Marks said that JCP's shift to in-house composition (the last journal to be brought in-house) and problems with hardware had caused delays, but production is now almost caught up.
    
    Marks reported that having all AIP journals done in-house has reduced the unit composition cost by $3.00 per page. Four keyboards and a second shift have been added to improve the schedules. With the addition of the new disc drive, the system is now functioning very well. A proposal is in progress for Acta Crystallographica to be done by AIP. We have the capacity to do more journals, which would lower the unit cost still further.
    
    One of the benefits of in-house composition is the accessibility of the abstracts for abstracting services. A market has developed for these services. We send a tape semi-monthly to the DOE. Our abstracts also go to FIZ semi-monthly on a Physics Briefs tape. We have arranged to pay a royalty of $3.00 per abstract to every participating Society. Chem Abstracts and Inspec are potential customers.
  4. Journal Text Paper
    This was not discussed.
  5. Reprint Production
    
    Marks reported that the Printing and Duplicating Section has been modernized and can do much more than before, including many of the reprints. There have been some complaints on the quality of reprints. He will recommend a better quality paper than has been used, which will mean an increase in cost, but the product will be more desirable. (See also Function Plan Part 2, page 8.)
  6. Publication of Acta Crystallographica for ACA
    This is discussed in 8.C.l.c.
Function 2 - AIP-Published News and Reports

Marks said that the possibility of starting new journals has been explored, but there is nothing definitive to report as yet.

Madey asked if anything can be done to stem the tide of subscription decreases. Marks said that this has been a continuing problem. The decrease in member subscriptions is due to several factors. The problem was discussed at some length.

Shannon said that even if subscription prices were decreased, it would not show up in increased subscription figures. At the breakeven point, some magazines would just stop publishing. He also noted that with the use of copying, one can get what is desired from a journal and save space.

Madey asked about data on commercial publications. Lazarus noted that Nuclear Physics sells about 900 copies. The comparable PR-C has about 1800 non-member subscriptions.
1. AIP Journals
  
  Split of JAP. JAP, having been split, is now published every two weeks. The bifurcation has not worked out as well as hoped. There are no plans at present to make it available in separate sections.
  Review of JMP. The JMP review is in progress. Repeat Review of RSI. The review cycle will start again with RSI. AIP Journal Editor Meeting. This was not discussed. Chinese Physics. This was not discussed.
  
  Physics Today. Marks said that the number of ad pages sold for the first Buyers' Guide issue were beyond the expectations of the staff, and the reply card response has been favorable. It has spurred greater interest in PT on the part of advertiser. The feasibility of publishing the Guide as a separate issue next year will be explored.
  
  Grant felt that the Buyers' Guide issue would be more attractive to him if editorial content is retained.
  
  Slack reported that the publication of "Physics News in 19--" in the January 1984 PT received much favorable comment. Current plans are to run it again as a bound supplement. We will continue to publish it separately as well.
2. Advisory Committee Report
  
  Slack reported that a meeting of the committee is scheduled for this fall. He noted that the PT publication dates have improved this year over last. (The report of last year's committee appears in Function Plan, Part 5.)
3. Complaints about Societies in Letters to Editor
  Slack said that many letters are received by PT. When a letter involves a Member Society, it is passed on to the appropriate people for advice.
4. "Astronomy Today" page
  Slack reported that an "Astronomy Today" page in PT is under consideration.
5. Education Column
  The committee had requested more news on science education. As a result, more has been included this year in the "Science and Society" section.
6. AIP Participation in APS Electronic Experiment
  Slack noted Attachment J regarding the experimental "What's New" sponsored by APS and accessible by Telemail once a week. Park decides what to include on the basis of items of current interest. Havens said that Park does not want to continue this on a long-term basis. If the column goes on after January 1985, the subscription price is projected at about $50.00 per year.
  
  Koch said that AIP and PT would be happy to be involved. AIP has met with the APS people involved.
7. Book Publishing
  Marks referred to Attachment X: a draft of the proposed agreement between Tomash and AIP. The Institute has been considering a series of about 25 publications being offered by Tomash. The series has been reviewed by a fine editorial committee. Four books in the series have been published. Tomash would welcome help with the editorial and production work. Mark thinks it is an excellent idea and would be a fine addition to our publishing program.
  
  In response to a question from Shannon, Marks estimated that the cost of the project would be about $100,000 per year, of which Tomash would pay one-half. Madey asked about the sales of the first four volume already published. Marks said that Tomash has broken even with runs of 1500.
  
  The following motion was made by Madey, seconded, by Beyer, and unanimously CARRIED.
  
  MOVED that the Institute negotiate with Tomash for a final contract.
Function 3 - Publication Distribution and Marketing Services
1. Reviews and Projections
  The Marketing Division is looking forward to completion of the new fulfillment system to implement some useful marketing methods. They have had good success with the use of the 800 number for orders.
2. Marketing of Physics Briefs by AIP; FIZ Agreements
  Marks reported that the indexes were finally coming through from FIZ. There are 100 P.B. subscriptions to date. The introduction of a tape version gives us an added marketing tool. A readable, legally sound, non-exclusive contract to cover all of the diverse activities and royalties involved has been drafted for submission to the Germans. Tile current agreement did not cover STN International. The provision for royalty is unprecedented. It could be an important future source of journal income.
3. Variation in Credit Card Policies
  Gilbert distributed a 20 August 984 memo from Dolowich to him, showing AIP's experience to date with credit cards. Credit card use has been a stimulus and has reduced the bank charges for foreign payments. Both domestic and foreign use have gone smoothly. Most of the use to date is domestic.
4. Book Sales Figures
  Marks reviewed Attachment N, which gives sales figures for the Temperature Symposium and the Vade Mecum, both of which have done very well. The Vade Mecum has been reprinted.
5. Package Programs for Single Copy Sales
  This was not discussed.
Function 4 - Fiscal Accounting
1. Reviews and Projections
  These are included in the reports.
2. 1983 Audit Report
  Gilbert said that copies of the annual financial report were sent to all Governing Board members and Society treasurers. A meeting of the Audit Committee, with the auditors, will be held on 14 September. The "total volume handled by the Institute in 1983 was $35 million. About one-half of this is for AIP and about one-half for the Societies.
3. Review of Special Purpose Funds; Meggers Coin and Stamp Collection
  
  Gilbert referred to the handout which he distributed. He reviewed the history of the Meggers Coin and Stamp Collection, given by Mr. and Mrs. William F. Meggers. An appraisal done in 1965 determined its net value at that time to be $43,731. The collection is stored in a large vault. Touche Ross recommended that the collection be reevaluated. Gilbert then checked with an appraiser and was told that the cost for reappraisal would be 2-1/2% of the appraised value. He recommends reappraisal and thinks the return on investment from a sale of the collections would be very worthwhile. Meggers had advised selling it at public auction on a commission basis, when the time was deemed appropriate.
  
  The following motion was made by Wilson, seconded by Shannon, and CARRIED, with one opposing vote.
  
  MOVED that the Executive Committee recommend to the Governing Board that the Meggers Coin and Stamp Collection be sold through public auction on a commission basis.
4. Fiscal Policy Committee Report
  
  Gilbert reviewed the recent meeting of this committee. They discussed policies of Society reserve funds and the magnitudes they wish to accumulate. He gave them the proposed changes in the Constitution, Bylaws, and the Memorandum of Agreement which affect financial matters. Smith, the Committee Chairman, will prepare the committee report and present it to the Governing Board.
  
  Koch noted the Executive Committee decision to reduce page charges to $45.00 per page as of the beginning of 1985. The Committee on Publishing Policy will receive a report on the effects of this on non-member subscriptions. There is also the question of its impact on foreign authors. With this in mind, he had asked Parisi to see if there had been a decrease in foreign authors in the last few years. Surprisingly, this has not happened.
  
  Koch noted that the Member Societies have varying ideas about how page charges should go. There was an extended discussion of this major question and its ramifications. Madey said he felt that AIP was on the right track.
  
  Shannon spoke against the reduction of page charges. He is concerned about the effects of the AIP reduction. OSA thinks the system is good as it exists. He thinks that (1) page charges are a motivation to keep the length of papers down, (2) if page charges are reduced, the total pool of funds available to slip in an occasional free paper, when appropriate, is diminished, and (3) page charges help keep the cost of individual journals down.
  
  Lazarus, as Editor in Chief of APS, brought the matter to the APS Executive Committee. There was no consensus. He expressed concern that Nobel Laureates don't publish their papers in American journals largely because of page charges. On the other hand, he is afraid the quality of the papers would greatly dimin.sh if page charges were dropped to zero.
  
  Beyer said that the matter will come before the ASA Executive Council. He has championed page charges against the views of biological scientists, who do not have page charges. ASA runs on a large editorial system of volunteers; no page charges would cause a heavier load.
5. Committee on Finances (Investments) Report
  
  Gilbert reviewed the report of the Committee (distributed prior to the meeting and attached herewith) which met on 20 July. He noted the reports of the investment managers. AIP has two kinds of investments: short term- less than one year - and long term. He reviewed the history and the allocations. The next meeting of the Finance Committee will be held on 20 October.
6. Update on 1984 Capital Expenditures Budget
  Gilbert referred to the status report distributed for the meeting. We are very close to the budgeted figures at this time.
7. Hiring of Programmer/Analyst
  This was reported on in Dolowich's presentation under Agenda Item 7A.
8. Recommendation of Committee on Finances (Investments)
  
  This Committee is empowered to make recommendations regarding investment of an additional $2.9 million. At their July meeting they recommended placing an additional $500,000 with Drexel Burnham Lambert and leaving the remainder of the available funds in the cash management plan account, which is currently earning 11+%. Gilbert, following that meeting, conducted a telephone ballot of the Executive Committee on this matter, which was unanimously carried. He asked now for a confirmation of this ballot.
  
  Havens made the following motion, which was seconded by Shannon, and unanimously CARRIED.
  
  MOVED that the recommendation of the Committee on Finances to transfer the stun of $500,000 from the cash management plan account to the Drexel Burnham Lambert investment account be approved, in accord with the earlier telephone authorization given by the Executive Committee.
Function 5 - Information Collection and Analysis

Slack referred to Attachment G, a table of Society characteristics. This was discussed under S.C.3.
1. Reviews and Projections
2. Videotapes of Lectures: Report of Usage
3. Preservation of Historical Archives
  Slack noted that in the past six years, the use of the Niels Bohr Library has increased many fold, especially in the use of its archival materials and oral history interview. The Center has become a paradigm for developing a center for science history. The staff is called on for many committees and conferences.
4. Work for Brinkman Committee
  Slack reported that Porter was asked to assist with the manpower aspect of this study. The staff donated considerable time and prepared a chapter, including projections.
  
  The Education Committee of APS is doing a survey on the effectiveness of undergraduate teaching of physics. Porter is working with them to help design a questionnaire.
Function 6 - Dissemination of Reliable Information
1. Reviews and Projections
  Berry (PI) has made a tape of the lead-ins and exits of radio programs which have been done on WOR (NY), KCSN (CA), and KMNR (MO). This has helped the staff to see how the tapes are being used.
  
  Posters are being developed through the Division of Public Information. Proposed ideas for illustrations have been circulated. They would like to get the final one into every high school in the U.S.
2. Support for Science Writing Awards
  Slack reported that U.S. Steel, after funding the awards since 1968, has withdrawn its support. AIP is seeking other potential sources of support for this award. The award will be made whether support comes through this year or not.
3. Printing “Physics News in 1984” in Jan. PT
  Koch asked for authorization from the Executive Committee to once again print this in the January issue of PT.
  
  The following motion was moved by Wilson, seconded by Havens, and unanimously CARRIED.
  
  MOVED that the Executive Committee authorize the printing of "Physics News in 1984" in the January 1985 issue of Physics Today.
Function 7 - Liaison Activities
1. Reviews and Projections
  These are covered in various agenda items.
2. Establishment of Education Program at AIP
  Koch said that this was given in the agenda as a reminder that in the last 12 years the education program at AIP has consisted largely of SPS. The time is now ripe for AIP to expand its activities. It can help by providing staff work in this area as Member Societies become more involved.
3. Change in Name of Educational Services Branch to Educational Programs
  Koch said that the services performed in this area are co-mingled and difficult to separate. They are undertaken on the conviction that they should be done for the good of the physics community-at-large. He suggested that perhaps a more accurate name for the branch would be Educational Programs.
  
  The following motion was thus made by Havens, seconded by Madey, and unanimously CARRIED.
  
  MOVED the Executive Committee approve a change in the name of the Educational SERVICES Branch to the Educational PROGRAMS Branch.
4. Position Statements of Board
  Ramsey noted the position statement adopted at the March 1984 Governing Board regarding torque, and the resulting correspondence (contained in Attachment P). He read a letter just received from Redelfs (chairman of ASTM), which indicated that their decision was firm on this matter, but that it would be reconsidered in 1989.
  
  Wilson thought that they should know that we do not agree with their position. Beyer said that these decisions are made carefully by a committee and would be difficult to change immediately. Madey suggested that AAPT have a representative on committee E43. Balloting, and therefore presence, is very important in the ASTM decisions.
5. Results from San Antonio Placement Service
  Slack reviewed the data provided by Citrynell in her 10 July 1984 memo to Havens and Wilson (contained in Attachment Q). For employers who find staff through this activity, the service is very welcome. About one-half are industrial and one-half academic.
  
  In response to Madey's question about fees, Slack said that employers pay $40.00 to participate, which is very low, and the Division is considering increasing this fee. An alternative proposal would be to charge a fee to the Member Society using the service at a meeting, and then the Society could charge the employer whatever it wishes.
  
  Ramsey thinks this service provided by AIP and the Member Societies is a valuable one, and he would not want to see it made less effective by charging high fees.
6. Change in Support for Student Awards from Bendix to Allied Corp.
  Slack said that Bendix, which supports the SPS awards, has been bought by Allied, which will continue to support the awards.
7. Appointment of Tate and Compton Committees
  Koch said that because APS is holding a conference of society presidents in 1986, we would delay appointment of the Tate Committee for another year as the presentation would be at that meeting.
  
  He suggested Seitz as chairman of the Compton Committee. Suggestions for other members were as follows: Melba Phillips, William Fowler or Peter B. Boyce, George Pake or Edward McIrvine, Anthony French or Roderick Grant.
8. Proposals for SPS Scholarships and Awards
  Slack distributed a handout: a 31 August 1984 memo from Shea to Koch regarding proposals for an SPS scholarship and an SPS outstanding chapter award. He reminded the Committee that the SPS proposal presented in June was sent back to the SPS Council for further consideration. Shea then got in touch with the Council members to consider other proposals.
  
  Two concerns expressed with the previous scholarship plan are as follows: 1) judges would be overwhelmed by the number of applicants and 2) the difference in institutional affiliation of the applicants might bias for or against worthy applicants and make judging too arbitrary. The response of the SPS Council to these concerns were: 1) the Council did not expect the number of applicants to be too large and 2) the judges would have experience in weighing applications so bias would not occur.
  
  Wilson asked what determines which SPS matters come to the Executive Committee for approval. Slack explained that they are part of the AIP budget. SPS has no separate legal identity. The scholarship plan is an extra-budgetary item as it comes from a Trust Fund.
  
  Madey made the following motion, which was seconded by Wilson and, following further discussion, was unanimously CARRIED.
  
  MOVED that the Executive Committee adopt the SPS proposals for 1) a Student Scholarship Award, and 2) an Outstanding Chapter Advisor Award.
  
  Grant spoke against the motion: he thinks awarding one scholarship does not significantly enhance the kinds of things we want from SPS. He also objected to being presented with a seven-page document at the time of voting. He thinks sufficient awards could be made to recognize more students. His argument is not against the award, but he feels that something could be given to an outstanding person in every chapter.
  
  Wilson spoke for the proposal. He noted that they have a volunteer elected Board that considers these things. He thinks we owe them some latitude and should not turn down proposals that they think are worthwhile, even if the Executive Committee has some reservations.
  
  Shannon suggested that we go ahead with this proposal, although the reservations of the Executive Committee should be expressed, and that there should be a review in five years to see how it is working.
Function 8 - Information Services
1. Reviews and Projections
  These are covered in various discussions.
2. Report on PACS
  Marks said the PACS scheme will be issued in updated form this September and published in the December issues of PRL and PT. He thinks that the report by Strassenburg and the ensuing discussion was a useful and constructive exercise.
3. AAP Electronic Publishing Project - Concerns of NFAIS
  This was not discussed.
4. Task Group on Data Base Production and Utilization
  Parisi distributed a 16 July 1984 memo from him to the AIP staff committee on Database Production and Utilization. The committee met on 18 July to discuss topics of relevance.
  
  The prospects for AIP's relations with FIZ are good. FIZ is worldwide, all-encompassing, and has a price advantage over INSPEC. It is up-to-date every two weeks. We are working on a new contract with FIZ. There is some concern within the European Common Market regarding FIZ undercutting INSPEC prices.
  
  We want to and must protect our copyright. AIP and the Member Societies should get our share of revenue from material generated from our data base. SPIN is not heavily used, but its use is increasing. In 1985, AIP will be producing Advance SPIN, containing preliminary abstracts, thus providing an online alerting service. He hopes that INSPEC, Chem Abstracts, and FIZ will also make use of this service.
5. Suggestions for Information Services
  Parisi noted the list of possible online products contained in the handout. The staff has concluded all these things are technically possible. Questions to be explored include (1) what will the community want and (2) who will pay for it.
  
  Ramsey said that we should focus on what we can do uniquely. Some services might not be all that used. He thought that something desirable and uniquely available through AIP, as stated in his letter of 6 July 1984 (given in Attachment S) would be indexing of the most recent literature.
  
  Parisi said that this information is searchable online, available from STN International through a magtape to FIZ within one month of publication.
  
  Wilson said that just because something is available elsewhere doesn't mean we can't do it better. Print is slow. He thinks some of the items in the list would be useful.
6. Inquiry from INSPEC
  Koch read a letter recently received from. INSPEC, inquiring as to whether we are now interested in supplying a magnetic tape of abstracts. When we complete the negotiations and agreement with FIZ, we propose to go to INSPEC and tell them our conditions, as worked out with FIZ. In the past INSPEC has wanted to dictate the prices for such a service.
7. Appointment of Ad Hoc Committee on Information Services
  Koch noted the importance of the internal task force (see 8.J.l.c.) as reported by Parisi. Often people are so involved with the technology, or production of data bases, that they don't become aware of how they can be used. His concern is the issue of utilization. AIP wants to be in a position internally to answer questions on this. He hopes soon to convince the Committee on Publishing Policy of the need for this study.
  
  Ramsey asked if the Executive Committee would want the Governing Board to designate a committee to consider how to proceed in this area.
  
  Madey said that many of the issues raised here could usefully be covered in detail and depth in the proposed subcommittee.
  
  The consensus was that the idea for a subcommittee on data base production and utilization would be referred to the Committee on Publishing Policy.

9. Other Business

Society Responses to Proposals for Directory and GPAA
Marks noted the large print run for the Directory, to be included in BAPS. AAPT will offer it as a checkoff on their dues form.

There is a notice in PR Abstracts regarding GPAA, explaining that APS will subsidize this for their membership. Koch said that unless all the Societies contribute material, it will not be a useful tool. AIP and APS are making an investment. So far, OSA and ASA are not making an investment in this venture.

Shannon said that OSA has no interest in providing abstracts at their expense. If an arrangement can be made with Mack (who does composition for OSA journals), and an arrangement made whereby OSA members get access to the total abstracts, they would be interested.
Sponsorship of International Conference on Magnetism 1985
Koch reviewed the background. We sponsor the national conference, which makes money. Many of the same people are involved in this international co1nference. He distributed a 8 August 1984 letter to him from Dillon. APS would not agree to helping with an unlimited deficit. The conference now has a good controller. Koch would personally recommend that AIP be responsible for one-third of a possible deficit.

Havens added that APS declined as a matter of principle.

The following motion was made by Havens, seconded by Beyer, and CARRIED, with three members abstaining.

MOVED that AIP assume one-third of the fiscal responsibility for ICM-85, in addition to its one-third fiscal responsibility already assumed through sponsorship of CMMM, as outlined in the 8 August 1984 letter to Koch from Dillon.
Sponsorship of Satellite Conference on Magnetism
Koch reported that AIP has been asked to serve as a sponsor, without financial obligation, of a satellite conference organized by ICM.

The following motion was made by Wilson, seconded by Madey, and unanimously CARRIED.

MOVED that AIP be listed, without financial obligation, as one of the sponsors of the 11th International Colloquium of Magnetic Films and Surfaces.

10. New Business

Proposals for Governing Board Agenda, 21-22 October and Location of September 1985 Executive Committee Meeting

Koch suggested that it would be appropriate for the Task Force to be involved in the Governing Board agenda, since the plan is to be the main focus of the October Governing Board meeting. He suggested having the three Executive Committee representatives on the Task Force outline the report and its findings at the meeting of the Board on Sunday evening. On Monday morning three workshops would be held, each involving about one-third of the participants present in discussions on Task Force recommendations on revisions of (1) the Constitution, (2) the Bylaws, and (3) the Memorandum of Agreement. Reports from these smaller workshops then would be made to the full Board.

There was a consensus that the report of the Task Force on AIP-Society Relations should be the focus of the Governing Board at its meeting as outlined by Koch.

After a brief discussion, it was concluded that the excellent services available at Woods Hole outweigh the inconvenience of travel to and from the area. Consequently, the September Executive Committee meeting in 1985 will once again be held at Woods Hole.
Nominations for Wolf Foundation Prizes
Koch said that a request had been received for nominations for these prizes. The Institute, as a policy, does not make such recommendations. This item was for information only.

11. Executive Session
The Executive Committee met in executive session, the minutes of which are recorded in the official minutes only.

12. Adjournment
The meeting was adjourned at 12:20 p.m.

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 6, 1984

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