December 1, 1988

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call
The meeting was convened by Hans Frauenfelder, Chair of the Governing Board on Thursday, 1 December 1988, at 5:00 p.m. in the Vanderbilt Room of Halloran House.

Members Present:
Hans Frauenfelder, Chair
Peter B. Boyce
Kenneth W. Ford, Executive· Director
Roderick M. Grant, Secretary
William W. Havens, Jr.
David Lazarus
F. Dow Smith
Jack M. Wilson

Members Absent:
James A. Purdy
Martin Walt

Non-voting Participants:
Murray Strasberg (ASA)
William L. Duax (ACA)
James A. Murday (AVS)
Thomas E. Graedel (AGU)

Staff:
Robert E. Baensch, Director of Publishing
Gerald F. Gilbert, Treasurer
John S. Rigden, Director of Physics Programs
Darlene Carlin, Director of Journal Publishing (Thursday)
Timothy C. Ingoldsby, Director of Information Technology (Thursday)
Paul A. Parisi, Publications Business Manager (Thursday)
Nathalie D. Wagner, 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 appeared.

2. Report of the Secretary

  1. Minutes of the 8-10 September and 23 October 1988 Meetings
    Grant said the draft minutes of these meetings were not yet ready for distribution.

  2. Request from Council on Undergraduate Research for Affiliated Society Status
    Grant referred to 15 November 1988 letter and documentation from John Van Zytveld, President, Physics-Astronomy Council on Undergraduate Research, requesting that the PA-CUR be granted affiliated society status. They are interested in having AIP publish the second edition of their directory of research in physics and astronomy at undergraduate institutions. They also publish a quarterly newsletter. He feels it appropriate for the Executive Committee to recommend to the Governing Board that this application be accepted.

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

    MOVED that the Executive Committee recommend to the Governing Board that the application for Affiliated Society status, submitted by Physics-Astronomy Council on Undergraduate Research (PA-CUR), be accepted.

  3. Governing Board Member-at-Large Attendance at Executive Committee Meetings
    Grant reminded the committee that it has been an unwritten policy to invite a member-at-large to attend Executive Committee meetings at AIP expense. In view of the new rule which provide that Societal non-voting participants be invited and the accompanying increase in the number of people at the meetings, he suggests that the Executive Committee rescind this policy to the effect that NO member-at-large will be invited to the meetings as a matter of course.

    The committee concurred in this recommendation.

3. Remarks by the Chair

  1. Tate Award Committee
    Frauenfelder reported that he had appointed Norman F. Ramsey (chair), Sidney Drell, and James Van Allen to serve on this committee. He asked for a report at the February Executive Committee meeting.

  2. Gemant Award Committee
    In response to a question from Lazarus, Rigden said an announcement seeking nominations for this award will appear in the December issue of Physics Today.

    Lazarus said he recommends that suggestions for candidates be kept for three years, or three cycles of the award. No one objected to this suggestion.

4. Report of the Executive Director
Ford commented on a few items:

1) Status of employee advisory committee. This has been a one year ad hoc committee, and he considers it useful. The committee will produce a report on each part of the employee survey. It has brought to the attention of AIP management a number of small specific issues, in addition to several important broader issues.

2) Visits to Member Societies. Ford has set a goal of visiting each Member Society annually, and thinks this has been valuable to date.

3) New programs and services brochure. He noted the new format, which is more attractive. He is thinking of producing additional brochures on more specific areas.

5. Report of the Director of Publishing
Baensch said he is moving ahead on preparing a publishing planning document for the books program, and is starting on a major marketing effort for our publications.

  1. Journal Publishing Proposal, SOR
    Baensch reported he had made an oral proposal for publishing their journal to SOR. Their journal is published by Wiley at present. He will give them a formal proposal in February. They would have to give notice to Wiley by March, so the timing is important.

  2. Books Marketing Proposal, IOP
    Baensch referred to his 22 November 1988 memo to Ford on IOP journals. Discussions were initiated at the Frankfurt Book Fair in October. IOP is dissatisfied with their current agent (Taylor & Francis). The memo itemized elements of negotiations. He will meet with their management group in December to discuss this further. Developing this proposal for IOP has helped him to understand better the AIP books program and develop a better focus.

    Graedel asked about prospective financial arrangements with the IOP. Baensch said currently they are representing us at a 55% discount off the list price for our books. He wants to bring it down to 50% by offering to do marketing for their books program. At this rate, estimated net revenue for 1989 would be about $500,000 and they hope it will be higher next year. AIP management fee is 12%.

  3. Status of FIZ Agreement
    Baensch said the FIZ agreement has been postponed again. A call to Ford yesterday from their representatives indicated that they expect to sign it soon, with our suggested effective date to be 1 January 1989.

  4. Planned Moscow Trip and

  5. Atmospheric Optics Agreement
    Frauenfelder, Ford, and Baensch leave for Moscow the following evening (2 December 1988). Baensch reviewed the background and agenda for this trip:

    1) Arrangements for a seminar (required by the VAAP agreement protocol) in the U.S. in 1989, and one in the U.S.S.R. in 1990. The speakers must be determined jointly; the suggested topic is Chaos.
    2) Addendum to the agreement on Atmospheric Optics with Mezh Kniga.
    3) Confirmation of options on eight book titles and establishing further agreements with MIR.
    4) Exploring the possibility of a Russian-English language dictionary for physics with Mezh Kniga.
    5) Negotiating an agreement for translating a new journal on superconductivity.

    Ford said he had solicited comments on the superconductivity journal. Most responses were positive; he has strong encouragement to proceed. It would be a joint effort with Mezh Kniga, with different arrangements from previous translation journals with VAAP.

    Baensch elaborated that the Soviet Institute would do the translation; we approve the text; they print, bind and deliver finished copies. We would market the journal and collect subscription income, which we would retain until the end of the year when all issues of the journal have been delivered.

    Ford commented that the Chaos Conference proposed for next year is a new kind of activity for AIP. It is an important feature of the new V AAP-AIP agreement. Planning is underway, with the scientific management in the hands of a four-person steering committee. A small (about 25 people) by-invitation-only conference is suggested.

    Havens said APS could not be a sponsor, because APS rules require open meetings.

    Frauenfelder remarked that joint conferences such as this should have as one underlying requirement that proceedings be made available to the scientific public.

6. Information Technology Matters

  1. Status of FAMIS
    Ingoldsby discussed his progress report on FAMIS. The majority of the work is completed: data conversion and most program coding is completed. Nearly all the problems with Oracle have been resolved. These did slow progress, and staff training took longer than expected. The emphasis now is on testing. Staff now furnish weekly updates to the Member Societies during the renewal billing season. The Univac cutover will occur after the peak season is completed; the target date for the cutover is 15 March 1989. He has no doubt that the system will be operational by then. A one-month parallel run is planned; it will involve some manual data manipulation.

    He has been working with APS to ensure smooth transition of their database to their system. He plans to meet with executive officers of all Member Societies to discuss their particular requirements for enhanced services. He will talk with the ASA next week regarding their 1989 directory, which will be the first to be done with this system.

    Frauenfelder said it is good to hear that things are going well.

  2. Status of PI-NET
    Ingoldsby gave a PI-NET status report. Plans for 1989 have been scaled back as the result of both budgetary and technical priorities. It is planned to have the Gould computer operational by March 1989. A market research survey will be conducted in early 1989. The BITNET connection is not in place as there have been difficulties in obtaining necessary programs to allow us to utilize BITNET.

    To reduce expenses, the product manager and clerical support positions have been eliminated, and operating and development expenses have been reduced. FAMIS must have highest priority, so it has been difficult to find time to devote to this area. Prior to marketing, the technical implementation must be verified. He noted that there is a working PI-NET system, the Gould computer does have other uses, and abandonment of the project would only save $50,000 in the 1989 budget.

    Ford clarified that if the decision were made now to eliminate PI-NET, one person would be eliminated. If other staff were shifted the balance of the budget items would shift to other areas.

    Lazarus said concerns have often been expressed over this project. There is no revenue as yet. He doesn't know if anyone will buy it and is not convinced of its viability.

    Wilson said he always thought the Gould was an albatross, but the new team is trying to make it work. He thinks we should continue, as this is a future area for AIP. Given the conditions, he is in favor of continuing. Boyce agreed with Wilson.

    Frauenfelder said the problem cannot be solved today. We should ask to look at it by March 1989.

    Baensch said the fact is that technologically you can create it. The question is whether you can position the service to get the market. We now have $1 million invested to serve a few hundred people. In view of the fact that there are other elements to deal with now, he thinks September is a more realistic time for an in-depth review. Ingoldsby concurred.

  3. Five-year Plan to Recoup FAMIS Development Cost through User Charges
    Ingoldsby referred to his 22 November 1988 memo to Ford giving proposal for user charges.

    Ford said he seeks endorsement from the Executive Committee to recoup FAMIS development costs over a five-year period. The resultant annual operating expense charge would be $280,000.

    lngoldsby said the total cost of development will be $1,261,560. Including the proposed recovery of development costs, the cost of subscription fulfillment should be less next year than this year.

    Gilbert said there is a precedent. In 1975, AIP incurred changeover costs for new subscription fulfillment and accounting activities. We picked up those charges as deferred charges on the balance sheet and carried them as an asset. Then we amortized the cost over a 3-5 year period. However, we cannot do the same thing with FAMIS, as the accounting rules disallow the amortization of software costs; they must be expensed in the year they are purchased or developed. The budget shows $581,000 in the G&A for 1989 covering software costs. The 1989 subscription fulfillment budget goes down from $2 million to $1.8 million. We are talking about the Institute having to pick up the cost in 1989, and charging it in the future to operating costs when FAMIS becomes operational. We would charge it to the operating budget and credit it to the miscellaneous income of the Institute to offset the expense we absorbed. It would be charged to the Societies as a surcharge on subscription fulfillment charges. AIP would pick up about 50% of the cost according to our subscription fulfillment proration.

    After further discussion, Havens made the following motion, which was seconded by Wilson and unanimously CARRIED.

    MOVED that it be accepted as AIP policy that the recovery cost of the FAMIS development be applied as a 20% charge to operating expenses for each of the five succeeding years and spread uniformly across all users of the system, as outlined in the 22 November 1988 memo from Ingoldsby to Ford, as amended.

7. Report of the 12 November 1988 Meeting of the Committee on Publishing Policy

  1. Recommended Purchase of Composition/Page Makeup System
    Baensch referred to the 22 November 1988 memo from Carlin and Ingoldsby to Executive Committee. The Committee on Publishing Policy endorsed the proposed purchase of this system. This proposal follows three years of study. He, Carlin, and Ingoldsby all agree that this is an appropriate time to consider a new electronic publishing system. The vendor of choice is Xyvision.

    Ingoldsby then distributed a handout which gave further information. The savings per year are projected to be $345,000. Xyvision is the leading system in the aerospace industry. It is a small company, but is well positioned, and is the industry leader in math.

    Ingoldsby reviewed the schedule for the implementation of a pilot system which leads to the production of about 35,000 pages in 1989. The first journal pages would be done in May 1989. Carlin explained that a select group of journals would be chosen for the pilot project. She thinks the pilot system could be running by June, after the glitches are eliminated.

    Ingoldsby noted the financial considerations. 1989 capital expenditures would total $258,200. The 1989 operating budget impact would involve additional operating expense of $228,500. In 1990, there would be additional capital requirements totaling $279,600 and additional operating expenditure of $22, 700. The long term budget, to 1995, has potential for savings up to $1.1 million.

    Frauenfelder asked Lazarus, as APS editor-in-chief, to comment. Lazarus said APS has reviewed the system, and finds that it looks quite promising. It is clear we have to go this route; the proposal will permit us to do it a planned way.

    Baensch said that if we don't make this move quickly, we will lose a window of opportunity. Grant asked what is meant by a window of opportunity. Baensch said we could wait another year for a few enhancements, but we are now a year late. Commercial publishers have already moved into this technology. We want to protect our competence and added value in information processing, enabling us to work with FIZ and other online services. We would be participating in the process, not observing.

    Frauenfelder called for the vote on this motion which was recommended by the Committee on Publishing Policy. The motion was unanimously CARRIED.

    MOVED that AIP management be authorized to proceed with a pilot project to phase out the A TEX system, replacing it with a system that includes full page makeup and information services capabilities. Authorized capital expenditures not to exceed $275,000, and authorized increased expenditures in the 1989 operating budget of up to $250,000 for this project.

    Gilbert noted that there would be changes in estimated costs as a result of the action to implement the Xyvision system. Composition costs are always estimated and brought up to actual through variance reports. The purpose of estimated costs is to put Societies on a pay-as-you-go basis. Since we know now that the new Xyvision system will add $3.00 per page, it is prudent to make this part of the estimated cost. He will indicate this in a letter to Societies.

  2. Placement of "For Members' Use Only" Covers on AIP Archival Journals
    Parisi said the Committee on Publishing Policy recommended placing this notice on all AIP archival journals. It is now being done on AJP and JCP. It is anticipated that this action will keep member subscriptions out of libraries.

    In response to a question from Lazarus, Parisi said there is no evidence that this has had any effect. Smith said the OSA has done this for a year. He doesn't know how effective it is; it is not offensive, and they have had no complaints.

    Frauenfelder called for the vote on this motion which was recommended by the Committee on Publishing Policy. It was unanimously CARRIED.

    MOVED that the use of special "for members' use only" covers on all six AIP archival journals be authorized.

    (The meeting recessed for dinner at 7:00 p.m. Discussion of the above agenda item was concluded Friday a.m.)

8. Executive Session
The Executive Committee met in executive session following dinner, with AIP staff excused. This is reported in the official minutes only.

(The meeting resumed at 8:30 a.m. Friday.)

9. 1989 Operating Budget

  1. Introduction
    Gilbert distributed a memo to Executive Committee in which is summarized charges made to Member Societies in the AIP 1989 operating budget. Computerization of the budget permits a summary statement for each Society depicting all the charges made to it in the 1989 budget, and shows the dollar volume of business done on behalf of the Member Societies plus Member Society dues and the Financial Handling Charge. The total charges to Societies amounts to $7,598,300. The IRS is concerned as to whether AIP is only a service organization. We have to have more than 50% in exclusively AIP activities; of the total budget, AIP represents 60% of the total and the Societies represent 40% (60% of that figure, or 24% of the total, is for APS).

    Gilbert then explained the format of the 1989 draft budget: it is in four sections: 1) Operating Budget; 2) Analysis of Archival Journal Net Income: 3) Personnel Budget; 4) Capital Expenditures Budget. He first reviewed the Summary Statement of Operations. This includes activities for Member Societies, and depicts the total magnitude of the Institute's operations. Of the Total Revenue, Publishing Operations amounts to $47,065,000, General Operations amounts to $3,059,000, and Other Operations amounts to $8,015,000. In summary:

    AIP                  $31,400,000    51 % (of total)
    Societies          23,800,000      40%
    IOP                  2,900,000        9%
    Total                $58,100,000

    Havens asked whether, from the point of view of the IRS, it would be better to have AIP $31 million, the Societies $8 million, and do a pass through of the balance which is Member Society money.

    Gilbert said the IRS is not interested in this figure. The purpose of the figure is to show the volume of business which indicates why AIP needs over 500 employees and the attendant space. We do a different computation for the IRS. The work for Societies includes accounting, publishing vendors, and peripherals. It can be split for the budget presentation if desired.

    Gilbert highlighted selected aspects of the 1989 Draft Budget, then turned to the Statement of Net Revenue and Expense (page 4). The Net Operating Revenue before Short-term Investment Income is budgeted at -$1,091,100. Short-term Investment Income Budgeted for 1989 is $655,000. (Short-term income is applied to operations because we are able to invest subscription income as it is received and to benefit from it during the year.) Thus the Net Operating Revenue Budgeted for 1989 is -$436,100.

    1989 Non-Operating Revenue - Long-Term Investment Income - is budgeted at $1,300,000. Thus the Total Net Revenue budgeted for 1989 is $863,900.

    Concerns were variously expressed about use of long-term investment income in the budgeting process. Gilbert said in 1989 we are dipping into the reserves by $287,200. No new money will go into reserves; growth of the reserves thus depend on income. He stated a further word of caution: budgets do not provide for contingencies. There are two about which we should be concerned: 1) salary adjustments may be required as a consequence of the compensation survey, and 2) the Unrelated Business Income Tax (UBIT) which is under legislative review.

    Ford said to put these numbers in perspective, the extent to which the budget is dependent on the long term investment income is 1.5%. This is small enough that other variables affect the budget more. We will still see growth in our investments.

  2. Publishing:
    Baensch said he is focusing his attention on five problem areas: Computers in Physics, book publishing, translations, Physics Today, and PI-NET. Without the budgeted deficits in the latter two we would see publishing income rise by about $1,000,000 (draft budget, page 4).

    1) Computers in Physics. Positive aspects are that renewals were 82%, and we have advertising revenue. The editorial content will be addressed in a 16 January 1989 editorial board meeting. We need to get costs under control. One way is to reduce staff, which will be done. By 1989 $1.6 million will be invested in CIP. By June he will have a healthy plan or he will recommend discontinuing the publication. The magazine has an audience, but as the result of management problems in New York, it hasn't addressed this audience effectively.

    2) Book publishing (pages 48-49). We had a dramatic downturn in revenue from last year. The program started in 1986 with $31,000 invested; in 1987, $991,000, in 1988, $208,000. The dilemma:

    1) New titles come out late in the year. There is no back list to support current publishing. We have a three-year loss of $338,000. There has been no overall plan. International sales have declined. Baensch has developed a cost and income statement analysis for the last three years from which to develop a plan for 1989 and a three-year plan.
    2) We have relied on conference proceedings, but have slowed the production process. He expects to speed this up, using journal techniques. He also thinks the print run of the conference proceedings is too high.
    3) Quite a lot has been spent to get out a few books. By the end of the first quarter, he expects to have a plan. He has not yet done a cost and analysis sheet for the books program.

    Frauenfelder said he thinks the books program is important because commercial publishers have increased book prices astronomically. We should try to offer books at better prices. We may have to look for authors from abroad or for translations.

    Baensch said that we need to increase book publication as it is a source of potential growth. We need to publish fewer but better proceedings. This is why he made the proposal to IOP to be involved with their book program.

    3) Translations. (Summary of Soviet journals: page 12). There are five Soviet journals that collectively lose $203,000, but we have an umbrella agreement with the Soviets. He is trying to develop a new promotion program. He will discuss these next week in Moscow. We have a decline in circulation in these journals larger than in the archival journals.

    Chinese Physics shows a $14,000 loss. Chinese Physics-Lasers has a $60.000 loss. Quinn feels it does not have not enough qualitative content and would like to fold the journal into Chinese Physics in 1990.

    Baensch said 4.2% growth in revenue is budgeted for publishing operations. This can increase if we bring down our total losses in problem areas. His goal is 8-9% growth.

  3. Physics Programs
    Rigden reviewed the Physics Today budget (pages 33-35). He said PT has two problems: cost and scheduling/timeliness. Cost per page is $1,500. Staff requested 1,050 editorial pages for 1989, but this has been reduced to 900. They are budgeted for 1,000 pages of advertising, which means the magazine now is a little more than Y2 advertising. A reader survey is planned, at a cost of $20,000, as one has not been done for several years. Among other issues, they are interested in knowing the readers' attitudes toward the Buyers' Guide. The budget for 1989 shows $5,000 income for the Guide.

    Mailing costs are up, over which one has no control. Two big items are advertising expense and editorial management. The increase in costs from budget 1988 to 1989 is mainly in salaries. Two major causes: a) Hiring of a new assistant in the Washington office, and b) Managing editor position could not be filled at the budgeted salary, so the salary had to be raised.

    He noted the Physics News in 19xx insert in Physics Today, which is budgeted for $31,000. This was originally a publication for science writers. Lubkin wanted a higher level of writing, so it has become more technical. There is a question whether this should be removed from PT and distributed in a different fashion.

    Havens said the Physics News in 19xx was started to assist science writers. It now serves an entirely different function and has gotten much more technical; it does not now serve the needs of science writers as they are interested in this information for different reasons than physicists. It is not written well for physicists and is not written for science writers. The purpose needs to be redefined.

    Rigden agreed that it needs to be rethought. There are logistics problems. PT reserves the right to edit it, which sometimes leads to delays.

    Up to now the staff of PT has been able to focus on yon U.S. physics. But now we need to cover international news. Lubkin had requested a full time person in Europe, but this was not approved. He alternatively suggested four trips per year, with two weeks spent at a center. The travel budget has been raised to accommodate these plans.

    Frauenfelder said that PT is the only truly international physics journal, and he thinks we should make it more international. We should push to make it readable. The fact that an article is unreadable doesn't make it good. Physics News is still one of the few places where you get an annual survey of the subject.

    Rigden concluded by noting the Combined Statement of Physics Programs (page 3). There are no changes of significance; the budget is up 6% from 1988. There are some internal reallocations, and shifts in Washington. Another change is budgeting for a Public Information person with a secretary to be located in the Washington office.

  4. Finance and Administration
    Gilbert reviewed:

    1) Finance and Administration Branch (pages 103-120). Principal increases in the 1989 budget are in Salaries and Employee Benefits. New staff positions are shown on page 1 of the Personnel Budget tab. The Office of the Executive Director is prorated over all operations; the Office of the Secretary is charged to the Institute, and the remaining offices are prorated over operations on analysis of time.

    2) Building Maintenance (Summary Statement of Expense - page 112). In New York, the net rentable area is 49,400 square feet, resulting in an average rate per square foot of $23.04. In Woodbury, net rentable area is 65,000 square feet, resulting in an average rate per square foot of $25.68. The Institute's occupied space amounts to 114,400 square feet. Total value of rentable space is $988,000.

    3) Personnel Budget, which totals $14,600,000. New positions are minimal considering a total payroll of over 500 (582). New York employees: 146; Woodbury: 426; Washington: 10.

    Lazarus made the following motion, which was seconded by Wilson and, after clarification to include the full page makeup system, was unanimously CARRIED.

    MOVED that the 1989 Operating Budget of the American Institute of Physics, as depicted in the "Summary Statement of Operations" (Draft Budget, page 2) plus the authorized changes ($250,000) covering the full page makeup system, be approved.

10. 1989 Capital Expenditures Budget
Gilbert noted that the total 1988 capital expenditures approved by the Management Committee totaled $101,350, as reported at Executive Committee meetings through the year. Unexpended balance from the 1987 Capital Expenditures Budget totals $200,687, and the 1988 unexpended balance is $184,611.

The proposed 1989 Capital Expenditures Budget totals $713,874 including a contingency line of $50,000 for management expenditures under their ongoing authorization for approval up to $10,000 per item.

Havens made the following motion, which was seconded by Lazarus, and was unanimously CARRIED.

MOVED that the 1989 Capital Expenditures Budget of the America Institute of Physics totaling $713,874, as amended to include $275,000 capital expenditure for the full page makeup system, be approved.

11. Other Finance and Administration Matters

  1. Drexel Burnham Lambert Matter
    Gilbert referred to his 22 November 1988 memo to Executive Committee regarding AIP's involvement with Drexel Burnham Lambert. Following expression of opposition to our continuing involvement at the previous meeting, Gilbert attempted to contact Weaver (Chair of the Investment Advisory Committee) but has not yet gotten a response. Our two-fold involvement with them is in arbitrage, and with their investment data base and Asset Consulting Evaluator (ACE) program. He would be disturbed if we did anything different now; we would also lose our deeply discounted brokerage fees, and it would result in the loss of our comprehensive professional portfolio management consulting service (which is provided free of charge) in the following areas:
    1) Our complete investment plan which is currently in the ACE data base.
    2) Their recommendation of a portfolio manager appropriate for AIP's needs and objectives.
    3) Their monitoring and evaluation of the progress of our portfolio managers through their ACE reports, which contain charts and tables essential for reviewing relative performance.

    Frauenfelder said we will have to come back to this, as the Executive Committee will be under further pressure. There is nothing to do at the moment.

    Wilson said we still have an arbitrage account. He objects to this form of investment for AIP on financial and ethical grounds.

    Gilbert replied that Krumhansl (a member of the Investment Advisory Committee) has written a memo saying that he feels arbitrage is properly a part of a diversified portfolio. He said he would bring the issue to the Investment Advisory Committee at their next meeting.

12. Human Resources Matter - Compensation Survey
Gilbert said we need a consultant in this area. The market labor rates on Long Island are escalating and AIP is not keeping up; we are losing employees and having difficulty in getting replacements. Management has interviewed a number of compensation experts, and the proposal is to engage a concern called Organization Resources Counselors. Their quoted cost for a survey is $23-28,000. Braun pointed out the need to concentrate on Long Island, which would add $5,000 to the survey cost. They would be ready to start in two weeks after approval is given. He asked for comment from Baensch, as he had recommended this firm.

Baensch said he knows the organization by contact with companies he has managed. We need an experienced firm that doesn't have to be taught about publishing. They utilize selected members of the supervisors and managers to implement and follow through on survey and documentation. Participation of management is needed in a survey. AIP has previously increased salaries in publishing by titles which don't serve operations or management purposes.

The consensus was that management should go ahead with the survey.

13. Report of the Director of Physics Programs

  1. Status of Education Division
    Rigden said the Education Division is in place in Washington DC. The position of Director of SPS probably will not be filled until summer.

  2. Physics Academic Software
    Rigden said the IBM grant for this project has been extended through 1988; one-half the 1988 amount has been promised for 1989. John Risley has received 19 software packages; four currently are being edited for publication. He has hired an assistant and is excited about the program.

    Ford said 1989 will be a critical year in deciding whether to continue, and if it will be a self-supporting, revenue-producing activity. IBM argued that since it should be selling in 1989, they should not invest as much.

    Boyce asked how it would be marketed. Ford said an outfit associated with the University of Wisconsin--The Academic Software Library (TASL)--will handle the marketing and we are expected to do some as well, including advertising. The terms are about 50-50. The author receives 10%.

14. Report of the 4 November 1988 Meeting of the Committee on International Affairs and

  1. Recommendation to Establish the International Associate Membership Category
    Rigden referred to his 21 November 1988 memo to Executive Committee on International Associates. Rigden reviewed the background. The Executive Committee considered this new category of membership at its September 1987 meeting and recommended that the Governing Board amend the Constitution by adding an International Associates category.

    Governing Board action that year forwarded the motion to the newly formed Committee on International Relations for their consideration and recommendations.

    The Committee on International Relations met on 3 November 1988. They unanimously endorsed the concept of the International Associates category of membership, subject to two caveats:
    1) that the journal privileges extended to International Associates be limited to Physics Today and Computers in Physics;
    2) that the Criteria for Membership and the Privileges and Responsibilities, as outlined in Grant's 20 August 1987 memo, be made part of the Bylaws rather than the Constitution. [Ed. note: "Criteria ...” are included as Rules and are NOT properly a part of Constitution or Bylaws.]

    Rigden said if we can get International Associates such as the European Physical Society, and this should lead to subscriptions to Physics Today, it would open up advertising income from European groups.

    Wilson asked if this would undercut membership in any of the Member Societies. Shouldn't we encourage people to become members? Havens questioned this also. APS has about 4,000 members outside the U.S. and has a cooperative dues structure with the JPS and the EPS, but it is not advantageous for individuals to get journals by an external route. It is better to be a member and get access this way.
    Grant said this originated in the Governing Board, so the action of the Committee on International Relations will be reported to the Governing Board. If passed, it would mean a proposed Constitutional Amendment going to the Member Societies for their consideration.

15. Space Matters

  1. Woodbury - Rendering
    Gilbert said he had just received sketches (renderings) to be used to describe proposed changes to our Woodbury facility which he displayed.

    There was an informal discussion of the renderings. AIP Management had not seen these before. There was concern over the accuracy of the rendering, particularly in the location of the entrance and parking areas.

    Consensus was that the drawings must be clear and correct before they can be presented to the local taxpayers association. Ford will meet with the architect and get the proper drawings, and then make arrangements with the taxpayers group and the town.

  2. New York - Short-Term Solutions
    Ford noted the difference in rental costs and ownership costs. It should be a high priority to avoid renting space in New York City. Perhaps a medium range goal would be to move units to Long Island or Washington. Moving CIP to Woodbury avoids the need for more space in New York for the next year.

  3. Washington - Discussion
    Ford said rental of an additional 1,200 square feet in the AGU building has been authorized. He raised the idea of establishing a two-person Public Information office in Washington.

    He then asked, does the Executive Committee feel we should be looking at the purchase of a modest size building in Washington?

    Frauenfelder said he is unhappy about the situation. He wants to ask to propose an "ideal" solution by the next meeting. He could see that a small space in New York City is needed, and some place where labor costs are lower for bigger offices, and some small or medium sized building to include the library, in the Washington area. He is increasingly worried that the Institute reacts to situations. We have to look ahead. He would like an ideal solution for 20 years. There is no advantage to locating in two of the most expensive areas; in the U.S., labor and real estate costs are linked.

    Wilson agreed. We need to take a hard look. We need to move on a comprehensive plan fairly quickly and in the meantime do expansion where it is cheapest, consistent with our ability to function efficiently.

    Lazarus said the resident Societies have enormous equity in their continuity at 335 E. 45th St. The Institute is a consortium of Member Societies. We cannot ignore the people involved; a good staff is not easily duplicated. There is too much concern about real estate costs and not enough over what should be done for physics. Real estate and labor are not the only concerns. We may have to stop expanding; we need to constrain our operations realistically.

    Frauenfelder said he fundamentally disagrees with Lazarus. We have to seek the best solution.

    Ford said he is willing to come back with ideas. It will be done in consultation with the Member Societies, particularly APS.

16. Gordon & Breach Complaint
Ford referred to his 21 November 1988 memo to the Executive Committee which is an update on the status of this complaint. The first letter of complaint from Gordon & Breach Science Publishers was addressed to AIP in August; a similar complaint has just been addressed to APS. G&B has been informed that any settlement with AIP must involve a full release of claims against all parties (AIP, APS, and Barschall). Various possible means of resolution have been discussed. Ford said a copy of a retraction proposed by Gordon & Breach for AIP to publish was included here to show how far apart the two parties are. AIP is considering having only one attorney to represent all three parties.

Ford said he would like AIP to provide a backup commitment to contribute to legal expenses of Barschall if such help is needed. Havens noted that the Attorney General of the State of Wisconsin will respond to the letter to Barschall from G&B.

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

MOVED that AIP management is authorized pay the legal expenses for Henry H. Barschall if necessary in the event of a lawsuit involving his articles in Physics Today and the Bulletin of the APS.

Frauenfelder said we should agree that Ford has to consult with the Executive Committee. A settlement would have to be approved by the Executive Committee, and would have to involve all three parties.

Ford said he has stated this to the attorney but would like an action.

Wilson made the following motion, which was seconded by Havens, and after clarification, was unanimously CARRIED.

MOVED that AIP shall not settle with Gordon & Breach Science Publishers except in exchange for a release of all claims against AIP, APS, and Henry H. Barschall.

Ford asked in the event that G&B is interested in arbitration, should management come back to the Executive Committee?

Frauenfelder said "definitely, yes".

17. Triangle Coalition Project - Recommended Co-sponsorship
Ford referred to his 21 November 1988 memo to Executive Committee. The Triangle Coalition, of which AIP is a member, now wants to identify more specific ways in which the recommendations of their report on opportunities in education might be implemented and is looking for modest funding.

Ford recommends that AIP co-sponsor the proposed study, provide an AIP representative to its advisory committee (with expenses borne by AIP), and contribute $500 toward the cost of the study.

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

MOVED that AIP serve as a co-sponsor of the Triangle Coalition Study, as outlined in the letter from John Fowler, and provide $500 in support of that study.

18. Other Business

  1. New ATP Corporate Associate - Electrotopograph Corporation
    Ford distributed an application from Electrotopograph Corporation, Minas Ensanian Chairman, dated November 4, 1988, for Corporate Associate membership at the $500 category. Attached was a fact sheet on the Electrotopograph Corporation, located in Ceres Township, PA, and biographical information about its Chairman. The company has existed since 1972, and has 45 professional employees. It is a privately supported research firm working with the physics and chemistry of metallic solids and their surfaces.

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

    MOVED that the application of the Electrotopograph Corporation as an AIP Corporate Associate at the $500 per year dues level be accepted.

19. Future Meetings
Future scheduled meetings, as of 4 December 1988, is as follows:
16-17 Feb (5 p.m. Thurs - 4 p.m. Fri) Executive Committee, Chapel Hill, NC
**Note: the following four meetings will be held at the Key Bridge Marriott Hotel Arlington, VA:
30-31 Mar (1 p.m. Thurs - 12 N Fri) Assembly of Society Officers
31 Mar (a.m. Fri) Executive Committee (if necessary)
31 Mar {12:45 - 1:15 p.m.) AIP Corporation Meeting
31 Mar - 1 Apr (1:30 p.m. Fri - 1 p.m. Sat) Governing Board
5-6 Jun (5 p.m. Mon - 4 p.m. Tues) Executive Committee, New York, NY
7-9 Sep (9 a.m. Thurs - 12 N Sat) Executive Committee, Woods Hole, MA
**Note: The following meeting dates are now confirmed, and are different from those announced during the October 1988 Governing Board meeting:
**1 Oct (12N - 5 p.m. Sun) Executive Committee, Detroit, MI
**1-2 Oct (6 p.m. Sun - 5 p.m. Mon) Governing Board, Detroit, MI
**3-4 Oct (Tues, Wed) AIP Corporate Associates, GM Labs, Warren, MI

20. Executive Session
AIP staff were excused at 2:45 p.m. The meeting continued in Executive Session, reported in the official minutes only.

21. Adjournment
The meeting adjourned at 2:55 p.m.