Executive Committee of the American Institute of Physics
Minutes of Meeting
1. Convene – Roll Call
The meeting was called to order at 5:00 p.m., 12 December 1985, by Chairman Ramsey.
Members Present
Norman F. Ramsey, Chairman of AIP
Robert T. Beyer
Roderick M. Grant, Secretary
William W. Havens, Jr.
H. William Koch, Executive Director
David Lazarus
Melvin H. Mueller
Edward N. Sickafus
Jack M. Wilson
AIP Staff
Gerald F. Gilbert, Treasurer
Robert H. Marks, Director of Publishing
Lewis Slack, Director of Educational Programs
Bernard Dolowich, Controller
Paul A. Parisi, Manager, Special Projects
Lawrence T. Merrill, Assistant to the Director
Nathalie A. Davis, Assistant to the Secretary
For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they occurred.
2. Executive Session with AIP Officers
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Long Range Planning
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Personnel Matters
The first session consisted of an executive session with AIP officers present for the discussion. This is reported in the official minutes only.The meeting recessed at 7:10 p.m., followed by dinner at Halloran House.
The second part of the Executive Session, without AIP officers present, resumed at 8:45 p.m., lasting until 10:00 p.m. (Reported in the official minutes only.)
The meeting resumed at 8:30 a.m., 13 December 1985, in the Compton Board Room.
4. Report of the Secretary
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Minutes of 5-7 September and 20 October Meetings
The minutes of the September and October meetings were presented and approved by acclamation.
5. Review of the Draft 1986 Budget
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Operating Budget
Koch made introductory remarks to the budget presentation, referring to his distributed outline, which gives Highlights of 1985, characteristics of the budget, programs, and staff, assumptions for 1986, and projections beyond 1986.Havens, referring to a statement by Koch the previous evening, asked about the criteria used to set the salary budget. Koch said that a percentage figure was chosen and used in preparing this part of the budget.
Gilbert explained that the percentage quoted was a composite rate, consisting of a provision for a merit increase plus promotions, based on the prevailing gross salaries in the budget. He noted that the budget provides for four new staff additions, and that the total salary budget for 1986 includes part-time and overtime wages.
Havens asked the average increase for a continuing employee. Marks said the salary scales have to be carefully monitored, as we don't want to lose productive employees; it is also necessary to consider the relationship between AIP and other jobs. In reviewing an employee, the market value of an individual has to be considered. This is reflected in salary schedules that are competitive with the market in our area. Attention to this has resulted in lower turnover and improved performance.
Marks said that the larger percentage increases are made at the lower end of the scale. However, we can calculate an overall average for budgetary analysis and control. Staff could give percentages for various categories. Koch said it might be possible to take various salary ranges and calculate the average percentage of increase. Ramsey thought doing such a percentage for people after one year of employment would be useful.
Gilbert noted the discussions that take place in CESSE Finance and Administration Committee meetings regarding salaries. We are right in the middle of salary ranges. AIP has more longevity (low turnover) in senior positions than many organizations and this is a big factor.
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Assumptions for 1986 and Projections Beyond
Koch’s memo listed a number of assumptions for 1986, which were discussed throughout the meeting. One major change is the admission of AGU as a Member Society. He recommends that their dues be prorated at $1.00 for 1986.Koch said that plans for the DC space are progressing. He thought that AAPT and APS were interested in renting space.
Wilson said that he wished to correct the position of AAPT on possible rental of DC space. He earlier said that he would discuss this with the AAPT Board. They will appoint a committee to consider many space options.
Havens said that the APS lease on their present DC space expires 1 May 1986. They are prepared to move into the AGU space as soon as convenient, and will sign a commitment as soon as it is available.
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Summary Statements of Operations
Gilbert reviewed the format of the budget (page numbers refer to draft budget):
1. Operating Budget;
2. Analysis of Archival Journal Net Income;
3. Personnel Budget; and
4. Capital Expenditures Budget.He then turned to the 1986 Summary Statement of Operations (page 1). This statement includes activities for Member Organizations and depicts the total magnitude of the Institute's operations. Total Publishing Operations amount to $33,828,000; Total General Operations amount to $1,997,000; Other Operations amount to $6,240,000. The 1986 total is thus $42 million, as compared to a 1985 grand total of $36 million.
He then reviewed the Statement of Net Revenue and Expense (page 3). All figures given here are net figures, facilitating the budget review. This statement covers only AIP activities carried on for its own benefit. Turning to page 46, he noted that the net of $75,700 in the 1986 budget for Corporate Associate dues is about 3-4% lower than the expected net of $78,300 in 1985. The Corporate Associates Advisory Committee plans to review the price and gratis journal structure in 1986 for possible changes in 1987.
Page 47 gives Grants, Exhibits and Other Income. Grant activity is expected to be nil in 1986. Exhibits are expected to produce a net revenue of $37,500. The dramatic decrease in Other Income in 1985 and 1986 is due to the non-recurring 1984 unusual refunds of New York City Real Estate Tax and our telephone expense rebate. The 1986 total net revenue is budgeted at $157,000.
He then reviewed General and Administrative Expense. Included here is the computer changeover cost for testing of the AZTECH system. The UNIVAC will be used in 1986 until the new system is fully operational. Depreciation and maintenance costs for the UNIVAC ($82,000) will be absorbed by the Institute in 1986.
Gilbert then returned to page 3, to review the Net Operating Revenue, expected to be $1,865,800 for 1985 and to drop to $856,600 in 1986. This results from a 1986 decrease of $539,000 in revenue and a 1986 increase of $470,000 in expense.Net Investment Income projected for 1985 is $1,600,000, a large increase from the 1984 figure of $965,400. This resulted from two factors: 1) $2,300,000 was authorized by the Executive Committee for transfer from our short-term investment account to our long-term investments under portfolio managers, resulting in increased dividends and capital gains from the sale of securities; 2) AIP's unique cash management plan has enabled us to maximize investment income on our bank balances. The projections for investment income in 1986 are favorable; the best estimate is $1,500,000.
The budgeted net revenue for 1986 is $2,356,600.
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Publishing Operations
Marks reviewed this section, preparation of which involves careful analysis and review of the data. All of the operations are closely monitored by AIP's elaborate committee structure. There are big variables over which AIP has no direct control, e.g. published pages and erosion of subscriptions.He reviewed page 4 - Archival Journals (summary page). The budget figures can show actual 1984 and 3/4 of actual 1985, thanks to improved accounting procedures, and thus allow fairly accurate projections for 1986. Many additional pages were published this year. Reduction of page charges and reduction in subscriptions have caused some reduction in income. Subscriptions did not drop as much as anticipated.
Marks said that APL is not losing as many subscriptions as the other journals; it also has good honoring. JAP 1985 revenue dropped due to more pages being published. JCP income is about equal to 1984. Expenses are up due to out-of-house composition when the ATEX system had problems. JMP has no page charge income for 1986. He expects that reprint sales will help the revenue. PoF is increasing its pages. RSI had no page charges in 1985; the subscriptions and reprint sales make up the difference.
Gilbert noted that the summary statement shows the largest contributor to the archival journal income to be JCP. The second is RSI, due to royalties from the Soviets, which they translate cover to cover.
Marks reviewed the Soviet journals. These are difficult to keep on schedule, due to slow delivery from the USSR, then the translators. Many more issues were published in 1985, which accounts for the large jump in revenue. The overall program is profitable. The losers at present are Soviet Astronomy Letters, Soviet Journal of Low Temperature Physics, Soviet Journal of Particles and Nuclei, Soviet Physics – Technical Physics Letters, and Soviet Journal of Plasma Physics (which doubled in frequency and pages without notice). Staff is looking at what the price would have to be for these journals to break even. The price per page for these journals is high, almost at commercial levels. This year the Institute is offering combination prices for these journals and results of this new offer will be studied.
Chinese Physics is still in the red (subscriptions dropped slightly). The Chinese Physics - Lasers is now getting underway; the first issue will appear in mid-1986.
Marks then reviewed PT figures. Tile revenue has increased: $400,000 more for regular issues and increased income from the Buyers' Guide. The total gross was almost $3 million. The projected loss is $91,000 instead of budgeted $437,000. In 1986 the circulation will increase by over 15,000 (with the addition of AGU members). With this increase in circulation, the ad rates will be increased by 20%, which will increase the income. This year's PT income is based on keeping the present ad rates through September; the figure is a conservative projection. "Physics News in 1985" will be included in the January issue. One additional editor has been added, and it is hoped that this will ensure on-time publication. Cost and income for the Buyers' Guide are kept separate.
Regarding contracts for information services, losses are now about ~ $20-25,000. The staff expects this to show a 4% net income in 1986. CPI was close to breaking even in 1985, and expects to break even in 1986. GPAA has done very well for the first year, thanks to APS offering it free to their members. Responses to it have been good. CPM has four subscriptions. The expense is mainly royalties to the journals included in it.
The subscription price for SPIN was doubled and it now shows a small net. The FIZ revenue is up. The total net for information services is $40,000.
The DPASM had increased circulation. The problems with the new format have been noted and a task force is working on solutions. One complication was that the cover had to conform to APS bulletin standards to be mailed as BAPS. Information is needed on how different the cover can be and still conform to postal regulations.
Marks said the GPB is now done in Publications rather than by SPS. Page charges from the listed institutions are collected by Accounting, so the revenue is up for the first time. Institutions are listed only if they pay the charge. Slack said close to 100% of the possible institutions opt to be listed; it is very useful for them.
Sales of $400,000 for Conference Proceedings are projected. More focus is being directed toward direct mail marketing to increase sales.
Lazarus said that the AIP conference series is a small share of the total ~ conference market. Marks said it will take planning and marketing expenditure to get more proceedings. Production costs are very low. We have a lot of competition in this area.
The new Books Division has a wide variety of new books in production.
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Educational Programs Branch Operations
Slack said that considerable changes are contemplated as a result of the recommendations of the Committee on Educational Policy. The budget reflects a conservative attitude toward the possible receipt of grants to support these projects, although we will go ahead with grant applications as appropriate. NSF indicates no interest in manpower statistics, so funds will have to come from within the physics community. The History Division is now working on several proposals.Slack reviewed the budgets of the divisions in this Branch. Manpower Placement (page 48) has a budget about the same as last year's. Placement Centers are scheduled for more meetings in 1986. Items in the Statistics budget (page 49) are about the same, except for special projects. Page SO outlines these; the first is a survey of physics students in high school and beyond; data tapes are on hand for this, but the support is needed for analysis; the second survey is of high school physics teachers. Good data do not exist in this area.
In response to a question from Quinn, Slack said that present plans are for the latter survey to consist of two stages: 1) Design and testing of a questionnaire, using AAPT high school teachers, and 2) wide distribution and collection of data. He said that one of the difficulties will be in getting valid responses. The questionnaires have to be carefully designed.
Grant said that both the Manpower and Educational Policy committees feel that these are high priority items and AIP is the deciding factor in getting these done.
Quinn asked what the tasks are for AAPT and for AIP. Wilson said that AAPT is now developing a questionnaire and testing it.
Lazarus asked who would be running the questionnaires and who the consultants would be.
Slack said that William C. Kelly (AAPT) hopes to have a proposal detailed enough to submit to the NSF in December, although the funds are not anticipated. He has talked to the State Superintendent's Offices. There is a projected figure of $16,000 for a consultant to develop how to draw a sample.
Slack next referred to the History budget (page 51). A number of projects have been completed, and they are now preparing others. One of these is the International Catalogue of Sources for Physics and Astronomy. They are also contemplating a project on postware involvement of physicists in the development of science policy, using the Jason Group as a case study.
Grant noted the request at the CEP meeting for funds to be used for cataloging photos recently transferred from PT, and the CEP recommendation that funds be obtained from the Gemant bequest. He thought that a project such as this seems more appropriate for the History Division budget than for a special purpose fund. Wilson agreed.
Slack explained that the cost for this project would be $4,500.
The following motion was then made by Grant, seconded by Wilson, and unanimously CARRIED.
MOVED that the History Division budget be amended to include $4500 for cataloging the photo collection transferred from Physics Today.
Wilson asked about the contributions to the Center for History. Gilbert pointed out the figures on page S2, shown as a footnote, as this is not part of the AIP budget. Slack said that the income from the previous year determines the use for the next year.
Slack then reviewed the Public Information budget (page 54). This is essentially the same. Funds to support printing and distribution of the posters appear in another part of the budget.
The Education Division and SPS (pages SS and 56) are now treated as separate entities. Costs of the Division are charged to SPS and to the Directory.
Slack then reviewed the proposed Special Projects (page 57). 1) Senior staff education fellow. This would be a 1-2 year appointment, with the aim to have position permanent, but with turnover in personnel. There are many projects which need the special attention of someone like this in the Educational Programs Branch. 2) Visiting scientist program. This program was regarded as one of the most successful of the AIP/NSF programs. The current proposal was drawn up by Grant. The budget is based on 80 visits per year, with a net expense of $14,000. Colleges would make a contribution to offset program costs. Slack said they will make a proposal to NSF for this program, although it is doubtful that such funds will be forthcoming.
Slack reviewed Educational and Career Literature (page 58). Art work for the posters has arrived and is getting visibility in various ways. Funds in the budget are to provide for printing and bulk mailing costs.
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Finance and Administrative Branch Operations
Gilbert first reviewed the Administrative Offices (page 66, with details on pages 68-73). Total direct charges on the summary statement in 1986 are 7.5% higher than 1985. The Office of the Executive Director is prorated over all operations; the Office of the Secretary is charged to the Institute, and the rema1n1ng offices are prorated over operations on "an individual analysis of time" basis.Advertising. There are no significant changes in the 1986 budget. The increase of about 9% in direct charges over 1985 is spread through the line items.
Building Maintenance. A Summary Statement of Building Maintenance Expense covering both New York and Woodbury is given on page 76 (itemized on pages 77 and 78). The largest expense item is Depreciation of Building totaling $275,000. Rent on 216 East 45th Street is included in New York in the amount of $173,800. The bottom line reflects a rate per square foot of $15.73 for New York and $21.10 for Woodbury.
Office Facilities. Summary Statement of Office Facilities Expense, which includes Lunchroom and Personnel Division, is found on page 79 (itemized on pages 81-85).
Marketing Division. A revised Marketing Division statement was distributed at the meeting for clarification. 1985 projected salaries are lower than 1984 because of vacancies during the year. 1986 travel expense has been increased to provide for additional staff travel. Direct Promotion Expense has been increased from $228,600 in 1985 to $276,700 in 1986. AIP Conference Proceedings will be increased by additional conferences in 1986. The $20,000 line item for marketing of the Journal of Materials Research will be charged to the journal.
Dolowich reported that there are no significant changes in the Accounting budget. The data processing budget for 1986 is comparable to 1985. The UNIVAC is fully depreciated as of the end of 1985, so there will be only maintenance charges in the future.
Dolowich then reviewed the Fulfillment Division (page 87). In 1986, amortization costs for software will be added and microfilm costs dropped.
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Capital Expenditures Budget
Gilbert reviewed the Capital Expenditures Budget, which is presented in a new format. He noted the 26 November 1985 memo to him from Kranz contained in this section, which explains the items still open from the 1983 and 1984 Capital Expenditures Budgets. -
Approval of Budgets
The following motion was made by Lazarus and seconded by Mueller. Gilbert then read the changes agreed upon during the budget discussion, following which the motion was unanimously CARRIED.MOVED that the 1986 Operating Budget and the 1986 Capital Expenditure Budget be approved, as amended.
(See Agenda Item 6. B. for additional Capital Expenditure item.)
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Transfer of Excess in General Fund to Designated Funds
Gilbert distributed a handout explaining transfer of funds. The amount in the
Building Fund should at least equal accumulated depreciation (original cost) plus a
provision for inflationary costs. Estimated accumulated depreciation as of 31 December 1986:New York Building $1,760,000 Woodbury Building $1,040,000 Total $2,800,000 Both buildings are being depreciated over a 30-year period using the straight line method. Remaining period for New York building: 6 years; for Woodbury building: 23 years.
The amount in the Equipment Fund should equal accumulated depreciation of existing equipment with a provision for inflationary costs, plus a provision for additional equipment needs. Estimated accumulated depreciation as of 31 December 1986 covering the Institute's furniture and equipment is $3,000,000.
The amount in the Publication Fund should equal one year's publishing expense. The 1986 budget depicts the publishing expense to be $16.7 million.
Gilbert reminded the Executive Committee that since 1982 we have retained a balance of $200,000 in the General Fund and transferred the excess to the designated funds, according to designated percentages. If the current policy is followed for the 1986 budget, the following balances will prevail:Estimated Accumulated
Depreciation as of 12/31/86Building Fund $2,800,000 Equipment Fund $3,000,000 1986 Budget Expense Publication Fund $16,700,000 Totals $22,500,000 Designated Funds as of 12/31/86 Building Fund $3,000,000 Equipment Fund $3,000,000 Publication Fund $6,000,000 Totals $12,000,000 Lazarus questioned the need for a publishing reserve of $16.7 million.
Gilbert said the Governing Board has not yet officially adopted goals. The auditors will eventually expect this. These percentages reflect his thinking; he thinks they are reasonable. 'The IRS looks for guidelines in this area.
The following motion was made by Lazarus, seconded by Mueller, and unanimously CARRIED.
MOVED that the Executive Committee authorize transfers of the excess balance in the General Fund in accordance with the following percentages:
25% to the Building Fund;
25% to the Equipment Fund;
50% to the Publication Fund.
6. Report of 15 November Meeting of Committee on Publishing Policy
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Proposal for On-line Service - Change in Name
Merrill reviewed the formal proposal made to the Electronic Communications Task Force and the Committee on Publishing Policy for this concept. (The name must be changed from PHYSNET due to a previous registration of that name by Michigan State University, and nothing has been decided upon as yet.) [Following the meeting the name Pi-NET was decided on.] He itemized the five areas of activity that are now contemplated for this service (previously reported). The target is to go on line about 1 March for a 12-month project.Lazarus moved the following, which was seconded by Sickafus, and unanimously CARRIED.
MOVED that approval be granted for a pilot project to develop a Physics Information Network at a budgeted expense of $111,000.
In response to a question from Ramsey, Merrill said that GTE Telenet would be used initially for communications as it has many advantages and connections nationwide.
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ATEX Expansion for Physics Today
Marks noted the memo regarding completion of the ATEX expansion (Attachment A). The total cost for this would be $60,000. This will bring the system up to its full expansion. It will also add an additional storage disc to provide full backup.
The following motion was made by Lazarus, seconded by Havens, and unanimously CARRIED.
MOVED that approval be granted up to $60,000 for expansion of the ATEX system located in the Physics Today office.
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Copyright Protection for Data Bases
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Proposed Copyright Transfer Form
Koch stated that the present copyright transfer form has been used since 1977. A number of improvements have been discussed; the proposed new form has been worked through and approved by the Subcommittee on Copyright as well as by our legal advisor (See Appendix A). He would like to have this form adopted by the Executive Committee. It would then go to the Member Societies with a recommendation that they adopt it as well. It does not serve our collective best interests to have a variety of forms and copyright statements.The following motion was made by Lazarus, seconded by Beyer, and unanimously CARRIED.
MOVED that the proposed copyright transfer form be recommended to the Governing Board for approval.
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Proposed Downloading Policy
Koch noted Agenda Attachment A/c/2, which gives a proposed interim internal policy on downloading to permit organizations to capture information electronically from AIP's SPIN database and to retain it for internal searching and reuse (contained in Appendix B). In response to Quinn's question, Koch clarified that this is directed to Dialog, SPIN, and STN.The following motion was made by Havens, seconded by Mueller, and unanimously CARRIED.
MOVED that the proposed interim policy concerning the use (downloading) of AIP databases be recommended to the Governing Board for adoption.
(The meeting recessed for lunch at 12:40 and resumed at 1:20 p.m.)
- Proposed Letter to IEE
Koch reviewed the background: the Governing Board encouraged AIP to take steps to receive compensation for use of its abstracts. The draft letter to IEE (London) regarding this (distributed to the Executive Committee) has been reviewed by our copyright attorney, Charles Lieb. We need to protect our proprietary interests to the SPIN tape and to obtain royalties from INSPEC. This letter details the background and policy on this matter.Koch described the alternatives that this letter left open for IEE:
1) Accept the AIP position, or
2) Not accept it and rewrite the abstracts.Lazarus thought Chem Abstracts (STN International) should also be invited to comply.
Koch said the letter states that we will invite other organizations to comply. He proposes sending it to Rittberger (FIZ). As soon as the letter reaches INSPEC, the word will get around.
Lazarus made the following motion, which was seconded by Wilson, and unanimously CARRIED.
MOVED that approval be given to transmitting the proposed letter to IEE and other organizations concerning terms for use of AIP abstracts.
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Physics Journals for Developing Countries
Koch said he had recently received a letter from Colombia, which underscored discussion in the meeting of the Committee on Publishing Policy regarding physics journals for developing countries. The Committee recommends a policy comparable to that of APS.The following motion was made by Havens, seconded by Beyer, and unanimously CARRIED.
MOVED that AIP make a gratis subscription available for General Physics Advance Abstracts to any requesting physicist in a developing country. If the physicist is not a member of an AIP
Member Society, he must have the endorsement of a member to receive a free subscription. -
Status of Journals and Books Programs
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Elimination of Non-honored Delay for Archival Journals with Page Charges
Marks said the Committee on Publishing Policy had unanimously recommended that AIP eliminate the non-honored delay for its archival journals with page charges (JCP, PoF, and JAP). Presently there is a two-month limit on delays. There is no delay for APL.The following motion was made by Lazarus, seconded by Wilson, and unanimously CARRIED.
MOVED that AIP eliminate the non-honored delay for its archival journals with page charges (JCP, PoF, and JAP).
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7. Report from Other Advisory Committees
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Corporate Associates Advisory Committee
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Videotaping in October 1985
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Meeting in October 1986
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Solicitation of Funds for Joint APS-AIP-NAS-IUPAP Meeting in 1987
Koch said that the initial letters have gone out to the Corporate Associate~ regarding additional contributions for the IUPAP meeting. Of ten responses so far received, two have been positive.Merrill added that responses from some companies have indicated that such a request is sent on to another office for consideration.
Koch asked for any suggestions for fund raising. Ramsey and Lazarus said that AIP does not have the appeal of some specific programs or of the Member Societies. Quinn said that we could publicize regularly in AIP publications the fact that contributions to AIP are tax-exempt and that it is a good place to donate. A name credit for gifts could also be considered. Sickafus said that to go after corporate gifts, considerable appeal and well-thought programs are needed. Ramsey said that an item in PT about the Meggers, Gemant, and other special purpose funds might be useful.
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Change in Dues Structure for 1987
This will be discussed at the forthcoming meeting of the Advisory Committee.
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Constitution and Bylaws Committee
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Mailing to Societies
This material has been sent to the Societies for their consideration.
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ad hoc Space Needs Committee
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Long Range Plans for Building Facilities
Koch reviewed the background and noted his 12/5/85 draft report: Long Range
Plan for AIP Building Facilities, ae distributed to the Executive Committee.In the Executive Session, he had proposed two additional alternatives:
1) Muddle through; 2) Move everything to Woodbury.Havens said he thinks AIP expansion is leveling off. He would like a projection of AIP space needs. He suggests a meeting of the ad hoc Committee on Space Needs prior to the next Executive Committee meeting.
Lazarus said the ramifications and risks to the Institute resulting from a move need to be considered.
Havens said he would like a tax statement about the tax situation in respect to rental by a 50l(c)(3) organization to a non-comparable organization.
Koch said the state of the real estate market does not have an effect on AIP if the Institute tears down this building and erects another one, occupying the entire space. Havens said if we only use part of the space, it would affect it seriously.
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Rental of Floor in AGU Building
In discussing the question of rental of a floor in the AGU building, Koch noted the design, as included in the 3 December memo from him to the Executive Committee. The next step is to negotiate with Spilhaus. Two major points to be discussed: 1) Who would do the renovation?; 2) Who pays the renovation costs? Tearing down walls is not expensive but building offices is. The rental charge would be about $15.00 per gross square foot, plus utilities.Quinn said that a useful rule of thumb for renovation costs is about the equivalent of one year's rent.
Koch said the MRS called him recently, expressing interest in renting a DC office. They want to know the conditions, which we do not yet know.
Koch said instructions to management are needed to negotiate with Spilhaus and conclude an agreement.
Quinn estimated the costs at $75,000 per year for leasehold costs and amortization of improvements, plus what APS would pay.
The following motion was made by Sickafus, seconded by Beyer, and unanimously CARRIED.
MOVED that expenditure of up to $75,000 per year be authorized on a five-year lease arrangement for acquiring rental space in the AGU building in Washington, DC, such amount to include renovation costs for the space.
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PT Advisory Committee
This was not discussed. -
Committee for Public Policy
Slack reported that the CPP met on 4 December. They developed for approval by the Executive Committee a statement for adoption by the Governing Board regarding Freedom of Access to Unclassified Research Facilities.Havens asked what was to be done with this statement.
Slack said there is a committee of people from several government agencies (mainly the DoD) now developing the policy to deal with supercomputers. The CPP thought that although there was some advantage to issuing a statement dealing specifically with computers, more was to be gained by not limiting it to supercomputer facilities, but, rather, to generalize it to include all unclassified research facilities.
Quinn said a letter of explanation and background would be necessary when sending this to the Governing Board.
The following recommendation from the CPP was unanimously APPROVED.
THAT the Statement of Freedom of Access to Unclassified Research Facilities, prepared by the Committee on Public Policy, be submitted to the Governing Board for its approval via mail ballot.
8. Progress Report on Data General Computer
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Accounting Software
Dolowich reported that the major computer systems are now on the Data General, including the General Ledger, Accounts Receivable, and Accounts Payable. Staff is curr1ently working on a Single Copy Sales software design for the IBM PC. The work will be done by a small software house. It should aid the marketing effort. An AIP ~ programmer is working on the billing of Publication Charges and Reprints on the Data General. They do not want to put any more systems on the DG until after the subscription fulfillment system is operational. Gudes is helpful in developing tools to enhance the respons1e time. The APS is now using the DG computer for their accounting procedures; the transition has gone smoothly. The auditors had objected to detailed investment information in the general ledger. Staff is investigating programs which will enable us to do reports required for New York State annual taxes and to process the data on a personal computer. -
Subscription Fulfillment Software
Dolowich said the project is proceeding. The programmers will soon start working on conversion. We are trying to remove ourselves from heavy reliance on AZTECH. He distributed two handouts. The first shows the setup of the AIP S/F testing and conversion group; benefits of this will be to increase AIP knowledge of the programs, promote the training effort, reduce the man-months effort, and reduce dependence on AZTECH. He explained the procedures to be used for testing. The other handout depicted the major screens; he reviewed the uses of these. It is gratifying for staff working with this to see the results of their efforts. Agreement with AZTECH has been reached for financing through the end of February. At that time future arrangements will be discussed. The tests have been reasonable so far; AIP staff makes the first tests in
DC, then brings the programs to Woodbury for further testing. He expects conversion to take place in the spring.
9. Brennan Report on Fund Raising
Koch said this item was for information only. We need to develop sound fund raising programs, and he wishes to learn from the Executive Committee how they wish to proceed.
10. LAWPHONE Proposal
Gilbert said that AIP wants to benefit from its experience with employee relations. The head of Personnel thinks that, from her experience, the LAWPHONE idea would have great appeal to the lower income employees.
The response of the Executive Committee regarding this proposal was not enthusiastic. Gilbert said for now this discussion serves to furnish an awareness of a possible fringe benefit that may come up for discussion again in the future.
11. Plans for March 1986 Meetings of Governing Board, Executive Committee, Assembly of Society Officers, Briefing for Chief Fleeted Officers
12. Proposed Schedule for Executive Committee Meetings in 1986
Several members of the Executive Committee suggested the idea of holding the February meeting in DC, in the AGU building if possible. Koch will look into this with Spilhaus.
Koch reviewed the dates of forthcoming meetings, as given in his letter to Frauenfelder (distributed). They are as follows:
13 March (a.m.) - Briefing for Member Society Presidents.
13 March (aft. & evening) - Assembly of Society Officers.
14 March (before Assembly session) - Executive Committee.
14 March (a.m.) - Continuation of Assembly.
14 March (aft. & evening) - Governing Board.
15 March - Governing Board (concluding at noon).
13. Other Business
Grant made the following motion, which was seconded by Wilson, and CARRIED, following discussion. There was one NO vote.
MOVED that the Executive Committee authorize ~IP management to pay the expenses of one Member Society Officer (other than a member of the Governing Board) to attend the meeting of the Assembly of Society Officers.
Koch said that the program for the Assembly would be formatted similar to the last few years: a show and tell. For the Briefing for the president and the presidential chain of the Societies he proposes one special focus. This year he suggests dealing with PHYSNET [Pi-NET], or the potential of the new SF system.
14. Executive Session
The executive session started at 3:00 p.m., with AIP staff excused, then asked to return briefly.
15. Adjournment
The meeting adjourned at 3:35 p.m.