December 15, 1981

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order at 7:50 p.m., 15 December 1981, by Beyer, on behalf of Chairman Ramsey, whose arrival was delayed by air traffic.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Peter B. Boyce, AAS; Robert T. Beyer, ASA; Joseph A. Burton, APS; Jenny P. Glusker, MAL; John C. Johnson, Secretary; William H. Kelly, AAPT; H. William Koch, Director

Absent

Charles B. Duke, AVS

Nonvoting Participants

Arnold Feldman, AAPM

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Lawrence T. Merrill, Assistant to the Director; Cecelia M. Brescia, Administrative Assistant to the Director (16 December only); 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. Minutes of Executive Committee Meetings of 10-12 September 1981 and 14 October 1981

Johnson noted corrections in the draft minutes of both meetings and Glusker also noted items for correction in the draft minutes of the 10-12 September meeting.

After those modifications to the drafts and upon call of the Chairman Pro Tem, the Subject minutes were approved by consensus.

3. World Science and Engineering Communication Center

Chairman Ramsey introduced this item and Koch introduced the guest speakers: Burton Edelson, Senior Vice-President, Comsat Corp., and James Harford, Executive Secretary, AIAA.

Edelson referred to the Subject proposal, contained in Agenda Attachment A, and his desire to acquaint AIP with the concept. Two current problems faced by AIAA and, apparently, AIP and other scientific and engineering organizations are 1) being snowed under by journals, reprints, and other paper work; and 2) the necessity for meetings and travel for presentation of material and exchange of information.

Two proposed solutions are 1) to reduce the need for information, or 2) to find a better way to handle it. AIAA proposes that these societies band together to form some kind of network to distribute this information, and AIAA has taken the lead in proposing this.

Harford showed a series of slides illustrating a satellite uplink and its chain. Present and anticipated area members and people using the information system were shown. Edelson stated that the AIAA Board of Directors had voted to support the concept. Its management was authorized to follow through and contact other societies. Gavin (President, AIAA) recently made a presentation to the Board of AAES; they voted to examine a network. He extended an invitation to AIP to join in the effort to form a task force to consider this proposal.

Ramsey stated that his initial reaction is unfavorable. He does not find it surprising that medicine is ahead of physics, as they have more money and more diverse applications; it is a more obvious thing for them. Another problem in his opinion is that it is very hard to predict what is the right system. Any single venture may fail; success is not automatic. It will eventually work with one system at whatever is the right time.

Harford suggested that they would like AIP to nominate someone to join the task force. They would like to assemble this group in mid-January and have the first meeting the end of January. No cost has been determined as yet.

(The meeting recessed at 10:20 p.m. and reconvened at 8:30 a.m., 16 December 1981, in the Compton Board room at AIP headquarters.)

4. Report on AAPT Executive Board Retreat

Kelly reported on the Subject retreat held last summer with about 25 people, at Stevens Point, WI. The purpose was to consider what the role of AAPT is now and in the future and ways of pursuing this role. One of the ideas which emerged was that AAPT has a unique role in the physics community in the area of education and has a responsibility to every group in this field. It realizes that AIP plays a central role and it should support AIP in this kind of activity. The various activities of AIP were considered as to which were of most interest and which of lesser interest. These are discussed in Agenda Attachment B, p.9-10. AAPT looks forward to strengthening its ties with AIP in the areas where activities are too large for one organization.

Boyce commented that AAS shares this feeling, in the areas of communication and dealing with the public. An awareness of what other organizations are doing and how these things are working is important.

Koch noted that all the Member Societies see the need and desirability for computerization. There is a concern that if societies like AAPT encourage other societies to join their functions, this could weaken the benefits which have accrued from AIP in the past. Kelly responded that if certain things can be done better by individual organizations, they should do this; relationships can be expected to change. Koch commented that the Institute recognizes that one of its functions is to do things which can be better done by a central organization, but a basic problem is that the societies are both clients and bosses; therefore, setting up joint society activities by an individual society is a conflict of interest for that society with AIP.

Burton suggested that rather than one large central computer facility, it might be better to distribute activities, as the AAPT operation seems to be attempting to do. Koch noted that the AAPT facility is a very small operation, and while one can learn from it he hopes it will not result in stagnation nor keep AIP from moving forward with its computer implementation.

Boyce noted that this AAPT activity should be taken as an indication that all is not well at the moment and that there are some reservations about how well AIP can implement the planned new computer system.

5. Recommendations of Publishing Policy Committee on Copying Fees

Koch referred to Agenda Attachment C which contained recommendations on photocopying permissions and copying fees, addressed to the Executive Committee and previously considered by the Publishing Policy Committee. This Committee on 17 November 1981 voted unanimously to recommend to the Executive Committee that these recommendations be approved with certain additions, as noted in their memo of 25 November (contained in Attachment C).

It was decided to consider the three points of the Publishing Policy Committee memo separately.

The following motions were made by Kelly, seconded by Beyer, and carried unanimously, with Burton abstaining.

1. MOVED that copying fees be charged for any reproductions made for sale, recognizing the exceptions in Sections 107 and 108 of the Copyright Law. This will necessarily require that the CCC prescribed copying fee be printed on the first page of each article and/or a direct licensing agreement be made.

2. MOVED that copying fees be set for each journal for 1983 and thereafter with a view toward providing income at levels that will partially offset subscription losses.

The third point was discussed further. Ramsey suggested that it could be approved in principle, subject to legal consultation and consultation with Member Societies.

After further discussion, the following motion was made by Kelly, seconded by Boyce and passed unanimously:

MOVED that the AIP Management Committee, after discussions with the AIP Publishing Policy Committee, the AIP Executive Committee, and others, develop a photocopying permissions policy statement that clearly delineates the kinds of photocopying AIP permits without permission or payment of the fee printed on each article. This statement, once it has been reviewed and approved by the AIP Executive Committee, will be printed in all AIP-owned journals.

6. Report on Unionization Activity

Koch reported on the unionization activity and vote, which had taken place since the last Executive Committee meeting. The activities culminated in a vote pro or con unionization on 10 December by 204 eligible voters (including the six professionals). 26 of these votes were challenged by the union when the employees presented themselves to vote. The count without the challenged ballots was 90 votes against union representation, 82 votes for. Five of the six professionals voted to be represented by the union and presumably the union will be certified to represent them by the NLRB.

The union has five days after the election to overturn it. The attorney will call the NLRB on 16 December to see if the union has registered a complaint. The next six months are critical, as in this time the union can hold up examples of unfair labor practices. The union cannot, in principle, return to attempt to unionize AIP in the next one-year period.

Koch reported that there were three basic complaints registered in meetings he held with small groups throughout November, in order to hear complaints and to answer questions, namely:

1. Salaries,
2. Voice with management, and
3. Harassment from supervisors.

Koch noted that 60% of the New York Publication Division didn't move to Woodbury, which created a large group of new employees. Some ideas for improved relations are: 1) staff newsletter, 2) manager and staff advisory committees, 3) working directly with supervisors for improvement, 4) making careful salary surveys and adjustments as proper, and 5) avoiding unnecessary layoffs.

In answer to Glusker’s question concerning the proposed staff advisory committees, Koch replied that he plans to meet with representatives (not supervisors) to get suggestions, develop a staff newsletter, and better inform employees of fringe benefits.

Burton asked about the six professionals a majority of whom had voted for the union. Koch replied that professionals are treated differently in union activity and that at present, these six people are officially a union; when considering these people for salary reviews, management has to go to the union and discuss any proposed merit increases they want to give.

The proposed new techniques for communication at all levels will be set up for the New York City employees as well as for Woodbury. Management will have to increase the time they devote to personnel matters.

In response to Burton's question, Koch responded that the union involved is Local 406 of the International Printing and Graphic Communications Union-AFL-CIO (the Nassau County Printing, Pressmen's and Assistants' Union).

Kelly commented that he thought management response is a good thing. Beyer said that it is essential to carry through on promises. Koch assured the Committee that much more attention will be given to these questions.

7. Bequest of Herbert S. Polin

Slack reported that AIP was named as the legatee in the will of Herbert S. Polin (deceased in 1979). Polin had owned a consulting lab in Switzerland. The final settlement has not been received and there were no assets transferred from the lab. Slack on short notice selected a number of items from a storage warehouse, including 20 boxes of books, various instruments, and a number of drawings and prints. Some of the items were discarded, some were given to a local college, and some were kept by AIP. The final value of the assets after deduction for all fees and costs is $8820.01. The report is only for information at this time.

Beyer suggested making an acknowledgment of this material, as a matter of public record, and Burton suggested a general expression of appreciation, perhaps in PT. Slack commented that his obituary was published in PT. Glusker suggested putting a special plate in the books; Slack replied that there are plates which allow for noting the donor.

8. Progress Reports

1. Accounting Systems Improvement Plan

   Dolowich distributed copies of “Function Planning, Appendix C: Accounting System Improvement Plan, Section 3” which is the Proposed Action Plan indicating the implementation schedule for proposed tasks. He has spent the last three months initiating systems and training personnel in the revised procedures. He reviewed progress in all areas. June 30 statements have been backed up by the general ledger. The September 30 statements have been completed. A program has been written to print the general ledger in quarterly supplements if required. The schedule has been altered slightly to fit with the audit (end of March). It is planned to close the books monthly by the end of April. It is intended to eliminate the general ledger bottleneck.

   The area of accounts receivable shows the most progress. Advertising accounts receivable and publications and reprints accounts receivable have been converted. Collection procedures have been initiated, and are 75% complete. MCI and SPRINT procedures for telephoning are being implemented; a 30-hour employee has been hired and has been successful in collecting very old receivables.

   In the area of payables, a combination voucher is now being used; thus expenses are readily being posted. The staff is being educated on accounting codes to facilitate paperwork; these are now being used on purchase orders and purchase requisition forms which are being revised.

   In the payroll department, use of ADP has been completed. An analysis of Blue Cross expense via ADP is being conducted. Major medical coverage will be converted and implemented after the January rate change. For personnel records, the input forms have been prepared and given to ADP for reporting. Fringe benefits are more complicated and will take longer to put on the ADP system.

   The area of fixed assets is one of the most troublesome; a printout is now being done to find out where we stand. Auliano and his staff are revising the programs in order to input the data from New York.

   For cash flow, the depositary account at Woodbury has been implemented; the lock box at Bankers Trust is also in use. It was noted that the bank in Woodbury cannot always handle large volumes so sometimes it is necessary to bypass it. The incoming cash is now monitored on a daily basis.

   The goal set for job orders has been delayed to April 1982. The aim is to centralize control and eliminate small job orders.

   The system is being documented and a manual is being prepared which will be updated as needed. Personnel changes are being handled as needed.

   Gilbert noted that the priority item is subscription fulfillment.

2. Request for Proposal for Software and Hardware for Subscription System

   Gilbert distributed copies of a sample letter which was sent with the RFP on 18 November to 13 possible vendors. Acknowledgment has been received from Grenier, who will estimate on it; negative responses were received from Business Controls Corp. and T & B. Computing. Grenier is experienced in subscription fulfillment; their president had a tour of Woodbury and indicated a firm interest.

   Boyce indicated that the Computer Needs Committee had not yet seen the Appendices. Ramsey suggested sending the Appendices, which were omitted from the Agenda Attachment E, to the Computer Needs Committee.

   Burton asked if the Committee had considered the RFP for a new computer, and if they had decided that this was the way it should go, since there is always the question of a large computer versus small systems. Boyce replied that given the large volume of non-member subscriptions, the system cannot be broken down. The Committee is proceeding on the basis that APS would like to have AIP continue to do its work. The point was made in the preliminary discussions that the system must be able to communicate with the Member Societies. Ramsey commented that the proposed AIP large system will allow for a number of options and that since it is late to introduce these questions, a meeting is needed soon to confirm the direction to be pursued.

   Boyce thinks that the proposal chosen by AIP management is a logical one and the Committee wants to assure that it will have the needed capability.

9. Consideration of the Proposed 1982 Budget

1. and b. Introduction and Assumption for 1982 and Projections Beyond

   The introduction was made by Koch who distributed a handout which contained summary statistics for 1981 and 1982 budgets. He first commented on critical activities in 1981, including accounting problems and the hiring of a Controller. A major change was the subscription price increase of 60%, which he thinks will have a positive result. Prorations have been addressed and need more attention. The IRS threat was solved positively, but the NYC real estate tax is still a problem. Special projects in 1981 included the 50th anniversary, Corporate Associates special meeting, Physics Vade Mecum, and the Graduate Programs book. Problems of managing two facilities have been demonstrated, particularly with substantial production activity. Great progress has been made in converting from typewriter to computer. Koch commented that interaction with other societies is essential, for purposes of comparing with them and with other suppliers. The investment in a computer is small compared with the investment needed in Staff salaries. There is a concern to do better inside than can be done outside. The Institute is sensitive to the fact that it has very little cash reserves; it is equipment and building “poor.” The substantial increase in subscription rates was designed to develop reserves.

   Management thinks that we need to emphasize the problems of non-publication programs such as the Center for History, Placement Service, and Public Information. These programs are consumers of money from the archival journal program. A renewed effort is needed in working with the Societies and considering the member assessment charge. APS is the major benefactor of these services; they have indicated that they would be willing to increase the member charge. The $1.00 charge was started in 1968.

   Koch also expressed concern about the continuance of the TV programs once the NSF funding stops. In noting other considerations which need to be addressed, he mentioned that other societies are actively developing their membership and encouraging various groups to grow. He thinks that the physics community has not addressed itself to this. There is a need for non-publication activities to assist in this.

   AIP staff was not increased this year and staffing is not planned for peaks, but rather freelance and overtime work are utilized to take care of this. UNIX and ATEX are going full speed ahead. The plan with ATEX is to have full utilization in two shifts.

   There have been modest salary increases and there may have to be some upward adjustments. Intensive reviews of salaries have been done in the last six months.

   Subscription decreases are expected to reach 10% in all subscriptions as a result of the price increases. No real recession in advertising income has been seen. There are no changes in page charge magnitudes.

   There is a need for greater financial commitment by the Societies. There are really no direct investments by some Societies for services from which they benefit. The secondary services need to be reevaluated, with consideration taken of AIP's production capabilities.

   Publishing salaries need reevaluation. Hard data is needed, and it is important to retain staff in order to be competitive. New journals need time to pay for themselves; this also applies to staff salaries.

   Glusker asked if there is any contingency planning. Koch cited the need for a five-year budget plan. It is hoped next year to have budget projections for more than one year. Ramsey mentioned that this is one reason for building up reserves and Koch added that there is a need to build in a little extra to account for these possibilities. Glusker commented that subscriptions are a serious problem if federal funding is cut; libraries won't have funds for subscriptions.

   Burton mentioned the matter of liquid reserves. Transfer of funds from reserves can only be made by action of the Governing Board. He would like to move that Member Society dues be increased but wants to include in the motion that other Societies be receptive to it, and asked how other Member Societies would feel about an increase.

   Beyer felt he would get a moderately chilly reception from ASA. A number of its members are on the biological side of acoustics and don't benefit too much from the physics aspect. Feldman said that Bob Wagoner of AAPM took a private survey of members on their feeling about belonging to AAPM; the concern was with what they were getting, not what they were paying. He thinks it is fair to increase the amount.

   Koch asked if some Societies would be willing to increase dues by a certain amount, without worrying what the other Societies would do. Burton thought the APS would be willing to increase the assessment from $1.00 to $2.00, and wondered if the question of the increase could be optional; he suggested that this be discussed by individual Societies. Gilbert pointed out that the amount of $1.00 is in the Constitution. Ramsey felt that it was not wise to have a fixed amount stated in the Constitution. Burton suggested asking the Societies if the constitution provision should be changed.

   After discussion, the wording of the motion was arrived at by Ramsey.

   The following motion was made by Burton, seconded by Beyer, and unanimously passed.

   MOVED that the Societies be contacted to solicit their views on a) changing the constitution to remove the designation of a specific sum as an annual contribution and alternative action be delegated to the Governing Board for approvals; b) a voluntary contribution of an additional $1.00 per member by different Societies as an interim measure.

3. Fiscal Information Reports and Summary of Budget

   Gilbert gave a general summary of the budget, noting that, in the interest of consistency, it was prepared in the same format as the 1981 budget. He reviewed the magnitudes on the summary statement of operations. These are $21,778,000 for publishing operations, $1,387,000 for general operations, and $4,435,000 for other operations, giving an overall magnitude of $27,600,000. Sources of revenue are as follows: AIP: $13,700,000; Societies: $12,000,000; and IOP: $1,900,000.

   He then highlighted and commented on major budget items of income and expense. He emphasized that the 1981 projected investment income is $400,000 over budget. This excellent showing is the result of prevailing high interest rates and a vastly improved cash management plan with Bankers Trust Company. The bottom line of the 1982 budget reflects a projected 1981 net income of $479,550 and a 1982 net income of $631,500.

4. Publishing Branch Operations

   Subscription figures were based on the renewal billing, as of August. From 1980 to 1982, there was a drop of 14% in archival journals. In translation journals, the subscriptions are also slowly decreasing; there is a 25% increase in the subscription rates for 1982. Another factor in calculation of the net is the number of pages published since these figures are used as a basis for proration. Marks noted the increase in paper costs; acid-free paper is being used on a selective basis. He noted that one reason for the large increase in subscription rates was to hold down page charges.

   Beyer asked, concerning the Soviet translation journals, if the budget of 1981 allowed for a reduction in pages from 1980. Marks answered that the problem of published pages with this type of journal is timing. AIP allows six months for the journal to come and to get it translated, but there are often delays. The auditors say that only journals which have come out prior to the end of the following January will be allowed. The amount of net is determined by the number of journals produced and mailed. Priority decisions between archival journals and translation journals favor the archival journals. It is necessary to look at each translation journal and to see how many issues were produced. Beyer felt that the budget figures are not useful and would like data on subscriptions by the time of the meeting of the Translation Board. Gilbert said this is readily available from the distribution sheets.

   Marks reported that the PT advertising sales continue to increase. Our estimate on the number of advertising pages that will be sold is conservative.

   Marks distributed a handout on secondary services (pages 30a and 30b of the proposed 1982 budget) and explained the breakdown. Indexing charges are part of the item called prorated editorial mechanics.

   Burton commented that APS still has a number of questions on details of secondary service charges and wants to discuss them with AIP Management. He noted the motion at the September Executive Committee meeting that the entire secondary information program be reviewed. Koch suggested that Management work with Burton over the next two months and present these ideas at the February meeting. Burton noted that he cannot approve the budget without knowing that there will be a review, but he can approve it on that condition. He noted that it appears that projected expenses on page 30b do not cover the full costs of DOE and FIZ. It was noted that there are only eight subscriptions to SPIN. He asked what the Lockheed royalties are. Marks answered that Lockheed pays our standard license fee of $100.00 plus royalties based on subscriber use.

   Koch said that it is hoped to stop the SPIN tape this year and make it part of a comprehensive tape (Physics Briefs). Burton called that a fine objective but felt more details were needed.

   Beyer asked about royalties of INSPEC tape. Marks replied that he thinks there has been a lot of royalty income from INSPEC. The SPIN tape does not have comprehensive coverage, whereas the INSPEC tape does. FIZ has not yet produced a tape, but as soon as they do AIP will substitute the FIZ tape for the SPIN tape. AIP must make sure that Physics Briefs is a viable concern, as it now appears to be. There are now 600 subscriptions to Current Physics Index; many of these can be converted to Physics Briefs.

   Koch added that the present publisher of Physics Briefs (Physik Verlag) is interested in having AIP do production of Physics Briefs in the U.S., as they recognize that AIP is more capable of doing it than they are. Ramsey commented that this matter takes a lot of time for resolution. Marks said a lot of work has gone into Physics Briefs and the value of the new operation has been proved; the missing volumes indexes are now being delivered. Great progress has been made by AIP in the sale of abstracts on tape, and we anticipate increasing the charges to FIZ and the DOE in 1982.

   Concerning the Current Physics Microform (page 32 of proposed budget), it was not possible to develop more than seven subscriptions for what seemed to be a good product. Burton questioned whether this product should be discontinued. Marks answered that the price will be increased in line with the new higher journal prices. The present subscribers apparently value having all AIP and Member Society journals on microfilm. Marks asked for approval for the price increase. We will renewal bill subscribers on the basis that it will not be possible to continue if all the subscribers do not renew.

   The following motion was made by Kelly, seconded by Beyer and carried unanimously with one abstention (Burton):

   MOVED that the proposed price increase for Current Physics Microform be approved.

5. Educational Services Branch Operations

   Slack discussed Manpower Statistics, and noted a new manpower book is coming out, probably in summer or fall. The budget has included an increase in the amount requested for data processing, which would be used for 1) analysis of federal tapes and NSTA tapes and 2) exploration of how we can make use of computer graphics. Upon question by Boyce on where the data base is being done now it was reported as Columbia University and Brookhaven, with a terminal at headquarters for access. The division is exploring how Manpower and the Center for History of Physics could use this capability jointly.

   Regarding Manpower Placement, a considerable number of registrants have been dropping out of the register because of the newly-established use charges. Boyce commented that he would like to see a summary of the effects on the usage of the system, but Slack said he was not sure that an evaluation of the January data would be meaningful, since there may be more impact due to moving the meeting from the East Coast to San Francisco than from the fee schedule. It is the staff's view that the leaner list of registrants better represents the serious job seekers.

   In History of Physics, the 1982 expenditures will probably be under the budgeted costs, as was true last year. There have been considerable monies from outside, so that the total for 1982 will be $105,000, of which $75,000 will be spent on the Solid State History project, since money for the History of Physics has greatly decreased from the federal government and it must come from other resources. Ramsey commented that it would be good to point out this fact when soliciting funds.

   Concerning Friends of the History of Physics, monies shown are based on those collected during the semi-annual fund drive of the previous year because this is a known figure. The endowment for the sum of these activities is over $250,000.

   In Public Information, the substantial difference is due to the fact that the TV news project grant expires at the end of February. Discussions with AAAS are now going on regarding possible cooperation, since the division hopes to maintain capability and assist others in doing this, and AAAS has apparently decided they will put considerable resources into TV programming. The budget also includes a number of seminars for science writers. Burton commented that on the subject of the science seminars, it would be appropriate to ask APS and maybe AAPT to share the expense of these.

   Upon questioning by Glusker about radio, Slack replied that the 11th record for use by radio stations has just been produced. Special interest stations are being contacted as possible users of this material.

   The Society for Physics Students costs are about the same except for increased mailing costs.

   The Directory of Physics and Astronomy Staff Members will be published next year, since it is now biennial. Ramsey asked about the cost since it is now biennial and Burton wondered if there might be a consideration of making the Directory a simpler thing to keep the price down. Slack answered that Shea had looked into this (it is now 411 pages). If government labs and certain other items were eliminated, it could be reduced to 248 pages; however, the price would be estimated to stay the same, i.e. about $60.00. Alternating the Directory with the Graduate Program book has been contemplated as a means of decreasing costs.

6. Fiscal Branch Operations

   Gilbert reviewed the items in this section of the 1982 budget proposal and noted that building maintenance is included. He also noted that with the NYC space cost item, the NY building cost is now $13.49 per square foot; it would drop to $10.42 per square foot if the tax were revoked.

   In the Accounting area (page 55) appears a large sum in data processing, due to improvements in accounting. There are no changes in Fulfillment costs.

7. Discussion

   Johnson reported that he had spoken by phone with Duke, who could not be present at the meeting, and Duke had said he had no special reservations so he would support the budget as presented.

   Burton mentioned a December 3 letter from Marks to APS concerning prorations. He distributed copies of his reply to those present. Quoting from the letter, “The modifications suggested for 1981 and 1982 represent a constructive improvement. However, we still have questions about the arrangements for 1980, and about the Secondary Information Program.” The things Marks proposes for 1981 and 1982 are very nice and APS is very appreciative; however, Burton wants a discussion on secondary services as previously noted.

   The following motion was made by Kelly, seconded by Boyce, and approved unanimously by a show of hands, except for Burton who abstained on the delineated points:

   MOVED that the proposed 1982 budget be accepted.

10. APS Letter on AIP Secondary Information Services

This was discussed under Item 9g.

1. Pricing of Current Physics Microform (CPM)

   This was discussed under Item 9d.

11. Status of Tax Matters

1. NYC Real Property Tax

   Gilbert distributed copies of a November 19, 1981, letter from Agar of Windels, Marx, Davies & Ives concerning tax exemption for The Asia Society. He read the letter, noting that The Asia Society appealed and received a favorable decision. Gilbert then referred to an October letter from the AIP attorney and said that lf AIP is to go to the courts it would have to be begun before the end of January 1982. The Swedenborg case to which Judge Shorter referred is important, since it takes a narrow concept of education, but is used as a reference.

   Koch pointed out that the Institute is exploring legal experts who are specialists in these affairs. Lehrfeld (AIP's tax attorney) has put him in touch with a law firm in New York City with which he will meet next week. Also, Weinbaum (real estate broker) has recommended a law firm, and Koch stated that he would like an expression of support from the Executive Committee on a lawyer and litigation.

   The following motion was made by Beyer, seconded by Kelly, and unanimously approved.

   MOVED that the Director be authorized to proceed with an appeal in litigation in court, which will be reviewed subsequently before the next appeal.

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

2. IRS Unrelated Business Income Tax

   Gilbert distributed copies of 1) a form letter from the IRS which stated that a bill for any additional tax plus interest would be sent and 2) a report of examination signed by Doman with the note that AIP's exempt status under section 50l(c)(3) of the IRS Code is to be continued. Gilbert stated that Doman finished the audit in early November and at the time of his departure said, “I don't expect to see you again.” Gilbert reviewed the adjustments with Lehrfeld and signed off. AIP agreed to a settlement of $19,000 plus interest for the calendar years 1974-1979.

12. Status of Chinese Physics

Koch reported that Metzner is now working for Elsevier and AIP wants to find a new managing editor. There are now 71 subscriptions to Chinese Physics; 300 are needed to break even.

Discussions are continuing with Hr. Yeh, the reluctant publisher in Peking. Koch will propose that we market the Chinese Journal of Acoustics, which will be out in Chinese and English in January of 1982. This would be on the condition that he sign an agreement with AIP and receipt of royalties, as two other Chinese publishers have done.

13. AIP Contributions to TIAA-CREF for Over-65 Employees

Slack reported that there is not yet full data from TIAA-CREF. He proposes that more information be obtained for Executive Committee consideration in February.

14. Society Consortium Meeting in Chicago

Marks reported that Lockheed is in financial trouble and wants to sell Lockheed Dialog. A group of society representatives met on November 12 to discuss the possibility of joint purchase. It is speculated that they want $50 to $100 million for it. Probably the only company which could meet this price is Chemical Abstracts. Lockheed Dialog is a profitable operation. This report was for information only and not a request for action.

15. Planning for March Meeting of Governing Board and Assembly of Society Officers

Koch proposes that the Assembly of Society Officers meet on 26 March prior to the Governing Board meeting. He feels that two useful topics for the program might be: 1) the network proposed by AIAA and 2) discussion of secondary services.

Burton expressed skepticism about the network but offered a suggestion: a discussion of electronic publishing. Boyce said there are a number of questions regarding AAS and AAPT computer use that would be useful for discussion; Burton agreed. Koch said a discussion of the receipt of author-prepared material for UNIX and ATEX could also be useful. Kelly suggested a discussion of the crisis in scientific education, not limiting it to physics but a broader discussion.

1. Authorization of Payment for One Society Officer to Assembly

   Koch said authorization from the Executive Committee is needed for this payment.

   The following motion was made by Kelly, seconded by Beyer, and unanimously carried.

   MOVED that the Executive Committee authorize payment for one Society Officer in addition to the Governing Board member(s) from each of the Member Societies to attend the Assembly of Society Officers.

   In relation to discussion of meetings, Koch mentioned that the October meeting of the Governing Board is usually held in conjunction with the Corporate Associates meeting. It has been suggested that this be held at Sandia Labs. He has talked with John Galt (vice-president of Sandia) and plans to go there with Merrill in the end of January to consider arrangements. The Corporate Associates Advisory Committee meeting in February can finalize this as a site.

   Koch proposes having a separate Governing Board meeting this year, to be held in New York, because of the substantial expense to AIP if it should be held in NH. There seemed to be no negative reaction to this idea, so dates will be set with the Corporate Associates. Koch is suggesting having the Governing Board meeting more toward the end of October, one week after the Corporate Associates; however, Kelly thought it not a good idea to have these meetings two weeks in succession.

16. Next Meeting: 25 February 1982

There was no discussion on this meeting, but Kelly asked about the Executive Committee meeting which is held in conjunction with the Governing Board meeting in March. This will be held in the evening of 25 March.

17. Other Business

1. World Science and Engineering Communication Center Concept

   Ramsey thinks this was a naive presentation, but it might be useful to have someone on the task force. He suggested sending Boyce as a member of the task force; Boyce agreed to this so AIAA will be so notified.

2. Financial Handling Charge

   The present financial handling charge to the Societies is 5/8 of 1% based on the monetary value of business done on behalf of the Society. Having an overhead charge in addition to this would be a possible way to increase revenue, as payment for services rendered. This present charge brings in $105,000 per year. It was noted that this would not require a constitutional change, but the constitution would have to be changed to remove the one dollar dues as a Society member charge.

   Ramsey and Burton suggested the possibility of raising the financial handling charge from 5/8% to 1% to be included in the letter to the Societies. The annual financial handling charge has to be set at the March Governing Board meeting but action needs to be taken soon.

3. Inter-Society Communications

   Boyce referred to Kelly's remarks on communication, and mentioned that AAS is putting the other Societies on its mailing list for publications. He would like an expression of approval for exchange of newsworthy information of value to other Member Society Officers that interchange is important. Ramsey said this could come up as a suggestion at the Assembly of Society Officers. Kelly said AAPT has the Announcer and Memos to Sections which they could distribute.

   Beyer said the ASA has informational items published as part of its journals. It would be necessary to photocopy these pages for distribution.

   Ramsey commented that when he was president of APS he found himself inundated with mail, and it might be more useful if these items were sent to full time officers rather than to all officers. Burton said APS would be glad to do this. He would like to know which officers would like this material and just give a complimentary membership, so they would automatically get the material. It would be possible to get this information at the time of the Assembly of Society Officers.

4. Sale of Stock

   Gilbert said that a new resolution is needed for sale of stock. AIP receives stock occasionally and he needs approval of the Executive Committee to take appropriate action. The last resolution was prepared in 1965; since that time there are two associate directors, thus causing a need for updating that resolution.

   The following motion was made by Boyce, seconded by Beyer, and unanimously carried.

   MOVED that the Resolution for Sale of Stock be updated.

The Executive Committee adjourned for Executive Session at 2:30.

19. Adjournment

The Executive Session was adjourned at 3:20 p.m., 16 December 1981.