September 10, 1982

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene – Roll Call

The meeting was called to order by Chairman Ramsey at 1:05 p.m., 10 September 1982.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Robert T. Beyer; Joseph A. Burton; Roderick M. Grant, Secretary; William H. Kelly; H. William Koch, Director; David Lazarus (absent from Saturday evening session); Theodore E. Madey; Ann E. Wright

Nonvoting Participants Present

Peter B. Boyce (for Friday afternoon and Saturday morning sessions)

AIP Staff Present

Gerald F. Gilbert, Treasurer; Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Bernard Dolowich, Controller (for Saturday sessions); Rita Lerner, Manager of Marketing Services; 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. Minutes of Executive Committee Meeting of 17 June 1982

The minutes of this meeting were offered for approval by Secretary Grant. Koch called attention to a word change in the copyright statement. As given in these minutes, line 8, next to the last word is changed from “of” to “to” (“notification to AIP”). This change being approved by consensus, the minutes were approved by acclamation.

3. AIP Function Planning: General Background

1. 1. Explanation of Reports and General Assumptions

      Koch introduced the discussion by noting that the five-year exercise is of value both to the Executive Committee and Governing Board as well as to the staff, as it gives an opportunity to review and to be sure that everything is being covered.

      Function Planning, Part 1 is a review of AIP activities organized according to the seven approved functions, all of which speak to our charge as an Institute.

      He noted that in carrying out its publishing charge, AIP has limited itself in the past to publishing journal articles and meeting abstracts, thereby emphasizing but one of the three ways of disseminating scientific and technical results (written and oral reports, primary publications, and secondary services). Though it is clear that the bound journal will continue to be a viable means of communication for a long time, there will be changes. For example, it is conceivable that we may produce quite different kinds of products for members and non-members: member editions may be more specialized, may not contain all material in the non-member editions may be on different paper (or even in different media), etc.

      After reviewing data provided by Don King on physics journal publication (the report is contained in Appendix A, Function Planning, Part 2), Koch suggested that AIP should consider the possibility of starting new journals and books, or the possibility of moving from broad-coverage journals to more specialized ones. He emphasized that AIP should look to the needs of the wider scientific community as it looks for new marketing areas in the future.

      Boyce congratulated the staff for the great improvement in the Function Planning documents this year over last year.

   2. Status and Needs of the Member Societies

      Koch noted that there are a number of changes going on in the activities of the Member Societies. For instance, OSA and AVS now have many topical meetings, several Societies are running special short courses and workshops for their members, AAS is publishing a Washington Newsletter, etc. He noted that Quinn (OSA) had listed a number of items, mostly involving office and data base computerization, that AIP might provide as services for the Societies in the future. Koch invited Societies to make their needs known, so that AIP can be responsive to these needs as they develop.

   3. Status and Organization of AIP Staff

      Koch noted the detailed Organization Plan which had been distributed with the Agenda, and which would be sent to Member Society officers. He stated that there is now substantial productivity at both the Woodbury and New York offices, and that the physical facilities of the Institute had been significantly improved as well. Extensive efforts are being mounted to retain employees, and to assist them in developing their careers.

      In response to a question from Madey, Koch stated that Slack serves as on-site supervisor for Member Society offices at AIP headquarters.

2. Changing Role of AIP and Member Societies

   1. Communal and Direct Service Role of AIP

      Koch noted that there are various things which AIP would do for the physics community even if no direct services were being provided for the Member Societies. These include the publication of the six archival journals, marketing of IOP publications, the translation journals, and various educational services. These he classified as communal services. They amount to approximately 50%of the Institute's activity. The other 50% is in direct services for the Societies. What these direct services will be in the future depends on the various needs of the Societies.

   2. Impact of Economy and Technology, Including Trend Towards Networks and Consortia

      Koch noted a series of recent articles highlighting the expanding use of small computers in various areas. He noted that the task force organized by the American Institute of Aeronautics and Astronautics (AIAA) to consider forming a consortium was getting better organized and was now more realistic. He felt that we should continue to monitor the situation without investing any money at present. The problem of how to pay for the right of access to material owned by different societies or individuals is of concern, and is being addressed by this group. (He noted here that the engineering societies are now beginning to notice the photocopy problem as their Engineering Society Library reports an $800,000 business in selling photocopies.) A CESSE committee is looking into these issues as well.

   3. Changing Needs of the Physics Community

      Koch referred to Agenda Attachment B: coordination of educational services of AIP and the Member Societies. He noted that 10% of the total AIP income has traditionally gone into this area. He thinks that Societies will want to sustain those activities already started, and to begin new services and activities in the future. This will require a larger expenditure in the future, with the bulk of it coming from outside the Institute, including from the Societies.

      1. Expenditures on Educational Services

         Slack opened the discussion here by noting that the broad aim of the Institute is the diffusion of physics. This means that we must know something about ourselves (through manpower and statistics), we must inform ourselves as well as the general public about the long-term implications of physics education, research, and manpower trends (public information and Physics Today) and we must document our progress in physics as a discipline and community (through archival publishing and the hisitory division). The support for existing and new projects in the future will require a mix of Institute funds and outside funds, including (perhaps) new funds from the Societies for specific projects.

         Slack suggested that efforts are needed in three areas: 1) Advisory Committees will be asked to do ongoing reviews of existing programs, 2) AIP staff will make a more focused examination of existing programs, and 3) subgroups of Advisory Committees will ask people with special interests or expertise to look at priorities and costs for existing and new programs. The results of these efforts will be presented as an Educational Services Function Plan next year.

         Slack commented that it would be helpful to know how the various Societies define their “educational services,” and how much they budget for them. Though some Society budgets do break down these costs so that they are accessible for analysis, others do not. A request for such information from the Societies will be made as part of this study.

      2. Expenditures on Publishing Services

         Marks referred to Function Plan, Part 1: Summary Statement of Operations for 1982. He noted that the publishing program produces a surplus for AIP. The aim is for a 10% margin to allow for the funding of educational services described above. This is not true for AIP Member Societies or engineering societies who pay for educational services and other non-publishing services out of dues income. As a result of AIP's supplying many educational services on behalf of AIP Member Societies, member dues are much lower in the Member Societies of AIP than in the engineering societies.

         Koch asked if the Societies would be willing to provide data to AIP on the breakdown of their budgets. It is important to have these data available in order to ascertain trends. We may want to bring all operations in-house within two years, and detailed information on these financial matters will be necessary in deciding when and if this is feasible.

         Grant agreed that the Societies should and will be considering if they are better served by AIP or by sending their publishing elsewhere, and that it should be possible to gather all the necessary data for both parties to review as these decisions are being made. The Societies need to be able to assure their members that they are getting the best deal possible by doing business through AIP.

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

         MOVED that the Member Societies provide data to AIP on their journal publication costs in order to assist in ascertaining trends.

      3. Help from AIP

         Koch stated that the Institute is eager to know what help it should be providing the Societies in various areas, and that the Committee on Society Services would be asked to address this question at their meeting schedule for 20 September. Grant commented that the agenda for that meeting will address issues surrounding the new subscription fulfillment system currently being designed.

         Koch also stated that the Committee will be asked to participate in an exchange of ideas on communications among Societies, Society Officers, and individual scientists. Boyce noted that AAS has started a micro-computer working group.

         Wright noted that AAPM has two current problems: (1) there is a severe manpower shortage in medical physics, and (2) with membership leveling off in her Society, rising journal costs are having an impact on their budgets. They are finding that short courses, summer schools, and topical conferences are popular and are moneymakers, but they have a limited number of voluntary officers to carry on the organizational and management duties which are attendant with these activities. She suggested that AIP might provide help in (a) compilation of topics for special programs, (b) selection of faculty and preparation and publishing of course materials, (c) locating and scheduling of an appropriate study facility, and (d) management of such a meeting.

         Madey noted that his Society (AVS) had also increased its short course activities, and might look to AIP for help similar to that described by Wright.

         Boyce noted the various efforts he had mounted on behalf of science budgets in Washington, He suggested that AIP could play a useful role in acting in a unified way on behalf of scientists in contacting the Federal government concerning the needs of scientists. This possibility has been discussed in the Committee for Public Policy. Koch noted that APS, the largest Society, has an effective voice for the physics community, the Panel on Public Affairs (POPA), which is applying pressures as needed. Grant agreed that POPA has been effective, but he felt that there were other issues, such as science education, for which POPA might not be the appropriate forum for discussion or action. He also said that it is important to know when various issues are being discussed before committees and in Congress, so that support can be mobilized in a timely and effective way. This information can only be gathered by someone close to the scene and familiar with it.

         Burton said that efforts to discuss the needs of scientists with representatives of the Federal Government in Washington have a better focus if handled by the individual Societies. Boyce agreed that it is important to have a strong identification and feeling for what you want, but that it is not good to take too narrow a position. It takes much time and effort, which the smaller Societies don't have available. It would be very helpful to have someone in Washington to do the information gathering and to route it to the correct person or group for a response. Burton said that POPA is very active, and that APS feels the need to have a person in Washington on at least a halftime basis. Ramsey wondered if that person could also work half-time for AIP. Burton thought such an arrangement would be ideal, and that perhaps the person could be housed in the OSA building.

         Boyce estimated that the Space Science Working Group expects to need $45,000 to support the effort of one full-time person. He reiterated his willingness to share his contacts and experience.

         Koch summarized by noting that the Educational Services Plan has lots of grist for its mill and needs further discussion.

      4. Committee on Finances; Coordination of AIP and Society Fund Raising Efforts

         Koch opened this topic by noting that (1) as reserves are rebuilt AIP will need to shift from the recent practice of short-term investments to investments for the long term in, e.g., stocks and bonds, and the advice of experts in handling such investments will be necessary; and (2) the Institute will need advice and help on raising money for new ventures. Thus, he concluded that a Committee on Finances is needed.

         Gilbert read the recommendation from the Committee on Fiscal Policy minutes that a standing committee on AIP finances be formed to advise the Board on matters of reserve fund policies, investments, and fund raising campaigns. Koch wondered if this committee should be established as a subcommittee of the Committee on Fiscal Policy. Lazarus pointed out that money-knowledgeable people, not just Society representatives, are needed on such a committee.

         The following motion was made by Lazarus, seconded by Wright, and unanimously carried.

         MOVED that a Committee on Finances be established to assist the Institute in investments and fund raising.

      5. Use of Advisory Committees to Provide Coordination with Member Societies

         Koch said that he felt better reporting of AIP activities was needed, and wondered if there were a more effective way of seeing that this happens than through Society members on advisory committees of AIP. Kelly and Lazarus both felt that timeliness of distribution of summaries or minutes of those minutes was important in this regard. Koch noted that some of this information is contained in his monthly letter. Grant suggested that committee chairpersons and staff liaisons cooperate in preparing quick summaries of meetings, and that these be included in the monthly letter for broader distribution. Ramsey agreed that a short summary is helpful.

   4. “Conflicts” Between AIP, APS, and Other Societies

      Koch noted that this item might better be titled adjustments or interactions, both of which are bound to occur from time to time. He noted the June meeting with AAPT (Agenda Attachment C), and distributed notes from the August meeting with APS (notes attached to official minutes).

      To highlight some of the points where conflicts have arisen, Koch began by distributing copies of memos that he had exchanged with Havens concerning a problem with mislabeling of mail, and resultant delays. (This memo is attached to the official minutes).

      Next, he noted longer term discussions, e.g., with Quinn, over the pricing system for AIP services to Societies. He suggested that more review of the pricing decisions, perhaps by a Society representative sitting in on a review of AIP programs involving shared costs to the Societies, might provide enough additional information to cut down on complaints arising from misunderstandings.

      Koch noted the discussion of the member assessment charge in the AAPT meeting minutes; perhaps they should not be uniform among the Societies; AAPT indicated that they would consider a higher member charge, for instance, since they have removed their subscription fulfillment system from AIP. Lazarus commented that this action raised questions about Society responsibilities to the Institute. Koch agreed that AAPT's action affects the total costs of services to other Societies; the larger the work load, the lower the cost. Responding to a question from Lazarus, Koch explained that there is a memo of agreement, which is a blanket agreement covering a variety of services, between AIP and each of the Member Societies; the latter can terminate services on six months' notice to AIP. Lazarus said that this arrangement leaves AIP vulnerable — the Institute has to make long-term investments whereas the Societies can withdraw on six months' notice. Koch said he shared that concern, as did Quinn when discussion of the purchase of the new computer system was being discussed. It is a matter which deserves continued study.

      Koch said that there is an alternative for AIP: if a Society removes its business, we can try to get other societies to join, and thus provide a full work load. We need more business (in our publishing and subscription fulfillment areas) than we now have to keep costs down.

      Madey wondered if AIP would take a new society that didn’t want services; Koch said the Institute would have reservations about this.

      Madey asked how serious OSA and AAS were about going to their own subscription fulfillment systems. Koch answered that they are not considering this at the present time. Boyce added that AAS expects to be able to use their own terminal to access the AIP system from his office.

      Returning to the memo on the AIP-APS meeting in August, Koch noted the statement by Havens that AIP had not been providing help to APS in the area of office automation. Burton said that perhaps this was because APS relied on AIP for all kinds of services, and it now feels it is behind because AIP isn't staffed up to do such things. Koch said that AIP was moving to study this area, that teleconferencing was now being used between Woodbury and New York, and that the staff was looking into the use of personal computers in such areas as editor-author communications, communication among staff and Society officers, electronic mailboxes, reprint orders, etc. These studies should be useful to AIP and the Member Societies.

      Grant has visited several of the Member Societies since June, and has prepared a memo of his personal observations; Koch cautioned that these observations provide only one side of the story. Grant distributed copies of his memo and made comments on each of the following areas:

      1. Member Society Executive Offices. The several offices he visited are making good use of their computerized equipment. They should be able to utilize aspects of the AIP computer system to do some things more economically than if they were to do them on their own; e.g., they might share the accounting package software. The Committee on Society Services must give guidance to both AIP and the Societies as to how best to use the new system.

      2. Member Society Relations with AIP. Whenever a Society contracts for services from another, there will inevitably be tensions. Continual efforts aimed at personnel relations on both sides, including personal, complete, and prompt responses to inquiries, will improve the areas of most friction (and, of course, most contact). Problems lie often in perception rather than in facts.

      3. Society Finances. There are two potential future problem areas: several Societies are relying on investment income for significant parts of their operating budgets, and several rely heavily on page charge income. If income softens in either area, for whatever reason, there will be trouble.

      4. Suggestions for the Future. It behooves AIP to demonstrate its efficiency in the publishing area, and to help the Societies have a clear picture of what their expenditures will be. Grant feels that AIP can and should play an increasing role in the physics community in the information area. He feels that the key to healthy future relations among the Societies and AIP will come from phased, well planned changes, and efficient management of systems.

(The meeting resumed at 7:30 p.m. after recessing for dinner at 5:30 p.m.)

2. 4. Ramsey commented that Grant's memo had brought out some good points. There is a need for responses to complaints or inquiries to avoid being defensive, but rather to seek to understand and to rectify the problems as they arise. Koch noted that AIP keeps a listing of complaint mail, and monitors this record every week to see how they are handled and what is occurring. Complaint mail from members is an important source of comments from Society Officers.

      1. Computer Teleconferencing Experiments

         Koch said that the Institute feels an urgency to do experiments involving teleconferencing with personal computers. This would involve an expenditure up to about $30,000. He therefore requires Executive Committee approval for this purchase.

         Burton noted that one concern of the Committee on Fiscal Policy is the lack of a reserve fund for equipment at the present time. Gilbert said that there is an accumulated income of $150,000 so far this year, with projected income of $600,000. In addition, there will be depreciation income of $250,000 by year end.

         Grant noted that only a part of the requested funds would be needed initially; Management needs to become familiar with the equipment: this is a long term project, and the only way to find out the capabilities of a computer like this is to have one on your desk to use when the time is available.

         The following motion was made by Kelly, seconded by Lazarus, and carried with one abstention (Burton).

         MOVED that the Executive Committee approve the expenditure of up to $30,000 for personal computer for AIP staff.

3. Function I – Publication Production Services

   1. Reviews and Projections, Including Advisory Committee Reports

      Marks referred to Function Plan, Part I, and Part V,Appendix H, which contains the Advisory Committee reports. He noted that the Institute is approaching complete computerization, with page composition being brought in-house as soon as possible; lowering the cost per page depends on having a large volume of pages. In response to a question from Lazarus, Marks stated that the amortization period is five years for ATEX and seven years for the Videocomp. He noted that the UNIX system operates only one shift, during which time all work on the Physical Review is completed; any work which might be done on a second shift would be done at incremental cost, and would therefore bring down the cost of the system to APS. Burton noted that it was his understanding that only one shift would be necessary. Marks said that he felt it the responsibility of AIP to point out opportunities for savings even beyond the improvements in scheduling and efficiencies now being implemented.

      In response to a question from Wright, Marks said that the AIP composition service is limited by charter to Member and Affiliated Societies. There is considerable capacity, as each terminal has the capability of handling 2000 pages per shift, and the 16 current terminals could be expanded to 32 if needed with the eight-hour shift.

   2. Preliminary Report of Subcommittee on Electronic Publishing

      Lerner reported on the first meeting of the Committee on 6 August 1982. Questions discussed included what effect electronic publishing would have on the peer review system (no adverse effect could be foreseen), and on journal publishing (if individuals have terminals, they may be less likely to subscribe to journals). It was noted that the few manuscripts that APS have received in Compuscript form have been of poor quality, largely the result of a lack of production standards.

      A proposal, received in the form of a letter dated 14 July 1982, has been received from Dr. Frederick Plotkin of the Comtex Scientific Corporation. The proposal is for a three-year exclusive contract with AIP to make abstracts of journals available to order in hard copy or fiche. The Subcommittee did not want to accept this proposal as stated, but felt that it might be useful to try and sell advanced abstracts. Executive Committee members inquired about the background of Plotkin and the Comtex Board. It was suggested that members of the Executive Committee make inquiries of the persons listed on Comtex stationery. Ramsey agreed to do so.

      The Subcommittee also discussed search services currently available. AIP's SPIN tape is available from Lockheed. If we negotiate a contract with FIZ, there may be more interest in taking our tape, with a resultant increase in royalties. Seybold (consultant to the Subcommittee) advised against any move to digitized illustrations until more new equipment, currently being developed, is introduced.

      A proposal for electronic transmission of meeting abstracts will be developed for presentation at the next meeting of the Subcommittee.

4. Function II – Publication of Research and Education News and Reports

   1. Reviews and Projections, Including Advisory Committee Reports

      Koch noted that this Function refers to the AIP-owned journals for which AIP establishes the policies and from which AIP derives the income. He noted that the review report for JAP is now in draft stage. The editors of P of F and RSI have changed recently, and the editorship of JCP will change soon.

   2. Consideration of Publishing Development Plan; Recommendations

      Lerner referred to the Publishing Development Plan prepared by a task force of AIP. King Research was asked to prepare a report on the current publishing environment. The report notes that commercial journal publication has more than doubled in the last five years. It stated that two things will have a big effect on journals in the future: 1) economics (broader content journals will outlast highly specialized ones), and 2) new technology (which offers new ways of distributing our material). The report also discusses ways of reducing publishing costs, possible marketing plans, copyright, and the use of in-house printing equipment. The task force has asked Porter to prepare a membership profile projected over the next five years.

      Marks commented that this exercise had been useful in that key people had gotten together to think about what they are doing and in what direction they should be moving. He then reviewed the recommendations proposed by the task force (Function Plan, Part 2, pp.4-9).

      The use of an 800 number and credit card billing were discussed. Slack said that a number of societies at the CESSE meeting reported a marked increase in sales when such a plan was initiated, despite the cost of operating the system (percentage to credit card company, etc.).

      The idea of using a laser printer to run first proofs of articles, rather than using the Videocomp, is under consideration. The cost is much lower than the alternative, largely because of the high price of silver film.

      1. Formation of New Journals Committee

         Marks noted the specific issues to be considered by such a committee, as outlined on Function Plan, Part 2, page 5. After discussion, this matter was referred to the Committee on Publishing Policy for a recommendation on the constitution of such a committee, and to receive its reports.

      2. Formation of New Books Committee

         Marks said that AIP has published books successfully in the past, and that perhaps we should establish this as a formal program. We can compose books as a part of our effort to take up the slack in composition and editorial schedules. Commercial publishers are less likely to do short runs, whereas we could do runs of as little as 1500 and still turn a profit. Marks noted that this would require considerable planning, and thus an active committee should be involved. After discussion, it was agreed that this body should be a subcommittee of the Committee on Publishing Policy, so the matter was referred there.

      3. New Equipment for Duplicating and Printing

         Marks said that the existing equipment had been used for 20 years, and that its continued operation was no longer cost effective. He referred to Function Plan, Part 2, Appendix O, for details of needs in this area. He noted that with the recommended new equipment we could do reprints and many more jobs for the Societies that cannot now be done in-house.

         Questions arose as to the financing of this new equipment. Gilbert noted that the gross on this operation was about $100,000 per year. The proposed equipment would have an amortization period of ten years. Madey asked why this item came up now, and not at the annual budget meeting. Marks replied that things are presented in the order of priorities. Burton suggested that there should be a capital budget, as well as an expense budget. He noted that the reserves had not been rebuilt, and that capital expenditures must come from net income which was not known as yet for this year. Gilbert replied that this year and next were forecast to be good years, and that reserves should be restored by the end of the two-year period. After further discussion, it was agreed by consensus to wait for the budget meeting to decide on this item, even though it was agreed that the purchase of this equipment seemed like a good idea.

(The meeting was recessed at 10:00 p.m., and resumed on 11 September at 8:30 a.m.)

4. 3. Development of Short Communications via Electronic Mail

      Grant outlined a number of possibilities to consider in this area. These included communication among AIP Management; between Member Society offices and AIP; between journal editors, authors, and referees; and the use of electronic mail with an 800 number for ordering reprints, scheduling and signing up for short courses and workshops, and for the planning and quick circulation of meeting programs. He suggested that the mail system available on the new Data General computer might serve these needs, or a national service such as Source or Compuserve might be used. A further suggestion was the possibility of putting meeting abstracts on line for browsing by authors and potential attendees, or possibly even the establishment of a national, unrefereed preprint service.

      Wright asked if a membership directory might be available in this form. Lazarus commented that these lists are valuable, that they are sold and shouldn’t be given away. Lerner noted that it is hard to control the use of the database when it is made available in this form.

      Koch noted that this discussion had illustrated that we are embarking on a whole new set of ventures which will require careful study as we proceed. Ramsey felt that this topic would be returned to frequently, but that we should not rush into major commitments right away, nor slow up the development of the subscription fulfillment system for this kind of activity.

5. Function III – Distribution and Marketing

   1. Reviews and Projections, Including Advisory Committee Reports

      Lerner noted that her Division has high hopes for the new subscription fulfillment system. Permanent code numbers will now be assigned to both members and non-members, enabling Marketing to follow up on non-renewals, keep better track of subscribers, etc. Back numbers will be computerized for the first time. The system will also aid in the preparation of selected mailing lists for promotions.

      Lazarus raised the question of the diversion of member subscriptions into libraries. He noted that tremendous revenue is being lost to APS each year in this way. He has had some response from personal letters sent to persons who have been identified who receive an inordinate number of journals. APS plans to keep checking on this problem, which seems to be particularly severe in foreign countries.

      A number of suggestions for controlling the situation were discussed. Lazarus commented that proper information to subscribers is the first step to take--some kind of notice on the journal masthead is needed. Marks suggested the use of different paper for non-member and member subscriptions. Another possibility, and a less costly one, would be the use of a notch in the trim or an irregular edge. Koch suggested that Marks would prepare a report summarizing the possibilities. Marks concurred, but would like to see members sign a form acknowledging that the member subscription is for personal use only before proceeding with more complex ideas. The Committee on Publishing Policy will consider this topic at its next meeting.

   2. Varying Copyright Philosophies Among Member Societies

      Lerner distributed copies of the AIP copyright statement, and those used by the various Member Societies. Marks noted that the new AIP statement had been forwarded to the Societies, and some have not had time to consider it as yet.

      Lerner then noted that information brokers, such as Lockheed Dialog and the Engineering Society Library, were selling our material without any benefit to us. Lockheed has signed contracts with several libraries outside the U.S. which are not subject to U.S. copyright laws. Some of our journals are among the top ten that the British Lending Library Division (BLLD) copies, and we get no revenue from this copying.

      Koch noted that in the case of the BLLD, the AAP [AIP?] legal counsel has contacted Lockheed with the consequence that the latter’s legal counsel is looking into the matter. The case of the Engineering Society Library was discussed at the recent CESSE Board of Directors meeting. As a consequence, he has been asked to write to the CESSE Publications Committee suggesting that they may want to notify the Engineering Society Library that they are doing illegal copying. After further discussion, it was agreed that Charles Lieb, the AIP attorney on copyright matters, will be asked to give a report at the Governing Board meeting.

   3. Sales of Single Articles

      Covered under previous section.

   4. Status of Discussion of Publishing Consortia

      Koch reported that the proposed European consortium of six publishers with the British Lending Library is proceeding without the participation of the BLLD, and technical and political problems make it doubtful that it will get off the ground.

   5. Role of Journal Indexes, Directories, Abstracts Journals, and Other Secondary Services, Proposed Agreement with FIZ, Possible Need for Separate Function for Secondary Services

      Koch distributed copies of the draft form of the agreement with FIZ. An exclusive agreement is proposed, with a three-part payment: 1) payment for abstracts and indexing; 2) marketing commission for the printed product and tape; and 3) royalty of 20% on the total sales of AIP material. This exclusive arrangement for the comprehensive database applies only to physics organizations; we could still sell selections from the SPIN tape to non-physics organizations. If this agreement is completed, we would not put SPIN on the Lockheed tape, as it would be included in the comprehensive tape. Grant noted that there is a provision for termination of the agreement if it doesn't work out well.

      Madey asked how much money would accrue to AIP from these services. Marks replied that we don’t know as yet, but that it might be as much as $0.5 million if the market is split between FIZ and INSPEC.

      Burton said that this matter would need to be discussed in considerable detail before approval is given for the inclusion of APS journals in the database. Marks said it will be discussed and outlined in detail how this would be handled. The matter will have to go to the respective Society counsels for approval as they are the ones owning the copyright to the material.

      Koch noted that the discussion of Secondary Services appears in several places throughout the Function Planning volumes. He suggested that perhaps the time has come to create a separate function on Secondary Services. He suggested that it seemed appropriate to bring a proposal to the Governing Board regarding this possibility. Lazarus thought it would be excellent to have a separate consideration of this matter.

   6. Second Class Privileges for Physics Today

      Marks noted that Physics Today is currently mailed third class. It is desirable to obtain second class mailing status if possible, as it is less expensive and usually results in faster delivery. The postal service is reluctant to grant this change, as they would owe AIP $120,000 in postage back to 1980. To assist in obtaining this change, our membership bills should carry a reference to the fact that $1.00 of member dues is allocated to PT. Each Society would have to approve this individually. Lazarus said that APS could have a Council resolution concerning this in November, and Kelly said that AAPT could have one in late October.

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

      MOVED that the Secretary ask the Member Societies to consider adding to their dues bills a statement that the dues payment includes an allocation of $1.00 for Physics Today.

6. Function IV – Fiscal Accounting

   1. Reviews and Projections, Including Advisory Committee Reports

      Gilbert reviewed 1) the accounting operation of the Institute, 2) personnel administration, and 3) building facilities.

      He noted that the relocation of the publishing staff during the past year was a major and successful undertaking. An internal security system has been installed, and the Woodbury facility has seen many improvements, including landscaping, the parking area, and eating arrangements and facilities.

      Gilbert described the use of the Data Phone link to Bankers Trust which facilitates his work in allocating excess daily working capital into short-term investments. He noted that last year's short term investment income amounted to $625,000, and that with a budgeted income of $400,000 for this year we had passed $500,000 by the end of July.

      The Data Phone will be used to make direct wire transfers through the bank to the Societies. This will speed up the transfer process, and will eliminate some transfer fees now being paid.

      Ramsey asked about the security of this wire transfer system. Gilbert replied that each transfer requires coded information about each Society, so there should be adequate protection in the system.

      In response to Madey's question, Gilbert said that the Institute pays interest to Societies from the time an investment is made to the time a check to them is issued. Wright asked if it would be possible for AIP to hold funds for a Society to allow them to benefit from the high rate which the Institute gets, due to the large sums that they invest. Gilbert replied that this would be possible, and he would put it into an account if the Societies request it. He noted that AAPM currently has AIP transfer funds to the Reserve Fund where the current rate of return is 11%.

   2. Status of Timely Financial Statements,

   and

   4. Acquisition of Hardware and Software for Accounting

      Dolowich reviewed the status of the remaining items on the Accounting System Improvement Plan that had gone into effect one year ago. He noted that the majority of the planned activities had been completed. The first quarter variance is finished, and the second quarter is partially done. Departmental statements are completed through June. Accounting is much more current than ever before, and there will be some additional improvements.

      Many of the accounting functions work well in the batch mode of the Univac; those currently in place include the general ledger, accounts receivable for pubs and reprints, and advertising, accounts payable, fixed assets, quoted prices, and job orders. ADP is doing the payroll, and we are utilizing their personnel package as well.

      Dolowich feels that the economics will show that the Data General MV8000 will be the computer to use for accounting as well as subscription fulfillment. Aztech should be able to complete the latter installation by September 1983. There is a penalty clause involving payment of $100.00 per day if it is not completed by 1 December 1983.

      Dolowich stated three options for accounting programs run on the Univac after the MV8000 is operational: 1) we can contract with a service bureau to process those things now done on the Univac; 2) we can strip down the Univac to service just our needs in accounting (but still with an estimated cost of $6,300 per month for the lease of the equipment); and 3) we can start using the Data General terminals soon to develop programs similar to those now on the Univac. He is asking Data General if we can work now on the conversion of programs to prepare for an early transition to that machine.

      He is reviewing available packages for accounts payable and general ledger. He noted that Societies will be able to make use of these programs through telephone access. He is checking to see if the packages can handle prorations. Most of our current programming is done in Assembler, whereas the Data General uses Cobol.

      Burton asked about the cost of the software. Dolowich said that the better packages run from $25,000 to $40,000. Beyer asked what the cost to Societies would be if they wanted to use the programs. Dolowich replied that he doesn't know as yet. Koch said that the Societies would not be expected to share in the cost of purchasing additional software, but rather would pay for system use.

   3. Status of AZTECH Subscription Fulfillment System

      Dolowich distributed the project timetable. The revised contract was sent to Aztech on 16 August 1982 with a 10% payment. Aztech has started to work according to the timetable. AIP is concerned about the performance of the software, and this was considered in the payment schedule. The total cost for hardware is $415,000 and for software, $105,000. After completion of the detailed design phase, we will pay 40% of the software costs. After acceptance testing of the software on Aztech's machine, we will pay another 25%. Aztech needs payment on the hardware as soon as possible, so we will pay 75% of the $415,000 when it arrives. After conversion in Woodbury of the entire database, we will pay another 20% of software costs, and 7-1/2% of the hardware. Fifteen days later we will be obligated for the balance of the software and 30 days later the balance of the hardware. The maintenance contracts are under negotiation; we insist that Aztech be the maintenance vendor for both hardware and software. The hardware has a 30-day warranty and the software has a 3-month warranty.

      Dolowich indicated that he, Marks, Auliano, and DiCaro will visit societies such as ACS and IEEE to see how their flow of paperwork in subscription fulfillment is affected by online services.

(The meeting was recessed at 12:00 noon, and resumed after the reception and clambake at 7:35 p.m.)

7. Function V – Information Collection and Analysis

   1. Reviews and Projections, Including Advisory Committee Reports

      Slack briefly discussed the major activities in this Function. He noted that the total budget allocation for educational services is about $1.25 million, or about 10% of the total AIP budget.

      The general purpose of the Manpower Statistics Division (total budget $350,000) is to make available reliable information on the composition and dynamics of the physics labor force and educational system. In response to Kelly's question, Slack said that these studies involved only the area of higher education. Efforts by Ellis to get high school statistics from state supervisors have been largely unsuccessful. Data is also lacking from schools of education.

      A second area of study is the member database. Porter’s recent profile, “Society Membership, 1981 Profile: An Expanded View” will go to the printer soon; she has been invited to do an article on it in PT.

      A third area of study is in secondary analysis; the Bureau of Labor Statistics has invited Porter to examine their tapes.

      Slack noted that the Division is investigating the use of computer graphics, and the advantages and disadvantages of using micro-mini computers. The Advisory Committee will meet in October and will study the following topics: how AIP can make an appropriate contribution to the analysis of data on the high school teacher crisis, and implications of the proposed NAS study. Slack noted that AIP’s demographic work sets a pace that other fields have followed.

      In response to a question from Madey, Slack acknowledged that it would be useful to gather data through the Society dues bills, and that Porter would assist in developing an appropriate questionnaire.

      Beyer asked if anything had been done with statistics on physicists aged 65 or older. Slack thought that this could be useful, but that no effort had been made as yet to collect these data. Beyer asked if, in the survey of graduate students, a record is kept of the percentage of foreign students. Slack said that this was kept, and that it was over 35% this past year for entering students.

   2. Center for History of Physics Division

      AIP, through the leadership of Seitz et al, has raised about $240,000 this year for its major project on the History of Solid State Physics; two fulltime staff are working on it. The Center also is developing an historical cassette project. Endowment money will be used to begin the project, with the expectation that sales will ultimately replace these funds. The Advisory Committee has also encouraged a grants-in-aid program for scholars to use the Center's resources. It is suggested that small grants ($500-$1,000) funded from the Friends campaign might make this possible. Koch noted that controls should be set up for this activity, just as other AIP-funded projects are controlled.

      It was noted that as a matter of policy AIP does not serve as a repository for all papers of physicists. Help has been given to some universities to establish archive programs. The Advisory Committee urged AIP to provide seed money for an internship program for archivists.

   3. Science Education in the United States

      Grant distributed a handout (copy attached to official minutes) containing a) several questions relating to this problem which might be addressed by AIP and its Member Societies, b) some working suggestions for projects to help this situation, and c) examples of responses to this problem which had been published recently in the AAPT Announcer. He also described a two-week workshop run at Denison University this past summer to introduce elementary, middle, and secondary school teachers to astronomy as a science appropriate to their level of instruction.

      Grant stated that the problem is a complex one, and he is interested in the role that AIP might play in finding a solution. Koch said that one of the suggestions which seemed possible was a newsletter describing ways to stimulate and improve high school teaching. Grant wondered if the Corporate Associates might not be involved in such a newsletter, to obtain their input on ways that this problem would have an impact on industry, and to invite their participation in finding solutions as well as distributing the newsletter. Slack suggested that they might provide information on school-industry cooperative activities which they review.

      Madey asked if this topic could be included on a Corporate Associates program. Koch felt that it would be appropriate, but that the schedule for the fall is already full. However, a talk could be included at a lunch period. He suggested that he and Kelly (Governing Board liaison member of the Advisory Committee on Corporate Associates) discuss the idea further to see what could be done.

      Koch said that a newsletter could be a joint effort of NSTA and AIP; Grant said that AAPT would want to be involved as well. He also noted that the APS Committee on Education was working cooperatively with AAPT through Alan Portis. Koch suggested that Grant focus on discussing the idea of the newsletter with the Member Societies, and AIP staff will consider the idea also.

      Kelly mentioned a recent discussion with his Congressman, who asked him to prepare material on the shortage of physics teachers which would be read into the Congressional Record, and would be brought to the attention of the House Education Committee in the interest of having the GAO do a study. Ramsey felt that this would carry weight as being a more objective study of the problem.

8. Function VI – Public Dissemination

   1. Reviews and Projections, Including Advisory Committee Reports

      The budget for Public Information activities is about $415,000. Slack said that it was fortunate that Kalson was available to step into Likely's position; he has a good sense of public relations and is very enthusiastic. The science writing seminars are continuing, with new topics being added. Ralph Alpher has organized a third astrophysics seminar.

      The 13th record in the series was just distributed; these records go to 372 public and 63 commercial stations.

      TV tapes prepared by the Office of Public Information currently go to 75 commercial stations. Group W. has asked for the TV tapes, as they are embarking on a program aimed at young people.

      A proposal for funding has been submitted to Hewlett-Packard; we expect to hear from them in late September. Slack said that these tapes could be obtained on request in market areas not now receiving them.

9. Function VII – Liaison Activities

   1. Reviews and Projections, Including Advisory Committee Reports

      Koch noted the appalling fact that only about one-half of the people in the Directory are members of one of the Member Societies. He thinks that we should promote physics, physicists, Member Societies (and new ones), and Affiliated Societies, and that we should make this coupling attractive. There seems to be a great potential for some of our services in the engineering community. Koch's memo on educational services (Agenda Attachment B) underscores his feeling that we need to pay more attention to member recruitment. Grant, Madey, and Burton all spoke briefly about various efforts of the Societies in recruiting new members. Beyer and Kelly both suggested using the offer of premiums of some kind to attract new members.

      Koch mentioned that he has talked for years about having an associate program for government agencies, national labs, and universities. He proposed that a statement on these possibilities be developed for the Executive Committee after the Corporate Associates meeting in October. Beyer asked what the gain would be for a physics department or a library in becoming such a corporate member. Koch replied that they could aid in programs, make suggestions for projects, and serve on advisory committees. We should have an institutional rate, and develop institutional services; we should demonstrate the value in joining on every level. Ramsey said that the only way a university would join would be if they would save money by doing so.

   2. Role of Committee for Public Policy

      Slack said that this Committee has not been active during the past year. He noted that the purpose of the Committee was to handle items brought to it by the Member Societies. One issue of recent concern was the issue of export control legislation. The character of the activity of the Committee would change if a Washington liaison office were to be established. Until that is done, the Committee would be available to respond to crises as they occur. Madey felt that, with export control legislation presumably to be acted on in this session of Congress, it might be good for the Committee to take a posture on behalf of the Societies.

      Grant noted that there is a need for the Committee to find out when it is critical for people to contact their Congressmen on certain issues and to make this information quickly available to the right people. Burton noted that a general physics office in Washington shouldn't handle physics education, as it shouldn't handle astronomy. People who know about those areas should be the ones involved.

   3. Interests of Societies in Joining AIP

      Koch distributed a letter from John R. Klauder, Bell Labs, asking AIP to consider granting Affiliate status to the International Association of Mathematical Physicists (IAMP), which is registered in Switzerland (copy of letter attached to official minutes). Koch said that this requires action by the Governing Board. Slack noted that the status of this organization with respect to IUPAP is similar to that of the AGU.

      Ramsey wondered if there were any legal complication in this organization's being an international one, and suggested that we consider revising the Bylaws to include the word “international” in the qualifications for Affiliated Societies. He suggested that this matter should be passed on to Crane and his Committee for consideration.

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

      MOVED that the Executive Committee recommend to the Governing Board that the International Association of Mathematical Physicists be elected as an Affiliated Society of the American Institute of Physics.

      Koch reported that Fred Spilhaus is gathering more information about AIP with regard to the application of the American Geophysical Union for a similar status.

   4. Status of Corporate Associates Program

      Merrill reported that formal invitations for the October meeting had been sent to 3500 people, including current and prospective Corporate Associates, attendees at last year's meeting, Governing Board members, Society Officers, and the Advisory Committee members. He noted that Sandia is providing five tours, and that a brochure was being prepared to describe these tours. Advance registration for them would be necessary.

4. Executive Session

Attached to official copy of the minutes in the Secretary’s Office.

5. Discussion of Personnel Administration Development Plan

Gilbert referred to the Personnel Administration Development Plan: Function Plan, Part 4. He noted that many of the goals previously set had been completed, and others are in progress: a labor relations seminar was held in-house for supervisory and managerial staffs; the tuition reimbursement policy was evaluated and increased; entry level salaries at Woodbury were increased; the first employee picnic is scheduled for later in September; and supervisory and management training seminars were being initiated.

A comprehensive evaluation of employee benefit plans was needed because of the change in the employee profile: the majority of the Woodbury employees are under 30, their interests are different and the Institute wants to attract high quality personnel and to keep them. Management has studied sister organizations, and has solicited plans from employee benefit companies. It is hoped that a prescription drug plan will be in effect by 1 November. A vision care plan is being considered. A dental plan is being developed for implementation next year. Management will ask for approval of this at the next meeting.

Koch stated that a replacement is being hired for Mitchell Koch. The Officers of the Institute interviewed the three top candidates for the position and decided on Robert Andersen. Having conferred with Lazarus, they will now proceed with hiring him.

6. General Motors Sponsorship of Prize for Industrial Applications of Physics

Koch said that it is premature to raise this item while negotiations are still underway. He has received no negative responses from the Advisory Committee on Corporate Associates to date.

7. Policy on Physics Today Ads with Reference to Religion

Koch stated that a complaint had been received on an ad that stated the requirement of a Christian background for a position. He thought that we normally don't take restrictive ads, and that they should be excluded. A statement which previously had been included in the ad section of PT had not been run recently, and should be reinstituted. Slack said that communication from candidates had suggested that they would like to know this kind of information before applying, so there was a dichotomy. Boyce concurred that this kind of information was useful in the ad.

Burton asked if we accept ads from Saudi Arabia; Slack said that we do. Marks noted that we cannot police what institutions are doing. Burton suggested that it would be desirable to get information about the policies of Science to see how they handle the matter. Koch thought that this kind of ad would offend some members; Madey said that the statement in question would comply with laws regarding equal opportunity and that someone will always be offended. Beyer said that he had no problem with the ad.

(No resolution of this matter was made at this time.)

8. Comments, Conclusions, and Recommendations to the Governing Board on Function Planning

Ramsey said that he will convey these to the Governing Board.

9. Old Business

1. Contributions to TIAA-CREF for Employees After Age 65

   Gilbert said the instructions from the Executive Committee were to find out if it was legal to correct the present policy and if so to do it. After consultation with TIAA-CREF, it was learned that there is no problem with the current people in this age range. For the one person who is owed a larger sum, the solution is to split the amount over a two-year period. For the seven people involved who are in the already retired category, TIAA-CREF would open a new annuity for them. They recommend that for those people whose retroactive amount due is under $1,000, this be paid in cash.

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

   MOVED that the Executive Committee approve cash payments for the retroactive TIAA-CREF payments owed which are under $1,000.

2. Speed-up of Abstract Charge, Page Charge, and Reprint Billing

   Marks said this item was brought up by Boyce at the June meeting and the staff has investigated and responded. There are ways to speed up the billing and they are being done. One delay in abstract charges is the tradition of having the page number on the bill; it will speed up the billing if this is eliminated. Page charge bills are also being delayed by waiting for the actual page number for page charges and the order for reprints. As soon as we know the length of the article, the bill will go out. The reprints will be done faster. This is important because the authors won't pay page charges until they receive free reprints.

10. Other Business

1. Gerjuoy Letters re Polish Requests for Copying PT Articles

   Koch said that an issue was raised of a Polish physicist who wanted to reprint without paying a fee, as they have currency problems. Koch gave him permission to reprint the article without payment of a fee. Then Gerjuoy wrote to Andy Sessler who wrote to Goldhaber on 1 September 1982, stating that our policy is inconsistent and perhaps we should not charge any fees to foreign countries. Koch responded that his permission was for one time only and was not establishing a general principle. He noted that AIP had just sent a royalty check for $264,000 to the U.S.S.R. for permission to translate—in essence, copy—their journals, and he thinks what Gerjuoy proposes is out of the question. Burton and Ramsey said they thought Koch's response was proper and fair.

2. T-Shirts

   Lerner mentioned that Marks thought T-shirts might be a good way to get some extra income for the Society of Physics Students. She has looked into it, and has learned that the ACS grossed $100,000 last year on T-shirts, which they are now selling for $8.50. We can get them printed, in a poly bag, for $3.00. She gave several ideas for slogans.

   Lazarus thought this was demeaning and unseemly for the Institute, but it was pointed out that this activity would be approved by and run for the benefit of SPS. Boyce said that an ivory tower approach is one thing wrong with physics. Grant noted that the OSA gave out both T-shirts and flashlights at its recent meeting.

11. Adjournment

The meeting was adjourned at 11:00 p.m., on 11 September, all business having been completed.