September 9, 1983

Executive Committee of the American Institute of Physics

Minutes of Meeting

1. Convene — Roll Call

The meeting was called to order at 1:00 p.m. by Chairman Ramsey.

Executive Committee Members Present

Norman F. Ramsey, Chairman of AIP; Robert T. Beyer; Joseph A. Burton; Roderick M. Grant, Secretary; H. William Koch, Director; David Lazarus; Theodore E. Madey; Jack M. Wilson; Ann E. Wright

Non-Voting Participants Present

Peter B. Boyce; Ronald Geballe; Calva A. Lotridge; Roland W. Schmitt

AIP Staff Present

Robert H. Marks, Associate Director for Publishing; Lewis Slack, Associate Director for Educational Services; Bernard Dolowich, Controller; Beverly Fearn Porter, Manager, Statistics Division; Dion W. F. Shea, Manager, Education Division; 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 24 June 1983

The draft minutes were approved as distributed.

3. Meeting Plans

Koch said this meeting is planned to be informal and flexible, with time for extended discussions as desired.

4. Introduction to Function Planning

  1. Explanation of Reports and General Assumptions

  2. Status and Organization of AIP Staff

    Koch noted that changes suggested by the Executive Committee would be incorporated in the Function Planning documents before they are sent to the Governing Board for discussion at the October meeting. He reviewed the Function Plans, detailing what has been done in each area, and plans for the future. The AIP staff plans to do more extensive program reviews in the future. One item not yet implemented, but under consideration, is a two-year budget plan.

    Koch felt it would be useful to note some of the assumptions which were taken into consideration in preparing these volumes. (1) With annual turnover on the Governing Board the Function Plans help keep members informed on AIP activities. (2) Major publishing changes, brought on by the move to a two-site operation and increased use of electronic publishing in-house, have occurred in the 1979-82 period. (3) AIP operates on the federation principle, with the basic concept that of sharing facilities and equipment; the benefits derived are passed on to the Member Societies.

    Koch went on to enumerate several assumptions (or questions) for the future. AIP has unique facilities; the subscription system now in preparation is sorely needed and will have great capability. In the accounting area, there will be some features in the new system that AIP can provide centrally and which should be of value to some of the Societies. We will be able to offer increased flexibility in in-house and out-of-house services. Publishing Services, formerly the single major service area, will be augmented by expansion in the Educational Services and the Information Services areas. These changes will likely require a new Memorandum of Agreement and perhaps a revision of the Constitution. Financing in the publishing area is aided by page charges. Financing concepts may need to be changed. We will need to approach various foundations if support is to be found for new enterprises. It is expected that industrial applications of physics will grow faster than academic applications. Physical societies and physics departments are recovering from the depression of the 1970's. Should the Institute try to assist physics departments in certain areas, such as surveys? In what areas do they want or need AIP help? Societies increasingly need to do marketing and planning. If several need professional advice in these areas, AIP may be able to provide it, or acquire it, on their behalf more reasonably than could be done individually by a Society.

    Koch and Marks noted that available space at AIP is decreasing and our New York facilities may eventually become too small. Two conference rooms have recently been converted to offices. Some of the New York offices have in the past been located in nearby rental space. Most of the functions that could be moved to Woodbury have been moved. There is opportunity for 50% expansion at Woodbury; some of this expansion will be proposed for the next capital budget. Koch noted that the Accounting Division is a unit that, in principle, could be moved to Woodbury.

5. Educational Services Development Plan

  1. Procedure and Summary

    Shea, Chairman of the Educational Services Plan Task Force, reviewed the background of the report. The Task Force was made up primarily of managers of divisions of the Educational Services Branch. The planning process proved to be helpful in facilitating exchange of ideas between divisions. The Task Force brought together the reports from the divisions, including Advisory Committee recommendations, for presentation to the Task Force consultants and ultimately to the Executive Committee and Governing Board. The general response from the Advisory Committees was that the present core program of each Division of the Branch is the correct, basic one and should be maintained.

    One of the major concerns considered by the Task Force is the crisis in science education. Many of the ideas discussed involve coordination and consultation with the Member Societies. Some of the suggestions are relatively easy to implement; some have already been implemented.

    1. Manpower Concerns

      Porter noted that each group came up with detailed plans. She summarized the current environment for physics manpower, which now centers around the health of physics. The percentage of physicists has declined as other physics-related fields have increased. These concerns are also being considered by the Physics Survey Committee of the National Research Council, chaired by Brinkman. Reliable analysis and data have been developed at AIP, and they need to be monitored and continued. Published information has been cut back, caused by the decline in the economy. Trends now seen are the elimination of print in favor of tape and elimination of physics detail in the information. This means that a greater responsibility by the physics community itself is needed to provide this information.

  2. Recommendations

    1. Establishment of Committee on Educational Policy

      Slack reviewed the organization of the Educational Services Function Plan (see Function Plan, Part 3, page 7). Goal A is the establishment of a study group to help the AIP staff work on the ideas that the APS or AAPT committees recognize as important. The time may be ripe for reestablishment of a committee advisory to the Educational Branch; he could see such a committee performing a useful function for AIP and the Member Societies. Grant said that he sees a two-way kind of activity between AIP and the Member Societies. The functions of such a committee might be to catalyze, coordinate, and consult; to determine to what extent plans might be implemented, and to avoid duplications.

      Lazarus asked if the committee might be comparable in size to the Committee on Publishing Policy. Koch replied that this area indeed is comparable to the publishing area. Lazarus said there are many things which can be done better jointly, and he sees a need for communication.

      Slack said that the structure need not be static and that it could have subcommittees. Grant suggested that it could be called the Policy Committee on Educational Services. This Committee would serve the role of the study group recommended by the Task Force.

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

      MOVED that the establishment of a Committee on Educational Policy be recommended to the Governing Board.

      Slack then discussed Goal B (Function Plan, Part 3, page 7): developing programs for science information. Kalson is pursuing sources of support from private foundations and the NSF. He is calling on advertising agencies to ask them to consider spots. The TV series, with spots of about two minutes each, is a demonstrated success. The current rate of expenditure by AIP is $50,000 per series.

      Lazarus and Grant expressed reservations about whether AIP's continuing this kind of activity will have enough impact since AAAS is also getting involved with this type of activity. Both preferred cooperation with AAAS on a voluntary basis; Slack noted that this is why Kalson tried to develop a liaison with the AAAS.

      Slack referred to Goal C (Function Plan, Part 3, p.8), which deals primarily with dissemination of information. There are frequent requests for wider distribution of “Physics News in —.” It would cost about $50,000 to include it as an insert in PT. Another possibility would be to present it as the editorial content of one issue rather than as an addendum. It would have to be sharply edited to be included in PT. We could consider this as a budget item for next year.

      Continuing, Slack said that there is a large backlog of work in the History Division; there have been no increases in the size of the permanent staff recently, and the workload is more than can be handled by the present staff. More oral interviewing needs to be done. Weart recommends adding a professional staff member to develop specific projects which would be used to attract external funding.

      The amount of support we can anticipate from journal income is leveling off. A long term fund raising effort will be needed as some of the proposed projects are costly. A possible goal for such an effort might be in the $10-15 million range.

  3. Plans for 1984

    1. Application of Educational Services Computer

      Porter referred to Function Plan, Part 3, Appendix J-1. She discussed the Division's needs and the implementation of some of them and reviewed the specifications of the SUN microsystem, expected in October. This new equipment will give more capability if staff is available to utilize it. Two staffers are attending UNIX class now. The major initial goal is to get the computer ready for accepting the manpower database. The membership database (now at Brookhaven) will be transferred to the SUN; the target date for completion is January 1984. They also plan to bring work in house currently being done at Columbia; the target date for this is May 1984. Pilot projects for use of the system by other AIP divisions are planned for the latter part of 1984.

    2. Niels Bohr Centenary Volume

      Slack distributed copies of a letter to Joan Warnow from Anthony French, discussing the idea of this publication. Slack had suggested to French that AIP publish the volume, but it previously had been arranged that the book would be published by Oxford University Press. The letter requested that AIP guarantee a contribution towards publication costs. The consensus on this proposal was to turn it down.

    3. Establishment of Umbrella Advisory Committee

      This item was discussed under 5.B.i.

    4. Interim Involvement of Committee on Public Policy

      Geballe, Chairman of the Committee for Public Policy discussed the role of this committee. He and Slack had considered an agenda and possible issues for consideration as follows: 1) the continuing problem of export controls; 2) the proposed transfer of the NBS into the NSF; 3) a variety of educational issues. Present policy is to have the committee members appointed by the Member Societies, with two additional members-at-large. He felt that these representatives should be people with considerable experience and status in their Societies, and asked for comments on the make-up of the committee. Slack said no criteria have been given to the Member Societies for selection. Grant suggested including in the request to the Societies more about what is involved and that Geballe could help draft this letter. Geballe felt that he was not ready to offer specific recommendations at this time.

    5. Issuance of Public Statements and Coupling with CPP

      Lazarus said this matter was discussed at length at the APS Executive Committee meeting in June. It is not clear what role AIP should take vis-a-vis the Member Societies in issuing public statements, since it is a federation with no members. He reviewed the APS policy involving long deliberation on public statements. Unless a Member Society asks for a public statement, he thinks AIP should avoid issuance of such statements.

      Boyce commented that two years ago the CPP was fairly active, but no role in issuing statements was envisioned at that time. AIP should serve to keep the Member Societies aware of problems as they arise, and to do information gathering and dissemination. Now that the Washington office is in place, there may not be a need for the type of committee that was first envisioned by Morse.

      Ramsey felt that the issuance of public statements would not be common, but in the instance of the March 1983 statements, AAPT had brought this matter to AIP through the Assembly of Society Officers Meeting. Lazarus felt that a clear need for a statement should be demonstrated; Ramsey thought that this was indeed the case here. Wilson noted that there had been remarkable unanimity on the matter at the meeting.

      Wright could see the need for a “federation” statement if a statement by a Member Society would seem to be self-serving. In this case it would be better to have it come from AIP.

      Ramsey said that if there is time for advance consideration, the proposed resolution should be mailed out in advance by a Member Society or CPP chairman. A Society should be asked if it has any objection due to insufficient time to consult. If a Society is presenting an issue, it should allow time for its consideration. Madey thought the recent issue was non-controversial and timely. The issues just mentioned by Geballe are more controversial and should be further considered before presentation.

6. Proposal for AIP-Society Development Plan

  1. Review of Constitution, Assigned Functions, Memoranda of Agreements

  2. General Review of Desired Relationships

  3. Methods of Improving Relationships

    Koch, referring to Attachment C, said that he has proposed a task force to study this matter; members would be Ramsey, Grant, and Koch (chair) with AIP Management providing staff assistance. One item to be considered is the Memorandum of Agreement (adopted in 1968). As written, it deals only with publishing services but does not apply as it stands to educational, information, or general fiscal or administrative services. There is a need to develop new contracts and agreements. He noted that other organizations have various organizational units and questioned the feasibility of these for AIP. For example, there may be merit in a separate foundation if we solicit funds.

    Wilson said there is a definite need for contractual arrangements. He felt that this task force should include executive officers from the Member Societies who understand the business relationships with AIP. Koch suggested that Ramsey appoint an additional person to serve; Ramsey suggested two additional people might be helpful.

  4. Involvement of Task Force

    Koch thought this task force would possibly meet first with the immediate past presidents of APS, then with all current presidents and other staff that the Societies would want to attend.

    Koch said that in considering this plan, one would have to be careful not to step on the toes of Member Societies and their activities; there is, however, a need for full cooperation on some matters.

    The following motion was made by Wright, with an addition and a second by Wilson, and was unanimously carried.

    MOVED that the Executive Committee endorse the proposal for a five-year plan, to be called the AIP-Society Development Plan. This plan is to be presented to the Governing Board in October 1984.

(The meeting recessed for dinner at 5:30 p.m. and resumed at 7:40 p.m.)

7. Business Meeting

  1. Committee on Finances

    Koch distributed the minutes of the meeting held on 8 July 1983 (attached herewith). The Committee will make investment recommendations, but they felt strongly that they would not make the final decisions. They are now preparing for a two-day meeting (6-7 October), at which representatives from several firms will make presentations. Ramsey noted that this Committee will serve only as an investment committee.

  2. Bequests to AIP

    1. Gemant Bequest

      The total value of the Gemant estate is estimated at $130-150,000. Slack noted that in 1969 the Executive Committee passed a motion that the offer from Gemant be accepted, and suggested that a prize in an area of general interest to physicists be established. The income (not the principal) from this estate would be over $10,000 per year. The Will specified that the costs of administering the prize could be taken from the income but not the principal.

      In response to a request from Burton, Koch said that the Executive Committee would be sent a copy of the Will, and that the Executive Committee is invited to make suggestions concerning the prize(s) to be established.

    2. Rhee Letter

      Koch noted the letter received from Sung Hi Rhee, President, Rhee Health Care Enterprises (Attachment D). He acknowledged the letter on receipt and indicated that we would be receptive and would be in touch with their attorney. He investigated the Rhee firm through various contacts, including the AIP attorney, Mr. Lehrfeld. It appears that the plan is to establish scientific prizes in several areas in the future with the income to be realized from income from insurance policies.

      Ramsey suggested that an offer be made to have someone visit Rhee for further conversations. Burton expressed concern about the procedure followed upon receipt of this letter, and thought the main contact should be through the Executive Committee. Wright agreed. Discussion followed concerning the procedures used in responding to the Rhee letter. Schmitt felt that, with the limited information received, we could not know if they have a hidden agenda, and that therefore it is wise to proceed cautiously.

      Burton noted that the letter was addressed to the Governing Board, and suggested that Ramsey call and try to get a feel for this.

  3. Audit Committee Report

    Koch said this will be presented at the October meeting. Two of the auditors were present at the Audit Committee meeting, and the meeting went very well.

  4. European Physical Society

    Koch reviewed the background on the discussion of exchange privileges for APS and the European Physical Society (EPS). EPS has not asked AIP for discounts. A few years ago we offered PT to them at a discount rate, but they refused the offer as they didn't want competition for their journals. He does not know if this offer would be refused now.

    Burton reviewed the APS position and arrangements they offered the EPS. They encouraged membership in APS, which would allow subscriptions at the APS member rates. He wondered if AIP would want to invite EPS to become an Affiliated Society in order to get the archival journals at member rates. APS is an associate member of EPS. Koch thought that this might be attractive and the most straightforward procedure.

    The following motion was made by Lazarus, seconded by Madey and carried, with one no vote (Wright).

    MOVED that we invite the European Physical Society to apply for Affiliated Society status.

  5. Materials Research Society Proposal

    Slack reviewed the AIP proposal to the Materials Research Society (MRS) which was developed at their request. Greeley has given them information on what we supply for meetings, and discussions have taken place with them on mailing list maintenance, as their procedure is different than that of AIP. A commercial firm has also submitted a proposal to the MRS. They will consider these proposals and also the possibility of maintaining their status quo for the present, at their forthcoming meeting. They were concerned about the total cost after seeing the figures.

    Madey noted that, as a result of similarities in interest of the memberships of MRS and AVS, there could be a problem in exhibits and revenue if their meeting should be scheduled close to the November AVS meeting.

  6. Application for Affiliated Society Status for SPIE

    Madey wondered if the concern about the MRS and the AVS could apply also to the SPIE and the OSA. The discussion on SPIE was continued Saturday a.m., prior to which Lotridge checked with Quinn on the matter. She reported that he said that as long as SPIE members don't get PT free, the OSA would be agreeable. They have many members and Board members in common.

    Without formal motion, the following was unanimously carried:

    That the request of SPIE (The International Society of Photo-optical Instrumentation Engineers) for Affiliated Society status be recommended to the Governing Board for approval.

  7. Office Management Study

    Koch noted that Part 4 of the Function Plan is devoted to the Electronic Communication Task Force. It is a report on the five areas which need study. He expects this plan to be completed in 1984, and to be accomplished over the next five years.

    Management plans to have two consultants from the Seybold group advise on the next increment of equipment to be added at Woodbury and headquarters. These would be primarily for word processing applications. One consideration is whether these terminals need to communicate with one another and with the MV8000. No specific proposals for expenditures are planned now.

  8. Kinokuniya Agreement

    Marks reported that the agreement with Kinokuniya had been signed (copy included in Attachment H).

  9. Other Business

    1. Williams and King Studies

      Marks said that constantly recurring questions in the Subcommittee on Electronic Publishing are the size of the market for a journal of physics abstracts, and what revenue is being produced from the INSPEC tape. Management has proposals for studies addressing these issues from two sources. Each study would cost $5,000. Martha Williams, who is active in studying online services, would do a study on online services to see what is offered on Lockheed and other online services in physics and physics-allied topics. Don King proposes a study which would take a somewhat different cut of the same physics market, including the printed market as well as online services. Together these two studies should give a good idea of this market.

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

      MOVED that the Executive Committee authorize the sum of $10,000 for two studies, by Williams and King, to provide an analysis of the market for online services.

    2. SPIN Pricing

      Marks distributed copies of his memo of 20 July 1983 to Koch regarding the SPIN tape. The present subscription price is $600 per year for one tape per month. He proposes that the tape come out twice a month, and that the price be increased to $1,490 per year.

      Burton asked why it is not priced higher. Wilson questioned pricing it directly at cost. Marks responded that in trying to introduce a new product, it should not be priced out of the market; this had never been viewed as a moneymaker, but rather as a service we are trying to develop.

      Following the discussion, the following motion was made by Lazarus, seconded by Madey, and unanimously carried.

      MOVED that the subscription price for the SPIN tape be set at $2,000 per year, effective in January 1984, with the appropriate increment for foreign subscriptions, and that it be offered twice a month.

      Lazarus said that DOE and FIZ are losers in the audit report and wondered why these prices are not raised. Marks said he was surprised at this statement in the audit, as the price is increased every year, and he would look into how the auditors combined and allocated costs.

    3. Advance SPIN

      Marks reported that Comtex is interested in an advance tape. We have the capability to compile it, and a price must be set for it. All of the archival journals are on the tape. With the SPIN tape price set at $2,000, he would recommend setting the price for the advance SPIN at $3,000.

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

      MOVED that the subscription price for the advance SPIN tape be set at $3,000 per year, beginning in January 1984.

      Burton said there are a number of requests for a general physics abstracts publication. He suggested applying the AIP journals abstract charge income to finance an abstract journal, with APS to make up the difference so that it could be given to members. Marks suggested that this idea be submitted to the Committee on Publishing Policy.

    4. Increase in Governing Board Membership

      Grant reported that membership figures had been received from the Member Societies. On the basis of these figures, there will be three members added to the Governing Board in 1984: one additional each from APS, AAPM, and AVS.

    5. Constitutional Amendments; Voluntary Contribution

      Grant reported on the status of the constitutional amendments. Seven Member Societies have acted; the AVS will act in October 1983 and the AAPT will act in January 1984. All Societies who have reported have passed the proposed change in the number of Executive Committee members; all but one (ACA) have approved the change in the dues structure.

(The meeting recessed at 9:50 p.m. and resumed at 8:30 a.m. on 10 September.)

8. Function I — Publication Production Services That Are Cost Effective and of High Quality

  1. Reviews and Projections

    1. Report of Committee on Publishing Policy

      1. Subcommittee on Electronic Publishing

      2. Subcommittee on Journals

      3. Subcommittee on Books

        Marks reviewed the five-year publishing development plan. Details are contained in Function Plan 2, Part 4.

        The book on astrophysics will probably be out early in 1984. A start has been made on typesetting JCP inhouse. This will have a dramatic downward effect on the cost of in-house composition per page.

        Boyce said that the AAS probably would not shift its publisher, which is the University of Chicago. Marks said that AIP has had conversations with the University of Chicago Press concerning the possibility of AIP doing the typesetting. They would be interested if it would be advantageous for both the journal and the Society.

        Marks said the advisory committee setup with the new subcommittees in the publishing area is working well. There are many things to accomplish in this plan, and they are progressing on schedule.

        Marks said that AIP plans to build PT circulation in fringe areas. This program will be tied to the new subscription system; it also ties in with the planned Buyer's Guide, which may be used as a premium for new subscriptions.

      4. Credit Card Billing

        There was extensive discussion on the ramifications of credit card billing (referred to in Function Plan 2, Part 4, page 5). Boyce remarked that this addition was important, but the information received from AIP was late and inadequate, to the extent that AAS was not able to use it this year, except for foreign payments.

        Dolowich said that American Express is difficult to deal with, and they take much more time for approval than Visa or Mastercard, due to problems they have had with fraud in mail order use (AIP's category). The advantage in dealing with American Express is that there is no difficulty with exchange rates. With the other two cards, there is a possibility that the bank on the other end may bounce a payment if the exchange rate changes. Each bank's policy is different, and the information received from these companies was that there could be extra charges. Information obtained at the recent CESSE meeting is that there is not much variation in payment with regard to the foreign collections.

        Dolowich said that if Visa and Mastercard had known that we have a large number of foreign charges they would not have recommended the use of the cards for foreign payments. The 2.2 rate is based on a average charge of $50.00. However, the use so far, according to Lehanka, averages $38.00. If this continues, our rate would go up. The present rate for American Express is 4.2%.

      5. Laser Printer

        In response to a question from Lazarus, Marks said investigations indicated that not much would be saved from use of a laser printer. The purchase cost at present is $50-75,000. If the price comes down, it may be reconsidered.

        Lazarus said that a less expensive laser printer has been located that is UNIX-compatible. This would reduce the load on the CAT at Ridge, which is always going out. Marks noted that APS only needs fonts for PR whereas AIP needs many fonts for all its publications, and this is a large factor in total cost.

      6. Library Delivery of Documents

        Koch estimates that it will take at least five years for this concept to become a reality, because the technology is not yet available. He reported on three projects:

        i. Adonis project. The project has been shelved. Koch thinks it will not get off the ground until they couple production of journal pages with library delivery.

        ii. Library of Congress. Commercial publishers have expressed great concern over the optical disc pilot project planned by LC. Not-for profit publishers view this somewhat differently from commercial publishers.

        iii. Council of Library Resources. Because of the differences in approach between publishers and librarians, we have been interested in working on a project with librarians. Koch and Lerner have attended a meeting sponsored by the Council of Library Resources and will attend another meeting. The Council is a funding agency for libraries and is eager for a cooperative project; they are considering the key issue of how to couple production of bound journals with on-demand documents in libraries.

    2. Publication Board

      1. Recommendation Regarding Membership

        Marks reviewed the action taken at the 1983 Publication Board meeting; it was recommended that editors of non-AIP published journals be made official members of the Publication Board. The Memorandum of Agreement would have to be modified to effect this change. Marks said that the Publication Board is a mechanism for getting editors together and for fostering standardization of terms.

        Beyer asked if translation editors would be included. Marks said these journals are not considered part of the archival program. Consensus was that they would not be included.

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

        MOVED that the Executive Committee authorize that editors of all archival publications published by AIP and the Member Societies, excluding translation journals, be invited to attend meetings of the Publication Board as regular participants.

    3. Plans for International System for Scientific and Technical Information

      1. Relations with FIZ

        Koch referred to discussions of this matter held during the June Executive Committee meeting. He did not go to Karlsruhe; rather four FIZ representatives visited AIP in August, with Ramsey present, after their trip to Chem Abstracts where they signed a final agreement to form INSTI. They have promised AIP a copy of the agreement, so we hope to learn fuller details. FIZ still regards AIP as the exclusive marketer in the Americas of the combined tape (SPIN/PB). FIZ wants to continue good relations with AIP and intends to pay royalty for the use of AIP abstracts on tape. They presently pay a flat rate per abstract, but our agreement also calls for a percentage on the gross income.

      2. Proposal from Elsevier

        Koch said FIZ is also interested in strengthening relations with Elsevier. He gave a progress report of discussions relating to these relationships and possible AIP participation in various plans.

        Metzner (formerly of AIP and now with Elsevier) thought that Elsevier is acquiring more of their own software, so that their proposal to purchase Datapoint software is no longer active.

        Koch remarked on the proposal from Bolman of Elsevier (given in Attachment J). Koch feels that Bolman had misinterpreted their discussions. AIP would not want to enter into an agreement with a commercial publisher such as was discussed in this letter.

        There was considerable discussion concerning our relations with FIZ. We produce the abstract and title for the journal in any case, so the production of the tape is a byproduct. If we don't sell the tape, the journals have to pay for the abstracting in any case.

        Ramsey summarized that we have helped by past action to make it possible for organizations such as INSPEC/IEEE to produce and sell at a profit a computer tape containing AIP and Member Society physics abstracts. Since we allow these abstracts to be produced by others, we have a product that is not directly valuable now to AIP. However, it can be and the only way it will be valuable is through the combined tape (SPIN/PB). This method will compete with INSPEC and ultimately bring in revenue. He thinks Chem Abstracts is a good organization to get aboard with, as it is a not-for-profit company.

        Koch said the important principle is establishing the royalty. FIZ fully accepts that concept. The British, on the other hand, do not accept this, since if they did, they would accept the copyright concept.

    4. Plans for Marketing; INSTI Marketing

      Marks referred to Function Plan 1, Chapter 3, page 7, which summarizes our distribution and marketing activities. This is presently a three-person department. The Marketing Division prepares brochures. They also exhibit at conventions and at ALA meetings.

      The new product to be marketed this year is INSTI. We will advertise in journals and have seminars to instruct people in the use of this equipment. Expenses for seminars, etc. are to be borne by FIZ, with the content and procedures to be developed by Chem Abstracts and FIZ. This will be done through contract, not by adding staff. AIP would like to have exhibits on INSTI at all society meetings to present this new tape service, and the Societies will be contacted regarding this.

  2. Recommendations to Governing Board

    Ramsey said one item to be brought up is the change in the Publication Board, which needs to be reflected in the Memorandum of Agreement. A study group is proposed to consider overall revision of the Memorandum of Agreement.

9. Function II and Function VIII

  1. Reviews and Projections

    Koch referred to Function Plan 1, Chapter 3, page 4, and reviewed developments in Function II.

    Koch noted that Function VIII is new: Information Services. We can see that with more experience with marketing INSTI, we may want a node in that system, and we would hope to get preferential rates for members.

  2. Proposed NFAIS Statement on Copyright

    Koch distributed a handout on this (copy of a memo to the NFAIS Copyright Committee and a revised draft of the NFAIS position), supplementing Attachment K. He was asked to be chairman of a new committee, and has tried to develop a draft that would recognize the copyright concept. This is the only position that primary publishers can take. Ramsey thought that point 3 of the memo is a loophole; INSPEC could have written this position statement, and that it is to the advantage of secondary publishers.

    Burton questioned providing complimentary copies of the literature. Koch said that many commercial publishers are eager to get their publications in to NFAIS and are glad to give comps. The cost of a full set of our journals is $22,000.

    In response to a question from Lazarus, Koch said the purpose of this statement is to encourage use of computer-readable records and compensation for their use. Burton suggested adding an item 5: stipulating payment of royalties for use.

    Koch suggested that Item 4a be more specific: allowing royalty-free license for printed material. He has discussed these points with Lieb, our copyright lawyer. We want acceptance of copyright. The need is for librarians to talk with primary publishers, and for secondary publishers to talk with primary publishers.

    The consensus was that this draft was very one-sided. Koch will report this reaction to the NFAIS Copyright Committee and will then report back to the Executive Committee in October.

10. Function III and Function IV

  1. Reviews and Projections — Reports of Advisory Committee

    Function III was discussed under Item 8. A. iv. (Marketing).

    Function IV refers to fiscal accounting and other administrative services. In the absence of Gilbert, Dolowich reported briefly on the meeting of the Committee on Fiscal Policy. Gilbert had reported on the payment of short term interest to the Societies. The Committee agreed that where dues and subscription monthly income is less than $50,000, interest will not be paid. It was agreed to use only one rate per month.

    Gilbert also had noted that while AIP settles promptly, the Societies do not always do this. It was agreed that the Societies should settle with AIP within ten days of the monthly statement date. Before the meeting, Dolowich reviewed the July statement, mailed on 20 August. Six of the Societies were delinquent. Wilson thought that ten days is an unreasonably short time. Lazarus urged caution in this matter, as the amount owed AIP is large compared to the reverse.

    Beyer, a member of the Committee on Fiscal Policy, stated that this is not a penalty item, but one that should be handled equitably. The Societies have a responsibility to pay promptly.

    Gilbert had also reported at that meeting on the status of the New York City real estate tax. Mayor Koch has reversed his stand on this matter, but it is not yet clear what legislation will be forthcoming. In the meantime, our counsel has advised us to continue to pay assessments under protest.

  2. Update on Computerization/AZTECH

    1. Subscription Fulfillment System

      Dolowich distributed and explained a handout showing the workflow of the project. AIP staff met with AZTECH in June. Our main function is to support their work, but they determine the schedule and workflow.

      Ron George, in August, reported a three-week delay due to out-of-scope items (these could be a new concept to the project, an item omitted from the RFP, or our non-acceptance of their work). As a result of various such items, Dolowich asked Aztech to review the entire detail design, as this affects the total timeframe of the project. AIP cannot afford to have AZTECH deliver a system that will not be satisfactory, just to maintain the schedule.

      It is now estimated that the detail design will take 28 weeks, instead of the original estimate of 18 weeks.

      We are now preparing to bill on Univac and process on the AIP Data General. The Data General equipment has arrived, and we are stopping the timesharing with Data General in October.

      Accounting will be running on the AIP Data General first. The Raytheon terminals are being phased out. The Data Processing staff has been reduced by four, and the fulfillment staff is being reduced.

      The Societies are concerned about obtaining equipment that will interface with the Data General. AIP staff is now experimenting with software which enables IBM Personal Computers to emulate a Data General terminal. The ideal way to interface is with the Data General D-400.

      Dolowich said that AIP won't give up the Univac until we are sure our programs work. We will be conferring with Univac soon on scaling down our leased components.

    2. Accounting

      Dolowich reported that Accounting is progressing very well. The M & O software package was purchased and the staff was trained in its use. He estimates that quoted prices prepared with our software will be ready by the end of September.

      The 30 September general ledger is planned to be converted to the Data General. They are reviewing the revised M & O Accounts Payable program, which is the major feeder of information to the general ledger. Job Orders for Publishing has already been converted. Accounting will purchase a package for Fixed Assets, which is available for $8,000.

      Payroll will probably be switched from ADP to Managistics, which offers a more up-to-date package and can be accessed through the IBM Personal Computer. This could be implemented in the first half of 1984.

      Boyce asked about the form of the monthly statements. Dolowich said they are in the process of simplifying the format. With the new package, Societies can get information directly and immediately on accounts; this may be possible by January 1984.

11. Executive Session

The staff was excused at 12:30 p.m. for the beginning of the Executive Session, which continued until 1:15 p.m. and then resumed at 9:00 p.m., concluding at 10:00 p.m.

The executive session is reported in the official minutes only.

(The meeting recessed for the afternoon following lunch and resumed at 6:00 p.m. with a reception and clambake at the Study Center, followed by the evening session.)

12. Review of Function Planning Procedures

Koch suggested that the Executive Committee review the Function Planning procedures. He wondered if we overwhelm the Governing Board with material.

Lazarus thought the Function Planning was well distilled, and was better than last year's. Wright thought it was professionally done.

Koch asked if the Executive Committee would like to be involved in review of specific programs, functions, or operations. Wright thought this would be worthwhile. One suggestion would be to have a session with Williams and King following receipt of their studies, so they could explain their research. Other topics might include executive compensation (there are considerable data on this) or secondary services, which needs more explanation.

Grant commented that the documents are more clearly written than last year's, but at times the presentations to the Executive Committee would be helped by having graphic summaries presented.

13. Old Business Related to Functions V-VII

  1. Review and Projections

  2. Reports of Advisory Committees

    Slack referred to Function Plan 1, Chapter 4, page 3. Function V includes Manpower and History Division activities. It has been some years since the “manpower book” has been published. Ellis is working on a new edition based on her annual studies (pipeline data) and hopes to get it into print by the end of the year. The NSF has been cutting back on these studies, so our studies will be particularly valuable.

    Salary data have not been compiled in the past as there has not been too much interest until recently. The division wants to evaluate the sample that has been compiled.

    The Solid State project is the biggest international history effort to date, being headed in this country by Weart and Warnow. This may be completed in a year.

    Function V deals with Public Information and Education. The advisory committee will meet in mid-September. The Committee will discuss a number of things that are presented in the Educational Task Force Plan. The division expects an increase in commercial use of the radio programs. Museums are interested in our TV tapes.

    More science writing seminars are being planned. This year there will be a science writers seminar on medical physics, chaired by Barish of AAPM, on the day of the science writers' Christmas party held annually at AIP.

    Madey noted that in observance of the 30th anniversary of the AVS, in addition to a special historical session, an exhibit of historical vacuum apparatus is being planned for their Boston meeting; they are interacting with the Museum of Science in Boston on this display.

    Slack said an area needing development is that of career and guidance literature to entice people into the classrooms. A booklet is being prepared on careers with physics. The recent APS booklet “Women in Physics” is one of the best. Wilson described an AAPT poster being sent to all school districts in the U.S. which encourages students to contact their science teachers regarding careers.

    Function VII comprises various liaison activities. Slack said that the SPS had accumulated special funds totaling $50,000. Most of the money collected has gone for promotion of student activities, but it is not always asked for. This money can be used for awards to student chapters. The SPS council suggests using it for scholarships.

    Another area of liaison activities being considered is those that might be discussed by the CPP. This committee is scheduled to meet in October.

  3. Corporate Associates Meeting

    Koch discussed the location of the 1984 Corporate Associates meeting. Two sites have been proposed to the Advisory Committee: McDonnell Douglas, in St. Louis, and 2) Exxon Research, in Linden, NJ. He reported for McIrvine that the consensus of the committee was to hold the meeting at McDonnell Douglas.

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

    MOVED that the Executive Committee recommend to the Governing Board that the 1984 Corporate Associates meeting be held at McDonnell Douglas in St. Louis, MO.

14. New Business Generated at Meeting

There was no direct discussion of this item.

15. Adjournment

The meeting was adjourned at 10:00 p.m., following the conclusion of the Executive Session.