Governing Board of the American Institute of Physics
Minutes of Meeting
The Governing Board of the American Institute of Physics met in the AIP Woodbury Conference Room, Woodbury, NY, on 14 and 15 March 1986, with the 14 March dinner and evening session held at the nearby Plainview Plaza Hotel. For clarity in presentation with reference to the printed agenda, events recorded here are not necessarily in the same chronological order in which they appeared.
Members Present: N. F. Ramsey, Chairman, H. H. Barschall, P. M. Bell, J. M. Bennett, R. T. Beyer, P. B. Boyce, R. B. Clark, F. H. Fisher, A. P. French, R. M. Grant, R. G. Greenler, W. W. Havens, Jr., D. F. Holcomb, H. W. Koch, A. U. Landolt, D. Lazarus, H. Lustig, M. H. Mueller, J. S. Murday, J. A. Purdy, J. W. Quinn, E. N. Sickafus, F. D. Smith, A. F. Spilhaus, Jr., M. Strasberg, G. H. Vineyard, J. M. Wilson, K. F. Wissbrun
Members Absent: O. L. Anderson, J. A. Armstrong, C. F. Duke, V. Fitch, M. K. Hudson, N. F. Lane, C. K. N. Patel, N. Suntharalingam, M. Walt
Member Society Officers Present: R. Alley (AAPT), D. Berry (AAPT) Sat. a.m., I. Dyer, K. Johnston (AAPT) Sat. a.m., D. Kirwan (AAPT), R. Resnick (AAPT), R. Sears (AAPT), H. Voss (AAPT)
Guests: F. Frauenfelder (Incoming Chairman of the Board), R. Edge - Fri., A. Eisenkraft - Fri.
AIP Staff: Gerald F. Gilbert, Treasurer; Robert H. Marks, Director of Publishing; Lewis Slack, Director of Educational Programs; Nathalie A. Davis, Assistant to the Secretary; Bernard Dolowich, Controller; Lawrence T. Merrill, Assistant to the Director; Paul A. Parisi, Manager, Special Projects
1. Convene – Roll Call
The meeting was called to order at 1:30 p.m. by Chairman Ramsey.
Introduction of New Members
Grant conducted a full roll call of the Governing Board, noting societal representatives new to the Governing Board as their names were read.
Welcome to American Geophysical Union Members
Ramsey officially welcomed the AGU, which was elected to full membership at the Annual Meeting of the Corporation. AGU is entitled to name five representatives to the AIP Governing Board.
2. Report of Secretary
Minutes of Governing Board Meeting of 20-21 October 1985
Grant presented the minutes of the previous Governing Board meeting, which were approved with no corrections noted.
Report on Action of Member Societies Regarding Approval of Proposed Constitution
Grant reported that to date seven of the nine Member Societies had approved the proposed revisions in the Constitution, as recommended by the Governing Board at its October 1985 meeting. The remaining two Member Societies have until the October Governing Board meeting to act on the proposed changes.
3. Report of Chairman
Actions of Executive Committee Since Last Meeting
Ramsey called attention to the summary of actions taken since the last meeting of the Governing Board. He noted that the delay for non-payment of page charges has been eliminated, a major procedural change in publishing the archival journals.
Appointment of Search Committee for Executive Director
Ramsey said that Koch's January announcement that he would retire at the close of the March 1987 Governing Board meeting had been discussed at the February Executive Committee meeting. It was decided to start the search for a new Executive Director as soon as possible. The Governing Board was notified and the Search Committee was named, as follows: W. W. Havens, Jr., Chairman; A. P. French; R. M. Grant (ex officio, non voting); K. G. Kessler; E. N. Sickafus; H. F. Weaver. [Subsequent to the Governing Board meeting, A. F. Spilhaus, Jr. was also named to the committee.]
Ramsey reviewed the procedures being followed: A statement on the nature of the position was developed. A notice with this statement was placed in Physics Today, Physics Community section. The initial steps are to be taken by the Search Committee. He noted that the charge to that committee asked that they make recommendations to the Executive Committee, which will make recommendations to the Governing Board.
Havens said that the last two times a search for a director was necessary, as many names were accumulated as possible. They were then rank ordered. This list was taken to the Chairman of the Governing Board, who was asked to interview candidates to see if they are available.
Clark expressed concern over societal representation in the search process. He said this would be the time to speak if a Society feels it should be represented and is not.
Ramsey said he was also concerned about representation; thus he had tried to get a balanced group on the Committee.
Lazarus thought it important to give the Search Committee carte blanche to make the search and selection. A Search Committee goes after the number one candidate.
Clark thought it not unfair for the Executive Committee to make a single recommendation with the proviso that interested Governing Board representatives can attend the Executive Committee discussion.
Boyce seconded Lazarus' opinion. The Board cannot be heavily involved in this until the final stages. It is not possible to sit in the Governing Board and see how the search will develop.
Frauenfelder said the most important thing is to suggest good names to Havens. He encouraged everyone present to send in nominations.
4. Report of Annual Meeting of Corporation
Ramsey reported that the Annual Meeting of the Corporation, as required by New York State law, had taken place just prior to this meeting. Action was required on two items, per instructions given to the proxies by their Societies, as follows:
- Election of American Geophysical Union, and
Approval of Articles of Incorporation
Both items were approved without dissent. (The governing body of The Society of Rheology had not met since the letter from Grant was sent.)
5. Report of Meetings of Assembly of Society Officers and Briefing for Elected Society Officers
Boyce reported that this was a wide ranging meeting, with many topics covered. There was some feeling expressed that too much was squeezed in; it would have been desirable to have had more time for discussion and interaction among the participants.
He noted Park's report of a letter drafted by APS, AAS, and engineering and biological societies. This is to be signed by society presidents and is to go to every member of the House and Senate budget committees. The letter requests them not to forget the importance of basic research in physics. Boyce said it would be appropriate to discuss whether AIP should add a signature to the letter.
Ramsey said the guidelines for referral of material must be considered. An alternative action, since the letter had not been placed on the agenda of this meeting, would be for the Chairman of the Governing Board to sign a letter reflecting Governing Board discussion on the matter.
Clark made the following motion, which Vineyard seconded and which was unanimously CARRIED.
MOVED that the Chairman of the Governing Board be asked to sign the letter, to Congressional budget committee members, as an individual.
Greenler reported on the Briefing for Society Officers. He felt the most interesting and helpful part occurred during lunch, when people brought up things their Societies had been involved in. He thought the concept of the briefing valuable, but suggested that a large portion of the time be spent in sharing experiences.
Koch said he would take this into account in planning next year's meeting.
6. Report of Nominating Committee
The report of the Nominating Committee was given by Bennett, in the absence of the Chairman (Kelly).
Report of Nominating Committee on Nominations for Board Chair and Secretary for 1986-87
Frauenfelder and Grant were excused for consideration of these items.
Ramsey reminded the Governing Board that a straw vote had been taken at the October 1985 meeting which indicated the Governing Board's intent to elect Frauenfelder, the candidate presented at that time by the ad hoc Search Committee for Chairman of the Governing Board, at the March 1986 meeting.
The following motion was made by Beyer and seconded by Lazarus. Lazarus then moved that the nominations be closed. The motion was unanimously CARRIED.
MOVED that Hans Frauenfelder be elected Chairman of the Governing Board for 1986-87.
MOVED that Roderick M. Grant be elected Secretary of the Governing Board for 1986-87.
Frauenfelder and Grant returned to the room at this time.
Report of Nominating Committee for Elected Member-at-Large of Governing Board
The following motion was made by Vineyard, seconded by Fisher, and unanimously CARRIED.
MOVED that Esther M. Conwell be elected Member-at-Large of the Governing Board for a two-year term.
Report of Nominating Committee on Other Nominations
Bennett noted the list of candidates for the various committees. Grant added that James Haynes will replace Lotridge as the OSA representative on the Committee on Society Services.
Bennett presented the committee's report as a motion; it was unanimously CARRIED.
MOVED that the report of the Nominating Committee be accepted as presented.
The complete committee list (as of 7/86) is attached her with as Appendix A.
Appointment of Chairpersons of Committees by Chairman of the Governing Board
Ramsey said he accepted the suggestions of the Nominating Committee for chairpersons of the committees. He appointed Grant Chairman of the Committee on Constitution and Bylaws.
7. Report of Committee on Public Policy
Distribution of Board-approved Statement on Freedom of Access to Unclassified Research Facilities
Slack reported that the statement on Freedom of Access to Unclassified Research Facilities, with a cover letter signed by Ramsey, had been sent to total of 125 people suggested by Park, and to an additional 102 people suggested by the AIP Public Information Division.
8. Report of ad hoc Committee on Physics Olympiad
- Plans of AAPT
Possible AIP Participation in Program Management, Development, and Fund Raising
Clark gave the report of the ad hoc Committee on the Physics Olympiad, in the absence of its Chairman, Lane. Lane's Committee recommends that AIP co-sponsor the 1986 Physics Olympiad. Clark noted that AAPT has decided to sponsor a team for this summer. Edge and Eisenkraft have been appointed academic advisers. Wilson is heading the effort in the AAPT office.
The following motion, as suggested in Lane's letter, was made by Clark, seconded by Fisher, and, following discussion, unanimously CARRIED.
MOVED that AIP co-sponsor the 1986 Physics Olympiad with the AAPT and other participating societies, that it allocate $10,000 toward the expenses of the project for this year, and that it provide staff assistance with fund raising, publicity, and other appropriate services that would help to ensure the success of the 1986 Physics Olympiad.
Edge and Eisenkraft were present at this session of the Governing Board meeting to give further background and answer questions about their experiences as AIP supported observers at the 1985 Physics Olympiad.
Edge said he came to the Physics Olympiad open-minded, and is now strongly in favor of it. He reported on the overall experience of the Olympiad, including the living conditions, interaction among attendees, and the nature of the exam (both theoretical and practical). He feels that the selection and training of students for the competition will be both difficult and rewarding.
Wilson said there are now two sponsors: AAPT and APS. He is hoping for other financial participation and has written to Member Societies. Information has been sent to each Society and to 2,200 high school teachers. A qualifying exam is being developed. Twenty student finalists will be selected to come to the University of Maryland for a training program. Five ultimately will be selected to go to England for the competition in July.
Eisenkraft reported on the AAPT Atlanta meeting and the informal discussions relating to the question of finding students. He has given tests to ten teachers for administering to their top students, and has reviewed some of the tests. As a result of this preliminary effort, he reports that there are U. S. students that can compete at this level.
Wissbrun said the idea is appealing. He recalled the requirements for participating countries to alternate in hosting the Olympiad. Is that a question that needs to be addressed?
Clark said the earliest possible time for the U. S. to be host is in five years.
French said this is not an irrevocable commitment. He sees it as an experiment.
Vineyard said his impressions so far are extremely positive. We need to cultivate interest in difficult physics and turn around the present negativism.
Dyer asked what should be looked for from Member Societies.
Wilson said that the publicity and widespread dissemination can reach outside academia, through promotion by members of the Member Societies. He would like to see this supported by industry, so the Member Societies would not have to expend their funds in this way.
Havens said U.S. participation will be deemed successful only if it generates enthusiasm beyond this first year.
Koch noted the set of four color posters on display, which are just off the press. This project was approved by the Committee on Educational Policy to stimulate interest of high school students in physics. A set will be sent to all Governing Board members and to all members of the Advisory Committee on Corporate Associates.
9. Report of ad hoc Committee on Space Needs
- Summary of February Meetings
Request to Focus on 2 Alternatives for Meeting Long Range Needs
Havens, Chairman of the ad hoc Committee on Space Needs, first reviewed the history of the current study. The original motivation was a need for additional Member Society space in the New York headquarters, which required AIP to rent outside space for some AIP activities. The PT and Advertising divisions moved to rented space at 216 E. 45th St., but this move has not worked out well, as the planned conversion of the building has not progressed and there are health hazards in the building. Several AIP divisions badly need more space. It had been discussed whether some operations could be moved to Woodbury; however, some cannot be moved. A partial move would still not give AIP enough space. It is recognized that in New York a five-year commitment for rental space is necessary. This rental might affect the long range plan. AIP management has suggested the possibility of razing the present building at 335 East 45th Street and erecting a new building suitable for the site and of maximum size for the zoning.
There was, at the same time, a drive by some Member Societies to increase the presence of the physics community in Washington, DC. With an increased Washington presence in mind, AIP is renting and renovating one full floor of the AGUbuilding. This is expected to be occupied about 1 June 1986. APS will sublet part of this space, as they have to move out of their present DC offices shortly.
The Space Needs Committee felt that there was not sufficient information on the Washington real estate picture and requested additional background. At their request, AIP management arranged a recent meeting with Coldwell Banker, a commercial real estate service in Washington, at which considerable information was received.
Havens said the presentation from Coldwell Banker was a revelation. Most of the desirable sites are already developed or have been purchased by speculators, some foreign. Additionally, developers have already purchased the desirable properties near the metro system stations under construction. This means that one would have to go into partnership with a developer in order to build. There is nothing suitable for renovation for a possible headquarters site in DC in a desirable area. The natural size of building in DC is generally smaller than in mid-Manhattan due to both height and zoning restrictions in the two locations.
Havens asked Grant to read the motion which was passed in the Executive Committee meeting of that morning. The motion was as follows:
MOVED that the Chairman of the Governing Board be asked to inquire of each Member Society to ascertain to what extent they:
- support the concept of an increased presence of the physics community in the Washington, DC area, and
- might choose to participate in such an increased Washington DC presence by sharing space, either through a lease or purchase arrangement, with other Member Societies and/or AIP.
The Executive Committee further stated that in its discussions concerning options for resolving AIP's long range space needs, no move of the operations currently at its Woodbury facility is being contemplated.
Extensive surveys by AIP's real estate adviser Weinbaum show that purchasing an old building in New York is an economic impossibility. As a result of the inflated market it would take 20-25 years to recover the capital costs. On the other hand, there are definite advantages to building in New York, as the present building does not make good use of our valuable site. The most desirable alternative would be to build a bigger building than needed and rent some of the space.
With any move, the following prevail:
- AIP needs at least two locations.
- With either a New York or Washington building, construction will be needed in order to achieve a usable space.
The Space Needs Committee has asked AIP Management to obtain a more complete estimate of costs for a new building suitable for the 45th Street site in New York, which should be suitable for resale if needed.
Koch stated that he feels the manner in which the Committee is functioning is excellent, with efforts being made to understand all options and commitments and to ultimately arrive at a decision in the best interests of the Member Societies and AIP. He noted that the instruction to staff for more information on DC was given in the February Executive Committee meeting, and the meeting with Coldwell Banker took place ten days later.
Koch added that two other things emerged from today's Executive Committee meeting:
- The proposed review of the financial and personnel implications of a move, as offered by an auditing firm, may not be too useful; however we do need more firm information in this area.
- The concept of AIP headquarters as a separate issue from a center that may be wanted by Member Societies. The facilities that Member Societies may need (i.e. auditorium, library, reception area) are overhead items and very costly, and are not necessarily the same as what AIP would need. These would require a commitment and endorsement and possibly financial involvement by the Societies. He noted several options that have to be looked at in detail.
Lustig asked, with respect to ascertaining the desires of the Member Societies, why the proposed motion does not refer to New York as well as to DC. Frauenfelder, Ramsey, Havens and others on the Governing Board thought this was important and that it should be included in the letter.
Ramsey said the long range decisions will be affected by what the Societies want. This is the purpose for the survey.
10. Annual Report for 1985 and Authorization to Publish in Physics Today
Koch said that he is required to submit an annual report to all of the members of the Member Societies, which is published in Physics Today. He asked if there were any comments on the draft report he had prepared.
After a brief discussion the following motion as made by Mueller, seconded by Sickafus, and unanimously CARRIED.
MOVED that the annual report of the Institute for 1985 be accepted and authorization be given to publish it in Physics Today.
11. Financial Report
Estimated 1985 Financial Statement
Gilbert distributed the 1985 estimated financial statements (attached herewith as Appendix A). He first reviewed the Statement of Revenue and Expense, which excludes activities for Member Societies. Total 1985 estimated Operating Revenue is $19,811,700. This is broken down into Publishing Operations and General Operations. Estimated income from subscriptions is $12,912,800 (compared with $10,124,845 for actual 1984). He noted that the non-member subscriptions are dropping 2-3% every year, a figure not significant in one year; however, over several years the cumulative effect is bad. He noted the reduction of about $300,000 in revenue for page charges from actual 1984 to estimated 1985, which results from the approved reduction in page charges for AIP journals and elimination of page charges for RSI. Marks added that page charge honoring is budgeted at about 85%; it varies with the journal. He noted that non-honors are no longer delayed. Advertising income is up as a result both of an increase in rates and in number of pages sold.
Operating Expense includes Publishing Operations, General Operations, and General and Administrative. Total Operating Expense is $17,902,800. Net Operating Revenue is $1,908,900, compared with $2,017,261 for actual 1984. Non-Operating Revenue from Net Investment Income is $1,477,500, compared with $963,079 for actual 1984. The large increase is due to transfer of $2.3 million from short term investments to long term investments under professional management, as approved by the Executive Committee. This brings the Total Net Revenue for 1985 estimated to $3,386,40, compared with $2,980,340 for actual 1984.
Gilbert then reviewed the balance sheets. Total Assets, as of 31 December 1985:
Total Funds: $32,517,538. Operating Fund: $24,147,621. Property, Plant, and Equipment Fund: $7,123,830. Restricted Funds: $1,246,087. Total Liabilities and Fund Balances, as of 31 December 1985: Total Funds: $32,517,538. Operating Fund: $24,147,621. Property, Plant, and Equipment Fund: $7,123,830. Restricted Funds: $1,246,087.
Report on Approved 1986 Operating Budget
Gilbert reviewed the highlights of the Operating Budget, as approved by the Executive Committee in December 1985. He noted that the purpose of the Summary Statement of Operations is to show the full magnitude of the AIP operations. The distribution of the $42 million dollar operation is as follows:
AIP $22 million 52% Societies $18 million 43% IOP $2 million 5% Total $42 million 100%
In accordance with the request at the March 1985 Governing Board meeting, the actual figures for the prior year 1984 are given, along with projection 1985 and budget 1986. Total net revenue for 1984 was approximately $3 million. $3.4 million has been projected for 1985; $2.3 million is budgeted for 1986.
Legal Opinion Regarding Budget Approval
Gilbert referred to his 15 November 1985 letter to Lehrfeld, AIP attorney, which supplied background data concerning the approval of the Institute's financial budget and which asked whether it is necessary for a motion to be passed every year authorizing the Executive Committee to approve the budget, or whether the Constitutional charge to the Executive Committee is sufficient authorization for them to approve it.
Lehrfeld's response of 13 December 1985 referred to the New York Not-for-Profit Corporation law, Section 712; he included an excerpt from the statutes. His opinion was that it would be unusual for the authority of the Executive Committee to be limited in this regard.
Gilbert then asked Grant to comment. Grant said he had raised this question. His reading of the Lehrfeld response suggests that it would be helpful for the Governing Board to indicate that the 1984 motion will continue to operate.
The following motion was made by Grant, with the addition of "the next meeting" made by Wilson, seconded by Mueller, and unanimously CARRIED.
MOVED that the Executive Committee be empowered to approve the budget of the AIP and that the approved budget be presented annually to the Governing Board at its next meeting.
Board-Designated Funds for Special Purposes
Gilbert reviewed his 24 February 1986 memo to members of the Governing Board. These funds are established to enable the Institute to fulfill its obligation to the physics community and subscribers in periods of great financial difficulty and to provide capital funds to meet the future needs of the Institute. The balances in these funds may be altered by the Board at any time. He noted that the Publication Fund, the Building Fund, and the Equipment Fund had been established by the Board in 1982. He advises the addition of an Educational Programs Fund for the same reasons.
The following motion was made by Lazarus, seconded by Wilson, and unanimously CARRIED.
MOVED that a designated special purpose fund be established for the Institute, entitled the Educational Programs Fund.
Gilbert reminded the Board that goals for these funds have not been approved by the Board. They need to be discussed by the Executive Committee before coming to the Board. He is working on a proposal to be presented to the Executive Committee at its September meeting.
Lazarus made the following motion, which was seconded by Clark, and unanimously CARRIED.
MOVED that the 1985 net revenue of the Institute be equally divided (25% each) among the four special purpose funds (Building, Equipment, Publication, and Educational Programs).
The meeting was recessed at 5:20 p.m. and reconvened at the Plainview Plaza. A reception took place from 6:00-6:30 p.m. in Suffolk B, followed by dinner in Suffolk A.
Following the dinner Ramsey was presented with tokens of appreciation, by Gilbert, Grant, Marks, and Slack, for his six years of service as Chairman of the Governing Board.
Introduction of New Board Chairman and Transfer of Chairman's Gavel
Koch then introduced the incoming chairman Frauenfelder, noting his many contributions to the physics community, and symbolically transferred the chairman's gavel to him.
On the State of Physics (Brinkman Report) – H. Frauenfelder
Frauenfelder gave a brief talk on the Brinkman Report, expressing hope that it would prove useful for the furtherance of physics in the U. S.
The dinner session recessed at 8:45 p.m., followed by an informal reception for Ramsey and Frauenfelder.
The meeting reconvened at 8:35 a.m. on Saturday, 15 March.
Report of Investment Advisory Committee
Gilbert reviewed the report of the Investment Advisory Committee and distributed a revised schedule of investments, which gave performance results for 1985 (attached herewith as Appendix B). He noted that long term investments are those whose maturity exceeds one year. Presentations were made by AIP's investment portfolio managers (First Manhattan Co., Avatar Associates, and Drexel Furnham Lambert) covering calendar year 1985 performance. The committee then reviewed the mutual fund investments. They reviewed the investment service of Becker, which has been taken over by Drexel Burnham Lambert. The service is available for no management fee (they benefit from brokerage fees). AIP will start using this service, as it simplifies the brokerage arrangements.
The current portfolio of the Institute is completely invested in equities. The Committee recognizes the desirability of establishing a position in bonds. Gilbert has been asked to obtain data for the Committee on bond funds.
Financial Handling Charge for 1987
Gilbert said that the AIP Constitution provides that Member Societies pay to the Institute a financial handling charge, not to exceed 1%, on the monetary value of business done on their behalf. This charge is fixed annually by the Governing Board: the suggested rate has been in effect for a number of years.
The following motion was made by Wilson, seconded by Sickafus, and unanimously CARRIED.
MOVED that the financial handling charge for 1987 be fixed at five-eighths of one percent of business done on behalf of Member Societies.
Revision of Name and Charge of Committee on Fiscal Policy to Committee of Society Treasurers
Gilbert reported that at the last meeting of the Governing Board he had proposed a restructuring of the financial committees of the Institute. One item concerned changing the name of the Committee on Fiscal Policy to the Committee of Society Treasurers, in accordance with a recommendation sent to the Executive Committee from the Chairman of the Committee on Fiscal Policy. After some discussion it was decided to refer this matter to the Societies for feedback and further consideration at this meeting.
This matter was presented to the Societies in a 7 November 1985 letter from Grant, with the request that they respond by the time of this Governing Board meeting. Grant reported that he has heard from several Societies who were in favor of the proposed changes, but that AAPT wanted to comment at this meeting.
Smith gave additional background. At the last two meetings of the Committee, the charge and responsibilities of the Committee were discussed. Fiscal planning of the Institute is beyond the scope and resources of this Committee which meets only once each year. The Committee has concentrated on AIP practices regarding societal matters and has assisted in strengthening operating procedures. They have also received helpful briefings on AIP matters. This proposed change is to recognize more accurately the actual role the Committee plays.
Clark said that the major concern of AAPT is philosophical. He noted Gilbert's statement on 25 April 1985 to Koch, which says that Society Treasurers have allegiance to their Societies, making it inappropriate for them to give advice to AIP. He wondered how this situation differed from a member of the Executive Committee or Governing Board.
Gilbert said this statement was made in reference to the creation of a Finance Committee. The consensus now is that the Executive Committee would continue to function as the Finance Committee. His memo was to inform the Board of the growing fiscal responsibilities of the Institute. He felt that the Executive Committee was overburdened with details, but they feel that if there are more considerations required, then they will take more time.
Koch said with a committee of all Society Treasurers, they will share information. He thinks it would be unnecessary to have still another committee dealing with financial matters, such as the annual pricing of publications; the Executive Committee receives all the information it needs from Management and from the Publishing Policy Committee on such matters.
Smith said the Treasurers felt strongly that the right place to make financial decisions is the Governing Board, largely through its Executive Committee. For Treasurers to be inserted, e.g., into the pricing process would be inappropriate. He also recommended that if the Executive Committee is overworked, they could themselves set up a subcommittee.
Clark said he would be comfortable with this proposed change in name if the Executive Committee continues to assume the responsibility of a committee on finances.
The following motion, before the body from the previous meeting, was unanimously CARRIED.
MOVED that the name of the Committee on Fiscal Policy be changed to the Committee of Society Treasurers, and that their charge be changed to the following:
"This committee, composed of Treasurers of the Member Societies, is responsible for continuing review of those policies which pertain to AIP's fiscal relations with Societies and for providing a forum for the exchange of information on fiscal matters among the Societies and the AIP."
12. Status of AIP's Data General Subscription Fulfillment System
Koch gave background information on the development of the system. A total of $900,000 has been approved for the project. As of 28 February 1986, $890,000 has been spent. It is essential that AZTECH be retained to complete certain parts of the software for the project.
The Executive Committee at its February meeting gave instructions to AIP management, and management responded to each of these points, as follows:
Obtain a legal opinion, for presentation at the March meeting, as to AZTECH's responsibilities to complete the subscription fulfillment system under the current contract, as amended.
Response: A written report was obtained from Lehrfeld; this was presented to the Executive Committee at its 14 March meeting. It stated that "in essence, the language of the new agreement, coupled with the previous amendments, confirm the fact that the parties have departed from the original fixed service, fixed payment contract, and have switched to an evolving project, to be costed on an essentially time-and-materials basis." Lehrfeld further stated that legal fees for a lawsuit would be a minimum of $75,000-$100,000, and it would be "virtually impossible to obtain monetary damages in a lawsuit." His opinion was that it would be better to invest the money in completing the system.
Expend funds through April to keep the subscription fulfillment project moving forward.
Response: The Executive Committee approved the expenditure of $40,000 through the end of April. The status will be reviewed at the June Executive Committee meeting.
Acquire the existing source code for the subscription fulfillment system as soon as possible.
Response: Source codes have been obtained for 75% of the system, to date.
Obtain an opinion from our computer consultant as to our options concerning completion of the subscription fulfillment project.
Response: Gudes, our computer consultant, has monitored progress of the project. Koch read excerpts from Gudes' earlier report. He felt the contract should not originally have been a fixed-price one. AZTECH's bid was too low; the final cost of the project will be approximately what the other contractors had bid. He recommends pressing for completion as soon as possible under Dolowich's direction.
Dolowich then stated that he had met with AIP's attorney and Gudes in the week following the February Executive Committee meeting. Gudes recommended completing conversion of a system to the Data General that essentially would be equivalent in capability to that operating currently on the UNIVAC. Subsequent to conversion, AIP staff would then add any desired special features. AZTECH is not now aware of this plan. He will meet with them next week. Since last fall, all the essential code has been written but not tested. This was AIP's choice last fall, as we were in a vulnerable position at that time.
Regarding testing, AIP staff have started on a conversion module. AZTECH is testing file maintenance. Even though the new system is delayed, the UNIVAC is in place and the Data General would run in parallel in any case until the new system is completely tested.
Dolowich distributed and reviewed flow charts on the following: cash control; interactive file maintenance (interacts with the data base); data base reports; and data base activity and flow.
AZTECH will continue working on renewal billing and journal selection testing. AIP will test Marketing, BPA, and other modules. AZTECH will work on ad hoc selections requiring development of the Selectron utility. AIP staff is performing clerical tasks to gather the necessary data for the systems control files.
13. Status of Pi-NET
- Suggestions from Meeting with Elected Officers of Member Societies
Report from ad hoc Review Committee
Merrill reviewed the status of pi-NET. The design is completed, the general information screen is online, and a manual has been prepared. He invited people to sign on and to offer their comments. There is now a full time systems operator to monitor everything. He invited all Societies to contact him regarding their announcements to be offered on Pi-NET.
(The meeting recessed for taking of the annual Governing Board photo at 9:50 and resumed at 10:20.)
14. Report of Committee on Publishing Policy
Recommendation of Executive Committee to Approve New Copyright Transfer Form and Downloading Policy
Marks reported that a new copyright transfer form and a "downloading" policy were recommended to the Governing Board for approval by the Executive Committee, following review by the Subcommittee on Copyright and the Committee on Publishing Policy. The new transfer agreement mentions copyright of abstracts, on advice of our attorney.
The following recommended motion from the Executive Committee was unanimously CARRIED.
MOVED that the new copyright transfer form dated 15 November 1985, which includes abstracts, be approved by the Governing Board.
Marks then reviewed the terms of the new downloading policy, which are very liberal and are comparable to those of other database producers. This is to permit organizations and individuals to capture information electronically from AIP's SPIN tape and to retain it for internal searching and reuse. The policy covers three categories of use: temporary storage, multiple copies, and derivative databases.
The following recommended MOTION from the Executive Committee was unanimously CARRIED.
MOVED that an AIP "downloading" policy for electronic databases be approved by the Governing Board as distributed.
Exchange of Letters with IEE-INSPEC on License to Use SPIN Tape
Koch reviewed the history of our discussions with the British (IEE-INSPEC). We have had a successful royalty arrangement with the Germans (FIZ) for distribution of our SPIN tape in Physics Briefs. He and four other AIP staff members will go to Germany in April to talk about this and related technology. The Executive Committee wants to have a proposal comparable to the one with the Germans sent to the British. This is in preparation. It will be similar to the arrangement with the Germans. The IEE response to such an arrangement was not positive when it was discussed and proposed several years ago, but the times and technology and also interest in this process are changing. Our goal is one tape and one printed product in physics. If we use pi-NET as a gateway to Physics Briefs, there is no point in having an entree to a physics service that does not acknowledge our copyright or does not pay us some of the significant returns being developed with abstracting services.
Reports of Subcommittees on Electronic Publishing, Journals, and Books
The report on the Subcommittee on Electronic Publishing was given by Barschall, Chairman of the Subcommittee. Their recent considerations have focused on the following topics:
- Phys-NET. This has since been renamed Pi-NET, due to a pre-existing use of the originally selected name. This network was recommended by the subcommittee and subsequently approved by the Executive Committee.
- Automatic page makeup. They expect a report and a presentation by Seybold Associates who are looking into it. Due to a shift of personnel at Seybold the report has been delayed, but the new consultant is enthusiastic about this.
- Kurzweil reader. The one obtained by AIP on recommendation of the committee is working very well, and additional use of it would be desirable.
- Optical discs. A presentation on this was given at the Assembly. There is still lack of standardization on this process; use of this is in the future. AIP would consider using this for back issues, not current ones. A strong motivation for this is the journal storage problem. Microfilm is fragile, and librarians see optical discs as a desirable alternative.
Voss gave the report of the Subcommittee on Journals, as the Chairman (Duke) was not present. They have been working on two projects:
- Journal on use of computers in physics. A task force, chaired by Voss, has been looking into this idea. The task force will report to the Subcommittee on Journals in May.
- Journal of Materials Research. The first issue of this journal is now in production and will have a print run of 8,500. It is wholly owned by the MRS; AIP is the publisher. There are now about 150 non-member subscriptions.
Koch noted a third new journal: Chinese Physics-Lasers. The first issue will appear this year.
Beyer, Chairman of the Subcommittee on Books, reported on progress in this new area of publishing. A book on acoustics has been translated from Russian, edited, and is in the hands of AIP for production.
Marks said he is encouraged by the progress of the Books Division. This year books on physics history, radar and World War II, and a Japanese translation book are planned. They hope to publish about five titles per year in the Tomash series. The books program is based on the Conference Proceedings, of which the 150th proceedings is now in preparation. They have hired a designer to modernize the appearance of the series. The first of these new covers will be in the AVS subseries.
15. Report on Fund Raising for Joint Meeting of IUPAP General Assembly and AIP Corporate Associates
Koch said that the 1987 Corporate Associates meeting will be combined with the IUPAP General Assembly at the National Academy of Sciences in Washington in September 1987. Funds have been solicited from the Corporate Associates but the fund raising is going very slowly and responses are nowhere near as favorable as for a comparable meeting in 1972. The goal is $180,000. His office will do a fund drive of several of the largest Corporate Associates. Prospects do not appear good for external funding. They will ask Frank Press for help with federal agencies and travel funds.
Ramsey noted that the Academy said it would help in going to the National Science Foundation, and advised contacting them as soon as possible.
16. Request of Materials Research Society for Associate Member Society Status
Koch noted the request of the Materials Research Society for status as an Associate Member Society of AIP, contained in the letter of 22 January 1986 from Gordon Pike, MRS President. The letter stated that integral to this request are the following three provisos:
- Services provided to the MRS by AIP shall be provided at cost with no surcharge (overhead).
- As an Associate Member Society, the MRS is entitled to one voting representative on the AIP Governing Board.
- The MRS reserves the right to affiliate with other groups of societies.
Koch said the Executive Committee had asked him to contact the MRS regarding the possibility of their applying directly for Member Society status. However, Pike felt that they probably would be uncomfortable with moving so fast toward Member Society status because it is a multidisciplinary society. Noting certain attitudes within the MRS, Koch said they have been reluctant about AIP procedures for services, such as the Placement Service at meetings, and with being too closely identified with AIP. They have expressed interest in renting an office in the AGU building, but the manner of listing has not been discussed. He asked for discussion on their request for change of status.
Quinn asked what the rules are for changing the conditions of various types of membership.
Grant explained the varying requirements for the three provisos contained in their letter:
- Services at cost; no overhead. This is in the AIP rules, and can be changed by the Governing Board.
- A voting representative on the Governing Board. This is a constitutional matter and would require a constitutional amendment.
- Right to affiliate with other groups of societies. This is contained in the document Revised Guidelines for Classes of Membership which was approved by the Governing Board in 1975. It is a part of the AIP Rules and could be changed at a Governing Board meeting.
Ramsey asked if it has to be on the agenda in advance for a rule change to be acted on. Grant said that matters of policy can be brought up at a meeting if they are on the agenda. The MRS request was on the agenda, but no specific rule changes were proposed for action at this time.
[The category of associate member society was created in the Bylaws revision of 1/58. The ACA and the AAS, elected to associate member society status in 1959, had one representative each on the Governing Board under the provision then in effect. The ACA had been an affiliated society since 1950; the AAS had not been an affiliated society. The provision regarding Governing Board representation was removed in the 1976 revision of the Constitution.]
Grant reviewed recent discussions on the current policies and guidelines. He is working on a revision of the document on Guidelines for Classes of Membership to reflect actions since it was prepared, and suggests that the Secretary’s Office and the Committee on Constitution and Bylaws review this and make recommendations to the Governing Board, including policy covering the MRS request.
French asked what the arguments are in favor of encouraging the MRS to have a closer connection with AIP.
Frauenfelder said he thinks this will be a problem for AIP in the coming years: there is considerable growth in the area of materials research and there is a split between the engineering and physics elements. He thinks we should do everything possible to heal this split. He thinks the MRS does not want the engineering part to reject the physics part.
Gilbert said that, historically speaking, as soon as we start providing services to an affiliated society, they want to become a Member Society, so they can get all services at cost, with no overhead. The service charge is an overhead charge, not a surcharge. Their proposal means that they would not pay for any accounting or other services. He noted that Member Societies, as specified in the Constitution, pay a financial handling charge to AIP, approved by the Governing Board every year, and they pay annual dues to the Institute. Indirectly, the Member Society dues enhance the income, from advertising in PT.
Koch said the principle is that societies either have to be full participants or pay an overhead charge.
Vineyard said this hinges on the definition of full cost. They want the same full cost without dues or financial handling charge. Where could they get these services this cheaply elsewhere?
Gilbert said they could not get them this cheaply anywhere else. With the provisions they requested, they would be in a better financial position than the Member Societies.
Havens recalled that Lehrfeld has said that if you put down the statement "full cost", you are asking for an argument, as there is no clear definition. If they want to pay full cost for services such as placement, it would have to be worked out. There is no mechanism for handling their request, so he thinks the Governing Board cannot grant their request.
Grant read relevant passages from the Guidelines for Classes of Membership and from the Constitution, which uses the term "actual cost".
The following motion, made by Havens, was not seconded so was not voted on:
MOVED that the request of the Materials Research Society for associate member society status be tabled until the next meeting of the Governing Board.
Fisher asked if we can find out if they have misunderstood definitions and interpretations of the various provisions and services.
Wilson said there seemed to be general agreement among Governing Board members that we cannot meet their terms or conditions but we want to keep the door open. He suggests writing to them that we have to maintain the existing situation but invite them to send an observer to the next meeting and have staff look into it before the next meeting.
The following motion was made by Wilson, seconded by Lazarus, and unanimously CARRIED.
MOVED that the Materials Research Society be invited to send a non-voting observer to the next meeting of the Governing Board.
Fisher suggested and Ramsey agreed that the letter to the MRS contain a sense of our trying to cooperate with them but our need to abide by the Constitution and the need for payment of full costs. The letter should be as friendly as possible.
17. Other Business
There was no other business.
18. Next Meeting
Koch reviewed plans for the next meeting: 19-20 October 1986 at a hotel near the Exxon Research Laboratories, Annandale, NJ, which is hosting the 1986 Corporate Associates meeting.
Smith noted that the dates for this meeting conflict with a forthcoming OSA meeting. Koch pointed out that OSA recently had changed their meeting dates and had not given the dates to AIP for listing until after the Governing Board and Corporate Associates dates were set.
19. Executive Session
AIP staff were excused for the executive session, from 11:30 to 12 noon.
During the Executive Session the following motion was made by Barschall, seconded by those present, and unanimously CARRIED by rising acclamation.
MOVED that the Members of the Governing Board express their deep appreciation to Norman F. Ramsey for the leadership that they and the entire physics community have received during the past six years.
The meeting was adjourned at 12:00 p.m., after which lunch was served.