March 25, 1961

Governing Board of the American Institute of Physics

Minutes of Meeting

1. The Governing Board of the American Institute of Physics met at the offices of the Institute, 335 East 45th Street, New York 17, New York.

Present: Ralph A. Sawyer, Chairman; James G. Baker; Wallace R. Brode; Dirk Brouwer; J.H. Elliott; Herbert A. Erf; S.A. Goudsmit; W.W. Havens, Jr.; W.V. Houston; Winston E. Kock; R. Bruce Lindsay; David L. MacAdam; H. Victor Neher; Leonard O. Olsen; C.J. Overbeck; G.E. Pake; S.L Quimby; Francis W. Sears; Mary E. Warga; William R. Willets

Absent: R.H. Bolt; Harvey Brooks; N.S. Gingrich; Ray Pepinsky

Guests: J.W. Buchta; G.E. Uhlenbeck

AIP Staff Present: Elmer Hutchisson; Wallace Waterfall; Henry A. Barton; Mary M. Johnson. Messrs. Hugh C. Wolfe, Eugene H Kone and William Kelly were present briefly to report on the activities of their respective departments.

Chairman Sawyer convened the meeting at 9:35 a.m. and welcomed the new members present; Messrs. Houston, MacAdam, Olsen and Quimby.

2. Minutes

On motion made, seconded and carried, the minutes of the meeting of September 30, 1960, were approved as circulated.

The Secretary reported that the Executive Committee had recommended distribution of Executive Committee and Governing Board minutes be limited to Board members and Society secretaries. In answer to a question, be explained that there are times when negotiations of a sensitive nature are under discussion and it would not be helpful to have too wide a distribution while such negotiations are still pending. Also, the Director has been sending a monthly newsletter to all Society officers which contains a summary of current Institute activities.

A motion that the recommendation of the Executive Committee be laid on the table was defeated by a vote of 6 to 9. The following motion was then made, seconded and passed by a vote of 13 to 5:

MOVED that the recommendation of the Executive Committee that the Governing Board action of March 16, 1957, be rescinded, and that henceforth Executive Committee and Governing Board minutes be sent only to Board members and Society secretaries be accepted.

The Secretary was requested, and agreed, to furnish additional copies of the minutes to any Society secretary who may request them for distribution to other officers of his Society.

  1. Executive Committee Recommendation re Distribution of Minutes

3. Report of Annual Meeting

The Secretary reported that the annual meeting of the Corporation was held on February 24, 1961, with proxies representing all Member Societies present. He explained it was a routine meeting required by New York State law and that there was no business of importance transacted.

4. Report of Chairman (Review of Executive Committee Actions)

The Chairman stated that there had been three meetings of the Executive Committee since the last Governing Board meeting, minutes of which were sent to all Board members. Much discussion has been devoted to the Institute's housing problem and this subject will be reported under Item 11. In connection with our proposed building expansion. Dannie Heineman has agreed to donate $40,000 for a library on the history and philosophy of physics. He has also requested that the Dannie Heineman Prize for Mathematical Physics be awarded annually instead of every second year for a total of ten years. The Director said it is planned to announce the increase in the number of prizes and the gift for the proposed library at the American Physical Society meeting in Washington in April. The following motion was made, seconded and passed without dissenting vote:

MOVED that the Dannie N. Heineman be recognized in some appropriate manner for his service to the physics community, his warm friendship and his benevolence.

The Chairman reported that, at the Arden House meeting last fall, almost 100 Corporate Associates and almost all officers of Member and Associate Member Societies were present. We plan to have a similar meeting next September at which time we will celebrate the 25th anniversary of our Corporate Associates program.

The Chairman said the Executive Committee always devotes a great deal of time to budget and publishing problems. The number of pages in JCP for 1961 has been increased and yesterday the Executive Committee voted to raise the subscription price effective in 1962.

The Chairman reported that committees and representatives for the coming year had been appointed by the Executive Committee at its meeting the previous day, and the list of committees and representatives is attached to the minutes of that meeting.

  1. Committee Appointments for Coming Year

5. Report of Nominating Committee

Mr. Uhlenbeck, Chairman of the subject Committee, consisting of Messrs. Bolt, Overbeck and himself, reported that his Committee had nominated Ralph A. Sawyer to continue as Chairman of the Governing Board for another year and C. Guy Suits as Director-at-Large of the Board for a three-year term to 1964.
Upon motion made, seconded and passed without dissenting vote Mr. Sawyer and Mr. Suits were elected.

Mr. Uhlenbeck reported that the Nominating Committee recommended Messrs. Sawyer, Brode, Goudsmit, Havens and Lindsay as continuing members of the Executive Committee and Messrs. S.L. Quimby and Francis W. Sears as the new members to replace Mr. Buchta and himself. There were no other nominations and the following motion was made, seconded and passed unanimously:

MOVED that the following Board members constitute the Executive committee for the coming year:

Ralph A. Sawyer, Chairman
Wallace R. Brode
S. A. Goudsmit
W. W. Havens, Jr.
R. Bruce Lindsay
S. L. Quimby
Francis W. Sears

  1. Election of Chairman and Director-at-Large
  2. Appointment of Executive Committee

6. Report of Board to Members for 1960

A revised draft of the Director’s annual report had been distributed to Board members (A copy of the final report has been sent to all Governing Board members and all Society officers and is attached to the official copy of these minutes.) The Director commented that the total disbursements in 1960 were over $3,000,000 as compared with $2,600,000 for the previous year and explained various details. He spoke briefly about the Institute’s  publishing activities and documentation program; public relations; education and manpower projects; emphasized again that whenever an organization feels it must make a choice between supporting the Institute or a Member Society, it is urged to give preference to the Member Society.

The Treasurer called attention to the financial statement for the year ended December 31, 1960, copies of which had been distributed (copy attached to Executive Committee minutes of March 24, 1961). He explained various items and the highlights of his comments are record d in the minutes of the Executive Committee meeting of March 24, 1961.

The Treasurer answered several questions and, with respect to our punch card conversion, explained that the item of $15,000 in 1961 budget is for extension of the punch card system to Accounting Department operations.

The following motion was made, seconded and passed without dissenting vote:

MOVED that the Director’s annual report be accepted and published as the report of the Board to members in PHYSICS TODAY.

  1. Report of 1960 Activities as Prepared by Director
  2. Financial Report by Treasurer
  3. Authorization for Publication in PHYSICS TODAY

7. Review of Institute Programs

Hugh C. Wolfe, Director of Publications, was introduced to report on activities under his jurisdiction. Mr. Wolfe stated that the workload in the Editorial Department has been increasing steadily because of more journal pages and particularly because most of the copy editing work on THE PHYSICAL REVIEW has been taken over from the Brookhaven group. A staff artist has been employed on a full-time basis to assist with layout. Mr. James E. Mills is now Supervisor of the Department and Miss Ruth Bryans is Assistant Supervisor. Publishing of conference proceedings in or as supplements to JAP and other journals is becoming increasingly popular and we are developing a formula for financing such publishing which we believe will benefit both the journals and the conferences. Our grant for review articles has been extended for another two years and we hope to obtain and publish all the articles projected.

Eugene H. Kone, Director of Public Relations, joined the meeting and reported on activities in his Department as follows: Eight Society meetings were covered with press room services during the past year and four seminars for science writers were held. Glossaries which were issued in connection the seminars have been very much in demand, not only by science writers but by others as well. Problems of adult education, including radio and television, as well as the establishment of a speakers bureau, are being explored to see what can be done in these fields.

William C. Kelly, Director of Education, reported for his Department. He distributed an outline of the Regional Counselor Program in cooperation with AAPT, commenting that it was one of the newer projects in his Department. He explained how the program will operate and the results expected from it. (See Executive Committee minutes, March 24, 1961, Item 5.) The Institute is also continuing its series of career booklets and will hold a conference on April 10 to discuss the role of women in physics. The apparatus project is very active and will be discussed at the meeting of manufacturers planned for late in May. Mr. Kelly then answered several questions about the proposed activities of the Regional Counselors.

Mr. Waterfall made some comments and gave some statistics on the “unglamorous” work done by the “service” departments which comprise about 50% of the total AIP staff. Such departments include Accounting, Production and Distribution, Circulation, Special Services, Advertising, and Personnel. Greatest attention is now being concentrated on the conversion of dues collection and circulation handling to punched card methods. This is now causing great pain to our staff and our customers but we are convinced that it will greatly speed up and improve our services in the long run.

Mr. Barton distributed copies of a report describing results of a recent graduate student survey. He said the results of the survey have been of more interest and value than anticipated and we are planning to request support from some foundation to make this a continuing activity.

The Director reported that the Committee on the History and Philosophy of Physics had urged a study of this subject and a grant has been requested. We are also planning to establish a Center for International Physics Activities in response to many requests for information about institutions abroad and foreign scientists visiting this country.

The meeting adjourned for luncheon at 12:05 p.m. and reconvened at 1:45 p.m.

  1. Publication
  2. Public Information Services
  3. Education and Manpower
  4. Society and Special Services
  5. Graduate Student Survey
  6. Possible Future Activities

8. Role of the Institute in Encouraging Unity Among Physicists

The Director called attention to the first paragraph in the annual report concerning unity in physics. He expressed the opinion that the Societies are not using the Institute fully for the purposes for which it was established and be urged Society officer to make their wishes known, particularly if are not doing things in accordance with their wishes.  A common directory of all members is being considered, either to supplement the individual directories or to replace them. A common directory could be pi DO d which would simplify the preparation of individual Society directories. There are a number of ways in which Institute operations and services could be simplified and made less costly if the Societies would agree to common standards and use facilities in common.

Mr. Olsen suggested that the Institute consider setting up a meetings management service for all Member Societies. With the growing attendance and increasing number of papers being submitted a well-organized management service for meetings will be a necessity in the near future. The following motion was then made, seconded and passed without dissenting voice:

MOVED that the Institute be encouraged to give serious consideration to the problems mentioned above in the interests of unifying physicists.

9. Percentage of Dues to be Paid by Member Societies in 1962

The Secretary said that, according to the contract between the Institute and Member Societies, the Governing Board is required each year to set the percentage of dues which the Member Societies pay toward AIP operations. Although the contracts specify a maximum of 15%, the figure has been 10% for the past several years and yesterday the Executive Committee took action recommending that it be set at 10% again for 1962. The following motion was made, seconded and passed unanimously:

MOVED that ten percent (10%) of the dues collected in 1961 be set as the amount to be contributed by each Member Society for the support of the Institute in 1962.

10. First John T. Tate Award

Copies of a statement concerning the subject Award were distributed (copy attached) and the Chairman reported that a committee to select the first recipient had been appointed. Mr. Buchta explained that the Award will be similar to the Karl T. Compton Award except that it will be given to a non-American.  Eligibility will be even broader than for the Compton Award and the recipient need not be a physicist. In answer to a question, the Secretary stated that the model and dies for a medal would probably cost about $2,500.00. Medals thereafter would probably cost between $125 and $250 and it is expected that the $13,000 which would be left in the fund would be provide income sufficient to take care of future Awards. The following motion was made, seconded and passed without dissenting vote:

MOVED that the definition of the criteria for the John T. Tate Award as outlined in the above-mentioned  statement be approved.

11. Plans for Additional Space and Financing

The Secretary reported on the joint meeting of the Property Committee and the Executive Committee which was held the previous day. (For details of this report, see Executive Committee minutes of March 24, 1961, Item 7.) The conclusion reached was that we should plan on constructing a 4-story and basement addition to our present building on our 40’ x 100’ vacant lot next door. Such an addition can be financed by AIP without soliciting contributions from physicists. It should provide for the foreseeable future. Our property should be worth close to $1,000,000 in ten years which is not inconsiderable legacy for those who will motion was made, seconded and passed without dissenting voice:

MOVED that the plan recommended by the Executive Committee and Property Committee for constructing and financing a four-story and basement addition to the Institute’s building on the adjacent lot be adopted and that the Executive Committee be authorized to proceed to execute the plan, working out the details as it sees fit.

12. Fall Meeting

The Director reported that Arden House is available to use from September 27 through 29, 1961, only, and inasmuch as Governing Board members have expressed a preference for this location, we propose to have a meeting on those dates similar to meetings of the past two years. There will be a meeting of the Governing Board during that period, and it is planned also to celebrate the 25th anniversary of our Corporate Associates program.

13. Survey of Science

The Chairman reported receipt of a letter, addressed to the Director, request AIP cooperation in a proposed physics survey. (See Executive Committee minutes of March 24, 1961, Item 9.)

14. House Bill H.R.1

The Chairman reported that the Executive Committee had discussed the subject House bill (see Executive Committee minutes March 24, Item 11) and had authorized the Director to oppose it. After brief discussion, the following motion was made, seconded and passed without dissenting vote:

MOVED that the Governing Board go on record as recommending the more extensive use of existing colleges and universities for further training programs in science and engineering rather than establishing a separate National Science Academy and that the Chairman of the Governing Board and the Director of the Institute be authorized to communicate this recommendation to the Chairman of the Committee on Science and Astronautics to which bill H.R.1 has been referred.

The meeting adjourned at 3:30 p.m.