November 16, 1973

Governing Board of the American Institute of Physics

Minutes of Meeting

1. The Governing Board of the American Institute of Physics met in Windsor Court of the Hotel Commodore, New York, N. Y.

Members Present: H. Richard Crane – Chairman, George B. Benedek, Joseph A. Burton, I. E. Dayton, Kenneth W. Ford, Laurence W. Fredrick, James B. Gerhart, S. A. Goudsmit, W. W. Havens, Jr., Gerald Holton, G. A. Jeffrey, John C. Johnson, E. Leonard Jossem, H. William Koch, J. A. Krumhans1, John S. Laughlin, A. I. Mahan, S. Millman, Jarus W. Quinn, F. Dow Smith, A. A. Strassenburg, Wallace Waterfall.

Absent: Robert T. Beyer, F. R. Eirich, Michael Ference, Jr., Joseph L. Fowler, Robert E.Hopkins, Wilbur V. Johnson, Robert P. Kraft, J. Sandweiss, Frederick Seitz

Guests: Herbert I. Fusfeld, R. S. Rivlin

AIP Staff Present: H. William Koch, Director; Wallace Waterfall, Secretary; G. F. Gilbert, Treasurer; Lewis Slack, Assoc. Director for General Activities; R. H. Marks, Assoc. Dir. for Publishing & Information; Dorothy M. Lasky, Assistant to the Director; Mary M. Johnson, Assistant to the Secretary

Chairman Crane called the meeting to order at 1:30 p.m. and noted that there were two new members on the Board, Messrs. Kraft and Millman, and that Mr. Millman was present.

2. Minutes

Upon motion made and passed without dissent, the minutes of the Governing Board meeting of March 31, 1973, were approved as distributed.

3. Report of Executive Committee Meeting of November 15, 1973

Chairman Crane reported briefly on the meeting of the Executive Committee which had taken place on the preceding afternoon. A summary of his more important comments follows:

  1. AIP had shown a loss of approximately $70,000 at the end of the first six months of 1973 and the Treasurer had projected a loss of about $40,000 at year end.
  2. There was considerable discussion of continuing the Register project since it is no longer financially supported by NSF. We estimate that it would cost us approximately $75,000 per year to continue the project on a useful basis.
  3. The Chairman called attention to various documents pertaining to the copyright matter which had been distributed and publicized by AIP recently. AIP recognizes that our copyrights in our journals have great value and some means of protecting that value must be found. The officers of the Institute believe that the Societies and AIP should all adopt uniform copyright policies and an effort will be made to agree on policies which can be publicized in our journals and elsewhere.

    Copyright matters are also involved in our dealings with the Soviets and with IEE, and we are negotiating with both organizations to see whether some mutually satisfactory arrangement can be found.

4. Recommendations from Assembly

Jossem, Chairman of the Assembly, indicated that the Assembly discussions led by Frederick Seitz, Chairman of the Long-Range Planning Committee, had produced no specific recommendations to the Governing Board which required Board action at this time. He said there was a feeling among Society officers that, although publishing will continue to be the principal activity of AIP, AIP should concern itself with some of the subjects which are concerning the Member Societies such as "professional" problems and societal problems. It was not clear from the discussion in the Assembly by what mechanism or to what extent AIP should involve itself in such activities, but AIP members are raising questions about the subjects in their own Societies and AIP should be prepared to make suggestions and help if such help is desired.

During the Assembly, Jossem asked each of the Long-Range Planning Committee group leaders for any comments they cared to make about the work of the LRPC to date. Ford's group had concentrated on "Society Financial Relations, Services, Operations, etc." and he said that a number of interesting points had been made which should be discussed with the councils of the various Societies. Havens said his group had reached the conclusion that strengthening PHYSICS TODAY would be one of the best ways of improving inter–Society communications.

Benedek said that the long list of important subjects which had been given to his group to discuss made it impossible to cover any of them very thoroughly. One subject which did receive a lot of attention was the possible desirability of AIP's establishing a top office, such as that of Associate Director, whose principal concern would be the long-range welfare of physics and physicists.

Another subject discussed by the Assembly was the desirability of having some of the Governing Board members elected by the membership-at-large of the Member Societies. Assembly members agreed that this subject should be discussed by the executive bodies of the Member Societies.

The Board had not received any report or written recommendations from the Assembly but it was obvious that some of the recommendations would involve considerable expenditures and means of obtaining the needed funds should be a part of the recommendations.

5. Report from Advisory Committee on Dues Billing and Subscription Fulfillment

A preliminary report of the subject committee, of which Strassenburg is chairman, had been made available to the staff and several meetings had been held with the committee to obtain as soon as possible such helpful recommendations as the committee could make. One of the committee's recommendations was that a subscription fulfillment consultant be employed by AIP to make a work-flow study of the various fulfillment operations. At its meeting on November 15, the Executive Committee agreed with this recommendation and the following motion was then made, seconded, and passed without dissent:

MOVED that AIP employ a subscription fulfillment consultant as recommended by the Strassenburg and Executive Committees.

(Several candidates had been interviewed and the Executive Committee had recommended the employment of a particular one.)

Upon motion made, seconded, and passed without dissent, the report of the Advisory Committee on Dues Billing and Subscription Fulfillment was accepted. This committee was established at the March 31, 1973, meeting of the Governing Board as a standing committee of the Board with the understanding that it would continue in existence to act as a monitor on the subscription fulfillment activities of AIP. The Secretary does not anticipate that a report will be made at each meeting of the Governing Board but believes that the purpose in continuing the committee is to provide a mechanism for continuous observation of the activities involved.

6. Report from Long-Range Planning Committee

Chairman Seitz of the Long-Range Planning Committee was not present at the meeting but most of the chairmen of his subcommittees were present and there was considerable discussion of the work done by the LRPC to date. It was obvious to most that some of the programs LRPC had in mind would involve expenditures beyond the resources now available to AIP and money would have to be sought from outside. It was obviously the intention that the subjects discussed by LRPC should be taken back to the governing bodies of the various Societies for further discussion, but some of the Society officers present felt that they needed more information before they could discuss these subjects intelligently with their governing bodies. The conclusion was that nothing much could be done until a final report from the Long-Range Planning Committee was available.

7. Report on Corporate Associates Meeting

Fusfeld said that the main purpose of the particular type of meeting recently held between representatives of the industrial and academic communities was to determine from the representatives present whether they believed continuing such discussions on an annual basis would be worthwhile. Fusfeld indicated that the conclusion he reached was that there were a number of subjects of interest to both groups which should be explored further, and he felt it should be left to the AIP staff to codify these subjects and make plans for the next meeting to be presented to the Executive Committee for consideration.

8. Next Meeting

It was agreed that the next meeting of the Governing Board should be held on Saturday. March 23, 1974, to be preceded on the same day by the annual meeting of the Corporation.

The meeting was adjourned at 3:25 p.m.