September 27, 1968

Governing Board of the American Institute of Physics

Minutes of Meeting

1. The Governing Board of the American Institute of Physics met in the Madison Room of The Hotel Roosevelt, New York, New York.

Members Present: Ralph A. Sawyer – Chairman, Arnold Arons, Stanley S. Ballard, H.R. Crane, Herbert I. Fusfeld, Ronald Geballe, J.E. Goldman, W.W. Havens, Jr., Karl G. Kessler, R. Bruce Lindsay, A.I. Mahan, Vincent E. Parker, S.L. Quimby, Isadore Rudnick, Robert G . Sachs, Robert S. Shankland, A. Francis Turner, Mary E. Warga, Wallace Waterfall, Elizabeth A. Wood, Clarence Zener

Absent: Luis W. Alvarez, John Bardeen, S.A. Goudsmit, Paul M. Routly, Frederick Seitz, Thor L. Smith, A. E. Whitford

Guests: Elmer Hutchisson – Director Emeritus, John C. Miller – Observer

AIP Staff Present:  H. W. Koch, Wallace Waterfall, G.F. Gilbert, Lewis Slack, Mary M. Johnson

Chairman Sawyer called the meeting to order at 1:50 p.m. and introduced Mr. Goldman, new Director-at-Large of the Board.

2. Minutes

Upon motion made, seconded and carried, the minutes of the meeting of March 23, 1968 were approved as distributed.

3. Resolution on Death of W.V. Houston

The Chairman announced that W. V. Houston, former Board Member elected by the American Physical Society had died in Scotland on August 22, 1968. Upon motion made and passed without dissenting vote, the following resolution was adopted:

WHEREAS the Governing Board of the American Institute of Physics desires to record its deep sorrow at the death of its esteemed colleague, William V. Houston, who served as a member of the Governing Board from 1948 to 1951 and from 1961 to 1964, be it

RESOLVED, That the Governing Board of the Institute hereby gives formal expression of its severe loss and does hereby note in its records the passing from this life of a man who was esteemed by his associates and respected by all; and be it further

RESOLVED, That a copy of this resolution be transmitted to his family.

4. Confirmation of Mail Ballots

The Secretary reported that, at the Governing Board meeting on March 23, 1968, it was stated that the American Physical Society would request a waiver of the contract clause requiring that AIP be given six months' notice when a change in services is contemplated. Such a request, dated March 28, was received by the Institute and, on April 8, 1968, a mail ballot was sent to the Governing Board. The reason for the request was that APS wanted to start typewriter composition of one section of THE PHYSICAL REVIEW under direction of the staff at Brookhaven and this would eliminate the need for AIP editorial mechanics work on that section. The Board voted unanimously in favor of granting the waiver and, upon motion made and passed without dissent, the result of the mail ballot was confirmed.

The Secretary reported that a mail ballot was sent to all members of the Governing Board on May 9, 1968, regarding rather wide distribution of a newsletter prepared by John Wheeler, former Chairman 0 f the Committee on Physics and Society (COMPAS), describing topics which had been of interest to COMPAS during the past year. Affirmative votes were received from less than half of the Board and the result was judged to be negative.

Upon motion made and passed without dissenting vote, the result of the mail ballot was confirmed.

  1. APS Service Contract Waiver
  2. COMPAS Newsletter

5. Establishment of Associate Director as an Officer of AIP

The Director stated that the current officers of the Institute are the Chairman, Director, Secretary, Treasurer and Assistant Treasurer. He said it would be useful and desirable for Mr. Slack, Associate Director for General Activities, to be designated an officer of the Institute with the concomitant legal authority and responsibility.

The Secretary pointed out that Article XII of the Constitution empowers the Board to elect officers who shall serve at the pleasure of the Board. Mr. Parker then made the following motion which was seconded and passed without dissenting vote:

MOVED that Lewis Slack, Associate Director of the Institute, be designated an officer of "the Institute as provided in Article XII of the Constitution and that he have such responsibilities as may be assigned to him by the Director."

6. Translation Journal Inventory

As reported at the March 23 Governing Board meeting, the Institute has been engaged in a controversy with the National Science Foundation since early spring over ownership of the translation journal inventory of back numbers as of June 30, 1964, the date on which our last grant was terminated. The Director had distributed copies of his August 15 letter to NSF at the Assembly in the morning, and a copy is attached to these minutes.

The Director said he feels it is important that the Societies be apprised of our position in this matter and that they be kept informed of developments as they occur, since the outcome will undoubtedly have a significant effect on future AIP and Society relations with NSF. We have rejected their claim that they own forever all material produced under the grants inasmuch as there was no such condition in any of the grant instruments. If we should agree to their contention, it would set a precedent which we are unwilling to accept for all present and future grants. It is expected that our information programs will yield some income-producing property and we want to be sure that we have clear title to it at some reasonable and specific time.

7. Criteria for Various Classes of Membership

The Director recalled that a statement of proposed criteria for various classes of membership in the Institute had been distributed to all Board members prior to the March meeting. He said that no adverse comments or criticisms had been received. The following motion was made by Miss Warga, seconded, and passed without dissenting

MOVED that the statement on "Classes of Membership" prepared by the Director and dated February 27, 1968, be approved.

The Director said the staff proposes to use this statement of criteria as a guide when considering applications for various classes of membership in the Institute, and the Secretary stated it might be incorporated into the Rules at some future time. (A copy of the statement, as approved, is attached to the official copy of these minutes.)

8. Proposed New Rules

The Secretary recalled that, at the March meeting of the Governing Board, it was announced that the revised Constitution had been approved by the Member Societies and, at that meeting, the Board voted to take the revised Constitution effective January 1, 1969. The staff has now prepared revised Rules to conform with the new Constitution and copies of a draft and explanation of the changes were sent to all Board members prior to this meeting. Mr. Ballard suggested some editorial corrections in the draft, and the following motion was made by Mr. Kessler, seconded, and passed with 20 votes in favor and none opposed:

MOVED that the proposed revised Rules be approved, subject to editorial emendation, to become effective January 1, 1969

9. Appointment of Nominating Committee

The Chairman stated that each year in the fall a committee is appointed to nominate a Chairman of the Board and Executive Committee for the coming year, and a Director- at-Large of the Governing Board for a 3- year term. He appointed Messrs. A. I. Mahan (chairman), John Bardeen, and Robert S. Shankland as the Nominating Committee for the coming year. The Committee will be expected to present its report at the Board meeting next spring, at which time the elections will be held. The Secretary was directed to send Messrs. Mahan, Bardeen and Shankland any information they will require for their deliberations.

10. Future Meetings

The following dates for future meetings were announced by the Chairman and there were no objections:

Executive Committee – Thursday, December 12, 1968
Executive Committee – Wednesday, February 5, 1969 (breakfast-New York Hilton)
Executive Committee – Friday, March 21, 1969
Annual Meeting – Saturday, March 22, 1969 (9:30-10:00 a.m.)
Governing Board – Saturday, March 22, 1969 (beginning at 10:00 a.m.)

The Chairman explained that heretofore the Annual Corporation Meeting, which is required by New York Stale law, has been held in February in accordance with our present Constitution. In recent years it has been difficult, if not impossible, to have financial statements and other annual reports for the preceding year ready at the time of the meeting. The revised Constitution provides that the Annual Meeting may be held in February or March. It can be very brief and both time and money can be saved by having it just preceding the Board meeting in March.

The meeting was adjourned at 2:30 p.m.