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Minutes of the IUPAP Council Meeting

October 7, 2000
Beijing, China


Participants:

B. Richter, Y. Petroff, R. Turlay, J. Franz, J. Nilsson, A. Ardeberg, R. Barber, K. Binder, P. Kalmus, J. Moran-Lopez, G. Yang, H. Yasuoka, E. Zingu

Guest: I. Martinson (to discuss member applications from Estonia and Lithuania)

Richter called the meeting to order and asked if there were any changes to the minutes from the last meeting. The minutes were approved. The Council then turned its attention to the Member Affairs.

Member Affairs (part 1)

Both Estonia and Lithuania have asked to join IUPAP. Martinson was asked to give a brief overview of the state of physics in these two countries. He informed the Council that in both countries there are a many active physics researchers working in several different areas of physics. Martinson said that it probable that Latvia will also want to join IUPAP at a future date. The Council approved the membership of Estonia and Lithuania. They will get a letter of acceptance and an invoice for their first year's dues.

The request for membership for Senegal was then discussed. Moran Lopez visited Senegal and found that there are two universities in Dakar that have active research programs, and he was told of a third group in another city. He said that the main area of research is solid state physics and much of it is done in collaboration with French physicists. The request for membership stated that the adhering body would be the University of Dakar Physics Department, but it was thought to be better to involve the Ministry of Science and Technology. The Minister could then help with the payment of the dues and insure that the Liaison Committee includes physicists from all three locations with active physics programs. It was decided that the letter of acceptance should suggest the adhering body be the Ministry but require that the Liaison Committee have members from more than one university. Membership will become final when the first dues are received.

Richter reminded the Council that a letter about IUPAP had been sent to the President of the Republic of Algeria. There is a great deal of physics there. The Council decided to approve membership for Algeria conditionally if the appropriate application material and the first dues payment are received.

Commission Affairs

The nomination for Associate Members of the Commissions were discussed. Nilsson asked that each exception to the bylaws be discussed separately and that each Associate Members be listed as a liaison with a specified other group. With this latter point agreed to, the Council voted to accept all Associate Members for Commissions that had requested 4 or fewer. Commission C3 had requested 5 Associate Members, all of whom are members of other commissions. Binder reminded the group that former IUPAP president Yamagouchi had recommended that there should be better communication with between C3 and the condensed matters commissions, thus all 5 had been included. This exception to the guidelines in the bylaws was accepted. C10 and C20 also had requested 5 Associate Members. These were also approved. See list of Associate Members.

Next the Inter-Union Delegates were discussed. It was decided to discontinue having a delegate to IU11 since no one had been found to occupy this position. Franz mentioned concern about whether Taylor wanted to continue as the Inter-Union Delegate to IU2. She will check with Taylor about this and consult with Peter Mohr at NIST if necessary If Taylor doesn't want to continue, the Council will elect a new member by email. The slate of Inter-Union Delegates was approve unanimously.

Statutes and Bylaws

The Council reviewed the changes that had been decided on at the meeting of the Council and Commission Chairs. Richter will send out a revised copy of the Statutes and Bylaws to the Council. Following this, it be circulated to all the Liaison Committees with a request for their comments before the next meeting of C&CC.

ICSU Matters

Possible issues for the upcoming meeting of Union Presidents were discussed. One issue is the over representation of biologists in the governance of ICSU because of the large number of small biology-related Unions. Another issue is communications. Nilsson reminded the group that the idea for the ICSU/UNESCO Budapest meeting was initiated in IUPAP. When it was shared with ICSU, the leadership didn't find it interesting, but when the idea was raised again by UNESCO, then all the planning was done by a small group with no input from IUPAP. When new issues arise at ICSU, the Unions should be notified immediately so that they have a chance for meaningful input.

The request from ICSU for input into their international study of science ethics was then discussed. It was pointed out that Germany and Canada had special interests in this topic, but that no one individual could represent IUPAP's views. Turlay and Franz will write to the IUPAP Liaison Committees and physical societies to ask what each physics community is doing about ethics. Richter will write to Kathinka Evers, the Executive Director of the ICSU Committee on Responsibility and Ethics in Science to tell her that we are soliciting views and will send them on to her when we get them. He will also mention the Council's concerns about the statement from the World Science Conference.

Conferences

Barber reviewed his suggested changes from the preliminary decisions that had been made at the meeting of the Council and Commission Chairs. These were necessary to stay within budgetary limitations. Commission chairs will inform conference organizers whether their conferences would receive sponsorship or not. The Secretariat will also send a letter to all conferences approved for IUPAP sponsorship.

Funding for conferences sponsored by the Affiliated Commissions was then discussed. AC1 had not asked for any financial support. It was decided that in the future conferences sponsored by AC1 and AC3 would not be eligible for funding from IUPAP since they have a large number of other funding sources, particularly from industry. AC2 will continue to get financial support since other funding sources are very limited for this field. A letter from Richter will go to AC1 and AC3 informing them of this decision.

Meetings

The decision to hold the 2002 General Assembly in Berlin on October 9-12 was reconfirmed. This meeting will be preceded by a meeting of the Council and Commission Chairs and will include a brief meeting of the new members of the Council toward the end.

The discussion then turned to the next meeting of the Council and Commission Chairs. It was agreed that the meeting would be somewhere in Mexico. Franz and Moran Lopez agreed to work on this, trying to avoid smog and hurricanes.

In considering the dates for the meeting, the Council returned to the schedule for the nominations for new officers and commission members. After considerable discussion, it was decided that the meeting would be in October, with the following schedule for nominations. The Liaison Committees will be asked to submit their nominations by June 1, 2002. The Commissions will be asked to begin discussing their new members and officers during the summer of 2001. They will receive the nominations from the Liaison Committees in early June, 2002, and will make up a revised slate which includes a number of alternates from nominations from the Liaison Committees from smaller countries for reassignments to achieve geographical balance. The Commissions will be asked to submit their nominations and their revised slates by September 1. All nominations will be made available to the General Assembly participants as soon thereafter as possible. The Council and Commission Chairs will meet just before the General Assembly to formulate a suggested slate for the General Assembly to consider.

The Council decided that this nomination schedule was superior to the one that had been discussion earlier and that the Statutes and Bylaws should be revised to follow a similar schedule. Having made this decision, the date for the meeting next year in Mexico will be set sometime in October.

Working Groups

Communications in Physics: The Council members reconfirmed that they would give highest priority to a small conference on archiving the physics literature. They would also welcome suggestions from the Working Group for IUPAP statements. Women in Physics: The Council approved the proposal for an IUPAP Conference on Women in Physics to be held in February or March of 2002.

Member Affairs (part 2)

France has reduced its 1999 dues by 8085 SF and has not paid its 2000 dues. It was decided that no action will be taken at this time. If full dues are not paid by the 2002 General Assembly then the number of shares will have to be reduced.

Kenya joined IUPAP in 1995 as a voting member but has paid a total of 100 SF since then. It was decided that Kenya will lose its membership at the next General Assembly if its dues haven't paid by then.

Ghana and Georgia both joined IUPAP in 1996 as non-voting members. Neither has paid any dues since then. It was agreed that they will both lose their membership at the next General Assembly if their dues have not been paid by then.
Thailand has requested that its membership be dropped. It was decided that this would be done with regrets.

Slovenia has not paid any dues since 1998. It was agreed that it would lose its vote for the next General Assembly and would be dropped from membership in 2005 if dues have not been paid. Spain and Bulgaria owe dues for both 1999 and 2000. It was agreed that they should receive letters stating that they would lose their votes in 2002 if their dues have not been paid.

Financial Matters

The Council accepted the audit report for 1999 and voted to retain the audit firm of Bond Beebe to carry out the 2000 year audit. The Council then passed the following resolution: Resolved that Judy Franz, IUPAP Associate Secretary General, has the authority to open and close bank accounts and purchase certificates of deposit on behalf of IUPAP.

Franz reported that she had received a request from ICTP to increase IUPAP's contribution from $10,000 to $20,000. Since the IUPAP budget projections show a considerable loss for the next few years, the Council decided to deny this request, and the ICTP contribution was decreased to $5,000. The Council then unanimously approved the budget for 2001 with funding for the Commissions increased to $30,000 and the funding for conferences reduced to$128,000 and for conference travel grants to $35,000. (See 2001 budget.)

After considerable discussion, it was agreed that to balance future budgets dues would have to be increased. Dues have not been increased for the last 9 years. A dues increase of 10% was proposed. After an amendment to reduce the increase to 5% failed, the Council approved recommending a 10% dues increase to the next General Assembly. The Council also agreed that requests should be made to ICSU for funding for the IUPAP Conference on Women in Physics and perhaps for an IUPAP conference on electronic publishing matters.

New Business

Turlay reported that the General Report has been translated into French. It was agreed that this should be posted on the IUPAP web site. The meeting of the Council was then adjourned.

 

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