Tata Institute for Fundamental Research, Mumbai, India
October 16, 2004
Present: Y. Petroff (President), J. Franz (Secretary-General), A. Astbury
(President Designate), R. Barber (Interim Associate Secretary-General), J. Sahm,
S. Rezende (Vice Presidents elected at large), H. Fukuyama, P. Ormos, A. Sen,
E. Zingu (Vice Presidents elected from the Commission Chairs).
1. Call to Order
Petroff called the meeting to order at 1:45 pm.
2. Business matters
2.1 Approval of audit report
The financial report was circulated previously with the agenda. Franz explained
that the numbers in audit differed in minor detail from those given in the budget
because there were year-end effects.
Moved by Franz, seconded by Astbury, that the auditors report be approved.
Franz indicated that it was possible that the secretariat might wish to switch
2.2 Approval of 2005 budget
The 2005 proposed budget was also circulated previously with the agenda and
was amended during the Council and Commission Chair meeting. Franz suggested
that projected income should be estimated at k$ 450.
Agreed on amended budget unanimously.
2.3 Policy on air travel
The text was considered in the form recorded in the minutes of the meeting of
the Council and Commission Chairs.
2.4 Member affairs - Status of membership
It was proposed that IUPAP reduce shares, retroactively to 2001, to one share.
The fees would be recalculated on that basis. Agreed.
Rezende thought that the Physical Society should lobby the government. He will
approach the president of their physical society.
Rezende assured the meeting that their back dues would be paid.
Franz will write to them and give them six months to pay. If they do not, they
will cease to be a member. She should offer the possibility of reinstatement.
Franz will send a letter.
Franz will send a letter.
Petroff or Franz will send a letter.
2.5 Policy on prizes
It was proposed that IUPAP should give small prizes for early career scientists
in each area of physics. These would be given on the nomination of the commissions.
These would have to be approved as new prizes. For medals the size should be
standardized and the medal identified as an IUPAP medal.
The Council will ask the commissions to consider such a proposal. Astbury suggested
that this would provide some incentive for a country to join.
2.6 IUPAP representatives to AC2
IUPAP nominates representatives to the AC2 committee. Two new people needed
to be appointed. IUPAP approved the appointment of Prof. Odylio Aguiar of Brazil
and Prof. Alexei Starobinskii from Russia.
2.7 Requests from Commissions
Franz reported that C3 had requested k$ 2 in 2004. Generally the budget allows
for commissions to request
k$ 3 per triennium for commission expenses. Since commissions C13 and C14 have
difficulty in meeting at conferences and have unusual needs, it was agreed that
they each could request up to k$ 6 per triennium. An extra k$ 1 for C3 was also
2.8 Conference fees
The Council confirmed that the conference fee limit would remain at 410 euros
for conferences held in 2005.
3. Acceptance of Conference and Working Group reports
3.1 World Conference on Physics and Sustainable Development
There was discussion about whom we wish to address with this
conference. It was agreed that it was important to involve government leaders
at the ministerial level, but it is unlikely that they will stay for the conference
sessions. We want their attention, but recognize that we are more likely to
have their bureaucrats actually attend in the best-case scenario.
It was asked whether the members of the conferences international advisory
committee would actually attend. It was recognized that some would not be able
to. In particular, it was suggested that it would be important to have someone
3.2 Statement on Ethics in Publishing.
It was agreed that the draft statement circulated with the agenda
be presented to the General Assembly with a few amendments arising from earlier
The report in its present form is written for scientists. It will be made
available on the IUPAP web site (Username: IUPAP, Password: Energy).
We need a revised text to be done by a professional science writer for consumption
by non-physicists. Petroff or Heinloth should talk to a professional journalist
to draft the paper and circulate to the energy group. By beginning of the next
year we should have a version ready to go to the General Assembly. Petroff will
approach a journalist.
4. Discussion of new affiliated commission
It was agreed that the Council recommend that an affiliated commission on Medical
Physics be approved. This should be done early in the General Assembly so that
they have a vote for the balance of the meeting.
5. Visa question
Petroff will draft a letter to go to the other scientific unions with a
request that they co-sign it. The letter should be addressed to Marburger. It
should address the problems around visas.
Astbury asked if IUPAP should thank anyone for moving things along so as to
achieve the improvements that have been seen to date. Franz will convey this
message to the APS. The US National Academy of Sciences has also been very active
in this regard.
6. Conference Procedures
The Council confirmed the changes in procedure to give earlier approval
to both Type A and Type B conferences, as given in detail in the Minutes of
the Council and Commission Chairs (October 2004). They also confirmed the move
to allow consideration of travel grants to Type Cc conferences.
It was agreed that the conference grant for a Type A conference would be
$ 10,000, with a travel grant of $ 4,500. For a Type B conference the grant
would be $ 6,000 and the travel grant for a Type C conference could be up to
The Council approved the conference sponsorship and grants as given in detail
in the separate list. It was agreed that Barber would e-mail the approved list
to the chairs and that the chairs should inform the conference organizers. The
secretariat would also inform the organizers so as to be sure the message was
not lost. The list of sponsored conference, without grant information, would
be posted on the IUPAP web site.
8. High Magnetic Field Report
It was agreed that the report be accepted and that it be posted on the
web. It was also agreed that it should be e-mailed to all liaison committees
and that the liaison committees be urged to use it in a productive way. It should
also be sent to OECD, EU, ICSU, UNESCO, etc.
Petroff agreed to look after circulating the report to the European agencies.
The request for money for a professionally designed web site was rejected
10. ICSU matters
Franz and Petroff will protest the statement that all science is applied
11. Approval of plans for GA 2005
In discussion of the proposed agenda for the General Assembly, it was suggested
that a session for Friday afternoon could be scheduled, if needed. It was desirable
that there not be a Saturday session.
12. New business
12.1 Proposal for a Working Group on Synchrotron Radiation and Neutron
It was agreed that such a working group be organised under C10, with
Monceau to propose a maximum of 7 or 8 people. A charge for the working group
12.2 Proposal for a WG on Nanoscience
It was agreed that a Working Group on Nanoscience be organised under
C15, with Van Wijngaarden to serve as chair and to contact the commissions for
members and to draft a mandate.
In particular the group should address the following questions:
- What do you need as a community?
- What should IUPAP be doing?
- What are the interfaces with other fields such as the study of cold atoms?
12.3 Virtual library
It was agreed that the idea should be investigated, but it was thought
that it was unlikely to be possible. In particular we must see what is already
available through ICTP
13. Meeting Adjourned