C1: Commission on Policy and Finance: Financial matters restricted meeting, to be held in Michel Spiro's Zoom room] Attendees: members of C1 - President - Past-President - President-Designate - Secretary General for Administrative Affairs - Deputy Secretary General for Administrative Affairs - Secretary General - Deputy Secretary General - Associate Secretary General - Treasurer - Invited Vice President for Membership and Development - Invited Vice President for Special Projects Meeting to review the matters to be discussed at the EC&CC meeting and the conduct of that meeting.

Nothing scheduled so far

Welcome by Presidency

• Silvina Ponce Dawson
• Michel Spiro (Université Paris-Saclay (FR))
• Sunil Gupta

Introduction of the Participants

Approval and adoption of the Agenda

• Silvina Ponce Dawson

Report on the Trieste Office

• Stefano Fantoni

<ul> <li> IUPAP website maintenance and updates <li> Communication channels <li> IUPAP awards and medals </ul>

Report on the Association in Geneva

• Michel Spiro (Université Paris-Saclay (FR))

<ul> <li>IUPAP <a href="https://indico.cern.ch/event/1267694/contributions/5324011/attachments/2723249/4731804/IUPAP%20-%20tax%20exemption%202021-2025.pdf">tax exempted</a> for a period of five years, starting in 2021 <li><a href="https://indico.cern.ch/event/1267694/contributions/5324011/attachments/2723249/4734174/FOSC%20du%2027.10.2022%20-%20International%20Union%20of%20Pure%20and%20Applied%20Physics%20(IUPAP).pdf">Entered</a> in the "<a href="https://www.uid.admin.ch/Detail.aspx?uid_id=CHE-494.244.310">Registre du commerce du Canton de Genève</a>" 24 October 2022</li> <li>Appointment of accountant: <a href="https://moore.swiss/en/services/">Moore Stephens Refidar SA</a></li> <li>Proposed auditor: <a href="https://moore.swiss/en/services/">Moore Stephens Refidar SA</a> (different department from the department providing accounting services)</li> </ul>

Minutes of the previous EC&CC meeting, "to do list" and matters arising

• Silvina Ponce Dawson

Confirmation of decisions made electronically after the GA

• Silvina Ponce Dawson
• Michel Spiro (Université Paris-Saclay (FR))

List <ul> <li> <li> </ul>

Group photo

Membership issues

• Igle Gledhill
• Irvy (Igle) Gledhill (U. Witwatersrand, South Africa)

Vice President

New members

• Irvy (Igle) Gledhill (U. Witwatersrand, South Africa)
• Igle Gledhill

Special Projects and Sponsorship

• Kuijuan Jin (Institute of Physics, Chinese Academy of Sciences)

Conferences proposed for endorsement

• Rudzani Nemutudi (South African National Research Foundation: iThemba LABS)

Conferences proposed for sponsorship

• Rudzani Nemutudi (South African National Research Foundation: iThemba LABS)

Review of Day 1

• Silvina Ponce Dawson

Commission Matters

• Gabriella Marra
• Sunil Gupta
• Michel Spiro (Université Paris-Saclay (FR))
• Silvina Ponce Dawson

<ul> <li> a) Reports from Commissions and Affiliated Commissions. <ul> <li><a href="">List of reports</a></li> <li>Specific requests</li> <ul> <li> </ul> </ul> <li> b) <a href="">Early Career Scientist Prize (ECSP) Interdisciplinary</a> <ul> <li> <a href="">2024-2025 prize winners</a> </ul> <li> c) Nominations for the next commission chairs who will officially take office following the 2027 GA. Nominations, in the same spirit, for next Officers and EC VP at Large to follow. <ul> <li> Reminder of the balance of current chairs of the IUPAP commissions </ul> <li> e) ECSPs and Frontiers in Physics <ul> <li> </ul> <li> f) Presentations by Chair of C2 and by Chair of WG13 on the Newtonian Constant of Gravitation <li> g) Discussion on creation of Commission on QST <li> h) Input from Commission Chairs <ul> <li><a href=""></a></li> </ul>

Proposal from rejuvenation task force.

• Silvina Ponce Dawson

<ul> <li><a href="">Description of steps followed and presentation of the proposal</a></li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/119571/IUPAP%20Rejuvenation%20Proposal%202025_08_25.pdf">Proposal</a> for the consideration of the GA</li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/119572/resolutions_restructuring_et_al.pdf">Proposed resolutions</a> for the consideration of the GA</li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/119573/ARTICLES%20OF%20ASSOCIATION_tracked_changes.pdf">Modifications required in the Articles of the Union to accommodate the changes suggested in the proposal</a></li> <li><a href="https://indico.global/event/15318/contributions/131527/attachments/61956/119574/Internal%20Regulations%20of%20IUPAP_tracked_changes.pdf">Modifications required in the Internal Regulations of the Union to accommodate the changes suggested in the proposal</a></li> </ul>

Working Groups

• Igle Gledhill
• Alex Hansen
• Alex Hansen (NTNU)
• Christophe Rossel
• Silvina Ponce Dawson

<ul> <li> a) Progress reports from Working Groups <ul> <li> <a href="">List of reports</a></li> </ul> <li> b) Presentations by selected WGs <ul> <li><a href=""> WG21 on Physics for Climate Change Action and Sustainability</a></li> <li> <a href="">WG20 on Open Science. Relationship with CODATA. </a></li> <li> <a href="">Physics and Industry (WG16)</a>. Transition to a Standing Committee under a VP at-large. </li> <li>c) Future of WGs that stay as such + creation of new WGs. <ul> <li><a href="">Discussion on Working Group on Quantum Science and Technology (WG19)</a></li> <li>Working Group to analyze creation of new Standing Committees</li> <li>Working Group on AI</li> </ul>

Financial matters (this has to be changed by Boris to new version)

• Boris Sharkov (JINR)
• Boris Sharkov

<ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5324007/attachments/2726874/4741319/Accounts_2021pptx.pptx">Extracts from auditor report for 2021</a>, for further information, consult the <a href="https://indico.cern.ch/event/1267694/contributions/5324007/attachments/2726874/4741323/IUPAP%20-%2031.12.2021-Final%20signed.pdf">full report</a> – Bruce McKellar <ul> <li>It is recommended that the Executive Council and the Commission Chairs approve the auditor report to be submitted to the General Assembly for final approval </ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5324007/attachments/2726874/4741353/Accounts_2022.pptx">Extracts from auditor report for 2022</a>, for further information, consult the <a href="https://indico.cern.ch/event/1267694/contributions/5324007/attachments/2726874/4741350/IUPAP%20-%20ROR%20-%202022.pdf">full report</a> – Jens Vigen and Boris Sharkov <ul> <li>It is recommended that the Executive Council and the Commission Chairs approve the auditor report to be submitted to the General Assembly for final approval </ul> <li> Status 2023 and proposed budget 2024 – Jens Vigen and Boris Sharkov <ul> <li>It is recommended that the Executive Council and the Commission Chairs approve the 2024 budget to be submitted to the General Assembly for final approval <li><a href="https://indico.cern.ch/event/1267694/contributions/5324007/attachments/2726874/4739230/Proposal_budget_EUR_to_CHF.pdf">IUPAP currency – EUR vs. CHF</a> <li>Proposal to set dues to 2500 CHF for 2024</li> </ul> </ul>

Test of zoom room for the General Assembley Monday 9 October <ul> <li><a href="https://cern.zoom.us/j/65506525772?pwd=ZjgzdlR6cEtHbkJWNm51Q21NMHhTUT09">Zoom room for the General Assembley</a> Monday 9 October</li> </ul>

Review of Day 2

• Silvina Ponce Dawson

Communications

• Sandro Scandolo

<ul> <li>IUPAP internet, website <li>Newsletter </ul>

Outreach activities: IUPAP/UNESCO colloquia and IUPAP/IYQ2025 Photo Contest

• Silvina Ponce Dawson

Report from Vice President for DEI

• Gillian Butcher

Activity report <ul> <li><a href="">IUPAP activity report for the period 7 October 2024 to 27 October 2025</a></li> </ul>

Discussion on the 2026 EC&CC meeting

The International Decade of Sciences for Sustainable Development 2024 - 2033 (IDSSD) and the Earth-Humanity Coalition

• Michel Spiro (Université Paris-Saclay (FR))

The International Decade of (all) Sciences (and all knowledge including traditional) for Sustainable Development 2024 - 2033 (IDSSD) and its relationship with the Earth-Humanity Coalition.

ISC matters and relationship with other bodies

• Sunil Gupta
• Silvina Ponce Dawson
• Sunil Gupta (Tata Inst. of Fundamental Research (IN))

IUPAP activities and representation within ISC and how to decide on IUPAP representation on other bodies. Collaboration with COSPAR.

Comments from observers and any other business

• Sunil Gupta (Tata Inst. of Fundamental Research (IN))
• Sunil Gupta

<ul> <li> Comments </ul>

Review of meeting, resolutions proposed for GA and future procedures

• Silvina Ponce Dawson

Close of EC&CC meeting

• Silvina Ponce Dawson

Executive Council Meeting [Michel Spiro's Zoom room]

• Silvina Ponce Dawson

<ul> <li> To consider decisions proposed by EC&CC meeting and resolve on them <li>To consider future actions and assign responsibility for them </ul>