C1: Commission on Policy and Finance: Financial matters restricted meeting, to be held in Michel Spiro's Zoom room] The material for this meeting will be shared elsewhere. 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, the conduct of that meeting as well as general matters on decisions that are made on a daily basis, especially related to expenses and their control.

Coffee Break if necessary

C1: Commission on Policy and Finance: Financial matters restricted meeting, continuation

Welcome by Presidency

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

Introduction of the Participants

• Jens Vigen (CERN)

Approval and adoption of the Agenda

• Silvina Ponce Dawson

Report on the Trieste Office

• Stefano Fantoni

<ul> <li> IUPAP administrative issues <li> Communication channels <li> IUPAP awards and medals </ul>

Report on the Association in Geneva

• Jens Vigen (CERN)

<ul> <li>IUPAP <a href="https://indico.cern.ch/event/1267694/contributions/5324011/attachments/2723249/4731804/IUPAP%20-%20tax%20exemption%202021-2025.pdf">tax exempt</a> for a period of five years, starting in 2021. Needs to be renewed in 2025. It's advancing. <li>Continuation with accountant and auditor: <a href="https://moore.swiss/en/services/">Moore Stephens Refidar SA</a></li> </ul>

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

• Silvina Ponce Dawson

The minutes of the EC&CC meeting held online on October 28-30, 2025 are available <a href="">here.</a> We include below the to do list that came from this EC&CC meeting: Matters arising: <ul> <li> </li> </ul>

Decisions made by Council since the 34th IUPAP General Assembly

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

Resolution to be presented for the approval of the 35th GA: <ul> The 35th IUPAP General Assembly notes the decisions made by Council after the previous GA and approves them all (see details <a href="">here</a>). This implies approving: <ul> <li></li> </ul> It also takes note of other decisions made by Council that do not require the specific approval of the GA (see details <a href="">here</a>). They are: <ul> <li></li> </ul>

Group photo

Membership issues

• 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 sponsorship

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

Review of Day 1

• Silvina Ponce Dawson

Commission Matters

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

<ul> <li> a) Reports from Commissions and Affiliated Commissions. <ul> <li>Please see attached documents below for the reports received. </li> </ul> <li> b) Commission Prizes and fund allocation. Also, see Word file below with form that could be shared for the submission of candidates of ECSPs. <li> c) Early Career Scientist Prizes Form <li> d) Incoming commission chairs who will be voted as "designated chairs" by the 35th GA. The designated chairs will participate in person of the 2027 GA and become Commission Chairs following this GA. <ul> <li> Reminder of the balance of <a href="https://indico.global/event/15318/contributions/131513/attachments/63419/123531/CCs,%20VPs%20aL%202025-2027%20-%20CCs%202025-2027.pdf">current IUPAP CCs and of EC members</a>. </li> </ul> <li> e) ECSPs and Frontiers in Physics <li> f) Commission contributions to Newsletter <li> g) Advancement with C7, Commission on Soft Matter <li> h) Creation of a Commission on Quantum Technologies </ul> Presentations by selected commissions <ul> <li></li> </ul>

Advancement with IUPAP's rejuvenation.

• Silvina Ponce Dawson

Standing Committees Advancements with SCs <ul> <li> SCs under Commissions <li> SCs under VPs at Large </ul>

Working Groups

• Silvina Ponce Dawson
• Igle Gledhill

<ul> <li> a) Progress reports from Working Groups <ul> <li> Please see documents attached below for the reports received so far. </li> </ul> <li> b) Presentations by selected WGs <ul> <li><a href="https://indico.global/event/15318/contributions/131521/attachments/63154/123510/2025%20WG21%20Report%20GA%20ECCCWG%20v02.pdf"> WG21 on Physics for Climate Change Action and Sustainability</a></li> </ul> <li>c) Status of newly created WGs <ul> <li>Working Group on new IUPAP Standing Committees</a></li> <li>Working Group on AI and Machine Learning</a></li> </ul> </ul>

Financial matters

• Boris Sharkov
• Boris Sharkov (JINR)

Review of Day 2

• Silvina Ponce Dawson

Communications

• Sandro Scandolo

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

Outreach activities

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

Report from Vice President for DEI

• Gillian Butcher

Activity report

• Jens Vigen (CERN)

Discussion on the 2027 EC&CC meeting, GA and ICP. Call for the 2030 GA.

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

ISC matters, IDSSD and relationship with other bodies

• Sunil Gupta (Tata Inst. of Fundamental Research (IN))
• Michel Spiro (Université Paris-Saclay (FR))
• Silvina Ponce Dawson
• Sunil Gupta

Comments from observers and any other business

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

<ul> <li> Comments </ul>

Review of meeting, resolutions proposed for GA and future procedures

• Silvina Ponce Dawson

An idea on how to advance regarding some "rejuvenating" issues that we have left behind so far (<a href="https://indico.global/event/15318/contributions/131509/attachments/63877/123400/survey_ECSPs_physics_teachers.pdf">a survey for national physical societies to fill out</a>).

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>