C1: Committee 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 - Vice President for Membership and Development - 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: Committee on Policy and Finance: Financial matters restricted meeting, continuation

Welcome by Presidency

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

Introduction of the Participants

• Jens Vigen (CERN)

Approval and adoption of the Agenda

• Silvina Ponce Dawson

Report on the Trieste Office

• Marina Cobal (Universita degli Studi di Udine (IT))
• 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

Approval of the minutes of the EC&CC meeting held online on October 28-30, 2025 available <a href="https://indico.global/event/17337/contributions/147885/attachments/73999/143602/IUPAP%20EC&CC%20MEETING%20Minutes%20Oct%202025.pdf">here.</a> We include below the to do list that came from this EC&CC meeting: <ul> <li> Advance with designated Commission Chairs. </li> <li> Advance with reorganization of Standing Committees. </li> <li> Advance with new SC on Major Neutron Facilities. </li> <li> Advance with transformation of WG15 into Commission C7 on Soft Matter. </li> <li> Advance agreement with Frontiers in Physics to publish contributions by awardees of ECSPs. </li> <li> Collect information from all Commissions to advance with new MOU with CERN. </li> <li> Advance with appointment of chairs of new WGs. </li> <li> Advance agreement with Frontiers in Physics to publish contributions by awardees of ECSPs. </li> <li> Discuss possible actions to increase the impact of IUPAP on physics education. Contact physical societies to learn what they are doing in this regard. </li> <li> Advance organization of EC&CC meeting in 2026 in hybrid format with the in-person part in Sao Paulo. </li> <li> Improve and increase engagement with CODATA. Alex Hansen (chair of WG20 and IUPAP representative on CODATA) and Cyrus Walther (member of the board of CODATA proposed by IUPAP, former IAPS president and now member of the SC on Physics outside Academia) have helped in this regard. In particular, their collaboration has been key for IUPAP to receive the invitation to nominate someone to take part on CODATA's Task Group on the Digital Representation of Units of Measurement (DRUM). After consulting with C2 we nominated Richard Brown (current C2's Vice Chair). The nomination was immediately accepted. </li> <li> Major updates on website to accommodate all structural changes. </li> <li> Allow one Commission to change its own page on the IUPAP website (pilot with C14). </li> </ul> Matters arising: <ul> <li> New MOUs with several organizations (UNESCO, IAEA, COSPAR, AUI). </li> <li> Possible new Commissions (Quantum Technologies, Fluid Physics). </li> <li> Statement on Space Research. </li> <li> Statement to be released during the in person GA in 2027. Inspirational example: <a href="https://www.stockholm-declaration.org/">IUPAC Stockholm Declaration on Chemistry for the Future</a>. See also <a href="https://council.science/news/stockholm-declaration-on-chemistry-for-the-future/">ISC page</a> about it. </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

• Jens Vigen (CERN)
• Silvina Ponce Dawson
• Boris Sharkov (JINR)
• Boris Sharkov
• Kuijuan Jin (Institute of Physics, Chinese Academy of Sciences)
• Christophe Rossel
• Jens Vigen (CERN)

<ul> <li>LAAAMP</li> <li>Project presented by (former) WG16 on Physics and Industry and collaborators on Education and Physics outside academia. </li> <li>Project to strengthen the relations with IAEA and the accelerator science community. </li> <li> Transdisciplinary Research Platform (Zenodo). Proposal developed with CERN colleagues to expand the use of Zenodo for transdisciplinary research initiatives associated with the International Decade of Sciences for Sustainable Development.</li> <li>Contribution with <a href="https://www.ictp.it/home/physics-without-frontiers">Physics without Frontiers</a></li> </ul>

Conferences proposed for sponsorship

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

Review of Day 1

• Silvina Ponce Dawson

Commission Matters

• Silvina Ponce Dawson
• Michel Spiro (Université Paris-Saclay (FR))
• Gabriella Marra
• 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 new Commissions (Quantum Technologies and Fluid Physics). <li> i) Storing information on decisions, activities, etc on Zenodo. </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

• Igle Gledhill
• Silvina Ponce Dawson

<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></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)
• Christine Darve (ESS - European Spallation Source (SE))

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

<ul> <li> <a href="https://indico.un.org/event/1021677/">IYQ 2025 Closing ceremony</a>. Participation in UNESCO led <a href="https://www.unesco.org/en/global-quantum-initiative">Global Quantum Initiative</a> as a founding partner. </li> <li> Participation in the <a href="https://www.gesda.global/Press%20Release%2048_EN.pdf?_t=1778046958">Quantum Diplomacy in Action Conference</a> on May 6, 2026 and in the <a href="https://www.unesco.org/en/articles/2026-global-conference-international-decade-sciences-sustainable-development-2024-2033">2026 Global Conference on the International Decade of Sciences for Sustainable Development 2024-2034</a>. </li> <li> IUPAP presence at <a href="https://www.iaea.org/events/accconf2026">IAEA 2nd International Conference on Accelerators for Research and Innovation</a> </li> <li> <a href="https://iupap.org/strategic-plan/outreach/iupap-unesco-international-colloquia/">IUPAP/UNESCO series of colloquia on Physics for Society.</a> </li> <li> IUPAP Presence at the <a href="https://cospar2026.org/"> 2026 COSPAR Scientific Assembly.</a> New MOU with COSPAR. Discussions with representatives of IAU, COSPAR and other organizations to advance with the creation of a SC on Multi-messenger Astrophysics and to draft a statement on the use of space for research and other purposes. </li> <li> Participation in the <a href="https://council.science/beijing/"> Beijing Science Dialogue and ISC mid-term meeting</a>, October 2026 where, among other things, we co-organized with IAU, COSPAR and Chinese colleagues and organizations a <a href="https://council.science/mmm-beijing-science-dialogue/">one-day symposium on Space Science</a>. </li> <li> Agreement with Frontiers</li> <li> MOUs with various organizations (CERN, UNESCO, AUI, COSPAR)</li> </ul>

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

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>