C1: Commission on Policy and Finance: Financial matters restricted meeting, to be held in Michel Spiro's Zoom room] Room: 42/3-002 Attendees: members of C1 - President - Past-President - President-Designate - Secretary General for Administrative Affairs - Secretary General for Legal and Financial Affairs - Associate Secretary General - Deputy Secretary General - Former Secretary General and Deputy Secretary General as representatives for the IUPAP Office in Singapore - Vice-President at Large (Centenary) - Treasurer - Invited Nithaya Chetty Meeting to review the matters to be discussed at the EC&CC meeting and the conduct of that meeting.

Optional program: CERN colloquium with Professor Sir Chris Llewellyn Smith (Oxford University) Room: 500/1-001 - Main Auditorium Description of the colloquium <a href="https://indico.cern.ch/event/1323176/">Large-scale electricity storage</a>

Welcome by President-Designate

• Silvina Ponce Dawson

Room: 160/1-009 <ul> <li> 100 years since the first IUPAP General Assembly</li> <li>In memory of past President Kennedy Reed</li> <li>..</> </ul>

Introduction of the Participants

• Jens Vigen (CERN)

Room: 160/1-009

Approval and adoption of the Agenda

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

Room: 160/1-009

Report on the Singapore office

• Leong Chuan Kwek

Room: 160/1-009

Report on the Trieste Office

• Stefano Fantoni

Room: 160/1-009 <ul> <li> IUPAP website maintenance and updates <li> Communication channels <li> IUPAP awards and medals </ul>

Report on the Association in Geneva

• Jens Vigen (CERN)

Room: 160/1-009 <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

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

Room: 160/1-009

Confirmation of decisions made electronically after the GA

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

Room: 160/1-009 Statements since the last General Assembly <ul> <li>a) <a href="https://iupap.org/2023/02/07/statement-on-ban-on-women-from-higher-education-in-afghanistan/ ">IUPAP Statement on Ban on Women in Afghanistan, 2023-02-07</a> <li>b) <a href="https://iupap.org/2022/11/08/iupapstatement-violence-woman-iran/ ">IUPAP statement on unrest and violence against women in Iran</a> </ul>

Group photo Room: 160/1-009

Membership issues

• Nithaya Chetty
• Jens Vigen (CERN)

Room: 160/1-009 Vice President (New Members) Nithaya Chetty will present a paper on recruiting and retaining members Special cases to be discussed: <ul> <li>Argentina—prevented from paying due to national limitations</li> <li>Iran—prevented from paying due to international sanctions</li> <li>Russia—prevented from paying due to international sanctions</li> </ul> <br> Reduced dues negotiated with the Executive Council: <ul> <li>Ukraine, 1 unit at no cost until a different decision is made</li> <li>Brazil, 8 units at 50% for 2023, to be reviewed in 2024</li> <li>Uruguay, 1 unit at 50% for 2023, to be reviewed in 2024</li> </ul> <br> How to handle members with dues in arrears for many years? <ul> <li>Algeria, 1 unit—in arrears since 2014. Sandro Scandolo tries to follow up.</li> <li>Croatia, 1 unit—paying typically every second year since 2016. No contact.</li> <li>Ethiopia, 1 unit—in arrears since 2009. Sandro Scandolo tries to follow up.</li> <li>Greece, 1 unit—in arrears since 2016. Silvina Ponce Dawson tries to follow up.</li> <li>Latvia, 1 unit—in arrears since 2015. No contact.</li> <li>Pakistan, 1 unit—in arrears since 2019. Jens Vigen tries to follow up.</li> <li>Peru, 1 unit on 50% discount—in arrears since 2015. Negotiations in progress.</li> <li>Philippines, 1 unit at 50%—in arrears since 2019. Negotiations in progress.</li> <li>Senegal, 1 unit—in arrears since 2014. Igle Gledhill tries to follow up on behalf of Nithaya Chetty.</li> </ul> <br>

New membership class (requires change of IUPAP articles): Associate Territorial Members

• Jens Vigen (CERN)

Room: 160/1-009 Proposed changes in <a href="https://iupap.org/documents/statutes-bylaws/articles/">Articles</a> to accommodate a new category of members: Associate Territorial Member (see <a href="https://indico.cern.ch/event/1150073/contributions/4826177/attachments/2477684/4252777/Res2.pdf">Resolution 2</a> from GA 2022)

Candidates to become Associate Territorial Members (ATM)

• Nithaya Chetty

Room: 160/1-009 <ul> <li>Nepal</li> <li> Other potential territories </li> </ul>

Conferences proposed for endorsement

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

Room: 160/1-009

Conferences proposed for sponsorship

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

Room: 160/1-009

Review of Day 1

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

Room: 160/1-009

Commission Matters

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

Room: 160/1-009 <ul> <li> a) Appointment of Associate Members <ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4742319/a_C8-issue(2023)final.pdf">C8</a>: Ryan YK Yoo (Korea) <li> C9: Masahiro Yamaguchi (Japan), Clarina Reloj Dela Cruz (USA)—both already approved at the GA in 2022 <li> C11: Anna Machado (Brazil) and Liangjian Wen (China) <li> C13: Anisa Qamar (Pakistan) </ul> <li> b) Reports from Commissions and Affiliated Commissions. <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4746871/b_0Consolidated_list.pdf">List of reports</a></li> <li>Specific requests</li> <ul> <li> C13 <ul> <li> Renaming of commission medal. New name: IUPAP Kennedy Reed Medal for Outstanding Contributions to the Enhancement of Physics in Developing Countries <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4731778/Resolution_medal_c13.pdf">Proposed resolution</a> for the consideration of the GA </ul> <li> Proposal that IUPAP provides additional 24K Euros to LAAAMP in order to fund the 6 additional FAST Teams. </ul> <li> C14 <ul> <li> Proposed motion: IUPAP encourages its members to regularly organize short workshops to introduce (especially new) physics professors to active learning teaching methodologies. Such workshops could be held during, or accompanying, annual national meetings or at different times, according to the characteristics and possibilities of the local situation. </ul> </ul> </ul> <li> c) <a href="https://indico.cern.ch/event/1150937/contributions/4830021/attachments/2428406/4249117/d_call_and_procedure_interdisciplinary_early_career_scientist_award_2022_revised.pdf">Early Career Scientist Prize (ECSP) Interdisciplinary</a> <ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4737195/c_interdisciplinary_prize.pdf">2023 prize winners</a>, <a hret="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4742475/c_interdisciplinary_prize_stacks.pdf">stacks</a> </ul> <li> d) Nominations for the next commission chairs who will officially take office following the 2024 GA. Nominations, in the same spirit, for next Officers and EC VP at Large to follow. <ul> <li> Reminder of the balance of the former chairs of the IUPAP commissions </ul> <li> e) Nominations of members of commissions <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4737210/e_Selection_commission_members.pdf">Selection of Commission members</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4737203/e_Proposal%20of%20a%20procedure%20to%20choose%20IUPAP%20Commission%20Members.pdf">New procedure</a></li> </ul> <li> f) Commission matters <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4739215/f_commission_matters.pdf">Reports and discussion on commission matters</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5323996/attachments/2660572/4739216/f_affiliated_commissions.pdf">Financial support to Affiliated Commissions</a></li> </ul>

Working Groups

• Michel Spiro (Université Paris-Saclay (FR))
• Ana María Cetto
• Igle Gledhill

Room: 160/1-009 <ul> <li> a) Good practices: regular virtual meetings, one in-person meeting between two General Assemblies, produce reports for the attention of the EC and GA <li> b) Progress reports from Working Groups <ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4739408/2023_WG_reports.pdf">List of reports</a></li> <li> Specific reports from new Working Groups</li> <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4742965/WG18%20report%20to%20IUPAP%20Oct2023.pdf">Working Group on Ethics (WG18)</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4735223/WG19_Report_2023.pdf">Working Group on Quantum Science and Technology (WG19)</a></li> <li>Working Group on Open Science (WG20)</li> </ul> </ul> <li>c) <a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4742439/WG21_presentation.pptx">Update</a> (mandate) and resolution on the <a href="https://indico.cern.ch/event/1150937/contributions/4830013/attachments/2443588/4249080/Proposal%20WG%20Physics%20Green%20Economy.pptx">Physics for Green Economy</a> by Igle Gledhill together with various initiatives in the same direction, i.e. <ul> <li> Revised name of the WG: <a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4731790/Proposal%20to%20rename%20WG21%20v02.pdf">Physics for Climate Change Action and Sustainable Development</a></li> <li> <a href="https://indico.cern.ch/event/1267701/contributions/5324048/attachments/2724066/4733527/Working%20Group%20on%20Physics%20and%20the%20Green%20Economy.pdf">Updated mandate</a></li> <li> An intercommission symposium "Joint Activity for the Future of Planet Earth" (see <a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4634726/C19_Letter_prop_intercommission_conf.pdf">proposal from C19</a>). </ul> <li> <a href="https://indico.cern.ch/event/1267694/contributions/5346979/attachments/2673295/4742656/WG16_Summary_2023.pdf">Physics and Industry (WG16)</a> — progress report, prospects for Corporate Associate Members by Christophe Rossel <li> d) Short reports to be included in the IUPAP activity report </ul>

Financial matters

• Bruce McKellar
• Jens Vigen (CERN)
• Boris Sharkov

Room: 160/1-009 <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>

Review IUPAP functioning

• Silvina Ponce Dawson

Room: 160/1-009 <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5431663/attachments/2723234/4731764/self_evaluation_complied_by_silvina.pdf">Report</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5431663/attachments/2723234/4737202/iupap_restructuring.pdf">IUPAP restructuring</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5431663/attachments/2723234/4731776/Resolution%20on%20IUPAP%20restructuring.pdf">Proposed resolution</a> for the consideration of the GA</li> </ul>

Test of zoom room for the General Assembley Monday 9 October Room: 160/1-009 <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

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

Room: 160/1-009

18 months with sanctions in science: review of IUPAP policy

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

Room: 160/1-009

Communications

• Sandro Scandolo

Room: 160/1-009 <ul> <li>IUPAP internet, website <li>Early Career Scientist Prize nominations and declarations – quarterly lock-in <li>Newsletter </ul>

Activity report, Revised Strategic and Action Plan

• Silvina Ponce Dawson
• Jens Vigen (CERN)

Room: 160/1-009 <ul> <li><a href="https://indico.cern.ch/event/1267694/contributions/5347135/attachments/2725782/4744247/IUPAP%20activity%20report%202022_23.pdf">IUPAP activity report for the period 14 July 2022 to 9 October 2023</a></li> <li><a href="https://indico.cern.ch/event/1267694/contributions/5347135/attachments/2725782/4737222/strategic_plan_new_structure_2023_10_01.pdf">Revised Strategic and Action Plan</a></li> </ul>

Report from the Gender Champion

• Gillian Butcher

Room: 160/1-009

IUPAP Centenary

• Monica Pepe-Altarelli (INFN e Laboratori Nazionali di Frascati (IT))

Room: 160/1-009

From the International Year for Basic Sciences for Sustainable Development 2022 - 2023 (IYBSSD) to the International Decade of (all) Sciences (and all knowledge including traditional) for Sustainable Development 2024 - 2033 (IDSSD)

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

Room: 160/1-009

Comments from observers and any other business

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

Room: 160/1-009 <ul> <li> Comments to the new proposed ISC statutes </ul>

Review of meeting and future procedures

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

Room: 160/1-009

Close of EC&CC meeting

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

Room: 160/1-009 <ul> <li>Next EC&CC and GA in-person, to be held in China Hainan, October 6–12, 2024 </li> </ul>

Executive Council Meeting [Michel Spiro's Zoom room]

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

Room: 160/1-009 <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>