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 - 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.

Nomination Committee

Welcome

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

<ul> <li> Welcome by President of IUPAP</li> <li> Welcome by our Host <li>..</> </ul>

Introduction of the Participants

• Jens Vigen (CERN)

Approval and adoption of the Agenda

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

Report on the Singapore office

• Leong Chuan Kwek

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

• Jens Vigen (CERN)

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

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

Confirmation of decisions made electronically after the GA

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

Statements since the last General Assembly: <ul> <li> <a href="https://indico.cern.ch/event/1387494/contributions/5832785/attachments/2942360/5169891/Terms%20of%20reference%20Membership%20Committee.pdf">Terms of reference IUPAP Membership and Development Committee (resolved electronically mid October 2023) <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5130108/EC_Research-Principles-and-Policies-final.pdf">Principles & Policies for International Scientific Collaboration</a>, Executive Council November 2023 <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5129828/EC_1_Resolution_for_nominations.pdf">EC resolution on nominations</a> (resolved electronically first week of March 2024) <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5129841/EC_letter_iupap_argentina.pdf">IUPAP letter of support for the integrity of Argentina’s science system</a> (resolved electronically first week of March 2024) <li> Ratification of the increase from 3 to 5 units for South Africa </ul>

Group photo <img src="https://indico.cern.ch/event/1387494/contributions/5832807/attachments/2942427/5170028/Group_photo.jpg" alt="Group photo of EC&CC" style="width:600px;height:300px;">

Membership issues

• Nithaya Chetty
• Jens Vigen (CERN)

Associate Territorial Members (ATM)

• Nithaya Chetty

<ul> <li>Nepal—update</li> <li> Potential candidate-territories</li> </ul>

Corporate Associate Members

• Cyrus Walther

<ul> <li> CAEN </ul>

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

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

Nominations (EC & CC only)

• Silvina Ponce Dawson

Nominations (EC & CC Only)

• Silvina Ponce Dawson

Review of Day 1

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

Commission Matters

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

Working Groups

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

Financial matters

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

<ul> <li> 2023 report to be presented to the GA <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133758/Balance_sheet_31.12.2023.pdf">Balance sheet</a> and <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133759/Notes_Financial_Statements_31_December_2023.pdf">notes</a> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5133737/Auditors_report_2023.pdf">Auditor report</a> </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5818048/attachments/2922537/5169577/IYBSSD_result.pdf">Financial result of IYBSSD from 2019–2023</a> <li> Budget for the cycle 2025–27 (including membership dues, allocation to commissions, affiliated commissions and working groups) <ul> <li> IUPAP dues for the cycle 2025–2027 <ul> <li> Proposed resolution: Dues for 2025–2027 are set to 2580 CHF/unit </ul> </ul> </ul>

New resolutions

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

<ul> <li> Resolution on IUPAP elections and procedure for handover of responsibilities for EC & CC <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5170195/R1b_Resolution_dues.pdf">Resolution on dues for 2025, 2026 and 2027</a> <li>Resolutions regarding modifications to IUPAP's Articles and Internal Regulations: <ul> <li><a href="https://indico.cern.ch/event/1369383/contributions/5764212/attachments/2885941/5057934/R1_Proposed_change_to_Article_7.pdf">Proposed change to Article 7—Executive Council and Officers</a>. Minor modification to avoid conflicting statements. <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5174731/Resolution_internal_regulations.pdf">Resolution to modify Articles 5.5, 6.2 and 6.6 of IUPAP's Internal Regulations</a> (to adapt to the most recent modifications of the Articles of the Union). </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5172369/resolutions_working_groups.pdf"> Resolutions regarding Working Groups </a> (decided in view of the internal and external evaluations and the future restructuring of IUPAP). <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129689/R2a_Resolution%20Neutron%20Research%20Facilities.pdf">Proposal to establish a Working Group in the Field of Major Neutron Research Facilities</a> (submitted by the US Liaison Committee). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129690/R2b_AI%20and%20ML%20Resolution.pdf">Proposal to establish a Working Group on Artificial Intelligence and Machine Learning (AI/ML) for the Physical Sciences</a> (submitted by the US Liaison Committee). </ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129679/R4_IUPAP%20Position%20Papers.pdf">Resolution on position papers, statements and declarations from the IUPAP Executive Council (EC)</a> (submitted by the US Liaison Committee). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5154982/CONFERENCE%20RELATED%20RESOLUTION%20ENTREPRENEURSHIP%20WORKSHOPS%20AND%20ABSTRACT%20REVIEWS.pdf">Resolutions related to Conferences</a> (based on proposals submitted by WG5, Women in Physics). <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5129701/R5_Specification%20of%20Corporate%20Associate%20Members%20rights.pdf">Specification of Corporate Associate Members rights and number of elected members in the commissions</a> <ul> <li> <a href="https://indico.cern.ch/event/1369383/contributions/5764299/attachments/2922485/5172451/R6_Expansion_of_commissions.pdf">Required change in Internal Regulations, Articles 5.1 and 5.3.</a> </ul> <li> <a href="https://indico.cern.ch/event/1387494/contributions/5833071/attachments/2943618/5172360/Resolution%20on%20IUPAP%20restructuring.pdf">Resolution on IUPAP restructuring </a> </ul>

Nominations (EC&CC only)

• Silvina Ponce Dawson

Presentation of the external evaluation report for a restructuring of IUPAP

• Silvina Ponce Dawson

<ul> <li> Presentation, [<a href="https://indico.cern.ch/event/1369383/contributions/5764256/attachments/2923856/5132283/2024IUPAP-ExternalReview-Report.pdf">Evaluation report</a>] (only accessible for delegates registered for the GA) <li> Discussion of proposed actions <LI> Discussion on the status of Affiliated Commissions within IUPAP </ul>

Activity report

• Jens Vigen (CERN)
• Silvina Ponce Dawson

<ul> <li>IUPAP activity report for the period 9 October 2023 to 9 October 2024</li> </ul>

Review of Day 2

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

30 months with sanctions in science: review of IUPAP policy

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

Report from the Gender Champion (Equity, Diversity and Inclusion Champion)

• Gillian Butcher

Communications

• Sandro Scandolo

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

IUPAP Centenary

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

<ul> <li><i><a href="http://fdslive.oup.com/www.oup.com/academic/pdf/openaccess/9780198878681.pdf">Globalizing Physics: One Hundred Years of the International Union of Pure and Applied Physics</a></i>, edited by Roberto Lalli and Jaume Navarro <li>Legacy </ul>

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))

<ul> <li>International Decade of Sciences for Sustainable Development (IDSSD) and Earth-Humanity Coalition hosted by IUPAP [<a href="https://indico.cern.ch/event/1369383/contributions/5764298/attachments/2930643/5146242/Charter%20for%20the%20Earth-Humanity%20Coalition%20v3.1.pdf">Corresponding charter</a>] </ul>

Varia

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

<ul> <li> Designation of an IUPAP representative for the Gruber Prize committee <li> Nomination for prizes <li> ISC matters <li> LAAAMP <li> <a href="https://www.surveymonkey.com/r/NAS2024">A survey of the United States National Academies of Sciences, Engineering, and Medicine Networks</a> <li> IUPAP Interdisciplinary prize <li> International Year of Quantum Science and Technology (IYQ) </ul>

Comments from observers and any other business

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

<ul> <li> Comments to the new proposed ISC statutes </ul>

Review of meeting and future procedures

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

<ul> <li> First EC&CC in the IUPAP cycle (February 2025), second (October 2025), and third (October 2026)—all organised online from Geneva. EC&CC in person in October 2027, back to back with GA—possibly in Africa together with a worldwide conference, possibly organizd by WG21 on Physics for regenerative development. </ul>

Close of EC&CC meeting

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

Executive Council Meeting Closed session

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

<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>