IAPS Executive Committee Meeting 18th October 2008 at 3pm GMT, on #iaps channel on IRCnet Present: Silvia Franklim (President, chair of meeting) Jelmer Renema (Treasurer) Jessica Stanley (Secretary, minute taker of meeting) Marko Banušić Sérgio Domingos Anton Muskeyev Ragnhild Schrøder Hansen Radu Stancu In attendance: Ville Halkola Tomi Pieviläinen Matti Korteläinen Milla-Maaria Karvonen Jussi Lehtola Jim Grozier Liviu Bilteanu Markus Fromm (jDPG) Konrad Schwenke Andi_fe (jDPG, only IRC nickname known) Anne-Claire Pawsey Timio Voipio dcvetova (IRC nickname, unidentified) 1. Opening the meeting SF opened the meeting at 15.06 GMT 2. Determining the legality and power The president was in attendance as were all of the other committee members, so the meeting was legal in accordance with the charter and had the power to make decisions. 3. Organisation of the meeting It was decided that SF, being the president, would chair the meeting. The meeting was run according the the online meeting guide, Appendix B, IAPS Regulations. 4. Approving the minutes of the previous meeting The minutes of the previous EC meeting were approved. 5. Election of Vice-president Two candidates were proposed: Ragnhild Schroder Hansen (proposed by JR) and Sergio Domingos (proposed by RS and MB). RH suggested that the vice-president should be in a different country to the president, as then it would be less likely that they would both be unavailable at the same time. In response to this SD said that he was due to move to Amsterdam in January on receipt of funding. SD was elected 5 votes to 3. 6. Next meeting in person – Mulhouse JS suggested that the EC meet at EPS in Mulhouse in November/early December. This was agreed and JR proposed that SF email the EC with possible dates – SF agreed and asked the EC to let her know their availability. MB and JL recommended that David Lee (and his secretary Sylvie Loskill) be contacted first as his schedule will be the most important to work around. JR agreed to send David Lee’s contact details to SF so that she can contact him. Action: JR, SF, EC 7. jIAPS JS said that the current editors of jIAPS are doing a good job, but there are some communication problems between the editors and the EC, and that information about jIAPS should be communicated to the members through the announcements mailing list. JR proposed that one of the EC act as a liaison between the EC and jIAPS. This was agreed and JS volunteered to do this. Action: JS 8. Finances/sponsorship JR reported that he will arrange the Paypal account with David Lee and Sylvie Loskill when the EC meet in Mulhouse, but that otherwise there was not much to report as the EC had not met since ICPS due to SF being unavailable. JR also requested that anyone planning an activity make a draft budget for it. Action: JR 9. Proposed trips – CERN, Dubna, Portugal, Chernobyl, Armenia (a) Portugal SD is willing to work on this and is to contact Will Davies, who has been organising it. Action: SD (b) Chernobyl AM reported that this will take place on May 1st – 3rd and he will keep the EC up to date. Action: AM (c) CERN JS – Agnieszka Leyko was working on this, also JR (who had to leave the meeting for family obligations and in order not to be crossed off various wills) was interested in it. SF said that this would be discussed at a later time. (d) Dubna JS – Agnieszka is also the authority on this. SF and AM volunteered to work on this and SF is to contact Agnieszka. AM suggested also visiting Moscow State University as he has contacts there. Action: SF, AM (e) Armenia JS said that Laura Pickard has a lot of information on this and volunteered to to follow this up and report back to the EC. Action: JS 10. Potential new committees/members (a) jDPG JR (being in the Netherlands so reasonably close to Germany) proposed to give a presentation to a jDPG event, about IAPS, and sought the permission of the EC to do so, as required by the charter. MF from jDPG invited a representative of IAPS to attend a meeting of theirs in late November, and the EC agreed that JR would do this. JR is to liaise with jDPG about details. Action: JR (b) Taiwan & Singapore JS has contacted Ricky Teon Shin in Singapore about a possible committee there, but hasn’t heard anything back. She is to follow this up and also contact the contacts in Taiwan. JR had proposed on the EC mailing list that a study trip to Asia be organised for 2009-2010. JS said that someone should look at the feasibility of this before making any definite arrangements, and SF volunteered to do this. Action: SF, JS (c) Peru & Brazil No action on this front yet, RH and JS to follow up. Action: RH, JS (d) Nigeria JS said that the case of Nigeria is more difficult than others, RF said that as far as he was aware we just had a request for individual membership from one Nigerian person. JG asked if the EC were familiar with the ‘Nigeria saga’, which they weren’t really, and he recommended that the EC read a document about this written by Liviu Bilteanu. He also said that he had been in contact with some Nigerian members in 2004 through jIAPS, and suggested asking them for articles for jIAPS to get back in contact. JL advised that there were Nigerian members last year who didn’t pay. SD proposed that for the moment we take individual members from Nigeria, see what happens at ICPS 2009, and until then study the subject and provide help if needed. This was agreed and SF volunteered to look into this. Action: SF (e) Montenegro JS and RH to take care of this. Action: RH, JS (f) General AM suggested creating a forum on the website to promote IAPS and attract new members, but JL said that this had been tried before several times and hadn’t worked for various reasons. KS said that having the website up to date was very important for potential new members. It was agreed by the majority of the EC that the Agora google group, IRC, and the website are sufficient and that a forum is not needed. 11. Summer courses Nothing going on – this issue was put off until a later date. 12. Member communications, mailing lists RH & JS have updated contact details for most paid-up committees (except Netherlands and USA) and individual members (around 2/3) and will pass this information on to Marko so he can update the mailing lists. They have also asked the LC/NC’s when they have their AGM’s, to minimize the possibility that we will lose contact with them when their board members change. Action: RH, JS, MB 13. IAPS Satellite RH reported that she is in contact with ESA and is taking care of this, but that it will probably be a long process. Action: RH 14. IFISO JS said that Agnieszka had emailed the EC mailing list about an IFISO meeting in November, and that MB would be the obvious person to go if he was willing. MB agreed to this, but it was decided that SF would email Agnieszka to find out more details before anything was done. Action: SF 15. IAPS wiki JR said that an IAPS wiki would be useful to compile all the information that has been passed on from previous EC’s, but that he didn’t have the technical skills to do it. It was agreed that this is a good idea and MB is to set it up. JG and TP gave some technical information on the archives, and JG and MB are to work together on this. Action: MB 16. A.O.B. (a) IUPAP JS said that this was an important opportunity for IAPS and that contact with the Institute of Physics (IoP) was required. AP said that the details about this are in the useful information document that she sent the EC, and that IUPAP’s headquarters are now in London, in the IoP, and that our contact there is Beth Taylor. SD was willing to work on this, and JS said that she would help with the IoP end of things, but that she didn’t have much time. It was agreed that they would both work on this. Action: SD, JS (b) Next meeting November 2nd was provisionally chosen as the date for the next meeting, but the EC are to email to confirm this. JG was thanked by the EC for his work on the archives. The meeting was closed at 18.39.
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