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Report on the 38th Council Meeting of AAPPS
Jun'ichi Yokoyama
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Report on the 38th Council Meeting of AAPPS

JUN'ICHI YOKOYAMA

Fig. 1: AAPPS council members and observers of the 38th council meeting at POSCO International Center in POSTECH, Korea. Front row (left to right): Xing Zhu, Youngah Park, Kuijuan Jin, Fu-Jen Kao, Jun'ichi Yokoyama, Hyoung Joon Choi; back row (right to left): Rajdeep Singh Rawat, Sumio Ishihara, Ruiqin Zhang, Tou Teck Yong, Sang Pyo Kim, Gui-Lu Long, Yunkyu Bang, Masaaki Tanaka and Meng-Fan Luo.

The 38th Council Meeting of the Association of the Asia Pacific Physical Societies (AAPPS) was held at POSCO International Center in Pohang University of Science and Technology, Korea on November 9, 2018 and in Gyeongju Convention Center on November 10. The meeting was hosted by APCTP. The participants were Gui-Lu Long (president), Fu-Jen Kao (vice-president), Jun'ichi Yokoyama (secretary), Hyoung Joon Choi (treasurer), and council members Kuijuan Jin (Chinese Physical Society), Xing Zhu (Chinese Physical Society), Sumio Ishihara as a proxy of Hatsumi Mori (Physical Society of Japan [JPS]), Masaaki Tanaka (Japan Society of Applied Physics [JSAP]), Sang Pyo Kim (Korean Physical Society), Meng-Fan Luo as a proxy of Minn-Tsong Lin (the Physical Society located in Taipei), Tou Teck Yong as a proxy of Kurunathan Ratnavelu (Malaysian Institute of Physics), Rajdeep Singh Rawat (Institute of Physics, Singapore) and Ruiqin Zhang (Physical Society of Hong Kong). The meeting was observed by Tohru Motobayashi (AAPPS Bulletin, editor-in-chief), Youngah Park (Women-in-physics working group chair); Yunkyu Bang (APCTP, president), Eunjeong Lee (AAPPS, liaison officer) and Seunglae Cho (APCTP).

(1) Secretary Yokoyama reported a presence of 13 members out of 16 including proxies. President Long made a speech welcoming all the participants. He first thanked President Bang of APCTP for hosting this event and suggested a visit to the headquarter of AAPPS, which is now located in APCTP. He thanked Yokoyama and Lee for preparations for the meeting. This is the first face-to-face meeting this year following a video meeting in March.

(2) President Bang of APCTP made a welcome speech. Since both APCTP and AAPPS share the same objective, namely, promotion of physics in the Asia Pacific, he said he was very happy to host this event. In particular, after the headquarters of AAPPS was established at APCTP two years ago, these two organizations have been tied even more strongly than before. He wished a fruitful meeting with full of new ideas for promoting cooperation. He also mentioned that APCTP would do its best to realize any requests and suggestions from AAPPS.

(3) The agenda, as prepared by secretary Yokoyama, was adopted.

(4) Members introduced themselves as there were some people who, as a proxy, were attending the meeting for the first time.

(5) The minutes of the 36th council meeting and 37th video council meeting were approved after an amendment to indicate that honorable fellow status was conferred on both Nobel laureates from the region and past presidents simultaneously.

(6) Treasurer Choi gave a financial report. He explained that we had more revenue this year for two reasons, that is, an increase of the membership fee from USD 200 to USD 500 and some member societies paying the balance of previous years. He also explained that the membership fee is now received primarily in terms of wire transfer instead of check. The current balance is about USD 52000 which has somewhat increased from USD 49000 basically because the Association did not need to spend any money in relation to this council meeting as it was covered by APCTP. He explained that the bulletin contribution from member societies is transferred to a separate account. Until last year, 13 members had been paying but after the increase of the fee only 8 member have paid so far this year. The fee may be too expensive for small societies and this issue will be discussed tomorrow morning.

(7) An issue raised by DNP was discussed, namely, if it were possible to cover the award money from the support from APCTP to each division. President Bang of APCTP explained that the support to divisions from APCTP has been classified as a part of academic activities. Hence the support cannot be used for award money. Although APCTP has decided to provide award money for the recipients of C.N. Yang award, he explained that this was actually an honorarium for writing an article for the AAPPS Bulletin. In principle, therefore, if recipients of DNP young scientists award write an article for AAPPS Bulletin, s/he could also receive money in the same way, although it is not clear that this is a good idea. Secondly, a more plausible way would be to use the donation money for awards. Treasurer Choi mentioned we had to decide carefully how much we spend annually and how long we continue. Later on it was realized that APCTP can spend award money for AAPPS-APCTP C.N. Yang award. President Bang explained that the support to divisions cannot be used for award money and they should be spent to academic activities including support for travel and local expenses of the participants of their conferences. Yokoyama explained that the problem with DNP was that they had many activities annually which provided awards while currently APCTP support can be used for a single event annually. If this could be divided into several activities, the problem could be solved. Choi suggested the only way we could do it now was to spend the donation apart from writing an article for AAPPS Bulletin. Further discussion was postponed until Motobayashi is present as he is one of the main members of DNP.

(8) President Bang of APCTP made a report from APCTP. He explained that discussion to initiate APCTP was started in 1989 by similar people to those who established AAPPS. APCTP was established 6 years later than AAPPS. The member countries/regions of these two organizations have about 90% overlap. The budget of APCTP has been discontinuously increasing with some plateau epochs. It has about 40 researchers in house. The main objectives are promotion and advancement of physics in the region. It has been hosting and supporting a number of activities in Korea as well as in the Asia Pacific region. There has also been cooperation with APEC. It has been serving as an editorial office for the AAPPS Bulletin. About 2000 copies are printed for each issue. They are ready to provide more support to enhance its scientific content by publishing more review articles. Exhibitions for the AAPPS Bulletin has been made at a KPS meeting and they wish to do so at meetings of JPS, JSAP, CPS, and APS. Annually APCTP is providing support of USD 10000 to each division. A few more divisions could also be supported, but if the number of new divisions reached 10 they would have to reconsider the amount of support for each division, President Bang said. The APPC conference will also be supported. Women in physics activities have also been supported by APCTP. Long asked if the AAPPS Bulletin had contacted Web of Science to create an SCI index for articles. Bang answered that they had contacted publishing companies for this purpose but the combined nature of the newsletter and scientific journal of the Bulletin made it difficult to get SCI index.

(9) After tea break, Secretary Yokoyama presented reports from divisions. First DPP, division of plasma physics, had an annual conference in Chendu last year with 500 participants, and next week in Kanazawa where 700 participants are expected. They have several awards; the most prestageous one is the Chandrasekhar award to be given to Professor Toshiki Tajima. They also have U40 award etc. They started with 1300 members and now have about 1800 members. They also started publishing a review journal through Springer Verlag entitled Reviews of Modern Plasma Physics. DPP members can access it free of charge. They are trying to establish a legal personality in Japan now. They are facing some difficulty as AAPPS has no legal personality in Japan although it has one in Korea.
Next DACG, the division of astrophysics, cosmology, and gravitation, finally established its website under the site of the Research Center for the Early Universe (RESCEU) at the University of Tokyo. They have three activities this year, CosPA2018 to be held in Yangzhou, and a conference in Hanoi, as well as an education program KEK-APCosPA winter school on primordial black holes. They are still discussing how to establish a young scientist award. Yokoyama, who is also the secretary general of DACG, explained that the registration income of previous year's CosPA had been preserved to be used for future awards. President Bang of APCTP agreed that that was a good way to solve the problem DNP is facing.
Finally, DNP consists of ANPhA which has eight member countries/regions. They expect three more countries/regions to join. They have established cooperation with DNP of the European Physical Society, NuPECC, and their chairs mutually attend the counterpart's meeting. They started their young scientist award in 2017. The award money was covered by the initial installment from APCTP of USD3000 which is now exhausted. Last year they had three conferences where this award was presented and this year they have six events.

(10) Discussion on AAPPS-APCTP C.N. Yang award. Secretary Yokoyama explained the draft of the scheme which was developed together with Woo-Sung Jung, executive director of APCTP. This is a young scientist award for those who have received their PhD within 10 years. Since our member societies have huge diversity, some large with divisional structures, others not, they have made different nomination criteria. That is, for societies with divisions consisting of different expertizes, nominations should be done by the division chair, while for those without divisions nominations should be done by the president of the society. Since AAPPS does not have individual membership, instead we regard participants of the most recent APPC as "virtual members" of AAPPS and give them the privilege of nominating a candidate until the next APPC is held. Selection criteria are somewhat tricky as we do not have a full divisional structure yet. We shall use the session classification as the basis for nomination and preselection for those expertizes not covered by the existent divisions. Conveners of the most recent APPC were asked to be reviewers for pre-screening. The selection committee consists of division chairs or representatives of all the divisions. Yokoyama explained each item in detail. The annual recipients are three. Extensive discussion was made about item 1.3 and it was agreed to amend the original draft to "for the work done with an affiliation to an institution in a member country/region" and to remove the requirement of citizenship thereof. It was agreed that the chairperson of the selection committee should be chosen by discussion among its members. Jin said IUPAP requests that in order to realize gender diversity, 30% of members of each committee should be female. President Long expressed concern that all the previous recipients of C.N Yang award were male. Park mentioned if we have 30% female members in each committee we would automatically have female recipients eventually. Since currently all the division chairs are male, it was agreed to replace the division chair by a representative of each division appointed by the corresponding division chair to make it easier to realize gender diversity. It was agreed to have at least two female members on the selection committee, at least one each from the AAPPS council and APCTP. In the unlikely event this requirement could not be met, the AAPPS council or the selection committee would invite (a) female member(s) to have at least two females on the committee.
The term of appointment of committee members was missing in the draft. It was agreed that one third of the committee members would be replaced each year, and each member would serve for three years in normal circumstances. The revised version will be circulated to the council members and APCTP to be approved by both parties.

(11) Youngah Park introduced herself and gave a report on the women in physics (WIP) working group. She explained that it was established at the time of the AAPPS council meeting held in Osaka and conferences organized for WIP. Former president Kim of AAPPS is also a member of WIP. The activity started in 2002 when the first WIP workshop was held in Paris. They have done surveys in a number of societies including KPS and JPS to determine the current status in each country. In 2015 an AAPPS workshop on gender equality and summit were held in Seoul. Their working group made a resolution consisting of the following points. 1. to ensure 30% of the plenary speakers to be women at annual meetings of each physical societies, 2. to ensure 30% female members of all board members including the AAPPS council and the boards of each physical society, 3. 30% in all the committees, including the CN Yang award committee, 4. Promote activities in developing countries, 5. to establish a website for WIP. Park also reported that last year a gender summit was held in Japan. She also attended a conference in Taipei. A global survey has been done by IUPAP. According to these resolutions of the WIP working group, Park suggested having more female members in the program committee of the forthcoming APPC. S.P. Kim suggested that instead of explicitly indicating 30%, we should have a proper portion of female speakers. President Long expressed concern quoting a previous council member's word that the members of the WIP working group have become isolated from the AAPPS council and that it should have a closer relation with female council members of AAPPS.

(12) Tou Teck Yong reported on the status of organization of APPC14 to be held in Kuching, Sarawak, Borneo Island, Malaysia in November 2019 as a local organizer on behalf of Kurunathan Ratnavelu. Both the Malaysian central government and the Sarawak local government are supportive of this event. There are no natural disasters there such as earthquakes, typhoons, and volcano explosion, except possibly for tsunami waves from distant earthquakes. Most of the Asia Pacific countries can be reached within six hours' flight. Major hotels such as Pullman and Hilton are located along the river and the convention center is about 10km away, connected by shuttle bus service. The Borneo Convention Center can easily accommodate 2000 people. Five star hotels cost less than USD 100 per night and four star below USD 70. Air B & B's are also becoming popular now. The local organizers will make the first announcement soon with the deadline of submission of abstract at the end of February and notification of acceptance will be made at the end of March, as some countries, especially in south-east Asia, require early acceptance of presentations in order to secure the travel fund. The early bird registration will start in April. The second round will be flexible around June to August, said Yong. He also explained the budget plan. They must make payment to the Borneo Convention Center with the final number of participants two weeks before the event. They made the first payment to the convention center two weeks ago. The website is open now but registration and abstract submission are not possible yet. President Long said the date of the conference was not clearly shown on the website, which should be rectified. DPP originally was planning to send 500 participants but now reduced it to 150.

(13) Program committee chair Choi explained the timetable for the conference. On Sunday we will have an ordinary general meeting and a new council meeting as well as registration. From Monday on, the conference starts at 9AM with a plenary session every day for two hours consisting of four talks each being 30 minutes including discussion time. For a four-day conference there will be 16 plenary speakers in total. Nomination of plenary speakers will be called for from the AAPPS council, member societies, and divisions. The first deadline is November 16 for full consideration. After that we start selection of plenary speakers. There is no definite format for nomination. Park insisted that there be 30 % female speakers. Jin said we should have at least 20% female plenary speakers, namely, three or four. Park also suggested to target 30% female fraction in plenary and invited speakers in parallel sessions with 10% share as the minimum. Rawat mentioned attending a conference with 400 participants but had never seen 100 female participants, hence it would not be possible to have 25% female speakers, although choosing some female speakers may be possible. Choi explained we would have three 90 minute parallel sessions held every day in up to 14 conference rooms. The number of invited speakers in each parallel session will be decided by the conveners. We should also allow students to make oral presentations of 10 minutes length, as we will have only one poster session during the conference. Park mentioned that, if 30% was not possible, we should target 20% female speakers overall in the APPC14 conference. Choi mentioned that since most of the submitted abstract were expected to be accepted, it would be impossible to control the ratio of female speakers, since there would be no room for adjustment. President Long suggested to entrust S. Kim, the chair of SOC and Choi, program chair, for proper organization in this respect. Tanaka said the success of the conference was guaranteed only by the quality of the plenary talks, so we should find qualified female speakers. After Park left, Choi explained the timetable in more detail. Both DNP and DACG are expected to organize 12 parallel sessions each 90 minutes long, while DPP will have three times as many, or 3 parallel sessions at each time slot. He expects 10-13 rooms needed in total, so we may have 6-8 rooms at each time slot for other fields such as condensed matter physics. We are about to contact session organizers, each of whom may organize 6 sessions on average. Each parallel session consists of invited talks and contributed talks, including students' talks. The number of student submissions is beyond our control; if we receive more than we expect we may need to increase the number of rooms. We are about to send invitations to session organizers or conveners but we must be careful not to be confused with a spam conference. Cooperation by each society president is required in this respect. Yokoyama suggested that, since the first deadline at the end of February for abstract submission was too soon, we should rewrite it in such a way that "If you submit an abstract by the end of February, you will be notified of acceptance by the end of March" and set the official deadline much later. The C.N. Yang awardee will present invited talks in corresponding parallel session.

(14) Yokoyama reported on two joint international organizing committee and program committee meetings held via video, whose minutes had been attached. Long mentioned that CPS meetings receive submission of pseudo-scientific talks such as anti-relativity and anti-quantum physics. They are all rejected by CPS. Yong said they would not expect such submission in Malaysia. Long also mentioned we should announce APPC at least three times through each member society and divisions. The rough estimate of participants is 500 but if it fell below 450 the convention center would charge us a higher rate. Choi proposed to start sending out invitation in December. The local organizers have agreed to use the online registration system used by DPP developed by a Japanese company. It was agreed not to provide any benefit to plenary and invited speakers, namely, they must pay the registration fee in full. While the final deadline for submission of abstracts was discussed, setting it three month before the conference, the final decision should be made by the organizing committee. Kao also suggested that later submissions should be transferred to poster sessions.

(15) The council members visited APCTP which now has a room for the headquarters of AAPPS.

(16) Editor-in-Chief of the AAPPS Bulletin, Tohru Motobayashi arrived and reported the current status of publication of the AAPPS Bulletin. Video meetings are held on monthly basis and face-to-face meetings are held on annual basis at APCTP. Akira Yamada is serving as a deputy editor-in-chief. Five member societies are contributing USD 5000 each annually and there are a number of cooperate members, which mainly consist of research institutes in the region, many from Japan. Last year India joined the editorial board. APCTP is strongly supporting the publication with Eunjeong Lee being the contact person there. Total income from society contributions and cooperate members is about USD 40000 annually and expense is about USD 47000. But there is extra support from the Korean government to promote publication of scientific papers, which makes the financial situation nontrivial. Mailing lists should be renewed. Improved cooperation with Hong Kong and New Zealand is also in progress. An electronic newsletter called the AAPPS Bulletin Newsletter, which is analogous to e-EPS of the European Physical Society, is being established. How it will be used is yet under discussion. Exhibition booths have been displayed at several physical society meetings in the member countries. Translation of articles from journals of local physical societies for republication in the Bulletin is also planned. A mobile-friendly website is still under construction. The editorial office is now making a survey of member societies about the way to distribute AAPPS Bulletin Newsletter. Tanaka mentioned that JSAP was already sending its own newsletter twice a month including the contents of AAPPS Bulletin. He says a text-based message with a link would be better for JSAP. JPS could not do this. While a DOI identifier is allocated to each article already, there is no prospect to obtaining SCI indexing due to a number of constraints.

(17) Vice-president Kao led discussion on division formation. He stressed that the success of APPC is strongly correlated with division formation. Earlier APPC had been held every two years but recently only once in three years. He suggested that in accordance with rapid advancement of physics these days we may need to hold APPC every two years instead of three. He also mentioned that collecting e-mail addresses from each member society would be useful for advertising APPC. Choi proposed asking participants at next APPC if we may send information on future APPC. Kao mentioned that the DPP developed from APPC in Makuhari, and success of the conference depends on progress of division formation. Yokoyama said when we decided to hold the next APPC in Kuching, we discussed that the conference should be driven by divisions. However, since we have only three divisions so far, we should reverse the order. That is why he is continually insisting on inviting as conveners of each topical session persons who may eventually form a division based on their area of expertise. Choi is making a list of the potential session organizers but has not contacted them yet. Kao said e-mails inviting them should be sent under the name of the representative of the physical society of each region so that the recipients would not regard them as a spam messages. Ishihara mentioned that division formation was also under discussion in JPS and for condensed matter it would be easier to make a division covering broader topics.

(18) Motobayashi, who is a member of DNP and ANPhA, explained more about awards given to young scientists in DNP, and the necessity for the fund. The award is given in each conference or workshop endorsed by DNP and the award money is just USD 100 or JPY 10000, which is not big but there are many recipients. They have been covered by the initial support of USD 3000 from APCTP whose usage was not specified, but now exhausted. The original request from DNP chair Tanaka was to use part of the annual support of USD 10000 from APCTP, but this was not allowed by the president of APCTP as this support is intended to cover travel and local expenses for academic activities. President Bang suggested charging a registration fee for the conference supported by APCTP and use part of the revenue for award. Another solution is to cover travel and local expenses or an honorarium of the awardee instead of award money. But the main problem is that DNP is organizing many conferences, while so far APCTP supports only one event each year. Bang said it might be possible to split the fund between two conferences with USD 5000 each, but it would certainly be impossible to split into five 2000 dollar conferences due to the administrative complication. Long concluded DNP should collect registration fees and make use of them just as DACG has been doing.

(19) The slate for future APPC after APPC14 Kuching. Secretary Yokoyama explained that they called for bids and received two applications, from KPS and PS-Taipei. Taipei proposes January 2022, while Korea proposes August 2022. First we listened to presentations from KPS and PS-Taipei. First Choi made a presentation on behalf of KPS, a proposal to hold it in Gyeongju, which is about 40 minutes drive from Pohang. The Gyeongju convention center called HCO has been used twice for KPS meetings that attracted 1800 participants and 1000 presentations respectively. It has 14 rooms, and the banquet can also be held there. They propose holding the conference from 22 to 26, August, 2022. The City of Gyeongju will provide financial support. Sangmin Lee, who is an executive board member of KPS in charge of international affairs, will be involved in the organization. The executive director of APCTP will also provide secretarial help to APPC. High class hotels and low cost accommodation are both nearby. Next Kao made a presentation to propose the conference in January 2022 in conjunction with the annual meeting of PS-Taipei in Tainan city, which has a population of 1.8 million. The government will provide support of USD 40000 and companies will contribute USD 30000 as sponsors. Their annual meeting attracts 2000 participants and all talks are given in English, which makes it easy to combine with APPC. The city is conveniently located with easy access and there is a variety of accommodation. Taiwan is cost effective with lower prices of commodities and airfares are also inexpensive in the intended period. If the council decides to make the APPC every two years, they would be happy to postpone its proposal until 2024. Since January is just before lunar new year in the middle of the term, the period may not be convenient for many people. Mainland Chinese may also have difficulty in attending it. A bilateral agreement is required between the two parties, but under present circumstances, it may be difficult. After discussion the council took a vote on the two proposals. Yokoyama mentioned Kao's idea to have APPC every other year is nice, as the development of physics is accelerating. This time we decided only the venue and the time of APPC15 and whether we make it every two year shall be decided by the next president and council. The participating council members including proxies took a simple vote. The KPS proposal received 9 votes while PS-Taipei received 3. Since the former received a simple majority, and the venue of APPC15 shall be Gyeongju in August 2022, hosted by KPS. The meeting was concluded and the council moved to Gyeongju.

(20) The second day of the council meeting was held at Gyeongju convention center. First, the issue of membership fees was discussed. Secretary Yokoyama explained, using a table showing the diversity of member societies, that we have big societies and small societies as our members, and the difference in their revenues is also quite large. From this year on we have raised the membership fee from USD 200 to 500. But, for small societies such as the Hong Kong Physical Society, this amount corresponds to half of their annual income, which is too large and not acceptable. In fact, Yokoyama asked 2nd president Konuma why the founders of AAPPS had introduced a flat and very low annual fee. His answer was that they did not wanted to introduce the system of IUPAP which has a non-flat fee and the number of representatives from each country is determined by the fee it pays. They did not like the idea and decided to introduce a low flat fee and cover the deficit by donations. Yokoyama, however, stressed that depending on donations can be dangerous as they may come with strings attached, and mentioned that it is time to discuss a more realistic membership fee system that will make every society happy. In fact, in the extended council meeting held in Xi'an, president Kawamura of JPS suggested introducung an intermediate membership fee system between the flat rate we are currently imposing and the non-flat fee IUPAP is using that determines the number of delegates. The proposal is that we divide member societies into two or three categories and big societies pay more than smaller societies, and possibly send more council members but NOT proportional to the fee they pay. Another point Yokoyama proposed is to appreciate in-kind contributions properly. For example, Malaysia spent USD 4000 to host a previous council meeting, and this should be incorporated into our accounting. It is also true that for some countries it is difficult to send money outside the country, but if the in-kind contribution can be counted as a payment of the fee, this problem could be solved, too. It was decided to continue discussion on fees, deciding to give a discount to HKPS and waive the fee for the Nepal physical society. Yokoyama also proposed encouraging Nepal to organize a local conference or school for which it would be easier to collect money, some part of which might be used to host the council meeting. If we regard such a contribution as a substitute of membership fee payment, we can establish a win-win relation because the AAPPS can save expense for a council meeting while the local physics community can benefit from attending such a conference. Yokoyama has already discussed the possibility of organizing a school in Nepal and combining it with a council meeting. It was also agreed to continue support for the winners of the international physics Olympiad from the Asia Pacific. Motobayashi explained that the bulletin account is nearly balanced thanks to efforts to increase the number of cooperate members. The situations of membership revenues of several societies were explained by participants. CPS has only about 6000 individual members because they also have a corporate member such as Tsinghua University, but they are going to change the system towards individual membership only. A resolution was agreed to offer HKPS a discounted rate of USD200 and to waive Nepal Physical Society's fee, encouraging them to organize a local event as mentioned above. Delegates from big societies such as CPS, JPS, JSAP, … were asked to contact their headquarters about how much they can contribute. It was also discussed how much revenue we need for proper operation of the association but it turned out that it severely depends on how much we need to spend on council meetings. This year we have in-kind contributions from local organizers and are financially balanced. As a reference, secretary Yokoyama explained the formula the European Physical Society is using. The fee for each member society is determined by the effective number of its members multiplied by a base fee, which is now about 10 Euros. Individual membership fees apply for those who do not have a local physical society to join. Tou mentioned that if members of Malaysian Institute of Physics can be an individual member of AAPPS for an annual fee of, say, 2 US dollars he expects many people would join as the government is encouraging researchers and teachers to join international societies. Tanaka, on the other hand, said the idea of imposing a fee to each member of member societies would not work in JSAP because its members are not likely pay more fees unless huge benefits are associated, so individual membership would not work. We will continue our discussion on membership fees and treatment of in-kind contributions.

(21) After the tea break, secretary Yokoyama reported on the reciprocal agreement with American Physical Society that members of AAPPS can enjoy the same privileges as members of APS. Many of our member societies have already such an agreement, but there are four societies that do not. To register members of these societies to enjoy the reciprocal agreement, Yokoyama created a website for them to register, and he reported there have been about 30 registrants so far.

(22) President Long proposed to have a video council meeting in March and face-to-face council meeting on the morning of November 17 followed by the OGM, which will select the next council members. The proposal was agreed.

(23) The number of the next council members was discussed. The constitution determines that the elected number should be between 9 and 15. President Long proposed 15, which was agreed. It was confirmed that the past president shall be a voting council member for the immediate next term. The maximum number of council members from one country/region is three.

(24) The procedures to make a slate of the next council was discussed. Sang Pyo Kim proposed to include current council members who are eligible for the next term in the slate for candidates. President Long said since the deadline to make a slate is six months before the OGM we should not rush to make such a list now, as some members may not wish to continue and it is desirable to discuss it with the member societies. The slate of candidates from the current council was agreed to be determined through e-mail communications by the end of January 2019.

(25) Editor-in-chief Motobayashi announced the launching of the AAPPS Bulletin News Letter and he will send inquiry to each member society about its distribution.

(26) Sang Pyo Kim proposed a motion to amend the constitution in order to increase the number of council members. President Long, however, previously appointed himself to investigate this issue and concluded that a council with an increased number of members would not be efficient. Yokoyama said it should be carefully examined, taking more time for discussion instead of simply extending the size of the council in its current form, because the current constitution does not assume the existence of divisions, which are doing physics activities and their opinions should be properly taken into account. Zhu also agreed with this opinion. Since amendment of the constitution must be proposed in written from by a member, the council just continued to discuss the size and structure of the council. The council meeting ended and the council members inspected the convention center, which will be the venue of APPC15.

 

 
AAPPS Bulletin        ISSN: 0218-2203
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