News & Notices
Minutes of 126th Meeting of Executive Committee
24-25 April 1999, Tokyo, Japan
1. INTRODUCTORY REMARKS AND FINALIZATION OF AGENDA
Prof. Jortner welcomed the group to Tokyo and expressed his personal
appreciation and that of the Committee for the invitation and
gracious hospitality of the Chemical Society of Japan. Prof. Jortner
also thanked Prof. Ohtaki for his efforts both in bringing the
Executive Committee meeting to Tokyo and the excellent arrangements.
Prof. Jortner briefly reviewed the accomplishments of the Union
in 1998. He noted that IUPAC adopted a Strategic Plan, progress
was made in implementing the project driven system; the publication
of the Special Issue of Pure and Applied Chemistry, Natural and
Anthropogenic Environmental Oestrogens; the arrangements for a
world class IUPAC Congress in Berlin; the first conference on
New Directions in Chemistry (Workshop on Advanced Materials -
1, Hong Kong, 1999); and the many other achievements noted in
the report to ICSU included in item 28.1. Prof. Jortner noted
that Dr. Hayes and Prof. Ward were unable to attend due to health
concerns and wished them both a continued recovery on behalf of
the Committee. There were no additions or changes to the Agenda.
2. MINUTES OF 125TH MEETING OF EXECUTIVE COMMITTEE
2.1 AMENDMENTS AND APPROVAL
Dr. Becker noted that in future approval of the
Minutes of the Executive Committee would be obtained by correspondence,
as was done in the case of the Minutes of the previous Bureau
meeting. The Minutes of the 125th Executive Committee meeting
were approved as written.
2.2 MATTERS ARISING FROM MINUTES (NOT COVERED BY ITEMS ON AGENDA)
There were no items arising.
3. MINUTES OF 71ST MEETING OF BUREAU AND MATTERS
ARISING
The Committee noted that the Bureau had approved the Minutes of
the 71st Bureau by correspondence. There were no matters arising
from the Minutes of the Bureau that were not on the Agenda.
4. AGENDA - 40TH COUNCIL, BERLIN
Dr. Becker noted the major items on the Council Agenda. It was
agreed that Items 16-18 should be discussed together since they
all relate to "restructuring" and the future of Commissions. Dr.
Becker pointed out that the phrasing of Item 21 was a departure
from previous practice. Council would be asked to approve the
date and location of the General Assembly and Congress for 2003
rather than giving only preliminary approval at Berlin and giving
final approval in 2001. This change is necessary because the arrangements
for major events such as these require commitments up to four
years in advance of the event. Withholding final approval until
two years before the event creates a handicap for the organizers
in terms of signing contracts for venues and obtaining funds from
potential donors.
Prof. Ohtaki raised the issue of changes in individual National
Subscriptions after Council had approved the biennial budget.
The subsequent discussion took note of the fact that current practice
was for the Council to approve the total National Subscription
while the calculation of the individual National Subscriptions
was done using the so-called 4L formula. The table of individual
National Subscriptions circulated prior to the Council meeting
is considered to be a preliminary estimate subject to change.
Due to changes in data after the Council meeting, the individual
National Subscriptions do often change, usually by small amounts.
The Committee felt that this was a source of confusion to the
National Adhering Organizations and that the table of individual
National Subscriptions presented to Council at the General Assembly
should be considered final. Any changes necessary in particular
cases should not change the other National Subscriptions.
The group noted the nominees received to date for IUPAC Officers
and Bureau Members. Prof. Jortner commented on the increased role
being played by the elected members of the Bureau in the work
of the Bureau. Dr. Becker expressed the hope that in future more
candidates with an industrial background would be nominated for
election to the Bureau.
5. FINANCE COMMITTEE
5.1 STATEMENT OF ACCOUNTS FOR 1997 AND 1998
In the absence of Prof. Ward, Dr. Przybylowicz
reviewed the financial statements for 1997 and 1998. In general,
the Union's financial position is good. The Union's reserves are
at the targeted levels, due especially to the strong performance
of the Union's investment portfolio in 1997 and to savings in
the operating costs of the Secretariat and the Union's publications.
He commented that the investment climate was not as favorable
as it had been and the Union should be prepared to lose some of
the unrealized gains shown in the reserves. Dr. Przybylowicz reviewed
the situation that had led to the Union engaging a new auditor,
Batchelor, Tillery, and Roberts of Raleigh, North Carolina. The
actions of our previous auditor, Neutra Treuhand, caused the audit
of our 1997 financial statement to be delayed until November 1998.
The audit of the 1998 financial statement was made in February
1999 and the auditors' report is expected late in May 1999. Dr.
Przybylowicz pointed out that the Southern Hemisphere Fund had
been increased by USD 50 000 in 1998 and 1999. The audited accounts
for 1997 will be printed in the May issue of Chemistry International
while the 1998 accounts will be printed in the July issue. The
audited accounts for 1997 were approved as presented and the 1998
accounts were approved subject to any changes proposed by the
auditors.
5.2 NATIONAL SUBSCRIPTIONS
Dr. Jost reported that Japan and the United States
had recently paid their 1998 National Subscriptions. The only
National Adhering organizations in arrears for 1998 are Brazil,
Pakistan, and Puerto Rico. [Following the EC meeting funds were
received from Puerto Rico.]
5.3 REVIEW OF BUDGETS FOR 1999, 2000-1 AND CAPITAL BUDGET FOR
1999
The proposed 1999 budget is essentially unchanged
from that originally approved and was approved by the Committee.
The draft budget for the 2000-1 biennium includes a 1% annual
increase in the National Subscription and an increase of 5% over
the biennium in the allocations to Divisions and Standing Committees.
Dr. Jost noted that the operating reserve in the draft budget
of USD 548 900 should be allocated equally between the years 2000
and 2001, rather than the unequal allocation shown in the draft.
Dr. Przybylowicz noted again that the strong reserves of the Union
were partly a result of the extraordinary performance of the Union's
investment portfolio in 1997-8 and that comparable performance
should not be expected in the coming years. The Committee endorsed
the proposed budget for 2000-1 as presented for submission to
the Bureau and Council.
5.4 ALLOCATIONS TO IUPAC BODIES, 2002-3
Dr. Przybylowicz reviewed two alternative concepts
prepared by the Treasurer and the Finance Committee for distribution
of the funds usually allocated to cover participation by Titular
Members in the General Assembly. The first concept abolishes a
separate budget for the General Assembly and distributes the entire
amount to individual IUPAC bodies. The alternative concept retains
the GA budget but reduces the amount to that needed to fund the
bodies that must meet there - the Division Committees, Standing
Committees, Bureau, etc. The funds saved from Commissions not
meeting at the GA would be used to increase the allocations to
Divisions by a fixed amount (USD 10 000 per Division) and retain
a Division Reserve, which would be available to fund projects
at the Division level after a Division had allocated its budget
to projects. Distribution of funds from the Division Reserve would
be approved by the Treasurer and Secretary General.
Both alternatives envision a fund to be allocated
by the Project Committee of the Bureau. The Standing Committees
would receive funds for their projects from this fund after approval
by the Project Committee. The rationale for continuing separate
funding of the General Assembly was discussed. It was felt that
in order to promote the cohesiveness of the Union and contacts
among the Divisions and Standing Committees, it was important
to budget for the participation of these bodies in the General
Assembly. By providing a special budget for participation in the
General Assembly, a clear indication would be given of the value
that IUPAC places on participation.
Support was expressed for the second alternative
because it allows funds to be allocated to Divisions based on
activity and the merit of the projects developed. The question
was raised if this was the time to go to a "zero based budget"
for Divisions. The consensus was that the Divisions are not ready
to do the long range planning required for the proper implementation
of this concept. It was felt that the Division Committees are
in a new situation and will require help and time to adjust to
their new r�les.
The Committee approved the second alternative
and requested the Secretary General to further develop this concept
in consultation with the Treasurer and the Division Presidents.
5.5 FINANCE COMMITTEE MEMBERSHIP
Dr. Guy Martens was nominated by Prof. Ward and
Dr. Przybylowicz to become a member of the Finance Committee.
The nomination was approved.
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