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INTERNATIONAL COMMISSION ON ACOUSTICSMinutes of the 2002 ICA Board meetings
Sunday, 1 December 2002 --------------------------------------------------------------
1. Opening and Approval of the Agenda
President Daigle opens the meeting at 9:00 am in
the Campeche Room - Hyatt Regency Hotel at Cancun, Mexico with a roll call. The
new Board Members, Dodd from New Zealand and Sliwinski from Poland were
introduced by the President.
Present were:
Gilles Daigle, President
Suk Wang Yoon, Secretary-General Volker Mellert, Treasurer Lawrence Crum, Past President George Dodd Antoni Sliwinski Samir Gerges Tor Kihlman Stephen Crandall Adriano Alippi
Regrets were received from Giovanni Brambilla, Charles
Don, Juan Gallego-Juarez, Sonoko Kuwano, Claude Legros, Philip Nelson, Ren-He
Zhang and Anders Bostrom.
AGENDA
(1st Pan-American/Iberian Meeting on Acoustics, 12/2-12/6/02, Cancun, Mexico)
3. Minutes of the AC3 meeting held in Rome (Attachment 1)
Crum suggested adding on the agenda some discussion on a new committee, Committee on International Research and Education (CIRE) in the Acoustical Society of America Crandall was asked to discuss IUTAM business in the item 16. Sliwinski mentioned an application for ICA sponsorship from the Polish Acoustical Society on the XXth Jubliee Symposium on Hydroacoustics. Secretary-General Yoon replied that its application was received just before the Board meeting. Its application material was not printed for the meeting, but it will be discussed in the item 8. President Daigle described some communication with International Institute of Acoustics and Vibration (IIAV). The President was invited to their Board Meeting from IIAV with other presidents from other organizations this summer. However, the President could not attend the meeting since his schedule conflicted with the IIAV schedule. The President decided to invite Malcolm Crocker, Executive Director of IIAV for the ICA Board lunch to further discuss their status as an international conference for acoustics. After lunch he will present the overview of IIAV and then leave the meeting. The Agenda was approved. 2. Announcements The President noted that Gerges (who also worked as a member of the local organizing committee of the 1st Pan-American/Iberian Meeting on Acoustics, 12/2-12/6/02, Cancun, Mexico) would present some business on Pan-American/Iberian Meeting on Acoustics when he is available. 3. Minutes of the ICA Board meeting held in Rome Crum remarked that the ICA needs more active input from a Russian representative in ICA, and recommend Prof. Dubrovsky as a Russian representative. Secretary-General Yoon replied that Dubrovsky was already elected as a Board Member in the 18th ICA General Assembly. Dubrovsky as a Board Member was invited for the Board meeting, but there was no response from him. Crum recommended that the ICA should ask the Russian Board Member or his substitute representative to attend the next ICA Board meeting. The Russian hosted very good meetings such as the 16th International Symposium on Nonlinear Acoustics in St. Petersburg. President Daigle noted to put down in the minutes that the ICA recognized the importance of Acoustics in Russia and tried to have more participation from Russian acousticians. Crandall added a note how much Malcolm, Executive Director of IIAV did great effort to include Russian acousticians in IIAV. There were a few comments on financial sources for travel funds for the Russian acoustician. The President asked the Board approval to contact Dubrovsky to promote the membership, and read the following statement in the minutes of second Board meeting in Rome on September 8, 2001: Dubrovsky suggests that there are other acoustical organizations that would qualify for membership, notably from Kazakhstan, Belarus, Moldova, Georgia, Ukraine, Armenia, Estonia, etc. He agreed to assist in contacting the respective organizations. It was approved. President Daigle put it as an action item for the officers. The Minutes were approved with no corrections. 4. Report of the IUPAP General Assembly (Berlin) President Daigle attended the IUPAP General Assembly on September 6-7, 2002 in Berlin, Germany. The meeting report was distributed by e-mail in October, 2002 and attached as the Attachment 2.1. Its summary was presented by the President. The President emphasized need for the strong tie of ICA with IUPAP. IUPAP sponsored conferences on acoustics were discussed. The IUPAP has a general rule that it would not financially support the conferences if they were financially supported by commercial companies. The next meeting of the IUPAP Council and Commission Chairs is tentatively planned in January, 2003 in Trieste, Italy. Crum noted that IUPAP is inclined to eliminate support to the Affiliated Commissions including ICA. Daigle commented that IUPAP seemed to understand the argument that the ICA was not mature to be independent yet. Secretary-General Yoon mentioned a message from IUPAP request for SCOR Activity Report for last three years. Yoon as a SCOR delegate from IUPAP replied that for the last three years the SCOR has not had activities to be reported. It was recommended that a delegate might not be necessary for SCOR from IUPAP. Secretary-General of IUPAP, Franz recognized it. 5. Report of Treasurer: Financial Report; Member Dues Status; Travel Expenses A summary of the ICA financial accounts was presented by Treasurer Mellert. The paid membership list was presented. The Treasurer noted that the Acoustical Commission of the Hungarian was never active as a Member Society and excluded from the Member Society list. The Treasurer stressed that some credit card payments were not processed because of their misinformation on expiration dates and so on. In the balance sheet of ICA account, ICA Grant for the 6th National Congress of Acoustics of Turkish Acoustical Society (TAS) was shown as the expenditure paid, but it is not paid yet. The fund transfer to TAS experienced some technical difficulties. The fund transfer will be tried again. Daigle acknowledged that the membership payments were not in bad situation even in the first year after the 2001 Rome Congress. Crum raised the issue that we should advertise more ICA sponsorship on international symposia to promote the ICA activities using other societies' media such as JASA, Echo, Acustica, JASJ and so on. The Member Societies also have duty topromote ICA sponsorship program to their individual members. The ads in their journals or magazines should be free of charge. Secretary-General Yoon noted that it might be necessary to save the money for running the bigger-scale or Union-level ICA in the future rather than spending all the savings. President Daigle noted that we might need much more time to become the Union-level even we need some extra fund to secure our secretariat business. Crum added that we only had at most three applications for sponsorship per annum. Our balance will be good enough to support such applications. Crum brought up the Committee on International Research and Education (CIRE) business for discussion. The ASA has a committee to support former Soviet Union graduate students mainly Russian students. To support young brilliant students for future acousticians is the best expenditure of our savings. Daigle noted that it is difficult for ICA to immediately build our own infrastructure to search and support such good students by itself. Dagile suggested cooperating with ASA. IIAV and many other societies also cooperate with the CIRE of ASA. The ICA jointly gave 30 Young Scientist Awards with Italian Acoustical Society to graduate students from all over the world to attend the 17th ICA in Rome. ICA decided to allow total US$5000 as the upper limit of matching funding with the CIRE (chaired by Crum) support that ASA has $10000 per year for three years. Each year the sponsored amount will be approved by the ICA Board. Daigle will negotiate to put the ICA logo for sponsored symposia with ASA. The Treasurer agreed to prepare the ICA balance sheet for the whole period and also for the whole incomes in US dollars and/or Euros, respectively, in order to clearly show the total balance in both US dollars and Euros. Break 6. Commission Membership President Daigle noted again as an action item to contact Dubrovsky to recruit more eastern European member societies. Mellert as the President of EAA would provide the current status information of EAA member societies. Sliwinski on behalf of the Polish delegates requested the separate memberships for the Acoustical Committee of the Polish Academy of Sciences and Polish Acoustical Society be separate memberships. The four shares for Poland will be split into two shares for each society. ; As the Polish Member Societies proposed, it was approved that the Acoustical Committee of the Polish Academy of Sciences and Polish Acoustical Society will be separately listed as the member societies. 7. IUPAP sponsorship of conferences President Daigle noted that the summary of IUPAP General Assembly was presented under the IUPAP report. There was no application from ICA for 2002 financial support to IUPAP and one request from Kyoto ICA organizing committee is expected for 2003. Crum asked about the IUPAP financial support for the current and future Board meetings. The President answered there was no indication not to continue their support. Each commission can apply the total amount of US$3000 every three year. In 2002 ICA has US$2000 financial support for travel and expenses of the Board meeting. By 2004 ICA can apply US$1000 more for the Board meeting support.
8. ICA sponsorship of other meetings on acoustics. ;Policy President Daigle suggested discussing the item 8 and item 9 together. Three applications for ICA sponsorship request were received for September 2001 – October 2002. The 1st application from the Danish Acoustical Society for the Joint Baltic-Nordic Acoustical Meeting 2002 was approved by e-mail Board ballot. The 2nd application from the Turkish Acoustical Society (TAS) for the 6th National Congress on Acoustics (10th Anniversary of TAS) was approved by e-mail Board ballot. The 3rd application from the Indian Acoustical Society for National Symposium on Acoustics 2002 (NSA 2002) was approved by e-mail Board ballot. The President reviewed the support given in 2001 and 2002, and stressed that we should encourage more applications to the Member Societies. Publicity of the ICA support was also emphasized.
Crum suggested revising the Policy for ICA Sponsorship of Specialty Symposia in
Acoustics. The President supported that the Policy needs revision and
rewording. Strong language in the policy was recommended for
modification. There was some discussion on how to promote the ICA sponsorship applications. For the publicity the ICA website should be linked to the major websites such as ASA, EAA etc. The banner ads of ICA in the Member Society websites were suggested. The ICA Board strongly recommends the Member Societies to waive the expenses for the ICA ads. Dodd noted that many Member Societies lacked knowledge of the difference between the International Commission for Acoustics (ICA) and International Congress on Acoustics. He also suggested that "developing" Member Societies' applications should have more chances for the sponsorship. Deadline for the ICA Sponsorship application is recommended as 30 days in advance of the beginning date of the symposium. US$6000 per annum was recommended for the initial budget. Treasurer Mellert noted how to oversee the grant spending. Secretary-General Yoon noted the official website is required for financial support application, but it was very difficult to trace how the grant was spent by the organizing committee for the sponsored conference. One new application from the Polish Acoustical Society for the XXth Symposium on Hydroacoustics sponsorship was received in November. Sliwinski from Poland explained about the application including student travel support and verified they were all shown in their website. The President noted that the Board meeting was technically under quorum, so the e-mail ballots will be distributed to the Board Members within 2-3 weeks. 10. 17th International Congress on Acoustics (17th ICA) report General Chairman of the 17th ICA in Rome, Alippi distributed the final report of the 17th ICA in Rome and presented some details on financial statements. Paper submissions rushed during a very short time. It is necessary to have servers that can handle such rush submissions. Paper presentation time was synchronized during the sessions. Abstracts were printed as separate Proceedings. After the Congress Proceedings of full papers were also printed and available as in hard copies and CD format. Crum pointed out that the typographical error in the student registration fee should be read as 200 Euro instead of 109 Euro. The VAT problems were raised by Crum. The 20% of the total registration fees was paid as the VAT. VAT cases in other countries were mentioned by Mellert and Yoon. Kyoto and Madrid delegates should be informed of VAT problems for their future Congresses. Lunch Rome presentation will be continued after Malcolm's presentation after lunch. 16. Other business: IIAV relationship Summaries of IIAV history and organizational functions were presented by Malcolm Crocker, Executive Director of IIAV. The IIAV is a society based on individual membership and publishes refereed journals printed in Russia. Crum suggested minimizing the conflict of IIAV schedule with the same sort of subjects with the other conferences, especially with ICA. Kihlman also pointed out the conflict problems with overlapped subjects and schedules. Daigle asked Crocker opinion on founding a tentative union-level organization for Acoustics, e.g., International Union on Pure and Applied Acoustics (IUPAA). Croker's reply was not clear. Crum noted that the number of Acousticians in the world is very limited. IUPAA will coordinate such schedules for the conferences. Crum emphasized that we should not push acousticians to choose just one of them because of time schedule conflict. Already we have the problems of only several-month span of the time schedule in the nearby location like ICA at Kyoto in April, 2004 and IIAV at Singapore in July, 2004. We should share our time schedules in advance as much as we can avoid the conflict. After Crocker left the room, there were some discussions on relation with IIAV for the future. 10. Continued on ICA Rome meeting report Alippi replied on some tax questions and continued to present details on expenses. All the attendance expressed the compliments to Alippi on the 17th ICA as a well-organized congress. 11. 18th ICA Report, Kyoto 2004 There was no delegate from Kyoto for the 18th ICA report due to last minute illness. The representatives from Kyoto local organizing committee, Tachibana and Namba could not attend the board meeting because of their prior schedules. The President Daigle showed their mailed slides on the overhead projector and discussed each item. There were strong suggestions that the Kyoto organizing committee should learn some know-how and possible problems to run the Congress from the Rome organizing committee. Some suggestions from Alippi should be passed to the Kyoto organizing committee. To Maximize distribution of Call for Papers the electronic distribution was strongly recommended. There were comments on specialized session titles. Some of the session titles are so broad that they should be more specific. Daigle noted that the ICA meeting in Kyoto has more advantage than the IIAV meeting in Singapore because the Kyoto meeting is already set in the format. Noise and vibration related sessions should be more introduced as the structured sessions to have more noise and vibration related papers. Crum suggested that the general acoustics categories should be listed in the Call for Paper rather than the specialized sessions because all the special session titles cannot be listed. There were 88 special sessions in Rome and 95 ones in Seattle. The Board suggested extending the deadline of abstract submission further by September 15, 2003 since it only takes several weeks to electronically handle submitted abstracts. For IUPAP financial support application the registration fee should be less than $400. The additional registration fee, $80 is suggested as the additional administration expense instead of just adding in the registration fee after the due date. General assembly should be scheduled on one of the afternoon during the Congress. Kilhman noted about CD ROM with ISBN and page number for the reference archives after the conference. 12. 19th ICA Report, Madrid 2007 No report was presented. The representative from Madrid, Antonio Lopaz could not attend the board meeting because of his health problem. We should send the notes that we recognized their difficulties. The chairpersons are obliged to present their progress reports. 13. ICA Board. Structure and Responsibilities. New Associate Members. General chairperson for the upcoming International Congress on Acoustics is selected as an Associate Member. For the 18th ICA, Kyoto, Seiichiro Namba and Hideki Tachibana were recommended as Associate Members. Shyam Agrawal from India was recommended as an Associate Member for the representative of Southeast Asia region and Speech field. Stephen Crandall and Tor Kihman were recommended as Associate Members for IUTAM and I-INCE, respectively. 14. Election of New Associate Members Some discussion was on the nomination of new Associate Members. They were approved. The appointment is nominally until 2005. Masayuki Morimoto was also approved as the WESPAC liaison member for ICA. However, WESPAC can request a modification to its representative at any time, should this be required due to changes in personnel of Western Pacific Commission for Acoustics. 15. ICA Web Page Revision The purchasing orders of the 17th ICA proceedings were directed to the e-mail addresses of Italian Organizing Committee Members, Alippi and Brambilla. 16. Other Business: ICA Early-Career Award Crum, who chairs Award Committee, noted the cases of ASA and the other commissions of IUPAP.; He advocated that "Early Career Award" might be better than the "Senior Career Award." Rules are borrowed from the ASA. In the Kyoto meeting we will present the Early Career Award. The ICA medal and honorarium will be presented. We may have more than one award because we only have triennial congress. Recommendations for the Award can be come from the national acoustical societies and any individual preferably supported by the national member society. The honorarium amount will be approved by the Board with the recommendation of Award Committee. Age limitation are not encouraged in IUPAP, but as a tentative applicant criteria the following rule should be applied: The applicant should be less or in total 15 consecutive years of active involvement in Acoustics. 16. Other Business: Relationship with IUTAM Crandall expressed how thankful he has been working as a liaison between IUTAM and ICA, and described the history and organizational functions of IUTAM and ICSU. Crum also noted that forming a Union is very difficult. Major countries need to pay membership dues of $5-6000 to each International Union. Daigle suggested that Board members inquire about Union-level upgrade of ICA and possible support from their countries' participation. Yoon suggested that it would be worth to try to get consensus on founding the Union for Acoustics. 16. Other Business: Promotion of Member Society Dodd presented the current status of the New Zealand Acoustical Society: Congress one every two year and journals (more like magazine) 4 times a year. They only have 65 members. They wish to attract more students and researchers in acoustics, but it is difficult to recruit them because of the geographical isolation. Building acoustics is relatively active in New Zealand. Some suggestions were given to New Zealand Acoustical Society 16. Other business: Sustaining Members Crum proposed that it might be a time for ICA to have industrial members as Sustaining Members. ICA may provide a permission to use ICA logo and waiver our triennial Congress registration fee, or advertise them with our website banners. For such services Secretary-General Yoon mentioned that the ICA should have a physical secretariat not the virtual one. 17. Next meeting Kyoto and Madrid delegates are obliged to make progress reports at the next Board meeting. We should have the 2003 Board meeting before the deadline of abstract submission for the 18th ICA, Kyoto. The venue for the Board meeting will be decided by e-mail ballot. 18. Close of the meeting The President closed the meeting at 4:50 pm. (A letter of invitation to host the 20th
triennial Congress was received from the Acoustical Society of China, but was
not discussed during the Board meeting.
The letter is acknowledged and this item will be taken up at the next
Board meeting.) |