2007 SCOSTEP Bureau Meeting Minutes Time: 08:30-18…

                   2007 SCOSTEP Bureau Meeting Minutes
Time: 08:30-18:00, 7 July 2007
Location: Conference room in Hotel Gio
Attendees: M. Geller (President), S. T. Wu (Vice President), W. Baumjohann (member,
          IAGA), N. Gopalswamy (member, IAU), C. Hanuise (member, URSI), R.
          Fujii (member, COSPAR), T. Tsuda (member, IAMAS), G. Lu (Scientific
          Secretary), C. Hanchett (Secretary), T. Killeen (guest, AGU President), T.
          Rosswall (guest, ICSU Executive Director), U. Shamir (guest, IUGG
          President), S. Avery (guest, CAWSES Chair), D. Pallamraju (guest,
          CAWSES Scientific Coordinator), R. Vincent (guest), K. Hamilton (guest)

1. President's and Vice-President's Opening Remarks

    President Marvin Geller opened the Bureau meeting by welcoming the Bureau
    members and guests. Every attendee announced his/her name and affiliation.

    Geller pointed out that it has been a busy year since the STP-11 Symposium in Rio de
    Janeiro, Brazil, in February 2006. A decision is yet to be made on the location of the
    STP-12 symposium. Due to the strict 1-week time limitation imposed by IAGA, a
    conjoint meeting with the IAGA conference in 2009 has been ruled out. Geller also
    pointed out that the planning for CAWSES-2 is currently under way. An important
    aspect of the CAWSES-2 planning is to establish stronger cooperation with ICSU.
    The SCOSTEP office has been moved from NOAA to NCAR since July 2006, and
    the relocation went smoothly. The new SCOSTEP website now resides and is
    maintained at the National Center for Atmospheric Research (NCAR).

2. Approval of Agenda

    Geller overviewed the meeting agenda items and asked for any redaction. The agenda
    was approved as proposed.


3. Approval of 2006 annual report

    The 2006 SCOSTEP annual report prepared by the Scientific Secretary was approved
    by the Bureau, and it will be posted on the SCOSTEP website after the Bureau
    meeting.

4. President's perspective on past year and the future of SCOSTEP

    Geller stated that SCOSTEP has recovered from the significant budget shortfall
    during its Solar-Terrestrial Energy Program (STEP) in 1990-1997. SCOSTEP is now
    in a relatively healthy financial condition with about a 1-year operational fund being
    reserved. Geller stressed that the financial conditions of SCOSTEP directly affect its
    future in terms of the scientific programs that SCOSTEP sponsors. With CAWSES


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now being extended to the second phase, a financially healthy SCOSTEP is critical to
ensure the success of CAWSES-2.

Geller mentioned that SCOSTEP has received 3 proposals to host the STP-12 by
Germany, Hungary, and Russia, and the Bureau will discuss all three proposals before
making the final decision.

As part of the CAWSES Capacity Building effort in collaboration with Prof. Kamide
as well as Nagoya University, six comic books have been translated into English. We
are currently working with Prof. Kamide to make available the blank "balloon"
version of these comic books so that they can be readily translated into other
languages. SCOSTEP will set aside some funds for this capacity building effort. The
bureau members unanimously passed the budget that will allow SCOSTEP to pay the
cartoonist who drew the comic books for a fee of $500 for each balloon version of the
books. Another new comic book is currently under development, which will focus on
the CAWSES science theme.

Tim Killeen (Director of NCAR) pointed out that SCOSTEP can take advantage of
some opportunities that NCAR offers, such as annual summer student colloquia;
faculty-visitors programs, the meeting facility and some staff support. Thomas
Rosswall (Executive Director of ICSU) also mentioned that ICSU is willing to help
SCOSTEP by promoting SCOSTEP related activities through its Newsletters and
website. However, it will be difficult for SCOSTEP to obtain UNESCO's financial
support as it has only very limited resources.

5. AGU perspective on Sun-Earth system research

Killeen gave a short presentation to the Bureau on AGU's activities relevant to
SCOSTEP. He pointed out that AGU has formed a number of Focus Groups to
address some of the critical scientific issues such as Global Climate Change, Natural
Hazards (including Space Weather). In answering Bureau member's question on
AGU's altitude toward other international organizations, Killeen responded that AGU
is an international organization with 40% of its members in 140 countries, and it
interacts with other international communities, mostly in a friendly manner. So far
AGU has not hosted any meetings in Africa. A jointly sponsored meeting (such as a
Chapman Conference) with IUGG or SCOSTEP would be highly desirable. Rosswall
pointed out there exist some barriers between AGU and ICSU, for example, regarding
the restrictions on open access of scientific journals.


6. ICSU Strategic Plan 2006-2011

Prof. Rosswall gave an overview of ICSU, including its structure and scientific
planning activities. Rosswall pointed out that ICSU's current strategic plan is
focusing on three overlapping areas: International Research Collaboration; Science
for Policy; and Universality of Science. International Polar Year (IPY 2007-2008) is



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one of the programs sponsored by ICSU. Other strategic research programs include
Natural Hazards and Disasters, and Science for Sustainable Development. Rosswall
concluded his presentation by saying that ICSU needs to strengthen the dialogue with
SCOSTEP and initiates a review of its activities. He strongly encouraged SCOSTEP
to collaborate with other ICSU's Interdisciplinary Bodies (IBs) and Unions

7. Messages from ICSU Executive Board and IUGG

Prof. Uri Shamir spoke after Rosswall. He stressed that ICSU has its own science
programs. One way for SCOSTEP to engage ICSU is to look across the various
Unions and IBs to find some suitable collaborators and then work its way up. ICSU's
regional offices play an important role in defining ICSU's strategic plan. For
example, the new strategic program on Natural Hazards and Disasters is one of the
topics that was initiated by regional offices and then recognized by all Unions and
IBs. He also said that SCOSTEP should participate more actively in regional offices'
activities, and needs to raise its profile in the international arena.

8. CAWSES reports (current status and Phase-2 planning)

Prof. Susan Avery gave an overview of CAWSES activities during the period of
2006-2007. She highlighted some of the major achievements by all four Themes,
particularly the very successful First Virtual Conference in Space Science in
November 2006 led by Dr. Janet Kozyra (the co-leader of Theme 2).

Regarding the CAWSES Phase-2 planning, Avery pointed out that CAWSES is really
an agent that bring together scientists from different disciplines. It functions to
facilitate countries to obtain funds toward solar-terrestrial research. Although the
current 4-Theme structure seems to work, the CAWSES-2 will need some integration
and modification, and additional research topics may be adopted. An Executive
Committee will be formed soon to lay out the detailed strategic plan for CAWSES-2.
Bureau members provided some initial input to Susan Avery regarding the Executive
Committee membership.

9. SCOSTEP Finances and Finance Committee

Geller appointed Robert Vincent and Susan Avery as the ad hoc Finance Committee
members to examine the SCOSTEP funds spent during last year. After clarifying a
couple of specific items on the financial report prepared by Gang Lu, the Finance
Committee was satisfied with the explanation, and the financial report was approved
by the Bureau.

10. Recommendation of New Subscription Dues Structures

S.T. Wu presented the new SCOSTEP Subscription Dues Structures that he, Ryoichi
Fujii, and Karin Labitzke put together. The new subscription structure change was
prompted by the similar subscription fee changes taken by ICSU. The SCOSTEP



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subscription fees have kept the same since 1993, while the annual inflation rate from
1993 to 2006 was 2.8% on average. The raise of the subscription dues is therefore
justified by the inflation rate. In addition, the current SCOSTEP subscription income
prevents us to support its scientific programs (currently it is the CAWSES program)
at a relatively healthy level. The committee recommended to increase the subscription
fees by 25% for all 7 subscription categories. The recommended subscription fee
changes will be further discussed at the General Council meeting.

11. Proposed SCOSTEP budget

Gang Lu presented the SCOSTEP budget for 2007-2009. The 3-year budget was
approved by the Bureau.

12. New Science Discipline Representatives

Toshitaka Tsuda presented a list of semi finalists of new SCOSTEP Scientific
Disciplinary Representatives (SDRs) that he and Brigitte Schmieder prepared
together. The Bureau added additional names to the list. The final decision of the new
SDRs has been postponed until the October Bureau meeting in Kyoto to allow some
national adherent members to make their input.

13. STP-12 proposals

Three excellent proposals to host the STP-12 symposium were received from
Germany (presented by Franz-Josef Luebken), Hungary (presented by Judit Pap on
behalf of Andras Ludmany), and Russia (presented by Oleg Troshichev). After some
lengthy discussion, the Bureau eliminated the Russian proposal due to its high cost as
well as relatively high financial risk. However, bureau members were evenly divided
between the German and Hungarian proposals. Geller then made an executive
decision by suggesting to leave the matter to the newly elected president and vice
president to decide.

14. ISEA-12 Sponsorship Request

The Bureau discussed the request by Christos Haldoupis to seek SCOSTEP
sponsorship of the 12th International Symposium on Equatorial Aeronomy (ISEA-12)
to be held in Greece in 2008. Bureau members felt that the request is more relevant to
the CAWSES program, and therefore advised Dr. Haldoupis to resubmit his request
to Susan Avery for possible CAWSES sponsorship of the ISEA-12.

15. Preview of SCOSTEP Election

Gang Lu gave a brief preview on the SCOSTEP election. She pointed out that a total
of 83 ballots were sent to national adherent representatives, Scientific Disciplinary
Representatives, and the CAWSES theme leaders and working group leaders, and 43
ballots were returned. Additional ballots will be available during the General Council



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   meeting to give those eligible voters a last chance to vote. The final ballot counting
   will take place at the Council meeting.



                          General Council Meeting Minutes

Time: 08:30-13:30, 8 July 2007
Location: Conference room in Hotel Gio
Attendees: M. Geller (President), S. T. Wu (Vice President), N. Gopalswamy (member,
          IAU), C. Hanuise (member, URSI), R. Fujii (member, COSPAR), T. Tsuda
          (member, IAMAS), B. Fraser (Australia Adherent Representative), K.
          Labitzke (Germany Adherent Representative), M. Revallo (Slovakia Adherent
          Representative), A. Yau (representing Canada), J. Pap (guest), R. Lopez
          (guest), J. Haigh (guest), G. Kotova ((Russian Adherent Representative),
          Potapov (guest), I. Veselovsky (guest), L. Zelenyi (guest), G. Lu (Scientific
          Secretary), C. Hanchett (Secretary)

1. Opening Remarks and Welcome

The General Council meeting started with a self-introduction by all attendees, and
President Marvin Geller welcomed everyone to the meeting.

2. Status Report on SCOSTEP activities since last General meeting in Rio 2006

Geller pointed out that it has been a busy year since the 2006 STP-11 symposium in Rio
de Janeiro. Gang Lu has taken over the Scientific Secretary position from Joe Allen who
stepped down due to health reason in 2006. The new secretarial office located at the
National Center for Atmospheric Research (NCAR) has been running smoothly.

Geller informed the audience that the Bureau has unanimously approved the plan to make
the popular comic books available online both in English and in a blank "balloon"
version that can be readily translated into other language. A budget has been set aside to
facilitate the publication of the electronic version of the comic books.

3. CAWSES Updates

On behalf of Susan Avery who was unable to attend the Council meeting, Geller gave an
update of the recent achievements of the CAWSES program as well as its Phase-2
planning process.

Susan Avery took over the CAWSES leadership role from Sunada Basu who stepped
down in August 2006 due to health reasons. There is also a pending change of CAWSES
Scientific Coordinator due to the relocation of Dr. D. Pallamraju to India in 2008. A
mutual agreement has been reached so that Dr. Pallamraju will continue his role until a
suitable replacement is found.



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4. Finance Committee Report

Robert Vincent and Susan Avery were appointed to form the ad hoc Financial Committee
by the Bureau. They reviewed the annual financial report for 2006, and clarified a couple
of questions concerning the report. Vincent presented the Committee's findings to the
Council, and recommended the approval of the report.

5. New subscription Dues Structures

S. T. Wu presented the new subscription dues structures to the Council. The council
members expressed their different views on the proposed subscription fee changes, with
most member countries in favor of the proposed subscription fee increase while some
countries were against such changes. In accordance with the SCOSTEP Constitution, a
count of weighted votes by the adherent national representatives who attended the
Council meeting was carried, which resulted in 24 votes in favor of the measure and 9
votes against it. The new subscription dues structures were therefore passed by the
Council, and they will become effective in 2008.

6. Proposed 2007-2009 Budget

G. Lu presented the 3-year SCOSTEP budget for 2007-2009 to the council. The budget
sheet showed that there will be a significant deficit in SCOSTEP budget for the coming
years if the subscription fees (which are the main source of SCOSTEP income) remains
at the current level; otherwise the CAWSES program will be severely under funded.

7. New Scientific Discipline Representatives

Tsuda showed the semi-final list of the new SDR candidates to the Council. The Russian
delegate expressed their desire to nominate additional candidates. The Bureau agreed to
postponed the final decision on the new SDRs until mid September to allow the Russian
delegate enough time for their input.

8. Presentations of National reports and other special reports

   ·   Brian Fraser highlighted some of solar-terrestrial (ST) research activities in
       Australia. Australian Government Antarctic Division is carrying out ST research
       using synoptic magnetic and photometric observations as well as LIDARs.
       Researchers at University of Sydney have been very active in pursuing both
       theoretic and observational studies in solar physics. The southern hemisphere HF
       radars managed by La Trobe University have provided new insights into
       ionospheric electrodynamics. University of Newcastle has a very active group of
       researchers focusing on space physics and space weather using various satellite
       and ground-based instruments, along with numerical modeling.
   ·   Andrew Yau gave the Canadian national report on behalf of William Liu (who is
       Canadian representative to SCOSTEP). The report showed that Canada has a very


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       active ST program consisting of ~200 researchers in various universities over
       Canada, and the research areas cover from the Sun to the lower atmosphere of the
       Earth. Canada also has an excellent space program, with 5 research satellites
       being launched since 2005, and 4 more missions either under construction or in
       the second phase of the review process.
   ·   Gang Lu presented a report on behalf of the Chinese National Representative
       Prof. Zuo Xiao. China has made significant progress in recent years in ST
       research. It holds national conferences on space physics biannually since 2003.
       There is a very active working group on space weather research and application.
       The group organizes scientific meetings annually. China has established a close
       relationship with CAWSES and SCOSTEP. In fact, SCOSTEP officers have paid
       a number of visits to Chinese universities and research institutes during past few
       years. China also has a very active space program. It has successfully launched
       the Double Star satellites. A new mission consist of 3 spacecraft has passed
       comprehensive review, and is expected to be launched in 2012. China will hold its
       12th Space Physics Conference in November 2007 in Sanya, China.
   ·   Christian Hanuise reported some ST activities in France during the past year.
       France is an active participant of International Heliophysical Year (IHY). It
       organized the 1st IHY workshop in Paris, and education-outreach exhibitions in
       commercial centers in France, Germany, Italy, and Switzerland. French scientists
       are taking leadership roles in several ST programs, including J.L Bougeret
       chairing the IHY European Coordination, J. Lillensten chairing the COST Space
       Weather activity, C. Hanuise chairing the Interdisciplinary Working Group on
       Physical Processes of Space Weather, and B. Schmieder serving on the CAWSES
       Phase-2 Planning Committee.
   ·   Karin Labitzke reported on CAWSES related activities in Germany on behalf of
       Franz Josef Luebken. The Priority Program is a German CAWSES program that
       focuses on upper atmospheric research, including the effects of solar forcing, the
       dynamical and chemical processes of the atmosphere, and coupling with forcing
       from lower atmosphere. The program is funded by German Science Foundation
       (DFG). It covers the period from 2005 to 2011, consisting of three 2-year phases.
       Each of the 2-year phase is funded at an approximately $5M level. The current 2nd
       phase will support 9 postdoctoral scientists and 24 graduate students, involves 18
       institutes in Germany.
   ·   Milos Revallo reported on ST activities taking placing in Slovakia during the
       period of 2005-2006. Slovakia has been maintaining several ground-based
       observatories which make routine measurements of solar and geomagnetic
       activities. Slovakia is also an active participant in a number of ESA-led space
       missions as well as other international ST programs. The Slovak National
       Committee is currently chaired by Jan Rybak, with Adriena Ondraskova as Vice
       Chair, and Milos Revallo as Scientific Secretary. Slovakia plans to establish its
       regional CAWSES program in the coming years.

9. Final Election Ballot Counting




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A few ballots were given to those eligible voters who had not voted previously. The final
ballot counting was carried out by a 2-member ad hoc committee consisted of N.
Gopalswarmy and C. Hanuise, who were not running for the SCOSTEP office.

10. Announcement of New SCOSTEP President and Vice President

After the final ballot counting, Geller announced the newly elected SCOSTEP officers to
the Council: Prof. Robert Vincent from Australia is the new SCOSTEP President and Dr.
Brigitte Schmieder from France is the Vice President. Both will serve a 4-year term
which became effective right after the General Council meeting.

11. STP-12 Location and Dates

Since the bureau members were divided between the two very competitive proposals
from Germany and Hungary to host STP-12, Geller informed the Council that the
announcement of the STP-12 location and dates has to be postponed to a later time after
the newly elected president and vice president have a chance to review these 2 proposals
and make the final decision then.




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