Minutes of the AsCA Council Meeting 2018
Date and time:
Location:

Wednesday, December 5th, 2018: 1:10 – 2:10
Lecture Theatre 260-055, Conference Venue

IN ATTENDANCE
Executive Council Members
Jennifer L. Martin (President) {JLM}
Xiao-Dong Su (Vice-President) {XDS}
Pinak Chakrabarti (Past-President) {PC}
Edward R.T. Tiekink (Secretary/Treasurer) {ERTT}
Nominated Councillors (up to X votes)
Australia (X = 4): Chris Ling; Megan Maher; Helen Maynard-Casely; Michael Parker
China, People’s Republic (4): Jianping Ding; Cong Liu; Lawrence Wong; Na Yang
China, Taipei (2): Nei-Li Chan; Chun-Jung Chen
Japan (4): Genji Kurisu; Takashi Ohhara (on behalf of Shin-ichi Adachi); Takashi Ida (onbehalf of Takashi Kamiyama); Kunihisa Sugimoto (on behalf of Eiji Nishibori)
Korea (2): Sangho Lee; Wonyoung Choe (on behalf of Sung June Cho)
New Zealand (2): Kurt Krause; Ted Baker
Malaysia (1) Irene Ling
Singapore (1): JJ Vittal
Thailand (1): Kittipong Chainok
OthersRuchi Anit (India); Chwan-Deng Hsiao (China, Taipei); Rajni Kant (India); Tan Yee
Seng (Malaysia); Jim Simpson (NZ); J. Sivaramen (Singapore); Ally Chien Ing Yeo(Malaysia)
Apologies
Bun Kim Ngun (Cambodia); Chris Squire (NZ); Champika Hettiarachchi (Sri Lanka);
Neil Bascos (The Phillipines); Duong Ngoc Huyen (Vietnam)
1. WELCOME AND INTRODUCTION
The meeting commenced at 1:10 pm. Jenny Martin {JLM} welcomed all to the meetingand established there was a quorum. The meeting agenda was coordinated and run by
ERTT and minutes were taken by JLM.
2. MINUTES OF THE PREVIOUS MEETINGThe minutes of the previous meeting held on Saturday, August 26th, 2016, 1:30 – 14:45,
in MR 2.01, Hyderabad International Conference Centre, were approved. The approval
was proposed by Kurt Krause, seconded by Xiao-Dong Su and passed by Council.

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Minutes of the AsCA Council Meeting 2018
3. AsCA FINANCIAL REPORTThe statement of finances was prepared by Mark Spackman on behalf of the AsCA
trustees, Mark Spackman, Alice Vrielink and Charlie Bond, all based at the University ofWestern Australia, and presented to Council by ERTT:{Statement deleted}
Acceptance of the report was moved by JLM, seconded by Megan Maher and acceptedby Council.
Subscriptions for category B members: JLM moved that the current policy “Category B
members should pay the fee if they were able, but could retain membership if they
made the case that they were unable to pay.” Seconded by Kurt Krause. This motion
was approved by Council.
4. GENDER EQUITY AND DIVERSITY POLICY {JLM; KK}
Jenny Martin reported that the IUCr is establishing a gender equity and diversity
committee to ensure that its activities are inclusive.
A summary of participation at AsCA2018 was presented by Kurt Krause and a writtenversion provided by Chris Squire is included here:
The conference attracted a total of 477 registrants from 28 countries:
By country: Australia 106, Austria 1, Belgium 1, Canada 3, China 47, Croatia 1, Czech
Republic 1, France 3, Germany 7, Hong Kong 8, Hungary 2, India 19, Japan 86, Malaysia
4, New Zealand 86, Pakistan 1, Poland 1, Singapore 7, South Korea 34, Spain 1, SriLanka 1, Sweden 2, Taiwan 29, Thailand 1, UK 18, UAE 1, USA 20, Viet Nam 1.
By gender: 131 female, 295 male; 31:69%. There were also 51 undisclosed
Additional breakdown:
Organising Committee members (total 10): 3 female, 7 male. Co-chairs; Chris Squire,Kurt Krause
International Program committee (total 14): 6 female, 8 male. Co-chairs: Ted Baker,
Sally Brooker
Plenary/keynote lecturers (total 10): 6 female, 4 male. Plenaries: David Eisenberg (USA),
Susan Lea (UK), Cameron Kepert (Australia), Amy Rosenzweig (USA). Keynote: Yanli
Wang (China), Hiroshi Kitagawa (Japan), Richard Neutze (Sweden), Catherine Day(New Zealand), Deanna D’Alessandro (Australia), Ayana Sato-Tomita (Japan).

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Chairs, Microsymposia (total 38): 18 female, 20 male
Chairs, Main lectures (total 10): 4 female, 6 male
Speakers in microsymposia (total 107): 33 female, 74 male
5. IUCr FUNDING FOR MEETINGS {JLM}
A new policy is being developed for IUCr support of conferences - these include aconference speaker policy that supports gender equity, and reporting of statistics.
6. IUCr ARCHIVE SERVICE {JLM}
IUCr can archive on-line abstracts ($2000 for 500). AsCA may wish to use this service toarchive conference abstracts, but further discussion with IUCr needed on price andwhether the on-line program could also be archived. JLM to follow up.
7. DISTRIBUTION OF FUNDS / SHARING OF PROFITS FOR SCANZ-HOSTEDMEETINGS {JLM}
Discussion centred on the distribution of funds (profits) and sharing of risk (loss) of cobranded AsCA/local scientific meetings such as the current AsCA/SCANZ meeting. It
was agreed that for this AsCA/SCANZ meeting, AsCA would share 50% in the profit orloss, and that because U Auckland took on the risk of loss in the contract, that theremaining profit or loss should be shared equally between U Auckland and SCANZ (i.e.
25% each). For future meetings, AsCA council resolved to develop a statement that will
be voted on by email. JLM to draft a statement, for approval by the Executive
Committee and then for voting by council members.
8. PROGRESS REPORT FOR AsCA 2019 (16TH AsCA CONFERENCE, SINGAPORE){JJ Vittal}
JJ Vittal, the Local Chair of AsCA 2019 to be held in Singapore gave an update. Pleaserefer to the AsCA2019 Conference website:
http://www.chemistry.nus.edu.sg/events/CommunityOutreach/asca2019/asca19.htm
Some concern was raised at the prospect of having 4 parallel sessions rather than 3 andusing one of these specifically for marginalised groups. Recommendation by IPC chairof Auckland meeting was to keep to a maximum of 3 concurrent sessions. Feedback alsosuggested having 2 rather than 3 Keynote lectures.
The IPC membership required approval from AsCA EC before invitations are sent out
and the IPC should have good representation from each of China, People’s Republic,
Japan and India. A gender equity policy needs to be developed for the website, and JLM
offered to help craft this.

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Minutes of the AsCA Council Meeting 2018
9. PROGRESS REPORT FOR AsCA 2021 (17TH AsCA CONFERENCE, MALAYSIA){Irene Ling}
The Conference will be held in downtown Kuala Lumpur in December 2021 and will behosted by the Malaysian Crystallographic Association. A local organising committee isbeing formed and a Conference Organiser will soon be appointed.
10. BIDS FOR AsCA 2022 {ERTT}
Participants were asked to consider making a bid for AsCA2022. Proposals will bepresented to the AsCA Council during AsCA2019 in Singapore (December 2019).
11. POSTING MINUTES OF AsCA MEETINGS ON THE WEBSITE {JLM}
JLM proposed that AsCA meeting minutes be posted on the AsCA website, without theinclusion of financial details. Seconded by Helen Maynard-Casely and carried.
12. AsCA PRIZE FOR EXEMPLARY CONTRIBUTIONS TO AsCA {GENJI KURISU}
Genji Kurisu (GK) proposed a prize to honour those in AsCA who have made anoutstanding contribution to AsCA over a prolonged period of time. Having gained theassent of the meeting, GK agreed to prepare a more detailed proposal to present toCouncillors.
13. UPDATE ON IUCr 2023 {MICHAEL PARKER}
Michael Parker updated the meeting on progress with the organisation of IUCr 2023 tobe held in Melbourne. Preliminary details are available athttps://www.melbournecb.com.au/event/general-assembly-and-congress-of-theinternational-union-of-crystallography-iucr/conventions_3477/.
14. AsCA ELECTIONS FOR EC {JLM}
Elections for President, President-elect and Secretary/Treasurer will be held during thenext Council meeting during AsCA 2019 in Singapore. Nominations will be sought
before the meeting. Please consider diversity and representation in nominations
15. ANY OTHER BUSINESSA report of AsCA2016 (Hanoi), prepared by Duong Ngoc Huyen was tabled and will be
distributed with the minutes. A modest surplus was achieved.
There being no further business, the meeting was adjourned at 14:10.
Minutes prepared by Jenny Martin/Edward Tiekink and vetted by the ExecutiveCommittee

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