Minutes of the Meeting of the Founding Members and acting Board of Directors ofthe IDRiM Society
Place: BOKU, Vienna, Austria
Date: 1 September 2010
Time: 20:00-22:00
Prepared by: Ana Maria Cruz
List of participants:
Okada, Norio
Tatano, Hirokazu
Ashtiany, Mohsen
Scawthorn, Charles
Rose, Adam (via the Internet)
Samaddar, Subhajyoti
Misra, BijayanandYamori, Katsuya
Fang, Weihua
Gheorge, Adrian (via the Internet)

Krausmann, Elisabeth
Bayer, Joanne
Benouar, Djillali
Hatayama, Michinori
Hochrainer, StefanMechler, Reinhard
Nachtnebel, Hans-Peter
Takara, Kaoru
Yokomatsu, Muneta

The following points were discussed.
1. Agenda of the General Assembly to be held on 2 September 2010 from 16:00-18:00 at
BOKU, Hall A, Vienna, Austria.
An agenda for the General Assembly was proposed and includes the following points:
a. Short presentation of IDRiM Society (for new members)b. Selection of a chair personc. Election of Board Members
d. Election of President
e. Election of Vice-president, Treasurer and Secretaryf. Report of Activities
2. Report of activitiesa) Registration
There are currently 38 people registered; 17 of these have not yet paid theirmembership dues.
b) IDRiM JournalMohsen Ashtiany said that the journal and society website are ready, up and running.
All of the problems identified have been corrected. Now it is a matter of using theeditorial management system and reporting any problems to the webmaster.

Ana Maria Cruz! 16/9/10 11:32
Supprimé: A

Ana Maria Cruz explained that there are 13 authors who have agreed to submit
manuscripts for the 1st issue of the IDRiM Journal to be published in December 2010.
Two manuscripts have already been submitted and will undergo peer review. The
extended deadline for submission of manuscripts for the 1st issue is 30 September 2010
(with the exception of Andrew Collins and Charles Scawthorn – deadline 15 October).
c) IDRiM Society webpage –The website is working well. The new website design isvery nice.
d) Membership
There are currently 38 members as was mentioned above. A question that came up waswhether all these members are regular members, student members, or other.
There were some questions and discussion about the various membership categories.
Ana Maria explained the associated organization membership category (an individual
who is a member of an associated organization. The associated organization member
pays a reduced fee, and does not have voting rights. The fee for this category of 3000
yen was considered a bit low. After some discussion, the 3000 yen fee was maintained.
3. Next hosting candidates for IDRiM2011
Two proposals are currently being developed.
Algeria (Djillali Benouar) and US (Adam Rose)
Following further examinations and confirmation of the workability of each of theproposals, and based on overall assessment, the final decision should be commissioned
to the Board of Directors.
4. Selection procedure
There was discussion concerning the number of people that should compose the Board ofDirectors, with some favoring less and others favoring more. Those that favored lessmembers argued that it became difficult to make decisions with a large board. The
difficulty to bring all the Board members together, when there is a large Board, to holdmeetings was also considered a negative point. Those in favor of a larger Board, argued
that since the Society is just starting it is important to have a larger Board, particularly
those people who are motivated to work to give the Society a good head start. In the end, it
was decided that the Board of Directors should be composed of 15 members.
The Board of Directors will be elected by vote during the General Assembly on 2
September. The President will also be elected by vote during the General Assembly.
In the case of the Board of Directors, it was a greed that the names of members that havebeen nominated will be placed on a ballot, leaving a few blank spaces for other nominees
not already on the ballot. Each member can elect 15 names.
5. Editorial Board of IDRiM JournalIt was decided that the first two issues (during the 1st year) will be open access. The Boardof Directors will later evaluate whether to keep or not the open access policy for the secondyear. In any case, it was considered important that the Society be flexible in the first year or
so to attract interest and members.
It was agreed that the IDRiM Journal will be published once per semester. The first twoissues will be published online only. A decision to publish a paper version will depend on
availability of financial resources in the near future.
Ana Maria Cruz said it was important to define the roles and responsibilities of the Editors.
She will ask the five Editors to send her a list of their main areas of expertise to help her
assign the manuscripts to the Editors.
Charles Scawthorn said that the most important role of the Editorial Board is to serve as
reviewers for the journal, as well as to promote the Journal and invite authors to submit
papers.
A question was raised concerning the indexing of the Journal, particularly concerning theimportance of having a high impact factor. Mohsen explained that indexing and filing anapplication for an impact factor evaluation is usually done after the first year once one or
two issues have been published. Adrian Gheorge (via Skype) said more or less the same
when explaining the procedure he had to follow for a journal that he started a few years ago.
The meeting was adjourned at 10:00 pm.