Minutes of the 1st Interim Executive Committee of AONSA_V5
Date: 10:00-12:00 28 August, 2008
Place: Room ‘Koubai’, RIHGA ROYAL Hotel, Osaka (JAPAN)
Participants:[Members]
Mahn Won Kim(KAIST, Korea), Masatoshi Arai(JAEA, Japan), Rob Robinson(ANSTO,Australia), Sung Min Choi(KAIST, Korea), Brendan Kennedy(The University of Sydney,Australia)[Observers]
Kazuyoshi Yamada(Tohoku University, Japan),Yasuhiko Fujii(JAEA, Japan), S. L. Chang(NTHU,Taiwan),Wen Hsien Li(NCU, Taiwan),Chih-Hao Lee(NTHU, Taiwan), D. Pandey (Banaras HinduUniversity, India)*************************************************************************
Agenda :1. Opening by Mahn Won Kim
2. Confirmation of the membership of IEC
3. Self introduction
We welcomed TWSS and INSS as observers of IEC
4. Present situation of the AONSA office by Masatoshi Arai
The activities such as updating of the AONSA website and the arrangements of today’s
meeting were reported. These activities were made by a volunteer based service andwithout financial support.
5. Discussion on the Articles*Following discussion has been done by using the document, “Other questions forConstitution”
5-1. Is the presidential position re-appointable or not?
We agreed that the normal term will be 2 years.
-President should:
1) come out of EC, but he can be a chairman of EC (however, Vice-President is notthe case)(Pandey:This clause is not clear! Chairman of what? Also, I guess he can come asa member of EC if nominated by the home society!)(ROb: I think the Articles of Association make this clear. All 4 Board Membersare selected from the Executive Committee. i.e. they must be nominated bytheir home society. However, for the rest of the President’s term, he/she remains
as President, and the home society is free to nominate an extra Committee
Member if it wishes

(Choi: According to the article, President should be elected among regular EC
members, Since President should represent AONSA not his/her home society,however, once elected as President, his position as a delegate of his/her society
should be replaced. I think this was what we concluded in the meeting.)
2) not have a vote ordinarily, but he can make a decision in the case the number ofvotes in favor is equal to that against
3) be an adviser after the termination of his term and help next president. Also, hecan be invited by the community as an observer(Choi: Shouldn’t this be Executive Committee ?)-Vice-President can be next president

5-2. Should the facilities be represented? And if so, should they be able to vote?
We agreed that they should be observers without voting rights.
5-3. Do we allow for the possibility of individual membership, or not?
We should NOT allow it, but specific observers from countries such as Singapore, HongKong and Islamic Republic of Pakistan, which do not have societies so far, can be invited.
We need to discuss it further as to who will be invited later on.
5-4. A membership fee
The member societies have to pay $2000 per year. Dr Robinson suggested that theprocedure for the payment (for example, receipts and a bank account) should beorganized.
5-5. We have been using the term 'Executive Committee'. But in the current version ofconstitution, it is named as 'Committee'. For clarity, I think 'Committee' needs tobe revised as 'Executive Committee' We have also defined ‘Board’. This is themanagement of AONSA, which is composed of President, Vice President, Treasurer
and Secretary.
We agreed on that.

6. Discussion on the Presidential Candidates
IEC recommended:-Mahn Won Kim as President (serve until the end of December, 2009)-John White as Vice-President*The terms will run in 2-year cycles*President and Vice-President should NOT be from the same society
7. etc.
7.1 The year for AONSA shall be the Calender year, i.e. it begins from January andends in December.

7.2 AOCNS (Asia Oceanian Conference on Neutron Scattering) will be held every fouryears from 2011 There is 2 years time after the next ICNS in 2009.
7.3We may have a special session of AONSA in ICNS 2009. Dr. Robinson will contact
the ICNS organizer.

7.4 The following societies consist of (approx.):-The Japanese Society for Neutron Science (JSNS) : 550 members-The Australian Neutron Beam Users Group (ANBUG) :330 members-The Korean Neutron Beam Users Association (KNBUA):200 members-The Taiwan Neutron Science Society (TWNSS):48 members-The Indian Neutron Scattering Society (INSS): 70 members
7.5 The report of the 1st AONSA Neutron Summer School by Sung Min Choi
It was held at KAIST for 6 days. About 44 students from 8 countries got together andhad lectures, HANARO tour, group presentations, fellowship banquet ...etc.