Minutes for the 24th AONSA Executive Committee Meeting
Date: June 20 (Saturday), 2020
Time: Sydney 14:00 -; Japan & Korea 12:00 -; China 11:00 -; Indonesia 10:00 -; India 8:30 Place: Online via ZOOM (hosted by B Kennedy in Australia)
Meeting URL:

https://uni-sydney.zoom.us/j/92997433582

Participants: 27[Board Members]
Dongfeng Chen (President; CNSS; CIAE)
Taku J Sato (Vice President; JSNS, Tohoku U)
Jae-Ho Chung (Secretary; KNBUA; Korea U)
Hsiung Chou (Treasurer; TWNSS National Sun Yat-Sen U)
David Cortie (Public Relations Officer; ANBUG, U. Wollongong)
S. M. Yusuf (Member-at-Large; NSSI; BARC)
Brendan Kennedy (Past President; ANBUG, U. Sydney)[Members]
Tracy Rushmer (ANBUG; Macquairie U)
Yun Liu (ANBUG, Australian NU)
Hesheng Chen (CNSS; IHEP)
Augustino Agung Nugroho (on behalf of Darminto, INSS, Institute of Technology)
Evvy Kartini (on behalf of Eddy Giri Rahman Putra, INSS, BATAN)
Kazuhisa Kakurai (JSNS, CROSS)
Dhananjai Pandey (NSSI; ITT BHU)
Chun-Chuen Yang (TWNSS; Chung Yuan Christian University)[Observers]
Anna Paradowska (on behalf of Jamie Schulz, ANSTO)
Fangwei Wang (CSNS)
Yuntao Liu (CARR)
Guang-ai Sun (on behalf of Jian Gong, CMRR)
Toshiya Otomo (J-PARC/KEK)
Masayasu Takeda (JRR3/JAEA)
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Wanchuck Woo (HANARO)
Iwan Sumirat (BATAN)
Apichate Maneewong (Thai Community; TINT)[Special Observers]
Hideki Seto (AONSA Office; KEK)
Kenji Nakajima (J-PARC/KEK)
Vyacheslav Em (ROSNEUTRO)[Apologies]
Soo-Hyung Choi (KNBUA; Hongik U)
P. U. Sastry (BARC)
Abdul Aziz Mohamed (Malaysian Community; UNITEN)

Schedule
June 20 (Saturday) on Sydney local time
14:00-14:10 Opening Remark (D. Chen)
14:10-14:15 Approval of Agenda
14:15-14:20 Report on the Minutes of the 23rd AONSA ECM in Kenting (J.-H. Chung)
14:20-16:00 Discussion and Decisions
16:00-16:15 Coffee Break
16:15-17:15 Discussion and Decisions
17:15-17:30 Facility Reports (Summary from FDM)
17:30-18:15 Reports from Neutron Associations
18:15-18:30 Closing Remark (D Chen)

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Items for Discussions and Decisions
1. Process matters- No items discussed in this meeting.

2. Formal matters
1. The Russian Neutron Scattering Society (ROSNEUTRO) applied to become anobserver of the AONSA EC meeting.
-Background: Prior to the EC meeting, Dr. Sergey Grigoriev, the President of theROSNEUTRO, contacted the AONSA secretary and expressed their intention ofapplying to host the AOCNS2020 in Vladivostok. Upon consultations with thePresident and the Vice-President, the ROSNEUTRO was invited to submit theirapplication and was simultaneously notified that their observer status must beapproved by the members before their application becomes valid for voting.
- Dr. Vyacheslav Em (Kurchatov Institute) joined the 24th EC meeting as arepresentative of the ROSNEUTRO. He gave a brief introduction of the neutron
scattering society in Russia,and expressed their willingness to join AONSA as anobserver and eventually become a member at a later time.
- K. Kakurai questioned whether or not their intention to join the AONSA is contingent
upon becoming the host of the AOCNS2023. V. Em confirmed that their intention isindependent of whether or not hosting the AOCNS2023.
- E. Kartini questioned whether the entire ROSNEUTRO or only Asian part is joining
the AONSA. V. Em answered that it is the entire ROSNEUTRO joining the AONSA.
- S. M. Yusuf questioned the rule related to who can become an observer at the EC
meeting. JH Chung quoted the relevant AONSA rule, “Invited observers to theCommittee will include representatives nominated by 1) the major neutron scattering
facilities in the Region, 2) projects for new neutron sources in the Region, 3) othernon-paying neutron scattering societies, and 4) further individual observers may beco-opted according to the needs of the Association.
2. The EC members unanimously approved the ROSNEUTRO as an observer of theAONSA EC meeting. Dr. Vyacheslav Em will be an observer for two years.
3. Report from the AONSA Office- Hideki Seto reported the activities and status of the AONSA Office. The EC members
approved the report. (Appendix 2)
4. Financial matters
H Chou reported on the Annual Fee and Budget Plan. As of 24th EC meeting, four out of3

seven members have paid for their annual fees. (Appendix 3) Dongfeng commented
that the balance is in good condition this year, maybe we can fund more workshops orprizes in the near future.
5. Asia-Oceania Conference on Neutron Scattering-Three proposals to host the AOCNS2023 were submitted: the Chinese Neutron
Scattering Society in Dongguan; the Neutron Scattering Society of India in Mumbai;
and the Russian Neutron Scattering Society in Vladivostok. The bidding presentations
have been circulated prior to the EC meeting in the form of PPT presentations withaudio recording.

-The voting to determine the host and venue of the AOCNS2023 took place among theEC delegates who have voting rights. There are fourteen votes in total, to which eachmember society contributes two. Through the anonymous voting facility of the ZOOM,
the Chinese Neutron Scattering Society received ten votes in total. As a result,Dongguan in China was determined as the venue for the AOCNS2023. (Appendix 4)

6. AONSA Prize 2021
- T Sato reported on the selection of 2021 AONSA Prize Selection Committee. The
selected committee members are Dr. Anna Paradowska (ANBUG), Prof. Fangwei
Wang (CNSS), Prof. Dr. Darminto (INSS), Prof. Taku J Sato (JSNS, Chair), Prof. SungMin Choi (KNBUA), Prof. Dhananjai Pandey (NSSI) and Prof. Wen-Hsien Li(TWNSS). (Appendix 5) H. Chou commented that a member should withdraw fromthe selection committee in case he/she is nominate for the prize. Based on this, T Satorequested the advanced approval of substitute members in case standing committee
members are nominated as Prize candidates. The members approved the formation of
the selection committee as well as the advanced request for substitutes. (Appendix 6)-T Sato reported on the Call for Nominations for the AONSA Prize 2021. The deadlineof the nomination is August 31th, 2020. (Appendix 7)

7. AONSA Young Research Fellows- T Sato reported on the selection of 2021-2022 AONSA YRF Selection Committee. The
selected committee members are Dr. Kirrily Rule (ANBUG), Prof. Kai Sun (CNSS),
Dr. Eddy Giri Putra (INSS), Prof. Taku J Sato (JSNS, Chair), Dr. Ki-Yeon Kim(KNBUA), Dr. K. G. Suresh (NSSI) and Prof. Wen-Hsien Li (TWNSS). (Appendix 5)-D Pandey commented on the conflict of interest in case a student of a selection
committee member applies for the YRF. T Sato said that, if such a case arises, the4-particular member should not vote for the student.
T Sato reported on the Call for Applications for the AONSA YRF 2021. The deadlineof the application is August 31st, 2020. (Appendix 7) See below in 11. Report on the19th Neutron Facility Directors Meeting for the hosting facilities.

8. AONSA Neutron School- The 12th AONSA Neutron School was originally planned to be on October 26 – 31,2020 at CSNS. Given the ongoing outbreak of the coronavirus and the subsequentinternational travel restrictions, the CNSS proposed to postpone the school by one year
to 2021. The exact date is to be determined either in October or November, and theFDM/EC meeting will be held together. The EC members approved their proposal topostpone the school.
-E Kartini suggested holding an online neutron school in place of the postponed schoolin this year. JH Chung mentioned that, although the online neutron school may be agood idea, the preparation of such event should be a separate work from the on-campus
neutron schools. At this stage, it will be too much burden on CNSS to host the online
school in 2020 and the AONSA Neutron School in 2021. JH Chung noted that theonline schools or courses would still be useful, and could begin from accumulating
video lectures on the AONSA webpage or anywhere suitable. Further discussions will
be necessary for this suggestion.

9. AONSA Newsletters and Homepage- D. Cortie, as the newly appointed public relations officer, introduced himself, andreported on the AONSA public relations activities including homepage management.
The deadline for article submission of the next AONSA newsletter is on July 1st, 2020.
(Appendix 8)-D. Cortier suggested opening a social networking service (SNS) account of AONSA
such as Tweeter. Several other SNS services were recommended. It was pointed outthat LinkedIn is the only SNS service available in China. D. Cortier will look for thebest way to promote the public visibility of the AONSA.

10. Activities Related to SE Asia and Other Non-member Countries (D Chen)- D Chen mentioned that if the situation of the coronavirus improved in next year, theAONSA will put more efforts on supporting SE Asian counties in workshops or schools.
E. Kartini mentioned the value of neutron-related lectures and workshops to Indonesianstudents, and encouraged meeting participants to provide lectures at the next EC
meetings to be held in Indonesia.
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-D Pandey proposed making ZOOM or online connections available as default at all EC
meetings, which would allow those who could not travel to join the meeting. JH Chungsaid that online connections can certainly be made available only if the venue provides
sufficiently good internet connections. He also suggested purchasing one ZOOMaccount using the AONSA fund.

11. Report on the 19th Neutron Facility Directors Meeting- F Wang reported on the 19th Facility Director’s Meeting, which was held on June 19th,
2020, via Zoom. (Appendix 9)-Four facilities will host YRF 2021: J-PARC, ANSTO, CSNS and CARR.

-Kenji Nakajima is selected as the next chair of the FDM.

12. Cooperation with IUCr and IAEA
- B Kennedy commented that IUCr has the Commission on Neutron Scattering. D.
Pandey proposed nominating one person from the AONSA to become a member ofIUCr Commission on Neutron Scattering. B. Kennedy said that he would contact theCommission Chair with the suggestion.
13. Cooperation with NSSA and ENSA
- Dongfeng proposed that we need to keep in contact with NSSA (Neutron Scattering Society of America) and ENSA(European Neutron Scattering Association)in order to initiate an international neutron scattering associations. Dongfeng and Brendan are familiar with the president of NSSA Despina, and Taku knows
the president of ENSA , he could contact with the president of European Neutron
Society latter. Three president will have a video meeting hosted by Despina to discussfurther collaboration in the field of Industrial Application , Cultural heritage and so on
during ACNS 2020 in July.
14. Cooperation with AOFSRR- Dongfeng mentioned that there a more and more proposed new Synchrotron sources
going to be built in our region, and AONSA should keep on working closely with
AOFSRR.
-Dongfeng proposed to collaborate with AOFSRR (Asia-Oceania Forum for
Synchrotron Radiation Research), and Hesheng Chen said he will help to prompt thisidea.
615. Promotion of diversity in AONSA-JH Chung mentioned that the Statement on Diversity and Equality is already posted on
the webpage, and encouraged the members to abide by the statements and suggest
updates.

-A. Paradowska mentioned that the diversity should be not only about gender but inbroader sense. B. Kennedy pointed out that the current statement includes the cultural
diversity, geographic and academic discipline representations.

16. Calendar of AONSA Activities (J-H Chung) (Appendix 1)-See below.

17. Venue for the 25th, 26th and 27th EC Meetings- Given the on-going worldwide outbreak of the coronavirus and the postponement of theAONSA Neutron School, the members agreed to hold the 25th EC meeting and 20th FDM
via ZOOM once again. The date is to be determined, which is likely to be in November.
-Assuming that the international travel in next year will be normalized, E Kartini agreed tohold the 26th EC meeting and 21st FDM in Indonesia sometime during the first half of 2021.
The INSS will plan neutron workshops in conjunction with the EC/FDM meetings, andinvite participants to give lectures.

-The 27th EC meeting and 22nd FDM will be held at Dongguan in China during the 12thAONSA Neutron School which is postponed to October/November 2021.

<Reports from Neutron Associations and communities>
The society reports were given as follows.
- ANBUG (T. Rushmer) (Appendix 10)- CNSS (H. Chen) (Appendix 11)- INSS (Darminto) (Appendix 12)- JSNS (K Kakurai) (Appendix 13)- KNUBA (J.-H. Chung) (Appendix 14)- NSSI (S. M. Yusuf) (Appendix 15)- TWNSS (H. Chou) (Appendix 16)- Thailand (A. Maneewong) (Appendix 17)
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-Malaysia did not report this time.

18. Meeting close
D. Chen thanked all the Board and EC members and observers for their contributions andparticipations in the 24th EC Meeting.

-8Appendix 1: Calendar of AONSA Activities
Year 2020
Date

EventsJun 1919th Facility Directors’ Meeting (ZOOM)

Jun 2024th AONSA EC Meeting (ZOOM)Oct 12-

12th AONSA Neutron School (CSNS) - postponed?

TBD

20th Facility Directors’ Meeting (ZOOM)

TBD

25th AONSA EC Meeting (ZOOM)Year 2021
Date

EventsFirst half

21st Facility Directors’ Meeting (Indonesia)

First half

26th AONSA EC Meeting (Indonesia)

Second half 12th AONSA Neutron School (CSNS, Dongguan, China)
Second half 22nd Facility Directors’ Meeting (CSNS, Dongguan, China)
Second half 27th AONSA EC Meeting (CSNS, Dongguan, China)

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