Minutes for the 26th AONSA Executive Committee Meeting

Date: June 26 (Saturday), 2021
Time: Sydney 13:00 -; Japan & Korea 12:00 -; China 11:00 -; Indonesia 10:00 -; India 8:30 Place: Online via ZOOM (hosted by JH Chung in South Korea)
Meeting URL:
https://korea-ac-kr.zoom.us/j/86348999605?pwd=QU9kZnlUZDVnR2hReFIxR01mUHFHUT09

Participants: XX[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)[Members]
Tracy Rushmer (ANBUG; Macquairie U)
Yun Liu (ANBUG, Australian NU)
Hesheng Chen (CNSS; IHEP)
Soo-Hyung Choi (KNBUA; Hongik U)
Dhananjai Pandey (NSSI; ITT BHU)
Chun-Chuen Yang (TWNSS; Chung Yuan Christian University)[Observers]
Jamie Schulz (ANSTO)
Fangwei Wang (CSNS)
Dong Liu (CMRR)
Iwan Sumirat (BATAN)
Masayasu Takeda (JRR3/JAEA)
Andrey Gubkin (ROSNEUTRO, MIMP)[Special Observers]
Hideki Seto (AONSA Office; KEK)
Kenji Nakajima (J-PARC/KEK)1

Evvy Kartini (BATAN)[Apologies]
Yuntao Liu (CARR)
Darminto (INSS, Institute of Technology)
Eddy Giri Rahman Putra (INSS, BATAN)
Kazuhisa Kakurai (JSNS, CROSS)
Toshiya Otomo (J-PARC/KEK)
Wanchuck Woo (HANARO)
P. U. Sastry (BARC)
Abdul Aziz Mohamed (Malaysian Community; UNITEN)
Apichate Maneewong (Thai Community; TINT)

Schedule
June 26 (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 25th AONSA ECM on ZOOM (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
JH Chung reported the minute of the 25th EC meeting, which was held on November 28th via
Zoom. The minute was approved by the members. (Appendix 1)
1. Process matters- No items discussed in this meeting.
2. Formal matters- Dr. Andrei Gubkin (M.N. Mikheev Institute of Metal Physics) replaced Vyacheslav
Em as the observer representing the ROSNEUTRO.
3. Report from the AONSA Office (Appendix 2)- Hideki Seto reported the activities and status of the AONSA Office. The EC members
approved the report.
4. Financial matters (Appendix 3)- H Chou reported on the Annual Fee and Budget Plan. The annual fees were paid off
by five out of seven members, and additional donations were made by four members.
-H Chou raised the discussion regarding where to put the donation funds, which has
currently been transferred to the AONSA Prize fund account. He described thecurrent fund situation. H. Seto clarified on the AONSA rule that the usage of theadditional voluntary units of the annual fee may be specified by either the paying
member or the AONSA. It is determined that the Treasurer will suggest thedistribution of the at the EC meeting, which then will be reviewed and approved bythe members.

-SM Yusuf suggested that the yearly budgets and expenditures should be reportedwith yearly graphs to provide better overviews.

-D Pandey suggested an investment of the AONSA Prize fund in the future which
may allow the fund to be self-sustainable.

5. Asia-Oceania Conference on Neutron Scattering (Appendix 4 – the report file notreceived)-F Wang reported on the preparation status of the AOCNS 2023, which is to be held
on November 13-17, 2023, in Dongguan, China. The call for abstracts will be madein October 2022, followed by the registration opening in February 2023 and theabstract deadline on July 2023. The regular registration fee will be in the range of800 ~ 900 USD, with student discounts expected at around 50 %.
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6. AONSA Prize 2023 (Appendix 5)- T Sato reported on the discussions so far regarding the mid-career research award.
The target age will be 8 to 20 years from Ph.D; an advise was given that age
limitation (such as up to 43) instead of year range may better be specified. The
accumulated contribution should be evaluated. While the AONSA Prize evaluates
both scientific achievements and community services, the mid-career research award
will evaluate the scientific achievements only. It will be awarded every two years
together with the AONSA Prize.
7. AONSA Young Research Fellows (Appendix 6 – the report file not received)-K Nakajima reported on the FDM’s decision on the openings of the YRF2022:
ANSTO 0 (or 1 if a cancellation occurs), J-PARC 1, CSNS 0 or 1, CARR 1 for the
residual stress diffractometer. He also noted that there were no visits during 20202021 periods due to the COVID-19 situation, with 6 fellows on waiting.

-T Sato will contact the previously approved but waiting fellows and check for their
willingness to continue, or cancel, the fellowship visits in near future. He will also
ask them to contact the hosting facilities before replying with their answers. Basedon the report, T Sato will announce the YRF2022, for which the application due date
will be August 31st, 2022.

-D. Cortie suggested the possibility of transferring YRF funds to supporting
consumables for beamtime experiments in case the fellows cannot travel. JH Chung
commented that while the YRF program provides roundtrip airfares to the hosting
facilities, it will be difficult to determine how much money can be spent for buying
consumables. He also noted that the AONSA YRF program is intended to provide
fellowship experiences rather than supporting beamtime experiments. J Schulz
mentioned that the AONSTO can pay for sample shipping for remote experiments.

-Y. Liu suggested setting up a new AONSA award for female scientists.

-JH Chung encouraged the members to propose new ideas in advance allowing
sufficient time for them to be circulated and discussed via e-mails or online meetings.
The final decisions may then be made at the next EC meeting.

8. AONSA Neutron School (Appendix 7 – the report file not received)- K Nakajima reported the FDM’s suggestion to postpone the AONSA Neutron Schoolat CNSN from October 2021 to 2022. If the COVID-19 situation does not improve4

by then, the school will be held online, or hybrid of online and offline, by CNSN in2022. The members approved the decision of the postponement. CNSN will consider
the possibility of having the school in the early half of 2022 and determine the exact
date as soon as possible.

9. AONSA Newsletters and Homepage (Appendix 8)- D Cortie reported on the activities of the public relations officer. The deadline for thenewsletter articles will be August 1st, 2021.
-He presented the tentatively new design of the AONSA webpage, and proposed
hiring a person to manage and update AONSA webpage using AONSA funds to do
web-site content creation, consulting for video access in China, etc. He suggested R
Robinson (retired from ANSTO) as the potential website content creator. The issue ofwebsite funding will continue to be discussed via e-mails, etc.

10. Activities Related to SE Asia and Other Non-member Countries-D Chen commented on his recent contacts with non-member countries.

11. Report on the 21st Neutron Facility Directors Meeting (Appendix 9)- K Nakajima reported on the 18th Facility Directors Meeting, which was held on theday prior to the EC meeting.
12. Cooperation with IUCr and IAEA-

D Chen commented on his recent contacts with IUCr and IAEA.

13. Cooperation with NSSA and ENSA
- J Schulz noted that the International Facility Directors’ Meeting in July will discuss
the ICNS2021 in Argentina, which has previously been postponed to August 21-25,2022.
14. Cooperation with AOFSRR-5

15. Promotion of diversity in AONSA-No items discussed at this meeting.

16. Calendar of AONSA Activities (Appendix 1)-

JH Chung reported on the calendar of AONSA activities.

17. Venue for the 27th and 28th EC Meetings-

The 27th EC meeting will be held via ZOOM in November 2021. The exact date is tobe determined.

-The venue for the 28th EC meeting will depend on the decision of the AONSA
Neutron School in China and 28th EC TBD-K Nakajima proposed the FDM meeting to be held a few days prior to the EC in casethey should be on ZOOM. The proposal is accepted since it will allow more time for
the FDM chair to prepare for the report to be made on the EC.

18. Reports from Neutron Associations and communities-Society reports are made in the following order.

-

ANBUG (T. Rushmer) (Appendix 10)-

CNSS (H. Chen) (Appendix 11)
INSS (E Kartini) (Appendix 12 – the report file not received)
JSNS (T Sato) (Appendix 13)
KNUBA (S.-H. Choi) (Appendix 14)
NSSI (S. M. Yusuf) (Appendix 15 – the report file not received)
TWNSS (C.-C. Yang) (Appendix 16)-Russia (A. Gubkin) (Appendix 17)
Thailand and Malaysian communities did not report at this meeting.

19. Closing the meeting-

D Chen thanked all the participants and closed the EC meeting.

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Appendix 1: Calendar of AONSA Activities
Year 2020
Date

EventsthJun 19

19 Facility Directors’ Meeting (ZOOM)

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

12th AONSA Neutron School (CSNS) - postponed?

Nov 2720th Facility Directors’ Meeting (ZOOM)

Nov 2825th AONSA EC Meeting (ZOOM)Year 2021
Date

EventsstJune 25

21 Facility Directors’ Meeting (ZOOM)

June 26

26th AONSA EC Meeting (ZOOM)

Postponed

12th AONSA Neutron School (CSNS, China) - postponed to 2022

TBD

22nd Facility Directors’ Meeting (ZOOM)

TBD

27th AONSA EC Meeting (ZOOM)Year 2022
DateEvents
stTBD

21 Facility Directors’ Meeting (Indonesia)

TBD

26th AONSA EC Meeting (Indonesia)

TBD

12th AONSA Neutron School (CSNS, China)

TBD

22nd Facility Directors’ Meeting (CSNS, China)

TBD

27th AONSA EC Meeting (CSNS, China)

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