MINUTES OF THE ASCA COUNCIL MEETING – SINGAPORE - 2019
Date and time:
Location:

Thursday, December 18th, 2019: 1:00 – 1:45
Lecture Theatre LT5, Conference Venue (UTown)

IN ATTENDANCE
Executive Council Members
Jennifer L. Martin (President) {JLM}
Xiao-Dong Su (Vice-President) {XDS}
Edward R.T. Tiekink (Secretary/Treasurer) {ERTT}
Nominated Councillors (up to X votes)
Australia (X = 4): Charlie Bond; Chris Ling; Megan Maher; Michael Parker
China, People’s Republic (4): Cong Liu; Na Yang; Wan Yin Lawrence Wong
China, Taipei (2): Nei-Li Chan; Chun-Jung Chen
India (4): Ruchi Anit; Rajni Kant; Punit KaurJapan (4): Shin-ichi Adachi; Masaki Kawano (proxy); Genji Kurisu; Eiji Nishibori
Korea (2): Sung June Cho; Sangho Lee
New Zealand (2): Ted Baker; Kurt Krause
Bangladesh (1): K. M. Mozaffor Hossain
Malaysia (1): Irene Ling
Mongolia (1): Amgalan Natsagdorj
Pakistan (1): Sammer Yousuf
Singapore (1): JJ Vittal
Sri Lanka (1): Champika V. Hettiarachchi
Thailand (1): Apinpus (Ann) Rujiwatra
OthersSung June Cho (Korea); Nadiah Halim (Malaysia); Ibrahim (Malaysia); Myoung Soo Lah(Korea); Kyeong Kyu Kim (Korea); Arunachalam Ramanan (India); C. Malla Reddy (India)
Apologies
Pinak Chakrabarti (India); Neil Bascos (The Phillipines); Duong Ngoc Huyen (Vietnam)
1. WELCOME AND INTRODUCTION
The meeting commenced at 1:05 pm. Jenny Martin {JLM} welcomed all to the meeting,established there was a quorum and confirmed voting delegates. The meeting agenda wascoordinated and run by ERTT, and minutes were taken by JLM.
2. MINUTES OF THE PREVIOUS MEETINGThe minutes of the previous meeting held on Thursday, December 5th, 2018, 1:10 – 14:10, inLecture Theatre 260-055, Conference Venue, were approved. The approval was proposed byChris Ling, seconded by Sangho Lee and passed by Council.
3. MATTERS ARISING: IUCr ARCHIVE SERVICE (COSTS) FOR AsCA ABSTRACTS{JLM}

MINUTES OF THE ASCA COUNCIL MEETING – SINGAPORE - 2019
JLM reported on the IUCr initiative concerning the archiving of AsCA Abstracts with theassignment of a DOI. The cost would be USD 2,000 per Conference. It was resolved (movedby X and seconded by X) that this policy be adopted for AsCA2021. Further consideration forarchiving Abstracts from previous AsCA meetings was deferred.
4. MATTERS ARISING: DISTRIBUTION OF FUNDS (SHARING OF PROFITS) FOR
SCANZ-HOSTED MEETINGS {JLM}
After discussion, the following motion:“Profits/losses from jointly badged AsCA/local society conferences will be shared equally (50 AsCA:50Local). The Local Organising Committee (LOC) for such conferences may choose to divide the local
share of the profits/losses with a local University if that University has provided significant in-kind
support and underwritten the event.
Should a proposed AsCA conference be anticipated to be jointly badged with a local society, orshould there be any variation to this policy, this information must be outlined at the time ofbidding for the conference so that Council may vote with that knowledge in mind. The
proposed arrangements must also be agreed to by the local Society and University.
It is a requirement of all AsCA conferences that accurate accounts are kept and that a draft Profit/Lossstatement is provided by the LOC a month or two before the conference, a final draft reported at theCouncil meeting at the conference, and a final report submitted within 6 months of the event (the final
report would normally be audited by the professional conference organiser or a similar
external/independent organisation)."was moved by Charlie Bond, seconded by Sammer Yousef, and accepted by Council.
5. 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 of WesternAustralia, and presented to Council by ERTT:

Financial details are removed as per AsCA policy

Acceptance of the report was moved by Xiao-Dong Su, seconded by Kurt Krause 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 thecase that they were unable to pay.” Seconded by Ruchi Anand. This motion was approved
by Council.
6. GENDER EQUITY AND DIVERSITY POLICY {JLM; ERTT – ASCA2019 SUMMARY}
Jenny Martin reported that the IUCr is establishing a gender equity and diversity committee
to ensure that all IUCr activities are inclusive.
A summary of participation at AsCA2019 was presented by ERTT based on the statistics
provided by the “PCO”. While there are discrepancies, for example, the “PCO” was not able

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MINUTES OF THE ASCA COUNCIL MEETING – SINGAPORE - 2019
to identify the Nationality of two male (M) delegates, the broad numbers are reflective of theparticipation at AsCA2019.
The conference attracted a total of 526 registrants (inclusive of Exhibitors) from 29 countries
with a Female (F):M breakdown 161:365.
By country, delegates (484 less 2) were drawn from: Australia 28, Austria 1, Bangladesh 3,Belgium 1, China 46, Croatia 1, France 3, Germany 8, Hong Kong 8, India 68, Indonesia 1,Japan 93, Korea 64, Malaysia 9, Mongolia 1, Netherlands 3, New Zealand 6, Pakistan 2,Russian Federation 3, Singapore 55, South Africa 1, Sri Lanka 2, Sweden 2, Taiwan 35,Thailand 13, United Arab Emirates 2, United Kingdom 18, United States 5.
Additional F: M breakdown:
LOC members (total 9): 1:8
IPC (total 21): 11:10
IPC Co-chairs: Jenny Martin, Sara Sandin, Edward Tiekink
Programme:
Plenary speakers (3):Keynote speakers (6):Chairs/co-chairs (66):
Oral presentations (172):
Younger participants FP (46):
TOTAL (306):

1 (F): 2 (M)3 (F): 3 (M)
22 (F): 44 (M)72 (F): 121 (M)
19 (F): 27 (M)117 (F): 191 (M)37:63%
41:59%
38:62%

Compared with AsCA2018 in Auckland: Australia 28 (106 in Auckland), China 46 (47), India
68 (19), Japan 93 (86), Korea 64 (34), New Zealand 6 (86), Singapore 55 (7), Taiwan 35 (29),
United Kingdom 18 (18).
By gender: F:M 38:62% compared with 31:69% in AsCA2018
7. FUTURE AsCA MEETINGS {ERTT}
Bids for AsCA2022 were received from Korea, Republic of and China, Taipei. Presentations
in support of these were made in a special session earlier in the Conference. A vote wasconducted to select the successful bid. Korea, Republic of was selected to host AsCA2022.

8. PROGRESS REPORT FOR AsCA 2021 (17TH AsCA CONFERENCE, MALAYSIA) {IL}
Irene Ling reported i) an expanded local organisation committee is being established, ii) a
PCO has been appointed and iii) dates & venue are close to being finalised.
9. UPDATE FOR IUCr 2023 (26TH IUCr CONGRESS AND GENERAL ASSEMBLY,MELBOURNE) {MWP}
Michael Parker reported that a PCO has been appointed and that arrangements are being
made for advertising IUCr 2023 during Prague 2020.

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MINUTES OF THE ASCA COUNCIL MEETING – SINGAPORE - 2019
10. COUNCIL ELECTIONSContinuing positions
President: Su Xiao-Dong
Past-President: Jenny Martin
Nominations were received for(i) President-elect: Genji Kurisu(ii) Secretary/Treasurer: Siegbert SchmidGenji Kurisu and Siegbert Schmid were duly elected.
11. ANY OTHER BUSINESS {ERTT}
None
There being no further business, the meeting was adjourned at 13:45.
Minutes prepared by Edward Tiekink and vetted by the Executive Committee.

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