IUPAC : News & Notices: Minutes of 71st Bureau

1. INTRODUCTORY REMARKS AND FINALIZATION OF AGENDA
Prof. Jortner welcomed the group to Tokyo and expressed his personal appreciation and that of the Committee for the invitation and gracious hospitality of the Chemical Society of Japan. Prof. Jortner also thanked Prof. Ohtaki for his efforts both in bringing the Executive Committee meeting to Tokyo and the excellent arrangements. Prof. Jortner briefly reviewed the accomplishments of the Union in 1998. He noted that IUPAC adopted a Strategic Plan, progress was made in implementing the project driven system; the publication of the Special Issue of Pure and Applied Chemistry, Natural and Anthropogenic Environmental Oestrogens; the arrangements for a world class IUPAC Congress in Berlin; the first conference on New Directions in Chemistry (Workshop on Advanced Materials - 1, Hong Kong, 1999); and the many other achievements noted in the report to ICSU included in item 28.1. Prof. Jortner noted that Dr. Hayes and Prof. Ward were unable to attend due to health concerns and wished them both a continued recovery on behalf of the Committee. There were no additions or changes to the Agenda.

2. MINUTES OF 125TH MEETING OF EXECUTIVE COMMITTEE

2.1 AMENDMENTS AND APPROVAL

Dr. Becker noted that in future approval of the Minutes of the Executive Committee would be obtained by correspondence, as was done in the case of the Minutes of the previous Bureau meeting. The Minutes of the 125th Executive Committee meeting were approved as written.

2.2 MATTERS ARISING FROM MINUTES (NOT COVERED BY ITEMS ON AGENDA) There were no items arising.

3. MINUTES OF 71ST MEETING OF BUREAU AND MATTERS ARISING
The Committee noted that the Bureau had approved the Minutes of the 71st Bureau by correspondence. There were no matters arising from the Minutes of the Bureau that were not on the Agenda.

4. AGENDA - 40TH COUNCIL, BERLIN
Dr. Becker noted the major items on the Council Agenda. It was agreed that Items 16-18 should be discussed together since they all relate to "restructuring" and the future of Commissions. Dr. Becker pointed out that the phrasing of Item 21 was a departure from previous practice. Council would be asked to approve the date and location of the General Assembly and Congress for 2003 rather than giving only preliminary approval at Berlin and giving final approval in 2001. This change is necessary because the arrangements for major events such as these require commitments up to four years in advance of the event. Withholding final approval until two years before the event creates a handicap for the organizers in terms of signing contracts for venues and obtaining funds from potential donors.

Prof. Ohtaki raised the issue of changes in individual National Subscriptions after Council had approved the biennial budget. The subsequent discussion took note of the fact that current practice was for the Council to approve the total National Subscription while the calculation of the individual National Subscriptions was done using the so-called 4L formula. The table of individual National Subscriptions circulated prior to the Council meeting is considered to be a preliminary estimate subject to change. Due to changes in data after the Council meeting, the individual National Subscriptions do often change, usually by small amounts. The Committee felt that this was a source of confusion to the National Adhering Organizations and that the table of individual National Subscriptions presented to Council at the General Assembly should be considered final. Any changes necessary in particular cases should not change the other National Subscriptions.

The group noted the nominees received to date for IUPAC Officers and Bureau Members. Prof. Jortner commented on the increased role being played by the elected members of the Bureau in the work of the Bureau. Dr. Becker expressed the hope that in future more candidates with an industrial background would be nominated for election to the Bureau.

5. FINANCE COMMITTEE

5.1 STATEMENT OF ACCOUNTS FOR 1997 AND 1998

In the absence of Prof. Ward, Dr. Przybylowicz reviewed the financial statements for 1997 and 1998. In general, the Union's financial position is good. The Union's reserves are at the targeted levels, due especially to the strong performance of the Union's investment portfolio in 1997 and to savings in the operating costs of the Secretariat and the Union's publications. He commented that the investment climate was not as favorable as it had been and the Union should be prepared to lose some of the unrealized gains shown in the reserves. Dr. Przybylowicz reviewed the situation that had led to the Union engaging a new auditor, Batchelor, Tillery, and Roberts of Raleigh, North Carolina. The actions of our previous auditor, Neutra Treuhand, caused the audit of our 1997 financial statement to be delayed until November 1998. The audit of the 1998 financial statement was made in February 1999 and the auditors' report is expected late in May 1999. Dr. Przybylowicz pointed out that the Southern Hemisphere Fund had been increased by USD 50 000 in 1998 and 1999. The audited accounts for 1997 will be printed in the May issue of Chemistry International while the 1998 accounts will be printed in the July issue. The audited accounts for 1997 were approved as presented and the 1998 accounts were approved subject to any changes proposed by the auditors.

5.2 NATIONAL SUBSCRIPTIONS

Dr. Jost reported that Japan and the United States had recently paid their 1998 National Subscriptions. The only National Adhering organizations in arrears for 1998 are Brazil, Pakistan, and Puerto Rico. [Following the EC meeting funds were received from Puerto Rico.]

5.3 REVIEW OF BUDGETS FOR 1999, 2000-1 AND CAPITAL BUDGET FOR 1999

The proposed 1999 budget is essentially unchanged from that originally approved and was approved by the Committee. The draft budget for the 2000-1 biennium includes a 1% annual increase in the National Subscription and an increase of 5% over the biennium in the allocations to Divisions and Standing Committees. Dr. Jost noted that the operating reserve in the draft budget of USD 548 900 should be allocated equally between the years 2000 and 2001, rather than the unequal allocation shown in the draft. Dr. Przybylowicz noted again that the strong reserves of the Union were partly a result of the extraordinary performance of the Union's investment portfolio in 1997-8 and that comparable performance should not be expected in the coming years. The Committee endorsed the proposed budget for 2000-1 as presented for submission to the Bureau and Council.

5.4 ALLOCATIONS TO IUPAC BODIES, 2002-3

Dr. Przybylowicz reviewed two alternative concepts prepared by the Treasurer and the Finance Committee for distribution of the funds usually allocated to cover participation by Titular Members in the General Assembly. The first concept abolishes a separate budget for the General Assembly and distributes the entire amount to individual IUPAC bodies. The alternative concept retains the GA budget but reduces the amount to that needed to fund the bodies that must meet there - the Division Committees, Standing Committees, Bureau, etc. The funds saved from Commissions not meeting at the GA would be used to increase the allocations to Divisions by a fixed amount (USD 10 000 per Division) and retain a Division Reserve, which would be available to fund projects at the Division level after a Division had allocated its budget to projects. Distribution of funds from the Division Reserve would be approved by the Treasurer and Secretary General.

Both alternatives envision a fund to be allocated by the Project Committee of the Bureau. The Standing Committees would receive funds for their projects from this fund after approval by the Project Committee. The rationale for continuing separate funding of the General Assembly was discussed. It was felt that in order to promote the cohesiveness of the Union and contacts among the Divisions and Standing Committees, it was important to budget for the participation of these bodies in the General Assembly. By providing a special budget for participation in the General Assembly, a clear indication would be given of the value that IUPAC places on participation.

Support was expressed for the second alternative because it allows funds to be allocated to Divisions based on activity and the merit of the projects developed. The question was raised if this was the time to go to a "zero based budget" for Divisions. The consensus was that the Divisions are not ready to do the long range planning required for the proper implementation of this concept. It was felt that the Division Committees are in a new situation and will require help and time to adjust to their new r�les.

The Committee approved the second alternative and requested the Secretary General to further develop this concept in consultation with the Treasurer and the Division Presidents.

5.5 FINANCE COMMITTEE MEMBERSHIP

Dr. Guy Martens was nominated by Prof. Ward and Dr. Przybylowicz to become a member of the Finance Committee. The nomination was approved.

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