Minutes of the meeting held on July 27, 2002 at AMS Conference Hall, Amsterdam, during the 31^st International High Energy Physics Conference.

Present: P.I.P. Kalmus (Chairperson), S. Yamada (Secretary), W. Hoogland, T. Huang, E. Iacocci, V. Lüth, G. .Mikenberg, A.F. Santro, A.N. Sissakian, M. Turala

Guests: J. Butler, H.S. Chen, T. Ekelof, J. Lee-Franzini, P. Franzini, G. van Middelkoop, C. Newman-Holmes, R. Rubinstein, D.C. Son, H.S. Song, H. Sugawara, H. Tongzhou

Apologies for absence: H.-U. Klein (Vice-Chair), M. Davier, M. Zeller (members), Y. Totsuka (C4), E. Fiorini (C12), A. McDonald (C19).

1. The chairperson welcomed all members and guests.
2. The agenda of the meeting was agreed upon allowing possible changes of the order.
3. The draft minutes of the previous meeting in Rome was approved as had been circulated through E-mails beforehand

 
4. Chairperson’s report

The chairperson reported about the meeting of the IUPAP Council and Commission Chairs held in Mexico City on September 28 and 29, 2001, some of this information had also been transmitted to the members in detail by e-mail. Peter Kalmus had contributed a report on the value of basic science. Next meeting of IUPAP is scheduled on October 7 and 8 in Berlin, to be followed by General Assembly on October 9 and 10.
 
5. Reports from ICFA

a) Report on ICFA was presented by the ICFA secretary R. Rubinstein. Details can be found in the distributed paper including the list of current members. The ICFA met in Rome after the last C11 meeting on July 27, and at SLAC on February 11 and 12. Roy Rubinstein described the OECD General Science Forum (GSF) consultative group that met four times at various HEP laboratories after the initial meeting in London. At SLAC there was a joint meeting of OECD GSF with ICFA.
The report covered also the status of work by sub-committees such as LC Technical Review Committee, the task forces to survey the Global Accelerator Network and the International LC Steering Group. The next ICFA seminar will be held at CERN in October 8-11, 2002.

b) The report on current ICFA activities was given by the ICFA chair, H. Sugawara. Since ICFA was going to meet in the same evening after the C11 meeting, parts of the report were tentative. The Technical Review Committee for LC chaired by G. Loew is working intensively with an aim to finalize the report in a few months. The formation of an International Linear Collider Steering Group was proposed during the February meeting and discussions are going on as to the membership and the chair. Also, regional steering groups were (are to be) formed in Asia, Europe and USA. The next ICFA chair from January 2003 will be Jonathan Dorfan.
 

6. Final report on LP01

J. Lee-Franzini reported on the LP2001 in Rome with summary of the contributions, participants, and finances. It was remarked that getting responses from the country coordinators had been a lengthy process. Fellowship were awarded by liberally interpreting the IUPAP guidelines as to which of the countries are considered developing countries. The report covered in some details the local organization, the program, the poster session and the public lecture. In general, the format of the conference followed the tradition. The proceedings were being printed and E-proceedings will also be available. The web page has been updated and will be retained with full information. The C11 Chairman commended the organizer for their effort leading to the successful and enjoyable conference.
 
7. Report on ICHEP02

G. van Middelkoop reported on the status of the running ICHEP02 in Amsterdam. Logistics are handled by a professional conference organizer, Euro-Congress Conference Management. He introduced the statistics for the contributions and participants. Since some participants are expected to show up only for the plenary sessions, he hoped that in the end the registered number of participants would reach the goal of 1200. It was pointed out that more young people than previously are attending. As for abstracts, there were two peaks in submission corresponding to the original and the extended deadline. Major experiments submitted very large numbers of abstracts: LEP experiments (239), B-Factories (119), HERA experiments (104) and Tevatron II experiments (77). It turned out to be hard to cover all the contributions within the 3-day long parallel sessions. Nevertheless, 759 out of 1026 papers were discussed. It was tried to realize a balance among the regions and between genders for plenary speakers, parallel session conveners, and plenary session chairs. The financial status including the income, expenses and support for participants was presented in details. The budget was insured by a contract and guaranteed subsidies by various Dutch institutes.

The C11 Chairman congratulated the organizers for a smooth start of the conference and appreciated their enormous effort. He also commented that a participants list might be useful for the attendees. It was answered that such a list is available through the web and that the demand for a printed list was not rather low.
 

8. Preparation for LP03

C. Newman-Holmes described the status of the preparation for LP 2003 at FNAL regarding the schedule, organization and scientific program. The date is fixed: August 11 to 16, 2003. The meeting will be held in the FNAL auditorium with 800 seats and bus transportation from hotels will be organized. In preparing the scientific program, the participation of the younger generation will be emphasized. The poster session will be open for individual participant as well. A draft of the web page has been prepared: http://conferences.fnal.gov/lp2003/.  Conference posters will be mailed this fall.

There was a discussion on the quota of participants. It has been a tradition to invite as many participants as can be accommodated in the hall. It was pointed out that a small total tends to make it difficult for younger generation to attend, and in some cases for the organizers to settle the quota with the country coordinators. The committee advised that the quota should be regarded as a guideline not a strict limit.
 

9. Preparation for ICHEP04

H.S.Chen reported the status of preparation for ICHEP 2004 to be held in Beijing. The meeting will be either from July 25 to August 1 or from August 8 to 15. The conference fee will be $400. Estimated financial plan for the budget and income was presented. The venue will be the same International Congress Hall where the LP1995 was held. It was stated that the conference is open to all scientists and invitation will be sent to all foreign participants for visa application. The program committee will be organized internationally.
 
10. Host of LP05

There were two propositions for hosting the LP Symposium in 2005, one by T. Ekelof from Uppsala, Sweden, and the other by D.C. Son from Daegu, Korea. Both proponents described the town, the HEP activities of the proposing groups and possible venues.
Later in the discussions, the committee decided to recommend Uppsala to host LP 2005, taking into account the need for the regional rotation. Further, it was agreed that the Korean team should be strongly encouraged to propose Daegu for LP07. In that case, probably a positive decision can be expected.
 
11. ICHEP06

There was a repeated proposal by A.Sissakian to host ICHEP in 2006 in Moscow (possible at Moscow State University) to be organized by RAS, MSU and JINR/Dubna. The date could be either July or August, leaving flexibility. The other details were the same as had been presented during the last meeting. The proposal is supported by Russian Ministry of industry Science and Technology as well as Ministry of Atomic Energy.
After some discussions, the committee concluded to recommend approval for the Russian proposition.
 
12. V. Lüth transmitted an joint expression of interest by three universities in Boston to host ICHEP in 2008. Since there is enough time, the committee decided to ask for a full presentation at the next meeting.

 
13. Discussions on the membership candidates for the next term

Detailed planning was made as to whom to propose for the next membership. It had been already agreed and was now confirmed that V. Lüth will be proposed for the chair and M. Turala will be proposed for the secretary. In view of the balance in Europe and among other countries, as well as the research field and gender, the following list was approved by the commission for presentation to the IUPAP General Assembly in Berlin.

It was also agreed that the chair will keep other names in reserve. Namely, if the two candidates from the US would not be acceptable, Pekka Sinervo (Canada) or Geoffrey Taylor (Australia) should be proposed.

a) Regarding the proceedings of a conference, it was remarked (by V. Lüth ) that electronic proceedings are highly desirable because they can be made available instantly and need not be held up by the last submission. It was commented that in case LP2001 the contributions to the proceedings are linked to the conference web as soon as they are available, well before the final publication. Also a CD-ROM will be provided both for LP 2001 and ICHEP 2002. This was welcome by the committee.
b) Regarding the difficulty of correspondence with very senior members of international advisory or program committees as has been encountered in the past on several occasions, it was recommended that conference organizers choose for large laboratories the heads of research divisions rather than the directors.

At the end P. Kalmus thanked the members for their close and productive cooperation during his term.  All the members appreciated his excellent leadership and devoted contribution.