MINUTES OF MEETING OF 4S COUNCIL
September 2nd/3rd 2025
Agenda September 2nd / 3rd 2025 @ 10:00 PT
Anne Pollock called the meeting to order at 10:15 AM, PT
ITEM 1 Greetings and Apologies
In attendance: Anne Pollock, Amanda Windle (ex-officio), Amit Prasad (Treasurer), Noela Invernizzi (Secretary), Shiv Issar, Cathy Hebrand, Monamie Bhadra Haines, Zhaopeng Li, Marko Monteiro, Upali Bhattacharya (6S non-voting), Melissa McCreary, Michal Nahman, Wen-Hua Kuo (President-Elect), Yichen Rao, Incoming: Vivian Giang, Martín Pérez Comisso. Yelena Gluzman attended after lunch.
Attending online: Rohit Negi, Michal Nahman, Vincent Li, Thao Phan. Incoming: Dana Elizabeth Powell, Grant Jun Otsuki.
Attended by incoming Council: Dana Powell attended until lunch, and incoming Grant Jun Otsuki and Sonja Van Wichelen, attended after the lunch.
Aalok Khandekar, Tim Neale, and Nicole Nelson arrived at the start of the meeting for introductions.
Apologies
Pouya Sepehr (6S), Vincent Li, and Yelena Gluzman will be attending late (11.30 AM).
ITEM 2 Presidential Updates
ITEM 3 Approval of June Minutes
No amendments were taken. VOTE: The motion to approve the June minutes was moved by Noela Invernizzi and seconded by Marko Monteiro, and approved by (13) votes, with zero (0) against, and (0) abstention. The motion was carried.
ITEM 4 Publications Committee Updates
Nicole Nelson began with introductions to the two journals and the STS Handbook. Editor-in-Chief, Aalok Khandekar presented on behalf of ESTS journal, that there is an editorial transition underway and the current Editorial Collective are expected to transition out at the end of the year. Issue 11.1 came out a month ago, and to publish 11.2, will be out a little after the meeting and 11.3 by the end of the year. Tim Neale presented on behalf of ST&HV journal and discussed a renovation of the editorial board welcoming both Grant Jun Otsuki and Sonja Van Wichelen for 3-year terms. The STS Summer school had many applications, and the ST&HV editorial collective have discussions in the region with Seoul National University and KAIST. Applications are open now. Neale opened up the floor for any questions. Nelson asked for other questions regarding the STS Handbook. After the ESTS transition, Nelson aims to turn her attention to the handbook—to make something open access and Society-owned. Pollock commented that there is a need to balance with prestige and openness as well as change. There was considerable deliberation around the financial models for the handbook raised by Herbrand, Issar, Invernizzi, and Prasad. Nelson reiterated that the choice of model depends on how much the Society wants this to remain OA and scholar-led.
Pollock reiterated to the journals to nominate for the prizes (Mullins and Edge). Windle and Nelson noted that there was no report from Backchannels.
ITEM 5 Finance and Operational Updates
Windle noted that the Society has increased most lines of revenue than budgeted for 2026. The only lines that haven't increased are royalties on ST&HV and ESTS fundraising. We may need to dip into funds allocated to CDs. The aim is to draw down NSF funding this week to defer breaking a CD. There were 1,716 attendees (with day rates opening Tuesday night). Expected to attend are: 1152 in-person, 397 online, and 166 undecided. Banquet tickets to date (are c. 450) with many purchase tickets on the day (with 60% of precarious scholars making up the majority of attendance). Seattle is a record year of 13 exhibitors including 2 non-publishers (Holtz university and HSS, History of Science Society). We had an increase of legal support for on budget due to seeking additional support on volunteering and travel for international and domestic travellers. This year the Society awarded $24k of NSF travel grants but with two declining in the past week due to bereavement and illness this now tracks at annual budget of just over 22k. The Zoom budget was reduced this year but needs to be reviewed ahead of 2026 to see if X-CD would facilitate this next year to share the labor. The AV budget was substantially reduced by consolidating room usage across the two sites and releasing rooms and equipment that weren't budgeted for initially. There were additional costs with telecom and electrical at the Summit Convention center. Wifi is paid for by log-in per day at the Summit, but included at the Sheraton. Print budget ran over is due to printing double banners for two venues, issues with Fedex on name badges, and both venues requiring tickets for all social events (3 in total). There were considerable issues with Fedex due to the large gaming convention taking all their time and the labor day holiday ahead of our event. Display boards were not available at either venues and an external decorator was required which actually made this (much cheaper) 8k than 2023. So far, the Sheraton hasn't charged us for space usage, but this is dependent on a few factors. We did secure the first accommodation level this year ahead of the conference. Trophies could not be posted ahead of time, because of US trade tariffs not permit anything out of the UK to the US. This year Mel Armstrong will lead the registration desk. Coffee breaks have been reduced since initial figures to balance our hybrid needs. The reception is currently under budget as so is the banquet. The M&D breakfast is as new item, and an unexpected cost. This shouldn't be a line item next year. The 6S social we brought in Vivian Giang to help Zhaopeng Li with Pouya Sepehr not being able to travel. Council travel is within budget but still considerably higher than in past years. This caused considerable admin than in past years due to precarity of people's travel arrangements. The Society’s digital infrastructure is tracking within budget. The aim is transition the website over to X-CD in the coming months after the Society’s tax season. Mel Armstrong has been an incredible asset to the Society in her coordination role. The ISC fees went up as our membership has increased since they last priced our society. Our accountant's fees also increased this year due to an increase in banking. ON the summary of assets, we have just about broken even, but we will be dipping into reserves before the year. This is dependent on the NSF draw down and when we open registrations and member dues for 2026. Prasad noted discussions about on fundraising. Pollock encouraged everyone as ambassadors for Council going forward in relation to fundraising.
ITEM 6 Break
Council paused for a 15-minute break.
ITEM 7 Fundraising
Pollock and Wen-Hua Kuo revisited the pause on the fundraising and celebration committee update. Creary and Haines requested opening up fundraising to the whole society suggesting several donation ideas. Pollock—do you feel sufficiently empowered to talk about things? Martin P-C (incoming Council member) asked for a recap on the level of development and the campaign for the 50th anniversary. There was consensus to have a set of packages and explain an explicit narrative. Pollock, we’ve had some indecisiveness on the core ask—is it bolstering out reserves and what are the specific items. Prasad concluded that there needs to be multi-level strategies shared in short-form. Kuo also recapped that the fundraising committee has covered some of those decisions but had stopped due to a pause earlier in the year, and now our decision is how and what is our strategies to undertake next. Kuo we already formed a general way of doing donations on the 50th anniversary and needs those donations to work together. Pollock noted that giving is usually at the year-end of the fiscal year-end, and end of December and end of June are crucial in the US, but with questions from Yichen Rao, fundraising would not be limited to the US. Invernizzi, there was previous money donated in 2010 used for two years to pay travel grants. I don’t know how this fund works Action: Amanda to check the minutes from Taiwan minutes. Rao, can we raise money from US, or from elsewhere? Action: put the ask together in October with Creary noting that there is a taskforce and a committee, but it will need to be revitalised. Action: Kuo to progress the fundraising committee and increase and review of membership list (to go out around October technoscience (as a one-pager, as an awareness campaign for Technoscience). Kuo, we agree that we need to start to review strategies. Action: Nelson would work on two options for (handbook and workshop). Publications needs to have more sustainable money (like 5 to 10-year targets). Action: Pollock to announce at Presidential Plenary in Seattle meeting.
ITEM 8 Prize Committee Updates
Pollock asked committee chairs for their updates. For the Fleck and Carson Prizes there is still an issue with which you submit to as a nominator. Rohit Negi, asked how can we distinguish them really clearly? Pollock noted that we don’t have the capacity to work out the wording today, but there a mechanism to do this currently. Pollock, the Carson and the Fleck have a corollary, but Pollock asked if anyone was ready to be a chair going forward? Herbrand and Haines offered to serve on the Carson committee, but not as Chair. Pollock is happy to engage on the prize updates. Further updates were garnered from Nahman, Negi and Phan on the Mullins and Edge. Editors of our biggest journals are really important to seeking nominations. Action: Nelson to write to the journal editors, not just the 7 affiliated journals, but beyond like New Media & Society and Big Data & Society as examples. Phan, noted a low submission of nominees for the Mullins. Phan discussed about considering the eligibility rather than time of publication Nahman was happy to reword the Edge prize going forward. Creary noted that we need to do a better job on transparency. Phan, had a rubric that should be published for next year. Rao discussed the infrastructure prize and how the committee debated what counts as infrastructure, and thanks to those who have been in this committee before, we agreed upon what the structure is like, we should need to show more exemplary values. Sometimes the nominations are not clearly linked to the criteria.
*Dana Powell left at this point in the meeting.
Issar discussed the Making and Doing awards. There are 29 exhibitions, 7 long-form workshops and several films. Action: Shiv has sent insights for the December meeting to deliver M&D in a more cost-effective way, and will take the lead on this, and happy to forward a report later in the year.
Break for lunch. Meeting reconvened the meeting at 1.52 PM.
ITEM 13 Supporting Travelers and International Students and local organizing committee
The Seattle local organizers joined— Daniela Rosner and Jenna Grant. Sonja joined the meeting at this point, and Council did a second round of introductions. Negi left the meeting (and volunteered for Carson or Fleck for 2025). Rosner is very excited about enrolling Council in the Seattle conference experience. Rosner introduced the highlights including the threaded panels across each day with a range of artist scholars. There are coordinators and volunteers, to help you enrol and receive further help on the tech across the rooms. Grant noted that we have online and in-person volunteers and have set-up a support network travelling internationally and domestically to help with different needs. There has been a lot of anxiety, including from Brazil, especially. There are different meet-ups too on the intersections of disability STS and queer STS and black studies STS, please do join up, and support junior scholars. Haines offered support. Daniela has direct lines to the tech team to connect and can go to the registration desk if there are any tech problems. Perez-Comissi asked how it was to combine two venues for 2025? The contract was arranged nearly ten years, and thanks were given by Grant, Rosner and Windle for Sadaf Sadri and Althea Rao on saving space when scheduling rooms. Recommendation: Rosner to ask Society to explore the X-CD platform to build in Zoom, if hybridity continues for Toronto26. Pollock, explained that we moved our membership system to X-CD in Feb/March of 2025, and moved to hybrid after that time, therefore adding Zoom compatibility within it as a second task. Rosner noted that it was a challenge with communications because when people are registering they are opting out of all messaging. Recommendation: Opt-in to change for Toronto 26 conference platform? Pollock also recommended to reinforce to open-panel organisers to make sure you register, with lots of reminders. Prasad asked Rosner and Grant if there could be a video on the work done on the organising?
ITEM 9 Council Elections – Nominations Committee
Creary presented on the elections process welcoming those who had joined today. Creary noted that there were 333 votes which is the exact same number as the last election cycle, and relatively low. Do we need to have a marketing campaign about elections and nominations (terms and responsibilities). It was a note of discussion last year and maybe for this year? Creary discussed the document on proposing new criteria—to explicitly define what is a good ambassador on Council, but also how do we measure that once someone applied. There was a need to attend 1 conference, and 4 meetings for council, and 5 for presidential nominating. Discussion was also had on the timing of the election to perhaps having them in late April, early May? Phan asked do we need more US citizens on council apart from Treasurer? Pollock not so much, but we are having many US people rolling-off council over the next couple of years. Creary, we need at least two US citizens and residents in the US (i.e. a US address). VOTE: The motion to approve the criteria on elections—in principle—for 2026 was moved by Prasad and seconded by Issar, and approved by (13) votes, with zero (0) against, and (0) abstention. The motion was carried.
ITEM 14 Toronto Meeting Updates
Kean Birch attended online and made introductions on Zoom, sharing that he was excited to be taking on this role and had some good insights from Rosner and Grant who are happy to share materials. In terms we’re at, so far, we’ve got a theme, logo is almost finalised and we will start promotion materials, soon. There was an open call in Canada for interested roles—coordinators and so on. 12-13 people showed an interest with the aim to find a co-chair. The contract extension for Toronto is ready to sign this week. Pollock asked if the conference will hybrid? Pollock, the consensus is we will broadly need to be hybrid, and it was a labour-intensive process this year. We can review X-CD to use Zoom for the get-go. Birch left at the end of this item.
ITEM 10 6S Update
Zhaopeng Li—shared apologies for Pouya Sepehr who couldn’t come to Seattle’25, so Li summarised on his behalf. The STS grad listserv was utilised for promotion of the event this year which will take places as a social on the Friday night. Last year we hosted a panel and social but considering limitations on 6S organisers the aim was to focus on a social event only. There is a hope to do a panel event next year. With the absence of Pouya Sepehr, Vivian Giang has able to join in helping this year’s events. The event was promoted through the X-CD platform and we have catering and beverages taking place in the Summit Convention Center.
ITEM 11 Ethics
Noela Invernizzi presented the Events Ethics Committee Update and noted that the committee reviewed in May of this year the policy was discussed and reviewed in light of US changes to administration. The conference policy was considered broad enough to hold all the possible outcomes at the conference. Nothing was changed. The two ombud persons for Seattle 2025 are Nassim Parvin and Shannon Cram. Invernizzi, Haines, and Windle attended a 4-hour course on ethics by Otter. Pollock, reiterated that the ethics ombuds are independent of Council.
ITEM 13 Supporting Travelers and International Students
Pollock, discussed the limited response from US-based international students on a Mutual Support Network & International Travel, and asked if it is worth reenergising in it? Recommendations: Pollock, this is something for Kuo and Windle to continue the conversation with HSS president and SHOT to think across STS more broadly. Discussion concluded around displaced students and the current STS India network as a potential way to garner further support.
ITEM 15 Future Meetings Planning
Pollock and Monteiro raised the need to start up communications beyond 2027. Two tourist boards had been in touch. If people don’t volunteer to organize, we should actively seek out hosts. Pollock suggested opening a formal call, to host in 2028, ’29, and ’30 with a consensus on a formal call going out now for future meetings. In past years it was in specific places with a planner helping to make those decisions. Recommendations: Prepare the spec on past conferences for the future meetings call (numbers, venue, buildings, etc.). Pollock also considered this should include an interest in money—subventions—so the tourist board pays the convention center, it’s not a reason to go, but if there is an STS community to go already, as long as the local/national STS can do it. It could be that the local region can bring money in rather than 4S. Pollock did however note that there are lots of reasons for not going to places that are prohibitive to specific groups. Pollock, noted to not have Singapore next to Taipei due to variety of region in the cycle pattern. Recommendation: Kuo to put in next announcement a call for support for future meetings.
*Yelena joined the meeting for this item. Grant Jun Otsuki joined the meeting.
ITEM 12 Council Roles for Seattle and beyond
Council discussed roles for committees in each agenda item.
ITEM 16 Closing
Council shared in thanking the current Council members who will roll off their Council position at the end of this meeting.
ITEM 17 Any Other Business
There was no further business to discuss.
Meeting was drawn to a close at 16:00.