Society Council Meeting IA
West Palm Beach, Florida
meeting was called to order at 12:15 PM on Saturday, June 24, 2000.
In attendance were George Daston, Tony Scialli, Dave Wise, Bob Kavlock,
Jan Friedman, Tonia Masson, Tom Knudsen, Bob Seegmiller, Ken Jones
and John Rogers. George Daston presided. Minutes of the previous
Interim Council Meeting posted on the web site were approved.
Report George Daston
George reminded the Council of the need for continued effort in
strategic planning in order to keep all components of the Society
working toward the same goal. He mentioned the need for a solid
financial base, and the importance of the role played by the President
and others in fund raising. As an example, he noted the efforts
of Bob Kavlock's group in obtaining R13 NIH funding for student
travel awards and for symposia such as the genomics symposium. Bob
K. mentioned the need to get started early in order to make the
July 1st application deadline, and to have the program somewhat
in place by time the NIH study section meets.
Society needs to look to other sources, e.g., John's successful
finding money and getting Burroughs Welcome funding. We don't want
to ignore Corporate contributors, number of President's Circle members
(18) and sustaining members (11), totaling 29. All added together,
a grand total of $80,000 revenue was received, some of which is
pass-through funds, e.g., speaker's expenses. Nevertheless, these
kinds of money make the difference between success and failure of
the meetings, as well as lowering meeting registration costs.
plan for future annual meetings is to reduce registration fees,
lodging costs, etc. Ideally a higher percentage of the registration
fee should come back to the Society. Clarissa is doing well at negotiating
meeting sites, and helping reduce registration fees.
meeting - we have fulfilled the room block, and are substantially
over our commitment at 1,960 room nights. Clarrisa and Tonia are
monitoring the numbers on a daily basis. Compared to the years '95-'98,
we are within the equivalent number of room nights. The issue whether
or not to have continental breakfasts at our meetings will be discussed
during the Interim Council Meeting.
regard to the Journal, while Wiley Liss did acknowledge each of
the points raised, we are still in the early stages in the negotiation
process. The deadline for our contract renewal is Dec 31, 2004,
so there is time to negotiate a contract that is beneficial to the
Society. It makes good sense to look at other options should we
never come to an agreement with Wiley. Elsevier, for instance, is
interested in talking to us.
regard to the logo, the one most favored is a makeover of the existing
was noted that the Society has been invited, and has accepted, to
join The National Council on Folic Acid. Deb Hansen has agreed to
be our liaison.
President's/Program Committee Report Bob Kavlock
Bob had predicted 250 whereas there were actually 175 signed up
to attend the satellite meeting. It appears that the meeting will
generate $20,000 revenue. Ida Smoak and Phil Mirkes wrote the R13
was asked to continue to work with the publisher concerning the
submission of abstracts electronically. Dave Wise suggested looking
down the road for a backup person to Bill Landau. Instructions for
submission of abstracts (format, etc.) need to be clarified and
made available to submitters.
anticipated commission on rooms at the annual meetings should be
considered as deferred revenue for the following year's meeting.
A motion was made by Ken that workshop speakers be included under
the same guidelines for compensation as symposium speakers. The
motion was seconded by Bob K., motion carried.
needs to be adequate lead-time for deciding on awards; decisions
should be made by January prior to the annual meeting.
the new investigator award, it was proposed that abstracts be posted
on the website. There were 134 abstracts and 16 student travel awards.
focused on developing a plan to use anticipated additional revenue
in novel ways. Further discussion took place on the need for projection
equipment for PowerPoint presentations.
item: Tom Knudsen will check into cost of obtaining a couple
President-elects Report Jan Friedman
The male mediated meeting will precede but not overlap with the
Teratology Society meeting in Montreal, 2001. The alcohol meeting
will be held just prior to our meeting in Montreal.
spoke with S. Sobrian about the behavioral symposium (follow-up
to the genome symposium).
activity: they are concerned about the use of dietary supplements
during pregnancy. Tony suggested that we need to inform the FDA
about Teratology Society's activity in this area. Concerning genome
models of development and stem cell/totipotency issues, Tom suggested
that ethical issues be discussed as well as the scientific aspects.
the Phoenix meeting in 2002, the contract looks quite favorable
at the Scottsdale Princess. It is a terrific meeting facility at
$135/night. For the 2003 meeting site, Philadelphia, Boston, and
other large cities have been looked into. The discussion on the
2003 meeting sight focused on cost, location, e.g., city vs. resort,
off-season for southern vs. northern locations, etc. The committee
will continue to look for a convenient site.
Report Bob Seegmiller
Appreciation was extended to Council members for timely review and
correction of the minutes, and to the Web site team for posting
them on a timely basis. Putting the three issues of the Newsletter
on the Web site has resulted in a significant saving to the Society.
The overall process of producing the Newsletter is now streamlined.
July 15 is the deadline for submitting reports, articles and other
items for inclusion in the next issue. Tony suggested that we attach
a hyperlink to the email to announce each issue and to promote reading
of the Newsletter. Dave offered to set up a web-based mechanism
to survey hits to the Newsletter as well as to the Council minutes
in order to determine the extent to which these items are read.
A separate mailer will be sent to Society members concerning the
annual meetings, e.g., relevant materials and information.
membership has remained about the same as last year, with a total
of 729 members. This includes 80 (11.0%) who have not paid their
dues for the current year (2000) and an additional 78 (10.7%) who
have not paid last year's (1999) dues. The number of President's
Circle members is up from 14 for 1999 to 18 for the current year.
To improve member retention, Jan noted the need for a letter from
the Society President to members who are in arrears.
The membership directory issue was raised.
Tony moved that we post a list of Society members on the Web site,
independent of the list published in the Journal, and without password
protection. Bob K seconded the motion. Council approved the motion
Secretary's Report Tonia Masson
The statistics concerning meeting registrants is being monitored,
and it currently stands at 339 total registrants, including 89 speakers,
174 members, 67 nonmembers and 9 guests.
concerns that were discussed included beverage tickets for the poster
sessions will be available, and the banquet will not have a wine
the new auditors, a $3500 fee for present and future audit was agreed
number enrolled in the Genomics meeting is slightly better than
the break-even point.
Report John Rogers
The year-end statements and final budget reports are very encouraging,
showing a $38,000 surplus. Expenses have been kept down, well within
the budget. Last year's meeting generated a slightly smaller revenue,
but expenses were down. The main areas which were significantly
below budget were expenses for meetings, Newsletter, printing, and
Treasurer and Executive Secretary will set up a money-market checking
account in order to increase revenue. John mentioned plans to streamline
the reporting of budget and unexpected costs.
and John were asked to take more of the Society's assets and make
them work harder for us in terms of revenue. Having a clearly defined
budget coupled with excellent management of income and expenditures
has been the key to reigning in the budget.
recommended that we track members relative to existing vs. student
status. Tom suggested getting the subcommittees together to address
the membership problems. This is definitely a topic that should
be dealt with in the Strategic Planning Meetings scheduled for 2002.
of Management Services George Daston and John Rogers
As anticipated, AIM has provided a tremendous service to the Society
in terms of its operation. The new contract to cover the management
fee and steno/clerical costs will be increased by 3%.
Motion: Tony moved to accept the contract with the management services
group (AIM) as proposed in the letter by S. D. Lamb. Bob K. seconded
the motion; the motion carried.
Update Tom Knudsen
There is a critical need for the Society to position itself with
regard to the progress being made in biology and medicine. George
asked Tom to write a short newsletter item related to Federal funding
for biomedical and related life sciences research. Tom mentioned
the recognition decline of the physician-scientist, and proposed
that we identify this type of individual in our Society. George
will ask Mike Cunningham for input or assistance on the matter.
Membership Dues Dave Wise
There is potential for expanding online activities. For a fee of
$300/year, Bill Landau has proposed to develop online meeting registration,
membership renewal, dues payment, application for membership, etc.
Motion: Tony moved to approve Bill's proposal to accept credit card
payment for online registration, membership, etc. John seconded
the motion; the motion carried. Tony suggested that the announcement
of such online privileges by made by email with a hyperlink attachment.
for Institutional Contributions Dave Wise
A discussion revolved around providing a clear definition of the
criteria for contributing members. George proposed that the Society
increase the cost of membership in the top group of contributors,
and that we should talk to donors concerning what is important to
them in terms of recognition for their participation. The proposal
was tabled until Council II.
on the Journal Contract negotiations George Daston
Discussions are still ongoing, and there are plans to meet separately
with Elsevier and Wiley during the week.
of Logo Survey George Daston
Based on the web survey, the plan is to remodel the existing logo.
Motion: Tony moved that the Society pay four years of dues to compensate
James Ricks for his efforts in designing one of the logos. Ken seconded
the motion; the motion carried.
5:10 PM, Jan moved to adjourn the meeting.
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