Society Interim Council Meeting
HOTEL, BALTIMORE, MD
NOVEMBER 9, 2001
The meeting was called to order
at 8:05 a.m. by President J. Friedman.
Council Members present were J.
Friedman, President; B. Slikker, Vice President; R. Tyl, Vice President-elect;
R. Kavlock, Past President; J. Rogers, Treasurer; G. Dearlove, Secretary;
T. Knudsen, M. Tassinari and P. Wier, Councilors; C. Chambers, Public
Affairs Committee Chair; T. Masson, Executive Director.
Also present for part of the meeting
were L. Holmes, Editor-in-Chief for Journal Discussions, G. Daston
(via teleconference) for Journal Relaunch Negotiations and R. Miller
(via teleconference), Chair of Editor-in-Chief Search Committee.
Committee Appointments A list of existing information on committee
members, addresses and lengths of terms was distributed for review
and comments. Corrections were noted.
The Public Affairs Committee has
one open term for 2003, but there are currently two Council Liaisons,
so no action was deemed necessary at this time.
Web site committee will be chaired
by R. Felix and E. Carney will be added to the committee.
The new FASEB representative will
be J. Manson, who will replace T. Knudsen as he rotates off the
Science Policy Committee.
The question regarding Council Liaison
representation on every committee was raised. If a Council member
is an ex-officio member of a committee (as specified in the Constitution),
does the committee also need a liaison from Council and a member
of Council? The decision was to take the Vice President off the
Public Affairs committee because the Chair is on Council and a Council
Liaison is also on the committee.
Liaisons to other organizations A list of the current Societies and respective
Liaisons was distributed for review. Many of these are out of date
and require revision. Discussion followed on what new organizations
should be added (e.g. European Teratology, Japanese Teratology,
Australian Teratology, SOT Neurotoxicology and Reproductive Toxicology
Specialty sections, NBTS etc). The existing organizations need to
be contacted to determine if they still want a liaison and some
of the associations that are not useful need to be eliminated when
the new listing is prepared.
The function of the liaison position
was discussed and agreed that the individuals would provide a newsletter
article at least once a year to help the rest of the Society to
maintain awareness of activities of other organizations. These individuals
will also be asked to establish and maintain communications with
the other organizations and promote participation in our meetings
whenever possible. This may include Web site links, serving as guest
speakers, joint meeting preparations, etc.
G. Dearlove, T. Knudsen and M. Tassinari
are to draft "requirements" for a liaison to be reviewed
by Council in June. There will also be an attempt to schedule a
meeting of all liaisons at the next annual meeting.
Strategic Directions Retreat The next strategic planning session for
the Teratology Society will take place just prior to the next Society
of Toxicology meeting in Nashville (March 14 and 15) at the convention
hotel. All Council members were asked to attend the session.
The budget for the meeting will
be $20,000 and is to include facilitator expenses as well as Council
expenses. The facilitator will be selected by a subcommittee composed
of current Council members and individuals who took part in the
first strategic planning session in Cincinnati = J. Friedman, B.
Slikker, T. Masson, R Tyl, G. Daston, and M. Tassinari. The subcommittee
will consider recommendations from the membership.
The session will set Goals for the
Society for the next five years and will focus on membership recruitment,
defining the role of the Teratology Society today (including review
and definition of education programs) and relationships with other
sectors to enhance training and understanding of our field. There
will be emphasis on public policy making and public outreach. Succession
planning will also be addressed.
The event will be one and one half
days and will include others besides Council members. A number of
names were suggested and the ad hoc committee noted above will review
suggestions, committee chairs, members at large, and the regional
Teratology organizations for determination of a list of individuals
to be invited. No prior approval by Council vote will be required.
The list will be kept as close to 25 participants as possible.
P. Wier suggested that the facilitator
should mail to all members a request for input to gain a broad spectrum
of concerns, goals and topics to be addressed. The planning session
should encompass the full cross section of the membership.
Web site Quality and improvements were discussed,
along with the possibilities of a formal position of Web Editor
with responsibility and Council-level position. Links to other Scientific
Organizations, more user friendliness, etc. were discussed. The
issue of cost was considered, as well as looking for an outside
sponsor or selling advertising space. The issue will be put on the
list of items to be reviewed at the strategic planning meeting in
March as there may be financial ramifications to instituting some
of the suggested changes or enhancements.
Fundraising was briefly discussed and deferred until
the Vice President report. A list of current sponsors was circulated
for Council to review and correct contact names where necessary.
Fraser Award Benefits were reviewed and Council reaffirmed that
the award will continue to have no monetary award nor will it reimburse
the travel expenses of the recipient. Argus Research Laboratories
will continue to cover the travel and meeting expenses for Dr. Fraser.
Primer of Teratology This text is still in the works and many
of the authors may want to review their manuscripts again before
it is published to ensure the chapters represent state-of-the-art
thinking. Council needs to provide more guidance and oversight to
get this work completed. The table of contents should be reviewed
to determine what chapters need to be written. J. Friedman will
discuss with the current editor.
Warkany Lecturer J. Friedman announced that K. Jones has
agreed to present the Warkany Lecture next year.
T. Masson prepared a listing of
Teratology Society members who had not paid their dues this year
and another list for last year. All Council members were asked to
review the list and contact the members to determine why they wanted
to let their memberships lapse. The possibility of emeritus status
should be presented to those who have retired and cannot afford
to keep up their membership, as there are no dues required.
The newsletter was discussed and
ideas for bringing the newsletter "on line" were put forward.
This issue will be one of the topics suggested for the Strategic
Planning session in March and should be part of any future Web site
The updating of the liaison list
will await the guidelines being developed for Society liaisons with
A draft budget for 2002, a year-to-date
analysis of the 2001 figures and a balance sheet for our current
status were presented for discussion. The Teratology Society has
recently invested in bond funds for the first time.
The $20,000 requested for the strategic
planning session was not included in the budget and will have to
be added. This additional expenditure should not present a problem
with our current financial status. We now have $250,000 invested
in CDs (laddered to mature annually in 2002, -03, -04, -05 and 06),
and $50,000 in the bond fund.
At the current rate of growth, the
Teratology Society should reach 1.5 times our annual budget as reserves
within the next two years. The utilization of any excess for the
Web site, outreach, Journal price assistance, etc. should be items
for discussion at the Strategic Planning session.
The final budget for 2002 will be
revised and circulated after we know what the program expenses for
the annual meeting are projected to be and what the registration
fees will cover in Arizona.
Vice Presidents Report
Bill thanked the Program Committee
(A. Machado, D. Farmer, S. Tyl, P. Mirkes, J. Buelke-Sam, R. Miller,
M. Cunningham, M. Christian, D. Hansen and P. Wier) for their dedicated
efforts. Bill noted that he had requested input from the general
Society membership with the use of an electronic form and many excellent
suggestions were received. Several of these were selected by the
Program Committee as symposia and other types of sessions for the
2002 Annual meeting. The Program Committee this year was organized
so that each member acted as a liaison for one of the scientific
Bill noted that the cooperation
with NBTS (J. Meyer) and OTIS (D. Quinn) this year has been excellent.
The communications were initiated at the Montreal meeting and actually
could be started even earlier in the future. OTIS and NBTS will
be holding joint sessions with Teratology as in the past, and we
will be offering a mini-course in conjunction with NBTS this year.
The Education committee (D. Farmer
and D. Shuey) and Student Affairs committee (J Uriu-Adams) have
also assisted in producing an excellent program.
P. Mirkes has applied for the R13
NIH grant to fund students this year (Bill cannot apply, as he is
a government employee). If possible, this grant application may
be submitted earlier in future years to make an earlier funding
cycle. This will require an almost definitive meeting program much
earlier. The up side is that we will know about NIH funding for
student travel earlier in the planning process.
Bill noted that he has also applied
for funding assistance from the EPA, SOT and ASPET. T. Knudsen requested
special funding from Perkin-Elmer Life Sciences. These requests
were in addition to the support requests initiated by J. Friedman
to our usual sponsoring organizations.
A detailed discussion of the program
followed. Additional discussions regarding registration fees for
each of the Society meetings and the possibility of reduced or combined
fees for individuals attending NBTS and/or OTIS sessions in addition
to TS sessions were conducted. The difficulty in coming up with
just one fee for attending more than one meeting is confounded by
the differing lengths of the meetings. No common registration fee
covering all three Societies appears feasible at this time. Discussions
will continue with these other Societies to enhance our already
close working relationships.
The budget for the meeting was presented.
In order to aid in smooth meeting registration processes, an additional
person for AIM was requested to assist T. Masson during the meeting.
In order to enhance scientific interaction time and in recognition
of the limitations for out of the hotel for breakfasts at the meeting
site this year, Council agreed that a continental breakfast would
be offered each morning. A registration fee increase up to $300
was approved to cover these additional expenses.
The need to identify support for
producing the Education Course printed materials for the next meeting
was stressed. This is an additional $2000 in Course-related materials
that have not been assigned to a Sponsor at this time.
Vice President Elects Report
Shelly had no report at this time.
Journal Negotiations and Relaunch
G. Daston (via
George called in to discuss the
results of his survey on possible alternatives for the Journal.
The majority of the respondents approved the concept of a three-part
journal entitled "Birth Defects Research", however there
is still some concern regarding subtitles of the three different
parts. To address this concern, Council suggested more communication
was needed to more clearly define the scope of the three component
parts of the new Journal.
The actual decisions can wait a
little longer as the current contract runs to January of 2004 and
the publisher is aware the entire membership must be consulted before
such a major change is instituted.
L. Holmes expressed some concern
regarding generating a sufficient number of manuscripts to support
a high-quality three-part journal. G. Daston pointed out that the
concept for the part C component has already been worked out and
a tentative editorial board and list of authors for the first year
have already been proposed (the Teratology Society is not creating
this review journal de novo). For Part B, we may be able
to pick up a number of safety evaluation papers that are currently
finding limited vehicles for publication. These articles no longer
fall into the scope of most existing journals. There is also a good
possibility that the current regulatory environment will increase
the number of studies being performed in specific areas (e.g. endocrine
disrupters, high production volume chemicals).
Council discussed the selection
of the titles of the three component parts of the journal and agreed
that more discussions were needed to be more inclusive to recruit
papers that are currently being submitted to other journals.
Council determined that more discussions
with the publisher were necessary to better define how we will form
one journal titled "Birth Defects Research" which contains
three different parts.
L. Holmes suggested that G. Daston
have another general membership discussion period on this issue
at the next annual meeting.
T. Knudsen pointed out that the
Constitution Committee will have to revise a number of sections
of the Constitution before we finalize any name change for the journal.
G. Daston will write a review article
for the Newsletter to inform the membership of the results of the
survey and the current plans to proceed.
J. Friedman, G. Daston, B. Slikker
and T. Knudsen will prepare information for the membership to include
the mission statements of the three parts of the new Journal concept.
Executive Directors Report
Membership Update indicates the Teratology Society currently has
631 members (all categories) who have paid their dues for 2001.
This is down two people from the 2000 totals.
2001 Annual Meeting Review indicates that the attendance was up and the
Society made money this year. The hotel allowed the Society to utilize
menu prices from the year the contract was signed, rather than the
current prices, thereby allowing the Society to realize substantial
savings in the food and beverage services. The hotel room utilization
commission (negotiated by AIM) will again be used to offset some
of the hotel expenses for the next Annual Meeting.
Web site concerns about membership information not being
password protected were discussed. Council agreed that access to
the membership directory on the Web site should be password protected.
The Web site Committee will pay greater attention to the domain
name expiration period (the office will get renewal notices in the
future) so we do not have people claiming our site due to lapse
All postings and hyperlinks to the
Web site must go to the committee to be put on the Web. These items
will include the Newsletter, and any other general communication
Management Contract Renewal was
discussed and Council voted unanimously to approve the new contract
between the Teratology Society and AIM.
Editor-in-Chief Search Committee
Rich called in to report on the
status of the search for a new Editor for the Journal. The committee
has had numerous discussions with L. Holmes regarding requirements
of the office of Editor. To date the committee has reviewed vision
statements and CVs of candidates who met the October application
deadline. Items reviewed were commitment to the Society and its
goals, scientific experience of the candidates, evidence of management
skills and editorial work, and the cross-discipline contact base
of each applicant.
Reviews were followed up by phone
interviews with the committee (including clarifications of questions,
willingness to serve a second term if requested, concept of the
future of the Journal as well as the Society). The candidates were
narrowed from an initial list of seventeen qualified individuals
to a list of seven. The committee will further review these applicants
to present Council with a final list of candidates by the end of
L. Holmes reported that the journal
budget of $65,000 a year (including institutional overhead) may
not be sufficient in the future. This budget must cover the cost
of an Editorial Assistant who generally must work four days a week
in order to keep the Editor-in-Chief time commitment down to just
one-day a week. The funds must also cover expenses for Section Editors
(usually calculated at $100/manuscript) and any Associate Editors
deemed necessary. These funds must also cover copying fees and any
stipend the Editor may be granted. The publisher covers all other
necessary charges (e.g. postage). This allowance may be limiting
on what the new Editor wants to do.
Additionally, Wiley-Liss has yet
to provide the tracking system software promised.
Sustaining Member Benefits Survey
M. Tassinari is surveying the corporate
members to determine their concerns and to try to ascertain whether
or not the current sustaining membership program meets their needs.
Two lists have been generated: one lists the current sustaining
member companies and the contact representatives, the other is a
list of questions developed to determine if our offerings are meeting
Council reviewed the lists and discussed
the questions and how the telephone survey should be conducted.
Also discussed were different ideas for rewarding or recognizing
our corporate sponsors, without whom we could not afford to put
on the excellent programs we have come to expect at the Annual meeting.
Membership Data Analysis
Pat has been entering data from
our 1995 and 2000 directories to prepare spreadsheets to evaluate
the types of questions that can be asked and the sorts of data available
for further analyses. This will enable the Society to evaluate which
sectors of membership have changed the most over time. We will be
able to ascertain who is joining and leaving the Society, what is
their country of origin, etc. The problem is not easily evaluated
because the Society has no printed database from 1975 through 1998.
We have the year a member joined between 1975 and 1991, and from
1998 to present, but not if they were student or full members or
if loss of membership was due to retirement, death, or another cause.
The intent is to determine what
data are actually available. We can then determine how to farm those
data to gain the most useful information, e.g. why are we not growing
more rapidly; who is leaving the Society; what areas of the Society
are enduring the greatest growth, or greatest decline, etc?
Placement Committee J.
Council considered the apparent
lack of interest (and usage) of the placement committee offerings
and determined that the committee would be eliminated.
Public Affairs Committee
Tina presented the final draft of
the committee letter to the FDA regarding pregnancy Labeling. The
letter was discussed and minor revisions were suggested. The letter,
with revisions, was approved by unanimous vote of Council and will
be sent to Tommy Thompson. The letter will be posted on the Web
site so the members can print it out and send a copy with their
personal signatures. OTIS will also be sent a copy to distribute
to their membership.
The committee has completed the
summarization of the herbal products symposium from the Public Affairs
Symposium at the 2000 annual meeting. H. Buttar is writing an introduction
and the text will be submitted to the Journal for publication. The
2001 Symposium review is currently being drafted and should be available
for review by the end of the year.
J. Polifka is taking the lead on
a position paper regarding the predictability of animal reproductive
toxicity studies for human risk assessment and J. Adams is heading
up a second group working on a position paper dealing with smoking
and pregnancy. Council requested that outlines of both papers be
submitted for review to avoid any delay that might occur do to reworking
the "finished" product.
Tina reported that the Public Affairs
Symposium for the 2002 meeting is all set.
Some discussion followed on procedures
for getting the most rapid Society response when necessary. Procedures
will be worked out so that the President will determine if the Public
Affairs Committee can respond, or if Council concurrence is required
on a case-by-case basis.
Committee Liaison Reports
Nominations B. Kavlock reported that he had
received nominees for both Vice President and Council based on the
e-mail request. The list will be finalized in December.
Constitution and Bylaws J Friedman stated that there was no report
from this committee at the present time.
Publications R. Tyl announced that the selection of
the Wilson award winner will be based on papers in press by December
31. The committee will be able to review the documents and announce
the winner by February so this information can be available for
the annual meeting.
Education B. Slikker reported that the committee
had developed an excellent education course for the Scottsdale meeting
and they were working closely with him.
Web site J. Friedman the Web site had been discussed
Future Site Selection B. Slikker said sites on the West Coast
were being evaluated for the 2004 meeting in order to continue the
alternation of Coasts to facilitate membership travel. More will
be available for Council review at the strategic planning session
Student Affairs J. Uriu-Adams reported the committee was
discussing whether to award the Wilson award to the best pre-doc
and best post-doc platform presentations or to the two best presentations
without designation of pre- or postdoctoral status. The concern
was raised that if there were only one pre-doc or only one post-doc
presentation, then that would be an automatic winner. Council left
this determination in the hands of the committee.
FASEB T. Knudsen reported there remains good Congressional
support for the NIH and other federal agencies and that at the moment
there appeared to be a continued effort to complete the 5-year doubling
of the NIH budget. Efforts to include EPA under FASEB recommendations
were put in place for the December consensus conference. Tom will
attend this conference and write a follow-up newsletter article.
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