June 10, 2004 at 4:00 PM (EDT) / 1:00 PM (PDT)
members in attendance: R. Tyl, President; K. Jones, Vice President;
M. Tassinari, Vice President-Elect; Wm. Slikker, Past President;
J. Rogers, Treasurer; G. Dearlove, Secretary; J. Graham, R. Parker
and P. Wier, Councilors; R. Miller, Chair of Publication Committee;
T. Chambers, Chair of Public Affairs Committee and T. Masson,
President’s Report – Shelley Tyl
Fundraising Update –
The contributions for the Annual Meeting are currently approximately
$30,000 below the budgeted amount ($58,000 rather than $88,000
year to date). Possible reasons were discussed and Council felt
that part of the shortfall was due to consolidation of many of
the contributing companies and to the reduced amounts made available
by granting agencies.
we are unable to gain last minute contributions, the meeting may
run at a loss for the year. Part of this potential short fall
is related to the Council decision to give each student presenting
a platform or poster a $500 travel grant (see below for numbers).
Registration numbers are slightly above the numbers for this time
last year (357 registered) however the total for last year reached
370 with late registrations. The number of student registrations
is up this year (45 vs 22 last year)
Council suggested the creation of an Ad Hoc Committee to look
into having fundraising activities continue throughout the year
(including the activities of grant applications) and to more fully
coordinate these activities with OTIS and NBTS. G. Dearlove was
appointed chair and is to meet with the appropriate representatives
from OTIS and NBTS at the Annual Meeting.
On the up side, the Hotel has not required a specific room block
for the meeting this year, so we do not have to worry about meeting
the room night requirements.
Issues Forum Agenda (June 28 – 4-5 PM—10
Council discussed the topics for the Issues Forum and R. Miller
agreed to request the Editors of BDR-A, -B and –C report
to the membership with 10 minute power point presentations. T.
Knudsen will be given 15-20 minutes to report on the progress
the Bioinformatics Committee has made this past year. P. Wier
will have the remainder to discuss the various possibilities of
holding a joint meeting with another Scientific Society. The members
will be asked to voice their opinion on some of the possible approaches
(joint symposium, joint meeting, federation style meeting, etc)
Vice President/Program Committee – Ken Jones
Annual Meeting Update/Issues
The program for the AM has been printed and distributed in the
Journal. One complaint has been submitted by a number of former
Society Presidents. These individuals felt that there were not
enough platform presentation sessions to accommodate the increased
number of students this year. Council discussed ways to add more
sessions without overloading on concurrent platform presentations.
Wm. Slikker to ask for clarification from letter authors as to
what was the main concern, too few sessions on one day, too few
days with platform sessions, too many concurrent platform sessions
on the one day of presentations, etc.
The current program committee had 19 abstracts that requested
platform presentation only, 55 abstracts that said they would
do either platform or poster presentation and 66 abstracts that
requested only the poster format.
Annual Meeting Evaluation
There were very limited responses to the questionnaire distributed
at last year’s meeting and Council discussed ways to increase
membership input for this year. The decision was made to have
a selected number of Council members actually canvas five or six
members with the questionnaire at the meeting this year. The resultant
feedback will then be published in the Newsletter so the members
can evaluate their responses in relationship with other members’
opinions. The questionnaire will be limited to the Annual Meeting
to avoid being too broad for this initial approach at capturing
the membership input.
Vice President-Elect/Site Selection – Melissa Tassinari
Future exhibits & Future meetings—decision for 2006/07
Council reviewed the hotel data gathered by AIM for site selection
for the Annual Meeting for 2006 and 2007. In order to fully evaluate
the space to be made available at the various hotels, Council
had to first determine if the Society would continue to have a
designated Exhibitor Space at the Annual Meeting. To evaluate
this issue, Council reviewed the costs/contributions of the exhibit
space and the increased numbers of hotel package that would be
qualified to host our meeting if we did not require the additional
exhibit area in the same location as the Society functions. A
preliminary decision was made (by voice vote) to move forward
in 2006 without the additional space necessary for exhibits. This
decision resulted in the selection of the Loews Hotel in Tucson
as the site of the 2006 meeting (room rate quoted at $105).
of the site for the 2007 meeting, consequent to the decision to
eliminate the exhibitor space requirements, was inconclusive.
AIM will gather more data on the various hotels in question and
Council will decide the location of the Annual Meeting in 2007
at Council I session of this year’s Annual Meeting.
Committee – Rich Miller
Issues (Lack of Communication from Publisher Representative)
Subscription increase for 2005- exact amount has not yet been
finalized by the publisher. R. Miller is trying to get them to
commit to a figure before the Annual Meeting.
Electronic Access to BDR- the cost/no cost issues about electronic
copies of the Journal are not yet finalized. R. Miller to press
Wiley-Liss for details prior to the Annual Meeting.
Public Affairs Committee – Tina Chambers
To date there are about 90 registrants for the workshop. The NIAAA
is sending two Educators to help with the workshop. They will
have free curriculum materials for all registrants to take back
to their respective school districts. The speakers being provided
are reported to have a great deal of experience in speaking at
workshops and this appears to be an ideal program for them.
Special Presentations to Council
Who to invite, purpose of presentation, and when
White Paper/CDER/FDA Presentation was distributed by M. Tassinari
and may be discussed at Council II
National Children’s Study Presentation will be presented
by C. Kimmel on Sunday, so does not need to come before Council
at the Annual Meeting.
Maternal Fetal Medicine Presentation & SPER Presentation will
both be invited to Council I together (reflecting the joint symposium
they are coordinating)
High School Student Poster – Robert Parker
Poster variations prepared by A. Parker were discussed and the
version incorporating a radiograph provided by J. Graham was selected
for production to be distributed to all attendees at the Annual
Meeting. The purpose of the poster is to encourage younger students
to stay in the science programs at their schools. Council approved
printing 5,000 copies and purchase of 500 mailing tubes to facilitate
transport of the posters by the meeting attendees. The posters
are to be displayed prominently throughout the meeting and attendees
will be encouraged to distribute them to the school districts
in their home locations.
Council dismissed until Council I on Saturday, June 26, 2004 in