1) ESTABLISHMENT OF QUORUM
The meeting was called to order at 8:00 AM. The president, Dr. Gomer, established
the presence of a quorum and the Council members were introduced.
Council members present: Drs. Hill, Yarosh, Spudich, Yocum, Bellnier, Lenci, de Gruil, Woodburn, Krieg-Kowald, Lim, Oleinick, Hastings, Gomer, Scaiano; Newsletter Editor: Connolly; Executive Secretary: Reichard
Absent: Godar, Kelly, Elmets, Rainbow.
2) MINUTES OF THE 78th COUNCIL MEETING
Motion: Dr. Lim MOVED acceptance as read. The motion carried unanimously.
3) OFFICERS AND COUNCILORS
There were no specific reports.
4) SECRETARIAT REPORT
Dr Reichard summarized the content of the black book sent to Council members
before the meeting.
Of note: Speakers at the Annual Meetings are generally given 1 year free membership and a free journal.
As of June, 46 domestic and 67 foreign institutions have not renewed their journal subscriptions. Members were urged to review the list on page 34 and encourage any they might know to renew.
There are about 100 new CDs ready for sale for the journal for '98, '99.
Dr Yocum MOVED that emeritus status be granted to Drs. Leonard Grossweiner and Govindjee. In the ensuing discussion, it was noted that emeritus members do not pay dues unless they want to receive the journal. At the next meeting reduction of the cost of the journal for emeritus members will be discussed. The motion carried unanimously.
5) FINANCE
The treasurer's report was presented by Dr. Yarosh. It reflects transactions
as of April 30. There were few changes in May. The report consists of 3 parts:
Overall as of April, we are about $100K under budget. This is the result of some delays in payments and allocation of funds that are not spent.
We still have not closed the Douglas County account, and Allen Press will not deposit into the Chase account where we would like to be able to have a checking account. The paperwork is now under way. We could have a line of credit with Chase if we had a checking account there.
The budget is balanced, based on several assumptions which are all listed in the Treasurer's Report.
A key factor in our finances is the membership. It was suggested that we obtain professional assistance to increase the members and market the journal. A question was raised regarding the contribution to the Photobiology Foundation (PF). The $100K donation to the PF from the ASP is spread over 4 years of which this year is the last. After that, new transfers will have to be requested and justified. Further discussion was postponed to the second Council meeting.
6) COMMITTEE REPORTS
a) 2000 Program Report (Dr. Oleinick)
She began her report by summarizing the history of the ICP 2000. In 1995
ASP agreed to host and consequently sponsor the meeting. Dr. Gasparro agreed
to preside and Dr. Oleinick, as Past-President, would be the Program Chair.
One goal was to broaden the scope of the meeting and get away from the dominance
of Photomedicine. Travel support and registration waivers were promised to
a number of speakers, as well as additional support for the hotel and
transportation expenses. About $100K was raised in gifts and grants. This
is more than twice the amount raised before. However, the deficit will be
on the order of $131K. Invited speakers will be asked to decline support
unless they really need it. The consensus was that those who agree to pay
their own registration will only be charged the early bird fee. Travel
reimbursements will only be given if proper receipts are presented. Individuals
who receive reimbursements from other sources - such as the Editorial Board
- will not be paid twice. Additional support is expected from several sources.
In the future, we should have better oversight and a better understanding
with the AIP and the ESP regarding their input and support. We should have
limitations on the number of speakers in the symposia.
Dr. Yarosh made 4 points to serve as a guide for future Congresses:
We can leave San Francisco without spending any more money. We have 30 days to do what we have to do and we have CD's, investments and line of credit which can be drawn on to cover the deficits.
Dr. Yarosh MOVED that the Council approve the expenditure from its reserves up to 135K$ for expenses incurred at the 13th ICP meeting, provided the expenses are reviewed and approved by Frank Gasparro, Sherwood Reichard and Daniel Yarosh.
The discussion centered on whether some of these funds could come from the PF. This would have to be requested of and approved by the PF Board. The motion passed without opposition.
b) Constitution and Rules(Dr. Oleinick)
Regarding the structure of committees: some committees require certain officers
as Chair which may not be efficient or necessary. Compositions of committees
should be looked at. There is also a problem of continuity of Committee Chairs
that needs to be dealt with. Any changes would probably only require a revision
of the handbook, not the By-Laws. Dr. Hastings MOVED that a committee be
appointed to review committee structure and the lengths of service of members,
a Committee on Committees. Dr. Yarosh proposed that the motion be AMMENDED
such that the Committee on Committees will meet and make recommendation by
the next Council meeting and that Dr. Hastings chair the committee. The amendment
was accepted by Dr. Hastings. The motion carried without opposition.
c) Editorial Report
Postponed for the arrival of Dr. Scaiano.
d) Education Committee (Dr. Kelly)
Dr. Kelly's report appears on page 75 of the black book. One function of the Education Committee is public education. Dr. Oleinick encouraged the Council to show our support by attending the Symposium chaired by Dr Tom Brennan being held this afternoon.
e) Grants and Awards (Dr. Lim)
Dr. Lim's report appears on page 79 of the black book. Since the recipients
must join the Society, it was suggested that $35 be subtracted from the award
to pay their dues.
f) MAPS Performance (Dr. Oleinick)
Dr. Reichard was excused. The meeting continued in executive session. On
his return, Dr. Reichard was congratulated for managing a great International
Congress.
g) Meeting Sites (Dr. Oleinick)
Chateau Frontenac has changed its proposal. New sites being considered (this
is a resort year)are listed on page 52. However, with taxes, the US sites
will be almost as expensive as Quebec. We need more information regarding
taxes and expenses for the proposed sites. Dr. Reichard was encouraged to
negotiate further with the Chateau Frontenac. 2003: Hyatts in Cambridge on
MIT campus and downtown Boston are very pricey. Baltimore Inner Harbor is
very pleasant and is close to the DC area. Dr . Reichard was encouraged to
pursue Baltimore Inner Harbor and Providence. Dr. Reichard should report
back to Dr. Hastings as soon as possible.
h) Membership (Dr. Hastings)
The Committee proposed to remove the requirement for 2 proposers. This is
a by-laws change, must be presented to the membership and may require a mail
ballot. Dr. Hastings MOVED that we reaffirm that a cv be included. In the
discussion it was pointed out that we do not intend for cv to be used against
but for information. The motion was passed without opposition. Dr. Reichard
pointed out that the by-laws change does not require a mail ballot and may
be voted on at the Annual Business Meeting.
Emeritus members: We have 62 emeritus members 2 of whom now receive the journal. For those that would like it, we would like to allow them to receive the journal at a reduced fee. Additional electronic patrons would probably cost the Society nothing.
Dr. Hastings MOVED that we give electronic access for a reasonable price to be decided at a future time. The motion was seconded and passed unanimously.
Sixteen individuals at the Gordon Conference on Photosensory Receptors which was supported in part by the ASP signed up for membership.
Dr. Hastings MOVED that awards recipients should be given a year's membership if they are not already a member. The motion was seconded and passed unanimously.
i) Newsletter (Dr. Connolly)
The next issue will be out in late July. He would like to have more feedback
from the Council and the Membership. Would like at the 2nd council meeting
to have a sub-committee for the Newsletter which will provide oversight and
feedback.
j) Nominating Committee(Drs. Oleinick and
Hastings)
This was a successful year recruiting for council. Dr. Oleinick suggests
that those that did not get elected this year be reconsidered for next year.
The report appears on page 80 of the Black Book.
k) Public Affairs (Dr. Elmets)
Dr. Elmets is working on publicity for the Society and the meeting. The
Dermatology Society has prepared a white paper on research in dermatology
related to policy on funding. Does ASP want to support this without making
any changes? Copies will be made for the Council and can be picked up at
the registration desk.
PR effort: Dr. Connolly wants any information about the meeting that people can give him. His Room is 527. Dennis has 5 computers that members can use to access their email.
l) Publications (Dr. Spudich)
The report of the Publications Committee will be found on page 81 of the
Black Book. Online journal is up and running. January 2001 is target to restrict
access.
MOTION by Dr. Spudich that Council restrict access to subscribers only by January, 2001, whether or not they have registered for the web version, and give a grace period until April, 2001, for the implementation of the web subscribers' list.
The proposal is addressed to attracting individual members, not institutional members since the latter will want both. Fear was expressed that we will lose the libraries. We do not have a mechanism to explore correct pricing for our product to institutions. Nowadays, people work through their libraries and that is where we should focus our long range concerns so that all institutions in, say, Italy and CA have access. Libraries will not want to pay anything more for the electronic version unless there is a real demand for it. $30/member will pay for cost of website. Someone can choose either but if you want both, you should have to pay. This may be a problem for libraries. We will undoubtedly lose print subscriptions. Cost per copy is going to go up for both the print version and the electronic version. Revenues could come from other things like links to commercial sites. Are there experts in this area? Probably not. Other societies are facing the same problems. We are going to have to spend some funds to get help in this area.
Allen Press contract will expire Jan next year. If we do not communicate with them by Sept 21 we automatically are renewed. They may increase the price by 5%. We plan to publish a pdf book the cost for which will be about $300. This may be a source of revenue through Adobe Merchant. There are several associate editors who are retiring. Dr. Scaiano needs suggestions for new ones.
Action on the motion was postponed until the next Council meeting.
m) Historian (Dr. Spikes)
Dr. Spikes has resigned because he wants to retire.
n) Chicago Meeting in 2001
PDT-The Roswell Park Connection, a tribute to Tom Dougherty, will be presented
and will result in a symposium in print. We need to equalize the areas of
scientific involvement.
Next council meeting Dr. Gomer will bring up requests from ESP for their Norway meeting and from Radiation Research.
7) NEW BUSINESS
Postponed to next Council Meeting.
8) SPECIFIC AGENDA ITEMS
a) ASP/ESP Joint Program to Support Young
Investigators
Reciprocal support is being requested by the ESP to include a short visit
for young investigators in US or Europe. Concept is endorsed by the Council
but applications should be submitted to the PF. The ESP might like to contribute
to the PF in order to implement a bilateral participation. The PF Board will
have to decide whether or not they will handle this.
b) American Academy of Dermatology Consensus
Conference (Dr. Lim)
Postponed to the 2nd Council meeting.
There was an American Academy of Dermatology Consensus Conference in Washington, DC with representation from many areas of government re UV protection and labeling. Cf handout.
9) ADJOURNMENT
Meeting adjourned @ 1:15 PM.
SUMMARY OF MOTIONS
Dr. Lim MOVED acceptance of the minutes as read. The motion carried unanimously.
Dr Yocum MOVED that emeritus status be granted to Drs. Leonard Grossweiner and Govindjee. The motion carried unanimously.
Dr. Yarosh MOVED that the Council approve the expenditure from its reserves up to 135K$ for expenses incurred at the 13th ICP meeting, provided the expenses are reviewed and approved by Frank Gasparro, Sherwood Reichard and Daniel Yarosh. The motion carried unanimously.
Dr. Hastings MOVED that a committee be appointed to review committee structure and the lengths of service of members, a Committee on Committees. Dr. Yarosh proposed that the motion be AMMENDED such that the Committee on Committees will meet and make recommendation by the next Council meeting and that Dr. Hastings chair the committee. The amendment was accepted by Dr. Hastings. The motion carried unanimously.
Dr. Hastings MOVED that we reaffirm that a cv be included with the application for membership. The motion carried unanimously.
Dr. Hastings MOVED that we give electronic access for a reasonable price to be decided at a future time. The motion was seconded and passed unanimously.
Dr. Hastings MOVED that awards recipients should be given a year's membership if they are not already a member. The motion was seconded and passed unanimously.
Dr. Spudich MOVED that Council restrict access to subscribers only by January, 2001, whether or not they have registered for the web version, and give a grace period until April, 2001, for the implementation of the web subscribers' list. Action on the motion was postponed to the next Council meeting.
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