/ International
Biometric
Society
OFFICERS’ MEETING: 19November 2014, 11:00 (EST)

MINTUES

Agenda item: /
  1. Minutes of last meeting

Updates
Comments
ActionS / None
Agenda item: /
  1. Matters arising

Updates
Comments
ActionS / No additional items
Agenda item: /
  1. IBC Florence follow-up
  2. The Short Course is ready to upload once reviewed by . James tonight. A notice will go to the membership apprising them of its availability.

Updates
Comments
ActionS
Agenda item: /
  1. IBC Victoria update: John and Dee Ann met with Laura Cowen and Mitacs representative last week mainly to review an initial draft budget prepared by Mitacs. We need to clarify that the budget is prepared in CAN or US Dollars. Probably makes sense to prepare /present the budget in US Dollars. Main issue is about tax. Dee Ann will work with Laura on registering IBS in Canada. Food costs need to come down and officers are waiting to see revised numbers.
  2. There were some activities that WNAR wants to make sure happens during the IBC. Will follow up with Laura Cowen about exactly what WNAR wants to do.

Comments
ActionS
Agenda item: /
  1. IBC Barcelona: James reported on his trip to Barcelona where he met with Pere, Lupe, Beatrice (Grupo Pacifico) and discussed financial aspects of conference. If registration is collected in Spain we need to pay tax on that amount. If registration is collected in US, IBS is exempt from sales tax. Much more advantageous to collect registration in US. If lunches aren’t provided, we can bring conference in at 350,000 Euros. This excludes dinner, short courses and governance meetings. Lupe wants to be able to run reports on registration. Communications with the IBO will be essential. She would like to negotiate for a larger percentage of surplus. This will be discussed later. James viewed the conference center and dates have been reserved for July 8-13, 2018. Registration form is completed and when that is sent back to Barcelona, the conference center will initiate a contract and IBS will pay a 10% deposit. All contracts will be signed by IBS officer/staff. Three hotels opposite conference center would accommodate all registrants. The Maritime Museum will host the conference dinner and the space will be free, as a gift from the city. Flat fee of $12,000 plus staff time for onsite management will be paid to Grupo Pacifico.

Updates
Comments
ActionS / John wills sign the registration form and James will return it to Barcelona.
Agenda item: /
  1. Follow up from Executive Board meeting
  2. EB elections– Dee Ann is working with the Nominating Committee and a tentative date for a conference call is set. There are plenty of suggested candidates for consideration by the Nominating Committee. The election may not be held before the end of the year but Bylaws allow that the current board stays in place until a replacement is elected. James and John are reviewing the bylaws to make recommendations to the Executive Board in April re: elections and problems with sitting Executive Board members dropping out.
  3. Date of next meeting set – April 23 is set; Dee Ann will reach out to Ernst Witt about hotel in the next week or so.
  4. Policies and procedures were reviewed by James and John and some changes will be suggested to the Executive Board. These and the conference manual will hopefully be sent to the EB for approval by the end of the year.

Updates
Comments
ActionS
Agenda item: /
  1. Update on IBS standing committee activity
  2. Finance – James will send budget to Committee.
  3. Education–(i) travel guidelines; (ii) journal club; John will reach out again to the Education Chair.
  4. Editorial– No activity.
  5. Communications– Survey is out; website is being updated. John needs to write president’s column for final Bulletin of the year.
  6. Awards Fund –Materials for the new program are out to members from developing countries. Renato would like to step down. John willsend appeal to the regions to support the fund with contributions.
  7. Strategic Issues–Still have not identified a topic for the committee to consider.
  8. Conference Advisory–Now that Barcelona is settled as the site for 2018, John will write the committee and ask them to begin identifying possible sites for 2020.
  9. Past presidents
  10. Rep. Council

Comments
ActionS
Agenda item: /
  1. Any other business
  2. JABES Editorrecruitment-John will write Jennifer to see where she is in the process of forming a committee.
  3. Officer visitation to China - Elizabeth and James aren’t available. It’s a very clinical trials meeting. Andrea Berghold would be a good choice.
  4. Website: For those regions that have nothing, staff should put something there to direct people to the regions.

Updates
Comments

Adjourned: 12:10 PM (EST)

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