• February 4, 2005

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    ASBMR 2005 Winter Council Meeting

    February 4, 2005
    Washington, DC, USA

    Call to Order
    ASBMR President Robert Nissenson opened the meeting, welcomed participants, announced there was a quorum, and reviewed the ASBMR’s confidentiality statement.

    Call to Order
    ASBMR President Sylvia Christakos opened the meeting, welcomed participants, announced a quorum, and reviewed ASBMR’s confidentiality statement. After self-introductions, Dr. Christakos noted:

    • The ASBMR Ethics Advisory Committee (EAC) has recommended revisions to the ASBMR Disclosure Form.
    • If Council approves the new form, each Council member will need to complete a new form.

    President’s Report
    Approval of Council Minutes
    A motion was made to approve the Council Minutes of September 30, 2004. The motion passed.

    ASBMR Memorial Task Force
    Dr. Christakos reported that the ASBMR Memorial Task Force is chaired by Robert Gagel and members include: Steven Goldring, Meryl LeBoff and Etsuro Ogata.

    ASBMR Membership and Marketing Assistant Anna Camele reported:

    • The Memorial Task Force is developing criteria to recommend to Council for honoring deceased members at ASBMR meetings or through awards.
    • The Memorial Task Force will provide recommendations at the June 2005 Council Meeting.

    ASBMR Women’s Task Force
    Dr. Christakos reviewed the ASBMR’s Women’s Task Force, its rationale, recommendation to constitute a permanent ASBMR Women in Bone and Mineral Research Committee, and goals:

    • Developing survey questions for an ASBMR membership survey
    • Mentoring ASBMR junior and senior female members
    • Holding an event at the 2005 ASBMR Annual Meeting in Nashville, TN, USA, with a speaker
    • Developing website links and articles related to women’s careers in biomedical science
    • Acting as a resource for potential female ASBMR speakers, awardees, session chairs, leadership nominees, editorial board members, NIH study section and journal reviewers, etc.

    A motion was made to approve the constitution of a permanent standing ASBMR Women in Bone and Mineral Research Committee. The motion passed.

    ASBMR Minority Task Force
    Dr. Christakos reported:

    • The constitution of the ASBMR Minority Task Force, chaired by Avery Ince, and including: Arline Bohannon, Sherri-Ann Burnett and Jeanette Keith
    • The Task Force charges: recommending how the Society can meet the needs of its diverse membership and attract more minorities to the Society and to ASBMR’s Annual Meeting
    • The Task Force recommendation of a breakfast at the Annual Meeting for interested minority meeting attendees

    Discussion noted:

    • The event should be open to anyone interested in helping the Society increase minority membership.
    • ASBMR is an international organization and should develop programs that include the entire membership.
    • Minority definitions are country-specific, and focusing on U.S. minority populations first may be best; advice should be sought from the International Nominating Task Force.
    • The Society can start with increasing minority participation in the U.S. and then develop other programs that will focus on the international membership.

    A motion was made to approve the Minority Task Force recommendation to hold a breakfast during ASBMR’s Annual Meeting that would be open to anyone interested in increasing diversity within the Society. The motion passed.

    ASBMR Center for Scientific Review (CSR) Task Force
    ASBMR Project Coordinator Kimberly Seyran reported:

    • The CSR Task Force is chaired by Joseph Lorenzo and members include: Philip Osdoby, Clifford Rosen, Mone Zaidi, Vicki Rosen and Jane Lian.
    • The CSR Task Force charges include:
    • Increasing the number of experienced senior investigators willing to review U.S. National Institutes of Health (NIH) bone-related grants
    • Educating investigators on how to complete successful grant applications
    • The CSR Task Force, working with ASBMR’s Membership Development Committee, is planning to offer a
      clinically focused grant-writing workshop at the upcoming ASBMR Annual Meeting.

    Ms. Goldberg noted that the CSR Task Force charges are also covered by the ASBMR Science Policy Committee (SPC); the CSR Task Force could become a subcommittee of the SPC.

    A motion was made that the CSR Task Force remain a task force or subcommittee for another year, at which time the role of the Task Force/Subcommittee would be evaluated. The motion passed.

    ASBMR Mentorship Award Task Force
    ASBMR Project Manager Douglas Fesler reported on the constitution of the ASBMR Mentorship Award Task Force chaired by Jane Aubin (members include: Lorena Havill, Nancy Lane, and Andre Van Wijnen). He reported:

    • The Mentorship Award Task Force is charged with reviewing all ASBMR awards and recommending revisions to descriptions, award criteria, award application and process.
    • The Task Force proposed the establishment of a mentorship award for young investigators.
    • The Executive Committee perceived the criteria for the proposed award as too vague and requested a recommendation for a young investigator teaching award with a mentorship component.
    • The Task Force is developing criteria for a new award and will present this to the ASBMR Executive Committee.

    ASBMR Career Enhancement Awards
    ASBMR Publications Director Adrienne Lea reported on the ASBMR Career Enhancement Awards (CEA):

    • ASBMR received 22 applications from all over the world.
    • ASBMR will provide up to five awards in 2005.
    • ASBMR received only one application for the sabbatical research award.
    • ASBMR’s CEA Review Committee members will identify potential reviewers for each application and identified applications that represent conflicts for Committee members.

    Discussion noted:

    • The Society should continue the award program; the number of awards given should depend on the Society’s

    A motion was made to continue the Career Enhancement Awards in 2006 and to base the number of award recipients on ASBMR’s reserves. The motion passed.

    ASBMR Mentorship Website
    Ms. Seyran provided an overview of the proposed ASBMR Mentorship Matching Program:

    • The new Career Development section of the ASBMR website will include a Mentorship Matching Program.
    • The program will include questions for users regarding specialty, career stage, institutional affiliation, and whether users wish to mentor or be mentored.
    • The answers to these questions will be used to match would-be member mentors and mentees.
    • The Mentorship Matching Program is focused on the Society’s young investigator members; however, it will be designed to allow mentor partnerships at any career level.

    Ms. Seyran also noted that the ASBMR Website’s Career Development section will include information on:

    • Enhancing one’s career
    • Government and non-government grants and funding opportunities*
    • ASBMR Annual Meeting sessions of interest and awards available to young and junior investigators*
    • Ways for members to become active in the Society*
      [*currently available but not consolidated on the website]

    Finance Committee Report
    ASBMR Secretary-Treasurer Marc Drezner reported on the 2005 budget and reviewed the December 2004 financials. He noted:

    • ASBMR is in excellent financial health.
    • ASBMR’s 2004 projections show a considerable net gain.

    Ms. Goldberg explained that the current 2004 projections were better than previously forecasted and attributable to many factors unforeseeable before the Annual Meeting, or when ASBMR staff prepared the year’s budget. She noted that these factors include:

    • A 27 percent increase in nonmember registration for the ASBMR Annual Meeting over 2003, a nine percent increase in member registration, and a 51 percent increase in guest registration.
    • Additional unpredictable increases over budgeted revenue include increases in membership dues, Primer orders, JBMR reprints, newsletter support and young investigator award donations.
    • Corporate support was strong for the Annual Meeting and the Advances in Skeletal Anabolic Agents for the Treatment of Osteoporosis (Anabolics Meeting).
    • Staff support was under budget due to the inability to fill a vacant manager position and the hiring of staff at lower levels.

    Ms. Goldberg also discussed increased expenses:

    • Some expenses increased due to higher costs associated with serving more members.
    • ASBMR Annual Meeting expenses increased due to the costs associated with increased meeting attendees, corporate support and meeting-related expenses.
    • ASBMR staff administrative expense will increase in 2005.

    Dr. Drezner noted:

    • ASBMR’s Mercantile investments remain strong.
    • At the December Finance Committee meeting, the Committee and staff began thinking strategically about ASBMR’s long-term financial health and the long-term impact of Council’s decision to use a portion of “excess” reserves to fund programs.
    • It became clear from the Committee’s discussion that ASBMR expenses continue to rise with certainty while revenue remains unpredictable from year to year.

    Dr. Drezner noted that Council should continue to be careful about considering the use of reserves and regularly evaluate their use.

    A motion was made to table the vote to approve ASBMR’s 2005 Operating Budget until after the Management Committee Report. The motion failed.

    A motion was made to approve ASBMR’s 2005 Operating Budget. The motion passed.

    ASBMR Corporate Support
    Ms. Hasson reported that the Society corporate fundraising for both the ASBMR Annual Meeting and the upcoming Bone Quality Meeting is very successful:

    Revised Investment Policy
    Ms. Goldberg introduced Mr. Govil, who provided a brief history of ASBMR’s initial investment strategy and reported on proposed revisions to ASBMR’s current Investment Policy:

    • ASBMR’s initial investment goal was to maintain two years’ operating expense in reserves. [Note: This was later revised by Council to one year.]
    • Current ASBMR asset allocation target ranges (and actuals) are:
    • 0-10 percent in cash equivalents (actual 10 percent)
    • 30-50 percent in bonds (actual 34 percent)
    • 40-70 percent in equities (actual 55 percent, of which seven percent are international equities)

    Mr. Govil noted the revised investment policy – recommended by the ASBMR Finance Committee – proposes new asset allocation guidelines, with new investment categories to improve ASBMR’s returns.

    A motion was made to approve ASBMR’s revised investment policy. The motion passed.

    Mr. Govil summarized:

    • The revised investment policy will move ASBMR’s investments to asset allocations with traditionally better returns but lower liquidity – the investments cannot be easily transferred into cash. (Transferring funds to cash will take longer and may be subject to penalties.)
    • The revised investment policy will be implemented gradually (over a six- to 24-month period) and will be frequently evaluated with the goal of out-performing the previous portfolio.

    ASBMR Ethics Advisory Committee Report
    Policies and Procedures for Processing Complaints
    ASBMR Attorney Peter Wolk reported on the draft ASBMR Procedures for Processing Complaints of Ethical Non-Compliance and provided a brief overview:

    • This document establishes guidelines for how the Society should deal with a volunteer thought not to be compliant with the Ethics Policy and Guidelines for the Leadership of the ASBMR.
    • If this process is approved, ASBMR will need to constitute an Ethics Review Committee (ERC), a standing Committee charged with handling the complaint process.
    • The ERC should consist of nine appointed members – with no less than three hearing any individual complaint – and includes two Co-chairs whose terms overlap.
    • The two Co-chairs would review complaints before the panel and have the authority to drop a complaint (if there are no grounds) or resolve a complaint without further process.

    Discussion noted:

    • The Co-chairs have a lot of authority in this process.
    • The policy should include specific criteria for appointing ERC Co-chairs.

    Mr. Wolk noted:

    • If Co-chairs have a conflict, the complaint would be reviewed by the Panel comprised of Committee members.
    • The Co-chairs would be elected by the ERC and would need to be approved by Council.
    • The ERC will not review issues outside the scope of the Ethics Policy and Guidelines for the Leadership of the ASBMR.

    A motion was made to approve the policy and procedures for processing complaints pending incorporation of revisions and review by the ASBMR Executive Committee. The motion passed.

    Ethics Advisory Committee (EAC) Recommendations
    Ms. Goldberg reported on the recommendations from the EAC, chaired by Julie Glowacki:

    • Revisions to the ASBMR Disclosure Form recommended:
    • Editing the form throughout for clarity
    • Re-inserting the term “Duality”
    • Adding an additional category of relationship for disclosure: (4) Employment or executive positions in pharmaceutical, medical device, or diagnostic companies

    A motion was made to approve the recommended revisions to ASBMR’s Disclosure Form. The motion passed.

    • The EAC proposed to amend the Ethics Policy and Guidelines for the Leadership of the ASBMR to prevent Councilors from simultaneously serving on Boards or Councils of other organizations.
    • The list of organizations appeared in a previous iteration of the ethics policy, but the list was removed at Council’s recommendation.

    A motion was made to approve the EAC recommendation (#3) to modify the ASBMR Ethics Policy per the above recommendation. The motion failed.

    2005 ASBMR Annual Meeting
    Dr. Christakos introduced the 2005 ASBMR Annual Meeting Program Co-chairs Michael Econs and Pamela Robey [who joined by telephone].

    Drs. Econs and Robey briefly reviewed the 2005 Annual Meeting Official Program. They noted that highlights included addition of:

    • Clinical half-day sessions
    • More Clinical Roundtables (well received last year so increased from two in 2004 to one per day in 2005)
    • More Meet-the-Professor sessions

    Dr. Robey also noted a change in the Late-Breaking Abstracts Session:

    • The session will be advertised; however, if there is an insufficient number of worthy abstracts, then the session would be cancelled.
    • Worthy abstracts would be presented at extended sessions.

    Dr. Christakos commended Drs. Econs and Robey for their hard work in organizing the 2005 Annual Meeting.

    Ms. Hasson also acknowledged the contributions of ASBMR Program Manager Yvette Dalka and Senior Program Assistant Amy Werner.

    Accreditation Council for Continuing Medical Education (ACCME) Guidelines and Implementation
    Ms. Hasson reported on ASBMR’s efforts to comply with the new ACCME guidelines:

    • ASBMR staff is aggressively trying to obtain all Annual Meeting speaker disclosure forms.
    • The disclosure forms will be reviewed by the Program Committee Co-Chairs and Dr. Christakos.
    • All speaker conflicts must be identified and resolved before the Annual Meeting.
    • ASBMR is updating all of its literature to incorporate the additional information needed to comply with the ACCME Guidelines.

    Ms. Goldberg noted that ASBMR will not offer continuing medical education (CME) credits for the poster sessions because there is insufficient time to review poster presenters’ conflicts and resolve them.

    Dr. Econs noted that it’s important for the Society to have a mechanism to resolve conflicts once identified; the Program Committee will review the disclosure forms with input from the Ethics Advisory Committee, if needed.

    Ms. Hasson noted:

    • The ACCME guidelines do not make any distinctions with regard to the level of the financial relationship of a conflict.
    • The ASBMR CME credits will continue to be provided by the Federation of American Societies for Experimental Biology (FASEB).
    • FASEB plans to offer 40 CME credits for the 2005 ASBMR Annual Meeting (compared to 48 in 2004).

    ASBMR Management Committee Report
    Ms. Goldberg introduced SmithBucklin Chief Operating Officer Julie Silverstein, who reported on SmithBucklin’s fee structure:

    • SmithBucklin fees include fixed fees, pass through fees and variable fees:
    • Fixed fees are largely for costs associated with running the office (electricity, database maintenance, etc.).
    • Pass through fees are for the use of services such as copy machines and technical computer services.
    • Variable fees are associated with administrative staffing costs and are determined by the standard hourly billing rate for each staff member (and cover individual compensation and computer, office space, etc.).
    • Billing rates reflect staff skill set, experience and level within the organization.

    ASBMR and SmithBucklin staff was excused for Council’s private meeting to review the Management Committee Report. After the meeting resumed, Dr. Nissenson reported that the ASBMR Management Committee commended ASBMR Executive Director Joan Goldberg and staff.

    Strategic Plan – Update and Brainstorming
    Ms. Goldberg reported on the 2005 ASBMR Strategic Plan and Progress Report and requested feedback from Council.

    Discussion noted:

    • ASBMR needs to develop a plan for smaller meetings in 2006 and beyond.

    A motion was made to approve the ASBMR Strategic Plan. The motion passed.

    FASEB Strategic Plan
    Ms. Goldberg reported on the FASEB Strategic Plan and noted:

    • FASEB will focus on more clinical initiatives, as there was concern among FASEB Board Members and member society Executive Directors that FASEB was focused on basic science only.
    • The FASEB Board was reduced to 34 members (originally 38).
    • The FASEB Board will meet once a month by telephone.
    • The FASEB dues structure is changing; ASBMR dues will rise in 2005.

    Ms. Goldberg also noted that FASEB remains active in public affairs:

    • FASEB asked for a six percent increase in the NIH budget, but NIH may only get an increase of 1.5 percent
    • FASEB sent a letter to the U.S. Small Business Administration (SBA) seeking assistance with limiting the impact of Open Access on scientific societies.

    JBMR Editor’s Report
    JBMR Editor John Eisman reported:

    • JBMR received 773 manuscripts in 2004, a five percent increase from 2003.
    • JBMR’s average turnaround time from submission to initial decision remains 27 business days.
    • JBMR’s impact factor of 6.225 places it 9th out of 88 journals in the Endocrinology and Metabolism category.
    • JBMR ranks third when ranked only among original study journals in the Endocrinology and Metabolism category.
    • JBMR published 269 manuscripts on JBMR WebFirst; in 2004, WebFirst received 5,404 download transactions from subscribers and 537 pay-per-view transactions.
    • JBMR received 13 submissions for the ASBMR Raisz-Drezner Journal Awards. The deadline for submissions is July 31, 2005.
    • JBMR will mark its 20th anniversary in 2005, and the new cover will be highlighted by an anniversary banner all year.
    • JBMR will also include in each issue a “JBMR Classic” article, reprinted from an earlier issue of the Journal.
    • JBMR instructions for authors (printed in the Journal) were revised and include word and page limitation requirements for abstracts and manuscripts.
    • JBMR’s 2004 advertising revenue increased by five percent over 2003, thanks to JBMR’s Advertising Sales Representative Steve Kavalgian.

    Dr. Eisman also commended the entire JBMR staff for their hard work and continued dedication to excellence.

    Future ASBMR Meetings
    ASBMR Senior Convention Manager Melissa Huston reported:

    • ASBMR’s 2012 Annual Meeting will be held in Minneapolis.
    • ASBMR’s 2014 Annual Meeting could be in Houston if Council approves the meeting dates.

    Ms. Huston noted that the September 12-16, 2014, dates do not conflict with any holidays.

    A motion was made to accept the Houston September 12-16, 2014, dates only if the October 24-28, 2014, dates conflict with other meetings of interest. The motion passed. [Note: The October dates were a week from the American Society of Nephrology (ASN) meeting (November 4-9, 2014); therefore, the September dates were confirmed.]

    A motion was made to seek 2013 Annual Meeting proposals from Boston, San Francisco and Baltimore. The motion passed.

    ASBMR Consent Agenda
    Ms. Goldberg introduced ASBMR Media Relations Coordinator Melissa Haynes and thanked her and Ms. Lea for their efforts with ASBMR’s recent press release. She noted:

    • Ms. Lea drafted the press release that tied together research published in the Journal, the U.S. Surgeon General’s Report on Osteoporosis and Bone Health, and the need to increase NIH funding.
    • Ms. Haynes sent the press release to news media.

    Ms. Goldberg also noted that this information will be used for advocacy efforts on Capital Hill, posted on ASBMR’s website, and sent to ASBMR’s membership in a broadcast email asking them to share with their local media.

    A motion was made to approve ASBMR’s Consent Agenda. The motion passed.

    Open Access
    Ms. Goldberg noted that NIH-funded investigators will be asked to submit their manuscript voluntarily to PubMed Central upon the manuscript’s acceptance for publication.

    Ms. Lea noted concern regarding liability and what is covered by ASBMR’s publisher’s insurance; she is seeking a legal opinion from Mr. Wolk. Ms. Goldberg also noted that there are concerns about copyright infringement.

    Discussion noted:

    • Manuscripts posted on PubMed for public review should first go through the review and edit process.
    • Authors could notify journals – informing them to submit their manuscript for posting on the NIH website – and the Journal staff could post the manuscript after the review and edit process is complete.

    Volunteer Travel
    After Council discussion, a motion was made to approve ASBMR reimbursing Council and Committee Chair travel expenses (food and lodging) for the one or two days that volunteers arrive before the Annual Meeting. The motion passed.

    A motion was made to explore travel options (including business class) for all volunteers who travel from overseas. The motion passed.

    Dr. Christakos adjourned the meeting at 3:45 p.m.