• June 2-3, 2005

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    ASBMR 2005 Summer Council Meeting

    June 2-3, 2005
    San Diego, California, USA

    Council Meeting Minutes – Day One

    Call to Order
    ASBMR President Sylvia Christakos opened the meeting, welcomed participants, and announced a quorum. She reminded Councilors of the confidentiality of meeting proceedings until published.

    Professional Practice Committee Report
    Dr. Christakos introduced ASBMR Professional Practice Committee (PPC) Chair Stuart Silverman, who reported on the World Health Organization (WHO) Report, Assessment of Osteoporosis at the Primary Health Care Level.

    After Dr. Silverman’s presentation, he noted the PPC, with Council approval, will address concerns raised by the WHO Report.

    Hormone Therapy Statement
    Dr. Silverman reported on the PPC’s proposed revision of the ASBMR Statement Regarding the Results of the Women’s Health Initiative (WHI) Hormone Therapy (HT) Trial. After discussion, Council suggested minor revisions.

    Ethics Advisory Committee Report
    ASBMR Ethics Advisory Committee (EAC) Chair Julie Glowacki provided a brief overview of the development of the ASBMR Ethics Policy and Guidelines and the EAC’s constitution and charges

    Dr. Glowacki discussed proposed policy changes and noted:

    • The Executive Committee sought EAC input on clarifying or detailing allowed and proscribed relationships of Officers with industry.
    • The EAC interpretations should reflect the philosophy of the ASBMR membership.
    • The EAC unanimously rejected providing a list of detailed examples of potential conflicts in favor of reviewing situations on a case by case basis.

    Discussion addressed:

    • Whether the Society prohibits industry-employed members from leadership participation [Note: It does not.]
    • Whether Officers cannot participate in designing clinical trials

    Ms. Goldberg thanked Dr. Glowacki and the EAC for the outstanding work they do on behalf of the Society.

    President-Elect Report
    ASBMR President-Elect Elizabeth Shane reported on the first Committee Chairs conference call and the new, annual in-person Committee Chairs meeting. She noted a suggestion from the Committee Chairs’ Meeting: The Journal of Bone and Mineral Research (JBMR) could summarize basic papers (especially the featured ones) for clinicians.

    Discussion noted:

    • JBMR could provide two sentences that explain how the research will have an impact on public health.
    • JBMR could provide a “key” in bullet format that summarizes how the paper relates to clinicians.

    JBMR Editor-in-Chief John Eisman noted that the micro-abstracts are designed to provide more translational information for clinicians.

    2005 Annual Meeting Reports
    Ms. Goldberg updated Council on the 2005 Annual Meeting registration and abstract submissions, noting a 2005 total of 1,809 abstracts, a decrease of 11 percent from 2004, and a five percent increase over 2003 [Note: The number does not include late-breaking abstracts.]

    Dr. Christakos adjourned the meeting at 6:40 p.m.

    Council Meeting Minutes – Day Two

    Call to Order
    Dr. Christakos opened the meeting, welcomed participants, noted confidentiality of proceedings, and announced a quorum.

    Council Strategic Retreat Follow Up
    Dr. Christakos provided a brief overview of the Council Retreat.

    WHO Report Follow Up
    ASBMR Councilor Sundeep Khosla suggested that the Society respond to the WHO Report, noting:

    • The WHO Report will need to be adapted for each country.
    • The Society could play a role in how the report will be used in the U.S.

    Discussion noted:

    • The WHO Report raises concerns for international members also; the Society could address these needs when commenting on the report.
    • The JBMR could publish an editorial, outlining concerns about the WHO Report.

    ASBMR Executive Director Joan Goldberg will work with PPC and a subset of Council on a response.

    Ethics Issues
    Dr. Christakos reminded Council of the EAC recommendations.

    A motion was made to approve the EAC recommendation to revise II (4) of the ASBMR Ethics Policy with added Council revisions. The motion passed. [Note: The revised policy can be found at www.asbmr.org/about/policies/ethics.cfm.]

    A motion was made to approve the EAC recommendation that David Goltzman become an ad hoc member of the EAC, effective immediately. The motion passed.

    A motion was made to approve the EAC recommendation to revise the ASBMR Ethics Policy XI (2), to increase the EAC to six members. The motion passed.

    A motion was made to approve the EAC recommendation that Clifford Rosen be approved as a regular member of the EAC (term ending in 2007), effective immediately. The motion passed.

    A motion was made to change the conflict disclosure procedures for Council Meetings to require: (1) the provision of a summary of Council disclosures before each meeting to Council, and (2) the responsibilities of each Councilor to recognize potential/actual conflicts and act appropriately [e.g., point out conflict, leave room/call, or recuse oneself from vote]. The motion passed.

    A motion was made to recommend that the EAC explore the issue of sending conflict-related issues that arise from review of the disclosure forms of candidates for leadership positions to the Executive Committee (instead of the Nominating Committee), excepting the Past-President (who chairs the Nominating Committee). The Executive Committee would make a determination. The motion passed. [Note: This motion was made to remove any conflict-related bias from the Nominating Committee process.]

    Ethics Review Committee
    Ms. Goldberg reminded Council of the need to constitute the Ethics Review Committee (ERC) to be in compliance with the Council-approved ASBMR Procedures for Processing Complaints of Ethical Non-Compliance. She also noted:

    • The ERC should have nine members including two co-chairs.
    • The ERC should have a balance of M.D.s, Ph.D.s, researchers and clinicians, and include international and U.S. members.
    • The Executive Committee provided names for Council consideration.
    • The EAC recommends that Council consider adding a former member from EAC (an individual not currently on, or rotating off, the Committee) to provide a historical perspective on the inception and interpretation of the Ethics Policy.

    After discussion the Council agreed (by consensus) that the Executive Committee should provide a list of names including two proposed Co-Chairs. Council will approve the final ERC membership.

    ASBMR 2005 Meetings
    Ms. Goldberg provided a brief overview of ASBMR meetings:

    • U.S. National Institute of Child Health and Development (NICHD)-ASBMR Meeting: Effects of Pharmacologic Agents on Bone in Childhood (April 2005)
    • U.S. National Institute of Arthritis and Musculoskeletal Diseases (NIAMS)-ASBMR Meeting: Bone Quality: What Is It and Can We Measure It? (May 2005)
    • ASBMR-NOF-ISCD FDA Osteoporosis Guidance Meeting [Note: This meeting was scheduled for mid-June 2005.]

    The discussion noted that the upcoming FDA meeting should include international representation.

    A motion was made to extend authority to Stuart Silverman to invite a representative from the Group for the Respect of Ethics and Excellence in Science (GREES) to the FDA Meeting and offer to cover business class travel from Europe. The motion passed. [Note: No representation was possible. The GREES Report will be provided when available.]

    ASBMR 2006 Meetings
    Dr. Shane reported on the recommendation to hold a Vitamin D Meeting. She noted:

    • The meeting focus would be on questions surrounding the definition, diagnosis and management of vitamin D disorders in humans.
    • The U.S. Agency for Health Research Quality (AHRQ) commissioned a report on vitamin D from the University of Ottawa; the report should be completed in early 2006.

    Discussion noted:

    • The meeting should include an international perspective.
    • The meeting should include opportunities for young investigators.

    A motion was made to approve the 2006 Vitamin D Meeting concept. The motion passed.

    Co-sponsorship of Osteoimmunology Meeting
    Dr. Shane reported on a request for ASBMR to co-sponsor an osteoimmunology meeting in Crete, Greece. She noted:

    • The meeting will be held from May 28th to June 2, 2006.
    • The ASBMR representative on the Organizing Committee is ASBMR Publications Chair Joseph Lorenzo.
    • The ASBMR would be listed as a co-sponsor of the meeting.
    • The Organizing Committee did not request funding but a monetary contribution would be appreciated.

    Discussion noted that ASBMR could provide funds to assist with young investigator travel grants to the meeting.

    Dr. Shane noted that the program is under development.

    A motion was made to approve ASBMR co-sponsoring the 2006 Osteoimmunology Meeting in Crete and possibly offering travel grants for young investigators once the details of the meeting are published. The motion passed.

    2004 Audit Report
    Ms. Goldberg introduced ASBMR auditors who reported on the 2004 ASBMR financial audit:

    • The audit process went very well. The ASBMR staff answered all questions and provided all requested information without delay.

    A motion was made to approve the ASBMR 2004 Audit Report. The motion passed.

    Investment Report
    Ms. Goldberg introduced Mercantile Senior Vice President Mani Govil, who reported:

    • The ASBMR Council approved changing the investment policy to diversify the portfolio for a higher expected return, but at a greater risk and diminished liquidity.
    • The equity markets in general have been negative this year, as have bonds.

    Mr. Govil noted:

    • No additional changes to the asset allocation of the portfolio have been made.
    • He is waiting for better timing to initiate investments in small cap equities and hedge funds, for a slow implementation of the investment policy revisions.

    Finance Committee Report
    Dr. Drezner reported on the continued good financial health of the Society. Ms. Goldberg reviewed the Statement of Financial Position and Statement of Activities (P&L) and noted:

    • Staff projections for all codes are noted on the P&L and footnotes explain any variances from budget.

    Ms. Hasson noted overall corporate support remains strong.

    Ms. Goldberg also highlighted noteworthy variances from budget:

    • A decrease in the management and headquarters fee negotiated by the ASBMR Executive Committee with SmithBucklin
    • A decrease in administrative and Annual Meeting-related staff support fees for ASBMR Deputy Executive Director Karen Hasson as she has accepted a job as half-time Executive Director for the American Academy of Nanomedicine (AANM)
    • Increased corporate support and registration fees for the Bone Quality Meeting

    Ms. Goldberg also noted that an unfilled administrative position may be filled later in the year.

    Dr. Drezner noted that the Society should constitute a task force charged with long-term planning to prioritize programs, and/or initiatives to cut if funding is not available, and to propose new revenue-generating initiatives.

    Ms. Goldberg noted:

    • The ASBMR staff is always researching and implementing expense-reduction strategies.
    • The ASBMR already has a system in place to evaluate programs that cost more than $15,000 per year or five percent of the total annual ASBMR operating budget.

    Discussion noted:

    • The task force should work with the ASBMR Finance Committee.
    • The task force could present ideas that could be discussed at the 2006 Council Strategic Retreat.

    2013 Annual Meeting Location Report
    ASBMR Senior Convention Manager Melissa Huston reported on 2013 Annual Meeting location proposals from Boston, San Francisco, Baltimore, Houston and Seattle. Council discussed options and previous commitments.

    A motion was made to approve Baltimore for the 2013 ASBMR Annual Meeting. The motion passed.

    Career Enhancement Awards
    ASBMR Publications Director Adrienne Lea reported:

    • The ASBMR Council approved funding for up to five Career Enhancement Award (CEA) grants in 2005.
    • The award provides each recipient with $35,000 in direct costs and a maximum of ten percent institutional indirect costs.
    • The CEA Review Committee includes Co-chairs Philip Osdoby and Stuart Ralston, and members: Teresita Bellido, Juliet Compston, Darryl Quarles and Clifford Rosen (ad hoc).
    • The Society received 22 applications (two each from Australia and Italy; one each from Canada, Egypt, Israel, and Singapore; and 14 from the United States).
    • The applications (with one exception) all fell into the Collaborative Research Award category.
    • The CEA Review Committee recommended four grants for funding, and the Executive Committee approved the recommendation.

    Discussion noted:

    • Council will decide the number of 2006 CEAs.

    Ms. Lea also noted:

    • By funding some of the CEA grants, the Society is funding human and animal studies; and she will seek guidance from ASBMR Attorney Peter Wolk regarding liability implications.
    • The EAC approved the CEA Potential Conflicts of Interest Policy.

    Teaching Award
    ASBMR Project Manager [later promoted to Associate Executive Director] Douglas Fesler reported:

    • The ASBMR Mentorship Award Task Force was charged with developing nomination guidelines, eligibility requirements, and award criteria for a junior teaching award.
    • The Task Force was chaired by past-president Jane E. Aubin and includes Lorena Havill, Nancy Lane, and Membership Development Committee Chair Andre van Wijnen.
    • The Task Force emphasized the need for quantifiable factors the Awards Committee could use to identify top candidates.
    • The Task Force believes a mentorship element should be an essential part of the award criteria.
    • The award criteria include:
      • Displaying a strong commitment to teaching and learning
      • Creating an effective research or learning environment
      • Using teaching and mentoring strategies that enhance student learning
      • Having a significant impact on students' intellectual development

    A motion was made to approve the “junior teaching award” with minor changes. The motion passed. [Note: For more information, visit www.asbmr.org/awards/index.cfm.]

    Federation of American Societies for Experimental Biology (FASEB) Evaluation
    Mr. Fesler reported on the FASEB Evaluation Task Force, which concluded:

    • FASEB membership is integral to the ASBMR’s success in increasing awareness and advocating for increased funding in bone and mineral research.
    • FASEB’s voice is vital in the debate of issues of deep interest to ASBMR members, such as stem cell research, open access, and conflict of interest policies for NIH employees.
    • ASBMR should continue its membership in FASEB.

    Mr. Fesler noted the Task Force, chaired by Larry Suva, included Jane Cauley, Francesca Gori, Clifford Rosen, and Paula Stern.

    Ms. Goldberg noted that FASEB will constitute a new committee to focus on the needs of clinical researchers.

    A motion was made to approve the FASEB Evaluation Report. The motion passed.

    Nominating Committee Report
    ASBMR Past-President and Nominating Committee Chair Robert Nissenson reported on the recommended slate for the 2006 Ballot for ASBMR President-Elect, Secretary-Treasurer, and Council, and recommendations for new committee members. He reminded Council that this information is confidential until approved and publicly released.

    Discussion noted:

    • The international representation is still not reflective of ASBMR’s membership, but is reflective of nominations.
    • The Society should continue to seek the help of international members to obtain more international nominees.
    • The Society could [continue to] inform membership of an ASBMR goal of more international members in leadership.
    • The ASBMR Exhibit Booth at the Annual Meeting could provide a venue to sign up/seek members interested in serving the Society.

    A motion was made to approve the recommended slate of ASBMR Officers. The motion passed.

    A motion was made to approve the committee member recommendations. The motion passed.

    International Travel Recommendation
    Mr. Fesler reported on Council’s request for staff to explore travel options (including business class) for volunteers traveling from abroad. He noted:

    • Staff review of travel policies for 13 related organizations, including: National Osteoporosis Foundation (NOF), International Society for Clinical Densitometry (ISCD), International Bone and Mineral Society (IBMS), and several SmithBucklin-managed clients and FASEB member societies.
    • The organizations did not reimburse volunteers for more than an economy, apex, or super saver round-trip ticket from the volunteer’s home city to and from the meeting city.

    After discussion, Council requested that the ASBMR Executive Committee consider flight time and the financial impact of business class travel reimbursement (for international Councilors and others) and make a recommendation for Council consideration at the September Council Meeting.

    JBMR Editor’s Report
    Dr. Eisman reported:

    • The JBMR published 103 articles, posted 72 papers on WebFirst (prior to publication), and received an ever-growing number of new manuscripts (over 800 new submissions projected) in 2005.
    • The average time from submission to initial decision is 28 business days; the small increase in turnaround time is due to the increase of submissions.
    • The Journal impact factor of 5.436 remains stable and places it 9th out of 88 journals in the Endocrinology and Metabolism category.
    • The Journal, in an effort to control costs, is enforcing a limit of eight printed pages for accepted articles and a limit of seven figures; authors of articles longer than eight printed pages are charged additional page charges.
    • The quality of the figures printed in the Journal could be improved; authors will now be directed to a digital art checker on the Sheridan Press website (complimentary) to help authors identify problems with figures before submitting them to the JBMR.
    • The ASBMR Raisz-Drezner JBMR First Paper Awards received 28 submissions. [Note: Awards will be announced at the Annual Meeting.]

    Dr. Eisman also noted:

    • Of manuscripts submitted since November 2004, 35 percent are basic, 23 percent translational and 42 percent clinical.
    • Manuscripts published in these categories are: 32 percent basic, 21 percent translational, and 47 percent clinical.

    Dr. Eisman also reported on JBMR staff changes:

    • JBMR Publications Special Projects Manager Heather Price will leave her position in August 2005.
    • JBMR welcomes Publications Assistant Matt Kilby, who started in mid-May.

    Abstract-Based Oral Presentation Selection Policy
    Ms. Hasson expressed concern about the new Annual Meeting abstract policy that each author could only present one abstract orally. She noted the policy:

    • Caused confusion for authors trying to decide which abstract to submit
    • Created problems for staff as policy is difficult to implement

    Ms. Hasson also noted that the intent of the policy is valid, but a better approach could be for the Program Committee to decide how many oral presentations one author should give.

    A motion was made to rescind the policy limiting an author to one oral presentation. The motion passed.

    A motion was made to approve the Consent Agenda. The motion passed.

    Dr. Christakos adjourned the meeting at 2:45 p.m.