Minutes of EACD Mid Term Meeting 2014

Transcription

1 Minutes of EACD Mid Term Meeting 2014 Held on 16 April 2014 between 1200hrs and 1400hrs European Central Time Meeting Venue: Meeting was over the web with Gotomeeting Present: Hans Forssberg (HF) Chairman EACD Arnab Seal (AS) Secretary EACD Jenny Carroll (JC) Treasurer EACD Giovanni Cioni (GC) Member Bernard Dan (BD) Member (Chair Scientific Committee) Friedrich Brandstetter (FB) President Vienna Meeting 2014 Jens Bo Nielsen (JBN) President Copenhagen Meeting 2015 Oleh Kachmar (OK) Co-opted Member (Educational Website) Alain Chatelin (EC) Co-opted Parent Member Apologies: Rainer Blank (RB) Co-opted Member Lindsay Pennington (LP) President Newcastle Meeting 2013 Nicola Joleff (Turvey) (NT) Member, Newsletter Editor Also Present: Diana Lincke, Project Manager, Vienna Meeting 2014 (present for first half of the meeting) Hans Forssberg opened the meeting at 12:00hrs on 16 th April The minutes of the mid-term meeting held in Newcastle, UK on 9 th October 2013 were read and accepted without any changes. Matters Arising Life Membership AS reported that none of the European or American Organisations have a life membership. Some of the Indian organisations do. AS will bring a proposal to the next GMC for life membership. Direct Debits JC and AS reported that all existent direct debits were investigated and as many members as possible were contacted and advised to stop direct debits. No further action is planned. Action Point AS will bring Life Membership proposal Treasurers Report JC reported on the current financial balance. Cash in bank 143,048.75

2 Additional funds to come: Membership fees from Newcastle Meeting 11,371 (plus share of surplus profit 32,119) No expenses incurred for the current mid-term meeting. JC has opened a Virgin Money account and EACD will transfer 50,000 to this account to get a higher rate of interest. JC has done further work on the data protection policy and also obtained a legal opinion on it. JC will circulate this and it will be discussed and adopted at the Vienna GMC. The policy will be presented for the AGM and published on our homepage. Action Point JC will circulate Data Protection Policy. Vienna Meeting FB & DL updated the GMC regarding the progress: 1. Abstracts have been received from all over the world, total of 176 abstracts of which 134 were accepted and 36 were accepted for oral presentations. There were 21 applications for instruction of courses and 14 have been accepted. Of the 7 others, one has been given an oral presentation and 4 have been given posters. 2. The reviewing process for the applications went very well. Asking many people to review has worked well, apart from a couple of situations. The abstracts have been of varying quality. BD advised that only some should be published in the DMCN, though DMCN (Anne-Marie Halligan) has advised that all should be published. The EACD however, pays for this. It was agreed that BD will liaise with Anne-Marie Halligan and advise that the EACD Scientific Committee will only select the ones that are to be published in the DMCN. All the rest will be in the conference booklet. 3. The GMC advised the local organising committee that the conference abstracts could be published online. This would allow the participants to access the material during the conference and also would save on printing costs. 4. GC requested that internet access should be available during the conference. DL reported that this would be arranged if the budget allows. 5. There will be video recording of 6 lectures. The Vienna Team will need to get consent from the speakers using the EACD consent form.

3 6. AC questioned whether the parent session will have only local participants or will there be invitation to international participants. The Vienna team are looking at participation from both local and international participants. AC pointed out that translators may be necessary depending on languages spoken. 7. AC reported that he is in touch with the Copenhagen Parent Association. HF reported that there is good contact with parent organisations in Stockholm. 8. DL sought clarity regarding the number of copies of DMCN are required. It was agreed that copies would be needed for all participants. 9. DL queried whether there was any financial support from the European Union. BD clarified that there was only moral support and patronage but no financial support. 10. The GMC meeting and the nomination committee meeting will be on the 2 nd July. The National Co-Coordinators meeting will need to be organised over lunch time on Friday 4 th. DL will organise the room and lunch and EACD will pay for this. Action Points: 1. BD will check with Anne-Marie Halligan from DMCN regarding of printing of the selected abstracts. 2. The Vienna team (FB and DL) will look at the possibility of only producing an online version of the conference booklet. 3. The Vienna team (FB and DL) will be videoing 6 lectures, they need to obtain written consent using the EACD written consent form. 4. The Vienna team (FB and DL) to look at the need for translators particularly for the parent s session. 5. DL to organise the national co-ordinators meeting (about 25 people) with lunch over Friday Lunchtime on 4 th July. Copenhagen Meeting 2015 JBN reported that the dates set for this meeting are 27th to 30th May The organising committee is meeting every month and is making good progress. Six key note speakers have already accepted to deliver lectures. The draft program has adequate free slots for free papers. The team have started making applications for sponsorships and grants.

4 The last date for submission of abstracts was agreed to be end January 2015 The local committee will have the mandate for setting the fees for the meeting. The current suggestion from the local committee is 10 euro s over the Newcastle fee. AS pointed out that the Newcastle meeting had a significant surplus and whether the fees could be kept the same. A decision will be taken by the local committee based on the revenue being generated from sponsorship. There will need to be advance payment for the local venue. The EACD can provide a loan of 10,000 to the local team. JBN will liaise with JC regarding this. Annual Meeting 2017 The only bid received is from Amsterdam, the dates set are 17th to 20th May Jules Becher had sent a presentation regarding the Amsterdam meeting. The meeting bid was accepted by the EACD and GMC. HF will write to Jules Becher and the local team asking them to clarify the theme of the meeting. CP Recommendation Workshop HF reported on the progress with the CP recommendation workshop, to be held in Vienna on 3rd July. EACD will work alongside the AACPDM and the AusCPDM. The delegates from the US and Australian teams have agreed. EACD is organising the first workshop. It is hoped that subsequent meetings and leadership will be conducted by the International Alliance (IAACD). The list of participants to the workshop from Europe was discussed. AC and several others are already included as speakers. GMC suggested a broad representation from many countries, and HF will approach the National Coordinators to get names of interested colleagues. NICE are producing CP guidelines in the UK. HF contacted the NICE team and the EACD will be invited to be a stakeholder organisation. The ICPS will also express interest to be a stakeholder. Action Points HF will contact the national coordinators to get a broad representation of European delegates for the CP workshop in Vienna International Alliance of Academies of Childhood Disability (IAACD) HF had circulated a draft Memorandum of Understanding (MoU) for comments; a final version will be presented at the Vienna meeting for acceptance and signing. A similar procedure will be carried out at the AACPDM annual meeting in San Diego in September.

5 The questions raised were the following: 1. How will the biennial IAACD meeting work in relation to existing academy meetings? HF clarified that the IAACD meetings will rotate across the continents and will be run concurrently with the annual meeting for that particular continent. This way the meeting will come round approximately every 10 years to any particular continent. 2. Funding will be obtained from sharing the profit of the biennial meeting with the host Academy and from membership fees paid by the member academies, i.e., there will be no individual membership. 3. JC questioned whether IAACD will be a separate organisation with legal statutes and a governing body. This is currently unclear but this is a task for the Steering Group to solve and it will be clarified once the organisation comes into existence. Currently it will be an alliance but may need to be a formal organisation. Action Points 1. HF will produce the final version of the memorandum for signing in Vienna. Nomination of GMC Members 1. HF and Jane Williams (JW) had circulated the current situation regarding members of GMC. The call for nominations has already been published on the EACD Education website. Further clarifications discussed in the meeting were: * The Constitution on the EACD website is not the current one and need to be changed. The Constitution was revised by AGM in Zagreb 2008 where it was agreed that a term at the GMC is 3 years, and that a member can be reelected once. * Nominations will be required for a new Chairman, HF has served two terms and cannot be re-elected. In addition, treasurer and two ordinary members are up for election. JC has already agreed to be nominated for a 2nd Term as Treasurer, and also NJ is willing to serve a second term. BD is elected for a first term between 2011 and 2014 (as he was elected in Rome). He can stand for re-election. BD will decide and contact Jane Williams (JW). AC and OK are co-opted members. HF suggested that OK can be nominated to be elected as an ordinary member in the role of East European Coordinator and Coordinator of the Education website. RB has been co-opted as chairman of the Scientific Committee, but this mandated has ended since BD has taken over that role. HF observed that the terms of the GMC members are similar and not distributed. This might become a problem next time there will be a renewal of

6 members, and the Nomination Committee might consider distributing the terms in a better way in order to get a better continuation. Actions Points: 1. AS to clarify the term of office of GMC members and Nomination Committee members. 2. AS to contact Webmaster Spencer Morgan to make the necessary changes to the EACD website and update the Constitution 3. HF will liaise with JW regarding how many members should be elected in Vienna as replacing a large number of members on the GMC will result in lack of continuity they need to be staggered. 4. HF will nominate OK becoming a Member from a Co-opted Member to put forward to the AGM for election. Other Matters 1. FB questioned the duties and responsibilities of the Scientific Committee. BD clarified that the main responsibility is preparing the scientific programme for the annual meeting. In addition the role involves providing information and advice for any scientific queries received. During any annual meeting the Scientific Committee is involved in abstract selection, selection of instructional courses, selection of abstracts to be published in the DMCN and help with selecting chairpersons for sessions. 2. The GMC agreed that the current Web meeting using the software Gotomeeting was extremely useful and effective. It saved time, money and reduced the EACD s carbon footprint. The GMC agreed that such a format for a meeting would be appropriate for additional meetings. Action Point: 1. AS will check whether there is an existent document clarifying the role of the Scientific Committee. The next mid-term meeting will be held in Stockholm. AS to liaise with the Stockholm Meeting President Ann-Christan Eliasson regarding the dates. The proposed dates are in the 2nd half of January This has now been agreed as 16th and 17th Jan 2015 Date and Time of Next Meeting 2nd July am in Vienna Proposed date for next Mid-term meeting is 16th/17th January 2015