Minutes of the January 12, 2007 Meeting of the GTA Board of Directors

The Board of Directors of the Genetic Toxicology Association met at BioReliance Corporation, Maryland on January 12, 2007 at 9:10 am.

Attending Board Members: Patricia Escobar, Magnus Evertson, Ramadevi Gudi, Ofelia Olivero (Chair), and Jiaqin Yao. Also present: Maria Donner (Membership Chair, took the minutes in the absence of Matthew Cowlen, secretary). Called in: Krista Dobo (Newsletter Editor), Leon Stankowski (Treasurer), and Warren Ku.

Review of the Minutes from the Fall GTA Board Meeting: The minutes from the Fall Board Meeting on 19-OCT-2006, were reviewed. It was discussed how the Board can ensure that action items are followed up. A template in table form was brought forward as preferred format. The wording of the minutes needs some structure. The minutes will be presented in tabular edited form for the Board before approval.

Decisions and Assigned Action Items: Reformat and edit - Maria - due 1/31/2007.

Treasurer's Report:  The treasurer’s report was presented (Attached). The Fall 2006 GTA Meeting had a positive balance. Three attendees have still not paid the registration fee.

The Spring 2007 GTA Meeting is projected to have a positive budget balance as well; the increased dues and fees will increase the revenue, while the organizing cost should be approximately the same as for the Fall 2006 Meeting.

The 30-month CD is expiring on April 7, 2007. The rates will determine the renewal action.

It was discussed how to deal with members who already paid for 2007 ("old" due amounts). However, although the Board approved of the new dues on the Board Meeting on 19-OCT- 2006, it was not communicated to the membership. Therefore the dues already paid will be accepted.

The Board decided on its previous Board Meeting (18-OCT-2006) to solicit corporate sponsors for annual donations. No action has been taken, and the same questions remain as in October. Warren has contacted the EMS office for their letter to use as model for the GTA draft. It suggested that EMS corporate sponsor coordinator (R. Snyder) will be contacted.

A variety of opportunities for sponsorship of GTA exist since GTA meets biannually with many activities suitable for sponsorship. Sustainable membership would be one option as well.

Decisions and Assigned Action Items:

• Reminder to pay to the three participants - Leon
• Note will be sent to board before 31-MAR-2007 regarding renewal of the 30-Month CD - Leon.
• Contact EMS and Corporate Sponsor coordinator for letter – Warren
• Draft a GTA solicitation letter (based on EMS’s) to corporate sponsors, and sent to the Board for review - Warren.
• Dan Benz will be contacted regarding the history of sustainable members for GTA - Ofelia.

Web Site: Web site update requested from Jonathan Redburn (webmaster) before the holidays. It is particularly important to get the new dues and fees posted., as well as updated contact information and information about the upcoming Spring Meeting.

Consistency is needed for the Web site; currently the same information appears in several places. There are also links with no associated data.

Once the Web site is revised a Board member needs to accept the task of keeping the Web site updated. Alternatively the webmaster will attend the Board meetings.

Jonathan continues as Webmaster until replacement found.

Decisions and Assigned Action Items:

• The website will be updated before 19-JAN-2007 – Krista (via Jonathan)
• Notify Board when Web site revision is final - Krista
• Review revised Web site - Board
• Meeting material and Newsletter to Jonathan with deadline - Krista
• Dan Levy will be contacted regarding potential interest from Noah Newman - Ofelia
• Mr. Rossi at Covance will be asked if he is interested in Webmaster duties for GTA - Leon
• Advertise for Webmaster on Web site and in the Newsletter - Krista
• If a new Webmaster is not identified by the Spring 2007 Meeting, active recruitment needs to happen there - Board.

Membership Report:  
 A) Fees: About 100 members paid dues for 2006/2007.

1. Letter for membership dues to be resent in Newsletter in Feb ’07. Prompting membership should be a regular practice. It was noted that most members pay their membership fee in connection with meetings, not else.

  B) Updating the membership list:

1. The format of the membership list could be simplified to an Excel spreadsheet maintaining predominantly active members.
2. Should the generic user name and password be distributed after updating the membership list?
3. Membership brochures will be printed out and brought to the Spring Meeting.

Decisions and Assigned Action Items:

• Include dues' letter in Newsletter - Krista
• Reformat membership list - Maria
• Talk with Jonathon about best way to handle user name and password - Krista.

Newsletter Report:  Ideas for future Newsletters:

1. Point-Counter Point discussion between Sheila Galloway and David Jacobson-Kram on whether or not to drop in vitro mammalian cytogenetic assay from core battery could be a Newsletter item. (Approved on the Fall Board Meeting).
2. Person profile see 1. above. Ron Snyder could be other person to solicitate profile from.
3. Newsletter need to contain information about student posters at Spring Meeting.

The Board discussed the effort versus outcome of student outreach. The response to e-mails is low (<1%) and few students attend the meetings. It was considered worthwhile, perhaps with a focus on regional areas, and also to rise GTA awareness and visibility.

The EMS Newsletter editor has requested GTA information. Deadline for submissions is 12-JAN-2007. Ofelia was contacted; in the future Krista will continue being the contact person.

Decisions and Assigned Action Items:

• Tell Krista by mid-February how many Newsletters need to be printed - Maria
• Material for Newsletter to Krista 16-FEB-2007 - Board; Final agenda for Spring Meeting (Ofelia and Patricia); Letter from Chair (Ofelia); Photos (Ofelia)
• Labels for Newsletter to Krista by 28-FEB-2007 - Maria
• Also photos to EMS Newsletter - Ofelia
• Future contact with EMS Newsletter - Krista

Student Outreach:  Ideas for future Newsletters.

1. Dan Levy will return as outside Board member for student outreach issues.
2. Advertisement for GTA in SOT student postdoc assembly and graduate student group

Decisions and Assigned Action Items:

• Contacts with SOT - Warren

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Minutes of the April 26, 2007 Meeting of the GTA Board of Directors

The Board of Directors of the Genetic Toxicology Association met at Clayton Hall, University of Delaware, Newark, DE on April 26, 2007 at 4:30 pm.

Attending Board Members: Patricia Escobar, Magnus Evertson (minutes), Ramadevi Gudi, Ofelia Olivero (Chair), and Jiaqin Yao. Also present: Leon Stankowski (Treasurer).

Minutes from the Winter Board Meeting: The minutes from the Winter Board Meeting on 12 Jan 2007, were reviewed. Approval was motioned and seconded.

Decisions and Assigned Action Items:  Approved. Minutes will be included in newsletter and posted on the web site - Krista..

Treasurer's Report: The Board discussed the penalty fee due to the withdrawal of the automatically rolled over CD held at Wachovia Bank. The automatic roll-over was not clearly communicated by the bank. Also, the CD at Wachovia only provides a 3.1% interest. Therefore, the Treasurer will get rate quotes from various banks and provide a summary to the Board for selection and approval of a new CD.

Decisions and Assigned Action Items: Treasure's suggestions were approved.
The summary of rate quotes will be sent to Board via email - Leon.
The Board will select and approve move to a new CD.

Web Site:

Newsletter Report: The Board discussed the selection of a new profile for the next GTA Newsletter:
     Candidates for profile is one of the founding members:

Meeting Evaluation: Evaluations from spring meeting.

Decisions and Assigned Action Items: Summarize for next Board meeting - Rama.

Student Outreach: The board was asked to make a decision if the Student Outreach program will continue.
Dan Levy will step down as the outreach program liaison.

Decisions and Assigned Action Items: Student outreach discussion will continue at the summer board meeting.

EMS Student Reception:

Fall Meeting Agenda:

• The agenda title for the Fall meeting was discussed. To emphasize more on practical topics the fall meeting will focus on "Dealing with Positives".
• The board agreed that 6 speakers will be sufficient to cover the topic. It was desired to include at least one speaker from the FDA. It was also desired to include at least one speaker on screening assays.
  
  Decisions and Assigned Action Items: Magnus and Rama will be tasked to determine a final speaker list by 31 May 07. Magnus will contact Krista to establish the actual due date of the final agenda to be included in the next newsletter (Krista confirmed that 20 July 2007 is the due date for the final agenda to be included in the newsletter). Leon will reach out to potential exhibitors for the fall meeting.

Summer Board Meeting: The summer meeting will be held at Pfizer Groton on 13 July 2007. Topics for the summer meeting will include topic for the Spring 2008 meeting that will be planned by Jiaqin Yao and Warren Ku.

Old Business: Not discussed.

New Business: Not discussed.

Adjournment: The meeting was adjourned at 5:30pm.

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Minutes of the July 13, 2007 Meeting of the GTA Board of Directors

The Board of Directors of the Genetic Toxicology Association met at Pfizer Global Research, Groton, CT on July 13, 2007 at 9:20 am.

Attending Board Members: Ofelia Olivero (Chair), Matt Cowlen (Secretary), Patricia Escobar, Magnus Evertson, Warren Ku. Board Members Participating by Phone: Rama Gudi, Jiaqin Yao. Attending Committee Chairs: Leon Stankowski (Treasurer), Chris Farabaugh (Assistant Treasurer), Krista Dobo (Newsletter Editor). Committee Chairs Participating By Phone: Maria Donner (Membership Chair), Rassi Borneo (Webmaster). Other Participants: Errol Zeiger (GEMS), Christine Witt (GEMS).

Review of the Minutes from the Spring GTA Board Meeting: Future BOD minutes should be posted on the web, but not in the Newsletter

Decisions and Assigned Action Items:  Board agreed. Minutes were revised to indicate this change. Minutes approved.

Review of Action Items:

Review of Spring Meeting survey:   Survey indicated a desire for a regulatory and practical genetic toxicology focus with more time for networking. In addition, 19 of 25 responders indicated they would attend a 2 day meeting once a year (one additional responder said maybe). The board discussed this option. A two day meeting would allow for a broader scope to address attendee concerns expressed in the survey. Format could include keynote address, roundtables, workshops, social time for networking, etc.

Decisions and Assigned Action Items:  Board agreed to hold scientific meeting once a year for two days in the fall starting Sept 2008 (Tues, Wed, or Thurs) to avoid conflict with EMS. Focus will be on ICH/regulatory aspects of genetox. Spring Meeting 2008 will be cancelled.
Action: Add new meeting format to be to web site (flashing headline; Rassi), Newsletter (Krista), corporate sponsorship letter (Warren), and Fall Meeting agenda (Organizing Committee).

Presentation of GTA Excellence in Science Award at EMS:  Ofelia talked to Dan Benz. Decisions and Assigned Action Items: Acknowledged.

$100 Award to Mary Schockley. Decisions and Assigned Action Items:  Acknowledged.

Exhibitors for Fall 2007 Meeting. Decisions and Assigned Action Items: Leon to contact exhibitors for Fall meeting.

Corporate Sponsorship: 1) Request for sponsorship.  2) Thank you letters for recent sponsors. Decisions and Assigned Action Items:  1. Letter asking for corporate membership needs to be sent out soon. Should reflect new two-tiered membership and emphasize need for sponsorship to support new 2-day meeting format.
Actions:  Warren to write letter, Matt to sign and mail.
2. Actions:  Matt to write and send letters to Pfizer and Covance.

Cosponsor of student poster session at EMS

Decisions and Assigned Action Items:  Decision made to contribute $500 toward cost. Invoice already received from EMS. Leon to pay

Treasurer's Report: Approximately $2000 surplus since last report (just prior to Spring Meeting); however, $1000 is due for Student Travel Award, $500 is due to EMS to co-sponsor Student Poster Session, and meetings typically incur a small loss (the same is expected for Fall 2007). Net worth 30,500. Proposal to open new account(s).

Decisions and Assigned Action Items: New account(s) approved by Board.
Action: Matt to write letter to bank(s). Leon to provide contact info on new bank(s)

Web Site Report: Rassi is transferring web site account from Jon Redburn. Site down temporarily. Googling GTA gives “Grand Theft Auto” sites. Rassi will work to fix it. People don’t like chiming music on site.

Decisions and Assigned Action Items: Action:  Rassi to work on Google problem and eliminate music.

Membership Report:

Newsletter Report: Newsletter deadlines.

Decisions and Assigned Action Items: July 20 Deadlines:

Student Outreach: Four students attended Spring 2007 meeting with posters; three were from Ofelia's lab. No one from academic labs, which was focus of recruitment effort. Need to attract academic PI's in order for students to attend. Focus on new science would help. Two day meeting allows for both academic and regulatory science. Focus on academic scientists directly involved in genetox. Need to define the objectives of having students involved and what incentives are needed to achieve attendance.

Proposal by Magnus to have corporate-sponsored student research grant.

Warren proposed incentive should be cash award for best poster. Job placement service could be another incentive.

Decisions and Assigned Action Items: Keep simple for first meeting; bulletin board for job/CV postings. For the first two-day meeting, focus on inviting academic PIs and have open poster session with cash award. Action:  Warren to give outline of plan at Fall business meeting and write article for Newsletter.

Fall Meeting:

1. Meeting title: Positive, Now what? Topic suggestions: Relevance of positive findings, HESI update, Tertiary Review Committee, new science to address the issue
2. Exhibitors
3. Deadline for registration
4. Lunch Menu

Decisions and Assigned Action Items:

1. Potential speakers being contacted. Student award presentation after lunch. No poster session. Dates confirmed with UD.
2. Action:  Confirm exhibitors (Leon)
3. On-line registration deadline (at reduced rate) 1 week prior to meeting.
4. Lunch menu: Ginger Sesame Chicken Breast
       Broiled Filet of Salmon
       Baked Ziti with Fresh Mozzarella (limited number for vegetarians)
       Mixed Greens w/choice of dressing
       Stirred-fired Vegetable Medley
       Wild Rice Medley
       Chocolate Mousse
       Cheese Cake w/Seasonal Berries

New Business:

1. Fall 2008 Meeting
2. New Board member nominees are needed. Ofelia’s and Rama’s terms end in Sept.
3. GEMS/GTA Joint Meeting: Discussion with Errol Zeiger and Christine Witt. Follow-up from Vancouver EMS meeting. Need to explore ways to increase visibility of the organizations and how GEMS and GTA could collaborate, recognizing divergence of membership.

Decisions and Assigned Action Items:

1. 2008 Meeting Organizing Committee will be Matt (Chair), Warren, Chris, Jiaqin, and Leon.
   Action:  Determine framework of meeting and how to utilize layout of Clayton Hall (smaller rooms for breakout sessions, etc). To be discussed at Fall 2007 Board meeting.
   Action:  Warren to send EMS sample framework.
2. Action:  Board members to ask contacts who might be interested.
   Action:  Advertise in Newsletter (Krista).
3. GEMS open to exploring joint session at EMS meeting. Follow-up at a later date

Adjournment: Meeting adjourned at 2:30 pm.

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