Genetic Toxicology Association (GTA)
Minutes of the Spring Board of Directors Meeting
Teleconference
April 30, 2008
Meeting commenced at 9:00 a.m.





Attending Board Members: Matt Cowlen (Chair), Patricia Escobar, Magnus Evertson (Secretary),Warren Ku, Jiaqin Yao, Jane Clarke, Brinda Mahadevan

Attending Committee Members: Leon Stankowski (Treasurer), Chris Farabaugh (Assistant Treasurer), Krista Dobo (Newsletter Editor), Maria Donner (Membership Chair)

Other Participants: Wendy Anders (WebMaster)

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Membership Report

Presenter: Maria

Discussion:

1. Maria indicated that the membership is currently stable. The past 3 years of membership base will be used for mailing list and labels for the GTA newsletter.

2. Matt initiated a discussion, proposing the Board of Directors put forth an effort to gain growth in new membership registrations. Matt suggested Maria work with Wendy to collect membership information via the website. A question was raised if GTA should pursue email contacts via the website for membership dues.

3. Leon discussed the advantages of PayPal and its possibilities of collecting payments online via credit card. He suggested that as a beta test, half the Board register using the PayPal system to find problem areas to address before going live on the website. In addition Leon indicated that PayPal may have a tool for mass mailings avoiding spam filters.
4. Maria asked what the Board wants to do in order to retain membership. The Board discussed briefly how the membership should be handled in the future but decided to table the discussion for future Board meetings as old business.
5. The Board led by Matt discussed how to address collecting payments from existing member dues for 2008. The current member dues could be solicited via email and regular mailing. It was suggested the regular mailing reminder should go out with poster and meeting announcement.

Decisions and Assigned Action Items:

1. N/A
2. Maria/Wendy will collect membership information via online meeting registration, abstract submissions, and membership applications.
3. Leon/Matt/Wendy will develop and test payment forms as well as possible mass mailing function using PayPal.
4. Discussion tabled for the Summer Board meeting 10 July 2008.
5. Leon/Wendy will work to establish the email distribution for membership dues.
   Patricia will mail out the membership form (pink) together with the Poster and Meeting Announcement.

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Web Site Report

Presenter: Matt

Discussion: Wendy updated the Board:

1. Registration form available but not yet w/ PayPal link. Wendy mentioned a discussion with Leon regarding the form to mail or fill out online using credit card as the payment option.
2. Leon commented: after trying PayPal, money did go to the GTA account but thinks there are a few things that need to be worked out. Leon indicated that the current form does not allow you to purchase several items at the same time.
3. The membership, abstract and meeting forms on the website were briefly discussed and Wendy mentioned she needs comments on these forms.
4. Magnus discussed email links posted on the website.
5. Matt discussed links currently being added to the GTA website for SOT and EMS. It was suggested GTA also ask MASOT/EMS to include links to GTA on their websites. Matt indicated that MASOT has already committed to doing this but that follow-up is needed.
6. Krista mentioned that abstracts will only be published on the web. However, speaker and poster abstracts will go into the program printed for the meeting.
7. Website membership and meeting registration.

Decisions and Assigned Action Items:

1. {UPDATE} Done.
2. Wendy, will troubleshoot the system to correct the payment form (shopping cart).{UPDATE} Corrected.
3. Leon/Matt/Wendy to work on the 3 forms (membership, abstract, meeting).
   {UPDATE} Done.
4. Wendy to add link for emails to go to the secretary (magnus.evertson@boehringer-ingelheim.com). Emails regarding website should go to Wendy.
   Abstract submission and poster sessions emails should go to Ofelia/Patricia.
   Form goes to Wendy who will format to a usable form then it goes to Ofelia/Patricia.
5. Matt will provide a link to the GTA website for EMS and follow-up with MASOT.
6. Wendy to add a link for old abstracts and then a link for 2008 abstracts.
7. Wendy/Leon/Maria will finalize the forms on the web. {UPDATE} Done.
   

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Newsletter Report

Presenter: Krista

Discussion:

1. Krista mentioned that the Fall Newsletter is due 1 Aug 2008. Therefore, the deadline for contributions to the newsletter is 7 July 2008. Krista will need updates on speaker titles and corresponding abstracts as well as a letter from the Board of Directors Chair.
2. The newsletter will also need a membership profile. Magnus suggested the possibility of a profile of the late Jenness Majeska.
3. Brinda asked the board to send GTA information to SOT for an email broadcast. This would aid in promoting and advertise the GTA meeting.

Decisions and Assigned Action Items:

1. Board to provide final titles and abstracts prior to July 7, 2008. Matt to provide a letter from the Chair.
2. The Board agreed to profile Jenness Majeska in the Fall news letter. Krista to contact Pam ? for input and Magnus to contact a representative from BIPI as the main author for the profile. {UPDATE} Holly Dursema at BIPI agreed to write the membership profile. Holly will need a guideline for the write up.
3. Matt will send information to Brinda to forward to SOT for email broadcast.
   

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Student Outreach

Presenter: Patricia

Discussion: Discussion points:

1. The poster awards will be granted based on the abstracts and the money will be presented to the awardees during the GTA meeting. If award recipient cannot attend the meeting he/she will forfeit the award.
2. Submitted abstracts will be presented to the board for selection during the summer board of directors meeting (July 10th, 2008). If an abstract is affiliated with a board member that member should withdraw from the selection process. The notification of winners will be communicated by July 14th and confirmation of attendance will be requested. Announcements to those that were not selected will be sent by July 28th.
3. To retain student participation at the GTA meetings, Patricia and Ofelia propose we reiterate the waived registration fees for the GTA meetings.
4. It was agreed that the awardees will be announced and presented with the checks at the business meeting. As such, small changes in the schedule may be necessary.
5. It was suggested by Patricia the Board ensures that the students and/or young investigators are promoted allowed visibility during the meeting as well as in the GTA newsletter.

How will the announcement of travel awards be handled? — EMS newsletter, separate mailing, e-mail, web, personal contact; FDA, CDC, EPA, NIH?

Patricia asked the Board to decide how to distribute the awards among poster winners. She suggested 3 $750 awards for student posters and 1 $750 award for postdoc/new investigator poster.

Decisions and Assigned Action Items: The Board agreed with all discussion points.

The website will be updated to clarify the poster submission criteria and requirements for students vs. investigators.

The Board agreed the business meeting will be used to announce the winners.

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2008 GTA Meeting

Discussion:

1. Arrangements with Clayton Hall and Marriott
   (Leon): Contracts have been established. Leon is working on establishing insurance for the meeting.
2. Meeting budget (Leon) - no change
3. Scientific program (session organizers):
   All speaker letters have been mailed out except to Channa Keshava.
   
   Leon suggested everyone send out a reminder regarding abstracts a week or two before they are due. It was suggested that reminders for abstracts to be handled by session chairs. The Board also needs confirmation that form letters were sent out.
   
   Leon is trying to arrange any necessary flights for speakers to arrive at PHL by 3:00 pm on Sep 9, ensuring they have enough time to get to UDel and check in prior to dinner. Board meeting will be held 4:00 - 7:00 pm at Clayton Hall. Speakers will join for dinner at 7:00 pm Sep 9.
4. Poster session: Abstracts for posters will be selected during the Summer Board Meeting.
5. Meeting Evaluations (Jiaqin): A discussion regarding the evaluation format suggested the board provide input on questions to be included. Magnus/Matt suggested the evaluation form be as short as possible, preferably limited to one page. Matt suggested we provide an incentive for attendees to fill out the form. Jiaqin asked each Board member provide one question so that he could compile a list of questions to pool from when developing the evaluation form.
6. Excellence in Science Award: Matt proposed a change to establish a sub committee consisting of board members for the selection of the science award. A discussion was initiated suggesting that the Board should have one member included in the award committee to ensure the current GTA vision was represented when selecting an awardee.
7. EMS Newsletter Article (Matt): Contributions to the EMS newsletter are due 1 May 2008.

Decisions and Assigned Action Items: Leon to establish insurance for the meeting.

Magnus to send out invitation letter to Channa Keshava (cc Leon). [UPDATE] Invitation letter to Channa was sent out on 4/30/08.

Jane will draft form letter and correspondence will be handled by session chairs (mail letter on June 15).

Board to provide Jiaqin questions to be used for the evaluation form. Jiaqin will develop a draft evaluation form to be reviewed and discussed at the Summer meeting.

Matt will contact Dan Benz to discuss the current process and to share the GTA board's current vision for the organization.

Matt and Krista will finalize the draft letter and submit to EMS on 1 May 2008. [Update] Article submitted 30 April, 2008.
Adjournment

Meeting adjourned at 12:30 pm.

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