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92nd Annual Business Meeting Minutes

July 28, 2022

92nd Annual Business Meeting Minutes

Tuesday, May 24, 2022
Peppermill Resort & Casino, Reno, NV
These minutes are abridged. Full minutes can be accessed in the Members Section of the AsMA website: www.asma.org.
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Call to Order (James Devoll): A quorum of more than 100 members in attendance was met and the meeting started at 12:00 pm PDT on Tuesday, May 24, 2022.
   In Memoriam (DeVoll): The president asked attendees to pause to remember those members who passed away this year.
   Recognition of Past Presidents (DeVoll): Dr. DeVoll invited the Past Presidents of AsMA to rise and be recognized.
   Report of the President (DeVoll): Welcome to everyone and thank you for being here today. This in person meeting in Reno during our usual May time frame has been a long time coming. A typical governance year would have only two Council meetings, but this year we are having three: August in Denver, our usual mid-year meeting in November, and now. This is a breath of fresh air to communicate with people in person. We are returning to normalcy.
   AsMA has continued to support the work of CAPSCA as part of ICAO and the efforts to improve aviation safety in the era of CO VID and beyond. Dr. Kris Belland serves as AsMA representative to CAPSCA and continues to do an outstanding job. In January, AsMA representatives (Drs. Salicrup, Schroeder, Wilkinson, and Blocker) provided commentary on a proposed Electronic Bulletin regarding the return to duty, fitness to fly, and/or control post COVID infection. This has been an important effort highlighting the contributions of AsMA to the international aviation industry.
   The Home Office staff has continued to be fantastic throughout a hectic year of unique challenges, not to mention the additional planning and coordination challenges of the joint meeting with the Undersea & Hyperbaric Medical Society.
   In the February 2022 Newsletter, Pam Day laid out the approved change in the Journal previously approved: the online version will be the primary member benefit starting in July, with an added benefit of greatly reduced cost for color images.
   ACGME: The movement to provide definition and separation between the three preventive medicine specialties has certainly been tortuous but we are continuing to see progress. Comments were due to ACGME by March 30. [Ed. Note: This was approved in June.]
   ACOEM has proposed hosting two virtual roundtables (each 1.5 to 2 hours in length) and an online survey to explore
the impact of obesity in the aerospace and defense industry, provide awareness of programs to fight obesity, and identify the feasibility of implementing a comprehensive obesity benefit for employees in this industry. Among other meetings, we are planning a meeting with the Indian Society of Aerospace Medicine this week.
   Future issues: A review and update of our dues structure.
   Report of the Executive Director (Sventek): Mister President, officers, and members of the Aerospace Medical Association, I am happy to report that the Aerospace Medical Association is slowly recovering the negative impact of the COVID-19 pandemic. Organizations around the world were negatively impacted by this deadly virus; AsMA was organized, equipped, and operating remotely for several years. The AsMA HQ team business model included working in the AsMA office building 3 days each week and remotely 2 days per week. When government agencies recommended a shelter in place prevention plan, Gisselle Vargas and I built a schedule that required one AsMA employee in the office in the morning, one morning per week. The AsMA employee would arrive at normal opening time and work in the office until the mail was delivered. The employee would sort the mail and distribute appropriately. Once completed, the AsMA employee would then return home and work the remainder of the week safely from home. We are continuing this work schedule until it is clear the virus is completely under control. It should be noted that all AsMA Staff members are full vaccinated against the COVID-19 virus and all of us have received the recommended booster shots as well. I would like to publicly thank the incredible AsMA Staff and our Journal independent contractors for their strong work during the pandemic.
   The work of the Association also continued during the pandemic through the efforts of the AsMA Council and AsMA volunteers. I want to thank all who volunteered this past two plus years to help move the Association forward. Thank you for your continued strong support of the Aerospace Medical Association.
   AsMA membership dropped during the pandemic but has recovered to around 2,000 active and paying members. As of this report, AsMA membership totals 1,999. We believe part of the reason for the drop in membership was due to not being able to host an inperson Annual Scientific Meeting in 2020 and a mostly U.S. attended meeting in August 2021 in Denver, CO. Many of our members take the opportunity to renew their memberships during the Annual Scientific Meeting and even though our AsMA Staff sent out dues renewal notifications, many members may have waited to renew, hoping an in-person Annual Scientific Meeting would happen. Thanks to all who renewed when notified by the AsMA Staff. We will continue to work toward getting our member ship back to the 2,100 number we had prior to the COVID-19 pandemic.
   To offer our membership Continuing Education opportunities, AsMA continues to offer virtual continuing education via webinars. AsMA, in collaboration the International Academy of Aviation and Space Medicine (IAASM), hosted a total of three webinars in 2021. Those webinars offered participants updates on the impact of COVID 19 on aviation and space operations as well as plans for preparing to manage the next pandemic. The three webinars offered physicians up to 8.75 hours of CME credits. In 2022, AsMA collaborated with the Mission-Next Foundation in hosting a webinar focused on ‘Air Purification Strategies and Technolgies to Defeat COVID Today and the Biothreats of Tomorrow.’ This webinar offered 3.75 CME credits to physicians. Finally, AsMA collaborated once again with our IAASM colleagues in organizing “Aeromedical Aspects of Civilian Evacuation: Preparation, Reaction and Response.” This was another wellattended webinar and offered physicians up to 2.75 CME credits. AsMA will continue to evaluate areas of interest that can be offered via webinar throughout the year so those who cannot attend our Annual Scientific Meeting in person can still benefit from the many Aerospace Medicine experts within our membership.
   The 1st International Conference of Aerospace Medicine, scheduled for September 2020, was cancelled, and rescheduled for September 2021. The four organizing associations for this joint international conference includes the Aerospace Medical Association (AsMA), IAASM, the European Society of Aerospace Medicine (ESAM), and La Societe Francaise de Medecine Aerospatiale (SOFRAMAS). These four organizations continued to work toward a successful September 2021 event but realized that international travel would likely be a problem through 2021 and possibly into 2022, so the ICAM was postponed again to September 2022. I encourage you to mark your calendars for September 22 through 24, 2022 to attend the 1st International Conference of Aerospace Medicine in Paris, France. Registration for this conference is now open via the AsMA website as well as the ICAM 2022 website.
   As of this morning, total registration for this year’s joint AsMA/UHMS meeting is 1487. Of this total 1,195 (80.4%) are registered as AsMA attendees and 292 (19.6%) are registered as UHMS as UHMS attendees. This registration total is about the normal number of the registrations we would receive for an AsMA Annual Scientific Meeting during a year without COVID-19. However, the total registrations include a large number of UHMS attendees who might not normally attend an AsMA Annual Scientific Meeting. The 1,195 AsMA registrants represents about 80% of a normal AsMA Annual Scientific Meeting attendance. We are very pleased to have our UHMS colleagues joining us this year Reno.
   Finally, I am required to report the Aerospace Medical Association financial status for 2021. Details are in the Treasurer’s report, but the 2021 financial records received completed a full audit by Gross, Mendolosohn & Associates, P.A. on April 4, 2022. According to the Audit Report:
   “In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of Aerospace Medicine Association as of December 31, 2021 and 2020 and the changes in its net assets and its cash flow for the years then ended in accordance with accounting principles generally accepted in the United States of America. The financial statement disclosures are neutral, consistent, and clear. We encountered no significant difficulties in dealing with management in performing and completing our audit.”
   Report of the AsMA Foundation Chair (Kim Broadwell): Dr. Broadwell thanked members for donating $2,805 during
the annual meeting registration to the AsMA Foundation, with a grand total of $105,000 in the last 15 years.
   AsMA members were saddened by the untimely passing of Dr. John B. Charles in February 2021. To honor Dr. Charles’ leadership and scientific contributions to Space Medicine, the Space Medicine Association (SMA) established the JB Charles Research Scholarship which will be awarded at the annual SMA luncheon.
   Dr. Mark Campbell has been a leader in the formation of the Space Surgery Association (SSA), an AsMA affiliate organization. The SSA is an international organization of surgeons and other physicians, procedural medicine specialists, and engineers working to develop capabilities to perform operative care in microgravity. In December 2021, Dr Campbell and his wife Betsy signed an agreement with the Foundation creating and funding the Mark and Betsy Campbell Endowed Fund to support the SSA Future Researcher Award.
   The AsMA Foundation continues to serve AsMA and its members to provide CME and Genie Bopp, Foundation Secretary/Treasurer, reports that the Foundation is solid financially with assets on December 31, 2021 totaling $662,746, up from $563,540 at the close of 2020.

GOVERNANCE (Susan Northrup)
Report on ASMA Bylaws Changes (Eilis Boudreau):
A large number of sections within the bylaws urgently need to be corrected. Our bylaws need to be changed to accommodate virtual meetings or hybrid meetings. Thanks to Dr. DeVoll and Dr. Baisden for their review and input. These changes have been vetted through the Executive Committee and the AsMA Council. Jim Devoll asked for a motion to approve the AsMA Bylaws changes reflecting new ethics guidance. A motion was made by the Bylaws Committee to make bylaws changes to allow for virtual and hybrid meetings. Both motions were seconded and passed.
   The proposed bylaws changes will be published in the Newsletter and are in the Reno AsMA meeting APP and presented on screen during the business meeting. Approved changes into the AsMA Bylaws can be found at: (https://www.asma.org/asma/media/AsMA/Governance/AsMABylaws.pdf) and the AsMA Policies and Procedures Manual: (https://www.asma.org/asma/media/AsMA/Governance/AsMABylaws.pdf).
   Nominating Committee Report (H. Ortega): The Slate of Officers was assembled between Sept. 2021 and Dec. 2021. The President Elect is Joseph Dervay; Vice Presidents - Rebecca Blue (1 yr to replace Joe Dervay), Robert Orford (2 yr), and Warren Silberman (2 yr); Treasurer - Casey Pruett; Members at Large Ilaria Cinelli, W. Brent Klein, Peter Lee, and Anthony Wagstaff.
   AsMA Treasurer’s Report (Nereyda Sevilla): In 2021 we ended the year $135K in the red. The 2021 budget was approved with concessions made for lower revenue and expenses as we get back to a post-COVID world. Cancelling Denver 2021 would have incurred a $500,000 penalty and loss of revenue, usually in the hundreds of thousands of dollars per conference, ultimately costing AsMA approximately $1M. Keeping the Denver conference was a break-even success yielding a net revenue of $25K. The convention revenue was $349K less than budgeted, with the expenses $118K over budget. Since the convention provides the primary source of revenue, it is expected that the overall revenue is less than budget. The webinar offerings provided another $19K in revenue new in 2021. Due to COVID, the Home Office was able to apply for and received two Payroll Protection Program funding. This are federal grants that do not have to be repaid. AsMA received a total of two PPP payments (the first $94K and the second $75K) totaling $169K of additional revenue for 2021. Efforts for an automatic payment plan for membership could help in a sustained avenue of revenue. The journal did well at $23K above budget with increases in royalties while the membership hit $143K above budget despite the lower individual and corporate membership. The increase in membership revenue is primarily due to the PPP of $169K. Journal expenses essential hit target but we were under budget for AsMA Management expenses due to IT and travel savings. Overall, we had hoped to break even this year, but ended $211K below budget. The goal remains to have $1M in the Investment Portfolio to be used for down years and unanticipated expenses. The $280K withdrawal in 2021 covered final Denver expenses, Payroll, Hosting of Council Meeting, and Scientific Review.
   Recommendations: Reassess ASMA financial position after Reno and perhaps replenishing the investment portfolio to regain our $1M posture. Use the lessons learned from 2020 and 2021 and increase revenue with a potential virtual convention, meetings, and workshops. We will also continue to leverage the cost saving efforts from the membership and journal committees.

REPRESENTATION AND ADVOCACY (DeVoll/Jeff Sventek for Barry Shender)
Update on Aerospace Medical Association Resolution 2020–01:
Resolution entitled “Vital Nature of Board-Certified Physicians in Aerospace Medicine,” co-sponsored by Kris Belland, Joe ‘Bugs,” Ortega with Warren Silberman, and Dan Berry, approved in 2021. Approval by AsMA aligned perfectly with the American Osteopathic Association (AOA), AOCEM, FAA House of Delegates meeting. The resolution went to Commercial Space Companies and the National Transportation Board (NTSB). President of the AMA, Dr. Harmon, was extremely happy about the letter and will compose a letter to be sent out to organizations under the AMA.
   Communications Committee Report: A proposal was presented and accepted by the AsMA Council during the 2021 Annual Scientific Meeting in Denver, for an enhanced communications strategy for our Association. The proposal included improving AsMA web page user experience, reinforcing AsMA’s STEM outreach and science communications, creating engaging content in a regular and consistent manner for all our existing and potential audiences, and teaming up with HQ staff and journal staff to produce and publish short videos, podcasts, visual abstracts, and Q&A sessions.
   Scientific Program abstract mentorship update: Letters were sent to residents and students to submit presentation and posters for feedback on their posters and presentations.

EDUCATION & RESEARCH (Warren Silberman)
Education and Research Committee:
Susan Fondy has done a great job with well-organized Zoom meetings and notes. She is stepping down as chair.
   Science and Technology Watch is being reinvigorated and will be placing articles for the Blue Journal headed by Ryan Mayes.

MEMBER SERVICES (Joe Dervay)
Awards Committee Report (Joe Dervay):
Eric Olins has done outstanding work in crafting changes to the rules for submitting awards. The approved changes to the award rules include not nominating one individual for more than two awards per year. The committee will review the 21 current awards to determine if there are awards that should be consolidated due to addressing the same general criteria.
   Membership Committee Report (Joe Dervay): Dana Windhorst is stepping down as chair. Auto Dues with ACH (automated clearing house) has been established.

INTERNATIONAL SERVICES (Robert Orford)
Despite the travel restrictions that are still in place during the pandemic we have a significant international presence here in Reno.
   AsMA-ESAM-IAASM-SoFRAMAS International Conference in Aerospace Medicine ICAM (Paris - Sept. 2022) (Robert Orford): The conference center will be at the City of Science and Industry, it is large venue with easy access to the Metro. AsMA will be managing all the registration for ICAM. Hotels near the venue, in the Northeast part of the city, are more reasonable than the hotels downtown.
   AsMA Allied Membership (Robert Orford): The program, which we expect to be sustainable if we reach 50, currently has 21 members and will be reviewed by council at the end of the year.
   Unfinished Business: None
   New Business: None
   Closing remarks (Jim DeVoll): Thank you for being here. It shows enormous support. Please contact me at JRDevoll@aol.com with any suggestions on how to increase membership, outreach and other new ideas.
   Motion made and seconded to adjourn meeting at 1:10 pm PDT.
                                                     Respectfully Submitted,
                                                                                 Jeffrey Sventek, M.S., CAsP, Executive Director
                           
                                                     J. Karen Klingenberger, M.D., M.P.H., M.S., Secretary