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Abridged Minutes of the AsMA 88th Annual Business Meeting

July 28, 2017

Abridged Minutes of the AsMA 88th Annual Business Meeting

Call to Order (Gradwell): A quorum for the meeting was established at 12:00 p.m. on Tuesday, May 2, 2017. Dr. David Gradwell, President, called the meeting to order.

   In Memoriam (Gradwell):The president asked attendees to pause to remember those members who passed away this year.
   Recognition of Past Presidents (Gradwell): Dr. Gradwell invited the Past Presidents of AsMA to rise.
   Report of the President (Gradwell): Dr. Gradwell thanked Kris Belland, who could not be present, for his help. He reviewed the year’s activities: “The Executive Committee met in August at the hotel in Denver and we will meet in Dallas in planning for next year’s meeting. I was able to attend the 5th European Congress of Aerospace Medicine in Oslo. AsMA helped this year for its registration. Jeff and Deb Sventek made it possible. I also attended ICASM in Delhi this year. AsMA was represented at SpaceCOM in November. We had observations about this meeting regarding how to make it more scientific for aerospace medicine topics. SpaceCom Executive Committee wants to work with us to improve the agenda for future meetings. The next AsMA Council meeting in November will be in Alexandria, VA. We had a great number of abstracts this year at Scientific Program Committee. We are working on the systematic review of Aerospace Medicine through either a Cochrane or Gap Analysis methodology. We have been working on the future of the AsMA 501c3 status. The Executive Committee had its first meeting outside the U.S. this year. They did it at their own expense. The Aerospace Nursing Society will expand membership to allied health professionals. This will result in a name change to the Aerospace Nursing and Allied Health Society.”
   Report of the Executive Director (Sventek): “Mr. President, officers, and members of the Aerospace Medical Association, it is my pleasure to report that this past year was extremely active and highly successful. I especially want to recognize all who volunteered this past year to help move the Association forward. Thank you for your continued strong support of the Aerospace Medical Association. I’d also like to recognize the Headquarters Office staff and our journal independent contractors. They work hard every day to provide a high quality scientific journal as well as outstanding customer service and administrative support to our 2,000 members. This past year was an especially difficult one for the AsMA Headquarters Staff. We migrated away from our old and trusted Association Management System, IMPak, to a new and more capable system, Impexium. The June 2016 migration presented the AsMA Headquarters Staff with some unexpected and difficult challenges. They worked with the vendor’s programmers and persevered. The new Association Management System is working better for us now, but we plan to continue working with the Impexium team to get the new system to work for us rather than the Staff working for the Impexium system. You will find the online registration process in 2018 to be more intuitive and facile.
   As many of you know, attendance at our Annual Scientific Meetings is affected by the ability of those attending to garner continuing education credits for their participation. This year’s meeting is accredited for 22.5 AMA PRA Category 1 CreditsTM as well as 22.5 Prescribed Credits by the American Academy of Family Physicians, and 22.5 Category 1-B Credits by the American Osteopathic Association. AsMA relinquished our Accreditation Council for Continuing Medical Education (ACCME) provider status at the end of 2016. We established a formal agreement with the Undersea and Hyperbaric Medical Society (UHMS) to jointly sponsor all AsMA Continuing Medical Education activities. The four Sunday, April 30, workshops and the 88th Annual Scientific Meeting are all jointly sponsored CME activities with the HMS. Working with the UHMS this year proved to be a professional and well-organized process. I look forward to working with the UHMS in future years.
   Nurses attend our Annual Scientific Meeting for numerous reasons, and their ability to earn Nurse Contact Hours is one of the main reasons nurses attend. This year’s Annual Scientific Meeting was once again accredited by the Montana Nurses Association. The Aerospace Nursing Society accepted the challenge to submit the necessary documentation to the Montana Nurses Association for accreditation. This is no small task and Nora Johnson, RN, BSN, CCM, led the effort to organize and submit the required documents for review. Her efforts resulted in the 88th Annual Scientific Meeting being approved for 22.5 Nursing Contact Hours. Congratulations on this significant achievement.
   As of this morning, total registration for this meeting is 1,506, compared to 1,482 at the same time for the 2016 meeting. Of that total, 1,365 were registered in advance of the meeting and 141 attendees registered here on site. This represents an increase of 24 attendees or 2% above the 2016 meeting in Atlantic City. Registration this year was affected by the potential for the U.S. federal government to shut down as the result of an expiring federal budget Continuing Resolution. Many U.S. federal agencies delayed funding approval decisions and others restricted travel after April 28 until legislation was passed by the U.S. Congress to keep the U.S. federal government funded and operating. Every year seems to bring unexpected events into our meeting preparations and execution efforts. I thank all for working with the AsMA Headquarters Staff to ensure proper registration.
   We also worked closely with Mr. Walt Galanty of AIM Meetings and Events and the Sheraton Denver Downtown Hotel to provide all attendees per diem room rates. The Sheraton Denver Downtown Hotel sold out of rooms in early March 2017 so AIM Meetings & Events negotiated a contract with the Holiday Inn Express Hotel to provide a large block of rooms to serve as overflow. The Holiday Inn Express room block sold out by early April and we turned to the Warwick Denver Hotel. They provided us with a small courtesy block of rooms. That room block also sold out. We do everything we can to estimate the number of rooms required for an event.
   There are 33 companies exhibiting with us this year using 40 exhibit booth spaces. We very much appreciate our exhibitors and corporate members. They provide our attendees with great insight into the latest technologies and processes to improve the delivery of Aerospace Medicine. We held the AsMA Welcome Reception in the Exhibit Hall again this year and we will continue this practice in 2018.
   For the third year, we are offering AsMA Committees, Constituent Organizations, and Affiliated Organizations the opportunity to provide poster presentations on their activities. The poster session for these groups is today, Tuesday, May 2, 2017, in the Governor’s Square 17 from 10:00 AM to 2:00 PM. If you haven’t visited these posters, please take a few minutes following the Annual Business Meeting to visit the poster session and see all of the excellent work accomplished by our AsMA Committees, Constituent Organizations, and Affiliated Organizations. You may consider joining one or more of these groups to help them in their mission.
   The 2016 Speed Mentoring session was so successful, we decided to offer it again this year. In fact, two Speed Mentoring sessions were built into this year’s program. The first was held Monday, May 1, and proved to be a success again. The second Speed Mentoring session is scheduled for Wednesday, May 3, 2017, 10:00 AM–12:00 PM in the Tower Court A room. This initiative was developed by Dr. Valerie Martindale and an active group of volunteers. Thanks to all involved for making this effort so successful, educational, and fun.
   Finally, I am required to report the Aerospace Medical Association financial status for 2016. I will leave the details to our Treasurer to explain but on December 31, 2016 the Aerospace Medical Association reported excess revenues of $168,935.
   Report of the AsMA Foundation (Broadwell): The Foundation manages donations to provide grants and scholarships. Thanks to outgoing Secy/treasurer Peach Taylor. Genie Bopp is the incoming Secy/treasurer. Our investment funds had a 9% growth this year. This combined with donations made it possible for two new awards: the Anita Mantri Memorial Scholarship was established last year and we provided a 2nd Fellow’s Award for $1K for young investigators submitting papers to the Journal. We provided a budget for the annual Trumbo Run/Walk. For the first time we were able to have a voluntary donation line on the meeting registration form.

GOVERNANCE (Martindale):
Nominating Committee (Scarpa):
Philip Scarpa provided the slate of officers for vote: President-Elect, Roland Vermeiren; Vice Presidents, Volker Damann and Alex Garbino; Secretary: Brian Pinkston; and Members at Large: Richard Bachmann, Nicholas Green, Jeffrey Jones, and Allen Parmet. The slate of officers was accepted unanimously.
   Bylaws Committee (Baisden): No Bylaws changes this year!
   Treasurer’s Report (DeVoll): Jim DeVoll reported that we had $169K in excess profits for 2016 in net income. Annual Meetings are key to our profitability for the year. We have done well for the last 3 years. 2016 was our most profitable year. UBS Investments have seen an overall 24.2% increase in portfolio since 2010. We have $102K in cash, $43K in equities, $215K in fixed income and $410 K in other investments. In summary, Net Income was $169K for 2016, Ordinary Income (operating budget) was $156K positive last year. For 2015 we were $144K positive, and 2014 $97K positive. Our building and property are worth about $1.8M.

REPRESENTATION AND ADVOCACY (Ortega):
Thanks to Douglas Boyd who helped the Resolutions Committee to respond to comments on the following resolution: “Reporting of Medically Disqualifying Conditions for Aircrew and Aviation Related Support Personnel.” Resolved: That the Aerospace Medical Association advocates a uniform international policy on mandatory reporting of aircrew and aviation-related support personnel with psychiatric, psychological, behavioral and/or medical issues that pose a significant risk to public safety.” This will be sent to the AMA and various other agencies. It will help us with the Judicial Committee at AMA and it has helped us draft letters to the American College of Internal Medicine and AAFP. The resolution passed unanimously.

EDUCATION AND RESEARCH (DeJohn):
There is a meeting planned for Bellagio II–Terrestrial Applications of Space Medicine, to be held in Moltrasio, Italy, September 5-8, 2017. Interested members should contact Marian Sides for further information. The Science and Technology Committee is sponsoring scientific panels on the organization and conducting research in aerospace medicine and human performance. If they are successful they may be offered annually. They also provided a presentation on conducting a scientific Gap analysis. It introduced the aerospace medicine review group for literature review. The Education and Training Committee will work with Communications Committee to produce information for the AsMA website including new tabs for physicians, general public, and pilots. This new information has become important with Basic Med laws.

MEMBER SERVICES (Dalitsch):
We are working on a postcard to send to members whose memberships lapse. We would like to add “Faces of AsMA” on our website. This will be profiles of “poster children” for communities within aerospace medicine family – including all areas. Brief bios regarding a day in the life of a member from this community. The Corporate Membership Committee is working on the trend of reducing numbers of corporate members. The Awards Committee has added two new awards: the David Clarke award for Corporate members and the Admiral John C. Adams in Operational Aerospace Medicine.

INTERNATIONAL SERVICES (Vermeiren):
The Oslo AsMA-ESAM meeting was a success! Our second joint AsMA-ESAM meeting will be in Czechoslovakia, September 20-23, 2018. We are working with EASA and continue to help them in rulemaking. The newly reorganized GLOC Committee is working to become a global committee. They have a chair and cochairs of the 7 regions so far.

Adjourn: The meeting adjourned at 1:12 p.m.

Jeffrey C. Sventek, M.S., CAsP, Executive Director
Brian Pinkston, M.D., Secretary