Board meeting minutes

2015 – August 4

Dates: 
Tuesday, 4 August 2015

Meeting venue:
HARPA Concert Hall and Conference Centre, Rejkjavik

Tuesday, 4 August 2015:

  1. Opening of the meeting by NFS President Anja Pinborg.
  2. Arne Sunde (NO) was elected as chairman of the General Assembly and Inge Rose Jørgensen (DK) as secretary
  3. President report: Anja started by thanking the local organizing committee for the conference both the social and the scientific program is of a high standard.a.     Since last NFS-congress in Haugesund January 2014, the board has had eleven meetings out of which 3 were physical meetings and the rest telephone meetings. Physical meetings were held in Hotel Ocean, Copenhagen.b.     NFS is now an umbrella organization of the four national fertility societies. The strong relation to the societies has made NFS stronger. NFS individual payment system was abandoned. The national societies have performed their membership payments 7.500 DDK (Norway, Sweden, Denmark and Finland) and Iceland DDK 1000 in 2015. In 2016 these figures will be doubled 15.000 for No, S, Fi and DK and 2000 for Iceland.c.     Anja informed about NFS nurse/midwife course in November 2014. The course had 80 participants and was very well evaluated as 80‐90 % of the participants scored the different items “very good” or “excellent”.

    d.     In all 71 applicants have signed in for the nurse/midwife exam in Lisbon. Six of them from out of Europe, 33 from the Nordic countries. Of the Nordic participants 31 out of 33 passed while 80% of the total participants passed. Next NFS nurse/midwife/embryologist certification course for the ESHRE exam will be held in Oslo 14th to 15th of April 2016. Sweden will host the course in 2017 and Finland in 2018.

    Another future NFS course is “Hot topics meeting” in 13th-14th of November 2015 in Stockholm, which are both announced at the NFS website.

    e.     Kirsten Tryde Macklon from Rigshospitalet in Denmark will be chairing the local organizing committee for the NFS congress in Denmark Aug 2-4th, 2017 and the venue will be Nyborg Strand. It will be a summer meeting as NFS have decided to arrange conferences every second year.

    f.      Thanks to the past chairmen Anna Karin Lind from SSRM and Søren Ziebe DFS.

    g.    Thanks to the chairmen of the four national fertility societies, Jon Hausken (N0FAB), Anna-Kaisa Poranen (SFY), Greta Edelstam (SSRM) and Elisabeth Carlsen (DFS)

    h.     The NFS board has updated the Nordic evidence-based guidelines of specific interest for the Nordic countries. These guidelines are: 1) Psychosocial aspects of infertility problems, 2) Treatment with cryopreserved embryos and oocytes, 3) Quality assurance and statistics and Legal aspects of Infertility Treatment.

    i.      Anja suggested that one of the major focus areas for the future should be education in the different groups.

    j.      Farewell and thanks to Anna Nilsen Martin (No) for her great job as treasurer.

    k.     A special thanks to the local organizing committee, Gudmundur Arason, Snorri Einarsson, Helga Sol Olafsdottir for a scientific program of high quality and a well-organized social program and conference.

    l.      The NFS board has decided to propose Jon Hausken as candidate for the next NFS president.

  4. The treasurer Anna Nilsen Martin presented the NFS balance reports from 2013, 2014 and 2015 until date. She went through the various items of income and expenditure for NFS. Balance 2013 DDK 1.871.046, 68. There is a shortfall in the balance from DKK 1.975.194, 07 (31.12.2014) to DKK 1.891.151, 93 (29.07.2015). NFS is currently challenged by the negative cash rate in Denmark, since the money is in a Danish bank, however the new board should decide whether to move the accounts to Norway, where the rate is higher.
  5. Two auditors were elected: Karin Erb and Nan Oldereid
  6. The five national representatives were presented: Paula Peltopuro (FI), Kirsten Simonsen (DK), Susana Apter (SE), Snorri Einarsson (IS) and Astrid Sydtvedt (NO).  The national representatives are selected by their respective national society for a minimum of 2 years and maximum four years.
  7. As new president, Jon Hausken was elected for the next 2 years with the majority of the attendees at the meeting, no one voted against Jon. Jon subsequently took the floor and thanked Anja for her hard work as the outgoing president, and not least for her kindness.
  8. No matters arising

Inge Rose Jørgensen (DK)

2015 – May 26-27

Dates:

May 26th 2015: 15.00 pm – 18.00 pm + dinner 18.30

May 27th 2015 08.30 am – 12.30pm + lunch

Meeting venue:

Hotel Ocean, Amager Strandvej 384, 2770 Kastrup

Attending:

Anja Pinborg (DK), Anna Nilsen Martin (NO), Kirsten Simonsen (DK),

Paula Peltopuro (FI), Mona Bungum (SE), Snorri Einarsson (IC), Jon

Hausken (No) Past congress, Gudmundur Arason (IC) Next congress

Elisabeth Carlsen (DFS), Anna-Kaisa Poranen (SFY), Greta Edelstam

(SSRM)

Tuesday, May 26th, 2015

  1. The minutes from the last meeting (March 11th, 2015) were approved.
  2. Update on the status of Reykjavik congress. Gudmundur went trough the latest registration status. On 26th of May there are 326 registered participants and the aim is 350 paying registrants. It was agreed that the national chairmen will go through their national clinics to lure in more participants for the congress. Sponsorlist from Gudmundur, Greta and Kirsten were reviewed to identify possible new sponsors for the NFS congress in Reykjavik. Kirsten, Anna-Kaisa, Grete, Jon, Anja and Elisabeth will directly contact their sponsors contacts as soon as possible. According to Kristjana from the congress bureau we will need 8 more sponsors to make the budget balance.Gudmundur and Snorri will make adjustments to the budget according to the income before the next telephone meeting July 1st, 2015.
  3. Abstract selection for NFS congress. 19 abstract were reviewed. 6 abstracts were accepted as oral presentation and 13 as posters. Gudmundur will inform those who submitted abstracts and they are allowed to register for the congress at the early bird registration fee.
  4. NFS conference chairman for different sessions were discussed and decided. Chairmen were equally distributed between the countries. Chairmen will be contacted asap and the final program will be available thereafter at the website together with the Invitation for the General Assembly.


Wednesday, May 27th, 2015

  1. Anna Nilsen Martin gave update on the NFS balances. Balance in the account is 1.922.970,58 DKK. Except Norway and Iceland the national societies have performed their membership payments (7500DKK). Norway (7500DKK) and Iceland (1000DKK) will do the payments in the near future and new invoices have been sent.
  2. NFS future courses. Hot topics meeting in 13th-14th of November 2015 in Stockholm. Final program and link to the registration will be on the NFS website in the near future. Greta showed the finalized program and the budget which balances with funding of 70.000 ddk from NFS. NFS nurse/midwife/embryologist certification course for the ESHRE exam will be held in Oslo April 14th to 15th, 2016 Jon Hausken and Arne Sunde will be chairing.
  3. News from the National chairmen. Greta gave an insight into SSRM plans, their annual meeting will be 8-9th of April 2016. SSRM will organize a course 15-16th of January 2016 in Gothenburg. The topic is introduction for reproductive medicine for medical doctors. Jon told NOFAB is planning to arrange annual course for nurses and embryologist for the ESHRE certification, which could be held in relation to NFS. Elisabeth informed that DSOG is revising the plan for training of the coming gynecologists in reproductive medicine. Education in the different countries was discussed.
  4. NFS website. Paula has done some updates for the website (board contact information etc.). It was agreed that national societies will sent their course and other information for the website through Paula, who will take care of the updating under the news section.
  5. Dates for next meetings: Telephone meeting Wednesday 1st of July 2015 15-16 pm (Danish summer time), Tuesday August 4th 2015 lunch meeting in NFS congress Iceland. 11) Matters arising. Jon Hausken is wish to step in as the new NFS president and the NFS board will suggest Jon as the next president of NFS. It was discussed that the president optimally should be someone already with experience from the board. This would ease the workload of the president. It was suggested to have secretary for the NFS board who would take care of the website and administrative work.The renewal of the website was agreed to be discussed in upcoming board meetings after the Iceland congress.Greta informed about the vaginal ultrasound probe covering. Current ultrasound probe covers are pore quality concerning protection against bacterial/viral transmission.It was agreed that for the upcoming congresses there will be only one registration fee, no separate membership and non-membership registrations.We decided to keep the early bird and late registrations separately, otherwise people will register very late and it will be difficult to adjust the budget.A new national representative from Sweden should replace Mona Bungum, who stepped down before this meeting. Anna Nilsen Martin will also step down as Norway’s national representative and NFS treasurer in August 2015 and NOFAB has already chosen a replacement for Anna.
    Kirsten Tryde Macklon from Rigshospitalet in Denmark will be chairing the local organizing committee for the NFS congress in Denmark 2017. Kirsten will prepare a short presentation for the closing ceremony at the NFS congress in Reykjavik and the venue will be decided before then.

Paula/Anja

2016 – April 28-29

Dates:
Thursday April 28th 1500 – 1800
Friday April 29th 0900 - 1400

Meeting venue:
Ocean Hotel, Copenhagen

Invited:
Jon Hausken (N), Astrid Helene Sydtveit (N), Kirsten Simonsen (Dk), Greta Edelstam (S), Paula Peltopuro (Fi), Snorri Einarsson (Ic), Gudmundur Arason (Ic) past congress, Kirsten Louise Tryde Macklon (Dk) next congress

Elisabeth Carlsen (DFS), Antti Perheentupa (SFY), Susanna Apter (SSRM), Ingrid Synnøve Brattbakk (NOFAB)

Not present:
Susanna Apter (SSRM), Greta Edelstam (S), Snorri Einarson (Ic)

Physical meeting in Copenhagen

  1. Minutes from the last meeting January 19th was approved
  2. Secretary of the meeting: Jon
  3. All new and old board members introduced themselves. Astrid will be the treasure and Paula will continue to be web master and also responsible for NFS’ s FB
  4. New chairman of SSRM is Susanna Apter and Greta Edelstam will continue in the board as national representative Sweden from Sweden
  5. We discussed the present board and if the members present all members of NFS. Today the board only represents embryologists and clinicians! This is not how it should be (NFS’s by laws). The board is aware of the situation that has occurred and will work for changing this status. We need board members that also will represent nurses and admin/customer service
  6. Kirsten Louise informed the board upon the present status of the next NFS Congress. Location; Nyborg Strand, new facilities, looking great. The scientific program is in the best hands. Information about agenda and social events. Kirsten could also inform the board that all the 5 main sponsors will contribute with 200 000 Dkr each. This means that the balance of next NFS meeting will be positive. The board was also informed about the strategy of lower the fee for participating. Good news for our members. The goal of the NFS’s meetings are to join all members and countries creating a big family J
  7. Status economy NFS. Astrid informed the board. Looking good. The economy is strong.
  8. NFS course in Oslo April 2016. Preparatory course for the ESHRE certification exam Jon Informed about the meeting; a success !
  9. Future NFS courses. The next ESHRE course will be held in Copenhagen November 4th-5th Elisabeth informed about the venue (Ferring) and the agenda. Elisabeth will be the chair. The board started immediate to make the new program. We used the programs from Copenhagen 2014 and Oslo 2016 as basic. The board decided to have a new board meeting 24th of May to finish the program. We also discussed the future courses and agreed upon the first statement that the meeting will change location every year. Next course will be held in Helsinki in November 2017. Good debate and discussion.
  10. Kristian presented a suggestion for our new website ! Great ! We have decided to use money to update the society and also agreed to change our logo. More modern look. We also agree upon using FB to publish news and events from NFS. Starting when the new web is online.
  11. News from the National chairmen was presented
  12. Next board meetings; 24th of May The agenda; NFS course in Copenhagen November 2016

2015 – March 11

Dates:
Wednesday March 11, 2015

Attending:
Anja Pinborg (DK)
Jon Hausken (No)
Gudmundur Arason (IC)
Snorri Einarsson(IC)
Greta Edelstam (Chair of SSRM)
Anna Nilsen Martin (NO)

Not present:
Mona Bungum (SE)
Paula Peltopuro (FI)
Kirsten Simonsen(DK)
Søren Ziebe (Chair of DFS)
Anna-Kaisa Poranen (FI)(Chair of SFY)

  1. The minutes from the last meeting (January 13th, 2015) were approved
  2. Update of the Reykjavik congress. Gudmundur and Snorri have been in contact with the five main sponsors, who are all positive. IBSA is changing their structure and the final decision on sponsoring will be taken during the spring. An invoice will be sent this week to all sponsors. Abstract deadline is 1. April 2015. We will elect the abstracts at the board meeting in May. There are now in all 125 registered for the congress (78 participants + 31 speakers + 6 NFS board members + 1 local committee + 5 from former organizing committee + 4 exhibitors). Chairmen for the sessions at the NFS congress will be decided at the board meeting in May we should aim for 6-8 chairmen from each of the Nordic countries and chairmen from Iceland should be in as many sessions as possible. Deadline for early bird registration for Iceland is April 30th, 2015. Main sponsors get 2 x 4 m2 and exhibitors 2 x 3 m2 . Gudmundur and Snorri will send flyers and teasers through the four national societies. Jon will send an e-mail list of all exhibitors from the congress in Haugesund to Gudmundur asap.
  3. NFS balances. Pr. 31.12.2014: 1.975.194,07 dkk at our account. Expenses last year for board meetings: 91.534,58 dkk and nurse meeting : 63.065,62 dkk.
  4. NFS Nurse/midwife course in November 2014. Anja informed about the evaluatons of the meeting, which were overall very positive as 80-90 % of the participants scored the different items “very good or excellent”. In all 78 applicants have signed in for the nurse/midwife exam in Lisbon 6 of them from out of Europe. Anja will find out how many who were from the Nordic countries. Next NFS ESHRE preparation course will be held in spring 2017 in Norway and will be combined for lab and nurses/midwifes.
  5. Greta has booked Svenska Läkare Sällskapet (SLS) in Stockholm 13+14. November 2015 for the Hot topic meeting. Local organizing committee is Greta, Anna-Karin Lind, Julius Hreinsson, Arne Sunde and Kersti Lundin. Draft for Program and budget will provided before the next board meeting.
  6. NFS website status – website is continuously being updated by Paula and Anja. Jon suggested a discussion at the next board meeting on the aims of the NFS website. Anja will put it on the agenda.
  7. News from the national societies. Danish Fertility Society will have their annual meeting the forthcoming weekend and Søren Ziebe will step down as chairman. SSVF has their meeting 20-21. March. NoFAB has decided to have one physical board meeting per year.
  8. Physical meeting 26-27th, May 2015 at Hotel Ocean in Copenhagen. We will start at 3.00 pm May 26th, and end at 1.00 pm May 27th, 2015 (Danish summertime). Please order flight tickets yourself and inform Anja if you will need a hotel room.
  9. Anja will send invoices to the four national societies (7500 dkk) and Iceland (2000 dkk) on the NFS annual payment.

Anja Pinborg

2015 – January 13

Date: 
Tuesday January 13, 2015

Attending:
Anja Pinborg (DK)
Mona Bungum (SE)
Paula Peltopuro (FI)
Kirsten Simonsen(DK)
Jon Hausken (No)
Gudmundur Arason (IC)
Søren Ziebe (Chair of DFS)
Anna-Kaisa Poranen (FI)

Not present:
Snorri Einarsson (IC)
Greta Edelstam (Chair of SSRM)
Anna Nilsen Martin (NO)

  1. The minutes from the last meeting (November 5-6, 2014) were approved
  2. Secretary of the meeting Kirsten Simonsen Gudmundur gave a short update and in general everything goes as planned. There are now 53 registered for Iceland. Abstracts can be submitted from Febr. 1st, 2015 and deadline is April 15th, 2015. We will elect the abstracts at the board meeting in May. No main sponsors had paid yet. Gudmundur wil contact asap with the contracts and ask for payment April 1st, 2015. Anja will contact Gudrun from the congress bureau to clear up things regarding hotel reservations for NFS board members. Board members should arrange flight tickets for themselves and Anna will refund them as soon as she gets the expense claims. Chairmen for the sessions at the NFS congress will be decided at the board meeting in May.
    Deadline for early bird registration for Iceland is May 1st, 2015. Main sponsors get 2x4 m2 and exhibitors 2x3 m2.
  3. NFS balances. Pr. 31. December 1 871 046,68 dkk at our account. Expenses last year for board meetings: 97 940,16 dkk and nurse meeting : 65 234,35 Dkk.
  4. NFS Nurse course. Anja informed about the evaluatons of the meeting, which were overall very positive as 80-90 % of the participants scored the different items “very good or excellent”. In all 30 persons have signed in for the exam in Lisbon, but deadline has been extended to February 15th, 2015 and more people are expected to sign. Next NFS ESHRE preparation course will be held in spring 2017 in Norway and will be combined for lab and nurses/midwifes.
  5. Greta has booked Karlsö 26-27 may, but as travel arrangements are difficult and tickets expensive we will cancel and Anja has booked Hotel Ocean in CPH instead.
  6. NFS website status – website is continuously being updated by Paula and Anja
  7. News from the national societies. Currently all national boards are planning their annual meetings. In DFS there has been a revision of the “single embryo transfer (eSET) guideline to further minimize the ART twin rate in Denmark to 5-8% similar to the other Nordic countries.
  8. Next Telephone meeting March 11th, 2015 and physical meeting 26-27th, May 2015 at Hotel Ocean in Copenhagen.

Kirsten Simonsen

2014 – September 23th

Date:
September 23th 2014

Attending:  
Anja Pinborg (DK), Mona Bungum (SE), Snorri Einarsson (IC), Paula Peltopuro (FI), Jon Hausken (No) Past congress, Gudmundur Arason (IC) Next congress

Mette Haug Stensen (Chair of the NOFAB), Søren Ziebe (Chair of DFS), Anna-Kaisa Poranen (FI)(Chair of SFY)

Not present:
Anna Nilsen Martin (NO), Kirsten Simonsen (DK), Greta Edelstam (Chair of SSRM)

  • The minutes from the last meeting (August, 19th, 2014) were approved
  • Next congress Iceland, updates and sponsoring, registration, payment, social and scientific program - Gudmundur Arason gave a short update and the social program is almost finished. 300 hotel rooms have been pre-booked. The scientific program was discussed and almost finished and those who are going to send e-mails to the speakers were inserted in the program. All speakers should be approached before the NFS November meeting
  • Meeting with the four main sponsors 5th November 2014 at 1.00 pm Hotel Ocean has been arranged
  • NFS training course for nurses – program, participants, dinner, who from the board will participate. There is now 36 participants registered and we will stop with 60. Deadline is October 1st.
  • National societies – no news
  • NFS website status – no news
  • NFS balance reports and information to the NFS members of the new payment system 1.1.2015 per e-mail was not discussed but is moved to the November meeting as the treasurer was not present.
  • We decided to postpone the “hot topic”-NFS meeting 16-17th, April 2015 NFS to new dates 12-13.Nov 2015 in Stockholm, as we have a lot to arrange this autumn and as it was very difficult to find dates in the spring not too close to ESHRE and NFS in Reykjavik.
  • New NFS president should be elected in Iceland. Anja has suggested Jon Hausken, who is interested. Eventual other candidates will be discussed at the November meeting.
  • Dates for next meetings; physical Meeting Copenhagen 5+6th, November, 2014 (15.00-12.00 (6th, November) + sponsor meeting 5th, November 1.00 pm.
  • Matters arising - none

 

Anja Pinborg