Board meeting minutes

2022 – May 19th

Minutes: Board Meeting Nordic Fertility Society

Date: May 19th-20th, 2022

Meeting venue: Scandic CPH Strandpark
Thursday May 19th, 15:00 - 18:00; Friday May 20th 9:00-12:00

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI),  Janni Vikkelsø Jeppesen (DFS), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB), Hanna Savolainen-Peltonen (SFY)
Not present: Hanna Savolainen-Peltonen (SFY)
  1. Secretary of the meeting
    Thursday; Stina Friday; Marjut

  2. News from the national societies
    DK National meeting has taken place and had about 400 attendants; NO National meeting has taken place and had about 150 attendants; SE National meeting is up-coming in June and expected to be well visited. There has also been changes in regulations about testing before donation treatment which makes it more complicated than before.; FI National meeting took place in November and was well visited even though it was a hybrid meeting. In FI there is a committee staring up and among other things are discussing the inclusion criterions for ART treatment. IS; Discussions have started up about allowing embryo donation and funding of FET. IS is planning for starting up a donor bank.

  3. NFS 2022, in Helsinki 
    1. Registration; Today 175 participants are registered (115 “paying”) others are invited speakers exhibitors board etc.  12 Bronze 7 Silver and 3 Gold sponsors are signed up for the conferences.
    2. Workshops; Three workshop will take place. Two are already almost fully booked.
    3. Abstracts & Poster promenade; Friday morning lead by Anja Pinborg DK, Probably about 12 abstracts; 6 for poster and 6 for oral. 10000 DK for best oral and free registration for up-coming meeting 2024 for best poster.
    4. Scientific program is completed, just one speaker TBA.
    5. Social Program (including grants); Thursday at Wanha Satama; buffet dinner, chime choir
      Friday at the meeting venue; Congress dinner, grants for best oral and best poster will be awarded at the dinner. There will be a live band and show.
    6. Tasks and staff in the meeting
    7. Budget; Is calculated for 350 participants, probably we will be less. Some costs are fixed and some are per participants. The total budget is app. 220 881 euro. Calculated income is app 90’ registrations fee and app 157’ from sponsors.
    8. Board program (dinner and meeting); NFS will pay for travel costs for board. Congress will cover accommodation and congress fee. Board dinner will take place on Wednesday at 7 pm. Board meeting will take place on Thursday am 9:30-11.
    9. Other; chairs would be recruited from the board:-), speakers and locals. One Finnish and one other at every session is the goal.

  4. General Assembly
    1. Suggestions for chair, secretary, and auditors
      Suggestion for chair: Antti
      Suggestion for secretary: Steinunn
      Suggestions for the two auditors: Steinunn will think of the two, maybe also from Iceland to ease the process of completing the GA minutes
    2. Presentation of the past and future education by NFS
      New NFS education courses are in progress (see below).
    3. Treasurer’s report 
      Astrid will give the treasurer’s report

  5. NILS in relation to NFS, plans for the future?
    NILS will make a proposal for NFS of how it would like to proceed with a possible merge of the two societies, if that is what they would like to do. NFS is open and positive about this prospect.

  6. Change into by-laws
    1. credit card (status)
      The statement for GA has been passed in Sweden, Denmark and Iceland. The national societies of Norway and Finland are yet to present the statement to their national societies.
    2. virtual meeting/GA
      There is need for having a sentence in the by-laws that would allow virtual meetings and GA in case it is not possible to organize an on-site meeting/GA (for example in the case of a lock down by the state authorities).
      “In case an on-site biannual meeting and/or general assembly cannot be held due to a force majeure situation, alternative solutions can be used, for example a virtual NFS meeting and/or general assembly can be arranged.”

  7. Next NFS meeting in Norway (Hildegunn)
    1. Hans Ivar Hanevik will be the chair of the next meeting
    2. probably held in Oslo
    3. week 33 or 34 in 2024. Norway will decide which week suits them better. Norway will have an invitation slide in Helsinki meeting that will state the place and the dates of the Norway 2022 meeting

  8. Collaboration with the New England Fertility Society, other collaborations?
    NFS is awaiting for NEFS’ reply on when we could meet for planning the next NFS/NEFS meeting. NFS is interested in continuing the collaboration.

  9. Education provided by NFS, future plans (preparation courses for accreditation, talks on specific topic, general education…) (Antti)

    The curriculum has been covered for nurses. Eshre may have some changes to the nurses/embryologists’ curriculum upcoming in the fall and after that NFS will see which topics are new and courses on those topics can be arranged.

    In embryology there has been feedback that it would be nice to have more specific and deeper knowledge on some topics, as the exam questions can be very detailed. NFS embryologists will think of which topics would need more attention and give their suggestions on the topics (and speakers if possible) to Janni.

    Future courses could follow the same outline as before: Ferring could be interested in sponsoring, as we have been given space from their company building before. Others could also be interested in sponsoring. Courses could start Thursday afternoon, dinner in the evening and continue till Friday noon. There might also be an opportunity for NILS to organize hands on courses in conjunction with the NFS lectures.

  10. NFS Economy and Budget (Astrid)
    Budget balance 2021 is good. There is enough money on the account for one NFS meeting. This is considered essential as in case of a last minute cancellation of the meeting, large sums of money would be lost. This could theoretically be the case if there would for example be a new serious virus variant or in case of a quickly escalating national safety concern.
  11. Web pages (Steinunn)
    Web pages look nice and are working well at the moment and we have new lectures uploaded on the pages (NFS/BFS webinars). It would be good to advertise the lectures. Steinunn gave numbers on how many people have been watching the videos on education courses and for how long. The board was pleased to learn that here is interest towards the recordings.
  1. Next President
    Board’s candidate for the next president of NFS is Stina Järvholm. Stina has accepted.

  2. Next meeting
    Next meeting will be held in Helsinki before the start of the congress on Thursday. A dinner will be arranged for the board on Wednesday evening around 19 o’clock.

  3. Matters arising
    The society would need a new logo. Hildegunn has experience on having a tendering for the designers for creating a logo. Hildegunn will return to this topic shortly in order to see whether we could finalize the new logo before the Helsinki meeting, where it could be introduced.

    Proposal for the future NFS biannual meetings: NFS could invite a guest fertility society to the meeting. This society could for example have a small session in the NFS meeting with its own relevant topics and speakers. NFS could pay for 3-4 people to attend (junior members?). Kirsten will make a draft of the plan for this new type of collaboration.

 

May 22, 2022

 

Marjut Otala

President of the Nordic Fertility Society

2022 – April 26th

Agenda: Board Meeting Nordic Fertility Society

Date: April 26 th , 2022

Meeting venue: Virtual on-line meeting using Teams

   Tuesday April 26 th , 16:00 - 18:00, CET

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI)
Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY)/Hanna Savolainen-Peltonen (SFY), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB)

Not present: Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Hanna Savolainen-Peltonen (SFY)

  1. Secretary of the meeting - Marjut
  2. NFS 2022, an updade

    Sirpa presented the status of the preparations for the meeting. Registration is ongoing, more than 100 participants registered so far, also many company people have registered. The board is also required to register! A reminder to register will be sent to all in mid May. 

    The web pages are finished and work well.

    We only have few abstracts so far. We need to encourage people to send abstracts. If the abstract has already been presented in ESHRE, this dos not exclude the abrtract from being presented in NFS also. All related abstracts are welcome. If there is a need to extend the deadline for submitting the abstracts, this will be done. 

    Should NILS and NFS be joined? For this at least two general assemblies need to be undertaken. First to prepare the issue and change the by-laws (in both societies) and then to approve the merge. Questions raised included: do we now have too many meetings, should NILS be a subgroup to NFS and if yes, should other professions have sub groups? Would the head of the NILS sub group be a part of the NFS board and how would this be done so that one profession is not presented over others? How do we guarantee that we have a good balance of professions in the NFS board and enough program in the NFS biannual meetings for all professions? 

  3. Next meeting

     

    May 19-20 at Scandic Hotel Strandpark in Copenhagen. We start at 15:00 on May 19th.

  4. Matters arising

    New by law

    NFS By laws §11.

    Approved 23.Aug 2019:
    Changes of the Articles of Association can be approved by the boards of the national societies at least 4 weeks before and then adopted at the subsequent General Assembly.

    The following new by law needs to be approved by the national boards:

    Proposed and accepted change into the society by-laws: In case the society possesses a credit card, it will be under the name of the treasurer of the Nordic Fertility Society. The treasurer is responsible for the use of the credit card and will agree on the payments with the president of the society. If the treasurer changes, she/he will inform the bank of this change and the new treasurer will become the card holder. Both the president and the treasurer are authorized to sign for the society.

    The chairs of the National Societies will present this to their boards at least 4 weeks before NFS GA.

    Next President
    §4.

     

    Approved 08.Aug 2012:

    Before the general assembly every second year, the NFS board members propose candidate(s) for the NFS president.

    Marjut suggested that Stina will be the candidate for the next NFS president. Stina has preliminarily accepted. This will be confirmed in the next board meeting. The board is in favor of proposing Stina.

    Next NFS Biannual Meeting

    Next meeting is in Norway. Hildegunn will bring this matter up in the next Norwegian Society board meeting. It would be good to have an advertisement for the next meeting in the end of the Helsinki 2022 meeting. This would ideally include the town where the meeting will be held and the dates.


2022 – January 26th

Agenda: Board Meeting Nordic Fertility Society

Date: January 26 th , 2022

Meeting venue: Virtual on-line meeting using Teams

   Wednesday January 26 th , 16:00 - 18:00, CET

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI)
Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB)

Not present: Ann Thurin Kjellberg (S)

  1. Secretary of the meeting - Marjut

  2. News from the national societies

    The national chairmen gave updates on the recent developments in each country and the Covid situation. Norway is building a quality register for all ART children for the better follow up of results. Denmark will have its national society annual meeting in March and Finland is preparing for a national society meeting in April. The Finnish national meeting will be a smaller one this year because of the approaching NFS congress in Helsinki in August. Iceland is building its own donor cell banking system.

  3. NFS Education (Antti, Kirsten, Marjut)

    NFS/NEFS webinar on Thursday Oct 28th, 2021 was successful. The event was nice and informative and there has been positive feedback. More than 200 people were following the webinar online. NFS has received no recording of the webinar and Marjut/Antti will ask for it. Marjut will do a follow up with Evelyn to make plans for the more distant future. Currently there are many free or charge webinars available and no urgent need for NFS to provide one to its members as we are currently working towards the NFS congress 2022.

    There is still one recording missing from the NFS/BFS webinar series regarding psychosocial counselling in reproductive medicine. Marjut will ask for it.

    In the future NFS strives to continue its education courses. This will be after the NFS congress. Antti will review the current ESHRE certification curriculum and pick and choose new or changed/updated topics with the help of Sirpa. There is probably most need for this in the embryology part. The planning for the upcoming courses and its topics will continue in the next board meeting.

  4. Website

    Member pages are working again. Steinunn received statistics: 2030 visits in 2,6 pages with an average time of 1 min 44 sec per visit.

    The NFS congress will be advertised on the web pages and information updated when available.

    The purpose and function of the current Facebook group was reviewed. It was discussed whether the Facebook group should remain closed or whether it should be an open group. It was decided that the group should remain closed to enable professional discussion on different topics. It was also discussed that every nation should have at least one person who is responsible for the administrative tasks in the group and accepts people in the field to become members.

    It was also discussed that not everyone is on Facebook and Instagram, so it is important to spread information through other channels also. Steinunn will e-mail news and updates to board members who will see to the information being spread to the members of the national societies through necessary channels, including e-mails to the members.

  5. Credit card

    Proposed and accepted change into the society by-laws: In case the society possesses a credit card, it will be under the name of the treasurer of the Nordic Fertility Society. The treasurer is responsible for the use of the credit card and will agree on the payments with the president of the society. If the treasurer changes, she/he will inform the bank of this change and the new treasurer will become the card holder. Both the president and the treasurer are authorized to sign for the society.

  6. NFS 2022 in Helsinki

    Current status of the NFS congress plans was reviewed by Sirpa:

    The board accepted that collaboration with the congress bureau Confedent will start after signing the contract. The costs of the event were reviewed and accepted by the board. In the worst-case-scenario we would need to cancel the meeting in the very last minute when there would be no refunds which would bring high costs to the society. Astrid reviewed the financial situation of the society and it was stated that the society can still cover these costs. The board accepted that Marjut will sign the contract with Confedent. The responsibilities of Confedent were reviewed.

    Cancellation deadlines for NFS:
    April 20th: cancel without further costs
    After 19th of June: full payments

    If there would be another lock down, we still would need to pay. It then should be discussed whether the congress is cancelled or postponed.
    Sirpa will try to finish up the congress web site with Rasmus as soon as possible and it will be shared in as many groups as possible. It is very important to publish the program immediately for people to see it and companies to get involved and commit to the congress.

    If there are cancellations form participants, it was discussed that no refund will be admitted but it would be possible to pass on the registration to another person.

    The local committee has received a nice number of sponsors and more will be looked for.

    There will be 3 workshops in the congress, organized by NILS in collaboration with different companies.

    The abstract deadline is 1.4.2022 and the scientific committee was previously decided to be Ann, Antti, Kirsten and Janni. Instructions for composing the abstract are almost ready and will follow the same outline as for the call for abstracts in Göteborg. Info of the requirements will be placed on the congress web pages. The abstracts will be mailed to NFS-meeting gmail. There will be a prize for the best poster and best oral presentation.

    There is a need for assistants in the congress and for example students from biomedical fields will be involved. Otherwise there will not be as many paying participants. Chairs will be needed for the sessions, these will include the NFS board, the SFY board, some speakers and others. Congress batches and bags were discussed.

  7. Next meeting

    Ocean Hotel for May 19-20, 2022 is still reserved.

  8.  Matters arising

    On the evening of August 17th there will be a board dinner and it was discussed that a short board meeting for the next morning could be useful to organize.

    It would be good to have an add from Norway for the NFS Congress that will be held after Helsinki.

    Marjut would like to discuss further of the election of the next NFS president and wishes for a candidate to be named by the board. This will be discussed further in the next board meeting.

2021 – September 2nd

Minutes: Board Meeting Nordic Fertility Society

Date: September 2nd, 2021

Meeting venue: Virtual on-line meeting using Teams

   Thursday September 2nd, 2021 14:00 - 18:00, Danish time

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI)
Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB)

Not present: Steinunn Thorsteinsdottir

 

  1. Secretary of the meeting  - Marjut

  2. News from the national societies
    The national chairmen gave updates on the law changes, Covid situation and national meetings of the countries. Norway is proceeding with oocyte donations and there has been major changes in the field of private clinic ownership. Denmark has no Covid-19 restrictions at the moment. Eggs can now be kept frozen till a woman is 46. Sweden is adjusting to previous law changes and making procedures for carrying out double donation and embryo donation. Finland has no recent law changes and hopefully will have on-site SFY meeting in November.

  3.  NFS 2022 in Helsinki (Christel and Sirpa)
    1.  program: updates and changes 
      Sirpa and Christel have been working on the NFS Congress program, updating the lectures by taking out the topics related to Covid and finding new topics to replace them. Almost all lecturers have been contacted to verify that the new dates are suitable for them and in some cases the topic has changed. 
      Sirpa went through the whole program. It was discussed that the balance of the speakers should reflect all Nordic countries. Now the most lecturers are from Finland and Denmark, with less from Sweden, Norway and Iceland. It was also discussed that economically it is good to have many local speakers, and this has been the case in previous congresses also. There is much research going on in Denmark and this also shows in the program. 
      As for the lectures of which the speaker was TBA there were some very good suggestions of who could be the speaker and requests to speak will be sent out to them.
      Sirpa will send out the program to the board members for them to review it and make more suggestions if necessary.

    2.  involvement of NILS
      Before the start of the NFS meeting there can be a session by NILS. NILS may also arrange a PGT consortium and possibly invite companies to have workshops on Thursday morning. It was discussed that these activities could be optional for the attendees and would not be charged separately. NILS will need to figure out how to pay for the costs of renting the lecture halls for these purposes (sponsors arranged for these?). NILS will also have a GA in the end of the day.

    3. budget
      Sirpa and Christel will update the budget. A congress bureau will be acquired for getting an account and handling the expenses and participation fees. Offers have been requested from two different congress bureaus and the offers were reviewed and will also be updated. The prices are quite similar for both. The congress fee for the participants should be as low as possible for the attendees. However, the expenses in Finland are very high. The congress fee for early registration could be € 350 and the fee for late registration € 450. Sponsorship fees were discussed. The board proposed that the Silver sponsorship could be € 10 000. 

    4. General Assembly 
      NFS General Assembly will be held on Friday before the final session of the day.

    5. other (venue, social events, local organization…)
      Abstract deadline 1.4.2021. Abstract screening group: Ann, Antti, Kirsten and Janni. A stipend for best poster and best oral presentation.
      Tentative days: Registration opening 1.2.2022, early bird deadline May 1st. Hotel booking deadlines to be confirmed.
      Advertising the congress early and many times is crucial!
      Local help was discussed, as there were local people in Göteborg helping to take care of the practicalities during the congress. These people did not have to pay for their attendance, which has to be notified in the budged planning, if similar arrangements are planned for Helsinki.

  4. Credit card (Astrid and Marjut)
    Currently it has not been stated in the by-laws who is allowed to have control over the society credit card, so now it is the board as a whole.  This practically makes the use of the credit card impossible. The society’s bank is Danish and in Denmark these need to be defined in the by-laws. Thus, the board needs to think of a way to include the use of the credit card into the by-laws to simplify its use. The user of the credit card should be just one or two people (treasurer as the primary person, president as the secondary person). A clause will be designed which can be added into the by-laws in order to ease the use of the credit card. As the Danish Fertility Society has had to deal with the same problem, Janni has agreed to help out.
    Astrid also brought up that the society has a good amount of money and that the interest in the Danish bank is negative, so the society has to pay the bank to have money there. It was discussed whether we should register the society to another Nordic country, but the idea was rejected as the situation is similar also elsewhere and this type of change would require a lot of work, worth more money than we are losing now.
    It was also discussed whether the society’s money could be invested, but there would be a problem with taxing. A foundation with rules and regulations should then be established and a donation made to that foundation from NFS. It was concluded that there is too little money for all this. Also, Finland’s congress will take up a lot of the society’s money after which we still need to have a good buffer before Norway’s congress in 2024.

  5. Webinar with New England Fertility Society (Kirsten, Antti, Marjut)
    Kirsten reviewed the situation of the webinar that will be arranged with the New England Fertility Society on Thursday October 28th, 2021 at 18-19:30 CET. A save the date has already been place on the NFS pages. There is a mistake on the add which Kirsten will ask to be corrected and then the add will be distributed to all chairs for further distribution to members. A Facebook add will also be made.

  6. Web pages (Steinunn)
    The updating of the information on the current board in in progress. NFS/BFS webinars can be found on the web pages, and the last one of the webinars will be placed there too. Info on the NFS/NEFS webinar will also be updated as soon as the add is corrected. Hopefully it will be possible to have the NFS/NEFS webinar recordings on the web pages also. The preliminary program for the NFS Congress in Helsinki will be put on the website as soon as it is reviewed by the board and ready for first announcement.

  7. Next meeting
    The next meeting will be held in the end of the year, end of November/beginning of December. Marjut will send out a Doodle later this fall. Marjut will ask whether it is possible to reserve the Ocean Hotel for May 19-20, 2022.

  8. Matters arising
    No matters arising.


Marjut Otala
NFS President
September 3rd, 2021

 

2021 – May 6th

Minutes: Board Meeting Nordic Fertility Society

Date: May 6th, 2021

Meeting venue: Virtual on-line meeting 

   Thursday May 6th, 16:00 - 18:00, Danish time

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI) Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB)

Not present: Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC)

  1. Secretary of the meeting - Marjut

  2. News from the national societies
    The national chairmen gave reviews of the current situation in each country. Most clinics in all countries are running normally. National fertility society meetings are still being held on line. Finland is planning a physical meeting in November.

  3. Upcoming changes to board members
    Marjut reviewed the members of the current board and the specific tasks of each member. The national representative of Sweden will be elected shortly in the Swedish Fertility Society meeting.

  4. NFS 2022 in Helsinki
    1. Final dates
      August 18-20, 2022 in Helsinki.

    2. Program
      Speakers will be contacted again to make sure the dates for 2022 are okay. Only few have confirmed so far. The local committee will go through and modify the program again in order to update talks that may not be of interest in 2022 anymore. New topics for some speakers will be suggested. The majority of the program possibly stays the same. Christel will send the edited program to the board members for comments and ideas and will make a suggestion for a renewed program for the board meeting in September.

    3. General Assembly
      It was discussed that the treasurer’s report on the annual budget needs to be accepted by the general assembly, which can be held as a zoom meeting for example. This was planned for September, in connection with the next board meeting.

    4. Involvement of NILS?
      The history of NILS was reviewd by Sirpa, and it was discussed whether in the long run NILS could become a part of NFS. In case this would be done, it would need to be done officially and this would take time. In the next NFS meeting NILS could have its own session for example. It may also be possible for NILS to organize pre-congress sessions and/or workshops, and there is interest in organizing the Nordic PGT consortium alongside the NFS congess. The finances between the two societies concerning the congress also need to be agreed on. Sirpa is the contact person between NFS and NILS and will negotiate these matters further with the two societies. 

  5. News from the webinar series
    Three NFS/BFS webinars have already been held; Female Fertility Preservation on Nov 11, 2020, Andrology – Update on male fertility and available treatments on Feb 3, 2021 and Challenges in Donor Treatments on March 22, 2021. There have been a good number of attendees in these webinars and we have received excellent feedback. The next webinar, Psychosocial Counselling in Reproductive Medicine, will be held in May 10, 2022.

  6. Continuation of the NFS Education Courses for its members
    It is the interest of the NFS to continue providing high quality education for its members. The society has received request for collaboration from the New England Fertility Society, as explained below.

  7. Contact from the New England Fertility Society
    The chair of the New England Fertility Society (NEFS) contacted NFS by e-mail to explore the opportunities for a possible future collaboration in the form of a possible virtual meeting. NEFS is a regional non-profit professional society that has headquartered in Boston, Massachusetts.  Its mission is to provide continuing education for their members and to any other infertility professionals with a special interest in the field of infertility.  Yearly they host a weekend long annual meeting, and 3 dinner meetings in the Boston area. In the last year, they have had to become virtual due to the pandemic.  Their meetings are now over ZOOM, and thus this would be a great opportunity to share ideas, network and join forces.

    Antti has been in touch with NEFS and will continue discussing the possible future collaboration with them, most likely in the form of a joint webinar or webinar series.

  8. Next meeting
    The reservation in Ocean Hotel Thu to Fri September 2-3, 2021 will be kept and the plan is to have a physical meeting then. The general assembly will be planned for this time also. Marjut will ensure that the reservation is still valid now that there has been an owner change of the hotel.

  9. Matters arising
    No matters arising.

2021 – February 2nd

Minutes from the Virtual Board Meeting

Date: February 2nd , 2021

Meeting venue: Virtual on-line meeting

Tuesday February 2 nd , 19:00 - 20:00, Danish time

Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI)
Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY), Stina Järvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB), Hildegunn Stoum (NOFAB)

Not Present: Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC)

 

  1. Secretary of the meeting – Marjut
    Janni Vikkelsø Jeppesen was welcomed to the board as the chair of the DFS and Hildegunn Stoum as the new chair of the NOFAB.

  2. NFS 2021 in Helsinki
    1. review of the current situation
      The preliminary program is ready. The venue needs to be payed by Feb 26th 2021 in case the congress would be held in August 2021. 

    2. postponing the congress?
      Due to the new virus variants, delays in national vaccination programs and the ongoing travel restrictions, it was decided that the congress will be postponed by one year. If possible, the congress will take place on Aug 25-27. However, if these dates are not available for reserving the venue, the alternative dates are Aug 18-20. The local committee will inform the board when the dates have been confirmed. The local committee will also inform the collaborators and the speakers of the postponement of the congress.

      The board also discussed that there may be a need to organize the General Assembly virtually this year, as there will be no congress.

      It was also discussed that there is a need to completely renegotiate the possible involvement of NILS in the NFS congress. Sirpa will discuss this matter with the NILS board and ask for a proposal on how to proceed.
       
  3. Economics of the society
    1. need for changing the annual fee for 2021?
      As the NFS will not be arranging a congress in 2021 as originally expected, it was discussed whether there should be a reduction of the membership fee for 2021. However, there also has previously been some discussion on the possible need for a raise of the NFS membership fee. The chairs of the national societies informed the board that the annual membership fees will be collected as usual. It was decided that the membership fee for NFS will remain as it is for now.

  4. News from the national societies
    The national chairmen gave reviews of the current situation in each country. In Norway there have been major amendments to the Norwegian Biotechnology act and related guidelines, allowing for example oocyte donation, oocyte cryopreservation and treatment of single women.

  5. News from the webinar series
    The first NFS/BFS joint webinar was held on November 11th 2020 with the topic of Female Fertility Preservation. The 1,5 hour webinar had 3 high quality lectures from Sweden and Denmark. More than 200 people registered, of which 126 people attended the live webinar.

    The second webinar, with the topic of Andrology, update on male fertility and available treatments was scheduled for February 3rd 2021, with invited speakers from Estonia, Finland and Denmark. More than 290 people had already registered.

    Both webinars have been supported by a commercial collaborator, so that the expenses for the societies are minimal.

  6. Next meeting
    The spring meeting that usually has taken place at the Ocean Hotel will be a virtual meeting. Marjut will send out a Doodle to find a suitable time for the meeting. It was decided that the board will try to have an in-person-meeting and possibly arrange a hybrid General Assembly in August when the NFS 2021 congress was originally supposed to be held. Marjut will ask whether the Ocean Hotel is available for the meeting in August 25-26, 2021.

  7. Matters arising
    No matters arising.

 

 

2020 – October 12th

Minutes from the Virtual Board Meeting

Date: October 12th, 2020

Meeting venue: Virtual meeting using Teams 

Monday October 12th, 19.00 - 20.30 (CET)

Invited: Marjut Otala (Fi), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (Ic), Kirsten Louise Tryde Macklon (Dk), Ann Thurin Kjellberg (S), Antti Perheentupa (Fi), Sirpa Mäkinen (Fi)

Kathrine Birch Petersen (DFS), Stina Järvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB), Christel Hydén-Granskog (SFY)

Not Present: Sigrun Beate Kjøtrød (NOFAB), Ann Thurin Kjellberg (S)

  1. Secretary of the meeting – Marjut

  2. Brief review of the current board

    Sirpa Mäkinen (Fi) joined the board as a chair of the NFS 2021 congress in Helsinki. Christel Hyden-Granskog represents Finland as chair of the SFY. Antti Perheentupa is now the national representative of Finland and continues to be in charge of the NFS education courses.

  3. News from the national societies

    The national chairmen gave reviews of the current situation in each country. There has been challenges organizing national society meetings and they have been postponed on several occasions, and both virtual and hybrid meetings have been held.

  4. NFS 2021 in Helsinki

    1. review of the current situation

      The program for the NFS 2021 is almost complete. All sessions have been filled and most lecturers have already agreed to give a talk. The preliminary program is ready to be published in the NFS web pages and this will be done shortly.

      The venue needs to be payed by Feb 26th 2021, but at this point it is not known whether the meeting can be held, due to the possible ongoing travel restrictions at that time. The board will decide in the beginning of 2021 on whether to proceed with the plans on organizing the meeting next August.

      The local organizing committee is worried as Finland seems to be very expensive for arranging a congress. However, Astrid informed the board that the economy of NFS looks good.

    2. request of combining NILS with NFS

      NILS board has requested that NILS would be arranged together with NFS in August 2021. NFS has already worked hard on planning and organizing the NFS 2021 meeting and all sessions are complete. It was discussed what the benefits and disadvantages would be to organize a joint meeting with NILS. The economy is one of the most difficult issues. It was proposed by the NFS 2021 local committee that one session would be re-arranged and offered for NILS within the NFS Congress as well as time for organizing their Annual General Meeting. Sirpa will contact NILS and discuss this with them.

      In case the NFS 2021 congress needs to be postponed, the congress must be largely re-planned and there is a better possibility to combine the two societies in one congress.

    3. request  of inviting participants from other societies

      It is an option to invite participants also from other societies to the NFS 2021 congress, but at this point, it is unclear whether the congress needs to be postponed so this issue will be discussed later.

  5. Next NFS congress after Helsinki

    The next congress after Helsinki will take place in Norway. 

  6. Change in by-laws

    1. virtual general assembly/virtual congress
      It was discussed that it should be stated in the by-laws that virtual general assembly and virtual congress are options if in-person meetings cannot be held.

    2. credit card
      A clause will be designed which can be added into the by-laws in order to ease the use of the credit card.

  7. Education course

    1. current situation
      The first topic of the NFS/BFS joint webinar is Female Fertility Preservation. Three experts have agreed to give a talk in the webinar taking place on November 11th 2020 at 15:00 (CET). Each speaker will have a 20 min talk and 10 minutes are reserved for questions.

      More webinars have been planned for the future and there was discussion on how often the webinars should be held. It was suggested that they could be held every two months for example. One webinar per month might be too often, taking into consideration that many webinars are being offered by different societies and companies.

      The platform and technical support for the webinar will be bought from a company called Eventas and they will also design advertisements for the congress. There have been offers from some companies to sponsor the webinars (one sponsor per webinar) and sponsorships are being negotiated.

  8. Next meetings

    1. Virtual in January - early February for deciding whether NFS2021 will take place when planned

      Marjut will make a Doodle questionnaire to the board of when to have the next board meeting.

    2. Ocean Hotel May 6-7, 2021. Thursday 15.00-20.00 and Friday 8.30-12.00.

      This reservation is still valid.

  9. Matters arising

    Marjut brought up that according to the by-laws her term in the NFS board is finishing after the next NFS congress. The next president of the NFS should possibly be from Sweden.

 

2020 – May 14th to 15th

Minutes from the Virtual Board Meeting

Date: May 14th to May 15th 2020

Meeting venue: Virtual meeting using Teams 

Thursday May 14th 17.00 – 20.00 (Danish time) and May 15th 9-12 (Danish Time)

Invited: Marjut Otala (Fi), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (Ic), Kirsten Louise Tryde Macklon (Dk), Ann Thurin Kjellberg (S), Christel Hydén-Granskog (Fi)

Kathrine Birch Petersen (DFS), Antti Perheentupa (SFY), Stina Järvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB)

Not Present: Steinunn Thorsteinsdottir (Ic)

    1. Secretary of the meeting – Marjut

    2. News from the national societies

    The national chairmen informed about the situation in each country. Clinics have started operating again after complete stop or modified activities and/or diminished number of operations due to the Covid-19 epidemic.

    A major change in Norway has been that the law of biotechnology has been modernized, and now egg donation, treatment of single women, social freezing and PGT is allowed.

    1. Review of the 2019 Congress in Gothenburg

    Ann and Stina gave a nice review of the Gothenburg Congress discussing the budget, number of participants and sponsors, reviews, comments and wishes given by the attendees and sponsors, conference services, getting speakers, timetables and more. Overall the congress was a success.

    1. NFS 2021 in Helsinki

    Christel gave a through presentation about the plans for the NFS Helsinki 2021 Congress. She introduced the venue, local organizing committee, a plan for the budget, suggested speakers from outside the Nordics and a preliminary program for Thursday, Friday and Saturday. There was a lot of discussion and further planning and suggestions for the program and speakers. There is a need to find more speakers from Norway and Sweden and the representatives from these countries will help finding them. 

    There has been some concern especially from the local committee of what happens if the congress needs to be cancelled. The cancellation of the venue needs to take place half a year before the congress (Feb 2021) and therefore the board will evaluate the situation in January 2021 at the latest. In case we need to cancel, the general opinion was that instead of a virtual meeting it would be better to postpone the meeting to 2022. 

    The board approved the preliminary professional program, the plan for the practical implementation of the meeting and the 2 non-Nordic speakers.

    1. NFS budget

      1. NFS 2021

    The board accepted the preliminary financial aspects of the Helsinki 2021 budget. There was discussion about an acceptable fee for the participants as well as suitable fees for the sponsors.

      1. credit card/change in by-laws

    The board is in a process of acquiring a credit card. As it has not been stated in the by-laws who is allowed to have control over a society credit card, it is now the board as a whole. Therefore, every time there is a change in members of the board, the bank has to be contacted in order to verify the new member. Thus, the board needs to think of a way to include the use of the credit card into the by-laws to simplify its use.

    If we plan to make changes to the by-laws we should also think of a new article that would allow to have the annual meeting and general assemly also on a virtual platform. This needs to be addressed again before the next general assembly.

    1. Education course

    Sara Somers from the ESHRE NmCC group has informed the NFS that they have found another solution for the education of nurses and midwives who are ESHRE members. Therefore, with regards to the Nurses and Midwives Certification, there is no need for collaboration between our two organizations at this moment.

    However, it is the wish of NFS members for the NFS eduction courses to continue in some form. We have finalized all three parts of the course and there is an opportunity to continue the courses in a new way.

    The Baltic Fertility Society has been in contact with the NFS in order to build collaboration between the societies and a joint webinar has been suggested. Marjut and Antti spoke to the BFS representatives Andres Salumets and Zivile Cerkiene earlir in the day to discuss the webinar for NFS and BFS members. 

    Marjut and Antti presented the suggested outlines for a webinar that could also act as a continuation for the education courses this year. There could be for example 4 sessions with a duration of 1-1,5 hours for a month, on the second half of the day (eg every Tuesday at 5 p.m.) with 4 different attractive topics, addressing all professional groups. The webinars could take place in October/November as live lectures with a moderator to collect written questions from the participants during the lecture and then ask them live after the talks. In previous years we have had support from a sponsor and this year it may also be possible. The talks would be recorded and put onto the NFS website. Antti will be in contact with the possible sponsor(s) and investigate what would be a good technical solution. 

    The boad approved and encouraged these plans. Antti and Marjut will come back to the board with more specific plans later.

    1. The Baltics

    The proposed collaboration as stated above.

    1. NFS web pages

      1. renewed pages

      2. newsletter/blog

    Steinunn has done a lot of work with the renewed web pages and they now have a very nice look. It would be good if we could attract more people to the pages. We now have a newsletter that you can subscribe but no information where the subscriction request goes. It was discussed that we should remove the newsletter subscription or find a way to make it useful. The preliminary idea was to reach out to the NFS members at least twice a year. More specific plans and the techinical implementation of these plans will be discussed later with Steinunn.

    1. Fertility Awareness

      1. any progression in the Nordics

    The board decided to postpone the discussion about this topic due to the special situation this spring and thus the poor opportunities to take fertility awareness furher in the Nordics.

    1. Next meetings 

      1. Fall 2020

    Marjut will send dates for a proposed telemeeting.

      1. Ocean Hotel in May 2021, dates?

    The Ocean hotel is reserved for May 6-7 (Thu-Fri), 2021. The meeting will take place 15.00-20.00 on Thursday and 8.30-12.00 on Friday.

    1. Matters arising

    No matters arising.

    Marjut Otala
    President of NFS

2019 – November 26th

Minutes from Board Meeting Nordic Fertility Society

Date: November 26 th , 2019

Meeting venue: Virtual meeting using GoToMeeting
20.00 - 21.00 (Danish time)

Invited: Marjut Otala (Fi), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir(Ic), Kirsten Louise Tryde Macklon (Dk), Ann Thurin Kjellberg (S), Christel Hydén-Granskog (Fi)
Kathrine Birch Petersen (DFS), Antti Perheentupa (SFY), Stina Järvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB)

Present: Marjut Otala (Fi), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (Ic), Ann Thurin Kjellberg (S), Christel Hydén-Granskog (Fi)
Kathrine Birch Petersen (DFS), Antti Perheentupa (SFY), Stina Järvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB)

 

  1. Secretary of the meeting: Marjut
  2. Brief review of the current board: Marjut
    1. Current board was introduced
    2. Two members are yet to be elected: the national representatives for Finland and Sweden. They will join the board after the national meetings of these fertility societies.
  3. NFS 2019 Congress in Gothenburg, Sweden 22-24 August 2019
    1. Ann provided the board with the budget of the meeting. There is a nice but not over extensive surplus in the saldo.
    2. The congress overall was a success. It will be reviewed in more detail in the spring meeting.
    3. Ann and Stina made evaluation forms for the participants and the sponsors and have received feedback. These will be of good use also for the local committee of the next congress (Helsinki 2021).
  4. Education course Stockholm November 2019: Stina
    1. Education course went well. 57 participants had signed up and 53 showed up. It was discussed that maybe in the future there could be a small registration fee or alternatively a small penalty if the participant does not show up without prior cancellation.
  5. Video lectures and possible distribution to ESHRE website: Antti and Kirsten
    1. The lectures were once again videoed, and this completed the whole curriculum for the certification examination for nurses and midwives and embryologists (e.g. this was the final 1/3 left).
    2. Prior to the meeting Kirsten sent a message to the board that the ESHRE nurses’ and midwives certification group is interested in the NFS initiative to post the certification examination education course videos on the NFS website. ESHRE NMCC would like something similar and asked an opinion on whether it would be possible to post the videos on ESHRE website as well, after consent from the speakers.

      The general opinion of the board was that as posting of the videos was an original idea of the NFS, they cannot be directly put on ESHRE website. It was discussed that the speakers have been in the belief that the audience is solely Nordic and maybe would have made different type of lectures if they would have made them for all European countries. Also, NFS is a small organization and the costs of arranging the courses, free of charge for the participants, have been a considerable for the organization. Many people have been working voluntarily, both organizers and lecturers, to get the courses together. Thus, it was suggested that NFS offers to re-arrange the courses and negotiates the terms and conditions beforehand with ESHRE, so that they will be known to all parties. Antti will be the primary contact for ESHRE to take this further.
  6. Future of the education courses: Antti
    1. Immediate feedback on site from the participants was that it would be nice that the education courses would continue. It was suggested that the course would go more deeply into specific topics as there are a lot of detailed questions in the examinations.
    2. ESHRE seems to make changes to the certification examination curriculum and these specific additions should be taken into account in the potential future courses. Also, we need to look into the feedback from all previous courses when designing the new ones.
    3. Antti will make a suggestion of the future of the education courses by early February. The outline of the program should be ready before summer so that we can ask for speakers in the spring. The country/city where the courses will be held is also under discussion.
  7. NFS web page: Marjut and Steinunn
    1. Steinunn has updated the NFS webpage regarding the changes of board members. A new picture will be taken in the spring.
    2. The changes to the by-laws have been made according to the previous general assembly in Gothenburg. The minutes from the general assembly will be posted as soon as we get them from the secretary of the meeting.
    3. The NFS is not using an SSL-certificate on its webpages and this was pointed out by the IT-department of a private IVF-clinic in Finland. We should start using this on our webpages and Steinunn will ask the help of Kristian Roger to take this further.
  8. Status of next NFS Congress Helsinki: Christel
    1. The local committee for the Helsinki Congress has decided on the venue which will be Grand Marina and the committee is actively working on the initial arrangements for the conference.
    2. We should advertise the congress in every way possible. One way to do that would be to make a banner on e-mail. An add will also be posted on the NFS webpage as soon as it is available.
    3. Christel would appreciate speaker suggestions for the next NFS and is hoping to be informed about subjects that are currently discussed in each country. 
  9. News from the national societies
    1. Finland (Antti): Donor treatments are starting in the public hospitals, first in Helsinki and Tampere. The SFY has arranged training courses for counsellors working with female couples and single women.
    2. Sweden (Stina): The SSRM is planning for the next ABC course and was accepting applications for the Ferring scholarship. Embryo donation has been legalized, guidelines for offering this treatment is under discussion in the National board of Health.
    3. Norway (Sigrun): NOFAB meeting is on the 3-4th of January and the board is preparing for that. There are no significant new changes in the field at the moment.

      Addition from after the teleconference: The Norwegian representative will also be elected in the next NOFAB in January 2020. If Astrid will not continue, the NFS board needs to elect a new treasurer.

    4. Iceland (Steinunn): The establishment of an own egg- and sperm bank is under way.
    5. Denmark (Kathrine): Public re-imbursement is currently obtained from 3 treatments. The public clinics in the Capital Region have in the past two years been working on a strategy for the fertility area in the region. It has been proposed by the politicians in the Capital Region that in the future the number goes up to 6 IVF treatments. However, this needs to be accepted by all 5 regions and thus far it’s been accepted in the Capital Region. DFS was not notified/informed of this proposal in advance. The suggestion will be discussed at a DFS meeting in January 2020.
  10. Report on the DFS and Fertility Awareness meeting: Kathrine
    1. The board of DFS met with the representatives from the Reprounion Nordic Center for Fertility Awareness on November 7th. The NFS board has received a report from the ReproUnion Awareness ThinkTank as well as a response from the DFS.
    2. The mission of the Nordic Center for Fertility Awareness is to start working in all Nordic countries and to be closely involved in the field of reproductive medicine in each country. It may also help its partners in matters such as legislation. Therefore, it was proposed that the NFS offers to support the Nordic Center for Fertility Awareness in the form of an advisory board. 
    3. Marjut will prepare a statement from the NFS board in support of the Nordic Center for Fertility Awareness and it will be processed together amongst the NFS board members before its release.
  11. Next meeting
    1. It will be evaluated in the spring whether another teleconference is needed before the spring meeting in the Ocean hotel on Thursday and Friday May 14-15, 2020.
  12. Matters arising
      1. No additional matters arising
  1.  
  1.  

 

Marjut Otala
President of NFS
December 14th, 2019

2019 – August 22nd

Minutes from Board Meeting Nordic Fertility Society

Date: August Thursday 22nd 2019

Meeting venue: Quality Hotel 11 Gothenburg
Thursday 08.30 – 10.30

Invited: Jon Hausken (N), Astrid Helene Sydtveit (N), Kirsten Simonsen (Dk), Greta Edelstam (S), Otala Marjut (Fi), Steinunn Thorsteinsdottir (Ic), Kirsten Louise Tryde Macklon (Dk) Ann Thurin (S), Kathrine Birch Petersen (DFS), Antti Perheentupa (SFY), Stina Jarvholm (SSRM), Sigrun Beate Kjøtrød (NOFAB)

Not present: Kirsten Simonsen and Greta Edelstam

  1. Secretary of the meeting: Jon
  2. NFS 2019 Congress in Gothenburg, Sweden 22-24 August 2019: Ann
    Ann Thurin informed about the Board about the latest news about the starting Congress. More than 400 participants, is a huge success. We have turned the past years of a negative trend. Changing dates and only a two-day Congress seems to have been a success. The economy will have a small surpluses. 
  3. General assembly at NFS 2019: Jon 
    The Board went through the arising GA. Decided chair, secretary and auditors. Planned the introduction of new President and the presentation of the future education courses.
  4. NFS Education courses: Antti 
    Greta has informed the Board that she is not more a part of the upcoming education course in Stockholm. This is accepted. As the next planned education course is not covering the last third of the minutes, the board had to make a new plan and strategy. Antti will make a letter informing the speakers about changes in the program and ask if anyone is willing to change subject. This will be sent to all speakers shortly. The dates and Venue will be the same. Steinunn will change the web site and tell that the program for last third of preparing ESHRE exam will be posted soon. Ann and Stina will be responsible for finding new speakers within the Swedish society.  
  5. Next NFS Congress; Helsinki 2021 
    The next Congress will be held 26-28 of August 2021 in Helsinki. The Chair will be presented shortly
  6. Next meeting; 
    The new President will see if an extra ordinary Board meeting will be held soon due to the new strategy and plan for NFS education course 2019. If not, the next meeting will be in Copenhagen May 2020
  7. Matters arising
    Kathrine informed about the role of the Nordic Think Tank for fertility awareness, led by Søren Ziebe. DFS has redrawn their support for this work due to the commercial collaboration which was not the initial idea. Furthermore - the societies will have no influence what so ever on decisions, strategies etc. Both are equal concerns for the Danish members.
    I talked to Søren about this issue later the same day. He promised to send the NFS Board a letter explaining future plans and who is involved for clarifying this issue. The NFS Board will not make any new decisions, before all information needed for doing this is present.