Board meeting minutes

2024 – April 11 – 12

Minutes: Board Meeting Nordic Fertility Society

1. Welcome
   
   
2. Secretary of the meeting
   Steinunn Thorsteinsdottir/Stina Järvholm
   
   
3. Upcoming NFS congress in Oslo (Hans Ivar/Anette)
   Up till today almost 100 persons have registered, mostly speakers, sponsors or other invited such as the board. The registration so far among members are slow. The early-bird cost ends at April 30th. We discussed how we to a greater extent can inform potential participants about the congress. The national societies will increase their activity in reminding.
   
   We discussed pros and cons with encourage non-members of other countries or for example patients’ organizations to join the congress. We did not solve this question.
   We agreed that we will not control those who register to see if they are members or not. We will give the benefit of the doubt and if problem regarding this arise, we will handle it along the way.
   
   Concerning the sponsors most of the slots are taken. Some voices have been raised that the sponsor fee is too expensive. We agreed to stick with the original plan for sponsors for now. We elaborated on different models to fulfill the plan for complete sponsorship.
   
   As we stand today budget does not end up in a positive result. We discussed that NFS this time may have to handle a minus. We elaborated on how we can cut back costs even more and the local board is looking into this. The circumstances for organizing the congress have change rapidly since last time and this we need to bear in mind for upcoming meetings. Most likely we will in a greater extent do things the layman-way in the future and chose venue/collaborations with lower budget.
   
   The chairs will be two at every session and the board can help by looking at registered members to get representatives from all countries. It is also a good idea to use the board and the invited speakers for this task.
   
   Regarding abstract submitted we agree that the chosen should pay for the congress/travel/accommodation by themselves. A price will be given to best oral (10 000 DKK) and poster (free congress next time). Antti and Kirsten will make themselves available for advice to the local board in the selection process. Important that two board members chair the oral session and that at least two are present at the poster promenade. The posters should be presented digital, and we would like a screen in the main hall or in the Bronze hall were they are viable during all the congress.
   
   For the assembly Stina will send out the agenda to be shared by national societies and be published on the home page. Good if some/all can go through the by-laws and see if we will ask for changes. At least the following will need to change:
   §2.

   The objectives of the society are:
      8.  To invite and be responsible for arranging Nordic summer meetings with not less than 24 months´ interval and in uneven years (second revision, Sept 2013).

   §4.
   Their term of office for the national representatives shall be 2 years with the possibility of one re-appointment for a maximum of 4 years. 

   
   I also see in the by-laws that we can appoint honorable members, maybe that’s a good idea to make people aware of NFS? 
   
   Stina we will write the activity report and Astrid the financial report.
   
   Next congress will be held in Iceland or Denmark. This decision needs to be ready before the congress. We discussed pros and cons with different solutions. 
   
   
4. Reports from national societies
   All the societies have noted the changed financial situation affecting reproductive medicine and that there are in a higher degree a hard time for members to be out from work for example educations etc. All countries have recently had or are up to the national meetings in April. Despite this all national meetings so far have been very well attendant. In varied degrees the societies have been focusing lately on finding ways to collaborate with the surrounding society about for example changes in laws, the question about surrogacy and numbers of treatment cycles that could be offered within the public system.  
   
   
5. Financial situation (Astrid)
   Stable however we need to adjust our work to the change financial situation both for the clinics as well as global. 
   
   We agreed that we will raise the fee from the national societies with 10 % 2025. And thereafter increase by 10 % every 3-5 years. Asit is now we have not changed the fee since 2015.
   
   
6. Homepage (Steinunn)
   Very low activity. Not so easy and prompt to get help with updates, info.mail etc as we would like it to be.
   
   
7. Exchange program (Steinunn and Niels)
   Steinunn and Niels have outlined two possible ways to take this question further. These are attached in a separate file. We agreed to continuing this discussion on our board meeting in August since it is dependent of the general economic situation for NFS.
   
   
8. Matters arising
   We discussed the overlapping situation with NILS and that we after the pandemic have congress at the same year. We agreed on asking Sirpa and other members of NILS board present in Oslo in August to join at the end of the board meeting for a discussion.
   
   We are bit frustrated over not having enough time together to be able to develop NFS work to a higher degree. We discussed the possibility to have two on-site meeting/year, one in spring ad one in autumn regardless of if it is the congress or not. We touched the question about taking up the work of affecting political decisions etc.
   
   
9. Next board meetings:
   • Digital 21st of May 19:00 CET.
   • Board dinner/meeting Wednesday the 14th of August at 20, restaurant Teatro.
   • On-site board meeting Thursday the 15th of August in Oslo 9-11:30. 
     

2024 – February 21st

Minutes: Board Meeting Nordic Fertility Society

1. Secretary of today’s meeting is Stina
   
   
2. Last minutes. Nothing to add to previous protocol.
   
   
3. Next NFS meeting in Norway; budget and program (Hans Ivar)
   
   The homepage for the congress is now open. It is important that we share the congress information in every possible way.
   The program is almost in its final version. We discuss how to place the Scottish session in the best possible setting and we agreed to keep the scots together and also to give them a plenary session.
   The program has some slots (maximum 3) for sponsor lectures. This will be paid for separately. We discussed the place of those sessions and that this time is a first try. If we stay with this possibility in the future these lectures will probably be linked to the gold-silver package.
   The congress 2024 has today a negative budget with about approximately 300’ NOK minus. We have agreed on this deficit due to the finical circumstances this year.
   
   
4. Financial matters (Astrid)
   We have finally got a credit card f or the society. Great work Astrid!
   
   
5. Matters arising
   There is no person from the Swedish society taking care of the NFS FB questions. We agreed to discuss this question, among others, on our up-coming board meeting.
   
   
6. Next meeting on-site, 11-12 April/24
   The meeting will start on Thursday at 17:30 at Grand Hotel Oslo. The evening meeting will last 17:30-19:30 and will be a hybrid meeting for those of you that will not have the possibility to join on-site. During this evening meeting we will mainly focus on the upcoming congress. At 20 we have a reservation for dinner at Grand. Then we will have a board meeting Friday 9-13 (not hybrid) and there discuss other matters including a visit to the venue.

2023 – November 22nd

Minutes: Board Meeting Nordic Fertility Society

1. Stina opened the meeting. Secretary; Stina. Adjuster of the minutes; Hans Ivar.
   
   
2. Nothing to add or change about last minutes.
   
   
3. Financial matters (Astrid) All societies have paid their annual fee to NFS for 2023. No other changes since last board meeting concerning the balance.
   
   
4. Homepage (Steinunn had previously reported to Stina in this matter) The collaboration with the assistant company in this matter does not work satisfyingly. Steinunn will reach out for other solutions. The board would like to have the possibility for members or/and others reach the board of NFS through the homepage.  Antti has previous done a change of service-provider for another society and will be in contact with Steinunn.
   
   
5. Logo (Åsmund) We have now finally a new logo. Åsmund will share it with the board and all will start to use it. Hildegunn had some initial cost for the design competition of the logo. She will invoice these now. 
   
   
6. Collaborations (Kirsten) No discussion on this today since Kirsten is not present.
   
   
7. Webinar (Antti) There are no significant changes/ additions / alterations expected to the ESHRE accreditation exam requirements. The number of Nordic participants has not been very high, although part of the challenge is that the exam is often fully booked. It seems that there is no clear requirement to add material or do significant updates on the materials that exist as the Education course on the NFS website. The possibility to certify as medical personnel is not much used by Nordic MDs since it does not match the Nordic profile.
   
   Antti addressed the question about the poor status of andrology training in Finland/Nordic countries. This could be something to think about and a course on this would be relatively easy to accomplish. This needs to be discussed among the board in an up-coming meeting.
   
   
8. Next NFS meeting (Hans Ivar) The budget has been adjusted and is right now with a less large minus, but still a minus. Costs has been cut down in the technical support and in the congress dinner. We also discussed the possibility to have the congress fee in Euro that will make the costs/income more a like between the different congresses. The sponsors will be contacted in December. As it looks right now, we will have three gold sponsors.
   
   The program is moving forward, and the organizing committee has started to contact local presenters. Hans Ivar welcomes the board to suggest good presenters and gladly nurses, counselors, aspects of headship and young researchers. Presenters with background as embryologist and medical doctors are fairly well covered as it is right now. 
   
   
9. Matters arising.
   • Niels and Steinunn will work to make the planned embryologist meeting in Iceland become reality.
   • Stina will attend NOFAB meeting in Oslo in January to present NFS.
   • Antti shares that he will probably leave the board during spring 2024. The SFY will elect a new chair and Hanna will the become the country representative.
     
     
10. We plan for next digital meeting in January/February when the NFS registration will open. And an on-site meeting in Oslo 11-12 April. We have made reservation at Grand Hotel and will, among other things, be able to visit the congress venue. The meeting will start Thursday at 14 and end Friday with lunch. 

2023 – October 2nd

Minutes: Board Meeting Nordic Fertility Society

2023 – May 11 – 12

Minutes: Board Meeting Nordic Fertility Society

1. Presentation of board members.
   
   
2. Secretary of today’s meeting is Stina
   
   
3. Last minutes. Nothing to add to previous protocol.
   
   
4. Report from NFS 2022 Congress in Helsinki (Sirpa)
   Sirpa summarizes the meeting. The congress went very well, and participants, sponsors and organizers are satisfied. Details of different posts were discussed to make balanced decision regarding the upcoming congress.
   
   
5. Next NFS meeting in Norway (Hans Ivar)
   The planning of the Oslo meeting is moving forward. Details of the presentation are added to the board as supplementary. The meeting will be held in Oslo 15-17 of August in 2024 at the Hotel Radisson Scandinavia at Holbergs plass, not Holbergs plass. gate. A congress bureau is signed and will help with negotiating with stakeholders, planning, website, economic matters etc. The registration fee would benefit to be differentiated in three steps: early, normal and late. The fee for the upcoming congress would be in the span of 4500-5500 NOK. A motto will be formed, suggested including “northern light”.
   
   
6. Planning the program for next congress (All)
   We discussed the importance in having a program representing different professionals in reproductive medicine, physicians, laboratory personal and nurse/counselors. We also elaborated in including sessions about administrative matters. The program also needs to balance between speakers from all the Nordic countries but in favor of Norway this time. We agreed to focus on those who are new/young in the field. A session will be dedicated to present one recent PhD thesis from each country.  We will continue with a prize for best oral and poster presentation. We also discussed levels of different sponsor-package. In the next step of planning the Norwegian committee will make a draft for the program and circulated with the board for suggestions, and the program will also be discussed on the first board meeting in the fall.
   
   
7. Report from treasure (Astrid)
   Finally, the situation with no exit to our accounts have been solved. Thanks Astrid and Janni this have truly been an effort. The economical situation for the society is in order and stable. Every change in the board leads to a situation with the bank where all board members need to agree/sign different documents. A reminder to all board members are to always sign and return questions about the bank ASP. We agreed that it would be a good idea to have access to a payment card and gave treasure/Astrid the task to move this matter further. When Astrid resigns as treasure, we agree that thereafter always elect a treasure from Denmark since Danish citizenship will simplify collaboration with the bank. We agreed to leave the fee for the national society unchanged 2023.
   
   
8. Using NFS resources for the members and giving the society attention (All)
   An inspiring discussion took place in how we can make the society more visible and vivid for the members. We agreed that in first steps to focus on three activities.
   
   
   1. a Annual experiences exchanges within professions staring with a meeting for personnel in laboratory meeting in Iceland later this fall. One person from every country can be chosen for this exchange and the board will select whom among the applicants. Steinunn and Niels will form this invitation and Steiunn will host this first meeting. Each participant gets a grant of 10 000 DKR covering the trip, hotel etc. 
   2. We also decide that the President, on NFS budget, could visit the national annual meetings and giving a short speak about the work in NFS. 
   3. At next ESHRE congress (Amsterdam 2024) we will host a Nordic lunch for NFS-members.
   
   Other suggestions for the future were: travel grants to congress for example NFS,  EHSRE and ASRM, research scholarship and hot topic courses.
   
   
9. Homepage (Steinunn)
   The page serves its purpose and that is satisfying. To go for a more interactive page would be a huge task and not possible for the board. We agreed to form an info-mail to NFS which could be linked to the President of NFS. Astrid will contact Arne Sunde and see if he is willing to write about the history of NFS and we will also publish a photo from the first Geilo meeting in 1993 celebrating that NFS turns 30 this year. We will also add a list of past Presidents of NFS on the home page so the succession will be easy to follow.
   
   
10. Logo
    We decide to try to come to an end with choosing a new logo. The work stopped when Hildegunn left the board. Åsmund will carry the torch forward and we looked at the previous suggestions and decided to go for a clean and simple design. We would like to have the logo for the webpage, written materials, power points etc. The cost for the worked would be limited to maximum 50 000 DKR.
    
    
11. Collaborations (Kirsten)
    We shared the positive news with the answer from the Scottish clinic about participation at next congress. We also discussed the pros and cons with this arrangement since we as a society would favor an exchange with a national society. We decided to postpone this discussion to next meeting when Kirsten also can attend.
    
    
12. Webinars/education (Antti)
    We shared the good news from Antti about the upcoming webinar in June and stressed the importance that every chair from each society inform about this activity. A suggestion for upcoming webinar is to host one in the fall about “Best Nordic presentations at ESHRE”
    
    
13. Next Meeting/meeting in spring 2023
    Next meet will be digital in late September. Stina will contact Hans Ivar about possible dates. We agreed on a 2-hour meeting during evening. During the fall/winter additional digital meetings will need to take place to finalizing the program. We agreed that digital meetings will be held to a maximum of 2 hour and more frequent if needed rather than longer time.
    
    Next on-site board meeting will be held in Oslo 11-12 April 2023 and will give the board a possibility to see the venue etc before the congress.  Stina and Åsmund will coordinate the facilities for this board meeting.
    
    
14. Matters arising
    Sirpa is creating a congress playbook adding important information to bear in mind in every step of planning the congress. We discussed the need of a digital archive both for this kind of tools and for other documentation that needs to be storage for the future. This question will need to be given attention on upcoming meetings.

2022 – December 15th

Minutes: Board Meeting Nordic Fertility Society

1. Presentation of board members and reports from societies. NOFAB; Meeting in January and a new chair elected, welcome Ingrid and thank you Hildegunn for being part of NFS board. DFS; Planning for their annual meeting in March. SFY; Planning for their annual meeting in March. SSRM; Planning for annual meeting in April. All societies are now able to work more like the time before the pandemic.
   
   
2. Secretary of today’s meeting is Stina
   
   
3. Last minutes. Nothing to add to previous protocol.
   
   
4. Financial matters. We have a troublesome situation with Danske Bank not being able to handle our account and among other things then not being able to pay reimbursements and invoices. Janni and Astrid are working to solve the situation. NFS is registered in Denmark and Janni has now taken over the residence for NFS. Hopefully Astrid will get access to the account in close time but to be able to do so it is of uttermost importance that any member registered as board member have signed the document and send this to Janni. We need to come up with a more stable solution for the future.
   
   
5. NFS 2022 Congress in Helsinki August. Sirpa summarizes the meeting. The congress went very well, and participants, sponsors and organizers are satisfied. Approximately 450 persons attended the meeting. The finances ended with a surplus of app. 28 000 euro. On our next physical board meeting will we have a more extend review of the meeting. Thanks to all of you that put all your effort in making this congress work!
   
   
6. Next NFS meeting in Norway. Hans Ivar the chair for the upcoming congress presents the details so far. The meeting will be held in Oslo 15-17 of August in 2024. There are three possible venues all with different pros and cons. We agree that continue with planning for Hotel Radisson Scandinavia at Holbergsgate. We agree to start planning the details and for the scientific program when we meet for the next physical board meeting.
   
   
7. The finical situation for NFS is good and we got the proposal from the revision and GA to find activities to bring some of the overplus back to the members. A discussion started about different possibilities for example to give out scholarships or adjust the membership fees from the national societies. We agreed to continue this discussion on up-coming meetings.
   
   
8. Homepage. Is now updated with new board members. Please visit the homepage and let Steinunn know if something should be changed or added. We discussed if we should establish an NFS-email or put the personal mail addresses on the homage (with brackets). No decision in this matter was taken.
   
   
9. Logo. Hildegunn showed the one we agreed on in August. We are not completely satisfied with the chosen one for one reason that it has an overlap with other Nordic societies. Hildegunn will once more send out our top ones and in the up-coming weeks we will try to make a final decision.
   
   
10. Collaborations. Kirsten has been in contact with a large Scottish clinic, since there are no Scottish society which we favored to start a collaboration with. We discuss pros and cons in proceed in chose a clinic to collaborate with since we are society.
    Kirsten has also reached out to the New England for collaborating about webinars.
    
    
11. Webinars/education. Antti oversees this matter. We discussed briefly what could be added if the curriculum changed about the certification courses. The members can still view the previous lectures on the webpage. We need to discuss further what can be added.
    
    
12. Next Meeting/meeting in May. We agreed on hat next board meeting need to be physical, hopefully in May and at Scandic near Kastrup, DK. Stina will send out a suggestion for this.
    
    
13. Matters arising. -