General assembly

2024 – August 19 2024

Minutes from Nordic Fertility Society General Assembly

Date: August Saturday 17th 2024, 10:30 - 11:15

Meeting venue: Radisson Blu Scandinavia Hotel Oslo

AGENDA

1. Opening of the meeting – Stina Järvholm.
   
   
2. Election of chairman and secretary for the meeting - Chairman of the meeting is Asmund Mjoen-Vigeland (N) and the secretary is Steinunn Thorsteinsdóttir (IS). 
   
   
3. Election of two auditors - Kersti Lundin (S) and Jon Hausken (N).
   
   
4. NFS President’s report from the NFS board - Stina Järvholm gave report from NFS board about: 

• • • The focus has been on planning for the upcoming congress in Oslo. In addition, the work on finding sister societies has been ongoing amongst other things resulting in an invitation to representatives from Scotland to attend the Oslo meeting.
    • Making the society more visible to the national societies, the board decided that the president would visit nation meetings at the expense of NFS. To start this off, the president attended the NOFAB meeting in January 2024.
    • The board completed the work of finding a new logo for the society during the period. 
    • At the General assembly in Helsinki 2022 the board got the mission to determine how some of the financial surplus in the society could benefit the members. Suggestions on starting an exchange program between the countries where different professionals can meet up in varying countries and Nordic activities during the ESHRE congress. However, there has been a turnaround of the financial circumstances in all the Nordic countries with substantial increase of inflation and costs, issues that the board must take into account when exploring new ideas.
    • The NFS board had one online meeting in 2022 after the Helsinki congress. In 2023, the board had two online meetings and one onsite meeting in May at Kastrup, Denmark. In 2024 the board, until August had two online meetings and two onsite meetings, in Oslo, Norway in May and one in August in connection with the congress. Between the meetings, there are ongoing discussions in the board on matters arising over emails. 
    • The NFS local organizing committee in Oslo has held several meetings in 2022 to 2024. The job of the committee, in collaboration with the NFS board, has focused on the practical and scientific condition of making the best possible congress. In addition, this time planning also needed to consider the rapid changes in the financial circumstances in the Nordic region.
    • The NFS will give out two grants in the 2024 NFS meeting in Oslo. One will be given for the best oral presentation and one for the best poster.  
      
      

5. Presentation of the five national representatives (S, F, N, DK, IS) - Nils Niels Fuglede (S), Steinunn Thorsteinsdottir (IS), Kirsten Louise Tryde Macklon (DK), Antti Perheentupa (F), Åsmund Mjøen-Vigeland (N).
   
   
6. NFS economy 2022-2023 The treasurer’s report and budget – Astrid Helene Sydtveit, Treasurer for NFS, was absent from the meeting. Stina Järvholm gave reports of the economic status of the NFS society. Balance reports are audited by Baker Tilly, Denmark. The economy is good and the congress in Helsinki, Finland had a surplus. 
   
   
7. Discharge from liability to the board members and president for 2022-2024 - No issues. The board is discharged from liability.
   
   
8. Re-election of the new NFS president - Stina Järvholm is re-elected as president for NFS. 
   
   
9. The Board suggests new By-laws;
   § 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).
   Suggest being changed to; To invite and be responsible for arranging Nordic summer meetings in even years.
   
   § 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.
   Suggest being changed to: Their term of office for the national representatives shall be 2 years. The maximum number of terms for national representatives is 2. In extraordinary circumstances, 3 or more terms can be accepted, but then only after approval by the general assembly for each person and term.  No comment - no raising the hands and it was accepted.
   
   The new By-laws are accepted by all the Nordic Fertility Societies. 

10. Matters arising - 
    Astrid Helene Sydtveit (N) and Steinunn Thorsteinsdottir (IS) were voted to continue as board members for a second term in accordance with the new by-law.  

The next NFS Congress will be held in Reykjavik, Iceland, in August 2026. The chair will be Dr. Snorri Einarsson.

____________________________

Steinunn Thorsteinsdottir, secretary

____________________________         _________________________

Kersti Lundin, auditor                               Jon Hausken, auditor

2022 – August 19 2022

Minutes from Nordic Fertility Society General Assembly

Date: August Friday 19th 2022, 15:00 - 16:00

Meeting venue:  Marina Congress Center

Invited: Marjut Otala (F), Astrid Helene Sydtveit (N) , Steinunn Thorsteinsdottir (IS), Kirsten Louise Tryde Macklon (DK),  Antti Perheentupa (F), Stina Jarvholm (S), Janni Vikkelsø Jeppesen (DK),

Not present: Ann Thurin (S), Hildegunn Stoum (N), Hanna Savolainen-Peltonen (F)

AGENDA

1. Opening of the meeting
   Marjut Otala

2. Election of chairman and secretary for the meeting
   Chairman of the meeting is  Antti Perheentupa (F) and the secretary is Steinunn Thorsteinsdóttir (IS).

3. Election of two auditors
   Julius Hreinsson (S) and Kersti Lundin (S).
4. NFS President’s report from the NFS board
   Marjut Otala gave report from NFS board about: 

• • The current board members
  • All the webinars from 2020-2021: Female Fertility preservation, Andrology - Update on Male Fertility and Available Treatments, Challenges in Donor Treatments, Psychosocial Counseling in Reproductive Medicine.  Attendees, count of country and count of speciality were presented. All the Webinars that have been recorded are available for members to watch on the NFS website. 
  • NFS has collaborated with New England Fertility Society, Baltic Fertility Society and NILS on joint Webinars or Workshops.  
  • In April 2022 NFS took part in IFFS 2022 24th World Congress by having a presentation of the society in the “Round the World in 60 minutes” session. Virtual session. 
  • XXVI Nordic Fertility Society Meeting in Helsinki 18th - 20th of August 2022. The Meeting was scheduled in Helsinki for 2021, but was canceled due to Covid-19 Pandemic.  
  • NFS Board Meetings have mostly been online and few on-site.  2019 - after Gothenburg Congress, 1 online meeting. 2020 - 2 meetings online. 2021 - 3 meetings (online). 2022 - 4 meetings (2 online, 2 on-site). Organizing committee  for the webinars, several meetings 2020-2021. The NFS 2022 local organizing committee, several meetings in 2020 to 2022 to discuss the arrangements concerning the NFS 2022 congress. 
  • Annual letter. NFS has expressed its strong support to the initiatives in fertility awareness and reproductive sustainability by approaching the governments of each country regarding these topics.

5. Presentation of the five national representatives (S, F, N, DK, IS)
   Antti introduces the national Chairs. Stina Järvholm, Sweden - Janni VikkelsØ Jeppesen - Denmark,  Hanna Savolainen-Peltonen - Finland, Steinunn Thorsteinsdottir - Iceland. Representative from Norway, Hildegunn Stoum, was not present at the assembly.

6. NFS economy 2019-2022 The treasurer’s report and budget
   Astrid Helene Sydtveit, Treasurer for NFS, gave a report of the economic status of the society. The economy is good and the NFS has a balance of: 2,112,598.53 DKK by 2021-12-31.  There was a discussion about how much surplus the society should have.

7. Discharge from liability to the board members and chairman for 2019-2022
   No issues. The board is discharged from liability.

8. Election of the new NFS president
   Stina Järvholm is elected the new president for NFS.

9. The Board suggests new 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.

   • 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.

The new By-laws are accepted by all the Nordic Fertility Societies.

10. Matters arising - 
    The next NFS Congress will be held 17-19 of August 2024 in Oslo. The Chair will be Hans Ivar Hanevik. 

____________________________

Steinunn Thorsteinsdottir, secretary

____________________________         ___________________________

Kersti Lundin, auditor                                Julius Hreinsson, auditor

2019 – August 23 2019

General Assembly

Ordinary General Assembly of the Nordic Fertility Society

Friday August 23rd  2019, 15.15-16.15 NFS 2019 Gothenburg

Agenda

1. Opening of the meeting – Jon Hausken

2. Election of chairman and secretary for the meeting
   Soren Ziebe was elected as a chairman and Hanna Savolainen-Peltonen as a secretary.
3. Election of two auditors
   Christel Hyden-Granskog and Paula Peltopuro were elected as auditors.
4. NFS President report from the NFS board
   Jon Hausken thanked the board members for their great contribution for the society. The board has conducted four physical meetings and several telephone meetings in the past two years. The main topics of the meetings have been education (NFS congress plus education courses) and healthy economy.
5. Presentation of the five national representatives (S, F, N, DK, IS)
   Sigrun Kjotrod NOFAB, Stina Järvholm SSRM, Antti Perheentupa SFY, Kathrine Birch Petersen DFS, Steinunn Thorsteinsdottir Iceland

6. Discharge from liability to the board members and chairman for 2017-2019
   Astrid presented the budget for 2017-2019, which is in a healthy balance.

   The GA 2017 accepted the work, economy and activities done by the Board in the period since last GA in Nyborg Strand 2017 and discharged the board from liability.

7. Election of the new NFS president
   Marjut Otala was elected as the new NFS president.
8. The Board will inform the members about the ongoing Education Courses
   Antti Perheentupa told that the education course news are on the NFS webpage. All the presentations will be found as videos on the webpage. There was a discussion on keeping the physical meetings going on anyway on a yearly basis.
9. The Board suggests changing the By-laws:
   • The next and previous Chairman of the NFS congress will become full voting member of the NFS Board (this suggestion was first time approved in Nyborg Strand 2017). The GA approved the suggestion.

   • §11. Changes of the Articles of Association shall be adopted by a majority of at least 2/3 of the members of two successive General Assemblies. The GA approved the suggestion.

   • The new By-law suggested: §11. 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 GA approved the suggestion.

10. Matters arising

The next NFS congress will be held on 26th to 28th August in Helsinki, Finland.

2019 – August 23

Invitation to
General Assembly
Ordinary General Assembly of the Nordic Fertility Society

Friday August 23 rd 2019, 15:15-16:15 NFS 2019 Gothenburg

Agenda

1. Opening of the meeting – Jon Hausken
2. Election of chairman and secretary for the meeting
3. Election of two auditors
4. NFS President report from the NFS board
5. Presentation of the five national representatives (S, F, N, DK, Ic)
6. NFS economy 2017-2019 The treasurer’s report and budget – Astrid Helene Sydtveit
7. Discharge from liability to the board members and chairman for 2017-2019
8. Election of the new NFS president
9. The Board will inform the members about the ongoing Education Courses
10. The Board suggests changing the By-laws;
    
    1. the next and previous Chairman of the NFS congress will become full voting member of the NFS Board (this suggestion was first time approved in Nyborg Strand 2017)
    2. §11. Changes of the Articles of Association shall be adopted by a majority of at least 2/3 of the members of two successive General Assemblies.
       
       The new By-law suggested
       §11. 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.
11. Matters arising

2017 – August 3

Date:
Thursday August 3rd  2017, 16.30-17.00

Meeting venue:
NFS 2017 Nyborg Strand

1. Opening of the meeting – Jon Hausken
2. Election of chairman and secretary for the meeting
   Søren Ziebe was elected as chairman and Janicke B Brun was elected to be the secretary
3. Election of two auditors
   Erling Ekerhovd and Karin Erb were elected
4. NFS President report from the NFS board
   Jon Hausken started to thank all the Board members for their great contribution. Since Reykjavik the Board has conducted nine meetings, 6 telephone meetings and 3 physical meetings. 4 main topics; the NFS 2017 congress, education courses, NFS FB group and the new website, economy. A great thank you to the organizing committee lead by Kirsten Tryde Macklon. They have delivered all the way and made this congress memorable. The Board will present a new plan for the education courses. Antti will present this. We are happy that the new website and FB now seems to work. We hope that the members will contribute to make these platforms live and informative. The economy is decreasing due to more activities (mostly due to the education courses). We must continuous evaluate this and propose changes in member fee or reduce activities. The goal for NFS economy is to have enough money to cover the expenses for one congress.
5. Presentation of the five national representatives (S, F, N, DK, Ic)
   Hans Ivar Hanevik NOFAB, Julius Rheinsson SSRM, Antti Perheentupa SFY, Elisabeth Carlsen DFS and Steinunn Thorsteinsdottir Iceland
6. NFS economy 2015-2016 The treasurer’s report and budget – Astrid Helene Sydtveit
   Astrid presented the budget for 2015 – 2016. Economy slightly decreasing, but still a healthy balance.
7. Discharge from liability to the board members and chairman for 2015-2016
   The GA 2017 accepted the work, economy and activities done by the Board in the period since last GA in Reykjavik 2015 and discharged the board from liability.
8. Election of the new NFS president
   Jon Hausken was elected for a new period
9. The Board presents the new plan for NFS education course and ESHRE certification
   Antti Introduced the new concept of continuous education for NFS members. One of the main objective of NFS is to provide high quality education for the NFS members. Beginning in Helsinki in November (9.-10.11.2017) the first third of the extensive ESHRE curriculum for both tracks will be covered. The other topics will be covered in 2018 and 2019. The content of the previous course in Copenhagen is already available in video form on the NFS homepage. All NFS members are welcomed irrespective of professional training and plan to participate in the ESHRE exam. Look forward to seeing many of you in Helsinki. The new education plan will be presented as a newsletter (NFS website)
10. The Board suggests to change the By-laws; the next and previous Chairman of the NFS congress will become full voting member of the NFS Board
    The GA agreed and the changes will be done by the next GA 2019
11. Arising matters
    The Board informed the GA about changes regarding the future NFS congresses. The next meeting in Gothenburg will be held late in August and will only be 2 days. Good discussion about this topic. The meetings are too expensive, the scientific program should focus more on Nordic matters, the frequency of the meetings and also the timing and length. The Board will note the incoming suggestions