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IAC 2017 Annual General Meeting

2017 IAC Annual General Meeting
Sunday 5. March 2017 5:15-6:30PM
Grand Hyatt Hotel, Republic C – 4th Floor, San Antonio, TX 78205, U.S.A.

All IAC Members were invited to attend.
Draft Minutes (Also as PDF 732 KB)
Link to slides shown as PDF (3.59MB)

1. Opening of the Meeting and welcome by the Secretary-General. Request to sign in (roll call). Dr. F. Schmitt 

President of the Academy, Dr. Robert Osamura welcomes all participants and presents a short verbal report of the successful 2016 international congress in Yokohama. There were 1600 overseas participants from 62 countries including Japanese registrants over 6600 attendees were noted. He expresses his thanks to everyone who travelled all the way to Japan.

He is also proud to announce that with the support of Dr. David Kaminsky, Executive Vice President of USCAP the IAC have been accepted as Companion Society. The first symposium will be held in at the 2018 USCAP meeting in Vancouver. Work now has to start putting it together.
Consideration of Minutes of the 2016 Annual General Meeting in Yokohama. Dr. Schmitt: The minutes of the 2016 meeting in Yokohama have been available for viewing at the IAC website and asks if anyone would like any changes to be made. The Minutes are accepted. No objections, all in favour.

2. Report of Membership Committee (F Schmitt).

Membership  Jan


Medical Fellows (FIAC) 366 362 362
Medical Members (MIAC) 695 642 627
Cytotechnologist Members (CMIAC) 389 383 393
Cytotechnologist Fellows (CFIAC) 99 98 105
Professional Non-Medical (PMIAC) 16 16 16
Junior Medical Members 16 10 9
Membership has remained stable over the last few years. The Academy loses members in summer because of non-payment of the annual fee and at the end of each year there are retirements. The Tutorials have had a positive impact on membership. In fact, there were many applications for membership from Colombia as a Tutorial will be held in 2018 and it will be possible for members who have been with the Academy for two years to sit the Cytopathology Board examination there.
Two applicants have taken advantage of the new supported membership status that was initiated in Yokohama in 2016.
Today it is a great pleasure to thank Dr. Marluce Bibbo who is presented with an Honorary Membership upon her retirement. She joined the Academy in 1969 and has contributed immensely to its development.

3. Report of the Secretary-Treasurer (F. Schmitt)

Image 1Since establishment of the Academy as a non-profit organisation in Brussels the annual financial accounts need to be presented to the Belgium tax authorities. The financial statements are in Euro and unfortunately in Dutch. Any member wishing to see the original accounts can contact the central office in Germany. The accounts are also available for public viewing at the site of the Belgium authorities. At this point I would like to thank Dr. Louis Thienpont for translations and his help with the authorities.
A small minus was booked in 2016, however, there is no real need to be worried as the calculated income from the 2016 international congress has not yet been finalized and will received in 2017. There were also more expenses in 2016 than in former years as the IAC cover the travel expenses of the faculty to the IAC Tutorials. An illustration of the finances and the holdings at the Credit Suisse are shown. The holdings are enough to cover the running expenses of the Academy for over one year should times be bad.

Graphics of website hits since May 2016 are shown. Most viewed are the list of active members and information about the Cytopathology Board exam. There have been over three thousand hits on the page about medical membership application.

Payment of annual membership dues at the IAC website through Paypal has become popular. This is the fastest and also cheapest method for members. The annual dues can be paid by credit card, bank transfer or on-line. As the IAC no longer has a bank account in the USA payment by USD check is discouraged as it is very expenses to deposit these checks in Europe. Payments in Euro do not incur any charges.
Payment reminders for the 2017 annual dues will be sent in March. There are currently 548 unpaid members. It is normal that 40% of these will have paid by summer.

The price of annual membership dues for the coming year have to approved and voted upon at this meeting. The IAC have not increased the fees since 2008.

Cytotechnologist Member (CMIAC) USD 85 € 70
Cytotechnologist Fellow (CFIAC) USD 150 € 130
Medical Member/Fellow (MIAC/FIAC) USD 195 € 180
Professional Non-Medical (PMIAC) USD 195 € 180
Junior Medical USD 150 € 130

Dr. Vielh asks about a reduction of the membership fee for junior members to encourage membership. Discussion follows. Dr. Martha Pitman puts forward the motion to reduce the annual membership fee for Junior members from USD 150 to USD 100 from 2018, seconded by Dr. Philipp Vielh, No objections, all in favor. The decision is to be published on the IAC website. The proposed fees for 2018 with the change of the junior membership fee are accepted. The vote is all in favour. No objections.


4. Report of the Editor of Acta Cytologica (K. Syrjänen) . Dr. Schmitt informs that the journal will celebrate its 60th year in 2017; that is a diamond anniversary and each journal will have a diamond symbol on the cover to mark this. Throughout the year there will be re-publication of landmark articles accompanied by commentaries from selected authors. These commentaries will comment on developments, changes and differences since initial publication.Image 2The journal published by Karger in Switzerland appears six times a year, in print and electronically. A list of Editors, National Editors names is shown. Some are more active than others, support is also received from some who are not on the list, for example the former co-editor Dr. Volker Schneider. Aims and Scopes are shown and an appeal for submissions is made. There have not been as many submissions in 2017 as at the same time of year in 2016. That is also partly because of the two special issues last year.
The journal supports on-line submissions that are subjected to peer review. On average authors can expect to receive a first decision within 27 days. The majority of articles are original papers but there are still many Novel Insights from clinical practice. The rejection rate has remained at around 50%. Most submissions came from India, United States, Brazil and Italy.
There was an increase in the impact factor up to 2013 and it was a great surprise when the journal was delisted from the Web of Science in 2014. The lowest factor was in 2011 when a change in publisher meant that all accepted manuscripts, mainly case reports, were published in over three volumes. The Cite Score (Number of citations/Number of all published articles) is strong. This tells us that the journal is still performing well – despite the large drop in submissions after deselection from the Impact Factor.
Meetings have taken place with the people responsible for the impact factor and it has come to light that ACTY had been evaluated together with biological cytology journals and not cytological journals such as Cytopathology. There has recently been a change in the company compiling the impact factor, it is now a company called Clarivate Analytics. A first meeting was planned in December and the reasons for deselection were presented for the first time. Another meeting is planned for March/April this year where figures from Karger can be presented and put forward.

8. Budget and Finance Committee (A. Farnsworth) Dr. Schmitt explains that the budget takes the customary form with a planned 1% increase in income and 2% for outgoing expenses. Tutorials are included in this budget, however, the foremost purpose of a Tutorial is education and to promote the Academy not to create income. The budget has to be accepted by the members present. All members present vote in favour of the Budget. No questions. Accepted by all.

Accounts 1 Accounts 2

6. International Board of Cytopathology Examination. (V. Schneider) Dr. Schmitt summarizes the report. The highest participation is generally at international congresses or European meetings. Participation at tutorials is increasing. Examination pass and site statistics are shown. A list of successful candidates is published on the IAC website. Each receives a diploma for passing the exam and the diplomas are number. The most recent has the number 726.
The glass slide sets have all been reviewed, cleaned and relabelled. A review of terminology is also in progress.

7. Cytotechnology Registry and Certification Committee (S. Greening). The work of the Office of the Registrar is explained. The office holds and ships the material for the Cytopathology Board examination as well as the Comprehensive Cytotechnology examinations. A list of CT(IAC) examination sites with participation numbers is shown as well as explanation of average pass rates and other information. The results of each examination are computer generated and Ms. Greening also reviews each result before a final evaluation. Future projects to keep the examinations relevant are outlined. Any national society wishing to hold the IAC examinations should please get in touch.

8. Continuing Education Committee (S. Ali) Dr. Schmitt informs that the tutorials are now being held up to three times a year. Dr. Ali organisers a very compact and comprehensive program. Many thanks to the faculty for their time and extra work involved. As they themselves know, the tutorials are greatly appreciated by the registrants. The Educational Recourses pages of the IAC website are still very popular. A link is available from these webpages to the IAC webinars that can be viewed directly or downloaded. A slide with page hits since May 2016 is shown.

9. Site Selection Committee (J. Smith). The IAC Executive held an interim meeting at the European meeting in Liverpool in 2016. There were six presentation bids to hold the 2022 International Congress. A list of criteria had previously been specified by the IAC and each bid fulfilled all the necessary points. After a great deal of deliberation, the decision was made to award the organisation of the 2022 congress to the bid from Cape Town, South Africa.

10. 2019 International Congress, Sydney, Australia (A. Field).  (Verbal presentation). Dr. Field informs of the developments in the organisation of the next international congress. The congress center has been booked and viewed. It is very new and located at Darling Harbour which is in an outstanding location, very central, surrounded by restaurants, bars, cafes and hotels of all categories. The facilities are excellent. There is a ballroom for social events on the top level with fantastic views of the city. Negotiations are in place to reserve blocks of hotels as accommodation in Sydney is in great demand.

The ASC is putting a scientific committee together and is in the process of selecting local and international speakers and topics. The program will be compact with less parallel meetings than in Yokohama. There is a full day of tutorials planned for residents and trainees on the Saturday before the opening. The question of raising funds for bursaries also has to be looked into.

11. Endorsement of Executive activities. (Dr. Schmitt.) Dr. Schmitt expresses his thanks to all IAC officers, committee chairs and everyone who has assisted in promoting the Academy. As a final act today the members present must vote to endorse the activities of the Executive Council. All members present voted in favour, no objections and no abstentions.

12. New Business – None.
Adjourned 6:40PM

A list of members present is held at the IAC office in Freiburg, Germany. Thank you to everyone present.

Image Attendees



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