Minutes of the General Assembly 2015

Minutes of the General Assembly 2015

  • Issue 61

The General Assembly of the ESA took place in the CityCube Berlin, Germany on Sunday 31 May 2015 during Euroanaesthesia 2015 congress of the Society. The meeting was chaired by Daniela Filipescu, ESA President.

1) Welcome and approval of the minutes of the 2014 General Assembly

The President welcomed all attendees and introduced the new Executive Manager, Marc Gheeraert. The General Assembly approved the minutes of the 2014 General Assembly held in Stockholm, Sweden.

The status of Marc Gheeraert was questioned as the By-Laws mention an Executive Director employed by ESA. The President explained that Marc Gheeraert is a consultant employed by his company and that he carries responsibility and liability towards the ESA. The consultancy contract is for 3 years.

2) President’s report – Daniela Filipescu

The President announced the results of the Board elections held during the Council meeting on 29 May 2015.

  • Secretary: Jannicke Mellin-Olsen
  • Treasurer: Josef Wichelewski
  • Non-Officer: Stefan De Hert

The President reported on the different ESA activities, the 2014 achievements and future projects among which:

2.1. Collaborations

a) ESA was confirmed as WFSA Regional Section as of July 2014
b) ESA and EBA have joint/cross representation and collaboration
c) Various other collaborations such as:

– Memorandum of Understanding with ASA & NYSSA, the European Resuscitation Council, the SAESP (Soc. Anaesth. São Paulo)
–    Alliance for Biomedical Research in Europe
–    Lifebox: Donation of 100 pulse oximeters to Uzbekistan
–    EuSEM: Joint scientific sessions
–    EuLAP
–    Chinese Society of Anaesthesiology: ESA session in China
–    ESA booths at scientific meetings

2.2. Board activities

–    Recruitment of the new Executive Manager
–    Job descriptions for Board members
–    Functional organigram of the Secretariat
–    Financial transparency and discipline
o Alignment of taxes and VAT to the regulations
o 2015 budget
–    Council & Board by-laws task force
–    Definition of vision and mission – Survey & Roadmap
–    Creation of a Task force on Intensive Care Medicine
–    New task force on CEEA
–    Support of the Trainee network and activities
–    Endorsement of scientific meetings
–    Nominations
–    Revisions of policies & procedures
–    Strengthening relationship and collaboration with our traditional partners, industry and other societies

2.3. Committees’ activities

a) EDAIC

–    The Czech Republic & Netherlands & Egypt adopted the EDAIC as national exam
–    First Part II exam organised in conjunction with Euroanaesthesia 2015
–    OLA fee from 80 to 40 euros
–    Increasing numbers in Part I and Part II applicants

b) Research

–    New chair: Wolfgang Buhre (since January 2015)
–    CTN
o    3 studies newly selected in 2014: EPiMAP Obstetrics, NECTARINE, PROBESE
o    Ongoing studies: PLATA, POPULAR, PROBESE
o    Cleaning data: APRICOT (30,000 pts., 264 centres) and OBTAIN (847 pts., 41 centres)
o    Manuscript preparation: ETPOS (5803 pts., 126 centres)
o    New publications: PERISCOPE (EJA 2015)
o    Submitted : Pain Out (EJA), LAS VEGAS (Lancet)
–    Research Grants and Prizes
o    ESA
•    The total of the grants awarded is ≈ €210,000
•    79  applications (vs. 50 in 2014)
•    4 winners awarded during the Award ceremony ( 3 Project grant and 1 young investigator start up)
o    Industry non-restricted educational grants
•    Maquet grant, Phillips grant, Draeger prize, Baxter prize
•    47 applicants (vs. 12 in 2014)
–    ESA Research Working groups: EUPOG, EUROSTAR, PAIN OUT, PROVENET
–    Mentorship Programme (2016)
–    ESA-ESICM Outcome Measures Task Force publication
–    Masterclasses: Statistics & Research methodology, Scientific writing, EU Funding: Horizon 2020

c) Guidelines

–    New Chair: Edoardo de Robertis (since January 2015)
–    New topics
o    Prevention of venous thromboembolism in anaesthesia and intensive care
o    Ultrasound guided vascular access and regional blocks
–    Final stage: Reduction of Postoperative Delirium
–    Updates in process
o    Perioperative severe bleeding
o    Preoperative evaluation of adult patient
o     Management of traumatic bleeding
–    Invitation of EBA and other Societies to contribute to ESA guidelines

d) EJA

–    Impact factor 3.011
–    6 numbers with photos from photo contest

e) Patient Safety and Quality Committee

–    New name and transitional structure (2015-2016)
–    Co-chairs: Sven Staender & Ravi Mahajan
–    Policy and roadmap of the committee
–    Aim to establish ongoing educational programme
–    Anaesthetic Crisis Manual by David Borshoff on mobile app.
–    Organising  the Helsinki Declaration 5th Anniversary Session, Monday June 1
–    China, Japan, Nigeria and Morocco will sign the Helsinki Declaration in Berlin

f) CEEA

–    56 active centres
–    73 courses
–    3323 participants
–    493 finished the 6 courses

g) e-learning

5 Modules released:
–    How to write a storyboard
–    Autonomic nervous system
–    Physiology and vulnerability
–    Perioperative Risk Assessment
–    How to prepare for the oral exam
Coming soon:
–    Advanced airway management in emergency medicine
–    Mechanisms of chronic pain after surgery
Educational material from industry also available

h) HVTAP

–    Letter sent to Presidents of National Societies to encourage them to support the training accreditation programme

i) NASC

–    Initiation of NASC network
–    Young Teaching Recognition Award
–    Teach the Teacher courses (Athens – Brussels)
–    Thematic National Village: training programmes
–    Collaboration with TEP and CEEA committees

j) Media

–    More E-blasts
–    More active on social media
–    Paper newsletter replaced by digital newsletter
–    10th Anniversary celebrations
–    Timeline launch on Saturday 30 May

k) Scientific

–    New chair: Marc Samama (since 1 March 2015)
–    Implementation of the new structure (16 subcommittees)
o    Merging respiration SSC with airway SSC
o    Programme organised according to 17 learning tracks
o    Expanded scientific subcommittee on Intensive Care Medicine
–    Scientific events:
o    Focus Meeting on Perioperative Medicine: the Paediatric Patient with 191 attendees from 39 countries
o    Euroanaesthesia 2015
o    To come: Focus Meeting on Perioperative Medicine – the Cardiac Patient on 13-14 Nov. 2015, Nice, France
o    To come: Euroanaesthesia 2016, 28-30 May, London, UK

The President also presented the future plans:

–    Increase the communication with the Council and the members
–    Elaborate a communication strategy
–    Finalise the roadmap
–    Install a Code of conduct
–    Attract more specialist societies
–    Collaborate with other societies for e-learning

The President thanked the Board of directors, the Council, the NASC, the EBA, all the Committees, the Secretariat and all ESA members.

3) Secretary’s report – Jannicke Mellin-Olsen

The ESA Secretary presented the 2015 Membership figures per category, the 2015 Active members per country, the 2015 Associate members per country, the evolution of individual memberships since 2008, the 39 national Society members, the 9 Specialist Society members.

The ESA Secretary also presented the Euroanaesthesia figures. Berlin counted 6223 pre-registrations and at 10:00 on 31 May there were 6559 registrations, which is the highest figure ever. She also presented the Euroanaesthesia 2015 pre-registrations top 10 countries and the number of pre-registration from Europe versus the rest of the World.

The ESA Secretary also reported on the Council activities:

a) Council Meeting 14 Nov. 2014:
–    The President and the Secretary reported on the recent activities and changes in the ESA (and the reasons that led to the dismissal of the former Executive Director)
–    The treasurer presented the ESA financial status and explained the relationship between ESA/ESA-ACS
–    The Council gave a clear vote of confidence to the Board
–    Presentation of the MJCM Intensive Care Medicine
–    Presentation of the Trainees’ network

b) Council Meeting 29 May 2015:
–    Reports from President, Secretary & Treasurer
–    Elections new Board
–    By-Laws Amendments discussion

4) Treasurer’s Report – Josef Wichelewski

The Treasurer presented the ESA 2014 annual accounts prepared in accordance with the Belgian Law Generally Accepted Accounting Principles and audited by Ernst & Young. The Balance sheet on 31st Dec. 2014, the profit & loss and the notes to the accounts were presented by the Ernst & Young auditor, Mrs Vermaelen. She mentioned that the accounts were a true and fair view of the operational activities and that the accounts were done in an adequate way and in line with the non-profit law.

The ESA Treasurer also presented the 2015 budget and thanked the ESA staff.

5) Approval of the 2014 Annual Accounts and 2015 budget

The General Assembly approved the 2014 ESA annual accounts and the 2015 ESA budget. 75% voted in favour and 25% against, 168 vs 55.

Concerns about the reliability of the voting system were raised. A test vote was performed.

6) Relieving the Board of Directors, Officers and Auditors of their liability for the ESA 2014 accounts

The General Assembly agreed to grant full discharge to the directors, officers and auditors of their liability for the 2014 accounts. Of the 275 votes, 66% voted in favour and 34% against.

7) Presentation of ESA-ACS 2014 accounts and 2015 budget – Ives Verheyleweghen (Interim Manager)

Ives Verheyleweghen presented the ESA-ACS annual accounts 2014 and budget 2015 prepared in accordance with the Belgian Law Generally Accepted Accounting Principles and audited by Ernst & Young. These were presented for information only, as they do not require voting of the ESA General Assembly.

8) Nominations Committee elections

There are 4 applicants for the Nominations Committee elections:

–    Gama de Abreu Marcelo (Germany)
–    Lacoumenta-Leventaki Stravoula (Greece)
–    Nathanson Mike (United Kingdom)
–    Varvinskiy Andrey (United Kingdom)

As there were 4 applicants for 4 vacancies, no vote took place. The candidates were congratulated for being elected to the Nominations Committee.

9) By-Laws amendments

A request to amend the current By-Laws was received from a group of Individual members. In this suggestion, the Board would be directly elected by the members and no more by the Council. In reaction to this proposal, the Board installed a task force composed of Council members to review the current by-laws. This resulted in a second proposal.

Both proposals have been sent by e-mail and surface mail to members and proposals were accessible on ESA website as of 24 April 2015.

The President presented the conclusions of the task force:
–    The task force believes that most of the individual members would have a superficial knowledge of the candidates and the elections would be more likely based on country representation, recommendations from CVs, not on direct observation
–    Valuable candidates from smaller countries might be disadvantaged

The task force is convinced that:
1.    Council members should continue to elect the Board and the President from active members of the Society
2.    There is a need to eliminate the restriction that at any time at least 3 of the elected members of the Board must have been members of the Council at the time of their election to the Board
3.    There is a need to balance this against the clear difference in the number of active members in each country.

Thus, the task force suggests introducing weighted voting: giving each Council member between 1 and 4 votes based on the number of active members of their country

To avoid that some countries have more than one person voting in the Council, the Board and Trainee members will not vote at Board elections. To allow a fairer representation, the task force suggests that there can be only one elected member from any country on the Board

The maximum term in the Board currently is 8 years but the task force recommends an exception of 1 year to finish the term as Past President.

Adjustments are also needed to allow more flexibility regarding the employment of the Executive leadership of the ESA Secretariat.

The task force proposal is a result of constructive exchange of opinions and positions, achieving a consensus statement. The proposal has been subject to electronic voting by the Council (including the Board) and is recommended by 39 in favour, 3 against & 3 abstentions.

The President then showed the task force proposal suggested modifications in each article.

The President explained that in the proposal from Individual members:

–    The Council will no more elect the Board
–    The Board and the President will be elected directly by the Active and Trainee members
–    Secured electronic vote shall be organised by the Secretariat
–    Nominations for candidatures for elections to the Board of Directors shall be made 2 months before the secured electronic vote
–    The chairperson of the Scientific Committee of this Society who his ex-officio member of the Board will no more have voting rights in the Board
–    The chairperson of the Research Committee will be also included as ex-officio member of the Board without voting rights

The President then showed the Individual members proposal suggested modifications in each article.

The General Assembly was invited to vote on the task force proposal. On 209 votes, 50% were in favour and 50% against.

The General Assembly was invited to vote on the Individual members’ proposal. On 201 votes, 46% were in favour and 54% against.
As changes to Bylaws require 75 % majority, there will be no changes.

10) Any other business
None

11) Date and place of the next meeting
Sunday 29 May 2016, London, UK