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Present
Moira Plant (President)
Harald Klingemann (Vice President)
Thomas Greenfield (Vice President elect)
Ingeborg Rossow (President elect)
Trygve Ugland (Treasurer)
Alan Ogborne (Secretary)
Martin Plant
Pia Mäkelä
Marie Chouquet
Robin Room
Marja Holmila
Kim Bloomfield
Andrée Demers
Kaye Fillmore
Sharon Wilsnack (second meeting only)
Guillermina Natera (second meeting only)
Regrets:
Allaman
Allamani
Sturla Norland
1.
Approval of Agenda
Approved
2.
Membership
It was clarified that Guillermina's membership on the committee will
run for two years because she is replacing Tom who had two more
years as an ordinary member.
Other new members with four year terms are: Kim, Pia,
Sharon and Marie. Retiring members are Robin, Kaye, Moira, Martin
and Sturla.
3.
Approval of minutes of Oslo meeting
A motion to approve these minutes was moved by
Robin. Approval was unanimous without discussion.
4.
Report on planning for Toronto meeting
Norman Giesbrecht came to present this report.
He indicated that there were 151 registrants excluding six who
initially registered and then withdrew. Of the 151, 32 had their
registration fees waived. Eleven (11) also received partial
support.
A total of 106 abstracts were submitted and 70%
arrived by the deadline. Seventy three (73) papers were on the
Web.
Norman had several recommendations for the work
for future organizing committees. First, there is a need to be
very clear about how requests for partial support will be handled.
These take a lot of time and Norman recommended that support only
be considered in the case of those who (1) have not received
support in the previous two years, (2) submit an abstract, and (3)
completely fill in the application form.
There was general support for this but several
members expressed the hoped that organizing committees will have
some flexibility because there are sometimes very good reasons why
abstracts are not submitted on time. It was, however, agreed that
the coordinating committee would support decisions made by
organizing committees.
Norman also recommended that organizing
committees be very clear about letters of
invitation. Some people require these letters to obtain a
visa. Norman recommended that it be made clear that only one such
letter will be issued on each case and that the KBS will not
otherwise become involved in the visa application or country entry
process (e.g. by meeting people at airports to facilitate entry to
the country). Norman also recommended that letters of invitation
should only be sent to those who have paid registration fees.
The committee agreed and proceeded to a general
discussion about applications from people who are primarily
interested in using the KBS meeting to obtain visas for other
purposes. It was agreed that KBS keep a running list of
organizations and individuals who have sought to use KBS only to
get visas. Hard copies of the list will be made available to
organizing committees for information and update. It was also
agreed that the procedures for handling these cases be added to
the CD-ROM guidelines
for conference organizers. These procedures will include informing
relevant embassies if those believed to have obtained visas do not
show up for the conference.
Norman also raised issues concerning the format
of papers and deadlines for their submission. These issues were
referred to a working group and taken up at the second meeting
(see below).
5.
Report from secretary
Alan reported that a database of members had
been created from the original Word file. He also indicated that
he may not be able to attend the conference in Paris because he
was now in private practice and may not be able to find the funds.
When the committee reconvened members supported a proposal by
Moira to ask the organizers of the Paris meeting to provide
partial support to enable to Alan to attend. Alan expressed his
gratitude for this generous proposal.
6.
Report from treasurer
An account of income and expenditures is
attached.
Trygve reported that the society has 295 members
who have paid at least once since 1996. Ninety three have not paid
since 2000 or earlier while 68 have paid for 2001, 22 are paid up
through 2002 and 12 are paid up through 2003. Between Oslo and
Toronto Trygve received fees from 80 people, of whom 44 were
paying from personal resources (US$15) and 36 from institutional
resources (US$50).
Trygve considered that this was a good year for
KBS financially. We raised US$6000
for the Toronto conference because many members paid their fees.
This was due to a more active approach by Trygve. More people are
expected to sign up or renew their membership at the conference.
Next year may not be so good, however, and it
was not clear that the society will have US$6000 to support the
conference in Paris. There was a general discussion about raising
fees and finding other ways to raise funds and this was referred
to a working group whose report was considered when the committee
reconvened (see below).
7.
Future meetings
Marie reported on plans for the next meeting in
Paris. The meeting will be held from June 3rd to June 7th
2002 at Val de Grâce, in the 3rd arrondissement, in
the oldest Military Hospital in the city, and that there will be
no charge for meeting rooms. However, these will only be available
from Monday to Friday and thus pre- and post- conference meetings
and workshops will be held at the university. Kim will work with
Marie to find rooms for the GENECIS group meetings.
Clerical help will be available and funds are
being sought to support the conference. Andrée indicated that she
will help Marie as and when needed and that an update of the
CD-ROM guidelines will also be available. Harald also indicated a
willingness to help if required.
The theme of the conference will be Science and
Policy and the organizers plan to have four plenary sessions that
focus on aspects of this issue.
There was some discussion of the option of
having a conference with pre-defined versus emergent topics for
plenary sessions but it was agreed that local organizers should be
free to plan sessions relevant to local interests, so long as this
did not constrain acceptance of
free submissions. This may involve inviting some people to
address specific topics during plenary sessions.
When the committee reconvened Jacek reported
that plans are underway to hold the 2003 June conference in
Krakow. This is a beautiful old city and where the accommodation
will be considerable cheaper than in Warsaw.
Marja also indicated that it may be possible to
have the 2004 conference in Helsinki.
8.
Future thematic and other meetings
Marja distributed a flyer concerning a thematic
meeting on Community-Based Prevention of Alcohol and Drug-related
Harms to be held in Helsinki from March 18th to March
23rd, 2002.
When the committee reconvened, Anja Koski-J@nnes
reported on plans to hold a thematic meeting on qualitative
and quantitative studies of substance use over the life course in
Stockholm in October 2002. The participation costs will be about
EU250. Abstracts will need to be submitted by May 31st
2002.
Anja was advised to check to see if the proposed
meeting dates conflicted with meetings of the American Public
Health Association or a symposium of the Swiss Institute for the
Prevention of Alcohol and Drug Problems (see below).
Robin moved approval of these thematic meetings
and approval was unanimous.
There was a discussion about the policies and
procedures for thematic meetings adopted by the Coordinating
Committee in the past and Robin agreed to ask Esa Österberg
whether he had these and to submit them to the KBS Website.
Harald reported that there is to be a meeting
26-30 October 2002 to mark the 100th anniversary of
Swiss Institute. The theme will be 'From Science to Action'.
Harald indicated that the organizers would welcome KBS as a
cosponsor of the meeting and would be willing to pay US$1000 to
use the membership list to distribute publicity. This was
approved.
9.
KBS archives
This was not discussed
10.
Other business
Tom has offered to propose that the Website be
hosted by the ARG.
Committee members expressed their appreciation
for Ron Roizen's work on this site.
There was a brief discussion of changes at ICAA
and it was agreed that no action was required of KBS at this
stage. However, KBS would respond positively to any constructive
approaches from ICAA.
11.
Business arising
When it reconvened on May 31st, the
committee received recommendations from a working group establish
at the first meeting to consider future conference deadlines, visa
applications, the formatting of papers and KBS membership fees.
The working group members were: Ingeborg, AndrJe,
Alan, Moira, Martin, Tom, Trygve and others
Deadlines
The working group recommended that the deadlines
for the submission of abstracts should be February 1st
and that this be made very clear in conference materials
Visa
applications
Conference materials need to be very clear that
only one letter will be sent to facilitate visa applications.
Formatting
for the web.
The working group also recommended greater
clarity regarding length of papers, margins, paper size and
related issues, and proposed that papers be submitted in PDF
format whenever possible. The group also proposed that papers that
do not conform to the specifications be returned to the authors,
and not edited by organizing committees.
The matter of putting late papers on the web
after the conference would be up to local organizing committees.
Robin recommended the use of the numbering
system used in Iceland and Tom agreed to take this recommendation
to the ARG Web manager.
There was a brief discussion of how long papers
would remain on the Web but no decision were taken. It was,
however, pointed out the use of a password to access these papers
was due to the concerns of journal editors about the publication
status of new submissions.
It was agreed that all these issues will be
addressed in a revised version of the CD-ROM guidelines for
conference organizers
Membership
fees
The working group recommended that membership
fees be increased to US$ 25 for individuals and US$75 for those
supported by institutions. It was agreed to put this to the
members at the annual membership meeting and to conduct a mail
poll of all members within three months.
Other
fund raising options
1.
Add US$30 to registration fee. This would contribute to KBS
support for participation by students and others with limited
funds. KBS would make up the total to US$6000. This was agreed and
the CD-ROM Guidelines will be amended accordingly.
2.
Charge US$100 extra to non members who want to come to the
conference. This would provide an incentive for people to join the
society or pay their fees and may raise extra funds from those
who, for any reason, did not want to join the society yet want to
come to the conference. This was agreed and the CD-ROM Guidelines
will be amended accordingly.
3.
T-shirts and coffee mugs. These are options that might be
considered in the future. However no decision were taken.
4.
$1000 contribution to the society from fees and other funds
raised in connection with thematic meetings, where this was
possible. This
was agreed in principle and Ingeborg, Tom and Trygve will draw up
a draft contract.
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