Council Policy Committee Minutes 

The Council Policy Committee met in formal session on 22-23 March 2003. The meeting was called to order by ASM President Ronald Atlas at 9:10 a.m. 

             Voting members of CPC in attendance were Ronald Atlas (president), Thomas Shenk (president-elect), Abigail Salyers (past president), Judy Daly (secretary), Ronald Luftig (treasurer), Eugene Nester (chair, Board of Governors of the American Academy of Microbiology), Clifford Houston (chair, Education Board), Peter Maloney (chair, Meetings Board), Marie Pezzlo (chair, Membership Board), Samuel Kaplan (chair, Publications Board), Stanley Maloy and Christon Hurst (members at large [Divisions]), and Millicent Goldschmidt and Joan Rose (members at large [Branches]). James Beebe (member at large [Branches]) and Roy Curtiss III (member at large [Divisions]) were present via speaker phone. 

            Ex officio members and ASM staff in attendance were Anne Morris Hooke (cochair, International Committee), Stephen Lerner (chair, International Committee), Michael Goldberg (executive director), John FitzGerald (deputy executive director), Ronald Butler (director, Information Systems), Amy Chang (director, Education), Carol Colgan (director, American Academy of Microbiology), Nancy Elder (director, Meetings and Industry Relations), Jeff Holtmeier (director, ASM Press), Barbara Hyde (director, Communications), Linda Illig (director, Journals), Lorna Kent (director, Membership Services), Lily Schuermann (director, International Affairs), Kim Shankle (director, Administration and Human Resources), Janet Shoemaker (director, Public and Scientific Affairs Board), and Charlotte Daniels (coordinator, Leadership Services). Jay Grimes (chair, Communications Committee) was present via speaker phone. 

             The roll was called. Gail Cassell (chair, Public and Scientific Affairs Board) was absent. 

I-B. Approval of CPC Agenda. A motion was unanimously approved to add Item IV-B. Web Marketing to the Agenda. The revised Agenda was unanimously approved. 

I-C. Approval of CPC Minutes (September 2002). The Minutes from the CPC meeting held 25-26 September 2002 were unanimously approved. 

I-D. Constitution and Bylaws. It was noted that a copy of the Constitution and Bylaws was included in the packet for information purposes only. 

II-A. Official Appointments. A motion was made to table the item until the May CPC meeting. The motion was approved with a vote tallied at 7 in favor, 5 opposed, and 3 abstained. It was further requested that curriculum vitae for each person to be appointed be distributed prior to the meeting. 

II-B. Board/Committee Chair Reviews. This portion of the meeting was held as an executive session with only voting members of CPC allowed to be present. Tom Shenk presented the reports for the various boards and committees being reviewed. 

            A motion was unanimously approved to reappoint Clifford Houston as Chair of the Education Board. 

             A motion was unanimously approved to appoint Lucia Rothman-Denes as Chair of the Meetings Board. 

             A motion was approved not to reappoint Steve Lerner as Chair of the International Committee. The vote tallied with 15 in favor and 1 opposed. 

             An ad hoc committee was formed to determine the future status of the International Committee. The committee members are: Marie Pezzlo, Peter Maloney, Cliff Houston, and Elio Schaechter. Ron Atlas was asked to contact Elio Schaechter since the other above-named members were present at the meeting and agreed to serve. 

             Ron Atlas was also asked to form a similar committee to determine the future status of the Communications Committee. He was also asked to oversee both committees. 

             The report to review and identify an appropriate appointment for the Membership Board was deferred until the May CPC meeting. The report to review the Communications Committee was also deferred until the May CPC meeting. 

II-C. Fund for Studies on Professional Issues. A motion was unanimously approved to table the item until the May CPC meeting. Ron Luftig is to work with Michael Goldberg to revise the report with more structured details. 

II-D. Constitution and Bylaws. The Committee identified minor changes that did not affect the intent or the substance of the language and directed the Leadership Coordinator to make these changes expeditiously. Since the 2003 Constitution and Bylaws available on the ASM website reflects the recommended changes, no further action was recommended. 

III-A. Microbial Genome Sequencing Policy. A motion was made to adopt the position that all raw DNA sequence data for microbial genomes be made available to the community of researchers when the high throughput project is completed if it is performed by a public sponsored genome center and the project has not been classified by the government. The motion was approved with a vote tallied at 15 in favor and 1 opposed. 

III-B. Responding to Member Concerns. The need to develop a position statement on why ASM cannot act as advocate for individual members was discussed. ASM Attorney, William Althen was introduced as a participant and legal advisor during this discussion. It was agreed that a statement should be drafted and presented at the May CPC meeting. 

III-C. Increasing Student Membership Dues for 2004. A motion was unanimously approved to increase student membership dues for print renewal by $5 in FY 2004. There will be no increase in student dues for students willing to join or renew online. The $5 increases from student print renewals will go to Membership. Otherwise, the current dues allocation formula will remain in effect for online join and renew in 2004. The request will be transmitted to Council for action at the May 2003 meeting. 

IV-A. Presentations by President-Elect Candidates at General Membership Meeting at the General Meeting. Agreement was reached that instead of live presentations at the General Meeting the possibility of producing a brief videotape of each candidate should be explored. If the idea is found to be feasible, then an e-mail containing a link to the videotapes should be sent to each member eligible to vote. 

IV-B. Web Marketing. A motion was unanimously approved to table this item until the May CPC meeting. 

V-A. Announcement of Candidates for National Office 2004-2005. This announcement was deferred and will be made at the May CPC meeting. 

V-B. Update on Development of ASM Position on Antibiotic Resistance in Animal Feed. The item was placed on the agenda only because it had been tabled quite some time ago and had never been revisited. The ASM position which is currently on the website was distributed in the meeting packet. Also, the report published by the American Academy of Microbiology was also included. It was suggested that the Academy should also examine the issue from the hospital and healthcare worker perspective. 

V-C. Annual Reports. President: Ronald Atlas highlighted the exchange of correspondence with the Infectious Disease Society of America (IDSA) regarding the negotiation of a joint ICAAC/IDSA meeting. He had recently received a letter from IDSA stating their unwillingness to negotiate based on the CPC-approved guidelines concerning joint meetings with other associations. Therefore, the issue is closed unless CPC decides to make changes to its guidelines. 

            President-Elect: Thomas Shenk mentioned the two activities that he has conducted: (i) chairmanship of a committee which conducted a financial review of ASM Resources and (ii) the organization of three committees to conduct reviews of three ASM boards. Two of the three boards had chairs ineligible for reappointment, which required the Committee to identify a candidate(s) for appointment and two committees to review the two CPC Standing Committees. 

             Past President: Abigail Salyers noted her service to the Communications Department as a story provider and script reviewer for the “Microbe World” radio spots being produced. 

             Treasurer: Ronald Luftig discussed the overall financial outlook of ASM. He felt the outlook at present was positive but cautioned that the Finance Committee needs to begin to focus on developing options which will help decrease operating expenses in order to continue to achieve and maintain a 3-5% operating margin on operating revenues. 

             Board of Governors-Academy: Eugene Nester pointed out that money for colloquia is becoming more difficult to obtain so the process for choosing new colloquia will become more selective. He reminded everyone that the Board of Governors will be holding its strategic planning meeting in Boston in April. He also mentioned the success of the new election process which ensures the election of highly qualified individuals. A new format for the nomination process is also working well which requires more thought on behalf of the person making the nomination. 

             Education Board: Clifford Houston highlighted the continued tremendous success of the Education Board in managing the 2nd Annual Biomedical Research Conference for Minority Students (ABRCMS) held in New Orleans, La., in November 2002. The conference featured Dr. Bernard Harris, former NASA astronaut, who gave the opening keynote address and presentations by Nobel Laureates Alfred Gilman and Thomas Chec. He also pointed out that the Committee on Precollege Education sponsors two types of classroom teacher programs. The first type of program is a five-day institute directed at high school biology teachers. In the summer of 2003, the Committee will offer two institutes, one at Duquesne University in Pennsylvania and another at the University of Texas, Houston. The second type of program involved presentations at other national scientific and science education meetings like the ASM General Meeting and the National Association of Biology Teachers. The online journal Microbiology Education is experiencing continued success with its third edition. The number of PDF downloads in 2002 was 8,670. The searchable database includes journal articles, newsletter articles, articles from ASM News, etc. At present, a visitor is able to search the database and receive a catalogue of what is available, but in the future they would have to subscribe to receive the service. 

             Meetings Board: Peter Maloney pointed out that the Meetings Board did not meet its target for net profit this year. This decrease in profit was equally experienced across all the major components of the Board, i.e., General Meeting, ICAAC, and Conferences. However, he strongly urged that this not be taken as a trend. He noted that the number of abstracts submitted and accepted for the 103rd General Meeting are the highest ever received by the Society. Using this as an indicator, a large number of people are expected to participate in this years General Meeting. To utilize a similar indicator for ICAAC will not be possible until May. In an effort to diversify, there have some new initiatives taking place. One example is the increase in the number of requests to organize small meetings from pharmaceutical companies. This is separate from managing symposia or workshops surrounding our larger meetings. 

             Membership Board: Marie Pezzlo shared that Dr. Riley Housewright, former ASM President and Executive Director, donated his personal papers to the Archives, which included items relating to his activities with the Society and to his career at Fort Detrick. The Archives also accepted a $10,000 grant in support of the ASMs Biological Warfare/Bioterrorism Collection from GlaxoSmithKlein. She noted that the first attempt at a “virtual” placement service was very successful at the last ICAAC, especially since the cost was 50% of what it had been in the past. A very successful effort was made by the Underrepresented Members Committee (UMC) to encourage 1,200 self-identified minority members to forward resumes to the committee and to detail their volunteer interests. Over 100 resumes were received. Twenty minority volunteers have been appointed to serve on various ASM Committees. In addition, 11 minority volunteers were invited to be ad hoc reviewers for ASM journals. 

             Publications Board: Sam Kaplan noted that electronic copies of ASM Journals are being accessed through PubMed Central (PMC) at an increased rate and the number of “hits” is continuing to rise. (Complete hit information was included in the packet.) He pointed out that 70% of hits at PMC are from nonscientists or the general public. The “all-11” online journal package for institutional subscribers is being continued a second year. In addition, the all-11 online journal package will be now be offered to nonmembers at a premium price. 

 Public and Scientific Affairs Board: Janet Shoemaker noted that the Public and Scientific Affairs Board (PSAB) has testified before Congress on four different occasions during the past 18 months, including testimony from Ronald Atlas and Gail Cassell on the Homeland Security Bill which resulted in the Bill being modified so that responsibility for accelerated research programs and public health authorities and funding are retained by the Department of Health and Human Services instead of being transferred to the Department of Homeland Security as originally proposed. Ronald Atlas also testified before the Health Science Committee on Balancing Research and Security on issues related to the need for security and also for open scientific communication. PSAB has also been involved in the development of the Regulations for Select Agents. Shoemaker also noted that there has been a big increase in funding for microbiology. Funding for civilian biodefense research has increased from $200 million to over 1.6 billion in the 2004 budget. 

 Communications Committee: Jay Grimes noted that significant communication efforts have been undertaken surrounding the issue of journal publication and biosecurity, especially in conjunction with a meeting of authors and editors at the National Academy of Sciences on 9 January 2003 and an ASM-hosted follow-up meeting on 10 January, both headed-up by ASM President Ronald Atlas. He also noted the success of the Microbial Minutes Radio Series. Barbara Hyde mentioned that efforts are being made to find underwriters for the program. One radio station in particular, WQXR, which is the New York Times Music Station in New York, has agreed to air the program but requires $250,000 worth of underwriting. If underwriting can be found, this will represent a major market in New York. 

 International Committee: Anne Morris Hooke noted the success of an interactive workshop held in October 2002 on antimicrobial susceptibility and its clinical significance in the Siberian cities of Tomsk, Omsk, and Novosibirsk. She also noted the electronic publication of the proceedings from the April 2002 meeting of MIRCEN Directors in Washington, D.C., which included a keynote address by Rita Colwell. The publication will be posted on the ASM and UNESCO websites and will also be circulated by CD to the participants and other interested parties. The International Committee is also developing, under the leadership of Marie Coyle, a short course on antimicrobial resistance. The course will target clinicians and microbiology students throughout Latin America. It is expected that the final product will contain printed and CD-ROM resources. A joint ASM/FEMS/UNESCO roundtable session was presented at the Iinternational Union of Microbiological Societies Congresses in July 2002 in Paris. There were three topics: Antibiotic Resistance Education, Food and Drinking Water Safety, and New Technologies for Developing Countries. ASM provided $20,000 to support the joint session, and UNESCO also provided support for speakers at the session. ASM also raised additional funds for travel grants for young international microbiologists to attend the Congresses. Newly elected IUMS Executive Board Officers of particular note, were, among others, Julian Davies, president; Gail Cassell, vice-president; and Daniel Sordelli, member at large. 

VI-A. Strategic Issues Management. Christon Hurst presented a report by the Committee to Identify Emergent High Profile Topics in Microbiology. There was agreement that this report should be forwarded to the Colloquium Advisory Committee (General Meeting) and the Academy to help identify topics for possible future colloquia. 

VII. Adjournment. The meeting adjourned at 5:00 p.m. and reconvened at 9:20 a.m. on Sunday, March 23, 2003. 

VIII-A. ASM Resources Shareholder Meeting. Christine Copple, ASMR CEO, as well as other members of the ASMR Board of Directors made a presentation to CPC concerning the present state of ASMR and its plans for the future. This portion of the meeting was held as an executive session with only voting members of CPC allowed to be present. (Michael Goldberg and John FitzGerald were present for the ASMR presentation only.) 

The unanimous election of the ASMR Board of Directors included John Matsen, Jerry Birnbaum, David T. Durack, Carol A. Nacy, Frederic K. Pfaender, and Samuel Kaplan (CPC liaison). 

 The CPC subgroup for auditing ASMR (Tom Shenk, Roy Curtiss, Ron Luftig, and John FitzGerald) are to develop milestones and submit them to ASMR. Each milestone must be met before additional investments will be made. The subgroup is also to receive quarterly financial reports from ASMR. 

VIII-B. CPC Executive Session. An additional executive session was held with only voting members of CPC present to discuss aspects of the current ASM Performance Review System. 


The meeting adjourned. 


Council Minutes 

The ASM Council met in formal session on 23 May 2002 at the Little America Hotel in Salt Lake City, Utah. The meeting was called to order by Abigail Salyers, President, at 1:00 p.m. Voting members of the Council Policy Committee in attendance were: Abigail Salyers (president), Ronald M. Atlas (president-elect), Martha Howe (past president), Judy A. Daly (secretary), Ronald B. Luftig (treasurer), Eugene W. Nester (chair, Board of Governors), Clifford Houston (chair, Education Board), Marie T. Pezzlo (chair, Membership Board), Samuel Kaplan (chair, Publications Board), Roy Curtiss III, Stanley Maloy, and Christon Hurst, (members at large—Divisions), and Millicent Goldschmidt and James Beebe (members at large—Branches). 

 Branch Councilors (or representatives) in attendance were: Robert Connamacher and Phil Mohr (Allegheny Branch), Patricia A. Dadone (Northern California Branch), Kenneth L. Anderson and Lynne Garcia (Southern California Branch), Steven Specter (Florida Branch), Roger S. Fujioka (Hawaii Branch), Lynn Schwabe and Anita Snodgrass (Illinois Branch), Richard L. Gregory and Nancy Behforouz (Indiana Branch) Craig Oberg and Glenn Harrington (Intermountain Branch), Russell T. Hill (Maryland Branch), Philip Lister (Missouri Valley Branch), Katherine Young, (Theobald Smith Society-New Jersey), Yvonne Lue (New York City Branch), Nellie Beth Dumas (Eastern New York Branch), Paul Phibbs (North Carolina Branch), Bonnie Bratina (North Central Branch), Paulette Howarth (Northeast Branch), Ivette Garvia Castro (Puerto Rico Branch), Keith Sternes (Rio Grande Branch), Rebecca Ferrell (Rocky Mountain Branch), Daniel V. Lim (Southeastern Branch), and Pamela K. Hathorn (Texas Branch). 

 Division Councilors in attendance were: David C. Hooper (Division A), Diane Halstead and Joel Mortensen (Division C), Karen Elkins (Division E), Thomas Elliott (Division H), Edward R. Leadbetter (Division I), Samuel A. Palumbo (Division P), Fred A. Rainey (Division R), and Carol Bolin (Division Z). 

 Division Councilors at Large in attendance were: Allen Laskin, Catherine L. Squires, and Ronald J. Zabransky. 

 Invited guests and ex officio members in attendance were: Thomas Shenk (incoming president-elect), Michael Goldberg (executive director), John FitzGerald (deputy executive director), Carol Colgan (director, American Academy of Microbiology), Amy Chang (director, Education), Linda Illig (director, Journals), Jeffrey Holtmeier (director, ASM Press), Nancy Elder (director, Meetings and Industry Relations), Lorna Kent (director, Membership), Lily Schuermann, (director, International and Minority Activities), and Charlotte Daniels (coordinator, Leadership Services). 

 The roll was called. Motions to add Item II-H. CME Programs to the agenda and to accept the agenda were unanimously approved. The Minutes from the Council Meeting in May 2001 were approved with 5 abstentions. 

II-A. Official Appointments. The following individuals were nominated for positions with the American Academy of Microbiology: chair, Board of Governors (BOG), American Academy of Microbiology: Eugene W. Nester (reelected by the American Academy of Microbiology Fellows); chair, Committee on Diversity: Marian Johnson-Thompson; chair, Clinical and Diagnostic Microbiology Fellowship Recruitment Committee: J. Michael Miller; chair, General and Applied Microbiology Fellowship Recruitment Committee: Richard E. Lenski; chair, Molecular Biology, Physiology, and Virology Fellowship Recruitment Committee: Graham C. Walker; chair, BOG Nominating Committee: James E. Dahlberg; chair, Committee on Awards: Randall K. Holmes; chair, Abbott Laboratories Award in Clinical and Diagnostic Immunology Selection Committee: John Schmitz; chair, Pathogenesis and Host Response Mechanisms Fellowship Recruitment Committee: Richard J. Whitley; chair, ASM Founders Distinguished Service Award Selection Committee: Dennis D. Focht; chair, Carski Foundation Distinguished Teaching Award Selection Committee: David L. Balkwill; chair, Dade MicroScan Young Investigator Award Selection Committee: Michael S. Gilmore; chair, Eli Lilly and Company Research Award Selection Committee: Stan Fields; chair, Procter & Gamble Award Selection Committee: Don L. Crawford, University of Idaho; and chair, Raymond W. Sarber Award Selection Committee: Joanna B. Goldberg. A motion to accept the nominations was unanimously approved. 

The following individuals were nominated for positions with the Membership Board: cochairs of the Branch Organization Committee, Steve Sonstein and Norman Willett. A motion to accept the nominations was approved with two abstentions. 

 The following individuals were nominated for positions with the Public and Scientific Affairs Board: chair, Committee on Professional Affairs, Alice Weissfeld; and chair, Committee on Public Health, Michael Osterholm. A motion to accept the nominations was unanimously approved. 

 The following individuals were nominated for positions with the Publications Board: Chair, Publications Board, Samuel Kaplan (reappointed to serve a second term); editor in chief, Clinical Microbiology Reviews, Irving Nachamkin; editor in chief, Journal of Virology, Lynn William Enquist; and chair, Cumitech Editorial Board, Alice Weissfeld. A motion to accept the nominations was approved with one abstention. 

 The following individuals were nominated for positions with the International Committee: chair, International Membership Committee, Bernard Bucher and cochair, International Microbiology Education Committee, Daniel Sordelli. A motion to accept the nominations was unanimously approved. 

II-B. Candidates for Honorary Membership. There were no nominations received for honorary membership this year. However, the Council of Presidents recommended that a nominating committee be established to bring forth nominations for honorary membership. The committee would be chaired by a past president and include two other members of the Society. A motion to accept the recommendation was unanimously approved.  

II-C. Nominating Committee for 2005-2006 Officers. Abigail Salyers noted that the Committee was not complete but would be in place soon. 

II-D.1 ASM Constitution and Bylaws Modifications—Membership on the Finance Committee. The issue of revising the Bylaws to clarify membership on the Finance Committee was discussed. The following changes (in italics) to the Bylaws were recommended: 

Article XVII. Finances and Dues (Finance Committee) 

Section 1. The Finance Committee shall be responsible for financial, accounting, budgetary, dues and similar affairs of the Society. The chair shall be the Treasurer, and the voting members shall consist of the Elective Officers, immediate Past President, and the two most senior among eligible members of the Council Policy Committee who are neither Officers nor Board Chairs. Whenever there are instances of equal seniority, the two will be elected by the Council Policy Committee. Reelection of an at-large member of CPC to a second term continues the seniority of the member. An at-large member who is appointed or elected to the Finance Committee is eligible to serve no more than two, one-year terms. The Executive Director shall serve as an ex officio member without vote. 

It was moved and unanimously approved that the Bylaws be amended as stated above. 

II-D.2 Role and Responsibilities of CPC and Council. As is currently outlined in the ASM Constitution and Bylaws, the Council may expressly delegate authority to the CPC to take actions of a final and binding nature. However, in the absence of an advance delegation of authority, all actions of the CPC are subject to approval by the Council. 

A President's Task Force on Governance (Alice Huang, chair, Stanley Falkow, Jean Brenchley, Walter Dowdle, Elio Schaechter) examined this issue and concluded that the absence of specifically delegated authority to CPC presented a potential legal problem. The Task Force sought an opinion from ASM legal counsel and received recommendations for changes to the Constitution and Bylaws. 

A motion to accept the following changes (in italics) to the Bylaws was passed with 2 abstentions. 

Bylaws. Article IV. Council. Section 2. Responsibilities. The Council shall have responsibilities prescribed in the Constitution (Art. VI, Sec. 1) 

Article V. Council Policy Committee. Section 2. Responsibilities. The Council Policy Committee shall have the responsibilities assigned to it in the Constitution (ART. VI, Sec. 2), including leadership and direction of the future of the Society, review of programs, review and approval of annual budget, and advising the President on matters coming before the Council and other groups within the Society. 

Article XVIII. Statutes and Communications. Section 3. Position papers and testimony for a state or federal agency or legislature may be written by a proper representative of the Society with endorsement by an Elective Officer, subject to review by the Public and Scientific Affairs Board. 

Section 4. The Society shall not be responsible for statements or opinions by groups or individuals or for statements in the above communications unless specifically approved by the Council Policy Committee. 

I-E. Approval of American Academy of Microbiology (AAM) Bylaws. The AAM Bylaws were already ratified by majority vote of the AAM Fellows. The motion to approve the AAM Bylaws was passed with two abstentions. 

II-F. New Student Chapters. The Membership Board recommended the approval of five new ASM-recognized student chapters: (i) University of Puerto Rico-Bayamon Campus; (ii) Central Michigan University; (iii) Tri-Cities Microbiology Club; (iv) Eastern Michigan University; and (v) University of Kansas. A motion to approve the new student chapters passed unanimously. 

II-G. Voting for CPC at-Large Members (Branches). The Council was instructed to vote for two at-large seats representing Branches on the CPC using the ballot provided. The previous election via first-class mail to all members of Council was not valid because the quorum number of completed ballots was not returned. The candidates were: James L. Beebe (for reelection); Rebecca V. Ferrell, Millicent Goldschmidt (for reelection) and Russell T. Hill. Beebe and Goldschmidt were both reelected to serve a second term on the CPC. 

II-H. CME Programs. A motion was unanimously approved to table this item until the 2003 meeting of Council. 

III-A. Announcement of Candidates for National Office 2003-2004. Chair of the Nominating Committee for National Officers, Martha Howe, announced the candidates for President-Elect in the upcoming election. The nominees are James M. Tiedje, Michigan State University and Thomas Silhavy, Princeton University. 

IV. 2001-2002 Annual Reports: Highlights of Ongoing Activities. Officers and Board Chairs presented a brief overview of the highlights of their activities. Questions were addressed after each presentation. 

 New Business. Comments were made concerning a greater need for Council members to receive information on issues which concern the Council in a more frequent manner ( not just in advance of a Council meeting). A motion to establish a system of web links for all members of Council (Alternate Councilors should be included) to be informed on issues in a more timely manner was unanimously passed. 

V. Adjournment. The meeting was adjourned at 3:30 p.m.