SDRME Executive Committee Meeting

Conference Call

December 20, 2017

Executive Committee (EC) Members Present: Gary Beck, Beth Bierer, Maria Blanco, GuiliaBonaminio, David Cook, Paul Haidet.

Minutes recorded by Beth Bierer (secretary)

A.Meeting Cancellation Policy for Summer Meeting – GuiliaBonaminio

  • EC members agreed to develop a meeting cancellation policy, as a preventative measure, for the 2018 SDRME summer meeting to ensure organization is not penalized if hotel room block requirements are not met due to last minute cancellations from members.

B.Budget Requirements for SDRME-sponsored Literature Reviews – David Cook, Gary Beck, Paul Haidet

  • In recent months, the EC has discussed whether SDRME should require applicants for SDRME’s literature review to submit an itemized budget with proposals after Gary wondered if SDRME’s current policy violated IRS reporting requirements.
  • Historically, recipients of SDRME’s literature review grant received half of the award at the onset of the project and half of the award after submitting a manuscript/report. David provided the following observations about SDRME’s literature review processes during his tenure as chair of the literature review selection committee:
  • Recipients did not submit a budget with proposals as getting selecting to conduct review was viewed as an “award”.
  • Checks were issued to institutions with the understanding that every institution was different and would manage money differently.
  • Recently, the RFP was changed to clarify that the second half of the award was contingent upon publishing the review in a peer-reviewed journal or public forum versus submitting a report (of any kind) to SDRME.
  • Investigators are required to communicate with SDRME if they change the review protocol, with the understanding that SDRME may cancel the award and request return of money.
  • Most recipients incurred travel expenses of $500 to present review to SDRME summer meeting, which were not factored in to the original award and were paid by SDRME.
  • Gary said the SDRME literature review is like any small grant and must have a budget with all monies paid up front to grant officer; otherwise, awardees will have to file a 1099 and get taxed on award as personal income.
  • Dave had concerns that requiring a budget and paying all monies in advance would (1) take more time for awardees to administer than the award itself and (2) not hold awardees accountable to complete the work.
  • Gary wondered if SDRME could request having grant recipients return money if they do not deliver on projects, and Dave questioned if that was feasible if awardees already spent money.
  • The EC agreed on the following action items for follow-up discussion:
  • Dave will draft proposal where all SDRME literature review awardees are required to submit a budget and will receive monies up front and will also consult with Maria, Guilia, and Paul to ensure proposal aligns with IRS requirements.
  • EC will discuss, during a future conference call, if the award should be increased to $7,000 or $8,000 and if travel to present to SDRME should be included in grant budget or an additional expense paid by SDRME (which was Dave’s suggestion).

C.2018 Summer Meeting– GuiliaBonaminio

  • Planning for summer meeting is on track.
  • The EC agreed to not permit a vendor to demonstrate software or give a presentation at the 2018 summer meeting.

D.Discussion of President-elect – GuiliaBonaminio

  • Cha-Chi Fung, chair of the Nomination Committee, has received the EC’s list of recommended SDRME members to serve as SDRME’s president-elect and will update the EC of candidate recruitment at a future EC meeting.

E. Committee Reports

  • Paul said he anticipates a report from the Membership Task Force in early April, 2018 and will invite Membership Task Force representatives to join the April, 2018 conference call to discuss recommendations.

F. Adjournment

  • The call ended at 11:45 am.
  • The next call is scheduled for 11-12 EST on January 17, 2018.