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MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
1
Executive Committee Meeting - Minutes
Summary
This Executive Committee (ExCom) meeting was the agreed regular monthly meeting for December
2016. The key points discussed included:
Rules for the use of the ‘internal governance’ budget
Organisation details for the 2017 GA / conference
Applications for new Chapters and Working Groups, and also the new Guidelines documents
for these
Arrangements for assessing applications for 2016 MCAA Awards
External partnerships and alliances
Location
GoToMeeting (on-line meeting) Date 15th December 2016 – from 14:00 to 16:00 CET
Participants
Brian CAHILL Chair of Executive Committee
Marco MASIA Vice-Chair of Executive Committee
Amit ZODGE Vice-Chair of Executive Committee
Kiran Kumar CHEREDDY Treasurer of Executive Committee
Maria-Antonietta BUCCHERI Secretary of Executive Committee
Odissefs Panopoulos European Commission
Ana LEAL Contractor Team
Simon ROBINSON
Proxies
Marco Masia had to leave the meeting early, and gave a proxy to Brian Cahill (Annex
1).
Amit Zodge had to leave the meeting early and gave a proxy to Brian Cahill (Annex
2).
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
2
Agenda
Time Topic
14:00 Meeting Opening
14:05 Rules for use of the Internal Governance budget for expenses incurred by Board members
- Time Limit for Requests - Pro-diem expenses - Treatment of original documents - Non-Euro transaction fees
14:15 Details of GA - Agenda - Visit to Salamanca - Hotels
14:30 Chapter Applications
14:45 WG applications
15:00 Awards applications/process
15:15 External Partnerships/Relations - GA/Conference sponsors (David?) - ITNs - ISAAACS - Successor for Net4Mobility Project - Other partners (David?)
15:30 Chapter and WG Guidelines
15:45 Membership of Various External Organisations - Initiative for Science in Europe - European Platform of Women Scientists - Scholars at Risk
15:55 Date of Next ExCom Meeting
16:00 End of Meeting
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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Action Summary of the last ExCom Meeting (20th October 2016)
# Type1 Topic Outcome Proposed by Next step
responsible Status
1 I
Annual Work Programme of
the MCAA
Description of the activities to be
performed by the Association in the next
12 months
Mandatory (as
foreseen in the
new Contract)
Contractor with
validation of the
Board
2 A
Creation of a new e-mail alias E-mail alias to be shared by all members
of the contractor team
Contractor Contractor
3 A
Contact the ECM to define a
specific date for the ExCom
on-line meetings
For example: every first Friday of each
month
Brian Cahill Brian Cahill
4 A
Sending the Key Question
Form to the Contractor
Provide input about the priorities within
each type of activity
Deadline: 24th October
Contractor All Board
Members
Not started/completed
Partially completed/slight delay
On track/completed
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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# Type1 Topic Outcome Proposed by Next step
responsible Status
5 I
Compilation of suggestions of
improvements for the web-
portal.
A document with all suggestions
discussed so far.
Deadline: Next Board Meeting – 18th
November 2016
Contractor Marco Masia
and Notis
PIKROS
6 D/A
The ECM decided to create a
new Heading: “Internal
Governance”
The EC needs to validate this decision;
Ana Leal contacted Odissefs Panopoulos
to see if this is possible. Reply was
positive, but strict rules must be
established and adhered to.
Brian Cahill Contractor
A=Action, I=Information, D=Decision
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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1. Meeting opening
Brian Cahill, Chair of the Executive Committee (ExCom), opened the meeting at 14:00, when
four members of the Executive Committee (ECM) were present and introduced the Agenda
topics. Maria Antonietta Buccheri joined the meeting at 14:39.
2. Rules for use of the Internal Governance budget for expenses incurred by Board members
Per-diem expenses
Brian Cahill believes per diem expenses are a good idea, because the documents for travel
and accommodation could be provided on the same day as the event/meeting, thus making
the process easier.
Treatment of original documents
Odissefs Panopoulos considers the original receipts must be kept for five years and presented
by the members, if requested, during that period. Brian Cahill showed some concern regarding
this request, since there is a big probability of some members not keeping the original receipts
for such a long time. Odissefs Panopoulos strongly suggested the ExCom to keep that
information official (that a member must keep the original receipts for five years) on the rules,
and not to worry if a member will actually keeps them or not.
Odissefs Panopoulos also requested the Contractor to check with a lawyer if it’s possible to
state that “the MCAA is under no circumstances responsible for the health or material damage
of any of its members resulting from the attendance to events on behalf of the association”.
3. Details of the GA
Ana Leal reminded the ExCom that the Call for Venues for the next GA in 2018 is still open
until the end of the year, and that the decision does not have to take place during a meeting; it
could be taken through Doodle by the Board.
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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Agenda
Odissefs Panopoulos suggested to invite Mats Rosengren from the Uppsala University as a
speaker for the Annual Conference in March, and needed an immediate decision from the
ExCom. According to the Project Officer, the subject of the speech would be the role of reason
(as in logic, mathematics, science and the methods of science and technology) in modern
society, culture and imagination, specifically how science and technology are revealed and
given a prime position in contemporary culture, thus giving to Humanity the impression of
omnipotence. The ECM agreed that it is important to also have a philosophical subject in the
Annual Conference, and agreed to give 30-45 minutes to this speaker on the 25th March early
in the morning. Odissefs Panopoulos will inform Mats Rosengren of this decision, and that
travel and accommodation costs will be covered. The possibility of paying a fee to the speaker
was also raised and Ana Leal informed the ExCom that there is € 1.500 available for two
speakers (€ 750 for each), and the Project Officer reminded the ExCom that there is the
possibility of moving the budget from one category to another.
As for the Photographer, Brian Cahill asked the Contractor to contact Matt Jaskulski (the
photographer in the last GA), and to ask if he would be interested in joining the GA this year.
Regarding the applications for MGAGs received so far, Ana Leal stated 217 were received and
the ExCom asked the Contractor to send a list of applications in the first week of January, since
the call closes on the 31st December. Since many people are expected to attend the GA, which
means big expenses, the option of charging € 25 for the social dinner was discussed and the
ExCom agreed with this option.
Kiran Kumar Chereddy asked the Contractor if there was the need to have some volunteers
from the Association to help in the organisation of the GA (e.g. support to registration, city
tours, poster session) and that it would also be a good way of involving the members in the
Association. This issue will be discussed later, when the Contractor knows exactly what will be
needed for the GA.
Visit to Salamanca
Ana Ribeiro was going to Salamanca the Monday after this meeting, and Ana Leal will share
the check-list with issues to address regarding the GA with Brian Cahill, so he can include his
input.
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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Hotels
Brian Cahill asked the Contractor to send a reminder to the Board members who have not
booked a room yet, and stated he would also send an e-mail to Chairs of Chapters and WGs
to check if they were also interested in booking the rooms available.
4. Chapter applications
Brian Cahill briefly presented the applications received and the decisions were as follows:
Romanian Chapter: Approved with a budget of € 2.000.
Hungarian Chapter: Approved with a budget of € 2.000. The contractor will inform the
Chapter that, as Adam Molnar and Nadja Dokter are not MCCA members, they cannot be
considered as founders of the Chapter.
Polish Chapter: Approved with a budget of € 2000.
Chinese Chapter: Rejected. The contractor will ask for a re-submission complying with the
Guidelines. Dongling Geng, Lanxin Lv and Tao Xiong are not MCAA members, so they cannot
be considered as founders of the Chapter, and two of the activities presented will take place
outside the eligible period (in November 2017).
Cyprus Chapter: Approved with a budget of € 1000. The person who submitted the
application is the coordinator of an ITN, and the ExCom fears he might support other
activities through the MCAA budget.
Kiran Kumar Chereddy reminded the Contractor to inform the applicants of the existence
of a reservoir, through which they can ask for more money for their activities, if needed.
5. WG applications
Kiran Kumar Chereddy briefly presented the applications received for the Career
Development WG and the decisions were as follows:
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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1st Application: Rejected. The main reasons for the rejection were the fact that one of the
founding members is not an MCAA member (Pierpaolo Vivo), and that the impact of the
activities on MCAA, and on its members’ careers, is not clear.
2nd Application: Approved with a budget of € 5.000.
The ExCom was expecting a submission for the Chapter Management WG from Matthew
DiFranco, but no application was received. Brian Cahill will contact Matthew DiFranco to
understand what happened.
6. Awards applications/process
Brian Cahill started by informing the ExCom that five MCAA members had applied for the
Outstanding Contributor Award and 39 for the Career Award. Also, four people had already
confirmed their participation in the Award Committee (Anett Kiss, Chair of the Award
Committee of MCAA, Apiyo Okwiri, President of the Erasmus Mundus Association, Alexandra
Cuffel, Ruhr-Universität Bochum and Salome Cisnal de Ugarte, Fullbright Alumni Network –
Belgium). The MCAA still needs one or two more members from the Academic sector, whose
names should be suggested by the Award Committee of the MCAA.
As for Anett Kiss’ suggestion of postponing the decision of the Award Committee to the third
week of January, meaning the approval by the Board should take place on the last days of
January, Brian Cahill considered this can happen, because an ExCom meeting will be held in
January, and this decision can be taken during that meeting.
Regarding the Honorary Recognition, some people were already suggested as possible
applicants (a coordinator from KU Leuven, Dario Pelizzon from Venice University, and a
EURAXESS coordinator from Brazil), but no decision was made, so it was decided that the
ECM would make a list of the potential individuals to later decide on this recognition.
7. External Partnerships/Relations
GA/Conference sponsors
David Anciaux was not at the meeting, so any details on this issue will be discussed later.
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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ITNs
Brian Cahill was contacted, and the letters of commitment shall be signed and sent to the
promotors.
ISAAACS
Luis Sanz Andreu is involved in ISAAACS, and they want to set up an institution in Salamanca
related to IoT and to involve the MCAA in it. Brian Cahill mentioned the possibility of involving
the BSB-WG, and will send a document to see if they are interested. According to the Chair of
the Association, ISAAACS is looking for engineers, scientists and technologists, and the MCAA
has lots of members with these skills.
Successor for Net4Mobility Project
This project is a network project for MSC NCPs throughout Europe to build knowledge and
networking. The Irish NCP suggested to Brian Cahill that the MCAA should be a partner in the
new proposal they will submit, and the Chair of the Association believes this is a good
opportunity for the MCAA.
8. Chapter and WG Guidelines
Ana Leal stated that the ExCom needed to agree on the final version of the Guidelines so they
could be sent to the Chairs of Chapters and WGs. The Contractor also believes that the year
of activities should be the same for all Chapters and WGs (1st October – 30th September) to
make it easier in 2020 when the contract finishes. The ExCom agreed with the suggestion,
thus meaning the four new Chapters approved will have their first year of activities ending in
nine months. Simon Robinson will send the latest version of the Guidelines for a final
confirmation.
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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9. Membership of Various External Organisations
Initiative for Science in Europe
Brian Cahill was expecting a formal invitation from Science in Europe so that the MCAA could
become a member but, for various reasons, this did not happen, so at this stage the
Association will continue with Science in Europe as an observer only.
European Platform of Women Scientists
Brian Cahill was approached by Christine Herrman, from the GEMS-WG, asking if the MCAA
was interested in becoming a member of European Platform of Women Scientists. The
membership would cost € 120; the ExCom agreed to join this Platform using the budget of the
GEMS-WG. Brian Cahill will ask Giovanna Avellis to complete the process for membership.
Scholars at Risk
Brian Cahill stated Scholars at Risk requests around $800 for the MCAA to become a member,
and believes this association is of great value for Turkish members wanting to find a research
position and/or funding. This decision was postponed for the next meeting when there will be
more details on this possible membership. If the ExCom decides the MCAA should become a
member of Scholars at Risk, the membership will be paid through the Policy-WG.
10. Date of next ExCom Meeting
The next ExCom meeting will be held between 23rd and 28th of January and Brian Cahill will
set up a Doodle for a final decision.
11. End of Meeting
There being no further business to discuss, the meeting was adjourned.
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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Action Summary
# Type1 Topic Outcome Proposed by Next step
responsible Status
1 I
Check with a lawyer if it is
possible to state that “the
MCAA is under no
circumstances responsible
for the health or material
damage of any of its
members resulting from the
attendance to events on
behalf of the association”.
Odissefs
Panopoulos
Contractor
2 A
Mats Rosengren will be
informed that he is invited as
a speaker to the next GA.
Odissefs
Panopoulos
Odissefs
Panopoulos
Not started
Partially completed/slight delay
On track/completed
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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# Type1 Topic Outcome Proposed by Next step
responsible Status
3 A
Contact Matt Jaskulski and
ask if he would be interested
in joining the GA this year.
Brian Cahill Contractor
4 A
The Contractor has to send a
list of applications for
MGAGs in the first week of
January to the ExCom.
Brian Cahill Contractor
5 A
The checklist with issues to
address during the visit to
Salamanca will be shared
with Brian Cahill.
Brian Cahill can include his inputs.
Ana Leal Ana Leal
6 A
Send a reminder to the Board
members who have not
booked a room yet and to
Chairs of Chapters and WGs
to check if they were also
Brian Cahill Brian
Cahill/Contractor
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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# Type1 Topic Outcome Proposed by Next step
responsible Status
interested in booking the
rooms available.
7 A
A document will be sent to
BSB-WG to check if they are
interested in being involved
with ISAAACS.
Brian Cahill Brian Cahill
8 A
The latest version of the
Guidelines for Chapters and
WGs will be sent to the
ExCom for decision.
A final version has to be sent to the
Chairs of Chapters and WGs.
Contractor Simon Robinson
9 A
Giovanna Avellis will be
asked to complete the
process for membership to
the European Platform of
Women Scientists.
Brian Cahill Brian Cahill
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
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# Type1 Topic Outcome Proposed by Next step
responsible Status
10 A
Brian Cahill will set a Doodle
for a final decision on the date
to hold the next ExCom
meeting.
Brian Cahill Brian Cahill
11 A
Brian Cahill will contact
Matthew DiFranco to
understand why a submission
for the creation of the Chapter
Management WG was not
submitted.
Brian Cahill Brian Cahill
A=Action, I=Information, D=Decision
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
15
Annex 1 – Proxy from Marco Masia to Brian Cahill
MARIE CURIE ALUMNI ASSOCIATION Executive Committee Meeting – 15th December 2016
16
Annex 2 – Proxy from Amit Zodge to Brian Cahill