Approval of minutes of previous meeting (10/14 August 2014)
Minutes of the previous Council meetings held on the 10th and 14th August 2014 at ICD8 (Potsdam, Germany),
prepared by the former Secretary/Treasurer (Marion Kotrba) and posted on the Council's website
(http://www.nadsdiptera.org/ICD/Icd8min.htm) were
approved. Thomas Pape proposed acceptance of the minutes, which was seconded by Ashley H. Kirk-Spriggs, and
all Council members who responded endorsed acceptance without further comment.
Secretary/Treasurer’s report
The Secretary/Treasurer's report was circulated on 7 October 2016. The assets of Council currently stand
unchanged at 3237.55 €. The Secretary noted in his Report that Council should consider options for
investing the existing and future Congress surplus funds, as we are currently not allowed to establish a
bank account or endowment fund. Thomas Pape proposed acceptance of the Secretary/Treasurer's report, without
further comment, which was endorsed by Carlos José Einicker Lamas, Rudolf Meier, Manuel Zumbado, Ángeles
Marcos García, Shaun Winterton, Steve Gaimari, Erica McAlister, Valery Korneyev, James O'Hara and Kazuhiro
Masunaga.
Report on preparations for ICD9 (2018)
A detailed written report by Ashley H. Kirk-Spriggs (Chair of ICD9) was circulated on 7 October 2016, which
outlined progress with the organisation of ICD9 in Stellenbosch University, South Africa, to be held on 25–30
November 2018. Copies of ICD9 branding (letterhead and logo options and the proposed covers of the programme
and abstracts volume) and a copy of the planning spreadsheet were provided as supplementary information to the
report. It was noted that all recommended steps for preparations by this stage were already in place and that
59 registrations of interest and 9 symposia titles have already been submitted on-line. It was further noted
that the first circular for the Congress shall be distributed once Council has considered suggested plenary
speakers and this information is posted on the ICD9 website. It was noted that the final registration costs will
be posted in November 2017, but are currently predicted at ca. USD324 per delegate (based on 300 delegates
attending). Likewise, accommodation costs will likely range from USD22 per night in University halls of residence
to between USD53–USD77 in local guesthouses and B&Bs in the town. Various sources of sponsorship and funding
available were noted and other options are being pursued.
Rudolf Meier suggested a structured fee system with
lower registration rates for developing countries and both Rudolf Meier and Steve Gaimari noted that there was
currently no Scientific Committee comprising international members. Ashley H. Kirk-Spriggs responded that it
was impractical to establish a separate registration fee for developed and developing countries, but that other
steps were in place to provide funding for developing world delegates. A student registration fee will, however,
be implemented as with previous congresses. He also noted that the current Local Organising Committee shall serve
the function of a Scientific Committee, which does include international representatives. In this regard Thomas Pape
noted that while the Local Organising Committee is sufficient, a number of the Organising Committee members should
be attributed specific responsibilities for the scientific programme. He noted that it is evident from the list
of Organising Committee members, that there is sufficient potential for such designations.
James O'Hara raised the issue of the banquet
speaker. Ashley H. Kirk-Spriggs responded that the Organising Committee had discussed this and decided internally
against having a banquet speaker and provided reasons. Dan Bickel indicated that a speaker is not necessary, as this
is a time for socialising and Thomas Pape concluded (in a private e-mail to the ICD9 representative), that the decision
as to whether to incorporate a banquet speaker is in the hands of the local Organising Committee. Rudolf Meier
suggested that a few words to welcome everyone on behalf of the Congress and the organisers should suffice.
Thomas Pape suggested the JRS Biodiversity Foundation
as a possible source of funding for developing country delegates and Ashley H. Kirk-Spriggs pointed out that
the organisation currently only funds specific calls for funding applications on specified research topics
announced in any one year.
Thomas Pape noted that he was "... very content with
current progress in planning for ICD9 and we are heading towards another spectacular dipterological event".
Arrangements for ICD9 were also endorsed in general by the majority of Council.
Vote:
"I am satisfied that ICD9 is being effectively
organised on the basis of the report supplied."
10 ballots received, YES: 9, 1 declared abstention (Ashley H. Kirk-Spriggs, also Chair and ICD representative
of the proposed congress).
Stellenbosch University, South Africa, is herewith
the accepted location ICD9 in 2016.
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Suggestions for plenary speakers for
ICD9 (2018)
The Secretary distributed a list of nine names and two themes for plenary speakers that have been suggested
thus far for ICD9. Council was asked to consider these and suggest others, bearing gender in mind, so a decision
can be reached on the five speakers to be invited.
Thomas Pape endorsed the selection of three
suggested plenary speakers and noted the need for local African speakers and gender to be considered when
selecting plenaries. Council made some very positive suggestions for additional plenary speakers: Rudolf Meier
noted that we should include a plenary on celebrating Diptera diversity, which was endorsed by Steve Gaimari,
Erica McAlister, Carlos José Einicker Lamas and Ashley H. Kirk-Spriggs.
Dan Bickel noted that it is important that
plenaries comprise topics of interest to the general educated public and possibly to be reported in the media.
Ashley H. Kirk-Spriggs responded that plenaries need to be topical, present novel or innovative research and have
a wide appeal to all delegates and that the persons concerned must be excellent, engaging speakers and provide
good visual materials. It was also noted that a public outreach programme is planned with a series of separate
public lectures and the marketing for the Congress is adequately covered.
Thomas Pape noted that sufficient recommendations
for plenary speakers had been suggested by Council and the final decision regarding the selection of plenary
speakers now rests with the Local Organising Committee of ICD9. A list of seven potential speakers was compiled
and Thomas Pape gave approval.
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Bids to host ICD10 (2022)
The Secretary provided details on progress with bids for ICD10. It was noted that Brazil had been approached
to assess their willingness to present a bid (as intimated at the second ICD meeting in 2014), but declined.
Assurances have now been received from Steve Gaimari and his team of dipterists in California, USA, that they
intend submitting a bid in South Africa in 2018. Council considers this to be a very strong option and the
Secretary proposed a vote of thanks to Steve Gaimari and his team for bringing the date of their proposed Congress
bid forward. No further bids will now be solicited for ICD10. China may be considered a viable contender to
present a bid for ICD11 in 2026.
Steve Gaimari stated that he was happily willing to
put in a bid for California in 2022, even though his original intent was for 2026. He noted that in his lab alone
there are five dipterists (Martin Hauser, Peter Kerr, Alessandra Rung, Shaun Winterton and Steve Gaimari) and usually
one or two Diptera postdocs (currently Chris Borkent). There are also other dipterists locally in-state (e.g., Brian
Brown in Los Angeles, Michelle Trautwein in San Francisco), as well as nearby states, although discussions with these
have not yet been opened. In any case, all five dipterists based at Sacramento are in agreement that a great bid
can be made ICD10 in California in 2022 at the ICD9 in Stellenbosch.
Carlos José Einicker Lamas noted that Brazilian
dipterists are happy and relieved that Steve Gaimari and other colleagues from California understood the reasoning
behind Brazil's decision to not present a bid for ICD10, as Marcia Couri suggested in Potsdam (2014), and that they
will re-evaluate the possibility of presenting a bid for ICD11. The Brazilians are appreciative of the fact
that California has agreed to bring the date of their bid forward.
Thomas Pape noted that as Steve Gaimari and
colleagues have notified the ICD Secretariat that they will put in a serious bid to hold ICD10 in California,
he is fully content with this.
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Foundation of International Society
of Dipterology
The Secretary reported on results of discussions related to the establishment of an International Society
of Dipterology. This has been discussed at some length at previous meetings and an ICD subcommittee
(comprising Thomas Pape, Ashley H. Kirk-Spriggs, Steve Gaimari and Shaun Winterton) was established in 2014 to
pursue this further. Positive aspects of the establishment of a Society were outlined, but it was noted
that inevitably the establishment of such a Society is dependent of the willingness of one or more
current Council members to take on the responsibilities of establishing and running such a society. Council was
asked to vote on whether to establish a Society and their willingness to take on such
responsibilities.
Shaun Winterton provided some additional information
on enquires he made into establishment of a Society and expressed the view that the idea should be shelved at
present, but that Council should continue exploration of options for establishment of a tax entity for the sole
purposes of setting up a bank account and ensuring the possibility to legally possess funds. Erica McAlister
also provided information on UK-based societies and suggested that these be contacted for advice on establishment
of a Society. Marc Pollet drew attention to the Royal Belgian Society of Entomology, which has been linked to the
RBINS and he stressed that without a starting capital, it will be difficult to establish a sustainable society.
James O'Hara agreed that the establishment of a
Society would be a great thing, but noted that setting up such a Society would require at least one person willing to
take on the legal issues involved in creating a not-for-profit organisation. He noted that without clear goals for
the Society there is no reason to have one and at present our goals – beyond the creation of the Society
itself – are somewhat vague. Thomas Pape noted that it was possible to establish a Society without members paying dues and cited the example of NADS, which functions with neither dues nor a formalised organisation. He also
pointed out that CICD has one specific aim, which is "to provide continuity and direction for the
International Congresses of Dipterology" and that as a Society, the aim could be broader, but there are
essentially no current activities that require a Society.
Carlos José Einicker Lamas mentioned that not
only the foundation, but also the maintenance of a Society hinges crucially on the existence of a group of people,
from the same country and city, which agrees to manage such a Society for an extended period, as the bureaucracy to
move it for another country would be enormous and almost impossible to achieve.
Steve Gaimari noted that as a community we currently
"lack an overarching umbrella" for international Diptera activities. He stressed the community-wide resources that
are available and noted that the NADS website does pull together some things of worldwide interest as well, but
still represents a North American society site. He gave the example of Fly Times that could become
more international and community-wide and suggested a directory of dipterists, which could be posted on the website.
He made several other suggestions of actions that could be taken that would make resources more freely available
without the establishment of a formalised Society.
Council was requested to vote on the issue as
follows:
Vote:
"I support the establishment of an
International Society of Dipterology and am prepared to contribute actively to its
establishment."
10 ballots received, YES: 4, NO: 6.
A small majority have therefore voted against
establishing a Society at this time.
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Members of the Council for International Congresses of Dipterology
In 2018, seven Council members are due for retirement or re-election: Ashley H. Kirk-Spriggs (elected 2010),
Daniel Bickel (elected 2010), Ángeles Marcos García (elected 2010), James O'Hara (elected 2002/2010),
Marc Pollet (elected 2002/2010), Manuel Zumbado (elected 2002/2010) and Steve Gaimari (elected 2010) (subject
to changes in the Constitution as outlined in item 9 below).
Ángeles Marcos García, James O'Hara and
Manuel Zumbado have indicated that they shall not be standing for re-election; Ashley H. Kirk-Spriggs, Daniel Bickel
and Steve Gaimari have intimated that they are prepared and are eligible to stand for re-election if nominated (under
the changes to Article VII (Section 4) of the Constitution as promulgated below).
Both Thomas Pape (Chair) and Rudolf Meier (Vice-Chair)
are not due for retirement or re-election as Councillors until 2022, but the positions of Chair and Vice-Chair come
up for election in 2018. Both Thomas and Rudolf have indicated that they are prepared to stand for re-election
if nominated.
Councillors were requested to submit any nominations
for new members of Council and for the positions of Chair and Vice-Chair to the Secretary not later than 1 September
2018 to allow sufficient time for approaches to be made and distributing nominations to Council for appraisal ahead
of the first meeting of ICD9 in November 2018, when voting will take place and new members will be appointed.
Thomas Paper noted that this item is not about
nominating specific candidates, the procedures for which are explained in the Constitution, but to highlight that
our Constitution mandates that the Councillors should represent "as wide a field as possible both geographically and
by dipterological discipline". He further expressed the opinion that any nominations should also consider gender, especially as one of the outgoing Councillors is female and, almost needless to say, we should carefully nominate dipterists that have a strong desire (and capacity) to take active part in Council deliberations and
other Congress-related activities.
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Honorary members of the International Congresses of Dipterology
On behalf of ICD Council, the Secretary expressed regrets on the passing of one of our Honorary Members, Evert
Irving Schlinger (1928–2014), who passed away on 8 October 2014.
It was noted that currently we have eight elected
Honorary Members, with a maximum of 10 allowed (Article X, Section 3). While Council is not obliged to elect a
full quota of Honorary Members, Council was asked to discuss potential nominees for formal nomination before the
first Council meeting of ICD9 in 2018.
It was noted that nominations for Honorary Members
should be submitted to the Secretary not later than 1 September 2018.
Thomas Pape recommended that we act cautiously and
consider only those that undoubtedly fulfil the requirements put forward in our Constitution, which states that
Honorary Members are elected from those dipterists "who have made outstanding contributions to dipterological
knowledge, who have influenced dipterology substantially both within and outside their own countries or regions,
and who have made important contributions to the International Congresses of Dipterology". Thomas informally
suggested two names as potential nominees for consideration and provided a brief motivation for both. Steve
Gaimari strongly supported these potential nominees, but also that there is a geographical bias in the
representation of past and current Honorary Members. Other Council Members endorsed Thomas' suggestions, but
it was noted that these are only suggestions and Council should follow Article X (Section 5) in respect to
formal nominations.
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Changes to Constitution
It was proposed that the title "Chairman" be changed to "Chair" and "Vice-Chairman" to "Vice-Chair" to avoid any
issues of gender. The change was proposed by the Chair and was seconded by the Secretary. Changes will be made to
the ICD website to reflect this, but not to the minutes of the previous meetings.
It was also proposed that the terms of ordinary
serving Council members be restricted to a maximum of two consecutive terms of office. This is to allow a higher turnover of Council members, while retaining the continuity by giving the positions of Chair and Vice-Chair
the possibility of a third term. The following amendment (changes underlined) to
Article VII (Section 4) of our Constitution were proposed:
"Election during a Congress. At the first
business meeting of the Council during each Congress, the Chairman shall call for nominations to fill vacancies
on Council, and shall announce which retiring members are eligible for re-election and willing to serve again.
The duration of service for ordinary Council members will not exceed two consecutive terms, and for
the serving Chair and Vice-Chair three consecutive terms. The Secretary-Treasurer shall distribute
to all Council members attending a Congress the details of each nominee as specified in Article VII.2.
Marc Pollet noted that while he supported the
amendment to the Constitution and understood the reasoning behind this, he felt it better to have a good working
Council team, composed of people willing and eager to contribute. James O'Hara wrote in support of the amendment,
but suggested that this be slightly re-worded to allow extension for another term given unanimous support. Ashley
H. Kirk-Spriggs noted that re-elections are based on nominations and proposed that if a Council member's term of
office were to be extended then this should be raised at the Mid-term meeting, and if not agreed upon should not
be accepted. Steve Gaimari agreed in general with two terms and questioned whether there had ever been a time
where a turnover of Council members caused a problem or there had been issues with recruiting people willing to
serve. Marc Pollet indicated that he had not found those he spoke to at ICD8 willing to serve.
Thomas Pape concluded the discussion by stating
that "I feel confident that this period [two terms, i.e., 16 years] will be sufficient for anybody to leave
a substantial mark on the Congresses".
Council was requested to vote on the issue as follows
(with or without the amendment suggested by James O'Hara):
Vote:
"I agree to the changes to the Constitution as
outlined in the report?"
10 ballots received, YES: 9, NO: 1.
The majority have voted for a change to the
Constitution and this will now be implemented (as noted below).
Vote:
Given the suggested changes made to amendment
a second ballot paper was distributed with three voting options (1) No change required; a maximum duration of
service for Council members will not be specified; (2) Change required; a maximum duration of service for Council
members should be specified as follows: "The duration of service for ordinary Council members will not exceed
two consecutive terms, and for the serving Chair and Vice-Chair three consecutive terms"; and (2a) Change required;
a maximum duration of service for Council members should be specified, but worded as follows: "The duration of
service for ordinary Council members will not exceed two consecutive terms, unless extended by one additional term
by unanimous consent of the other Council members. The duration of service for the Chair and Vice-Chair will not
exceed three consecutive terms".
9 ballots received; option 2: YES: 6; option 2a: YES: 1.
Option 2 of the wording for the change to the
Constitution is here approved and adopted with immediate effect.
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Any other business
Council discussed the transfer of existing Council funds to the Williston Diptera Research Fund and other
options for investment of existing and future Congress surpluses.
James O'Hara noted that he would rather see the
funds continue to be managed by the ICD Council through the Secretary/Treasurer and noted that these funds are
intended to be available to a congress organiser as start-up funds, in the event that such are necessary. They
can also be used to bail out a congress if it goes over budget. Thomas Pape, Steve Gaimari and Ashley H.
Kirk-Spriggs outlined the problems with establishing an account under the name of the Treasurer and the
complexities this would entail. Steve Gaimari noted that without a dedicated bank account choices are limited
to either keeping the funds as cash to be held until needed, find a non-profit or other fund that currently
exists within the scope of dipterology, or set up a non-profit fund as part of a formalised International
Society. Thomas Pape concluded that however convenient it would be to have some starting funds or an economic
buffer for forthcoming Congresses, this is simply not an option, unless we are registered as a non-profit
organisation or society. He concluded that Council funds stay in the safe with the Treasurer until an emergency
arises or proper use is suggested and agreed on. This suggestion was supported by those who responded.
