MINUTES OF THE EUSJA GENERAL ASSEMBLY

March 17, 2007, STRASBOURG


Present: Istvan Palugyai, chair, Hajo Neubert, Vesa Niinikangas, Kaianders Sempler, Elisabeth Noestlinger, Jean-Paul Vankeerberghen, Blanka Jergovic, Marina Huzvarova, Premysl Velek, Wolfgang Goede, Lynda Lich-Knight, Dirk Lorenzen, Raili Leino, Philippe Pajot, Anna Nolan, Adriana Giannini, Pia Bassi, Elmar Veerman, Slawek Zagorski, Ricardo Garcia, Viola Egikova, Gregor Puceij, Manuel Toharia, Merce Piqueras, Kaianders Sempler, Irene Dietschi, Sabine Schott and Barbie Drillsma (minutes).  Claus Nowotny from ESF and Christian Rapp from the Lindau Nobel group were invited for parts of the meeting.

Apologies: Paola De Paoli, Jeppe Matzen and Akos Gozon.

Welcome:  Istvan welcomed Lynda Lich-Knight and Dirk Lorenzen from WPK and Merce Piqueras, the new Catalan delegate. He also presented a gift of a reindeer skin to Sabine Schott as a thank you for her work on behalf of EUSJA.

Minutes of the last meeting:  The minutes of the General; Assembly of March 25, 2006 were unanimously accepted.

Matters Arising:  None.

Istvan circulated his annual report which again stressed the small number of study trip being arranged by members.  He praised the production of the anniversary booklet and thanked the Finns for hosting and arranging an excellent anniversary programme. He said the WONDERS project was successful as not only did it raise money for EUSJA and individual associations it also allowed so many associations to take part in an international project. He then spoke about the difficulties presented to the board by the decision of ESF to end the relationship.  He mentioned that a request for database information had been made and few associations responded. Irene Dietschi said there was a severe failure of communication between the board and delegates as she was sure this must have been known at the last assembly meeting.  Istvan said the request had been made after his meeting.  Linda Lich-Knight said there were addresses on the home page of most associations; Dirk Lorenzen said if the future of EUSJA’s seat was at stake the addresses should have been sent.  Barbie Drillsma, Anna Nolan and Philippe Pajot said this was not allowed under data protection rules. Claus Nowotny explained that this request was not “blackmail” and was in fact the final nail in the coffin.  He believe that ESF had little response from EUSJA members and coupled with the increase work load of Sabine Schott and the work she had to do for EUSJA he decided the relationship had to stop. He had to ask what ESF got out of EUSJA.  He also pointed out he had been in his position for two years and necessary re-structuring and re-appraisal of the ESF activities had to be made.  Barbie Drillsma asked that even if he had received more co-operation from delegates in supplying names would his decision of ending the link with EUSJA gone ahead. He replied that this was not a very democratic way of putting it but Yes.
Anna Nolan proposed a vote of thanks to Claus, Sabine and the ESF.
Istvan then explained the board’s efforts to secure a stable future for EUSJA.  EuroScience had been approached, an organisation also based in Strasbourg who were more than willing to host EUSJA and offer secretarial assistance. Eric Bunder, its director had been most welcoming and helpful. Istvan said this was an ideal solution as legal matters like the placing of the constitution would not have to be changed, although parts of it would have to be re-written with a new address etc. It will be necessary to become a corporate member of EuroScience at a cost of 1500 euro.  Istvan also proposed that the General Assembly be held in different places each year.  The German, Helmhuftz Foundation, an umbrella association of research institutes had offered to host the next meeting in Berlin. Pia said Paola de Paoli had approached the Trieste Science Park who may be able to host a general assembly and Hajo added that the EU was also expressing an interest.
Anna said it was a good idea to pay 1500 euro and added it was good to circulate the assembly as it would increase networking possibilities.  Wolfgang said as study trips were an important part of EUSJA maybe such trips could be included in the annual meeting.
Elmar asked that the minutes of the general assembly be circulated well in advance of the meeting and added his concerns that he believed there was not enough communication between the board and delegates.  Istvan said it was not intentional, if there was such a gap and he would try to keep delegates better informed.
Istvan asked for the delegates to approve the board going ahead with finalising arrangements with EuroScience and to explore the rotating assembly idea.  It was agreed to check the ESF contract and to ask EuroScience with a similar contract, renewable every three years with one year’s notice either side.  This was agreed and Istvan’s annual report accepted.

Treasurer’s Report:

Vesa Niinikangas said that the budget had indicated as estimated 41,000 euro of income and so far 37,000 had been received with just over 10,000 coming from members’ contributions.  He explained how Barbie, Sabine and Istvan had received money from WONDERS for additional work, money which was separate from that being paid to EUSJA.  Barbie and he had also received money for work on the anniversary book and Barbie and Kaianders for newsletter production. Elmar said he disagreed with board members receiving money from work through EUSJA.  Istvan explained that all work was well and above that expected from board membership and that the assembly had agreed that work on the newsletter be paid.  Money was written into the budget for this.  He and Anna said the production of the booklet was well outside general board work, was a professional piece of work and should be paid for considering the time spent on it.
Vesa said the costs of anniversary celebrations had been mainly met by the Finnish association and Tekkes.  Delegates from each of the 22 countries attending received 300 euro towards travel costs. He said he was prepared to use capital for the celebrations but because of the WONDERS income used only 2500 euro.
There then followed a discussion on the way the accounts were presented.  Elmar, an auditor said it was not possible to finally pass the accounts as the other auditor, Jussi Nuorteva, through pressure of work, had not been able to see the accounts in time to approve them.  Again, Elmar asked that documents, including the accounts be circulated earlier. He said that this year the accounts look good but next year, because of a change in book-keeping would look bad.  Kaianders said that Vesa had inserted, under members’ contributions, all monies that should have come in but some didn’t.  He suggested that debts should be separated and some unpaid fees be written off. Vesa disagreed and said they should be entered as debts.
Budget for 2007
Presenting his budget for the next year Vesa said money from WONDERS would be smaller.  Anna said he should increase his estimate for study trips to 9000 euro, not 3000 euro. Vesa said he believed that income could be increased.  The edition of the book and the website could carry advertising and he asked delegates to let him know of potential advertisers.  Elmar said he wanted only not-for-profit organisations advertising. The Board will devise a rate card and circulate it.  Anna asked if the WFSJ fee of 52 dollars had been paid and added she doesn’t want to see the appearance of the newsletter being dependant on sponsorship but any money should be seen as a bonus.  Vesa urged all countries to pay their fees and some delegates present did indeed pay overdue money.

Election committee:  At the next assembly all the board will stand down.  Vesa can be re-elected as the treasurer for a further two years.  Istvan, Hajo and Barbie can be re-elected in different positions.  Viola Egikova, Wolfgang Goede and Liisa Savunen are the elected nomination committee.  They will write to all delegates asking for nominations for the board positions.

New Members: Istvan welcomed Merce Piqueras who described the Catalan association.  She said it was a small group of 106 members, not just from Catalonia but other regions where Catalan is spoken.  She said members paid 8o euro each year, students 20.  Not all are science journalists.  Wolfgang asked how many were journalists, she replied just over half.  The others were science communicators, museum staff, teachers and researchers.  Wolfgang said it was good to hear there was no conflict with the Spanish association in fact Manuel Toharia spoke in support of the Catalan Association. The meeting voted to admit the Catalan Association.  Hajo then said he had been supporting the efforts to admit Albanian science journalists who have supplied all the necessary documentation.  Because of costs the Albanians could not send a delegation. The meeting voted to accept this group with one abstention, from the French delegate who said he wanted to wait and see the delegate and papers.

Weaker Associations:

Istvan explained he was concerned about some of the poorer-performing countries – Estonia, Norway and Slovakia and said he was introducing a mentoring scheme for stronger groups to assist weaker ones.  Anna asked that the word “weaker” not be used but to call them “small.”  Kaianders proposed that Slovakia be expelled from the association.  This was agreed with two abstentions – Italy and Ireland.  On mentoring, Wolfgang said that networking and coaching was a good idea.  Elmar suggested doing this using emails, the cheapest option, before sending mentors to visit the Estonian and Norwegian groups.  Barbie has prepared a booklet for the WFSJ, “How to run a successful science journalists’ association and this could be used to offer advice.  Once it is finalised it can be put on the web page.  Vesa said the Finnish group could assist the Estonians.  Ricardo said it would be a good idea if each association placed something about their own associations’ activities on the web-site.  It was agreed that the board circulates a suggested mentoring scheme.

Lunch

Christian Rapp from the Council for Lindau Nobel Laureate Meetings gave a presentation to the meeting about his organisation and circulated information material.  He said the 57th meeting would take place between July 1st and 6th on Lake Constance and said he was offering 12 journalists, 500 euros each to attend.  Barbie asked if he would consider giving the 6,000 euro directly to EUSJA which could cover the costs of more members attending.  He said he would put this to his board.  Istvan thanked him for attending.  Irene said she thought presentations like this were a waste of time.  She was supported by Elisabeth who said the time should be used for networking and discussing EUSJA business and not being a vehicle for PR.  Istvan disagreed saying the General Assembly always had such a presentation.  This Lindau invitation was made following representation from Viola who believed it would be good for EUSJA to participate.  Anna said in the past delegates complained they were attending a meeting from often, a long way and getting nothing newsworthy from it.  This is why such presentations were introduced.  It was agreed, following a further statement from Irene that there was a lack of communication between the board and delegates, that in future any proposed presentation would be put to delegates first for approval.

WONDERS

Istvan said that taking part in the WONDERS project was a challenge for EUSJA but despite a number of problems he believed that participation has resulted in the association being more highly regarded. Taking part has led to 9160 euro extra in the bank account and many member associations benefited financially.  He has already agreed to take part in WONDERS 2007 which will mean selected associations providing a science journalist to take part in a game ( HYPERLINK "http://www.playdecide.org" www.playdecide.org).  For this and for writing a report they will receive 700 euro.  Dirk said his members saw this as science communication and not science journalism and said it was difficult to convince members to take part.  Various members complained about lack of information but others confirmed they had received all explanatory mail. Both Philippe and Elmar asked if the project had, at time, been a mess, why was EUSJA continuing to take part. Istvan stressed that EUSJA’s profile had been considerably raised but gave an undertaking to pass on delegate’s views to the project co-ordinator.  He explained the mountain of work he had to do as part of his role in the project and to a lesser degree, the work Barbie undertook to collect and sub individual reports and write a final document.  Barbie asked the meeting if anybody else wanted to take on this work to say so.  There were no takers.

Study Trips:

Istvan thanked warmly the following associations who were offering study trips.  Details, when finalised, will be put on the web site.
Switzerland: June 20 – 23 Seminar on Nanoscience and Technology, Basel.  There will be 40 places offered, almost two persons from each association.
Austria: October 14 – 17  Austrian Ministry of Science, Kranz, model of new university for Europe. Again, two people from each country are invited.
Lindau (to be confirmed) July 1- 6
Finland: 14 – 19 December.  Trip to Lapland to explore space and polar science. One person from each association invited.
As in all study trips, participants must pay their own fare.  Accommodation and internal travel and food will be provided by the host country.

Next year, 2008, Russia, The Netherlands and Czech Republic have offered study trips.

WFSJ, Melbourne:

A number of EUSJA members will be present at the World |Federation of Science |Journalists meeting in Melbourne in April. Istvan has asked for time and a space for a presentation but has been told we will have to pay.  We have been offered a slot to sponsor a breakfast or refreshment cart.  The meeting voted this was a waste of money.  Barbie is giving a short presentation on a booklet she has prepared and will make sure all EUSJA posters and literature will be on display. Wolfgang said this demand for money should be protested again.  He believes the festival organisers are too far removed from the WFSJ board. EUSJA has tried to raise money from the EU to sponsor the travel of some members but hasn’t been successful. The WFSJ conference organisers asked if EUSJA could send three young journalists and pay for them. It was decided the cost (around 4000 per delegate) would be far too expensive.  Anna said this money could be better used to assist in study trips, providing support for more than three people.  Slawek said that one of his members had raised money for the trip after contacting the Polish embassy.  Barbie said she had approached the UK embassy and Australian representatives to sponsor ABSW members but had had no luck.

Twinning: 

A proposal to link EUSJA with the African Federation of Science Journalists was made by Hajo.  He said it would be basically a mentoring and networking opportunity. There could be a possibility to invite some African journalists to any study trips.  This would not cost EUSJA any money at all as all costs would be met by the WFSJ. The meeting voted to support this initiative with Irene abstaining.

EUSJA Award:

Istvan has been in discussion of the possibility of running an annual science journalism award.  Initial ideas cover two prizes – print journalism and on-line and electronic journalism.  It is expected the award be presented at ESOF 2008 in Barcelona. Istvan asked for comments from delegates.  Elmar said there could be a language problem, Viola asked who would pay fro translation, Dirk queried if we really needed such a scheme and then suggested making one award – for the worst science journalism story.  Istvan asked all delegates to confer with members and send ideas and suggestions to him as soon as possible.  The money for any such scheme would have to be raised.

Website and newsletter:

It was agreed that having to change EUSJA’s address would be a good opportunity to update and improve the web site.  Kaianders will investigate which server to use once we are linked with EuroScience.  At the moment he has no direct access to the site, having to go through the ESF’s web master.  Elmar mentioned a Dutch colleague who charges 100 euro per year to look after a site. It was agreed the best thing would be to have our own server.  The site will also have a new listserv and more links.
It was suggested by Wolfgang that EUSJA should have its own logo.  Anna suggested a competition could be held to find one.  Again delegates were asked to supply ideas.  The deadline for copy for the next newsletter is May 14th.  All copy should be sent to Barbie by that date.

Any Other Business:

EUSJA will be taking part in ESOF 2008 and needed a suggestion for a topic.  Barbie asked if Wolfgang could work on a version of his ethics in science journalism work.  This was agreed.  Merce, the new Catalan delegate will assist in the organisation of EUSJA’s role at ESOF and the seminar.
Hungary wants to set up a master’s course in science journalism.  Istvan asked for the association’s support, this was granted.

All delegates were then invited to the Assembly dinner as guests of the ESF.