Minutes of Executive Committee Meeting of cost 871 Location: Florence, Italy Date: 10th May 2007 Members Present




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Minutes of Executive Committee Meeting of COST 871
Location: Florence, Italy

Date: 10th May 2007
Members Present

Dr. Bart PANIS – Belgium (Action Chair, meeting Chair) √

Professor Paul LYNCH – UK (Action Vice Chair, meeting secretary) √

Dr. Florent ENGELMANN – France (WG 1 coordinator) √

Dr. Joachim KELLER – Germany (WG 2 coordinator) √

Professor Pawel PUKACKI – Poland (WG 2 coordinator) √

Dr. M. Angeles REVILLA BAHILLO – Spain (WG 1 coordinator) √

Ms Marjatta UOSUKAINEN – Finland (Scandinavian countries representative) √



Dr. Lambardi MAURIZIO – Italy (Observer – WG2 meeting host) √

Agenda

  1. COST 871 – membership update

  2. WG1 meeting – 13-14th April 2007, Oviedo, Spain: report

  3. WG2 meeting – 11- 12th May 2007, Florence, Italy

  4. STSMs

  5. Plans for future meetings

  6. COST 871 web site

  7. COST 871 – brochure

  8. COST 871 – Future Strategy

  9. Grant system

  10. FP7

  11. Any other business



1. COST 871 – membership update


  • According to COST website there are now 16 signed up members of this COST programme.

  • Greece joined 2-3 weeks before this meeting and will participate at the WG2 meeting.

  • Currently in the ‘pipeline’ – Luxemburg, Romania (both made an intention to sign) and Turkey

  • Institutional member – Vavilov Institute in St.Petersburg, Russia approval nearly complete (one member of the institute can attend MC meetings (1 meeting/year), but does not have voting rights)

  • Request to COST office for Kazakhstan to be invited to become a member of COST programme not accepted as this country is not considered as a near neighbour so their refunding as an MC member is impossible (could invite member of institute to attend WG meeting as an invited speaker)

  • Institute in Khirkow (Ukraine) concerned with cold tolerance and cryopreservation may wish to join COST programme – Joachim Keller to contact

ACTION J. KELLER

  • Consideration given to possible invited speakers for future meetings, organisers could consider – Barbara Reed (USA) and colleagues from China, India and South Africa.



2. WG1 meeting – 13-14th April 2007, Oviedo, Spain, report


  • Meeting organisation: in general no big problems were encountered. The appreciation by the participants was very high. The main problem that was experienced by the organiser was to hold part of the meeting at the university on a Saturday.

  • Recommendation for future meeting; not as much ‘regimented organisation’, allow people more freedom in activities outside the meeting.

  • This meeting tended towards the format of a ‘mini conference’; This was very useful in this phase of then project in order for members of COST programme to start to become aware of what research and cryo-activities colleagues/institutions are concerned with. Future meetings, however, should maybe move to a more discursive format with shorter presentation which tend to present ‘problems’, ‘interesting data’ to help initiate and ‘direct’ discussions.

  • Suggested that future a future WG1 meeting could focus on somaclonal variation and genetic stability in general (and this not only linked to cryopreservation).



3. WG2 meeting – 11- 12th May 2007, Florence, Italy



  • Dr Lambardi was able to organise a 1 ½ day meeting. A longer meeting, however, would have required the involvement of institution’s conference office. This may be an issue for the organisers of future meetings and also may have cost implications.

  • For the Florence meeting it was important to book hotels well in advance and in a good time as there was a large conference running over the same time period as the COST meeting. Organisers of future meetings should consider this type of eventuality.

  • The Florence meeting adopted a similar format to the Oviedo meeting – i.e. a ‘mini conference’. Noted that future meetings should have more time for discussions.



4. STSMs (Short Term Scientific Meetings)


  • Process to organise STMSs associated with our COST programme need to be formalised and transparent in operation.

  • There would be a call for applications for the STMSs each 6 months of the COST programme.

  • Applications should be directly linked to a specific WG and must be overtly linked to the WGs/COST programmes objectives.

  • Application forms and information sheet will be draw up and distributed to all members of the Management Committee and placed on the COST programmes web site.

  • Preliminary closing date for applications for first call – Friday 31st August 2007

  • Submission to include:

    • Electronic copy of fully completed application form to Bart Panis by call deadline

    • Hard copy of fully completed application form and letter of agreement by receiving institution (on headed paper of receiving institute with official stamp of receiving institution) to host visit to Bart Panis by call deadline.

  • COST Executive Committee to consider applications during Society for Low Temperature Biology meeting at the University of Derby, UK (12-14th September 2007) and prepare recommendations for COST Management Committee meeting on 15th September 2007 at the University of Derby, UK

ACTION Bart Panis

(Meanwhile everything is in place see http://www.biw.kuleuven.be/dtp/tro/cost871/STSM.htm)



5. Plans for future meetings.
‘DSC’ Workshop, Prague (Czech Republic) – to be organized by Dr Milos Faltus and colleagues.

  • Timing of workshop – end of September/early October 2007

  • Application form required by end of May 29, 2007

ACTION: Bart Panis

(Meanwhile everything is in place)



  • Deadline for applications (electronic) – 2nd July 2007 (became 8th of July)

  • Application to be reviewed by members of COST Executive Committee, Dr Milos Faltus and colleagues. – recommendations to be sent to Bart Panis by Friday 13th July 2007

ACTION: COST Executive Committee, Dr Milos Faltus and colleagues

Joint meeting/conference between COST and ISHS – April 2009 – Leuven, Belgium



  • Rod Drew (Chair of ISHS Biotechnology section) asked if a COST Action meeting could be organized together with an ISHS conference on pant Cryopreservation organized in Leuven (Belgium).

  • This proposal approved by ISHS Board – conference could also link with ISHS Genetic Resources Group.

  • COST Office also approved proposal

  • Web site to be developed

ACTION: Bart Panis

  • There will be the need for a Scientific Committee for the COST-ISHS Conference and an editor for the specific edition of Acta Horticulturea. There will be a need to discuss this organization of this meeting at the next COST Executive and Management meetings.

Meetings 2008



  • Marjatta Uosukainen proposed to organize a joined WG1/WG2 meeting in Finland in February/March 2008. She will provide the Chair with some outline costings

ACTION: Marjatta Uosukainen

  • A COST Management Committee meeting could be linked to Society for Low Temperature Biology meeting that will be in Denmark (this is being organized by Prof. Brian Grout. Joachim Keller to discuss proposal with Prof. Grout.

ACTION: Joachim Keller
Meetings 2009

  • Joachim Keller offered to host meeting - proposed that a meeting of COST could be combined with Society for Low Temperature Biology meeting possibly in September.

Future meetings



  • Poland – possibly in Posnan - Pawel Pukacki to make some enquiries and report to next management Committee meeting.

ACTION: Pawel Pukacki
6. COST 871 web site


  • Bart Panis demonstrated new web site to the Executive Committee.

  • Request from Bart Panis for images of members of COST and of plant cryopreservation

ACTION: All members of COST

  • Bart Panis requested details about the Society for Low Temperature Biology meeting at the University of Derby in September for the web site

ACTION: Paul Lynch
7. COST 871 – brochure


  • Will be prepared by Bart Panis and Paul Lynch over the summer.

ACTION: Bart Panis and Paul Lynch

  • Request from for images of members of COST and of plant cryopreservation

ACTION: All members of COST

  • Request for images from WG meetings

ACTION: All members of COST
8. COST 871 – Future Strategy
Objective 1: To screen in detail the current utilization of plant cryopreservation in Europe.

  • Establish a database of plant cryopreservation activities in Europe.

  • Paul Lynch to compile ‘questionnaire’ will distribute to Executive Committee for their comment and to provide information for database.

ACTION: Paul Lynch


Objective2: To screen and compare the efficiency of existing plant cryopreservation protocols.

  • Focus for future WG2 meetings


Objective 3: To improve fundamental knowledge about cryopreservation through the determination of physio-biochemical changes associated with tolerance towards cryopreservation.

  • Focus for future WG1 meetings


Objective 4: To develop new cryopreservation protocols

  • Focus for future WG2 meetings, supported with information from WG1.


Objective 5: To assure the genetic stability and ‘true to typeness’ of plants after cryopreservation.

  • Focus for future WG1 meeting – should be widened to include issues associated with in vitro culture.


Objective 6: To apply cryopreservation to European plant germplasm collections.

  • Implementation of this objective need to be discussed by Management Committee.


Objective 7: To prove the environmental, social and economic impact of plant

cryopreservation.



  • Implementation of this objective need to be discussed by the Management Committee.

  • Part of this objective relates to enabling young scientists to be involved with COST. Must avoid same ‘senior’ people attending meetings, must encourage young colleagues to present at future WG meetings.



9. Grant system


  • Currently the finances are handled through the ‘pay as you go’ system which is supported by COST office. Cost actions have to move this year to new systems were overheads are paid to institutions (the “grant holder” system) such as Universities to manage finances – not sure how efficient this system will be.

  • We should look for someone else that is familiar with the system that could provide financial and administrative support to COST programmes in return for overhead payment.

ACTION: Bart Panis


10. FP7

  • Calls for FP7 appear to be very specialized. Would lobbying be necessary? Could IPGRI and IRD provide guidance and help?

ACTION: Florent Engelmann.

  • Need to have as an agenda item at future Management Committee meeting



11. Any other business

  • As there was not other business the meeting closed.



Date and time of next EC meeting

During the Society for Low Temperature Biology meeting (12-14th September 2007), at the University of Derby, UK. Executive meeting must be before next Management Committee meeting (15th September 2007, University of Derby, UK).



Minutes of meeting of COST Action 871 Executive Committee, 10th May 2007





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