General Assembly Meeting (UK Entity), London Version 0.1 Page 1 of 7 Ordinary Meeting of the IHTSDO (UK Entity) General Assembly 10 April 2018, 13:30 local time Minutes of Meeting Location: London, United Kingdom Informal agenda 1. Welcome by the Chair of the Management Board Lady Barbara Judge, Chair of the Management Board (MB), welcomed all attendees to the Ordinary Meeting of the IHTSDO (UK entity) General Assembly. 2. Confirmation of quorum Lady Barbara Judge confirmed that there was a quorum, with 24 of the 31 represented Member countries in attendance, either in person, over the phone or by a nominated proxy. Brunei and Luxembourg had no representation. 3. Election of a Chair for the General Assembly meeting It was established that the GA had nominated and elected Marcin Wegrzyniak, the GA Representative for Poland, to be the Chair for the meeting. The Chair stated that the GA meeting had been convened according to the IHTSDO UK Articles of Association, cf. the Articles clause 8.2.6
Transcript
General Assembly Meeting (UK Entity), London Version 0.1
Page 1 of 7
Ordinary Meeting of the IHTSDO (UK Entity) General Assembly
10 April 2018, 13:30 local time
Minutes of Meeting Location: London, United Kingdom
Informal agenda
1. Welcome by the Chair of the Management Board
Lady Barbara Judge, Chair of the Management Board (MB), welcomed all attendees to the Ordinary Meeting of the IHTSDO (UK entity) General Assembly.
2. Confirmation of quorum
Lady Barbara Judge confirmed that there was a quorum, with 24 of the 31 represented Member countries in attendance, either in person, over the phone or by a nominated proxy. Brunei and Luxembourg had no representation.
3. Election of a Chair for the General Assembly meeting
It was established that the GA had nominated and elected Marcin Wegrzyniak, the GA Representative for Poland, to be the Chair for the meeting.
The Chair stated that the GA meeting had been convened according to the IHTSDO UK Articles of Association, cf. the Articles clause 8.2.6
General Assembly Meeting (UK Entity), London Version 0.1
Page 2 of 7
Formal agenda presided over by the agreed Chair
4. Confirmation of attendees and alternates with designated power of attorney
Attendees Apologies Name Role Name Role Marcin Wegrzyniak (MWE)
Alejandro Lopez Osornio (ALO) Representing Argentina Vicky Fung (VFU) Representing Hong Kong, China
Alex Elias (AEL) Representing Australia as proxy to Kerri Burden
Gudrun Audur Hardardottir (GAH)
Representing Iceland
Katrien Scheerlinck (KSC)
Representing Belgium as proxy to Tom Van Renterghem
Boaz Lev (BLE) Representing Israel
Juliana Pereira de Souza Zinader (JZI)
Representing Brazil Mate Bestek (MBE) Representing Slovenia
Michael Green (MGR) Representing Canada Pablo Orefice
(POR) Representing Uruguay
Marianne Holdt (MHO) Representing Denmark
Krista Kart (KKA) Representing Estonia, as proxy
R K Vats (RKV) Representing India, as proxy to Lav Argarwal
Kevin O'Carroll (KOC)
Representing Ireland as proxy to Kevin Conlon
Martynas Bieliauskas (MBI)*
Representing Lithuania
Md Khadzir Sheikh Ahmad (MKSA)
Representing Malaysia
Hugo Agius-Muscat (HAM)* Representing Malta
Alastair Kenworthy (AKE)*
Representing New Zealand
Alfhild Stokke (AST) Representing Norway
Arlete Monteiro (AMO)
Representing Portugal, as proxy to Henrique Martins
Low Cheng Ooi (LCO)* Representing Singapore
General Assembly Meeting (UK Entity), London Version 0.1
Page 3 of 7
Attendees Apologies
Name Role Name Role
Pavol Rieger (PRI)* Representing Slovak Republic
Arturo Romero Gutiérrez (ARG) Representing Spain
Adrian Schmid (ASC) Representing Switzerland
Tom Nilstierna (TNI) Representing Sweden
Alex Elias (ELI) Representing the United Kingdom
Vivian Auld (VAU)
Representing the United States of America
Lady Barbara Judge (LBJ) Chair, Management Board
Don Sweete (DSW) Chief Executive Officer
Kuldip Nijjar (KNI)
Executive Lead - Finance and Corporate Services
Rory Davidson (RDA)
Technical Services Executive Lead
Yohani Daruis (YDA) Corporate Services Manager
*Indicates remote participation via Zoom
5. Selection of a Minute-Taker
MWE suggested that Yohani Daruis be nominated to serve as minutes-taker. The GA approved the nomination.
6. Declaration of any conflicts of interest
MWE confirmed that he had not prior to this meeting, received information regarding any material conflicts of interest that a Member or a Nominated Representative had with respect to any matter to be discussed or voted on at this meeting, above and beyond the interest that the Member would have as a Member of the Association in common with all other Members.
MWE asked the GA if there were any conflicts of interest to be brought before the GA. None were declared. MWE thereby confirmed that no Member was prevented from participating in, or voting at, this meeting.
7. Review and approval of the minutes of the last meeting
General Assembly Meeting (UK Entity), London Version 0.1
Page 4 of 7
MWE stated that the last GA meeting was held on 18 October 2017 in Bratislava, Slovak Republic.
In accordance with the procedure in the Articles of Association, electronic draft copies of the minutes from the meeting were prepared and sent to the Nominated Representatives of the GA within 14 days of the close of the meeting. The Nominated Representatives submitted comments on the minutes within 14 days of receipt and such comments were promptly addressed or resolved.
MWE motioned for the GA to approve the minutes.
The minutes of the 18 October 2017 meeting in Bratislava, Slovak Republic were unanimously approved without comment.
The GA unanimously approved the minutes of the October 2017 meeting.
Action 1 SNOMED International to publish the minutes on the website.
8. Opening remarks by the General Assembly Chair
MWE thanked SNOMED International (SI) staff members and the MB for their efforts in preparing for this meeting. The meeting material was excellent and helped ease the decision process. He reflected on the governance review which was initiated 2 years ago. The review was finalized in October 2017 when the GA Manual was approved and adopted. The GA and MB are now practicing a close working relationship.
MWE also thanked the Community of Practice for their ongoing participation.
9. Opening remarks of the Chair of the Management Board
LBJ thanked the GA and MB for the productive meetings over the past 2 days. She felt that SI has a very special place in the world at the moment. As nomenclature is important, SI should look at its purpose and IP and use its benefits globally. She stated that SI should take forward the use of SNOMED CT to contribute to the betterment of healthcare, and making it more accessible and accurate. It was a privilege to be the Chair of the MB and she thanked staff members and the Executive staff for all their efforts.
10. Management Update
KNI provided the Management update, which reflected on the progress of the Organization. In 2017, the UK entity commenced trading, a new Management Board was appointed and the Member Forum's reporting line changed. The Strategic Directions was realigned from 5 to 3 which focuses on delivering to the 3 year plan by 2020. Membership saw a recent growth with Argentina, Luxembourg and Brazil joining.
In line with supporting the Community of Practice, the Content and Mapping Team deliver approximately 50 work plan items, year on year. These are priority items that have been requested by the Members. They are also progressing the Quality Initiative project.
General Assembly Meeting (UK Entity), London Version 0.1
Page 5 of 7
The CSRM Team is progressing work in Genomics and Artificial Intelligence and the Technical Team is working on new tools and enhancements.
The Finance and Corporate Services Team support the lines of business with their budget and ensure that processes are kept lean, whilst the Communications Team is progressing the Communications Strategy to enhance SI's visibility.
Human Resource continues to ensure that all staff members are engaged and is fostering improved ways of moving forward via Udemy, an online learning platform which offers 65,000 different courses.
In moving the Organization forward, the Management Team is focusing on Innovation where an Advisory Board has been formed, comprising the MB and representatives from each line of business.
The Revenue Committee which has been in place for a year is looking at ways of increasing revenue for the Organization via education and certification. Further market research is being conducted and an update on how the Organization proceeds in the area will be provided in October.
Work with collaborative partners continue, for example with the WHO and the Joint Initiative Council. At the last winter Olympics in South Korea, GE used a subset of SNOMED CT terms in the polyclinic setting, which worked very well. SI will be looking at taking this forward to the Olympics in Japan.
11. Voting procedure and resolutions
MWE explained that the voting for this meeting would be conducted on a show of hands. Members who were present in person or by a nominated representative were entitled to one vote on a show of hands. A proxy who was present and had been duly appointed by a Member entitled to vote, also had one vote on a show of hands. Each Member voting via phone had one vote by saying 'yes'.
12. Resolution (a) - Annual Report
Vote to accept the Management Board's annual report and financial accounts of the prior financial year, including the independent Auditor's Report.
MWE proposed that the Management Board's annual report and financial accounts of the prior financial year, including the independent Auditor's Report were approved and adopted.
22 Members out of 24 Members present at this meeting voted in favor of the resolution. Argentina and Brazil abstained from voting.
MWE declared the resolution be carried by a simple majority, as received in relation to this resolution.
The GA approved the resolution of the Management Board's annual report and financial accounts of the prior financial year, including the independent Auditor's Report.
General Assembly Meeting (UK Entity), London Version 0.1
Page 6 of 7
13. Resolution (b) - External Financial Auditor
Vote to accept the Management Board's proposal for the 2018 External Auditor.
MWE proposed that the Management Board's proposal for KMPG as the 2018 external auditor be approved.
22 Members out of 24 Members present at this meeting voted in favor of the resolution. Argentina and Brazil abstained from voting.
MWE declared the resolution be carried by a simple majority, as received in relation to this resolution.
The GA approved the Management Board's proposal for KMPG as the external auditor fro 2018.
14. Announcement about the timeline for selecting award recipients
MWE reminded the participants that SI shows its appreciation to deserving recipients for their efforts and dedication, through the Award for Excellence and Lifetime Achievement Award. He invited nominations to be submitted. The successful candidate(s) will be presented with the award in October in Vancouver.
Action 2 SI to publish the call for award nominations on the website and Confluence.
15. Innovation Update
Rory Davidson presented the Innovation update. The theme of the Innovation strategy is 'Innovating is the creation of value'. The scope includes anything that creates value for the Organization in its products, business, content, process and technology. For 2018, the focus is on the Quality Initiative project. He invited ideas and suggestions to be submitted, where value based ideas or concepts proposed would be evaluated and voted upon by the Innovation Advisory Board. This will encompass a feasibility study, proof of concept and if successful materialize into a future project. SI commits to investing up to 5% of its budget to Innovation which will be reviewed at the end of the calendar year.
The current feasibility study is being done in collaboration with NHS Digital using AI technologies. The proof of concept is to code unstructured data using natural language processing (NLP) to machine generate a map between SNOMED CT and ICD-11.
RDA invited those who were interested in getting involved with Innovation to contact him at [email protected].
16. Dates and venues for future SNOMED International Business Meetings and SNOMED CT Expo
