AGM minutes - 30th June 2006

Friday 30th June 2006

Hilton Hotel, Southampton

Annual General Meeting Minutes

1. Apologies:

Apologies were received from Mr P.Wood, Mr D. Humzah, Dr F. Shah, Dr P. Lorigan, and Dr T. Eisen,

2. Minutes of the last meeting on 27th January 2006:

The minutes were approved.

3. Secretary’s report:

The MSG had had a difficult year. Financial pressure had urgently required a major restructuring of our administration, and in October 2005 we made the decision to replace ASH Communications with our own web-based system for the day-to day running of the Group. This had been successful although with a few teething problems, but had required a great deal of effort to develop and implement. The website is now functioning well, and its capability will be further developed over the next few months.

The other major event was the departure of Martin Gore as our President due to his appointment as Medical Director at the Royal Marsden Hospital. Martin has contributed a great deal to the group over many years, and his leadership provided a clear sense of direction and purpose. He will be badly missed. A request was made at the meeting in January 2006 for nominations for the vacant post, and an election will be held at this AGM.

We are now in a position to plan our future direction. We already contribute to bodies such as the UK Skin Cancer Working Party and have established links with specialist societies such as the British Association of Dermatologists and the British Association of Aesthetic and Plastic Surgeons. However, many of our aims directly overlap with those of the National Cancer Research Institute Melanoma Clinical Studies Group; a joint approach would ensure effective cooperation in clinical research and the fostering of our relationship with, for instance, other Clinical Studies Groups relevant to melanoma, and with the EORTC. The MSG President has been invited to join this group as a co-opted member, and this presents a real opportunity for us to directly contribute to the development of new clinical studies. Secondly, we would like to invite ideas to ensure that our meetings are relevant to all of our members. Our meetings are central to our functioning as a group, and they should include contributions widely relevant to clinicians, nurses, and medical scientists. Thirdly, we would like to develop the website as a focus of the group, allowing day-to-day discussion of clinical problems, ideas for research and development, and dissemination of new information. This would also include an inventory of current NCRI-approved melanoma clinical trials, and other phase 1 and 2 trials relevant to melanoma.

4. Treasurer’s report:

The opening balance for the year was: £12,040.45
Income for the year was: £24,278.02
Expenses incurred: £18,284.57
Closing balance: £18,033.90

ASH Communications had been employed to generate income and organise the MSG’s biannual meetings – however it became apparent in the summer of 2005 that MSG funds were very low and a new regime for financing the group and its twice-yearly meetings was set up with the help of 9web. 9web designed a new website that has facilitated online payments for membership and meetings through the Pay Pal system.

There was a need to increase income substantially to cover costs thus both subscriptions and fees for attendance at meetings were increased resulting in the above improved closing balance at the end of the year.

Expenses incurred during the year came from:
Setting up and running of the website
Clerical assistance for the running and registration of meetings.

In the transition phase we had to subsidise the meeting at St Georges as they had such a short time to raise revenue (68% of costs being paid by the MSG) as only 32% came from sponsorship. The subsequent Southampton meeting in June was self financing with the intention that all subsequent meetings will also be largely self financing (through sponsorship) with an input of £500 from MSG funds.

Outstanding fees owed to ASH, for their professional services with regards to administration of the MSG, running of meetings, costs of venue, catering and other expenses.

Costs with regards independent external auditors fees (a requirement for the Charity Commission Annual Report)

There has been a query raised by the auditors (Cox Manning) as to why the MSG is VAT registered and I am in the process of applying for the group to become de- registered.

5. Election of a new President:

Nominations for the post of MSG President had been invited at the January 2006 meeting of the Group. Professor Martin Cook had been proposed by Mr Bruce Elliott, and seconded by Mr Barry Powell. The Group unanimously voted for Professor Cook, and he has duly been elected as the UKMSG President, with immediate effect. Professor Cook’s term of office will be from June 2006 until June 2009.

6. New MSG constitution and fee structure:

The revised constitution was circulated with the agenda for the AGM, in advance of the meeting. No objections were raised to the changes, and so they have been approved and will replace the old consitution. The new constitution is available on the MSG website.
The new fee structure was implemented in November 2005. It was recognised that the seriousness of our financial position meant that this change had to be made before the proposals could be brought to the membership at the AGM. This was regrettable but unavoidable. The new fee structure was approved at the meeting.

7. The MSG and the NCRI Melanoma Clinical Studies Group

This has been discussed in the Secretary’s Report

8. Clinical trials:

NCRI Follow Up Study: the design of this study was outlined to the Group. It was recognised that this addressed an important and highly relevant clinical issue, and the study was welcomed by the Group and supported in principal. The Group look forward to seeing the final protocol.
MSLT-2/NCRI SLNB trial: this study was discussed at length. The Group acknowledge the importance of addressing the question of completion lymphadenectomy following sentinel lymph node biopsy, and noted that the results of the Feasibility Study presented at this meeting were encouraging. Mr Barry Powell had agreed to take over responsibility for the study from Dr Eisen, who now has other clinical trial commitments. Mr Powell will report on progress at the next meeting in January 2007, when it was hoped that data from MSLT-1 would allow us to agree how to proceed.
Avastin adjuvant trial: this study has been approved by the NCRI MCSG, by CTAAC, and will now be taken to COREC by Dr Pippa Corrie, who is the Chief Investigator. It will include resected late stage 2, stage 3, and early stage 4 patients. The study should open in early 2007. The study was welcomed by the Group, and members were encouraged to contact Dr Corrie should they wish to contribute.
Trial register: this has been discussed above. The register will be introduced during the first half of 2007

9. Future meetings:

Details of future meetings are available on the website. Dr Paul Nathan and Dr Veronique Bataille will host the next meeting at the University of Hertfordshire, in January 2007.

10. Any other business:

The group expressed its concern at the withdrawal of financial support by the Department of Health from the SunSmart campaign, despite strong support from the BAD and UKSCWP. This would compromise public awareness of skin cancer and its prevention. The group was particularly concerned that the campaign would have provided a forum for a clear, evidence-based review of claims from the sun bed industry promoting sun exposure to enhance vitamin D levels.

The British Association of Surgical Oncologists had requested a representative from the Group to attend their council meetings. Mr Barry Powell volunteered for this role and will report back to the Group in January 2007

Jerry Marsden, Secretary; Denise Hancock, Treasurer; 16th July 2006