AGM April 2021 (minutes)

Minutes for the YCG AGM 2021
23rd April 2021, Virtual AGM

Members Present:

  • Natalie Johnson (NJ)
  • Thomas Roseveare (TR)
  • Natalie Pridmore (NP)
  • Natalie Tatum (NT)
  • Rebecca Clulow (RC)
  • Anna Herlihy (AH)
  • Dashnor Beqiri (DB)
  • Rachael Wilkinson (RW)
  • Stephen Dodsworth (SD)
  • Thomas Hitchings (TH)
  • Arianna Minelli (AM)
  • Emma Wolpert (EM)
  • Charlie McMonagle (CM)
  • Domen (full name unknown)

1. Formalities

1.1. Acceptance of Agenda

The agenda was proposed by NP, seconded by TR.

1.2. Apologies for Absence

  • Aly Abdeldaim (PSG rep)
  • Lee Birchall

1.3. Minutes of the YCG AGM 2018

These were proposed by TR and seconded by SD.

1.4. Matters Arising

No matters arising were presented.

2. Reports

2.1. Chair’s Report

TR acknowledged this had been a challenging year as many things were remote/online.

The YCG held a satellite to the BCA Spring Meeting on Monday 29th March, 2021. The level of participation was positive and attendees enjoyed the meeting. For each session, the average attendance was between 80-100 people. The meeting seemed to be well received, and feedback after the meeting was good. The virtual meeting worked well but it would be good to have an in-person satellite meeting in Leeds next year. The YCG awarded 3 poster prizes at spring meeting and the standard of posters was really high.

Previously at the 2020 AGM, the YCG discussed holding a winter seminar series. Some organisation had taken place, perhaps it was a bit too slow as the dates that were looked at filled up with other symposium series or training schools, therefore we did not hold a seminar series this year. This is definitely something to think about it future – the YCG may need to be more proactive in any organisation.

2.2. Secretary’s Report

NJ said there was not much to report.

  • Still no access to banking. It is in the name of a previous treasurer and chair and making changes to this has been challenging due to COVID.
  • YCG is aiming to combine our accounts with the BCA – but this has not happened yet (due to above issue).
  • NJ will follow up with issue later in the year.

TR: YCG has about 500 pounds in the account and is aiming to consolidate this account into the BCA account. This would make it easier to access and would not be subject to name change issues when the committee changes. YCG has spent no money in previous two years.

3. Elections to Committee

Prior to the AGM, NJ has posted a google form for people to express their interest in the available positions. At the start of the meeting, five people had put themselves forward for various positions.

3.1 Deputy Chair

NT is stepping down following two years in the role.

  1. Natalie Pridmore, proposed by TR, seconded by RW

The nomination was accepted with no objections.

3.2 Equality and Diversity Officer

NP is stepping down from the role, following two years in the position, to take up role as Deputy Chair.

  1. Thomas Hitchings, proposed by DB, seconded by CM

The nomination was accepted with no objections.

3.3 BCG rep

RW was nominated for a second term in the role.

  1. Rachael Wilkinson, proposed by TR, seconded by NJ

The nomination was accepted with no objections.

3.4 IG rep

NJ is stepping down from this position after 2 years in the role as they also hold Secretary/Treasurer position on the committee. There were no nominations for this role.

  • NJ described the role and said that committee was very friendly, lots of opportunities to get involved with the committee and conference planning. Said the role did not have to be taken by someone working in industry.
  • NT and CM both said traditionally this is a hard committee role to fill. Suggested that someone undertaking an industry relevant PhD or postdoc could fill the role.
  • NJ offered to be interim rep, until another representative can be found.
  • CM suggested this would probably be best for now.

A vote was taken and was accepted with no objections. NJ will be Interim IG rep until such time as another rep can be found.

3.5 Ordinary Members (2 positions available)

EW is stepping down from this position after 2 years in the role.

There were two nominations for two positions as ordinary members.

  1. Rebecca Clulow, proposed by TR, seconded by AH
  2. Lee Birchall, proposed by TR, seconded by DB

Both nominations were accepted with no objections.

The new YCG Committee is as follows:

  • Chairperson: Tom Roseveare
  • Deputy Chairperson: Natalie Pridmore
  • Secretary/Treasurer: Natalie Johnson
  • Webmaster: Anna Herlihy
  • Equality and Diversity Officer: Thomas Hitchings
  • BSG Rep: Rachel Wilkinson
  • CCG Rep: Stephen Dodsworth
  • IG Rep: Natalie Johnson (interim)
  • PSG Rep: Ali Abdeldaim
  • Ordinary Members:
    • Charlie McMonagle
    • Dashnor Beqiri
    • Rebecca Clulow
    • Lee Birchall

4. Any other business

4.1 Representative for the Education and Outreach Coordinator

  • TR: In recent years, education and outreach coordinator has had representatives from special interest groups. There is a representative position for Education and outreach coordinator for the YCG. Previously the position was held by Elliot Carrington (previous chair). Asked if someone is interested in the additional responsibility.
  • RW: Suggested spreading the role across committee.
  • NJ: Asked if there were meetings that needed to be attended.
  • TR: Confirmed there are meetings to attend. TR is happy to do the role.

TR will be a representative to the YCG for the Education and Outreach Coordinator.

4.2 Potential names change of the YCG

The discussion below has been paraphrased from the discussion that took place at the meeting.

  • NP: Acknowledged this issue has been pushed back a number of times as it was thought best to wait for a larger population of YCG to be present to discuss the issue.
  • TR: Described the history of YCG discussions on name changes.
    • First discussions of a potential name change took place at the YCG AGM in 2019. This was the first year Equality and Diversity officer was a committee position – the role was added to the committee to reflect a similar change to BCA. The discussion at that meeting was valuable and interesting. Committee said they would look into a name change – and then report back at the next AGM.
    • However, the next AGM in 2020 was virtual as the BCA spring meeting was cancelled and held a number of months later than usual. It was decided that as the 2020 AGM attendance was low, that the larger discussion that was desired couldn’t be achieved, so the issue was pushed back 2021 YCG AGM. At the time of the AGM the 2021 BCA spring meeting was thought to be an in-person meeting.
    • However, it was later decided by the BCA that the 2021 spring meeting would be held virtually.
  • NP: NT lead the issue. A survey was sent out and an article written for Crystallography News to try and get more idea of people’s views on the matter.
  • NT: Gave further background on progress of the committee since 2019.
    • Further discussions at AGMs were pushed back as it was decided it was better to have discussions when we could canvas a lot of opinions with more people in attendance. The issue would have been ideal for an in-person discussion at a satellite meeting, but as the YCG satellite meeting was virtual in 2021, the issue has now been pushed back two years from the initial 2019 discussions.
    • The discussions were about whether ’young crystallographers’ is a particularly inclusive term for the diverse range of experiences of people who would qualify to be in the YCG. If not, what should we change the name of the group to? Early career was one option considered, however undergraduate and masters students wouldn’t necessarily consider themselves to be ‘early career’ crystallographers – so is that an appropriate term?
    • YCG committee needs to decide when to have a conversation about this and also what options would be on any ballot. Then vote can take place at the next AGM.
    • Acknowledged that we don’t know what feeling about a potential name change is from the wider BCA council. It may be better to go to them after having a vote – if a majority of people weight behind particular name then figures could be provided to backup, e.g. X% of the YCG support changing name to a given option.
    • Pointed out that YCG committee haven’t been able to do as much canvassing of opinions as we would want. The best place could be to have an in-person discussion next year, hopefully at the 2022 BCA Spring Meeting in Leeds – unless this is something that we feel could be done virtually to lay the groundwork. This decision would be up to NP and the new Equality and Diversity officer.
  • TR: Described timeline of any potential name changes.
    • BCA council meets twice a year, once just before BCA Spring meeting and then once in Sept/October. If YCG were looking to propose a name change and were seeking council approval – process could be sped up by proposing name changes virtually (via email) before YCG AGM so it could be discussed and voted on at the next YCG AGM – then taken to council in the autumn of the same year.
    • Gave example of Equality and Diversity officer committee position. At 2018 YCG AGM it was voted to add the position to the committee, this was taken to BCA Council to get approval in Sept/Oct of the same year. At 2019 YCG AGM the position was then available to add to the committee.
    • Also suggested that YCG may want to set a limit for minimum number of responses to any discussions or survey.
  • NJ: Suggested setting a minimum limit as a percentage of the number of YCG members – the numbers could be available from BCA/HG3.
  • TR: HG3 get numbers of YCG members from the start of the year – there may be more people in YCG as they may sign up for membership as part of attendance at BCA spring meeting. It could be best to get the numbers from just after the spring meeting, rather than at the start of the year.
  • NT: At YCG Satellite meetings attendance is usually in the realm of 70 people. For the 2021 virtual satellite meeting, attendance was between 90-100 people. Recalled numbers from HG3 at BCA AGM were around 70, therefore it may not be unreasonable to ask for 50 responses.
    • NT also stated that YCG should consideration whether to send any survey to the wider BCA community (some of whom this may not affect) vs. only sending the survey to registered YCG members.
  • RW: If the YCG name is putting people off joining (e.g. someone who is a mature student) those people may not be YCG members – but the change in name may be relevant to them. Survey may be best sent to the whole membership of BCA.
  • NT: In constitution it says that a ‘young crystallographer’ can be anyone within 5 years of their most recent degree. ‘Young’ maybe excludes mature students, also people who are new to crystallography, coming from other fields. The YCG is a good forum for learning and sharing of experience.
  • CM: As PhD student, felt ‘young’ fit him. Is currently doing second PostDoc and perhaps feels differently. Has had conversations with other early career researchers who do not think they are ‘young’ crystallographers – but would still qualify to be in the YCG by our current definition.
  • CM: also pointed out that it is hard to get responses from emails – it may be best not to set a limit of responses. Delays in discussions of the issue where because YCG wanted to do right thing and canvass many people to get a representative opinion, which is good.
  • RW: Pointed out current YCG definition of ‘5 years post most recent degree’ works against anyone taking a career break (e.g. for maternity leave, having caring responsibilities)
  • NP: Mentioned there is a caveat of the definition in constitution that may cover such cases.
  • CM: Stated 5 years may not be a long time. Today, 5 years could still mean people are in the early career (e.g. in junior professor position) – academic system is not necessarily PhD, 1 PostDoc position then lecturing position anymore. There may be room to increase the number of years post degree for those who still want to learn and be part of the community.
  • SD: Stated that BCA Council’s opinion on issue was that YCG should think carefully and come up with a strong argument for any name change. SD pointed out that the current YCG committee is made up mostly by those at later stages of their career (i.e. PostDocs) and should ensure those doing masters or early PhD students are not excluded too.
  • SD: Also commented that perhaps more promotion of YCG – what we are about and who can get involved may help issue.
  • NJ: Sometimes more experienced crystallographers attend the meetings, we could advertise they are open to everyone and that could increase attendance of those who would qualify but might not think they do.
  • RW: Reminded that the aim of YCG is to be a judgment free environment and less intimidating than the main meeting may be. YCG satellite could be advertised for all to attend – but non-judgmental and encouraging attitudes towards presenters should be at the forefront.
  • CM: Stated within wider BCA community there is lots of support for YCG and that the community is very on board and encouraging towards YCG. CM feels that BCA meetings are very friendly.
  • NP: When NT canvassed young or early career weren’t the only options. In article NT wrote for Crystallography News, all the pros and cons that had been found for each of the names were described. There may not be a perfect solution, as there could be disadvantages to all names – ideally as large a number of responses as possible is best to choose a name that best represents most members.
  • NT: Stated that after canvassing members about what they feel represents them best, ‘young crystallographers’ might still be the most representative name for the group. YCG should be very clear and publicised what we are about.
  • RW: Suggested ‘young and early career crystallographers group’
  • NT: Pointed out that constitution will need to change to affect any changes to the name/group eligibility. There is lots still to do on the issue.

4.3 BSG Webmaster Position available

RW: Had an email yesterday from BSG – they are looking for webmaster for their committee. RW asked attendees to send them an email if attendees know of anyone who may be interested in the role.

4.4 CCG plans for BCA Spring Meeting Organisation 2022

CM is on the organising committee for CCG for 2022 BCA Spring Meeting. CCG open to any ideas for plenaries, keynotes, sessions or anyone interested in chairing or joint-chairing at the next Spring meeting. CCG are also looking at having joint sessions at the meeting. YCG has had joint sessions with CCG at the meeting in the past – these were often teaching/careers related sessions.

TR and NP stated that next BCA Spring Meeting may be joint with Electron Microscopy – but this was pending approval from the Electron Microscopy committee at their AGM.

NP and Aly Abdeldaim are YCG representatives on the 2022 BCA Spring Meeting planning committee. YCG Committee will discuss ideas further. It was mentioned that previously there was a plan to have a careers session at YCG Satellite (which was cut from this year’s satellite meeting due to timing changes).

NP will circulate planning notes to new committee.

5. Close

TR called the meeting to close. Thanks were given to those leaving the committee and new committee members were welcomed. TR expressed hope the committee would be able to meet in person next year.