SRN Executive Minutes – April 2021

Minutes of SRN EC Meeting

Monday 19.4.2021 at 10 pm BST/GMT/UTC+1 (via Zoom)

Circulation list: Carmen Sofia Brenes (CSB), Rose Ferrell (RF), Ann Igelström (AI), Rafael Leal (RL), Margaret McVeigh (MM), Paolo Russo (PR), Rosanne Welch (RW)

Agenda

  • Apologies for absence

MM

  • Minutes of previous EC Meeting for approval

All pending Action Points have been itemized below in the agenda.  

The minutes are approved by the EC as accurate. RL will upload on the website to make them available to the Membership as per usual.

  • Update on SRN2021 conference (PR, All)

PR submits a memo to the EC for approval, outlining pros and cons considering all information available at present. The main unresolved issues are: in-person events will still require safety measures in place (face covering, social distancing etc.) and restrictions (even extreme ones such as total travel bans) will be in place for incoming visitors to the UK. In short, IF all goes well the UK should lift restrictions and allow public events by the end of June 2021, but with quarantine and testing protocols in place. However, the above still does not take into account situations in all the delegates’ countries. Finally, academic travel and insurance will likely not allow members to participate.

The EC agrees unanimously that the conditions to run the SRN2021 Conference safely in presentia in Oxford are not met and therefore it will be cancelled and replaced by an alternative online event.

Re: the suggested online alternative event, PR confirms that: 1) The School of Arts at Oxford Brookes University will fund the keynote speakers, the SRN Awards money prizes, and the event’s website subscription for two more years; 2) The two keynote speakers (i.e. Murray Smith and Elizabeth Kilgarriff) have confirmed their availability, regardless of the event format. 

PR and AI have met to discuss the inclusion of a proposed Early Career Researchers event as part of the SRN2021 online event as well.

PR suggests splitting up the planning of the event sessions based on geographic regions/time zones, scheduling one or two days every few weeks in September/October/November. There could be an opening day for plenaries (e.g. keynotes) and a closing day at the end for the Awards and the AGM.  PR is also in talks with more special guests from the industry (TBC).  

All presentations can/should be pre-recorded and circulated via the SRN YouTube Channel before the event in preparation for the relevant Q&A sessions to be run live via Zoom. Both the pre-recorded presentations and the recordings of all live sessions will remain accessible after the event for further access and research.

RF notes that it would be exciting to bring in practitioners to enhance the online experience. 

PR points out that the EC will have to discuss an amendment to the SRN Constitution to allow the running of the AGM online as well as an alternative protocol for the EC elections. Such amendment will have to get Membership approval and formally confirmed/voted/seconded at the next in-person AGM in Vienna in 2022.

ACTION: EC to discuss amendment to SRN Constitution in May 2021 meeting.

ACTION: PR will email Membership tomorrow re: SRN2021 cancellation. RL to post announcement on the website and AI to post on Facebook page. 

ACTION:  PR to draft memo for alternative online event in forthcoming weeks.

PR also reports back from a meeting he had with the SRN Award Jury members recently. The Jurors agreed to hold the Awards this year even in case SRN2021 will have to switch to an online alternative event, also to avoid having 3 years’ worth of nominations in 2021. Janet Staiger also suggested (seconded by the other Jurors as well) that the Jury should inform the EC and the winners in advance (likely by August 2021), so that the Awards can be turned into mini event with the two winners giving short lectures about the underpinning research of their publications. The EC approves and commends the suggestion.

PR also met online with Claus Tieber re: SRN2022 Vienna to be announced during the online alternative event this coming autumn. The SRN2022 Conference will take place at the University of Vienna, Austria, on 29th-30th September and 1st of October, 2022.

The option of pushing/rescuing Oxford as a conference host city in 2025 will be discussed next academic year.

  • Other updates:

  • Social media

AI sums up upcoming scheduled Facebook posts: Cancellation of SRN2021, ECR event once planned, a reminder of the SRN Awards deadline at end of May, a scholarships as per email received from Craig Batty. 

  • Website

RL confirms that the formal renewal process of the website hosting by the University of Leeds is underway although not complete yet. 

RL also reports stats re: users’ access to the website. UK, US, China and Australia top the stat, with  Sunday mornings being the busiest. 

PR proposed to hold off updating/revamping of the website once renewal of host is finalized and once the more urgent matters re: the AGM, the EC elections and the SRN2021 online event are dealt with.

  • Newsletter

MM informed PR that she has sent out a final reminder and that a few pieces are for the upcoming issue. The next issue will include updated info on SRN2021.  

  • Any other business

 

RF suggests implementing the use of a new membership online form. RL is available to create it.

RF updates the EC on the “We Welcome All” banner. RL confirm we will have to wait completion of the website host renewal from University of Leeds first as we need to find out which application they prefer us to use for it.

 

Date of next meeting: Monday 17 May 2021, 10 pm BST/GMT/UTC+1 (consider DST; refer to shared DOC for each country’s time zone)