Microscopy Society of America

1. CALL TO ORDER

The meeting was called to order at 8:00 am Saturday, August 12, 2000, and a quorum was recognized.

2. SECRETARY'S REPORT (J. Woodward)

Upon a MOTION duly carried, the minutes of Winter Council 2000 were approved as distributed.

Upon a MOTION duly carried, the Operational Manual is to be re-organized to group like motions and to indicate superceded action.

By Council consensus, name badges for M&M 2001 will have colored inserts to identify MSA and MAS members and non-member badges will be blank.

It was reported that the Handbook for Council revision is still in progress; copies will be circulated for comment following the Annual Meeting. A separate Handbook for Committees will be created that will be a more detailed version of the Handbook for Council. The Annual Meeting Guidelines have been revised and copies will be distributed to Council and selected others following M&M 2000.

The Annual Report of the American Association for the Advancement of Science (AAAS) is available for inspection from the Secretary, and information on nominations for the AAAS Scientific Award is available as well.

3. TREASURER'S REPORT (K. Alexander)

Council reviewed and accepted the Treasurer's Report, including the June 30, 2000, Financial Statement. It was noted that MSA's equity has been trending higher since 1999. Committee budget requests for calendar 2001 will be deferred until discussion/action on the overall budget later in the meeting.

4. BUSINESS OFFICE REPORT (P. Lesser/C. Clark)

Upon a MOTION duly carried, the list of 156 new/reinstated members was approved and Emeritus status granted to Robert Juneau and Stephen J. Phillips.

Council members were encouraged to review the Follow-Up List circulated with meeting minutes and to advise staff of status of to-do items.

5. MEETING MANAGER'S REPORT ON FUTURE SITES (M. B. Rebedeau)

A) M&M 2007
The Meeting Manager's recommended location is Fort Lauderdale, Florida. Use of the Convention Center would be complimentary, resulting in savings of $45-60,000 in rental fees.

It was noted that Winter Council 2001 has been scheduled for February 2-4 in Fort Lauderdale so the site can be toured.

B) M&M 2008
San Diego has been researched and ruled out due to hotel room rates ($250). Albuquerque was suggested as a potential site to research.

C) M&M 2009
Proposal has been solicited from Boston but specifics were not available in time for reporting at this meeting.

D) M&M 2010
By Council consensus, the Meeting Manager will research Vancouver as a possible site for 2010, with potential for MSC/SMC co-sponsorship.

E) M&M 2006
President Downing noted prior Council discussion and interest on submitting a bid to host the International Conference on Electron Microscopy (ICEM) in 2006 in conjunction with M&M in Chicago. Because proposals must be presented at ICEM 2002, preparation should start as soon as possible if it can be determined that a USA location would be given serious consideration.

The potential of staging a virtual meeting/exhibition in the future for M&M (and as a possible selling point for ICEM 2006) was discussed; the Meeting Manager is to research costs of virtual events.

6. MICROSCOPY & MICROANALYSIS 2000

A) Program Committee (S. McKernan)
Written report was reviewed, and two issues were addressed:

By Council consensus, the Meeting Manager will investigate cost of purchasing computer projection equipment as a means of making it available in more sessions.

By Council consensus, the Meeting Manager will coordinate exhibitor-sponsored workshops with the Program Chair to avoid any conflict or overlap with symposia. Exhibitors must submit a written proposal for approval of such a workshop, to include its purpose and content.

B) LAC (S. Kirsch)
Written report was reviewed; no action required.

C) Meeting Manager (M. B. Rebedeau)
Written report was reviewed; it was further noted that as of August 12, 2000, registered attendance had increased to 1,085.

Exhibitor sponsorships were clarified: Meeting Manager solicits sponsorships, collects and deposits income; items such as tote bags, lanyards, etc. are ordered and paid for by the Meeting Manager or by the sponsor; net revenue is split 50/50 with M&M per the terms of the agreement with The Rebedeau Group.

D) Sponsor Chair (M. Kersker)
Report listing 30 symposia sponsors pledging a total of $20,700 was reviewed. Mike Kersker noted that no more than $26-28,000 should be anticipated in the future and that contributions might be increased if more general/broad topic names were used for symposia.

Mike Kersker agreed to continue as Sponsor Chair for M&M 2001 but requested assistance from someone who would then Chair in 2002. Tom Kelly volunteered for the appointment. It was noted that Jay Jerome and Dave Piston will be raising corporate funds in support of the 2001 PreMeeting Congress on Live Cell Imaging and efforts should be coordinated.

7. MICROSCOPY & MICROANALYSIS 2002

A) LAC
Upon a MOTION duly carried, Pierre Charest was appointed LAC Chair and John Corbett was appointed LAC Treasurer for M&M 2002.

B) Program Committee (E. Voelkl)
It was reported that the International Metallurgical Society (IMS) has scheduled their annual meeting in Quebec City for summer 2002, and interest has been expressed in combining with M&M to avoid registrants having to limit attendance to just one of the events. It is estimated that a joint meeting would increase M&M registration by approximately 300, and facilities are adequate to accommodate the growth.

Upon a MOTION duly carried, the IMS will be invited to co-sponsor M&M 2002 with MSA, MAS and SMC.

Edgar Voelkl expressed concern that an additional day for symposia might be needed to accommodate the needs and interests of all co-sponsoring organizations. By Council consensus, the Program Committee is to try to retain a four-day program and to report status at Winter Council 2001.

C) Proceedings
Edgar Voelkl demonstrated a Proceedings on CD-ROM that he developed in a single searchable .pdf file containing table of contents, author index, and subject index.

D) Budget
The draft budget was reviewed as prepared by the Meeting Manager. Figures relative to Proceedings expense and those in Misc. line items are to be refined for approval at Winter Council 2001.

8. MICROSCOPY & MICROANALYSIS 2003

President Downing invited recommendations for M&M 2003 Program and LAC Chairs.

9. LEGAL LIAISON (P. Ingram)

It was reported that a financial award of $60,000 was received in July from the Inforum to settle the M&M '98 breach of contract matter. Council subsequently agreed by consensus to provide co-sponsor MAS with 10% of the net recovery after MSA's legal expenses are deducted from the total award.

10. PUBLICATIONS

A) Proceedings Editor (G. W. Bailey)
Written report was reviewed; it was further noted that 850 copies of this year's edition were onsite for distribution. Direct shipment had been requested by 230 registrants. No action required.

B) Journal Editor (C.Lyman)
Written report was reviewed. No action required.

C) Journal Publishing (H. Niemirow, Springer-Verlag)
Herb Niemirow reported that Microscopy and Microanalysis is available online in .pdf and .html format approximately three-four weeks after the paper copies. It is Springer's goal to be "online first" by 2001. LINK access to the online journal for the period June 1999-June 2000 shows a positive trend compared to other journals: 195,546 page hits; 7,450 full-text hits; and 18,845 abstract hits. Advertising is back on track with an average of 20 pages per issue following a decline in the first three issues this year, attributable to Springer's sales team transition. No action required.

D) MSA Bulletin (S. McKernan)
It was reported that no issues have been published this year due to the Editor's time constraints and other MSA commitments. Stuart McKernan agreed to continue as Editor until a new appointment is made for 2001.

The meeting recessed at 4:00 pm and reconvened at 8:00 am on Sunday, August 13,2000 with a quorum present.

11. LOCAL AFFILIATED SOCIETIES (E. Osten)

Written report was reviewed; it was noted that recommendation to terminate Affiliated status of three or four dormant local societies is forthcoming for action at Winter Council 2001.

Question was raised as to whether expense of Past President travel for the purpose of speaking at LAS meetings could be funded from the Past President budget rather than the LAS Speaker line item (contrary to action taken at Winter Council 1994). Ev Osten will draft a motion for consideration at Winter Council 2001.

12. PUBLIC POLICY COMMITTEE (P. Ingram)

Peter Ingram reported his attendance at a seminar sponsored by the American Institute of Physics earlier this year. In addition to talks on member recruitment and retention, recommendations on publicity and media relations were especially relevant to the Annual Meeting. Information will be shared with the Meeting Manager and others as appropriate.

Council members were encouraged to attend the Public Policy Seminar scheduled for Wednesday afternoon following the Annual Business Meeting.

13. MEMBERSHIP COMMITTEE (R. Albrecht)

Written report was reviewed. Council agreed with the Committee plan to focus major efforts on retention which is 65-75% successful, and less on recruitment where conversion is typically only 1-2%.

By Council consensus, a secure site is to be constructed for electronic submission of credit card payment of dues with data for new and renewal applications.

14. FOCUSED INTEREST GROUPS (FIGs) (R. Albrecht)

Written report was reviewed; it was noted that one or two applications for FIG status may be forthcoming for approval at Winter Council 2001. No action required.

15. EDUCATION COMMITTEE (J. Jerome)

A) PreMeeting Program Guidelines
Upon a MOTION duly carried, Proposed Guidelines for PreMeeting Programs were approved as presented with the addition that the Education Committee will designate a Liaison for PreMeeting Programs to the Program Committee each year. The Annual Meeting Guidelines will be revised to include the PreMeeting Program liaison as a member of each Program Committee.

B) Standards
It was noted that although the Standards Committee was eliminated in 1999, an ISO Standard submission is pending. It was recommended that a Standards Subcommittee (of Education) be established with Nestor Zaluzec as Chair.

C) Videotape Library
Written report was reviewed; because Tutorial videotaping has been unsuccessful for the last two years, direction was requested as to whether to discontinue taping or to pursue professional production. By Council consensus, costs and other considerations for program continuation are to be researched.

D) Project MICRO (C. Schooley)
Written report was reviewed; it was further noted that a $50,000 grant application has been submitted to Abbott Labs. No action required.

E) Undergraduate Research Scholarships (R. Albrecht)
Written report was reviewed; it was further noted that Rob Mierzwa of JEOL has volunteered to replace Robert Steiner as liaison for corporate fundraising.

16. SUSTAINING MEMBER COMMITTEE (P. Fischione)

Written report was reviewed; Council members were encouraged to have their organizations join or renew as Sustaining Members for the coming year.

Upon a MOTION duly carried, Dennis Masaki of Noran Instruments was approved as Chair for 2001-2003.

Upon a MOTION duly carried, Council expressed appreciation to Paul Fishione for his outstanding service as Chair of the Committee since 1997.

17. PUBLICATIONS & COMMUNICATION (P. Fischione)

It was recommended that this Committee be renamed Marketing & Communications with R. Albrecht, P. Fischione (Chair), T. Kelly, J. Woodward, N. Zaluzec, C. Clark and M. B. Rebedeau as initial members. An action plan and budget request for 2001 will be submitted for Winter Council 2001.

Written report from the webmaster was reviewed; it was further noted that a password is now required to access more than one listing in the online Membership Directory. The password will be shared only with members in good standing and will be changed each year.

It was suggested that Tutorial viewing via the web site be investigated; no action taken.

18. INTERNATIONAL COMMITTEE (R. Apkarian)

Written report was reviewed; it was further noted that the Chair will attempt to appoint a new representative to the AAAS Consortium of Affiliates for International Program (CAIP) during the Committee's meeting on August 15, 2000. No action required.

19. TECHNOLOGISTS' FORUM (J. Killius)

Written report was reviewed.

Upon a MOTION duly carried, all three action items were approved as presented to change:

-wording of the criteria for Professional Technical Staff Awards to clarify that applicants are to be technical support (rather than supervisory) staff who are Regular (not Student) members of the MSA.

-the criteria for the Outstanding Technologist Award to recognize contributions to the overall advancement of microscopy and microanalysis such as the development of new techniques, methods, or instrumentation.

-the Outstanding Technologist Award so that presentation of a Special Topics program by the recipient be optional rather than mandatory.

20. PLACEMENT OFFICE (P. Lloyd)

Written report was reviewed. By Council consensus, reciprocal web link with The University Job Network was approved, and Pamela Lloyd was authorized to either discontinue resume listing service or to work with the webmaster to create an online forum for resume posting to complement the online posting of employment notices.

21. ARCHIVIST (R. Horowitz)

On behalf of the Archivist, staff reported that no action is required other than to continue the search for a new Archivist since Rachel Horowitz is no longer active in microscopy. Council Liaison John Bozzola volunteered to post a message on the listserver regarding the opportunity.

22. CERTIFICATION BOARD (J. Chandler)

Written report was reviewed; it was further noted that two issues will be discussed during the Certification Board meeting this week: (1) whether to signify certified status by using CEMT (Certified Electron Microscopy Technologist) after individuals's name; and (2) whether documentation of current employment supplied by a supervisor is still relevant as requirement for renewal. The latter issue has been raised by a technologist now self-employed as a consultant who wishes to renew certification.

By Council consensus, recommendation on both items is to be submitted in Winter Council 2001 report; in the interim, the Chair is authorized to use discretion to waive renewal requirements on a case-by-case basis.

23. INTERNATIONAL FEDERATION OF SCANNING ELECTRON MICROSCOPY (C.B. Carter)

Written report was reviewed. By Council consensus, information (or a link to another site) about the 2002 International Conference on Electron Microscopy (ICEM) in Durban will be added to MSA's web site as a service to members.

Upon a MOTION duly carried, policy was adopted to provide complimentary M&M registration to Presidents of the Council of Inter-American Societies for Electron Microsopy (CIASEM), the MSA Sister Societies, plus the three members of the IFSEM Executive Council.

Upon a MOTION duly carried, invitation to Summer Council 2001 and (one-time) complimentary registration for M&M 2001 will be extended to the President of the European Microscopy Society (EMS) and the ICEM-15 (Durban) Chair and two Program Chairs, to be funded via the MSA President's discretionary travel budget. MSA Council Meeting Minutes - August 12-13, 2000

24. FY 2001 BUDGET

Draft budget for calendar 2001 was reviewed along with funding requests from Committees. Council was reminded that the Annual Meeting portion of the budget was already approved.

Upon a MOTION duly made, the following adjustments were made:

--Corporate support of Undergraduate Research Scholarships was increased to $7500
--International Committee budget was reduced to $2500
--President's travel was increased to $5500 to accommodate M&M registrations for EMS and ICEM representatives
--Project MICRO budget was increased to $9000 to support publication of updated Bibliography
--Undergraduate Research Scholarship award total was increased to $15,225
--$5500 was added to cover cost to furnish and carpet MSA's "Megabooth" at M&M 2001
--An additional $2000 was allocated to Membership in anticipation of hiring students to conduct membership renewal telemarketing
--Public Policy Misc. expense was adjusted to $1000 to offset same amount anticipated in voluntary member contributions

Additionally, $12,000 was approved as a travel fund to help students attend ICEM-15 (Durban); amount to be budgeted in 2002 when awards will be disbursed. Costs associated with future publication of the journal and change in Proceedings format to CD-ROM were discussed. Business Office staff noted that a fee increase may be requested based on expanded Scope of Services relative to the forthcoming action plan of the Marketing & Communications Committee and other expanded activity next year.

25. MICROSCOPY & MICROANALYSIS 2001

A) Program (R. Price)
Written report was reviewed; action item regarding the need for additional computer projection was addressed earlier in the meeting.

B) LAC (R. Koch)
Written report was reviewed; Meeting Manager will confirm that Opening Reception includes complimentary soft drinks/teas/etc.

C) Meeting Manager (M.B. Rebedeau)
Written report was reviewed; no action required.

26. OTHER BUSINESS

A) Awards (M.G.Burke)
By Council consensus, the student awards from the ICEM-15 $12,000 travel fund will be named in memory of Past President John L. Watson.

By Council consensus, the historical list of major Society awards will be added to the web site.

B) Annual Meeting Database (J.Jerome)
Written report was reviewed. Upon a MOTION duly carried, an Oversight Committee will be established as proposed, with implementation to be handled by Jay Jerome.

C) Frontiers in Electron Microscopy in Materials Science (FEMMS)

Staff reported that David Williams will submit a report for Winter Council 2001 regarding the potential for combined meetings after he attends the FEMMS meeting in November 2000.

D) Annual Business Meeting

Council members were reminded to attend and encourage others to attend the Annual Business Meeting scheduled for 12:30 pm on Wednesday, August 16, 2000.

E) Journal Contract
By Council consensus, Ron Anderson, Ken Downing, Janet Woodward and Peter Ingram are to develop a counter proposal with legal counsel relative to terms of future publication of the journal with Springer-Verlag.

27. ADJOURNMENT

There being no further business, the meeting was adjourned at 5:40pm.

Council reconvened on August 15 and 17, 2000, with a quorum present to take these additional actions:

Upon a MOTION duly carried, all line items in the 2001 Budget relating to publication costs associated with Microscopy and Microanalysis will reflect the terms of the current agreement until or unless a change in contract is approved.

Awards - Continued

Upon a MOTION duly carried, a Morton D Maser Distinguished Service Award is to be presented to Hildegard H. Crowley in recognition of outstanding contributions to the Society, particularly to the Technologists' Forum.

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