Microscopy Society of America

Executive Council Meeting Minutes

Long Beach, California

August 4-5, 2001

 

 

Elected Officers Present:                Appointed Officers & Guests Present:                 

Ron Anderson, President                    Ralph Albrecht, Undergraduate Research Scholarship Chair

Stan Erlandsen, President-Elect          G. W. Bailey, Proceedings Editor

Ken Downing, Past President             Ed Barnas, Cambridge University Press

Janet Woodward, Secretary                Mary Grace Burke, Education Committee Chair

Kathleen Alexander, Treasurer           C. Barry Carter, International Committee Chair &

John Bozzola                                                  Journal Subcommittee Chair

Jay Jerome                                          John Chandler, Certification Board Chair

Thomas Kelly                                     Pierre Charest, 2002 LAC Chair

Mike Kersker                                      Paul Fischione, Mktg. and Communications Comm. Chair

John Mansfield                                   Raynald Gauvin, SMC/MSC Representative

Sara Miller                                          Archie Howie, President, IFSEM

Ev Osten                                             JoAn Hudson, Editor, News and Commentary

                                                            Peter Ingram, Legal Liaison & Public Policy Comm. Chair

                                                            Jeanette Killius, Technologists’ Forum Chair

                                                            Robert Koch, 2001 LAC Chair

                                                            Richard Linton, MAS President

                                                            Charles Lyman, Journal Editor

                                                            Zed Mason, 2001 LAC Committee Treasurer

                                                            Stuart McKernan, Bulletin Editor

                                                            Robert Price, 2001 Program Committee Chair

                                                            Caroline Schooley, Project MICRO Coordinator

                                                            Edgar Voelkl, 2002 Program Committee Chair

                                                            Nestor Zaluzec, Webmaster  

                                                                                                           

Staff Present:                                   

Cindy Clark, Administrative Director

Judy Janes, Administrative Manager

Mary Beth Rebedeau, Meeting Manager                   

                                                                                                                       

                       

1.  CALL TO ORDER

 

The meeting was called to order at 8:00 am Saturday, August 4, 2001, and a quorum was recognized.

 

2.     SECRETARY’S REPORT (J. Woodward)

 

The Secretary reminded Council of the importance of attending the Wednesday, Aug. 8 Business Meeting and asked for Council support in increasing member attendance.

 

A sign-up sheet was circulated for staffing the MSA Membership Booth.

Upon a MOTION duly carried, the minutes of Winter Council 2001 were approved as distributed.

 

3.  TREASURER’S REPORT  (K. Alexander)

 

Treasurer requested that financial statements be reviewed and that only action items on budget be dealt with on Sunday. Overheads were presented of 2001 financials and equity plotting, indicating 2000 a profitable year, attributing to the successful Annual Meeting and legal settlement.  It was recommended to add to winter council meetings the review of income/expenses of MM0(X-1).

 

Currently, it is difficult for the Treasurer to answer the question of “where will we be in December?” because of major cash flows.  There needs to be a lot less fluctuation in the cash flows between the Meeting Management and the Business Office.

 

Long-term decision at WC99 to achieve goal of $750,000 in 10 years on track.

 

4.  MEETING MANAGER REPORT (M. B. Rebedeau)

 

Mary Beth Rebedeau reported booth sales up and projected good meeting attendance  – on-site registration should make budget of $357,000. (currently at $287,000)

 

It was agreed that a policy decision for the Pre-Meeting Congresses is necessary and that Jay Jerome and Mary Beth Rebedeau would develop Pre-Meeting Congress exhibitor guidelines that would not conflict with the M&M exhibits.

 

Action item: A list of confirmed future sites should be put in the Council Book. 

 

For M&M 2009, the first week in August is being held in Baltimore.  For 2010, space during the first week in August is being held in Vancouver.  Currently, no other sites have been pursued for M&M 2010.

 

5.  BUSINESS OFFICE REPORT (C. Clark)

 

Upon a MOTION duly carried, the list of 200 new/reinstated members was approved.

 

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

 

6.  MICROSCOPY & MICROANALYSIS 2001

 

            A.  Program Committee (R. Price)

Written report was reviewed; speaker reimbursement checks will be available onsite and

check cashing would be made available.  It was recommended that Peter Ingram check with legal counsel to determine if there is legal liability with respect to MSA writing letters for international speakers for obtaining work visas.

 

 

 

B)  Local Arrangements Committee (R. Koch)

Bob Koch gave overview of special events for the week including the Golf Outing and Sunday Evening Reception on the Queen Mary.

 

It was agreed that the Microbeam Analysis Society would share the Presidential Reception costs based on the number of people invited; and that Bob Koch would make a list of other programs to be considered for apportionment.

 

 

7.  MICROSCOPY & MICROANALYSIS 2002

 

A)  Program Committee (E. Voelkl)

Written report was reviewed and it was clarified that the $127,000 budget includes $15,000 that was moved from Discretionary to Speaker Reimbursement, and for expenses related to the International Metallurgical Society symposia.

 

It was noted that the MSA program liaison needs to be invited to the annual PPM.

 

Both the Microbeam Analysis Society and the Microscopical Society of Canada co-sponsorship share of gross proceeds will remain at 10%, and other co-sponsorship shares will remain at 5%. (Disbursed after M&M final figures reported at fiscal year end, usually 1st quarter the following year.)

 

B)  Local Arrangements Committee (P. Charest)

Written report reviewed; it was noted that the opening reception would be held inside the convention center.

 

C)  Pre-Meeting Workshop on Materials Characterization (R. Gauvin)

Written proposal reviewed for location (McGill University, Montreal) and funding by MSA and MAS to each contribute $1,000.  Kathi Alexander and Jay Jerome will work with Raynald Gauvin to further develop the funding proposal for action at Winter Council.

 

D)  Meeting Manager (M. B. Rebedeau)

Mary Beth discussed exhibition space it was recommended to rotate the posters.  Action was tabled until M&M 2001 poster judges could give feedback.

 

It was recommended that all non-Canadians get a passport for travel to M&M 2002.

 

8. MICROSCOPY & MICROANALYSIS 2003

 

Upon a MOTION duly carried, approval was made for 2003 leadership: David Olmos, Local Arrangements Committee Chair; Dave Piston, Program Chair; and John Bruley, Program Vice-Chair and 2004 Program Chair.

 

Council revisited the Microbeam Analysis Society proposal for an M&M oversight committee; consensus is that MSA’s meeting liaison is performing a similar function and therefore an additional oversight committee is not needed.  It was suggested that every joining society have a meeting liaison.

 

It was noted that CIASEM will be a joining society for M&M 2003.

 

 

9.  PUBLICATIONS

 

          A)  Journal Publishing (E. Barnas, Cambridge University Press)

          Ed Barnas was introduced and welcomed as new journal publisher. It was reported that

starting 2002, the cover dates will be changed to the single month, and there will be no change to the ad rates. The cover design will remain the same for 2002, but will be re-evaluated for future issues. Cambridge University Press will be able to make available the  electronic archives that Springer-Verlag kept.

 

            B)  News and Commentary (J. Hudson)

It was reported that a committee would be formed including the Technologists’ Forum and Education Committee to obtain quality articles for N&C.

 

C)  Proceedings (G.W. Bailey)

Written report was reviewed; no action taken.

 

D)  MSA Bulletin (S. McKernan)

One final issue to be published by the end of September.

 

E) Expo (C. Lyman)

It was clarified that journal Editor-in-Chief Charles Lyman has overall responsibility for the Expo.

 

Ed Barnas was excused for private discussion.

 

F) Journal Subcommittee (C.B Carter)

Council had taken action between meetings to approve a contract with Cambridge University Press negotiated by the Journal Subcommittee on publishing an ad-based magazine.  Barry Carter presented negotiations illustrations to help Council decide if Microscopy Today should be bought, wherein MSA would own the publication and contract with Cambridge University Press to run it.

 

Upon a MOTION duly carried, MSA is committed to producing an ad-based bi-monthly, half-ads/half-editorial publication starting in 2002, and that the Journal Subcommittee continue negotiations with potential publishers.

 

President Ron Anderson excused himself and turned the gavel over to President-Elect Stan Erlandsen.

 

Council discussed editorial editor candidates and support was voiced for Ron Anderson as Editor-in-Chief when MSA acquires a new magazine.

 

Ron Anderson returned and presided. End of private discussions.

 

 

 

 

10.  MARKETING AND COMMUNICATIONS (P. Fischione)

 

Written report was reviewed; it was noted that E. Osten obtained 10 mailing lists with a potential of 1,000 new members.  The pilot project of membership recruitment by C. Lyman for complimentary 6-month trial resulted in 47 new memberships from Lehigh Microscopy School registrants.

 

11.  TASK FORCE     [All but Council excused for private session]

 

 

The meeting recessed at 4:15pm and reconvened at 8:05am on Sunday, August 5, 2001,

with a quorum present.

 

 

12.  LOCAL AFFILIATED SOCIETIES (E. Osten)

 

Written report was reviewed. Ev Osten is investigating a procedure and requirements for requesting grants-in-aid through the website.

 

Upon a MOTION duly carried, affiliation was discontinued with three societies:

Southern California Society for Electron Microscopy Technologists (SCSEM-T), San Diego Society of Electron Microscopy (SDSEM), and South Carolina Society for Electron Microscopy (SCSEM).

 

13.  LEGAL LIAISON  (P. Ingram)

 

P. Ingram reported that the contract with Cambridge University Press has been completed.  Still pending is the issue concerning the room block attrition penalty fee claimed by the Marriott from M&M 2000.

 

 

14.  PUBLIC POLICY (P. Ingram)

 

A speaker could not be secured for M&M 2001.  Therefore, a public policy session is planned during the meeting to brainstorm for future advocacy programs.

 

15.  PUBLICATIONS – (Continued)  (C. Lyman)

 

Written report was reviewed; Charles Lyman introduced the Best Paper Awards to be awarded at the MSA Presidential Happenings; and emphasized the need for biological papers.  New page budgets are 80 for 2002 and 96 for 2003.

 

Journal’s ISI ranking went from #4 in 2000 to #7 in 2001.  One reason was the introduction of a new journal, BioImaging, which was ranked under the Microscopy heading.

 

 

 

16.  FOCUSED INTEREST GROUPS (R. Albrecht)

 

Written report was reviewed; no action taken.  The Corrosion Casting and Biometrics FIGS have had a positive effect – added contributed papers.  The Corrosion Casting FIG will try to attend every other year.  To date, the Optical and Multi-photon group has not committed to being a FIG.  There are several other possible “FIGS”, including Danny Aiken on fibers and Stuart McKernan on environmental SEM.

 

 It was noted that Ralph Albrecht is conducting a campaign to increase library subscriptions.

 

 

17.  EDUCATION (M.G. Burke)

 

Written report was reviewed.

 

Caroline Schooley, Project MICRO, stated that the published bibliography, Microscopy for Children, has brought in at least 10 new MSA members.

 

Under the Undergraduate Scholarships report, a discussion was held regarding requesting more monies from Sustaining Members.  The committee may do so as long as the Sustaining Members realize that the money is strictly for undergraduate research.

 

It was the consensus that the following be reappointed: 

Steve Barlow, Education Outreach Committee Coordinator

Caroline Schooley, Project MICRO Coordinator

Tina Carvalho, Exhibitor Demonstrations

Bob Steiner, Undergraduate Scholarship

 

It was the consensus that the following be approved as new members:

Luann Pia, Exhibitor Demonstrations/Tutorials

Rob Mierzwa, Undergraduate Scholarship

Karen Renziaglia, Undergraduate Scholarship

 

Upon a MOTION duly carried, it was agreed to modify action taken at Winter Council 1999 relating to Short Courses emergencies.  The motion is: Any short course emergency will be

referred to the Education Committee Pre-Meeting Liaison.

 

 

18.  SUSTAINING MEMBERS (D. Masaki)

 

Written report was reviewed.  Regarding request for mailing address information in electronic format, current policy is to release address information in label format only.

 

19.  INTERNATIONAL (C. B. Carter)

 

It was reported that the Committee for Inter-American Societies for Electron Microscopy (CIASEM) confirmed co-sponsorship of M&M 2003 in San Antonio; which could result in additional 300-400 registrants, largely students.  Anticipate increased poster submissions (already addressed by TRG), student housing and the need for Spanish translation.  Ron Anderson will call a meeting with all appropriate parties to make sure that CIASEM/MSA/MAS will accommodate certain aspects of this joint meeting.

 

Dr. Archie Howie provided updates on IFSEM and ICEM/Durban; no action taken.

 

By consensus, new member appointments were approved as follows:

Miguel Yacaman

Guiliermo Salerno

Luisa Amelia Dempere

 

 

20.  TECHNOLOGISTS FORUM (J. Killius)

 

Upon a MOTION made, amended, and duly carried, the Outstanding Technologist Award for Biological Sciences will be named after Hildegard Crowley.

 

No action was taken in naming the Outstanding Technologist Award for Physical Sciences; will be discussed with MAS.

 

It was clarified that the Technologists’ Forum chair is a member of the Awards Committee.

 

 

21.  PLACEMENT (P. Lloyd)

 

Report was reviewed.  No action taken.

 

 

22.  ARCHIVIST (R. Horowitz)

 

The Council accepted the appointment of Michael Marko, who volunteered to replace Rachel Horowitz as the Archivist beginning 2002.

 

 

23.  CERTIFICATION (J. Chandler)_

 

Written report was reviewed; no action taken.

 

It was reported that one of the four new applications was submitted in Spanish.  Council confirmed that the Certification Board seek out an interpreter to determine if applicant is viable

candidate; but that the exam would be given in English, with no other restrictions.

 

 

24.  AWARDS (J. Bentley)

 

Written report was reviewed.  It was clarified that committee membership include 3rd year directors according to Winter Council 98; and that Tom Kelly and Sara Miller will be 2003 committee members.

 

 

Upon a MOTION duly carried, Peter Crozier was named to the Awards Committee for term beginning 2002.

 

It was the consensus that the Awards Committee not make two awards in 2002 because no one was selected for 2001.

 

It was the consensus the John Watson fund could be used for any international travel.

 

It was the consensus that the budget for the Outstanding Technologist Award be carried over to the 2002 budget.

 

Upon a MOTION duly carried, the Awards Committee Chair is responsible for organizing poster awards judging, with 1st and 2nd year Council members serving on the committee.

 

 

25.  IFSEM – (A. Howie)

 

A. Howie presented overhead of IFSEM Council.  Two issues that will be addressed at ICEM-15 at Durban are: 1) consideration of an organizational name change that will embrace other microscopies; and 2) possibly adding a trade representative to the Executive Board.

 

Combining ICEM with M&M 2006 in Chicago is still under consideration.

 

 

26.  OLD BUSINESS

 

Proceedings -  Charles Lyman presented the options for Cambridge University Press production of the Proceedings and made recommendations.

 

 Upon MOTION duly carried, Proceedings “Option 1” was selected but will submission to include both electronic and hard (paper) of abstract.

 

Upon a MOTION duly carried, MSA authorized up to $10,000 for one-time implementation expenses relating to the production of the Proceedings under “Option 1”.

 

The following were appointed to establish guidelines and procedures for Proceedings publication by September 1: Stuart McKernan, Edgar Voelkl, Kathleen Alexander, Ed Barnas, Bill Bailey, Tom Kelly, Charles Lyman and Jay Jerome.

 

 

27.  Budget  2002 (K. Alexander)

 

Draft budget for calendar 2002 was reviewed along with funding requests from Committees.

 

Upon MOTION duly carried, the deficit budget of $72,071 was approved.

 

The Council is expecting that M&M 2002 will exceed budget resulting in a break-even year.

 

 

28.  NEW BUSINESS

 

A) Sponsorship Committee

Tom Kelly suggested that a more structured program for corporate support be instituted.

 

Upon a MOTION duly carried, 1-year approval was made for The Rebedeau Group to handle symposia sponsorship as part of the exhibitor prospectus; with 20% of gross commitment symposia sponsorship to The Rebedeau Group.

 

B)  Texas A&M – October 2001 Symposium

Upon a MOTION duly carried, the invitation for MSA representative Ann Goldstein to attend was approved with expense not to exceed $300.

 

C) Upon MOTION duly carried, there will be a 1-year trial of the 3-day rotation of poster presentations at the 2002 Conference in Quebec City.

 

 

29.  ADJOURNMENT

 

There being no further business, the meeting was adjourned at 4:30pm.

 

 

Council held a session on Wednesday, August 8, 2001 and carried three (3) motions as follows:

 

1.         Upon a MOTION duly carried, MSA Council reaffirms its intent to offer John H. L. Watson Scholarship awards to students from Latin America for attendance at the San Antonio Meeting of Microscopy & Microanalysis in 2003 in conjunction with CIASEM.

 

2.         Upon a MOTION duly carried, representatives of MSA will extend an invitation to the Australian microscopy societies for the M&M 2005 meeting in Hawaii.  Other Pacific Rim microscopy societies will be notified of the dates of the Hawaii meeting and invited to participate in the scientific program.

 

3.         Upon a MOTION duly carried, MSA Council invites the sustaining members to select two (2) representatives from the commercial sector, preferably one representing larger companies and one representing smaller companies, to attend official council meetings as ex-officio non-voting members.  MSA will help defer the travel costs as necessary.