***UNAPPROVED DRAFT 8/16/02***

2. SECRETARY’S REPORT (J. Woodward)

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

Upon a MOTION duly carried, the minutes of Winter Council 2002 were approved with two corrections:

23. E Project MICRO- C. Schooley

“A budget request was made for up to $1200 to cover travel expenses (from Ontario to Quebec City) and 2-day registration of a person who will potentially head up Project MICRO in Canada. It was suggested that if MSA provided registration, some of the travel should be shared by the Canadian Microscopy Society.

Upon a MOTION duly carried, Council authorizes three nights lodging and registration fee waived for travel of potential Canadian Project MICRO facilitator to M&M 2002 in Quebec City.”

35. Bylaws Committee

“Upon a MOTION duly carried, the Bylaws of the Microscopy Society of America, Article XI, Amendments, Section 1, ‘This subcommittee shall consist of three members including the Secretary, as Chair, the Chair of the Long Range Planning Committee, and the President (as an ex officio member’, be reworded to reflect the abolition of the long range planning committee and all of Article XI, Amendments, Section 1 be put forth and suspended per Article XI, Amendments, Section 2 until the Annual Business Meeting in August, 2002.”

3. TREASURER’S REPORT (K. B. Alexander)

Overheads were presented of the 2002 financials and equity plotting including the purchase of Microscopy Today. Society goal of WC99 to have reserves of $750,000 in 10 years appears to be on target. Both M&M 2002 and Microscopy Today are expected to show a profit.

Also presented was the proposed 2003 budget and suggested format to be used for further discussion and final approval on August 4, 2002. It was noted that the reallocation of the Call for Papers would help pay for Microscopy Today.

There was discussion of the complexity of determining M&M co-sponsorship shares and it was recommended that no commitments be made at this time for the 2005 program in Honolulu.

Upon a MOTION duly carried, it was approved that Kathleen Alexander chair an ad hoc committee of three to four people, including Jay Jerome, Nestor Zaluzec and a representative from the Microbeam Analysis Society (MAS), to encourage joint meetings and to recommend at Winter Council 2003 a policy for sharing meeting net revenue with joining societies.

4. BUSINESS OFFICE REPORT (P. Lesser/J. Janes)

Phil Lesser reviewed two types of insurance coverage that the Society carries.

1) MSA carries general liability insurance with Zurich Insurance Group in the amount of $2,000,000 aggregate that includes $1,000,000 personal & advertising injury. It was recommended that the Microscopy Today editor’s office, although already covered, be specifically named on the policy in addition to the Business Office.

2) MSA carries Association Professional Liability Insurance (APLI) for Non-Profit Associations with Chicago Insurance Group in the amount of $1,000,000 annual aggregate. This policy covers the Society, council members, staff, committee members, volunteers and employees.

Detailed information on this insurance coverage can be obtained from the Business Office.

Judy Janes presented two action items for Council approval.

Upon a MOTION duly carried, the list of 157 new/reinstated members was approved.

Upon a MOTION duly carried, Emeritus status was approved for Charles Buiocchi, Charles Holifield, Phillip Tate, and Rosemary Walsh.

Written report reviewed; discussion about emeritus status eligibility prompted questions about eligibility for other types of membership; clarification was made concerning a number of established policies including complimentary (6mo. -1 year) memberships for invited speakers.

Regarding the Lehigh project, 49 attendees registered in 2001 for a free 6-month membership to MSA; 20% have renewed their memberships for 2002.

Janes reported on the April 30, 2002 workshop that the Business Office hosted to help improve M&M accountability. In attendance were Monica Eggers and Mary Beth Rebedeau, Meeting Manager’s office; Judy Janes, Cindy Clark and Vicki Garza, Business Office. Some of the topics discussed were documentation, coding of invoices, wire transfers and procedures for handling complimentary hotel and registrations. Also discussed was the need to keep the Council liaisons in the loop.

5. MICROSCOPY & MICROANALYSIS 2002 (E.Voelkl/P.Charest/M.B. Rebedeau)

Program – E. Voelkl

Written report reviewed. Voelkl talked about the challenges he encountered with the electronic submission and the difficulty of working with three data bases that didn’t agree.

President Erlandsen congratulated Voelkl for his leadership in setting up the electronic submission of abstracts. Andrew Hon and Nestor Zaluzec were also recognized for their contributions to make the Internet submission work.

Upon a MOTION duly carried, a congratulatory letter will be sent to Hon for his efforts.

Local Arrangements Committee – P. Charest

Charest reviewed the scheduled functions for the week and thanked both the Business Office and Meeting Manager for their assistance. Charest suggested that attendees pick up a Visitor Tax Refund order form to turn in before leaving Canada in order to receive a refund on goods & services taxes paid during their stay.

Charest commented that the special session of past and future Program and Local Arrangements Committee chairs held at Winter Council 2002 in Savannah was most helpful and suggested that this type of meeting be repeated.

Symposia Sponsorships – M. B. Rebedeau

Written report reviewed; Rebedeau distributed a call report of responses of solicitations and list of pledges totaling $16,250.

Upon a MOTION duly carried, solicitation of all sponsorships will be handled by the Meeting Manager for M&M 2003 and M&M 2004.

6. MICROSCOPY & MICROANALYSIS 2003 (D. Piston/E. Osten/M. B. Rebedeau)

Program – D. Piston

Written report reviewed; Piston commented on the substantial growth of number of symposia expected for the 2003 meeting and requested that the Council consider an adjustment to the approved budget of $127,800. It was pointed out that $6,000 was pre-approved at Winter Council 2002 for 2003 CIASEM pre-meeting workshop. As a workshop, it will go under the Education Committee budget (to be discussed later).

The pre-meeting will be sponsored by the Optical Imaging Association (OPIA) and organized by Gerard Marriott.

Piston recommended further discussion about abstracts to be printed in the 2003 Proceedings as there was a huge page overrun in the 2002 Proceedings. The plan for 2003 Proceedings is to provide the index and introductory information in print with a CD in a pocket.

Presidential Reception -Alwyn Eades

It was clarified that the Microbeam Analysis Society’s (MAS) Presidential Happenings was not part of the meeting budget. Alwyn Eades presented his idea that in lieu of a Presidential Reception, to have a party with a Latin flavor on Wednesday evening during M&M 2003 to which everyone would be invited. It was suggested to have a cash bar, but each attendee would be given one drink ticket. (See item 25 re budget)

[At 12:00 pm all but Council excused for private session; the Council Meeting reconvened at 1:20pm]

Local Arrangements Committee – E. Osten

Upon a MOTION duly carried with one abstention, Ev Osten was appointed 2003 Local Arrangements Committee Chair; and Dwight Erickson appointed 2003 Local Arrangements Committee Treasurer.

Ev Osten displayed the logo for M&M 2003 and discussed the venues for Sunday and Wednesday nights.

7. MICROSCOPY & MICROANALYSIS 2004

Upon a MOTION duly carried with two abstentions, Sara Miller was appointed 2004 Local Arrangements Committee Chair, and Janet Woodward was appointed 2004 Local Arrangements Committee Treasurer.

Sara Miller stated that the Savannah Convention Center has notified MSA that only one water taxi will be available for transportation across the river to the other meeting hotels. The Meeting Manager and Sara Miller are looking into the Center picking up the cost for bussing.

8. MICROSCOPY & MICROANALYSIS 2005

Upon a MOTION duly carried, Robert Price was appointed 2005 Program Chair; Tina Carvalho was appointed 2005 Local Arrangements Committee Co-Chair and Marilyn Dunlap was appointed 2005 Local Arrangements Committee Co-Chair.

9. MARKETING & COMMUNICATIONS – P. Fischione/T.Kelly

Written report reviewed; Fischione expects to attend ICEM in Durban in September 2002 to help build support for the Society.

Membership is down by 150 members: 2607 as of 7/31/02, down from 2759 on 7/31/01. One of the initiatives put in place to increase membership will be that Microscopy Today will carry a tear-out membership application.

As of 7/31/02 540 members were dropped. Fischione is again considering recruiting Emeritus members to contact the members at risk in an attempt to reinstate these memberships.

Fischione is still recruiting the names of other schools so that MSA can initiate a similar membership drive as was done at Lehigh.

Fischione has been working with A to Z Communications for ideas for a new MSA logo. Thirty sample logos were posted in the room for review. No action taken.

Tom Kelly commented on the future of M&M meetings – the focus may need to change from instrumentation to actual application. For example, a current hot area is nanotechnology.

10. TASK FORCE ON ELECTRONIC BUSINESS INTEGRATION (J. Mansfield)

Mansfield reported on his teleconference with Chris McKeachie of Bostrom and subsequent meeting in Quebec City to work with Nestor Zaluzec and task force to make website improvements and discuss data base integration. (McKeachie was introduced at the Council Meeting on Sunday). Zaluzec will develop information as to what it would cost for co-hosting the website and will develop a proposal to be considered at Winter Council 2003.

11. TECHNOLOGISTS’ FORUM – (J. Killius)

Killius gave details of 20^th Anniversary Luncheon scheduled for Wed., August 7, 2002 with guest speaker Ron Anderson; and reminded Council to purchase tickets.

Killius announced the Outstanding Technologist Award will be presented to Jose Mascorro and congratulated Professional Technical Staff Award winners Richard Mount, Marilyn Wadsworth, Don Steel and Donald Robertson.

Killius’ recommendation of Cathy Johnson to serve as Technologists’ Forum Chair starting in 2003 was accepted. Jeanette Killius was congratulated and acknowledged for her service.

12. FOCUSED INTEREST GROUPS (R.Albrecht/E. Osten)

Written report reviewed. Ralph Albrecht commented on how the FIGs well-attended sessions serve to attract the membership to the annual meetings and urged Council to recognize their importance and relevance to the Society. One of the concepts for increased membership from Ralph Albrecht and Barry Carter was the Focused Interest Group. The Technologists’ Forum is an excellent example of how the organization of a FIG boosted membership. Tech Forum’s membership is rising (now celebrating 20^th anniversary) but the overall MSA membership has been declining (with a loss of approximately $135,000 in dues from when the Society held 4,000-5,000 memberships).

The five existing FIGs are: MicroCorrosion Casting, Fred Hossler, Chair

Biomaterials, Steve Eppell

FIB (Focused Ion Beam), Lucille Giannuzzi, Chair

Atom Probe Field Ion Microscope, David J. Larson, Chair

Pharmaceuticals, Beverly Maleeff, Chair

Upon a MOTION duly carried, Council accepted the Materials Research in an Aberration-Free Environment (Christian Kisielowski, Chair) as an MSA Focused Interest Group for M&M 2003.

13. EDUCATION COMMITTEE (M.G. Burke/J. Jerome)

Written report reviewed; Pam Lloyd was complimented for her service to MSA in setting up the MSA Megabooth.

Upon a MOTION duly carried, MSA will provide as needed a travel allowance to include transportation to and from the Meeting, and three days accommodations and living expenses for the Megabooth Coordinator.

14. LOCAL AFFILIATED SOCIETIES (E. Osten)

Written report reviewed. Ev Osten stated that LASs are healthy; they are requesting guest speakers but are not requesting funding. Nestor reminded all that the MSA website could be a host to any LAS that needs a home.

Osten announced that the election of a new Director-Local Affiliated Societies to serve 2003-2005 would take place at the 2002 LAS Breakfast Meeting on August 6. The two nominated for this position are Pat Stranen Connelly and Stuart McKernan.

15. LEGAL LIAISON (P. Ingram)

Written report distributed. President Erlandsen congratulated both Peter Ingram and Barry Carter for initiating the project that led to the purchase of Microscopy Today on April 1, 2002.

16. MICROSCOPY TODAY (R. Anderson/S. Erlandsen)

Anderson asked Council to consider an ad incentive program similar to Microscopy and Microanalysis where advertisers who purchase 3 consecutive ads can repeat the 3^rd ad on the opposite side. No action taken.

There was discussion about raising the dues of international member to now take care of shipping Microscopy Today outside of North America. No action taken.

There was discussion about putting Microscopy Today online. No action taken.

The meeting recessed at 4:45 pm and reconvened at 8:00 am on Sunday, August 4, 2002 with a quorum present.

17. PUBLIC POLICY (P. Ingram/S. Miller)

Written reported distributed. Peter Ingram announced the three sessions dealing with legal and ethical issues associated with digital imaging that are scheduled to take place at M&M 2002.

President Erlandsen congratulated Peter Ingram for his service as Public Policy Committee chair.

18. SUSTAINING MEMBERS (D. Masaki/T.Kelly)

Written report reviewed; expressed concern that the MSA Megabooth blocked some of the exhibitors who paid for prime space.

Budget request to purchase signs for M&M 2003 booths to identify the MSA Sustaining Members was reviewed. In addition to presenting new sustaining members with plaques at the SM breakfast, Masaki would like to acknowledge long-time sustaining members (10 to 20 yr.) at M&M 2003. It was also suggested that signs or plaques could be used to identify new exhibitors.

Council was asked to allow Sustaining members to have the option of getting an electronic membership list or pressure-sensitive labels for their complimentary rental (one of the benefits of membership).

Ron Anderson suggested to use the same house that he uses for Microscopy Today – that way we could provide the list free but sustaining members would not have access to the membership list. Masaki will bring up at the Sustaining Member Breakfast on Wednesday, August 7, 2002 to see if there’s interest in making a proposal at Winter Council 2003.

19. INTERNATIONAL COMMITTEE (C. B. Carter/A. Eades)

Written report reviewed; request complimentary MSA memberships for up to 20 scientists outside North America –cost of up to $1260.

The site for ICEM 2006 is between Japan, China, Australia and Chicago. For 2010, Vancouver is being considered as a possible site.

20. PLACEMENT OFFICE (P. Lloyd/J. Mansfield)

Pam Lloyd was very pleased with the Megabooth; and thanked the Meeting Manager for the high visibility and the Business Office for help with shipping and accounting.

Placement Office continues to be profitable. Ads for the MSA website are $300 and $150 for sustaining members. It was suggested that the Placement Office purchase a promotional ad in Microscopy Today to generate additional placement interest. Nestor Zaluzec will be working on a resume form for members to use when they are looking for a job.

21. ARCHIVES (M. Marko/S. Samuelsson)

President Erlandsen thanked Marko for his enthusiasm and fine presentation of commemorative posters in the entrance of the convention center. There were comments that Mrs. McCrone was extremely delighted and very touched with the sign paying tribute to Walter McCrone. Michael Marko, Charles Lyman and David Joy have been interviewing those who don’t normally come to meetings anymore (a continuation of 1992). Marko has over 100 hrs. of tape from Sterling Newberry of the 50^th anniversary condensed to 2 hr. and is proposing transferring the tape to DVD. Marko has also purchased a Sony camcorder for Society use.

Marko was contacted by a former MSA Secretary (1967-1970) who has materials he would like to turn over. Janet Woodward will work with Marko to determine if storage will be provided.

22. CERTIFICATION BOARD (J. Chandler/S. Samuelsson)

Written report reviewed; six applicants were certified in 2002. The Certification Board is now revamping written exam to include digital imaging. Chandler continues to manage the Technologists’ Forum online membership directory and the Certification Board on the website.

23. AWARDS COMMITTEE (J. Bentley/J. Mansfield)

Written report distributed; Royal Microscopical Society travel scholarship of $1,000 has been awarded to Ivan Smalyukh of Kent State University. Bentley asked Council to consider using John H. L. Watson Memorial Scholarships unassigned funds up to $3250 to distribute to worthy attendees of ICEM –15.

There was discussion about which Council representatives participate in poster judging and was deferred to Winter Council 2003. At that time, Jim Bentley will present his recommendations for judging participants.

24. NOMINATING COMMITTEE (R. Anderson)

There was discussion regarding getting the President-Elect nominations back “in sync”; e.g. Biological past President recommending Biological President-Elect. No action as to how this year’s nominations will proceed. Further discussions will be held.

25. 2003 BUDGET (K. Alexander)

Draft budget for calendar year 2003 was reviewed along with funding requests from Committees.

Clarification was made as to the accounting for the purchase of MT. The Call for Papers budget will remain in the meeting budget even though Ron Anderson is now handling this.

Upon a MOTION duly carried, Council approved the 2003 budget of $12,070.

Upon a MOTION duly carried, an additional $2100 was approved for the Presidential Reception Fiscal Year 2003 budget, for a total of $7,500.

Upon a MOTION duly carried, Council approved an overspend to of $8,000 to Fiscal Year 2003 Invited Speaker budget.

[Immediately following lunch, members of the Microbeam Analysis Society (MAS) and the Microscopical Society of Canada (MSC) joined the MSA Council for discussions concerning publications.]

26. PUBLICATIONS

Microscopy & Microanalysis – C. Lyman

Overheads presented of written report; Lyman pointed out the growth of MIMI impact factor, which is now at 2.11. Applied to Medline indexing service, waiting for final approval. Net Notes will stay in journal for now instead of Microscopy Today.

The Australian Microscopy & Microanalysis Society voted for affiliation and the Scandinavian Society for Electron Microscopy is considering same.

Cambridge University Press – E. Barnas

Barnas commented on the current institutional subscriptions. There are 36 from North America, 20 from the United Kingdom & Europe, 9 from Japan and 1 individual in North America.

2002 Proceedings

Upon a MOTION duly carried, due to the many errors between the hard copy of the Proceedings, the CD-ROM, and the online version, the release of the on-line version be delayed until everything is reconciled.

Upon a MOTION duly carried, Cambridge will have the corrected papers added as an erratum to next year’s CD-ROM.

2003 Proceedings

There was considerable discussion about how the Proceedings should be handled for 2003. Some of the suggested options were: 1) print all invited papers, 2) print limited number of invited papers (just those that are on time), 3) print no abstracts, and 4) combine EXPO with Proceedings front matter.

Upon a MOTION duly carried, the Program Chair shall determine the number of papers to be printed within the constraints of the $127,800 budget. (See item 25 for additional budget information.)

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

Baltimore and Providence are being considered for M&M 2009. Janet Woodward and an MAS co-chair will look at floor plans and make a recommendation at Winter Council 2003.

Vancouver is being considered for M&M 2010 to tie in with the ICEM meeting scheduled that year. The size of the convention center was questioned as being sufficient to hold an ICEM meeting. The Meeting Manager needs to get with the Seattle group regarding required space.

28. OTHER BUSINESS

Edgar Voelkl advised Council that an Oak Ridge potential registrant was denied travel because M&M 2002 is being held in a foreign country.

Upon a MOTION duly carried, MSA president will write a letter expressing displeasure at the decision to disallow travel to M&M 2002 because it is not being held in the United States.

President-Elect Alwyn Eades will be making a recommendation of a Program Chair for 2006. Council was asked to send Eades suggestions within two weeks.

There were questions raised about how to handle registrations for CIASEM because CIASEM does not have strict membership guidelines.

Upon a MOTION duly carried, for M&M 2003 registration, anyone from the Western Hemisphere, south of the Rio Grande, will be considered a member of CIASEM.

29. ADJOURNMENT

There being no further business, the meeting was adjourned at 5:00 pm.

[Immediately following adjournment of the Council Meeting, Council held a closed session].

Closed session:

Council discussed issues regarding increasing the dues of international members to take care of shipping Microscopy Today outside of North America and issues regarding the contract for Microscopy Today’s Editor.

Upon a Motion duly carried, paragraphs 18 and 34 of the Editor’s contract will be amended to remove mailing and blow-in services as the editor’s compensation in exchange for subscription list maintenance.

Upon a Motion duly carried, paragraph 17 of the Editor’s contract will be amended to add the sum of $100 per month to the editor as additional compensation for subscription maintenance.

Upon a Motion duly carried, the fees for international MSA members will not be increased at this time. Council does request data on the cost of shipment, etc.

Elected Officers Present:	Appointed Officers & Guests Present:

Stanley Erlandsen, President	Ralph Albrecht, FIG and Undergraduate Research
Alwyn Eades, President-Elect	Scholarship Program Chair
Ken Downing, Past President	Ron Anderson, Microscopy Today Editor
Janet Woodward, Secretary	Ed Barnas, Cambridge University Press
Kathleen Alexander, Treasurer	James Bentley, Awards Chair
Jay Jerome	Michael Bode, Sustaining Member Committee
Thomas Kelly	John Bruley, 2004 Program Chair
John Mansfield	Mary Grace Burke, Education Committee Chair
Sara Miller	C. Barry Carter, International Committee Chair
Ev Osten	John Chandler, Certification Board Chair
Steve Samuelsson	Pierre Charest, 2002 LAC Chair
Nestor Zaluzec	Paul Fischione, Mktg. & Communications Chair
Peter Ingram, Legal Liaison & Public Policy Chair
Staff Present:	Cathy Johnson, MAS Sustaining Members Chair
Jeanette Killius, Technologists’ Forum Chair
Phil Lesser, Managing Director	Pamela Lloyd, Placement Office Chair
Judy Janes, Administrative Manager	Charles Lyman, Journal Editor
Mary Beth Rebedeau, Meeting Manager	Michael Marko, Archivist
Beverly Maleeff
Dennis Masaki, Sustaining Members Comm. Chair
Stuart McKernan, Proceedings Editor
Dave Piston, 2003 Program Chair
Robert Price, 2005 Program Chair
Caroline Schooley, Project MICRO Coordinator
Guillermo Solorzano, 2003 CIASEM Co-Chair
Edgar Voelkl, 2002 Program Chair

August 3-4, 2002

Stanley Erlandsen, President

Ralph Albrecht, FIG and Undergraduate Research

Phil Lesser, Managing Director

Pamela Lloyd, Placement Office Chair