Draft by BO 8/18/03
Submitted to Secretary 8/22/03
Secretary Approval 8/25/03
Sent to Webmaster for Posting 9/3/03

Elected Officers Present:
Alwyn Eades, President
Sara Miller, President-Elect
Stanley Erlandsen, Past President
Janet Woodward, Secretary
Kathleen Alexander, Treasurer
Jay Jerome
Jeanette Killius
John Mansfield
Stuart McKernan
Michael O'Keefe
Steve Samuelsson
Nestor Zaluzec

Appointed Officers & Guests Present:
Ron Anderson, Microscopy Today Editor
G. W. (Bill) Bailey
Ed Barnas, Cambridge University Press
James Bentley, Awards Committee Chair
Michael Bode, Sustaining Members Committee
Mary Grace Burke, Education Committee Chair
C. Barry Carter, International Committee Chair
Tina Carvalho, M&M 2005 LAC Co-Chair
John Chandler, Certification Board Chair
Marilyn Dunlap, M&M 2005 LAC Co-Chair
Dwight Erickson, M&M 2003 LAC Treasurer
Edgar Etz, MAS President
Paul Fischione, Marketing & Comm. Chair
Raynald Gauvin, MSC President
William Gunning, EXPO Editor
Elaine Humphrey, Microscopical Society of Canada
Peter Ingram, Public Policy Chair & Legal Liaison
Paul Kotula, M&M 2006 Program Chair
Charles Lyman, Microscopy and Microanalysis Editor-in-Chief
Beverly Maleeff
Michael Marko, Archivist
Dennis Masaki, Sustaining Members Chair
Ev Osten, M&M 2003 LAC Chair
Dave Piston, M&M 2003 Program Chair
Robert Price, M&M 2005 Program Chair
Caroline Schooley, Project MICRO Coordinator
Robert Simmons, M&M 2004 LAC Committee
Guillermo Solorzano, CIASEM President

Staff Present:
Judy Janes, Business Office Administrator
Philip Lesser, Business Office Managing Director
Monica Eggers, Meeting Manager
Bud Rebedeau, Meeting Manager

1. CALL TO ORDER

The meeting was called to order at 8:12 am, August 2, 2003, and a quorum was recognized. President Eades welcomed those present and all attendees introduced themselves.

2. SECRETARY'S REPORT (J. Woodward)

Written report was reviewed. The Meeting Minutes of Winter Council 2003 were reviewed. There being no modifications, the minutes stand as written.

3. TREASURER'S REPORT (K. Alexander)

A budget summary from M&M 2002 was presented. Final audited numbers were larger than the disbursement basis; therefore, MAS, MSC and IMS will each receive an additional co-share payment.

A graph of net equity was presented. There was discussion as to how the investment of funds in the purchase of Microscopy Today has affected the equity status.

Alexander explained the budget process wherein the M&M 2004 Meeting budget approved at Winter Council 2003 would remain fixed and that the committee proposed budgets would be reviewed throughout the Council meeting with final approval on August 3, 2003.

4. REVIEW OF LIAISON AND COMMITTEE CHAIR ASSIGNMENTS (A. Eades)

President Eades thanked Sara Miller for her involvement with leadership recommendations for 2004.

RESOLUTION carried as follows: Be it resolved that the 2004 Committee Chair appointments be approved:

Marketing & Communications Paul Fischione (2004-2006)
Legal Liaison Peter Ingram (2004-2006)
Awards William Gunning (2004-2006)
International Luisa Amelia Dempere (2004-2006)
Sustaining Members Michael Bode (2004-2006)

It was agreed that Sara Miller's suggestion of clarifying officer, liaison and committee chair responsibilities be documented and then included in the Council Handbook for 2004. President Eades also suggested that Council members have a list of all MSA delegates to various national/international organizations.

5. MICROSCOPY & MICROANALYSIS (M&M) 2003 (D. Piston/E. Osten)

A) Program Committee (Dave Piston)
Written report reviewed. Piston suggested improvements be made in the following areas: the requirement of a two-page abstract, the limitations on reimbursement, and database integration.

(B) Local Arrangements Committee (Ev Osten/Dwight Erickson)
Written report reviewed. President Eades congratulated both Ev Osten and Dwight Erickson for taking on the local arrangements charge at the last minute.
It was clarified that the co-sponsoring societies will share in the Latin Fiesta expenses since it is a part of the M&M budget.

C) Meeting Manager (Bud Rebedeau/Monica Eggers)
It was reported that the exhibit space for M&M 2003 was completely sold out. Meeting Manager will furnish list of new exhibitors.

6. MICROSCOPY & MICROANALYSIS (M&M) 2004 (I. Anderson/S. Miller)

A) Program Committee (Ian Anderson)
Written report reviewed. There was further discussion about alternatives to the two-page abstract. It was suggested that Ian Anderson put forth alternatives for Council consideration on Sunday, August 3, 2003.

B) Local Arrangements Committee (Sara Miller)
Written report reviewed. There was discussion about planning the traditional exclusive Presidential Reception or changing it to an all-inclusive reception such as the M&M 2003 Latin Fiesta. A non-binding straw vote indicated that traditional presidential reception is preferred.

7. MICROSCOPY & MICROANALYSIS (M&M) 2005 (B. Price/T. Carvalho, M. Dunlap)

A) Program Committee (Bob Price)
Written report reviewed. No action taken.

B) Local Arrangements Committee (Tina Carvalho/Marilyn Dunlap)
Written report distributed and reviewed. It was reported that there is a real potential for a local affiliated society in Hawaii.

8. MICROSCOPY & MICROANALYSIS (M&M) 2006

It was agreed that Sara Miller would appoint the 2006 LAC Chair.

9. POLICY FOR THE FUTURE OF MSA (A. Eades)

A) Co-sponsorship of the Annual Meeting (Alwyn Eades)
Upon a MOTION duly carried, the International Metallographic Society (IMS) will cosponsor Microscopy & Microanalysis from 2004 through and including 2010.

B) Liaison for the Business Office and the Meeting Manager (Judy Janes/Phil Lesser)
RESOLUTION carried as follows: Be it resolved that the liaison for the Business Office and the Meeting Manager should be someone with experience with the operation of the Society and is appointed by Council for a 3-year term.

C) MSA and MAS (John Mansfield)
Written report distributed and reviewed. There was a discussion on divisions vs. FIGs. It was stated that any "merge model" would have to work for any future merger.

D) Data Handling and the Web Site (Jay Jerome)
RESOLUTION carried as follows: Be it resolved that a committee of three be created to draw up a specification for the first phase of implementing a centralized database for all MSA functions, and to solicit quotations.

The task force shall include Nestor Zaluzec (as chair), Jay Jerome and Stuart McKernan.

E) Work Plans (Judy Janes/Phil Lesser)
Written report reviewed. Lesser and Janes commented on the need for strategic direction as a society and to establish priorities; and to provide job descriptions for officers, council members and committee chairs.

[The open meeting recessed at 2:30 p.m. for a closed Council session and reconvened at 3:45 p.m.]

10. RESOLUTIONS PENDING (A. Eades)

A) RESOLUTION carried as follows: Be it resolved that any proposal for symposium named in honor of a person, in the future, is to be submitted to the program committee who will make recommendations to Council who must approve such naming.

B) A recommendation was made that a task force of past program chairs be set up to develop a set of recommendations for symposium chairs to help them decide as to how many invited speakers to have in their symposia; and to include those recommendations in the Annual Meeting Guidelines; no action taken.

C)RESOLUTION carried as follows: Be it resolved that, in years where there is no spouses program, there be no special registrations fee for spouses/guests. In years where there is a spouses program, registrants in the spouse/guest category shall not be admitted to the symposia.

D)A recommendation was made to the program committee that in the letter of invitation to invited speakers for the Microscopy & Microanalysis meeting, it shall say that invited speakers, in addition to their platform presentation, are encouraged (but not obliged) to display a poster at the corresponding poster session and to be present at the poster session for their symposium. No action taken.

11. PUBLICATIONS

A) Microscopy and Microanalysis (Charles Lyman)
Written report reviewed.

RESOLUTION carried as follows: Be it resolved that new institutional subscription rates of $550 for both print and online access, proposed by Cambridge University Press, be approved for 2004 and beyond.

B) Proceedings (Stuart McKernan)
Written report distributed and reviewed.

C) Publisher (Ed Barnas)
Written report distributed and reviewed.

Upon a MOTION duly carried, it was approved for Cambridge University Press to increase advertising rates 2-3%.

D) EXPO (Bill Gunning)
A verbal was given.

E) Book Series (Barry Carter)
RESOLUTION carried as follows: Be it resolved that the proposal to Cambridge University Press to publish a book series for the publication of textbooks and monographs in the general area of microscopy be approved as written.

If proposal is approved, be it resolved that the Acquisition editor will recommend to the Press syndicate that Cambridge University Press offer the Managing Editors and Series Editors contracts and formally launch the series. If the proposal is not accepted by CUP, then MSA will offer it to other publishers.

E) Microscopy Today (Ron Anderson)
Written report reviewed.

Rescind resolution made at 2003 Winter Council to charge MSA member outside North America $35/yer after 1/1/04.

RESOLUTION carried as follows: Be it resolved that MSA members, wherever they live, receive Microscopy Today without charge.

[The meeting recessed at 6:05pm and reconvened at 8:07am on Sunday, August 3, 2003 with a quorum present.]

12. EDUCATION COMMITTEE (Burke/Jerome)

Digital Imaging (Burke) The MSA position on digital imaging that was modified and then recommended at 2003 Winter Council was taken back to the Education Committee who further modified it.

RESOLUTION carried as follows: Be it resolved that the MSA position on digital image processing be approved as follows:
"Ethical digital imaging requires that the original uncompressed image file be stored on archival media (e.g., CD-R) without any image manipulation or processing operation. All parameters of the production and acquisition of this file, as well as any subsequent processing steps, must be documented and reported to ensure reproducibility.
Generally, acceptable (non-reportable) imaging operations include gamma correction, histogram stretching, and brightness and contrast adjustments. All other operations (such as Unsharp-Masking, Gaussian Blur, etc.) must be directly identified by the author as part of the experimental methodology. However, for diffraction data or any other image data that is used for subsequent quantification, all imaging operations must be reported."
B) Short Courses (Mansfield)
There was discussion on producing a set of guidelines on developing Short Courses for Microscopy & Microanalysis meetings. The guidelines are to be made available to co-sponsoring societies and will be posted on the web site.
Nestor Zaluzec will collect all MSA guidelines and turn them into pdf files for the web.

13. NOMINATING COMMITTEE (S. Erlandsen)
Candidates are lined up for fall election for the positions of President-Elect, Director, Biological Sciences and Director, Physical Sciences. It was suggested that summer council meetings take place on Friday and Saturday, instead of Saturday and Sunday, so that council meeting attendees can attend short courses and pre-meeting workshops.

14. FOCUSED INTEREST GROUPS (J. Jerome)
Jerome would like to go on record that the FIGs need to be restructured. Ian Anderson did state that a couple of FIGs have had the same organizer each year. It was the original intent of the FIGs to have people rotate through positions every two years.
It was announced that Michael O'Keefe would be the council liaison to the FIGs committee.

15. LOCAL AFFILIATED SOCIETIES (S. McKernan)
Written report distributed and reviewed.
RESOLUTION carried as follows: Be it resolved that the Capital District Microscopy and Microanalysis Society (CDMMS) be approved as an MSA affiliated society.

16. MARKETING & COMMUNICATIONS (P. Fischione/J. Killius)
Written report reviewed.
RESOLUTION carried as follows: Be it resolved that 147 new/reinstated members since Winter Council in Tab 17 of Council book be approved.
RESOLUTION carried as follows: Be it resolved that Emeritus status be approved for Joyce Craig, member since 1982; and Ulla Jarlfors, member since 1984; both retired in 2003.
RESOLUTION not carried that invited speakers (who get membership in MSA from 8/31-12/31 as a result of being invited) be advised that they are not eligible to register at the following Microscopy & Microanalysis meeting at the member rate unless they renew their membership.
RESOLUTION carried as follows: Be it resolved that non-member invited speakers to M&M receive complimentary membership from the start of the meeting to the end of the following year.

17. TASK FOR ON ELECTRONIC BUSINESS INTEGRATION (J. Mansfield)
Written report distributed; Nestor Zaluzec, Jay Jerome and Stuart McKernan agreed to continue the work of the task force that was organized in 2001.

18. TECHNOLOGISTS' FORUM (J. Killius)
Written report reviewed. No action taken.

19. ABSTRACT SUBMISSION GUIDELINES FOR M&M 2004 (I. Anderson)
There was further discussion about the requirement of a 2-page abstract and several options were presented for review.
Upon a MOTION duly carried, the 2-page abstract will be continued but the program chair, under the advice of the symposia chairs, has authority to waive the 2-page abstract requirement for invited speakers a) if a _+ page abstract submitted instead, and b) if the attendance of key speakers, who would otherwise not attend, could strengthen the meeting.
Anderson will provide feedback at the 2004 Winter Council Meeting.
20. PUBLIC POLICY AND LEGAL LIAISON (P. Ingram)
Public Policy -Written report distributed and reviewed; no action taken.

21. SUSTAINING MEMBERS (D. Masaki/M. O'Keefe)
Written report reviewed; no action taken. President Eades congratulated Dennis Masaki for his service to MSA as Sustaining Member chair and introduced Michael Bode who will chair the committee in 2004.

22. INTERNATIONAL COMMITTEE (C. B. Carter/S. McKernan)
Written report reviewed. It was suggested that a mechanism be put in place to invite the IFSM president, vice president and secretary general to the M&M annual meeting in November of the preceding year. President Eades asked for assistance from the International Committee to ensure good attendance from Korea, Japan and other Pacific-rim countries for M&M 2005 in Honolulu.
RESOLUTION carried as follows: Be it resolved that Luisa Amelia Dempere and Jose Mascorro be appointed to attend the 2005 CIASEM meeting in Cuba, with Gracie Burke as the alternate.
Carter will continue as IFSM liaison to Council.
President Eades congratulated C. Barry Carter for his service to MSA as International Committee chair and announced that Luisa Amelia Dempere will chair the committee in 2004

23. PLACEMENT (P. Lloyd/J. Mansfield)
Written report reviewed; no action taken.

24. ARCHIVIST (M. Marko/S. Samuelsson)
Written report reviewed. There was discussion of the disposition of MSA records.
RESOLUTION carried as follows: Be it resolved that the National Museum of Health and Medicine (NMHM) retain the EMSA material it already has.
It was recommended that within not less than 8 to 10 years, the materials in the MSA archives relating to EMSA (i.e. up to the name change in 1993) be transferred to NMHM, subject to negotiation.

25. CERTIFICATION BOARD (J.Chandler/S. Samuelsson)
Written report reviewed; no action taken.

26. AWARDS (J. Bentley/J. Mansfield)
Written report reviewed. Jim Bentley would like clarification as to where the $1500 student RMS/MSA exchange goes into the budget.
RESOLUTION carried as follows: Be it resolved that in the Microscopy & Microanalysis Program, winners of MSA Presidential Student Awards and MAS Distinguished Scholar Awards shall be so identified in a format similar to that for invited speakers.
President Eades congratulated Jim Bentley for his service as Awards Committee Chair for the past 3 years. It was announced that Bill Gunning will serve as Awards Committee chair starting in 2004.

27. JOINT LUNCHEON WITH MICROBEAM ANALYSIS SOCIETY AND OTHER GUESTS
President Eades opened the meeting followed by comments from Edgar Etz of MAS and Guillermo Solorzano of CIASEM.
It was announced that the Microscopical Society of Canada (MSC), as co-sponsor for M&M 2002 would receive a 10% share of M&M 2002 net surplus in line with decision of 2001 Summer Council meeting.
After a review of the final audited figures of M&M 2002, it was decided that additional monies will be sent to the Microbeam Analysis Society, Microscopical Society of Canada and the International Metallographic Society in addition to the co-shares already disbursed.
There was a question regarding full disclosure of meeting monies. Eades stated that each president of a joining society should get a copy of MSA's winter Council and summer Council handbooks in addition to the final audit report.
Ian Anderson presented one possible merge model for the two societies.

28. APPROVAL OF 2004 BUDGET (K. Alexander)
Draft budget for calendar year 2004 was reviewed along with funding requests from committees. Clarification was made as to the payoff of Microscopy Today depreciating over a 5-year period.
Upon a MOTION duly carried, Council approved the 2004 budget of ($105,972).

29. BUSINESS OFFICE REPORT (J. Janes)
Written report reviewed; Janes highlighted new activity in recent 6-month period, and those activities performed for increased M&M accountability. Janes referenced Bostrom's extended Winter Council report that was presented during the annual review and reviewed the Bostrom recommendations for work plans for liaisons and committee chairs.

30. FUTURE SITES (M. Eggers)
Written report reviewed.
Upon a MOTION duly carried, Baltimore will be the site for M&M 2009.
Upon a MOTION duly carried, provisional approval for Vancouver as the site for M&M 2010, subject to further information presented at 2004 Winter Council.

31. NEW BUSINESS (J. Woodward)
A)MSA Business Meeting
The agenda for the MSA Business Meeting scheduled for August 6, 2003 was reviewed.
B)MSA Bylaws
It was clarified that the bylaws would have to be suspended at the MSA Business Meeting on August 6, 2003 in order for the membership to pass a bylaws amendment that was recommended by Council at the 2003 Winter Council Meeting.
A motion carried by a two thirds majority was approved as follows: In accordance with Article XI, Section 4 of the Bylaws, to recommend to the Business Meeting to suspend the Bylaws for the afternoon of Wednesday, August 6, 2003, so that a change might be made to the Bylaws.

32. ADJOURNMENT
There being no further business, the open meeting was adjourned at 4:45 p.m.
[Council held a closed session until 5:45 p.m.]

33. RESOLUTIONS FROM CLOSED SESSIONS
Upon a MOTION duly carried, the new contract for the editor of Microscopy Today is approved subject to checking issues related to tax payments.
Upon a MOTION duly carried, the evaluation of the editor by the President is approved with changes suggested by Council and that the evaluation will be communicated to the editor.
Upon a MOTION duly carried, that in response to a request for an increase of fees from Bostrom, the following be agreed: MSA makes a good faith offer of a 2% increase to the management fee to cover inflation. We see no justification for an increase in the IT fee. A further increase in the management fee would be contingent on our acceptance of specific and detailed information on increased costs (in accordance with clause 4.3 of the contract).

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