***UNAPPROVED
DRAFT***
Microscopy
Society of America
Executive
Council Meeting Minutes
Draft
by BO-Submitted to Secretary - 8/30/04
Secretary
Approval Ð 10/11/04
Sent
to Webmaster for Posting Ð 10/18/04
Council
Approval
Elected Officers Present: Appointed
Officers & Guests Present:
Sara Miller, President Ralph Albrecht, Focused Interest Groups Chair
Mary Grace Burke, President-Elect Ian Anderson, M&M 2004 Program Chair
Alwyn Eades, Past President Ron Anderson, Microscopy Today Editor
Janet Woodward, Secretary Ed Barnas, Cambridge University Press
William T. Gunning III Michael Bode, Sustaining Members Chair
Jeanette Killius C. Barry Carter, MSA liaison to IFSM
John Mackenzie, Jr. Tina Carvalho, M&M 2005 LAC Co-Chair
Stuart McKernan Luisa Amelia Dempere, International Committee Chair
Michael OÕKeefe Marilyn Dunlap, M&M 2005 LAC Co-Chair
Steven Samuelsson E. Ann Ellis, Certification Board Chair
Nestor Zaluzec Paul Fischione, Marketing & Communications Chair
Peter Ingram, Public Policy Chair & Legal Liaison
Officers Absent: Jay Jerome, Liaison for Bus. Office & Meeting Mgr.
Cathy Johnson, TechnologistsÕ Forum Chair
Kathleen Alexander, Treasurer Paul Kotula, M&M 2006 Program Chair
Pamela Lloyd, Placement Chair & Megabooth Coordinator
Staff Present: Charles Lyman, Microscopy and Microanalysis, Editor-in-Chief
Beverly Maleeff, Pharmaceuticals FIG Chair
Phil Lesser, Managing Director John Mansfield, Education Committee Chair
Judy Janes, Administrator Michael Marko, Archivist
Mary Beth Rebedeau, Meeting Mgr. Robert Price, M&M 2005 Program Chair
Caroline Schooley, Project MICRO Coordinator
Robert Simmons, M&M 2004 LAC Coordinator
1. CALL
TO ORDER
The meeting was called to order at 8:02 am, July 30, 2004, and a quorum was recognized. President Miller announced that Jay Jerome agreed to present the proposed 2005 budget with Council and to record the approved 2005 budget on behalf of MSA Treasurer Kathleen Alexander, who was unable to attend the meeting.
2.
SECRETARYÕS REPORT (J. Woodward)
Written report was reviewed. The Meeting Minutes of Winter Council 2004 were reviewed. There being no modifications, the minutes stand as written. Woodward reminded each Council member to review and update the To Do List from Winter Council 2004.
Each Council member was asked to complete a Meeting Effectiveness Survey. Also distributed were the Business Meeting agenda and a sign-up sheet for volunteers to work in the MSA Megabooth during the conference.
President Miller asked each Council member to personally thank the M&M 2004 exhibitors as suggested on sign-up sheet.
3.
TREASURERÕS REPORT (J. Jerome)
A brief overview of the 2005 proposed budget and a graph of net equity were presented. Jerome explained the budget process wherein the M&M 2005 Meeting budget approved at Winter Council 2004 would remain fixed and that the committee proposed budgets would be reviewed throughout the Council meeting with final approval on July 31, 2004.
4.
MICROSCOPY & MICROANALYSIS 2004 - SAVANNAH
A. Program
Committee (I. Anderson)
Written report reviewed; no action required.
B. Local
Arrangements Committee (R. Simmons)
Written report reviewed and transportation schedule announced; no action required. Student workers recruited from Savannah School of Art Design were given housing in lieu of pay as projectionists.
5.
MICROSCOPY & MICROANALYSIS 2005 Ð HONOLULU
A. Program
Committee (R. Price)
Price distributed a revised report; no action required. It was announced that the co-sponsoring societies for M&M 2005 will be: Microbeam Analysis Society (MAS), International Metallographic Society (IMS), Committee for Asian and Pacific Microscopy (CAPSM), Australian Microscopy and Microanalysis Society (AMMS), Microscopy New Zealand (MNZ) and Australian Microbeam Analysis Society (AMAS).
B. Local
Arrangements Committee (T. Carvalho/M. Dunlap)
Written report and opening reception budget reviewed; no action required.
6.
MICROSCOPY & MICROANALYSIS 2006 - CHICAGO
A. Program
Committee (P. Kotula)
It was reported that the proposed program budget is contained in the meeting managerÕs report.
B. Local
Arrangements Committee (N.Zaluzec)
It was reported that plans are being made at Navy Pier and the committee will include Robb Mierzwa and Jim DiOrio, with Damien Neuberger and Russell Cook as LAC treasurers.
7.
MICROSCOPY & MICROANALYSIS 2007 Ð FT. LAUDERDALE
Grace Burke will check with potential volunteer for the position of Local Arrangements Committee Chair for M&M 2007.
8. POLICY
FOR THE FUTURE OF MSA
A. How-to Books (S. Miller)
It was reported that approximately 10 of 30 volunteers have submitted information for their committee how-to books; and everyone was reminded to turn in by the end of September. Plans are to distribute the how-to books outlining policy and procedure by year-end.
B.
Marketing & Communications (M.G. Burke)
Burke reported on M&C committee meeting held in Chicago on June 26, 2004 and reviewed several action items recommended by the committee to maintain/protect the viability of MSA and the Annual Meeting: 1) to target approximately 500+ non-MSA members who participate in the Annual Meeting; 2) to conduct a membership retention campaign; 3) to eliminate complimentary memberships to invited speakers and trial memberships; 4) to amend the bylaws to indicate a March 30 drop date for non-payment of dues.
Motion to include membership dues as a component of the Annual Meeting registration beginning at M&M 2006 not carried. However, Council requested additional information as to the logistics of doing this.
Upon a MOTION duly carried, it is resolved to conduct an MSA member retention campaign by the Business Office.
One action item, execute the ability to conduct on-line credit card transactions, had already been passed in Summer Council 2000. The Business Office will be able to do this by January 1, 2005.
Upon a MOTION duly carried, it is resolved to allow multiple year renewals, up to 3 years, and escrow the monies.
Upon a MOTION duly carried, it is resolved to abandon extending complimentary membership to invited speakers beginning in 2006. For 2005, the complimentary membership is only through the end of 2005.
Upon a MOTION duly carried, it is resolved to amend the Bylaws so that there is no fixed drop date for releasing non-paying members. The date is to be established by Council. The date will be March 31st.
C. MSA/MAS Merger Discussions (A. Eades)
Eades reported that both MSA and MAS are in favor of a merger and that the challenge is the core decision to be made finding an appropriate organizational structure. Another issue is whether the merged society needs a new name. Another challenge is the way MAS involved in planning the meeting. These issues will be discussed during the joint Council meeting on Sunday, July 31, 2004.
A straw poll will be conducted through Monday evening August 2, 2004 and results reported at the Business Meeting on August 4, 2004. A follow-up to this poll will be needed for the entire membership; maybe an email poll will be conducted.
D.
Information Technology & Data Handling (N. Zaluzec)
Zaluzec reported on the new design of the MSA web site and progress made toward the development of the Òmother of all databasesÓ which will consolidate all MSA information, facilitate access to the web site and remove redundancy.
9.
LIAISON TO BUSINESS OFFICE & MEETING MANAGER (J. Jerome)
Jerome reported that the position of liaison is a useful idea and that the 3-year term will be beneficial because it allows enough time for the liaison to become familiar with existing polices and procedures.
10.
BUSINESS OFFICE (P. Lesser/J. Janes)
Written report reviewed. It was noted that the draft of the revised Scope of Services dated 7/12/04 would be distributed for review at the closed session.
Upon a MOTION duly carried, it is resolved to approve Emeritus status for Clifford Price, member since 1987, who retired March 2004.
Upon a MOTION duly carried, it is resolved to approve 127 new/reinstated members since WC04 (see printout).
11.
MEETING MANAGER (M. B. Rebedeau)
Written report (that was sent separate and apart from the Council books) reviewed; no action required.
12.
FUTURE SITES (M. B. Rebedeau)
There was discussion of potential meeting sites for 2012 and
2013, and it was recommended that the Meeting Manager confirm that there is an
active Local Affiliated Society with volunteers who would be prepared to host
the Meeting before actively pursuing with individual convention bureaus.
13. INTERNATIONAL COMMITTEE (L. A. Dempere)
Written report reviewed; no action required.
14.
PUBLICATIONS
A. Microscopy and Microanalysis (C. Lyman)
Written report reviewed. There was discussion about covering the cost of extra pages for the year 2004.
Upon a MOTION duly carried, it is resolved to overspend the 2004 budget by $22,600.
There was discussion about creating a restricted fund with support received by Cambridge. This will be revisited at Winter Council 2005.
Upon a MOTION duly carried, Charles Lyman was reappointed as Editor-in-Chief of the journal for a term to commence in January 2006.
B. Microscopy
Today (R. Anderson)
Written report reviewed; no action required.
15. NOMINATING COMMITTEE (A. Eades)
Written report (naming members of the committee) reviewed; no action required.
16.
AWARDS (W. T. Gunning III)
Written report reviewed.
Upon a MOTION duly
carried, it is resolved that the Awards committee be charged to
oversee
nominations for honorary membership.
Upon a MOTION duly
carried, it is resolved that the Society establishes a ÒMeritorious
CitationÓ
to be overseen by the Awards Committee. It was further recommended that the
nominee
and nominator be members in good standing.
17. SUSTAINING MEMBERS (M. Bode)
Written report reviewed; no action required. It was noted that it would be useful to have exhibitor manuals in electronic format and that the Sustaining Members have the ability to make dues payments electronically. Plans for 2005 include a recruitment and retention program and making space in the MSA Megabooth at M&M 2005 for more personal contact with Sustaining Member exhibitors and recruitment of new Sustaining Members.
18. EDUCATION (J. Mansfield)
Written report reviewed; there was discussion about guidelines for vendor participation in MSA pre-meeting courses and it was recommended that the guidelines be included in the Education how-to book. These guidelines should also be distributed by the Education Committee to vendors. It was suggested that new line items and category for Short Courses be created in the financial report and budget for complete breakdown of all income/expenses.
Upon a MOTION duly carried, it is confirmed that John
Mansfield can continue to be paid to tape the Tutorials.
It was clarified that M&M co-sponsoring societies can have their own
pre-meeting functions using M&M meeting rooms at the convention center.
19. ARCHIVES (M.
Marko)
Written report reviewed; it was noted that 101 interviews on DVD would
be linked to the MSA website.
20. LOCAL AFFILATED
SOCIETIES (S. McKernan)
It was reported that the committee is seeking nominees for LAS Director
for the 2006-2008 term.
21. MARKETING & COMMUNICATIONS -MEGABOOTH (P. Lloyd)
Written report reviewed. It was recommended that Lloyd spearhead a committee to present ideas and propose a budget at WC05 to incorporate a Sustaining Members element to the Megabooth in addition to potential repairs/replacements. Lloyd was also asked to report back at Winter Council 2005 as to which committee the Megabooth would belong. Currently Megabooth expenses are reflected as Marketing & Communications and there is a line item on the budget under Member Services for these expenses.
22. MARKETING & COMMUNICATIONS Ð
TELECOMMUNICATIONS (N. Zaluzec)
Written report reviewed; no action required. It was clarified that the EXPO could be put online in addition to the meeting program.
23.
PLACEMENT OFFICE (P. Lloyd)
Written report reviewed; no action required. Question was raised in regard to the potential of advertisements on the on-line forms; most thought that this would not be beneficial.
24.
CERTIFICATION BOARD (J. Chandler)
Written report reviewed. President Miller appointed E. Ann Ellis to head the certification board, effective immediately, as recommended by John Chandler.
25.
TECHNOLOGISTSÕ FORUM (C. Johnson)
Written report reviewed. It was reported that John Chandler would continue as web designer for the TechnologistsÕ Forum. It was recommended that a video camera be purchased to tape Tech Forum sessions. Cathy Johnson will look into this and report at Winter Council 2005.
26.
INTERNATIONAL COMMITTEE/SISTER SOCIETIES (L.A. Dempere/A. Eades)
Written report reviewed. There was some discussion on complimentary registration for Òscientists from developing countries.Ó This will be discussed at the International CommitteeÕs annual summer meeting.
Upon a MOTION duly carried, it is resolved to continue an MSA membership in both CIASEM and IFSM societies.
As MSA liaison and General Secretary, C. Barry Carter reported on IFSM activities.
27.
PUBLIC POLICY (P. Ingram)
Written report reviewed; no action required. There was a question regarding the budget request of $1000 for miscellaneous subscription; this is for the publication of Washington Facts.
28.
MSA/MAS MERGER DISCUSSION (ContÕd.) (A. Eades)
Eades opened the discussion and introduced members of the committee:
MSA Ð Alwyn Eades, Janet Woodward, William T. Gunning, Sara Miller, John Mackenzie
MAS Ð Paul Carpenter, John Small, Jim McGee, Inga Musselman
It was reported that a survey was distributed to M&M 2004 participants and results would be tabulated and presented at the Business Meeting on August 4, 2004.
29. BUDGET APPROVAL (J. Jerome)
Draft budget for calendar year 2005 was reviewed along with funding requests from committees.
Upon a MOTION duly carried, Council approved the 2005 budget of ($127,933).
30. FOCUSED INTEREST GROUPS (FIGs) (R. Albrecht)
Written report reviewed.
Upon a MOTION duly carried, it is resolved that the Focused Interest Groups chair would have responsibility for developing the FIG organizational structure.
Upon a MOTION duly carried, Facility Operations is approved as a Focused Interest Group.
31. NEW
BUSINESS (S. Miller)
Upon a MOTION duly carried, be it resolved that annual dues for regular members be raised by $5 starting in 2005.
Upon a MOTION duly carried, be it resolved that the M&M 2005 symposium session for High Resolution TEM be named in honor of John M. Cowley.
Upon a MOTION duly carried, be it resolved that the M&M 2006 symposium session on Biological/Microanalysis be named in honor of Andrew Somylo.
Upon a MOTION duly carried, it is approved for the Education Committee to overspend the 2004 budget by $750 to cover the MSA portion of ISOTC meeting expenses scheduled for October, 2004.
32. ADJOURNMENT
There being no further business, the meeting was adjourned at 5:00 p.m.
[Council held a closed session until 5:30 p.m.].