***UNAPPROVED***
Microscopy Society of America
Council Meeting Minutes
Honolulu, Hawaii
July 29-30, 2005
August 4, 2005
Draft by BO-Submitted to Sec-10/12/05
Secretary Approval- 12/02/05
Sent to Webmaster for Posting Ð 01/03/06
Council Approval
Elected Officers Present: Appointed Officers & Guests Present:
M. Grace Burke, President Ron Anderson, Editor, Microscopy Today
W. Gray (Jay) Jerome, Michael Bode, Sustaining Member Chair
President-Elect Tina Carvalho, M&M 2005 LAC Co-Chair
Sara Miller, Past President Amelia Dempere, International Com. Chair
Janet Woodward, Secretary Marilyn Dunlap, M&M 2005 LAC Co-Chair
Ev Osten, Treasurer E. Ann Ellis, Certification Board Chair
William T. Gunning, III Paul Fischione, Mktg. & Comm. Chair
Jeanette Killius Ron Gronsky, Publications Chair
John Mackenzie, Jr. Peter Ingram, Public Policy Chair & Legal Liaison
Stuart McKernan Cathy Johnson, TechnologistsÕ Forum Chair
Michael OÕKeefe Paul Kotula, M&M 2006 Program Chair
Dave Piston Pam Lloyd, Placement Chair & Megabooth Coordinator
David Smith Charles Lyman, Editor-in-Chief, Microscopy and Microanalysis Bev Maleeff, Focused Interest Groups Chair
John Mansfield, Education Committee Chair
Staff Present: Mike Marko, Archivist & M&M 2007 Program Chair
Judy Janes, Executive Manager Bob Price, M&M 2005 Program Chair
Phil Lesser, Managing Dir. Nestor Zaluzec, Information Technology Chair &
Jeannie McClarty, Mtg. Mgr. 2006 M&M 2006 LAC Chair
[Closed Session of Council and Staff]
1. CALL TO ORDER
The meeting was called to order at 8:00 am, July 29, 2005, and a quorum was recognized. President Burke introduced and welcomed the new meeting manager, Jeannie McClarty of Bostrom Corp.
2. PRELUDE TO BUDGET DISCUSSIONS (E. Osten)
Osten presented an overview of major expense items proposed for the 2006 budget based on estimated budgets submitted by the committee chairs and Business Office. Considerable discussion ensued as to the budgeting process and many questions were raised regarding the clarity and accuracy of the proposed budget as well as the 2004 financial audit. It was suggested that the Finance Committee make financial reports available on a quarterly basis to streamline the process; and use a consent agenda at WC06 to save time approving committee budgets that do not require a great deal of discussion. The Business Office, staffed by Bostrom Corp., offered MSA a complimentary strategic planning session to assist MSA with staying on track with major goals and priorities.
President Burke presented potential actions for MSA to increase revenues, including increasing placement fees, co-sponsoring the TMS March 2006 program, and non-traditional fundraising.
3. MARKETING/BRANDING (G. Burke)
Annual Meeting and Co-sponsorship
It was recommended that MSA document policy of the official name of the annual meeting to be used to emphasize MSAÕs fully integrated scientific program and would enhance the MSA corporate image as well. Further discussion centered on the importance of regulation of expenses of co-sponsors.
Website
A proposal was introduced from the Business Office for investment in a more sophisticated and visually appealing website, one that would reflect the strategic marketing and branding efforts operating within MSA. As web site standards evolve, MSAÕs on-line image will become an increasingly critical element in shaping public perception and adding value to membership. Another important aspect of the proposal would be to use a content management system that would allow committee chairs to play an important role in updating and developing content to fill in the new site.
4. PUBLICATIONS (R. Gronsky)
Microscopy and Microanalysis
Gronsky addressed that there has been some sensitivity with 6-year term for the editor-in-chief as it has been MSAÕs policy to limit the journal editor term to 2-3 years or maximum 6 year term. It was suggested that more stringent policy on term limits and be published and guaranteed by the bylaws including a succession path and escape clause. There will be further review by the Publications committee.
Microscopy Today
Ron Anderson presented a proposal for the Business Office to take over the Microscopy Today database maintenance beginning in 2006.
It was recommended that a policy be developed for the technical editor to be consulted before publication as the Photoshop situation drew backlash.
The 2006 proposed budget includes request to increase the advertising rates to be more in line with competitors (Microscopy and Analysis).
Anderson asked that consideration be given to the editor regarding editorial disincentives.
The contract allows the rate of $125/page commission on number of advertising pages- not to exceed 64 pages. Anderson has already produced three issues with 72 pages and the commission rate drops to $90/page; and is requesting that the commission rate be $125/page for any number of pages.
When the contract was written, the disincentive was worked in to avoid having a ÒfatÓ magazine.
Publications Committee recommended that Council table this until the Committee can get more information.
Book Series
It was reported that Cambridge will publish the book series and will be headed up by Pat Calarco and Mike Isaacson.
[Open Session starting @ 2:00 PM]
5. SECRETARYÕS REPORT (J. Woodward)
Upon a MOTION duly carried, the 2005 Winter Council minutes were accepted as amended to include in section 22. Publications:
It is the sense of Council that MSA or projects associated with MSA should avoid direct conflict with the SocietyÕs journal and MSA without the express permission of the journal editor.
6. TREASURERÕS REPORT (E. Osten)
Net Assets now reflect Public Policy & Journal Editor restricted funds.
Comments from BO Ð Committee budgets should reflect true expenditures, such as direct billing for work BO has performed for that committee
7. MEETING MANAGEMENT REPORT (J. McClarty)
Had turnover meeting with TRG last week; Jennie worked with Monica. She did not see any formal contracts with sub-contractors for M&M 2006. The new meeting manager will put out bids for the IT and decorator for M&M 2006.
McClarty will work with Sara Miller to put a formal point system in place for preferential treatment of long-standing exhibitors.
8. BUSINESS OFFICE REPORT (J. Janes)
Upon a MOTION duly carried, Emeritus status approved for Damian Neuberger and Charles W. Allen.
Upon a MOTION duly carried, 224 new/reinstated members since 1/1/05 were approved.
There were 682 non-renewals as of 5/27/05. Of 475 calls made, only 127 (27%) renewed. Suggestion was made to use email for renewal purposes. Nestor stated that with on-line registration, many may give bogus email address; so he recommends that we donÕt use email for renewal purposes.
Janes gave an overview of 2005 accomplishments, including the arrangement of the year-end operational accounting calendar, development of recruitment and retention programs with the newly-established membership committee and the Sustaining Member committee, and conception and realization of the VIP reception.
Question was raised as to how MSA auditor is chosen.
9. MICROSCOPY & MICROANALYSIS 2005
Price gave demographics that did not include pre-meeting. Of the 93 listed Session Organizers, 33 were 1st timers with 21 from joining societies.
Carvalho indicated that numbers for the opening reception are up this year.
Monica Eggers reported that 1251 people were pre-registered for M&M 2005 and expects to have record number of attendees in Honolulu. Ninety-five exhibitors (12 of them new) were expected which is lower than most year; expect $60,000 drop in exhibitor fees.
10. MICROSCOPY & MICROANALYSIS 2006
Program Committee (P. Kotula)
Written report reviewed; no action required. Kotula did state that 2006 program will have least 13 new symposia.
There was discussion on the tight schedule for committee meetings, Presidential Happenings, posters, etc.
For the named symposia requests, Kotula has already been in touch with 2 specific symposia requests which were resolved based on the official MSA policy as follows:
MSA Guidelines for Special ÒNamedÓ Symposia (Motion to accept these guidelines was approved unanimously by email vote May 2005)
These guidelines refer to requests to hold a symposium at the annual Microscopy & Microanalysis conference in honor or memory of a specific individual, in contrast to a symposium held to commemorate an anniversary of a special scientific event.
1. All requests for ÒnamedÓ symposia for M&M ÒnÓ must be submitted by December 31st of year Òn-2Ó to the Program Chair for the ÒnÓ meeting.
2. All requests for a special honorary symposium must be accompanied by a formal application containing a written proposal with documentation and justification as to why this particular honoree merits a symposium. The application/proposal will be the basis for selection. Two types of symposia will be considered: a) a memorial symposium (to honor a deceased distinguished scientist); and b) a ÒnamedÓ topical symposium, which honors the distinguished career accomplishments of a living scientist. For the topical symposium, the honoree may give a keynote invited talk; the subject of the symposium would be related to the particular scientific area of the honoree. Priority will be given for memorial symposia.
3. All requests will be evaluated by the M&M Program Committee. The Program Chair will submit the recommendations to MSA Council for approval at the Winter Council Meeting of year Òn-1Ó. The decision of MSA Council will be final.
4. A maximum of two memorial or ÒnamedÓ topical symposia will be held each year. It is expected that no more than one would be in any single focus area of the society (i.e. biological, physical, or instrumentation).
Local Arrangements Committee (N. Zaluzec)
Written report reviewed; no action required. Zaluzec distributed mouse pads with M&M 2006 logo to those present. He reported that he is still working on getting Illinois State tax exemption. He has already met with the new meeting manager to finalize plans for Navy Pier.
For future meetings, it was suggested that Council consider using a government base # to calculate a cost per person when budgeting for the Sunday Opening receptions instead of using the flat amount of $50,000. This would allow for more realistic budgeting when the Meeting site is in a tier 1 city.
11. MICROSCOPY & MICROANALYSIS 2007
Program (M. Marko)
Written report reviewed; no action required.
MSA has no signed contracts for M&M 2007. There was discussion if final plans are to be put in place for holding Microscopy & Microanalysis 2007 in Ft. Lauderdale.
Jerome is putting together a list of potential sites for a possible rotational system for meeting sites.
12. FOCUSED INTEREST GROUPS (B. Maleeff/J. Killius)
Maleeff reviewed the purpose of the Focused Interests Groups and how they were originally organized rather informally. It was suggested that Council approve and document clear guidelines based on the framework from WC04. It was recommended that the FIGs be allowed to operate under these formal guidelines for a 5-year period.
Maleeff reported that the title of the FIGs coordinator will be FIG Chair and the coordinator of the individual FIGs will be FIG leaders. An overview of the FIG guidelines was presented as well as forms developed for use by FIG chairs to request session/functions and financial support of sponsors.
Upon a MOTION duly carried, the FIG dues will be increased to $10 per capita per annum beginning in 2006.
Upon a MOTION duly carried, guidelines carried as modified, with FIG Chair instead of Director and delete 5d sentence.
[Open Session, 8:00 AM July 30, 2005]
13. ARCHIVES (Marko/OÕKeefe)
Written report reviewed; no action required.
14. AWARDS (W. Gunning)
Written report reviewed; no action required. It was agreed that the cap of $1000 for Presidential Student awards be documented in all publications.
15. CERTIFICATION BOARD (Ellis/Mackenzie)
Written report reviewed; no action required. There was discussion about what to do with an old exhibit. The LAS Director will check at next LAS meeting to see if the exhibit is worth keeping. If an LAS does not want it, we will have J. Chandler offer it to a local school.
Ellis suggested that it would be helpful if inquiries about MSAÕs position on digital imaging could be referred to the web site. Mackenzie stated that the policy needs to be re-worked; he will form a committee to put together the basic dos and donÕts of digital imaging.
16. EDUCATION (Mansfield/Smith)
Written report reviewed. At this meeting, Project Micro will have the most ambitious workshop to date with 34 elementary & middle school teachers registered. The traveling exhibit was discussed as the operation is not working well. The Education committee will come up with new plans. The LAS Director offered to take up with Local Affiliated Societies at next meeting to determine if the traveling exhibit is still useful.
Mansfield reported that the M&M Student Workers subcommittee was activated to more fully coordinate all MSA M&M student workers to ensure that there is complete student coverage for all required posts during M&M. The compensation mechanism for student workers needs work; in the past, funds for student housing or pay were coming from the LAC and Education budgets.
Upon a MOTION duly carried, a mechanism will be put in place by the Education Committee for paying student workers and will be published in the Call for Papers.
17. INFORMATION TECHNOLOGY (Zaluzec/Jerome)
Written report reviewed; no action required.
18. INTERNATIONAL (A. Dempere/Smith)
Written report reviewed; no action required. Dempere reported that complimentary one-year MSA membership program for students from developing countries was advertised in English, Spanish, French and Portuguese at the CIASEM meeting in Cuba.
No formal report from IFSM. Executive Council members will have informal meeting with David Cockayne and other IFSM representatives on Sunday afternoon, July 31.
19. LOCAL AFFILIATED SOCIETIES (S. McKernan)
Written report distributed and reviewed. Speaker Bureau will be re-instated.
It was announced that a new director for the 2006-2008 term will be elected at the upcoming LAS breakfast.
20. MARKETING & COMMUNICATIONS (Fischione/OÕKeefe)
Membership (J. Killius)
Written report reviewed. Communications improved greatly during 2005 with revision of Business Office scope of services, telemarketing program moving ahead very nicely. However, as mentioned in an earlier report, telemarketing campaign had only a 27% retention rate.
It was suggested that a stand alone committee be formed Ð need a year to evaluate, tracking and looking at patterns. A student member will serve on this new committee. Killius will make a presentation at LAS meeting to recruit new members.
Megabooth (P. Lloyd)
Written report reviewed. Lloyd reported that Marketing & Communications and Sustaining Members were added to the Megabooth for M&M 2005. It has been requested that the SocietyÕs publications be part of the booth for 2006; Microscopy Today has said yes but Cambridge will keep its own booth for MSA journal.
There was discussion of putting up a wireless network. The meeting manager will look into this for M&M 2006.
21. PLACEMENT (P. Lloyd/Mackenzie)
Written report reviewed. Lloyd will check on the miscellaneous code (5571-99) in her budget.
Upon a MOTION duly carried, the fees for posting job positions will be increased to $500 and $200 for Sustaining Members, effective 8/1/2005.
22. PUBLIC POLICY (P. Ingram/J. Woodward)
Written report reviewed; no action required.
23. LEGAL LIAISON (P. Ingram/J. Woodward)
Written report reviewed. Question was raised as to how MSA acquired our lawyer.
24. PUBLICATIONS (Gronsky/Burke)
Microscopy and Microanalysis
The committee is entering discussions with book series editors Pat Calarco and Mike Isaacson to negotiate a contract with Cambridge and will be reviewed by the Publications Committee (Gronsky, Eades, Hudson).
Reports of Charles Lyman and Ed Barnas, Cambridge were reviewed; no action required. Electronic submission and reviewing of articles will be coming on-line with CUP this late Fall or early Winter.
Microscopy Today (R. Anderson)
Ron requested that the data base management to be taken over by the Business Office including secure credit card payment
Advertising rates will increase 5% in 06.
Upon a MOTION duly carried, increase subscription rate for non-qualified international subscribers from $35 to $50 per year beginning in 2006.
Proceedings (S. McKernan)
Written report distributed and reviewed. Discussion on pros/cons of two-page abstract.
Stuart, Bob Price, Charlie Lyman, and Dave Piston to take recommendations from StuartÕs report and simplify for inclusion in this FallÕs call for papers.
25. SUSTAINING MEMBERS (Bode/OÕKeefe)
Written report reviewed. There was discussion about changing the name of Sustaining Members to Corporate Members. It was recommended that Sustaining Members be kept as there are universities that carry this type of membership.
2006 dues renewal notices will be sent to designated invoice addresses at the organization separate from the election ballot, which will go directly to the individual Sustaining Members. Further, beginning 1/1/06, a Sustaining Member organization can register up to three individual representatives for full membership benefits.
26. TECHNOLOGISTSÕ FORUM (Johnson/Killius)
Written report reviewed; no action required.
27. NEW BUSINESS
A. Potential Short Course with TMS Ð Discussion held; will be continued on Thursday, August 4th.
B. Cities for Possible Future Sites
C. Guidelines
28. ADJOURNMENT
There being no further business the open session was adjourned at 5:10pm. Council only will reconvene at noon on Thursday, August 4 to finish budget discussion and other business.
[Council reconvened at 12:00 noon on Thursday, August 4.]
29. 2006 BUDGET
Upon a MOTION duly carried, fees for short courses will be increased to $75 for ½ day and $150 for full day.
Upon a MOTION duly carried, accepting the fact that the 2006 budget as proposed by TRG is inaccurate and given the depreciation of Microscopy Today of $63K, Council approved the 2006 budget of (- $87,166).
Upon a MOTION duly carried, in an effort to be fiscally responsible, Council recognizes that 2006 is the final year of Microscopy Today depreciation and that the 2002 Council recognized that MSA would be operating in a deficit during this depreciation.
30. NEW BUSINESS, ContÕd
MSA Recognitions:
Upon a MOTION duly carried, Council approved Beverly Giammara as an Emeritus Member of MSA.
Upon a MOTION duly carried, Council approved the naming of a symposium at M&M 2006 in memory of Arthur A. Chodos, MAS founding member.
Upon a MOTION duly carried, Council approved the recognition (via a plaque) of Dr. Kanwar Bahadur who obtained the first atomic resolution image in 1955 using field ion microscopy.
TRG is organizing the Nano & Bio in Society (NABIS) Conference: The Societal Implications of Nano and Bio Technology; the Scientist's Role in Society. It will be held in Chicago in March of 2006. TRG would like to use MSA in the advertising for exchange of reduced registration rates for our members. No action taken; we feel that we need further information at this time.
Regarding the TMS meeting, John Mackenzie will teach a course for MSA. He will report details/goals at WC Õ06.
31. FINAL ADJOURNMENT
There being no further business, this session was adjourned at 2:00 pm.