Microscopy Society of America
Council Meeting Minutes
Atlanta, Georgia
July 10 - 12, 1998
Elected Officers Present: Appointed Officers and Guests Present:
Ralph Albrecht, President Peter Ingram, Legal Liaison
David Joy, President-Elect Stuart McKernan, Bulletin Editor and
C. Barry Carter, Past President 2000 Program Committee Chair
Ernie Hall, Secretary Jim Corbett, MSC/SMC Past President
Ron Anderson, Treasurer Paul Fischione, Sustaining Members
Mary Grace Burke Committee Chair
Stanley L. Erlandsen Ryna Marinenko, President, Microbeam
J. Murray Gibson Analysis Society
JoAn S. Hudson Thomas Huber, Sustaining Members
Jose Mascorro Committee
Avril Somlyo Barbara Reine, News & Commentary Editor
David B. Williams G.W. Bailey, Proceedings Editor
Herb Niemirow, Managing Editor, Springer-
Staff Present: Verlag
Philip Lesser, Managing Director Dale E. Johnson, Journal Editor
Cynthia L. Keillor, Business Office Janet Woodward, 1998 LAC Chair
Mary Beth Rebedeau, Meeting Bob Price, 1998 LAC Treasurer
Manager Kathy Alexander, 1998 Program Chair
Jay Jerome, 1999 Program Co-Chair
Charles Meshul, 1999 LAC Chair
Stacie Kirsch, 2000 LAC Chair
Karen Klomparens, Certification Board
Past Chair
John Chadler, Certification Board
Past Chair
Rachel Horowitz, Archivist
Nestor Zaluzec, Telecommunications
Committee Caroline Schooley, Project MICRO
Bob Apkarian, International Committee
Chair
Beverly Maleeff, Technologists’ Forum
Chair
Eric Steel, Standards Committee Chair
1. CALL TO ORDER
The meeting was called to order at 8:10 am Friday, July 10, 1998 by President Ralph Albrecht, and a quorum was recognized.
2. APPROVAL OF MINUTES
Upon a motion duly seconded, Council approved the minutes of the January 30 - February 1, 1998 Council Meeting as corrected.
Upon a motion duly seconded, Council approved that motions made between the Council meetings be appended to the minutes of the of the subsequent Council meeting.
A procedure for correcting and approving the minutes, in between Council Meetings, via email will be developed.
3. AWARDS
Upon a motion duly seconded, Council approved that Bill Gunning be offered the balance of the award package due him from the Morton D Maser Distinguished Service Award from last year. (Bill, as 1997 LAC Chair, did not utilize any of the reimbursements available for registration or travel and living)
4. NOMINATIONS
The 1998 Nominations Committee is in place, chaired by Past President Barry Carter. The Committee is soliciting nominations for President Elect, Treasurer, and two Directors. It is anticipated that slate will be in place by September 15th, 1998 as specified by the bylaws.
5. BUDGET UPDATE/OVERVIEW
Year to date financials were submitted and reviewed. MSA equity showed a significant increase during Fiscal Year 1997-98.
Upon a motion duly seconded, Council moved that the Secretary’s report of Council Meeting highlights, the Council Meeting minutes, and the Treasurer’s report with financial data appended, be published on the Society’s Web Page within three months following each meeting, and that the reports will appear in the MSA Bulletin with reference to the Web Page.
6. LEGAL INITIATIVE UPDATES
Minneapolis/Portland - Peter Ingram, MSA Legal Liaison, reported that the situation with the Minneapolis Hilton is completed and MSA is out of the Portland Hilton contract. The Headquarters hotel for Portland is the Doubletree.
Atlanta Inforum - Peter Ingram reported that attorneys for both parties have agreed to resolve the issue associated with the Inforum’s breach of the 1998 contract.
WebSite/Listserver - Peter Ingram reported that Henry Schaffer, MSA’s legal counsel, has provided global legal disclaimers for the Society’s Web Site and Listserver.
7. BUSINESS OFFICE/MEETING MANAGEMENT ASSESSMENT TO DATE
The performance of the Business Office and Meeting Manager were discussed in closed Council session.
8. STRATEGIC ALIGNMENT II
The initial results of the Strategic Planning Session are below. They will refined at a later date.
The MSA Mission, as previously developed at Winter Council 1996, was confirmed:
"To Promote and Communicate Advances in Microscopy".
There was extended discussion of the top-level goals of MSA. The point was made that these top-level goals should be the essential to the achievement of the Mission; in other words, the Goals are the operational elements to the Mission. Activities related to the Goals were also established. The following list was developed:
GOALS:
1. Membership
3. Communication
10. MEETING MANAGEMENT REPORT
Upon a motion duly seconded, Council approved San Antonio, Texas as the site for the Microscopy and Microanalysis 2003.
In addition, it was agreed that meeting management will investigate the following sites for the following years:
2004 - Tampa and Providence, RI
2005 — Minneapolis, Chicago, San Diego, Denver
2006 - Hawaii
Upon a motion duly seconded, Council approved that the Microscopical Society of Canada be invited to join in sponsoring Microscopy and Microanalysis 2000 in Philadelphia.
John Corbett accepted this invitation on behalf of the MSC/SMC.
Upon a motion duly seconded, Council approved that Microscopy and Microanalysis meeting budgets be produced by the Meeting Manager in consultation with the LAC Chair. The budget will be presented at the Summer Council Meeting two years prior to the Microscopy and Microanalysis meeting, and voted on by Council at the Winter Council Meeting 1 1/2 years prior. The approved budget will not be changed without Council approval.
Upon a motion duly seconded, Council approved that the Meeting Manager will distribute the Call for Papers to international members so that it is received at least two months prior to the submission deadline.
Upon a motion duly seconded, Council directed Barry Carter to facilitate a meeting with the Proceedings Editor, Meeting Manager, Program Chairs, Expo Editor and Publisher to determine procedures for production of the Microscopy and Microanalysis ’99 Call for Papers, Expo, and Program Book. Barry will report back to Council.
The meeting recessed at 6:15 pm and reconvened on Saturday, July 11, 1998 at 8:40 am.
11. BUSINESS OFFICE REPORT
Upon a motion duly seconded, Council approved an increase in the 1998-99 budget allocation for the Membership Directory by $2500.
Upon a motion duly seconded, Council approved the listed applicants for membership and changes in membership status.
Future lists will include affiliation and city/state.
12. TREASURER’S REPORT
Upon a motion duly seconded, Council approved that $750,000 or 75% of annual revenue, whichever is greater, be the Society’s target for reserves. A subcommittee will be appointed and charged with the development of a plan to be presented at the 1999 Winter Council. Ron Anderson agreed to chair this subcommittee.
Upon a motion duly seconded, Council approved the Business Office recommendation to have Porte Brown complete a financial statement review for fiscal year 1998.
13. SECRETARY’S REPORT
Upon a motion duly seconded, Council approved providing EUREM with the capability of advertising the upcoming EUREM 2000 meeting through an insert into the Journal or Bulletin. Secretary Ernie Hall will correspond with the EUREM organizers.
Upon a motion duly seconded, Council approved, due to the lack of a Long Range Planning Chair, the appointment of the following to be members of the Bylaws Committee for 1999: Current President, Ex Officio; Secretary, as Chair; Immediate Past President; Managing Director, Ex Officio.
14. LAS REPORT
Upon a motion duly seconded, Council approved the LAS to encourage the Puerto Rico and San Joaquin Delta groups to apply for affiliate status.
In addition, the LAS Chair and Membership Committee are requested to work together to explore the possibility to revitalize the Northern California LAS.
15. MSA/IFSEM
Four MSA Delegates to the IFSEM General Assembly in Cancun in September 1998 have been named: Ron Anderson, Gracie Burke, JoAn Hudson, and Dave Williams, and two Alternates: Peter Ingram and Jose Mascorro.
16. PUBLIC POLICY
Upon a motion duly seconded, Council approved to allocate $2000 to the 1998-1999 Public Policy Committee budget for a Public Policy Committee Web Site.
17. ATLANTA MEETING FORMAT REVIEW/LAST MINUTE ITEMS
A written report was submitted and last minute updates were reviewed.
18. MICROSCOPY AND MICROANALYSIS ‘99
Upon a motion duly seconded, Council approved the revised budget for this meeting submitted by the Meeting Manager.
19. MICROSCOPY AND MICROANALYSIS 2000
Upon a motion duly seconded, Council approved that the Meeting Manager, in consultation with the Microscopy and Microanalysis 2000 LAC, explore the Honeywell Convention Center and other alternatives as a contingency plan for M&M 2000.
20. MICROSCOPY AND MICROANALYSIS 2002
The MSC/SMC bid for hosting the 2002 ICEM in Quebec City was reviewed. MSA would be a co-sponsor of this meeting, and will meet with MAS and MSC/SMC as Microscopy and Microanalysis 2002 if the bid is unsuccessful.
21. PROGRAM SPONSORSHIP COMMITTEE
Upon a motion duly seconded, Council approved the continuation of the production of the Meeting Poster for 1999 under the direction of Stan Erlandsen coordinated with the Program Chair and the LAC Chair.
22. MEMBERSHIP
Upon a motion duly seconded, Council approved that membership will be extended to the end of the next calendar year for all new members joining from the date of the Annual Meeting.
23. PUBLICATIONS
Upon a motion duly seconded, Council approved that funds for postage for the Bulletin could be requested if the Journal schedule could not accommodate the timely distribution of the Bulletin.
24. MSA REORGANIZATION
Upon a motion duly seconded, Council approved the President to appoint a committee to explore options and develop a preliminary mechanism for reorganization of MSA and to provide a written report at the 1999 Winter Council Meeting.
The meeting recessed at 6:00 pm and reconvened on Sunday, July 12, 1998 at 8:35 am.
25. COMMUNICATIONS AND PUBLICATIONS COMMITTEE
Upon a motion duly seconded, Council approved the appointment of C. Barry Carter, to a 3 year term, effective 1/1/99, as Associate Editor of the Proceedings.
Upon a motion duly seconded, Council approved the appointment of Ron Gronsky, to a three year term beginning January 1, 1999, as Chair of the Communications and Publications Committee.
Upon a motion duly seconded, Council approved the appointment of John Shelburne to a three year term beginning January 1, 1999, as member of the Communications and Publications Committee.
This Committee is the successor to the Telecommunications Committee.
26. EDUCATION/UNDERGRADUATE SCHOLARSHIPS
Upon a motion duly seconded, Council approved the appointment of a task force consisting of Jay Jerome, Janet Woodward, JoAn Hudson, Brian Herman, and Louis Kerr to develop a proposal for overseeing, and to make recommendations on the size and number of, Pre-Meeting Short Courses. A report will be submitted to the 1999 Winter Council Meeting.
Upon a motion duly seconded, Council approved the appointments of Marilee Sellers and Tina (Weatherby) Carvalho to the Education Committee for a three year term beginning January 1, 1999.
27. SUSTAINING MEMBERS
Upon a motion duly seconded, Council approved a raise in sustaining members dues to $375.
28. MAS/MSA RELATIONS
During this session, MAS Council joined the meeting. A proposal was heard from Charlie Allen for the incorporation of the Frontiers meeting (FEMMS) under the MSA umbrella.
Upon a motion duly seconded, Council approved for President Albrecht to appoint a subcommittee to develop a plan and make recommendations to be submitted for 1999 Winter Council Meeting, regarding the incorporation of the Frontiers meeting into the MSA structure.
29. CERTIFICATION BOARD
Upon a motion duly seconded, Council approved the appointment of Jose Mascorro as Council Liaison to the Certification Board.
30. INTERNATIONAL COMMITTEE
Upon a motion duly seconded, Council approved the appointment of Terry Allen to the International Committee for a three year term beginning January 1, 1999.
31. TECHNOLOGISTS’ FORUM
Upon a motion duly seconded, Council approved to permanently change the application deadline for the Professional Technical Staff Award to coincide with the overall Call for Papers deadline, instead of two weeks prior.
Upon a motion duly seconded, Council approved to fund a maximum of four awards total. If possible, two awards will be given in biological science and two awards in the physical sciences.
32. PLACEMENT OFFICE
Upon a motion duly seconded, Council approved the establishment of a committee of JoAn Hudson (Chair), Nestor Zaluzec, Phil Lesser and John Watson to investigate the replication of the function of the Placement Office via electronic means with a final recommendation presented at the 1999 Winter Council Meeting.
33. ARCHIVIST
Upon a motion duly seconded, Council authorized the MSA Archivist to find a suitable permanent repository for MSA’s archives as deemed appropriate by her.
Upon a motion duly seconded, Council approved the Society to fund, at no more than $2,000, a trip by the MSA Archivist to visit the Business Office to review archival materials. A status report and recommendation to be submitted for the 1999 Winter Council Meeting.
34. STANDARDS COMMITTEE
The Standards Committee was asked to submit a report on possible future roles and activities for this Committee for the 1999 Winter Council Meeting.
35. PROJECT MICRO
Caroline Schooley passed around a copy of the new Lawrence Hall of Science / MSA curriculum manual, Microscopic Explorations, which has now been published and available. She is looking at different options for "getting the word out" about the curriculum.
36. BUDGET SUMMARY
Upon a motion duly seconded, Council approved the 1998-1999 budget be amended to include the following items:
Membership Directory +$2,500
Public Policy +$2,000
Archivist +$2,000
Total: +$6,500
President Albrecht thanked outgoing Council Officers Ron Anderson and Barry Carter and outgoing Council Directors Gracie Burke and Stan Erlandsen for their commitment and contributions to MSA.
The Council Meeting adjourned at 5:00 pm Sunday, July 12, 1998.