***UNAPPROVED DRAFT 2/8/02***

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

A roster of Committee Chairs was distributed for Council members to review for liaison assignment consideration. Eades will talk to Council members individually during the two-day meeting about suggested assignments.

Upon a MOTION duly carried, Peter Ingram was appointed Public Policy Chair for another three-year term, 2003-2005.

Upon a MOTION duly carried, Ian Anderson will replace John Bruley as Program Chair for M&M 2004.

Upon a MOTION duly carried, Paul Kotula was appointed Program Chair for M&M 2006.

It was announced that Ernie Hall would represent MAS as Co-Program Chair for M&M 2004.

3. SECRETARY’S REPORT (J. Woodward)

Written report reviewed; clarification was given regarding MSA’s affiliation with the American Association for the Advancement of Science (AAAS) in that no dues are payable by MSA.

The Meeting Minutes of Summer Council 2002 were reviewed. There being no modifications, the minutes stand as written.

It was pointed out that the Operations Manual Page 4 (historical listing of Council actions) should be corrected to reflect the 01SC naming of the Outstanding Technologist Award after Hildegard Crowley as Biological Sciences rather than Physical Sciences.

4. TREASURER’S REPORT (K. Alexander)

Graph of historic equity fluctuations was presented. It was pointed out that the major drop in equity during 2002 was a result of the purchase of Microscopy Today. An upward trend is expected as Microscopy Today is generating income.

The December 31, 2002 pre-audit financial report was reviewed and the successful M&M 2002 meeting in Quebec City which netted $202,811.62. Final figures will be distributed after financial audit, which is scheduled for February 21, 2003 at the Business Office.

The break-even budget for 2003 was reviewed; it is expected that M&M 2003 will generate even more surplus than M&M 2002.

A list of options was presented to discuss how Annual Meeting surplus/loss sharing of joining societies is to be determined.

Upon a MOTION duly carried, the joining societies surplus/loss sharing will be determined as follows:

The Microbeam Analysis Society (MAS) surplus/loss share is 10% or some agreed upon number, which preserves the special arrangement between MSA and MAS; and,

Other joining societies surplus/loss share is based on attendance at the Annual Meeting with 5% cap per society except when M&M is hosted in another country.

In the case of an individual holding multiple memberships in joining societies, each membership will be counted as one rather than a fractional count.

GUIDELINES FOR THE OPERATION OF COMMITTEES (A. Eades)

RESOLUTION carried as follows: Be it resolved that the Committee Guidelines be adopted as written. See Appendix 1.

POLICY FOR THE FUTURE OF MSA (A.Eades)

(See Appendix 2 for Alwyn Eades Summary)

Nanotechnology

The long-term planning discussion began with nanotechnology and how MSA should position itself to bring it in a structured way to the worldwide scientific community. It was suggested that a committee be formed to:

1) define nanotechnology 2) how to embrace nanotechnology 3) how to incorporate nanotechnology into the annual meeting 4) determine what MSA is doing now that is nanotechnology and 5) consult with experienced people as to what the most exciting areas are.

Structure

Position papers distributed prior to the Winter Council Meeting were reviewed relative to the structure of the Society and the papers supporting the merging of the Microscopy Society of America with the Microbeam Analysis Society. President Eades reported on his attendance at the Microbeam Analysis Society (MAS) winter council meeting. There was discussion of dual membership. Currently 53% of MAS are also MSA members.

Upon a MOTION duly carried, it is the sense of Council to enter discussions with the Microbeam Analysis Society (MAS) to merge the societies in a divisional structure.

A committee will be formed to discuss such a merger and President Eades will announce committee appointments at a later date.

Membership

The benefits of MSA membership were discussed and clarification was made as to the dues structure. It was suggested that web access to useful information and more reliable information would be helpful in retention. It was mentioned that substantial benefits other than the Annual Meeting are Microscopy and Microanalysis and Microscopy Today. The on-line membership application form will be checked regarding clarification of Canadian member dues.

The open meeting recessed at 12:20pm for a tour of the Providence convention center and a closed Council session, and reconvened at 3:45pm.

7. BUSINESS OFFICE REPORT (J. Janes)

Written report reviewed.

RESOLUTION carried as follows: Be it resolved that the 95 new/reinstated members since 8/1/02 be approved.

RESOLUTION carried as follows: Be it resolved that Emeritus status for William Butler, member since 1964; Larry Havemann, member since 1983; and Marvin Stromer, member since 1969 be approved.

RESOLUTION carried as follows: Be it resolved that Emeritus membership for Tom Huber is approved.

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

Written report reviewed; Net surplus (pre-audit) from M&M 2002 reported to be $202, 812. It was suggested that the exhibitors be contacted a second time because the feedback from the first survey was from only 29% of the exhibitors. M&M 2003 exhibit space nearly sold out.

9. MICROSCOPY & MICROANALYSIS (M&M) 2002 (E. Voelkl/P.Charest)

A) Program Committee (Edgar Voelkl)

Written report reviewed; no action required.

B) Local Arrangements Committee (LAC) (Pierre Charest)

Charest reported that final reconciliation has taken place and complimented the Meeting Manager and Business Office for their support during the year.

President Eades and Council congratulated both Voelkl and Charest for an outstanding meeting.

10. MICROSCOPY & MICROANALYSIS (M&M) 2003 – SAN ANTONIO

A) Program Committee (D. Piston )

Written report reviewed. Piston pointed out that there will be 328 speakers for M&M 2003. The Pre-Meeting Congress will be sponsored by the Opto-Precision Instruments Association (OPIA) with Gerard Merriott as Chair. Alwyn Eades advised that the paper submissions and attendance from Venezuela might be disappointing due to the political turmoil there.

B) Local Arrangements Committee (E. Osten)

Written report reviewed; no action required.

11. MICROSCOPY & MICROANALYSIS (M&M) 2004 – SAVANNAH

A Local Arrangements Committee (J. Woodward)

Written report was reviewed. Janet Woodward as LAC treasurer solicited ideas for the opening reception. It was decided that any location that was inside, has a lot of space and short lines rather than glamour, would be suitable; especially if it on the island so the exhibitors would be able to attend as well. Woodward reported that Robert Simmons, as site coordinator, has been working with Sara Miller on all LAC issues.

12. MICROSCOPY & MICROANALYSIS (M&M) 2005 - HONOLULU

Program Committee (R. Price)

Written report reviewed; no action required.

13. FUTURE MEETING SITES (M.B. Rebedeau)

2010 – Vancouver (E. Humphrey)

It is Humphrey’s intention to nominate Vancouver for M&M 2010, one that would be substantially larger than M&M 2002. It was suggested that the Annual Meeting could take place in a new convention center expected to be built in 2007.

There was discussion about the benefits of hosting IFSM at M&M 2010. No action taken.

The meeting recessed at 6:00 pm and reconvened at 8:10 am on Sunday, February 2, 2003 with a quorum present.

M&M 2009 – (M.B. Rebedeau) There was discussion about Providence as a possible Annual Meeting site for M&M 2009.

Baltimore will also be considered for M&M 2009.

M&M 2010 – Vancouver (E. Humphrey)

Elaine Humphrey agreed to get more details as to when proposals could be made for the new space expected to be completed in 2007.

Upon a MOTION duly carried, it was decided to postpone a decision on the 2010 site until Summer Council 2003.

14. MICROBEAM ANALYSIS SOCIETY (MAS) (E. Etz)

Edgar Etz expressed his enthusiasm about M&M 2003, especially the Latin American flavor adding a special touch. Etz complimented Dave Piston and Paul Kotula on a terrific job that looks as if it’s shaping up to be the best Meeting ever.

Etz commented on the possible merger of MSA and MAS for a stronger common society.

15. INTER-AMERICAN COMMITTEE OF SOCIETIES FOR ELECTRON MICROSCOPY (CIASEM) (G. Solorzano)

Guillermo Solorzano complimented Dave Piston for staying in constant contact with him on program-related matters and thanked Ron Anderson for arranging through Microscopy Today for fliers that were sent to Argentina and Brazil to promote the Meeting. He also expressed appreciation for the link Nestor Zaluzec made for South American countries to access the Meeting page on the web.

Solorzano expects registration from Mexico and Brazil to be close to what was projected, but it is unknown as to what to expect from Venezuela and Argentina.

16. ARCHIVES (S. Samuelsson)

Written report reviewed. It was noted that a request was made to postpone the binding of Council meeting minutes to 2003.

Upon a MOTION duly carried, Michael Marko is authorized to spend $1200 in 2003 for the binding of Council records.

AWARDS (J. Mansfield)

Mansfield reported that during the closed Council session Council reviewed the written report, including recommendations for the major Society awards for 2003.

RESOLUTION carried as follows: Be it resolved that the 2003 major Society award winners recommended by the Awards Committee be approved as follows:

Distinguished Scientist, Physical: Harald H. Rose

Distinguished Scientist, Biological: Joachim Frank

Burton Medal: Frances M. Ross

Morton D Maser Distinguished Service Award: Mary Grace Burke

RESOLUTION carried as follows: Be it resolved that the MSA President approve at a later date the 2003 Outstanding Technologist Awards, both Biological & Physical, and the Optical Imaging Outstanding Young Investigator Awards as may be recommended by the Awards Committee.

It was mentioned that an absolute requirement in choosing future sites and in allocating booth/poster space should be that there is enough space to display all posters at once.

CERTIFICATION BOARD (S. Samuelsson)

Written report reviewed; no action required.

EDUCATION COMMITTEE (J. Jerome)

Written report reviewed. Jay Jerome commented that the videotaping was greatly improved by having a student do the taping, and a major development since the Meeting has been the acquisition of a DVD recorder to facilitate conversion of the existing tutorial videotapes in the Video Library to DVDs.

A) Digital Imaging -A request was put forth for an approval of an MSA position on digital image processing.

RESOLUTION carried with modifications as follows: Be it was resolved that an 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. 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.”

It was decided to show the MSA digital imaging processing position on the web and for Microscopy Today to carry an article about it.

B) Megabooth Shipments – There was discussion about volunteers expending a great deal of time in dealing with freight brokers to rectify the committee shipping issues.

RESOLUTION carried as follows: Be it resolved that the Meeting Manager coordinate Megabooth shipments to and from the meetings, make advance arrangements for the payment of any bills relating to those shipments; and, confirm the aforementioned with the Education Committee Chair.

C) Undergraduate Research Scholarships

Upon a MOTION duly carried, it was resolved that the Undergraduate Research Scholarships for 2003 be awarded to the following per recommendation of the committee:

1) Renee Lopez-Smith, Southern Illinois Univ.

Advisor: Dr. Karen Renzaglia

2) Brigit O’Donnell, New Mexico State Univ.

Advisor: Dr. Soumitra Ghoshroy

3) Aurelie Thuaire, McGill Univ.

Advisor: Raynald Gauvin

4) Julie Takacs, Franklin and Marshall College

Advisor: Dr. Barbara Panessa-Warren

Focused Interest Groups (FIGs)

No written report. It was announced that the first Pharmaceutical FIG meeting was held in Quebec and a symposium is planned for M&M 203.

INTERNATIONAL (A. Eades)

RESOLUTION carried as follows: Be it resolved that C. Barry Carter be re-appointed (3 years) as liaison to IFSM.

It was reported that Carter was recently elected General Secretary of IFSM.

It was announced that Stuart McKernan will serve as Council Liaison to the International Committee.

It was confirmed that IFSM membership dues for MSA of $650 were paid for 2003.

LEGAL LIAISON (P. Ingram)

No written report.

LOCAL AFFILIATED SOCIEITES (S. McKernan)

Upon a MOTION duly carried, a special grant of $1500 for a joint meeting of the Oklahoma LAS and the Central States LAS in April 2003 was approved.

Ev Osten mentioned that it would be helpful for the Committee Handbooks to list a specific charge for the Local Affiliated Societies

MARKETING & COMMUNICATIONS

Report reviewed and accepted as written.

TELECOMMUNICATIONS (N. Zaluzec)

Written report was distributed; no action required.

NOMINATING COMMITTEE (R. Anderson)

Written report reviewed; it was suggested that a bylaws amendment be made due to the difficulty in finding individuals willing to contest an election of a nominated incumbent secretary or treasurer.

RESOLUTION carried as follows: Be it resolved that the following be presented at the 2003 Business Meeting:

Be it proposed that the MSA Bylaws Article IX, Section 1, Nominations, which reads in part “… At least two candidates shall be presented for each office open for election. …“, be amended to read “…At least two candidates shall be presented for each office open for election except that candidates for a second term as Society Secretary and Treasurer, if nominated by the nominating committee, may be presented unopposed. …”

26. PLACEMENT OFFICE (J.Mansfield)

Written report reviewed; no action required.

27. PUBLICATIONS

Microscopy and Microanalysis (C. Lyman)

Written report reviewed; it was noted that Microscopy and Microanalysis was ranked by the ISI as the #3 microscopy journal in 2001; and that MEDLINE indexing is very close to a reality.

RESOLUTION carried as follows: Be it resolved that the MSA Council affirms that Microscopy and Microanalysis has the right of first refusal for publishing sets of manuscripts presented as a group at the annual M&M meeting.

It was suggested that the aforementioned be passed on to symposia chairs through Kathi Alexander and Jay Jerome and added to the Annual Meeting Guidelines.

Ed Barnas of Cambridge University Press distributed a confidential report to Council on income, royalties and circulation data

Microscopy Today (R. Anderson)

Written report reviewed; Anderson reported that the magazine is generating income. The subscriber list has grown from 9, 100 to over 17,000 since April 2002.

Discussion held on potential editorial board that would be similar to Microscopy and Microanalysis. No action taken.

The Call for Papers mailing was combined with the Microscopy Today November issue which resulted in considerable savings in postage expenses.

Upon a MOTION duly carried, it was agreed that microscopists in Canada and Mexico will receive Microscopy Today at no cost.

RESOLUTION carried as follows: Be it resolved that the foreign (non-North American) subscription rate for Microscopy Today be set at $35.

C) Proceedings and Poster (S. McKernan)

McKernan suggested a change to the symposium structure – possibly have keynote speakers along with invited speakers and then contributed papers. The keynote speakers would be on the CD proceedings. McKernan will work with Ian Anderson to work out possible re-structuring.

D) Publications Committee (A. Eades)

There was discussion about forming a Publications Committee with the Publications Committee Chair to oversee activities of Microscopy and Microanalysis, Microscopy Today, Proceedings and poster production and report to Council through a Council liaison. The resolution “ Be it resolved that the Microscopy Society of America create a Publications Committee. Said committee shall act on behalf of Council regarding the publication activities of the Society “ was not carried.

28 PUBLIC POLICY

No written report.

29. PLACEMENT (Mansfield)

Written report reviewed; no action taken.

30. SUSTAINING MEMBERS (D. Masaki)

Written report reviewed; there was discussion about children at the exhibit.

Upon a MOTION duly carried, the Meeting Manager is instructed to enforce the existing rules.

The existing rules are that there is a blanket ban on children in the exhibit area. Children under 12 years of age are not allowed at any time. Children ages 12-16 will be allowed only if a waiver is signed and the child is accompanied by an adult.

It was agreed that babes in arms may be allowed.

RESOLUTION carried as follows: Be it resolved that the termination date for Sustaining Members renewal be changed from July to March 1.

31. TECHNOLOGISTS’ FORUM (N. Zaluzec)

Written report reviewed; no action required.

32. MICROSCOPY & MICROANALYSIS 2004 BUDGET (K.Alexander)

Upon a MOTION duly carried, the M&M 2004 budget reflecting net proceeds of $43,148 was approved.

Upon a MOTION duly carried, the International Metallographic Society (IMS) was accepted as a co-sponsoring society for Microscopy & Microanalysis 2004.

33. OTHER BUSINESS

Upon a MOTION duly carried, it was approved to continue an affiliation with the American Association for the Advancement of Science (AAAS). The President will appoint a representative who has to be a member of the Microscopy Society of America and the AAAS.

34. ADJOURNMENT

There being no further business, the open meeting was adjourned at 12:12 pm.

Council held a closed session until 1:30pm

Elected Officers Present:	Appointed Officers & Guests Present:

Alwyn Eades, President	Ron Anderson, Microscopy Today Editor
Janet Woodward, Secretary	Ed Barnas, Cambridge University Press
Kathleen Alexander, Treasurer	Pierre Charest, M&M 2002 LAC Chair
Jay Jerome	Dwight Erickson, M&M 2003 LAC Treasurer
Jeanette Killius	Edgar Etz, Microbeam Analysis Society President
John Mansfield	Elaine Humphrey, Microscopical Society of Canada
Stuart McKernan	Paul Kotula, M&M 2003 MAS Program Chair
Michael O’Keefe	Allan Lockley, International Metallographic Society
Steve Samuelsson	Charles Lyman, Microscopy and Microanalysis Editor-in-Chief
Nestor Zaluzec	Dennis Masaki, Sustaining Members Chair
	Ev Osten, M&M 2003 LAC Chair
Elected Officers Absent:	Bob Price, M&M 2005 Program Chair
Stan Erlandsen, Past President	Mike Thompson, FEI Company
Sara Miller, President-Elect	of Societies for Electron Microscopy President
	Edgar Voelkl, M&M 2002 Program Chair

Staff Present:
Judy Janes, Business Office Administrative Manager
Cindy Clark, Business Office
Mary Beth Rebedeau, Meeting Manager
Monica Eggers, Meeting Manager Office