Draft by BO 3/12/04
Submitted to Secretary 3/18/04
Sec. Approval 5/3/04, Pres. Approval 5/22/04
Sent to Webmaster for posting 5/24/04

Elected Officers Present:Appointed Officers & Guests Present:

Sara Miller, PresidentIan Anderson, M&M 2004 Program Chair
Grace Burke, President-ElectRon Anderson, Editor, Microscopy Today
Alwyn Eades, Past PresidentTina Carvalho, M&M 2005 Local Arrangements Chair
Janet Woodward, SecretaryJay Jerome, Business Office & Meeting Manager Liaison
Kathleen Alexander, TreasurerPaul Kotula, M&M 2006 Program Chair
William T. Gunning IIIAl Lockley, International Metallographic Society President
Jeanette KilliusCharles Lyman, Editor-in-Chief, Microscopy and Microanalysis
John Mackenzie, Jr.Ev Osten, M&M 2003 Local Arrangements Chair
Stuart McKernanDave Piston, M&M 2003 Program Chair
Michael O'KeefeBob Price, M&M 2005 Program Chair
Steve SamuelssonRobert Simmons, M&M 2004 Local Arrangements
Nestor Zaluzec

Staff Present:

Judy Janes, Administrator
Philip Lesser, Managing Director
Mary Beth Rebedeau, Meeting Manager
Monica Eggers, Meeting Manager

1. CALL TO ORDER

The meeting was called to order at 8:20 am, February 28, 2004, and a quorum was recognized. President Miller welcomed those present and all attendees introduced themselves.

2. SECRETARY'S REPORT (J. Woodward)

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

3. TREASURER'S REPORT (K. Alexander)

Preliminary 2003 year-end summary was presented. Co-sharing of M&M 2003 surplus (MAS 10%, IMS-3%, and CIASEM 3%) was discussed and it was reported that final figures will be available after the audit.

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 2005 Meeting budget that is approved at Winter Council 2004 will remain fixed; and that the committee proposed 2005 budgets would be reviewed and finalized at Summer Council 2004.

4. REVIEW OF LIAISON ASSIGNMENTS (S. Miller)

RESOLUTION carried as follows: Be it resolved that 2004 Liaison appointments are approved as follows:

Archives Samuelsson
Awards Gunning
Business Office Jerome
Bylaws Woodward
Certification Board Samuelsson
Education including Project MICRO, Video Library and Undergrad. Res. Scholarships Burke
Focused Interest Groups (FIGs) O'Keefe
International McKernan
Legal Liaison Woodward
Local Arrangements Miller
Local Affiliated Societies McKernan
Marketing & Communications -Killius/Samuelsson
Meeting Manager Jerome
Nominating Eades
Placement Mackenzie
Program Mackenzie
Public Policy Woodward
Publications including Microscopy and Microanalysis, Proceedings, EXPO, Microscopy Today - Eades
Sustaining Members O'Keefe
Technologists' Forum - Killius

5. Microscopy Society of America (MSA)/Microbeam Analysis Society (MAS) Merger (A. Eades)

John Mansfield committee report reviewed. Eades presented a report of the issues presented by John Mansfield's committee and recapped further discussions of the 2/27/04 meeting of MSA representatives. The main benefits of merging with MAS would be to 1) hold a better M&M; 2) represent all of what MSA wants to represent; 3) provide increased benefit to Sustaining Members; 4) position MSA for long-term growth; all of which could revitalize the entire Society; and 5) avoid MAS feeling the need to compete. The aims of the merger would be to: 1) maintain membership and grow; 2) keep Bio-Non-Bio balance and avoid perception of becoming materials-oriented; 3) allow MAS to keep its identity; 4) deal with MAS funds successfully; and 5) keep international affiliation.

Details to be presented during joint meeting with MAS on February 29, 2004.

6. FOCUSED INTEREST GROUPS (FIGs) (Miller)

Written report of 2/27/04 meeting reviewed. Further recommendations were made to those that were approved at the 1999 Summer Council meeting.

[By unanimous electronic mail vote on 3/10/04, the FIG recommendations were approved.
See Appendix 1.]

Upon a MOTION duly carried, Ralph Albrecht is appointed committee chair for the Focused Interest Groups (FIGs).

The motion to approve Facility Operations as a new FIG did not receive a second.

7. PUBLICATIONS (A. Eades)

A) Microscopy and Microanalysis - C. Lyman

Written report reviewed. Highlights included: 1) first letter to the Editors; 2) 1st royalty payment from Cambridge University Press; 3) record number of scientific pages printed; and 4) record number of submitted manuscripts.

RESOLUTION: Be it resolved that funds equivalent to royalties received from Cambridge University Press under the current contract be placed in the journal account and be made available for the Editor-in-Chief to use.

RESOLUTION: Be it resolved that MSA Council shall direct the MSA Business Office not to sell the MSA membership mailing list to journals in direct competition with the society's journal, Microscopy and Microanalysis.

B) Microscopy Today - R. Anderson

Written report reviewed.

RESOLUTION: Be it resolved that MSA authorizes a first class mailing to the Microscopy Today subscriber list to find bad addresses. Funds for this project to come from a Council grant and not from Microscopy Today overhead.

There was discussion about material for the first class mailing. It was suggested that a letter to new non-MSA member subscribers be sent to include M&M 2004 information, member benefits and a membership application. Charles Lyman volunteered to draft the letter and will coordinate with Ron Anderson.

Alwyn Eades thanked both Ron and Dale Anderson for their efforts in the operation of Microscopy Today.

[Ron Anderson excused himself]

It was suggested that the Awards committee consider that some type of recognition be given to Dale Anderson for her work with Microscopy Today.

C) Proceedings S. McKernan

Written report reviewed. It was reported that final submission of the Call for Papers on a Monday is a good idea and will be continued.

8. TECHNOLOGISTS' FORUM (J. Killius)

Written report reviewed. No action required. All TF tapes are being given to the Education Committee to be transferred to DVD. It was reported that publicity for the Professional Technical Staff Awards generated more interest this year.

9. EDUCATION (G. Burke)

Written report reviewed. No action required.

10. SUSTAINING MEMBERS (M. O'Keefe)

Written report reviewed. One question to ponder should MSA offer further incentives to increase sustaining members? It was suggested that Sustaining Members be given preferred exhibit space at the M&M meetings.

There was clarification of the policy of providing a one-time mailing list to Sustaining members for a pre-meeting mailing, wherein a benefit of Sustaining membership allows for a complimentary rental of the Society's membership list for the use of a pre-Annual Meeting mailing.

11. ARCHIVES (S. Samuelsson)

Written report reviewed. It was suggested that a memorial poster be made for M&M 2004 in memory of Andrew Somylo who passed away January 2004.

12. CERTIFICATION (S. Samuelsson)

Written report reviewed and discussion of the MSA certification program. No action required. John Chandler has recommended Ann Ellis to succeed him in 2005 as Certification Board chair.

13. INTERNATIONAL (A. Eades)

Written report reviewed. No action required.

14. LEGAL LIAISON (J. Woodward)

Written report reviewed. No action required.

15. PUBLIC POLICY (J. Woodward)

Written report reviewed. No action required.

16. MARKETING & COMMUNICATIONS (J. Killius)

Written report reviewed. No action taken. There was discussion about doing a salary survey with the first-class mailing to the Microscopy Today list. It was further recommended that the mailing does not include a salary survey but include a cover letter signed by the president, a membership benefits list and an MSA membership application. Killius will work with Paul Fischione and the Marketing & Communications committee to review what pieces will be included in the mailing.

17. TELECOMMUNICATIONS (N. Zaluzec)

Written report reviewed. No action required.

18. PLACEMENT (J. Mackenzie)

Written report reviewed. No action required.

19. NOMINATING (A. Eades)

Eades announced that the Nominating committee will be making nominations for four Council positions with terms commencing in 2005, namely President-Elect, Treasurer, Director - Biological Sciences and Director - Physical Sciences.

20. BUSINESS OFFICE REPORT (J. Janes/P. Lesser)

Written report reviewed. Plans for 2004 include the creation of an operational calendar to be used in conjunction with Sara Miller's project of creating How To books for MSA officers and committee chairs.

RESOLUTION: Be it resolved that 220 new/reinstated members since SC03 are approved.

RESOLUTION: Be it resolved that Emeritus status for O. Hayes Griffith, Norman P. Kutscha, Frederick B. Merk, William Wergin and Mei Lie Wong is approved.

Phil Lesser reviewed the MSA insurance policies currently in effect. Detailed information on MSA's insurance coverage can be obtained from the Business Office.

[The open meeting recessed for a closed Council session.]

21. AWARDS (W. Gunning)

RESOLUTION: Be it resolved that Mona Norcum, Kathy Spenser, and Oliver Wells are appointed to the Awards Committee.

RESOLUTION: Be it resolved that the 2004 major Society award winners recommended by the Awards Committee are approved as follows:

Burton Award Z. Hong Zhou
Distinguished Biological Scientist Robert M. Glaeser
Distinguished Physical Scientist Raymond F. Egerton
Mort D Maser Distinguished Service Award Ralph Albrecht
Hildegard Crowley Outstanding Biological Technologist no award
Chuck Fiori Outstanding Physical Technologist Mark C. Reuter
MSA/OPIA Outstanding Young Investigator Geri Kreitzer

RESOLUTION: Be it resolved to accept the request to overspend the 2004 committee budget by $250 to provide lunch for committee members at the Annual Meeting.

[Open session reconvened]

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

Written reports reviewed. No action required.

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

A) Program Committee I. Anderson
Written report reviewed. No action required. Anderson pointed out some of the changes to the Call for Papers from previous years. There approximately 780 papers received as of the 2/16/04 deadline, all of which will be reviewed and sorted prior to the Program Production Meeting, which will significantly reduce the amount of work traditionally performed at the PPM. The Pre-Meeting will be organized by the FIG Materials Research in an Aberration-Free Environment.

B) Local Arrangements Committee R. Simmons

Miller written report reviewed. No action required. Simmons reported that the convention center will provide free busing. The opening reception at the Westin in three ballrooms and the outside grounds will include musical entertainment. Plans for the Presidential Reception will be finalized at the PPM.

24. MICROSCOPY & MICROANALYSIS 2005 (B. Price/T. Carvalho)

A) Program Committee Bob Price

Written report reviewed. The co-sponsoring societies for M&M 2005 are Microbeam Analysis Society (MAS), Australian Microscopy and Microanalysis Society (AMMS), Committee of Asia-Pacific Societies for Electron Microscopy (CAPSEM), International Metallographic Society (IMS), and Microscopy New Zealand (MNZ).

RESOLUTION: Be it resolved that the 2005 Program Production Meeting (PPM) is held onsite in Honolulu.

RESOLUTION: Be it resolved to have a symposium at M&M 2005 in honor of Dr. Joe Goldstein.

B) Local Arrangements Committee T. Carvalho

Written report reviewed. Carvalho reviewed arrangements in progress. Six venues for the Wednesday socials include dinner cruises and luaus.

RESOLUTION: Be it resolved that Mei Lie Wong be approved as Treasurer of the M&M 2005 Local Arrangements Committee.

25. MICROSCOPY & MICROANALYSIS -FUTURE SITES (M. Rebedeau)

Written report reviewed. Sites under consideration for 2010 were Vancouver, Portland, and Montreal.

Upon a MOTION duly carried, the site for M&M 2010 is Portland provided that 1) the president is able to confirm a suitable Local Arrangements committee 2) the date is August 1-5, 2010 and 3) that 120,000 sq. ft. of exhibit space will be available.

The meeting recessed at 6:10 pm and reconvened at 7:10 am on Sunday, February 29, 2004 with a quorum present. [During breakfast, members of the Microbeam Analysis Society (MAS) joined the MSA Council for discussion concerning the merging of the two societies.]

26. MSA/MAS MERGER (A. Eades)

Eades presented MSA's position on the proposed merger to both MSA and MAS Council, outlining MSA's reasons for wanting the merger and a set of aims to achieve common goals. President Miller arranged for smaller group discussions to allow for exchange between the MSA and MAS Council members. During the open discussion to both Councils, issues were addressed about the proposed structure, including MAS President Carpenter comments about MAS's position and interests.

It was recommended that the discussions should continue and a joint committee would be organized, one appointed by the MSA and MAS presidents, to be presented at Summer Council 2004 (both to have operating budgets). The committee will be asked to make a report at Winter Council 2005.

27. TREASURER'S REPORT (Continued)_ (K. Alexander)

It was recommended that 5% of MSA yearly net surplus be set aside for investments. Council will enter discussions to set up an account for investment purposes.

Upon a MOTION duly carried, the M&M 2005 budget reflecting net surplus of $65,895.

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

Written report reviewed. It was clarified that MSA receives 1 free room night for every 50 rooms booked for the Annual Meeting.

President Miller encouraged Council members to thank personally the M&M 2004 exhibitors for their support of the Annual Meeting.

Jeanette Killius will follow up with Paul Fischione to make arrangements for volunteers to man the membership booth.

Clarification was made of the policy of children on the exhibit floor at M&M meetings as follows:

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.

The Meeting Manager will make arrangements to have waivers available at M&M 2004.

29. NEW BUSINESS

Upon a MOTION duly carried, future Summer Council meetings will be held on Friday and Saturday, rather than Saturday and Sunday.

Upon a MOTION duly carried, it is approved for Bob Price to pursue grant for support from the National Institute of Health to supplement the $140,000 program budget for M&M 2005 and should apply by the April 15, 2004 deadline.

30. ADJOURNMENT

There being no further business, the meeting was adjourned at 2:08 pm.

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