Microscopy Society of America
Executive Council Meeting Minutes
San Diego, California
February 5-6, 2005
Draft by BO-Submitted to Pres Ð 3/22/05
Secretary Approval Ð 5/19/05
Sent to Webmaster for Posting
Council Approval 7/29/05
Elected Officers Present: Appointed Officers & Guests Present:
M. Grace Burke, President Kathleen Alexander, Past Treasurer
W. Gray (Jay) Jerome, Ron Anderson, Editor, Microscopy Today
President-Elect Michael Bode, Sustaining Member Chair
Sara Miller, Past President Tina Carvalho, M&M 2005 LAC Co-Chair
Janet Woodward, Secretary Marilyn Dunlap, M&M 2005 LAC Co-Chair
Ev Osten, Treasurer Pamela Lloyd, Megabooth Coordinator
William T. Gunning III Charles Lyman, Editor-in-Chief, Microscopy and Microanalysis
Jeanette Killius Paul Kotula, M&M 2006 Program Chair
John Mackenzie, Jr. Robert Price, M&M 2005 Program Chair
Stuart McKernan Nestor Zaluzec, M&M 2006 LAC Chair
Michael OÕKeefe
Dave Piston
David Smith
Staff Present:
Judy Janes, Executive Manager
Phil Lesser, Managing Director
Mary Beth Rebedeau, Meeting Manager
Monica Eggers, Meeting Manager
[Closed Session]
1. CALL TO ORDER
The meeting was called to order at 8:00 am, February 5, 2005, and a quorum was recognized.
Upon a MOTION duly carried, MSA Council agrees to disband its half of the merger committee with gracious thanks to its members (Bill Gunning, Alwyn Eades, John Mackenzie, Sara Miller, Janet Woodward) for their efforts.
Council prepared a statement to the Microbeam Analysis Society (MAS) with its decision to suspend further discussions of a merger of between the two societies for the time being.
[Open Session]
3. WELCOME AND INTRODUCTIONS (M. G. Burke)
President Burke welcomed those present and all attendees introduced themselves.
4. SECRETARYÕS REPORT (J. Woodward)
Written report reviewed. The Meeting Minutes of Summer Council 2004 were reviewed and modified the Awards Section 16 as follows:
ÒUpon 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 nominator is a member in good standing.Ó
Upon a MOTION duly carried, the Meeting Minutes of Summer Council 2004 were accepted as amended.
5. TREASURERÕS REPORT (E. Osten)
Past Treasurer K. Alexander presented an overview of the 2004 budget and a graph of net equity was presented.
It was recommended that a mechanism be put in place to include restricted fund line items in the financial reports for Public Policy, Microscopy and Microanalysis editorial support, Focused Interest Groups (FIGs) dues and sponsorships, and the Raleigh Miller Student Scholarship fund.
Upon a MOTION duly carried, it is resolved to accept the Preliminary Statement of Financial Position, December 31, 2004, subject to audit.
Treasurer E. Osten presented a chart with comparison of budget vs. actual and recommended that the greater attention be given to more realistic budgeting to effect accurate projections for meaningful analysis.
Janes presented a sample committee budget for clearer reporting and more open communications.
It was further recommended that there be periodic direct communications to committee chairs and liaison with committee budgets.
6. LIAISON ASSIGNMENTS (M. G. Burke)
President Burke announced the 2005 liaison assignments as follows:
Annual Meeting Piston
LAC
Pre-Meeting
Program
Archives OÕKeefe
Awards Gunning
Business Office-Staff Jerome
Bylaws Woodward
Certification Board Mackenzie
Education Smith
Finance Osten
Focused Interest Groups Killius
Information Technology Jerome
International Smith
Legal Liaison Woodward
Local Affiliated Societies McKernan
Marketing & Communications OÕKeefe
Meeting Management-Staff Jerome
Membership Gunning
Nominating Miller
Placement Mackenzie
Public Policy Woodward
Publications Burke
Journal
Magazine Ð Staff
Proceedings
EXPO
Call for Papers
Poster Production Ð Staff
Sustaining Members OÕKeefe
TechnologistsÕ Forum Killius
A new Finance Committee was established, with the Treasurer, Ev Osten, as Chair, with Committee members to include Bob Price, Tom Kelly, Paul Fischione and Steve Samuelsson. Information Technology has been moved from the Marketing & Communications Committee to its own Committee, with Nestor Zaluzec at Chair. Two MSA Committees have been reactivated: Publications and Membership. Ron Gronsky is appointed Chair of the Publications Committee, with committee members Alwyn Eades and JoAn Hudson. The Publications Committee will report to the President. The Chair of the Membership Committee will be announced at a later date.
Two new Liaison Positions have been established: MSA Meeting Liaison and Exhibitor Liaison. Dave Piston is appointed to the MSA Meeting Liaison position, and will be the MSA contact person for oversight of the MSA meeting-related activities, and will serve as the MSA coordinator between LAC and Program Chair. This position was created to eliminate the necessity for the Program Chair to oversee non-scientific program matters at Microscopy & Microanalysis.
Sara Miller is appointed as the Exhibitor Liaison. The Exhibitor Liaison, will serve as the MSA point-of-contact for exhibitor problems and comments, and will assist in resolution of exhibitor problems.
7. BUSINESS OFFICE (J. Janes)
The 2005 membership recruitment and retention strategy was discussed. Plans are in place to recruit/reinstate 300 members.
Upon a MOTION duly carried, Emeritus status is approved for Lydia Peters, member since 1979, who retired January 2005.
Upon a MOTION duly carried, 122 new members from SC04 through December 31, 2004 members were approved.
8. MICROSCOPY & MICROANALYSIS 2004 Ð SAVANNAH
Local Arrangements Committee (S. Miller)
Written report reviewed. Miller commented on the LAC budget and reconciliation and recommended a financial report from the BO be given to the treasurer prior to LAC reconciliation to be sure that direct billings are captured; and that communications be improved with the treasurer, meeting manager and business office.
Miller recommended that future M&M budgets allow for professional projectionists to be available in the meeting rooms; and that an MSA site coordinator oversees this activity. This budget could come from reducing Local Arrangements Committee (LAC) office food & beverage expenses at the annual meeting.
The presidential reception needs to be reviewed: its purpose and difficulty in estimating catering costs.
The reception for 2005 will be even larger with co-sponsoring dignitaries. It was suggested that the presidential reception be a part of the meeting budget in the future.
Upon a MOTION duly carried, it is approved for the 2005 Local Arrangements committee (LAC) to overspend their budget, not to exceed $10,000, to cover expenses for 3 people: On-Site Coordinator, Volunteer Coordinator and the Information/Hospitality Booth Coordinator with considerable time commitments.
The Education Committee has recruited John Shields and Bill Monroe as Student Volunteer Worker Coordinators for the scheduling of projectionists and staffing of Megabooth. It was reported that all student volunteers chose the option of lodging over $10/hr. pay for their service at M&M 2004.
Sara Miller is writing the How to book for LAC chair, LAC treasurer, site coordinator and volunteer coordinator for the Annual Meeting Guidelines. G. Burke has extracted the information concerning the MSA Megabooth Student Workers from the ÒHow ToÓ Book for the Book Display Subcommittee (Education Committee) and has conveyed it to John Shields for the new Subcommittee activity as part of the Education Committee.
There was no report from Ian Anderson, 2004 Program Chair.
9. MICROSOCOPY & MICROANALYSIS 2005 - HONOLULU
A) Program Committee (R. Price)
Written report reviewed.
Upon a MOTION duly carried, MSA will provide matching funds of $3000 for AAAS student scholarships awarded in the AAAS grant for six student biologists. This should be in funds that are in addition to the approved 2005 budget.
The selection process of these awards will be the same as for the Presidential Student Awards.
Price has been working with FIGs to accommodate their requests for meeting space at M&M 2005. For future meetings it was recommended that policy be set for the Program Chair, Education Pre-Meeting Liaison and Pre-Meeting Chair to review FIG chair requests for FIG event during the M&M meeting at N-1. Michael OÕKeefe was appointed to organize an ad hoc committee to formalize the FIG guidelines for M&M 2006 and beyond.
Price also suggested that guidelines be determined for naming symposia. Gracie will form an ad-hoc committee to address this.
B) Local Arrangements Committee (T. Carvalho, M. Dunlap)
Written report reviewed; no action required.
It was noted that sufficient, experienced, volunteer help has been identified and the recruitment of local help is going well. All MATC and Delta students will likely become volunteers and MSA members. The Sheraton Waikiki is offering $95 rooms for students Ð and there is additional housing by university ranging from $40 to $90.
10. MICROSCOPY & MICROANALYSIS 2006 - CHICAGO
A) Program Committee (P. Kotula)
Written report reviewed. There was further discussion about the increasing number of requests for pre-meeting workshops by Focused Interest Groups. There was also discussion on increasing the program budget to reflect increase in costs for travel as well as to grow the program.
Upon a MOTION duly carried, the M&M 2006 program budget was approved.
B) Local Arrangements Committee (N. Zaluzec)
Written report reviewed. Zaluzec outlined some of the higher expenses involved in dealing with a Tier 1 city and his negotiations with Navy Pier for adequate meeting room space
Zaluzec expects that additional funds will be requested to cover the costs of the opening reception to be held in the Grand Ballroom at Navy Pier; and is finding ways to cut costs in other areas.
Upon a MOTION duly carried, the LAC Chair is authorized to apply for Illinois State tax exemption.
11. MEETING MANAGER REPORT (M. B. Rebedeau)
Written report reviewed.
Upon a MOTION duly carried, the Advance Student Member registration of $100 is set for M&M 2006.
Upon a MOTION duly carried, registration will be increased by 3.5% effective 2006.
Upon a MOTION duly carried, exhibitor registration will be increased by 4% effective 2006.
Upon a MOTION duly carried, the M&M 2006 budget was approved and will be amended.
Looking at Fort Worth or Cleveland as possible sites for M&M 2011.
[CLOSED SESSION]
12. AWARDS (W. Gunning)
The Award Committee recommendations for the 2005 major Society awards were approved as follows:
Distinguished Scientist, Biological Sciences Richard Henderson, Cambridge
Distinguished Scientist, Physical Sciences Sumio Iijima, NEC Laboratories
Burton Medal David Larson, Imago Sci. Instr.
Outstanding Technologist, Bio. Sciences John Bozzola, Southern Illinois Univ.
Outstanding Technologist, Phys. Sciences E.Christian Nelson, NCEM
Maser Distinguished Service W. Gray (Jay) Jerome, Vanderbilt
Consideration was given to a proposition from the Kuo Foundation to establish an honorary award in the name of Professor K. H. Kuo.
Other closed session business:
The Business Office evaluations for 2004 were reviewed by Council. All realize the need for updated forms that reflect current duties/responsibilities.
[OPEN SESSION]
12. ARCHIVES (M. OÕKeefe)
Written report reviewed; no action required. It was recommended that a mechanism be put in place for the Archivist to receive a copy of all items sent to members or meeting registrants to be placed in the MSA Archives.
13. CERTIFICATION BOARD (J. Mackenzie)
Written report reviewed; no action required.
14. EDUCATION (D. Smith)
Written report reviewed; no action required. A new subcommittee has been formed to coordinate all MSA M&M student workers at the Megabooth, etc., thereby removing this duty from the Book Display Subcommittee. It was noted that no biological short courses have been scheduled for M&M 2005.
The Undergraduate Research Scholarship awards for 2005 were approved as follows:
Jessica Brenneman, Ohio Wesleyan University
James Edward Brown, Oklahoma State University
Timothy Pennycook, Reed College
Natalya Shulyakova, University of Toronto
Jessica Struckhoff, University of Missouri, Columbia
Alternates: Cassandra Rogers, Southern Illinois University
Leslie Campbell-Anglin, University of New Orleans
15. FOCUSED INTEREST GROUPS (FIGs) (M. OÕKeefe)
Written report reviewed; in 2004 Ralph Albrecht had taken the lead in chairing this new committee, and is now transitioning to Bev Maleeff, who has enthusiastically agreed to oversee the FIG activities going forward. For Microscopy & Microanalysis 2006, Council recommends that the FIGs follow Bob PriceÕs guidelines as stated in his report to Council. Council further suggests that the new FIG chair explore the role of FIGs in the annual meeting program, and develop recommendations for presentation at SC 2005.
16. INTERNATIONAL (S. McKernan)
Written report reviewed; no action required.
17. LOCAL AFFILIATED SOCIETIES (S. McKernan)
Upon a MOTION duly carried, the Indiana Microscopy Society was approved as an MSA Local Affiliate Society.
18. MARKETING & COMMUNICATIONS (M. OÕKeefe)
Written report reviewed; no action required. Volunteers are being recruited to head up the newly re-activated MSA membership committee to oversee retention and recruitment efforts.
Upon a MOTION duly carried, in the event that conference or workshop is organized in association with M&M, then cross linkage can be approved by Council. Approved linkage to be sent to Meeting liaison (currently Dave Piston).
Upon a MOTION duly carried, Council approved the link of the Weber Conference to the M&M 2005 site.
A task force was appointed by G. Burke (OÕKeefe, McKernan, Smith) and given the charge of recommending to Council what activities might be initiated to extend MSAÕs influence into the nanotechnology fields.
19. SUSTAINING MEMBERS Ð (M. OÕKeefe)
Written report distributed and reviewed; no action required. There was discussion and suggestions of ways to improve traffic on the exhibit floor in Honolulu. A letter from Council will be written to all exhibitors describing efforts to increase exhibit hall traffic for M&M 2005.
20. PUBLIC POLICY (J. Woodward)
Written report reviewed; no action required.
21. PUBLICATIONS Ð (M. G. Burke)
A. Microscopy and Microanalysis Ð (C. Lyman)
Written report reviewed; Lyman announced that discussions are taking place for Supplement 3 for the European Microscopy Society. Action items listed in report will go to the newly formed Publications Committee.
B. Microscopy Today (R. Anderson)
Written report reviewed; no action required.
C. EXPO (W. Gunning)
It was announced that Richard Edelmann is the new Associate Editor of the EXPO in preparation of taking over the duties as EXPO editor
D. Proceedings (S. McKernan)
Written report distributed and reviewed; no action required.
22. TECHNOLOGISTSÕ FORUM (J. Killius)
Written report reviewed; no action required.
23. MEGABOOTH (P. Lloyd)
Written report reviewed. The Marketing & Communications Committee and Sustaining Members will be added to the megabooth.
Lloyd has worked with Fred Stone to estimate costs for renting a megabooth vs. redesigning it. The consensus was that renting a booth would be appropriate vs. redesigning. Lloyd will present a rental proposal and possible booth layouts at Summer Council 2005.
Upon a MOTION duly carried, Council approved that $1500 from the Marketing & Communications Committee will be used to assist in round trip shipping costs of one full crate of the booth to M&M 2005.
24. NEW BUSINESS
A Motion was made to change the 2-page abstract to ¼ page. Motion was then made to table discussions until Õ05 SC. (See Sunday for continuation of discussion)
An ad-hoc Committee was appointed by G. Burke (Stuart McKernan, Bill Gunning, Mike OÕKeefe, and Dave Piston) to explore the proceedings format options, and provide a recommendation for Council discussion/approval at the Summer Council Meeting.
A motion was made that symposium organizers can not be an invited speaker in his/her own symposium. Motion was tabled.
[Adjourned 6 PM; dinner]
[Meeting resumed Sunday, February 6, 2005 9AM: Closed session]
Discussion of Meeting Management Proposals/Presentations from February 4, 2005.
Ranking of the company preference, derived from straw poll conducted on Saturday, was announced. Each Council member was allowed to voice pros and cons for each company.
Bill will write a letter to all participants thanking them for their presentations and letting them know that they will be notified of final decision within 6-8 weeks.
All agreed that negotiations with Conferon/Corcoran should begin immediately. There was a discussion on having the new Meeting Managers (maybe one person) attend the PPM in Honolulu so that they could have a better idea of that process. It was agreed to notify TRG as soon as possible that they are not in the running.
Discussion concerning Conferon/Corcoran paying for BillÕs and JayÕs site visit to Corcoran ChicagoÕs office Ð as a possible conflict of interest or being construed as influencing the committee. Gracie will contact MSA lawyer to draw up ethics guidelines for future use.
Upon a Motion duly carried, MSA Council recognized a formal debt of gratitude to Bill Gunning and his committee for organizing this review of meeting management companies.
[Open session]
25. MSA/MAS Merger
Many remarks have been made since the initial announcement MSA Council made to MAS Council. MAS felt talks were progressing; was surprised by announcement. More discussion into the reasoning behind stopping the merger discussions for the present.
Discussion on how ending the merger talks may affect MAS attendance in 2005 & 2006 as well as affect Vendors. The idea of a facilitator was discussed again. Facilitator would work with small groups who would be entrusted to make decisions. Cost is ~ $2000/day and would take a few days of information gathering prior to a meeting. Maybe have MSA lawyer recommend a facilitator since one from Bostrom may give the appearance of possible favoritism.
26. Continued Discussion of Extended Abstract format for Microscopy and Microanalysis 2006
The present 2-page extended abstract has been frequently cited as a negative factor in attracting biological contributions to the conference. The preferred form of abstract is a standard ¼ page abstract. In contrast, materials/physical science authors prefer the 2-page option. A ¼ page abstract is not considered copyrighted and therefore will be able to be printed in full form
elsewhere. Again, request to table discussions until Õ05 SC was made. Both the ad-hoc committee of Stuart, Bill, Mike, and Dave as well as the Publications Committee need to explore.
Discussion on ÒunemployedÓ membership; would be a student rate. Could be listed as a member benefit; add fee waiver to renewal form.
John Mackenzie proposed that Fahey be awarded Emeritus status. Was suggested that John ask him first and then have vote via email.
Need to decide how to award funds from the Raleigh Miller Memorial Scholarship Fund.
Looking at Òfamily orientedÓ tutorial for M&M 2005 to attract families.
MSA Council will work with Information Technology Committee Chair Nestor Zaluzec to explore server site location. Discussion on possibly compensating Nestor for his services Ðmany done beyond the call of duty. M&M Journal Editor & MT Editor receive compensation, why not Nestor? This should go through the Publications Committee.; invite Ron Gronsky to SC Õ05 closed session for discussion.
29. ADJOURNMENT
There being no further business, the meeting was adjourned at 3:30 pm.
At Summer Council 2005:
Upon a MOTION duly carried, the 2005 Winter Council minutes we accepted as amended to include:
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.