Minutes of the meeting of the Council of the Meteoritical Society

Held at the Lunar and Planetary Institute, Houston at 2.00 p.m. on Sunday, March 12, 2000.

Present: M. Drake (President), G. Kurat (Vice President), D. Stöffler (Past President), E. Scott (Secretary), G. Herzog (Treasurer), A. Davis, W. Hartmann, P. Jakes, T. McCoy, U. Reimold, P. Warren, B. Zanda
Guests: D. Britt, D. Kring, M. Lipschutz, U. Marvin, H. McSween, F. Podosek, D. Sears, M. Wadhwa, W. Welbon
Absent: L. Schultz.

1. Introduction
The President welcomed Bill Welbon and thanked him for his generous gift of shares to the Society. Bill Welbon suggested various ways that his gift could be used to support younger members of the Society, e.g., education and travel expenses of women; support for amateur members. Mike Drake asked Greg Herzog and David Kring to discuss with Bill Welbon in more detail how the funds could best be used.
Action: Kring, Herzog and Welbon to formulate a proposal for the next meeting for the best use of the Welbon gift.

2. Minutes and Approval of Agenda
The Minutes of the last meeting, which had been circulated, were approved. There were no matters arising.

3. GCA Editor's Report
Frank Podosek presented his report (Appendix 1). The President warmly thanked Frank for organizing the remarkably successful transfer of the Editor's office and Geochemical Society business office to St. Louis.

4. Joint Publications Committee
Since 1998 the subscription rate for GCA paid by the Geochemical and Meteoritical Society members has exceeded what Elsevier actually requested from the two Societies (Appendix 2). Elsevier has refunded the overpayment to the two Societies. The Joint Publications Committee recommended that the two Societies keep the member price for 2001 and future years at or just above the price charged by Elsevier (the "technical price"). There was complete agreement to accept the JPC recommendation and to ensure that the two Societies keep their prices for members at the same level. The JPC's recommendation that the surplus funds be used to enhance the journal and subsidize student subscriptions was not discussed as the sum refunded so far to the Meteoritical Society was quite small ($2.5K).

4. Proposed Best Student Paper Award
Dan Britt and David Kring presented the recommendations of a committee set up to consider an award for best student paper to be given jointly by the Meteoritical Society and the Planetary Geology Division of the Geological Society of America (Appendix 3). The proposed award would be given annually by the two Societies on the recommendations of a selection committee. To be eligible, papers would have to be published in English in peer-reviewed journals on any of the planetary science fields listed on the cover of Meteoritics and Planetary Science. The sum of $500 was suggested for the award. Bill Hartmann asked why other organizations such as the DPS and the Planetary Sciences Division of AGU were not involved and Dan Britt offered to explore this possibility. The Council discussed the advantages and disadvantages of such an award and concluded that the former outweighed the latter.
Motion: The Council accepts the concept of the proposed best student paper award. (Reimold, seconded Hartmann; unanimous).
Action: The President asked Dan Britt and David Kring to draft Bylaws and guidelines for the administration of the proposed award.

5. Society Annual Meetings
2000 Chicago (August 28 to September 1). Andrew Davis and Mini Wadhwa outlined preparations for the meeting. 200 people had responded to the first announcement. Details would be mailed shortly in the second announcement. The budget was based on an expected attendance of 400 people and a members' registration fee of ~$300. The Barringer lecture would be given by Torrence Johnson.
2001 Vatican City (September 10-14). Dan Britt gave a presentation with overheads (Appendix 4) on the plans for the Rome meeting. The organizing committee chaired by Guy Consolmagno has arranged for two large lecture rooms and adjacent poster space in the Gregorian Pontifical University. Pre- and post-meeting excursions are planned to Siena, Florence, Gubbio and Mt Vesuvius. A web-site with further details will be available soon at the University of Tennessee.
2002 Santa Barbara. Paul Warren proposed that the 2002 meeting be held on July 21-26 and the Council approved this date. The meeting will be hosted by UCLA and John Wasson will head the organizing committee.

6. Treasurer's Report
Greg Herzog presented his report for 1999 (Appendix 5). The Endowment Fund had a sizable increase of $96K due to increases in the value of investments and the transfer of $33K of Elsevier royalties. The available cash had decreased $52K because of the MAPS deficit, inclusion of an extra MAPS issue and declining royalties from Elsevier. Herzog recommended that the Society should standardize the bookkeeping practices and its procedures for handling gifts.
Motion: The Council authorizes the Treasurer, Greg Herzog, and Treasurer-elect, Tim Swindle, to jointly request Investment Funds for professional advice and/or financial software to standardize the bookkeeping procedures of the Society. (Zanda, seconded Stöffler; unanimous).
Derek Sears proposed that he, Greg Herzog and Tim Swindle should meet in Fayetteville in the fall to help resolve the bookkeeping problems and to ensure a smooth transition when the new treasurer takes over.
Motion: The Council authorizes the expenditure of reasonable expenses to allow the Treasurer, Treasurer-elect and MAPS Editor to meet in Fayetteville this year. (Hartmann, seconded Scott; unanimous).
The President warmly thanked Greg Herzog for taking over as Treasurer at short notice and for doing an outstanding job with the finances.

7. Meteoritics & Planetary Science
7.1 Editor's Report
Derek Sears reported that library subscriptions had not suffered as a result of the recent increase in MAPS subscriptions. Two requests by the Editor were discussed. The first proposal was to solicit advertising for MAPS to generate income from book publishers and instrument manufacturers. The Council discussed the kind of advertisements that might be acceptable and the need for a written policy.
Motion: The Council authorizes the MAPS Editor to seek advertising revenue as a one-year experiment subject to the approval of written guidelines. (Hartmann, seconded Zanda; 7 in favor, 1 opposed, 2 abstained)
Action: Sears was asked to present proposed guidelines to the Council in Chicago and report back in two years so the Council could reconsider this issue.
The second proposal was to seek endorsement of the journal by SPARC, a coalition of research libraries. Such an endorsement would assure libraries that MAPS is a non-profit journal. The request was approved unanimously.
7.2 MAPS Finances
Mike Lipschutz presented projected MAPS budgets for 2001 and recommended that the library rate be increased from $550 to $750 and the member rate from $90 to $100. The projected MAPS profits (assuming all of the members' subscriptions are allocated to MAPS) were $25K if 1550 pages were published and $3K for 1860 pages. Lipschutz argued that these increases were necessary to offset the losses over the past four years. There was much discussion about the number of pages that could be expected and the possible consequences of increasing the library rate by 36% following last year's increase of 53%.
Motion: Council accepts the proposed library rate of $750 for 2001. (McCoy, seconded Reimold; 3 in favor, 6 opposed, 2 abstained)
Motion: The MAPS library rate for 2001 shall be set at $690. (Warren, seconded Kurat: unanimous).
The Editor agreed to write a letter to librarians to explain the need for this increase.

8. Investments Committee
Ursula Marvin has proposed that funds be allocated to her for two years to allow her to attend the Annual meetings in Chicago and Rome to record and publish oral histories from members who made significant contributions to meteoritics and planetary science during the early years of the Space Age (Appendix 8). She will also attend the LPS meetings. According to Hap McSween, the Investments Committee has recommended that the necessary funds be allocated from the Investment Funds for this purpose.
Motion: The Council approves the request to allocate $3K in Investment Funds to allow Ursula Marvin to record accounts of the Society's early history from senior members. (Hartmann, seconded Zanda; unanimous).

9. Secretary's Report
Ed Scott presented a report about the election of a new Council for 2001-2 and the correspondence he had received from members advocating changes in the election procedures (Appendix 9a). Last September, the Nominating Committee composed of T. Dickinson (chair), M. Grady, L. Leshin, H. McSween, and S. R. Taylor nominated the following slate of Officers and Councilors for the next Council:

Vice-President     	Thomas J. Bernatowicz  (U.S.)
Secretary          	Ed Scott (U.S.) 2nd term
Treasurer          	Timothy Swindle (U.S.)l
Councilors         	Adrian Brearley (U.S)
                        Pat Cassen (U.S.) 
                        Christian Koeberl (Austria)
                        Timothy McCoy (U.S.) 2nd term 
                        Marc Norman (Australia) 
                        Uwe Reimold (South Africa)  2nd term
                        Sara Russell (United Kingdom)
                        Meenakshi Wadhwa (U.S.)
Two petitions were received from members nominating Joseph I. Goldstein and Gary R. Huss as candidates for the position of Vice-President. Greg Herzog and Ed Scott have confirmed that the nominators are members of the Society and that the petitions fulfilled all the requirements of the Constitution. Thomas J. Bernatowicz, who was nominated by the Nominating Committee, withdrew from consideration as Vice-President. The other nominees of the Nominating Committee for Secretary, Treasurer, and Councilors have been elected by affirmation and have been invited to attend the Council meeting in Chicago as guests. Members were informed about the nominations and election by an announcement on the Society website (Appendix 9b).
The Council discussed and approved arrangements for the election of the next Vice-President. Ballots will be mailed to members by the Treasurer before April 15. The President's vote will only be counted in the event of a tied vote. Members who haven't paid their dues by June 15 cannot vote. The Council agreed that the names of the candidates for Vice President would be listed on the ballot in random order and that a one-page biography and statement summarizing each candidate's reasons for standing for Vice President and goals for the Society would accompany the ballot. Since the Constitution states that ballots must be returned in a signed and sealed envelope, electronic voting cannot be permitted. Greg Herzog offered to prepare individual mailing labels with return addresses so that each member's voting envelope would be clearly identified.

10. Transfer of Society Archives to Smithsonian Institution
Ursula Marvin presented a proposal to transfer the Society archives, which are currently at Arizona State University, to the Smithsonian Institution (Appendix 10). The archives, which were started by Herbert Fales over 20 years ago, contain files of correspondence, meeting minutes, newsletters, conference programs, etc. These records occupy ~14 feet of file space and include records from nearly all the early Society officers augmented by records from secretaries of the Society. Letters from Carleton Moore approving the transfer and from Ursula Marvin and Roy Clarke to the Smithsonian Institution archives were also distributed (Appendix 10). The Smithsonian Institution Archivist has approved the transfer and suggested how the transfer can be formalized with a deed of gift.
Motion: The Council approves the transfer of the Society archives from Arizona State University to the Smithsonian Institution. (Reimold, seconded Zanda; unanimous).
Action: Roy Clarke will go to Tempe to arrange for the transfer of the archives. Mike Drake will sign the deed of gift when it has been finalized.

11. Constitutional changes in the election procedures
The council discussed possible changes to the election procedures specified in Article 3.3 of the Constitution that had been outlined and circulated previously by the secretary (Appendix 11).
11A. Changes necessary to permit electronic voting and nominations
a) Existing: These ballots, if returned to the Secretary by June 15 in a signed and sealed envelope shall be counted.
Proposed: These ballots, if returned to the Secretary by June 15 in a way that allows the secrecy of the ballot to be preserved and identifies the voter as a member of the Society shall be counted.
b) Existing: A nomination for any specific position may subsequently be made by petition, signed by at least 3% of the Society's members in good standing who shall verify that the candidate is qualified and willing to serve in that office. The petition must be received by the Secretary no later than February 15 of the even-numbered year.
Proposed: A nomination for any specific position may subsequently be made by at least 3% of the Society's members in good standing who shall verify that the candidate is qualified and willing to serve in that office. Nominations by members must be received by the Secretary no later than February 15 of the even-numbered year.
Motion: the Council approves the proposed amendments to allow electronic voting and nominations (Scott, seconded Warren; unanimous).

11B. Changes to the number of candidates nominated by the Nominating Committee
The council discussed the possibility of requesting two candidates for each office from the Nominating Committee. For the position of Vice President there was considerable disagreement though a majority favored changing the Constitution. Jakes and Herzog suggested that the Nominating Committee be asked to provide up to two nominees for Vice President. It was also suggested that a rule be added to ensure geographic balance as US members account for 52% of the Society, e.g., nominees for Vice President cannot reside in the same country as the current Vice President. For the positions of Councilors, Treasurer and Secretary, it was agreed that only one nominee should be requested from the Nominating Committee.
To help resolve these issues, Mike Drake appointed a committee composed of Kurat (chair) Zanda, Stöffler and Scott. The committee was also charged with addressing the other issues listed by Scott (D in Appendix 10) and the possible need for guidelines for the Nominating Committee.
Action: Committee to make recommendations to Council in Chicago.

11C. Minor changes and additions
1. ...a ballot shall be prepared listing the names of (remove: "all") candidates for contested positions.
2. ... and mailed to each member of the Society in good standing before April 15 of the (remove" current") even-numbered year.
3. The new Officers and Councilors shall take office on January 1 of odd-numbered years.
4. A new paragraph is necessary to cover the possibility that three or more candidates are nominated for one office:
If more than two candidates are nominated for any office except Councilor, members shall rank the candidates in order of their preference. In tallying such votes, if no candidate has a majority of the first-place votes, then the candidate with the fewest first-place votes shall be eliminated and the second-place votes on the affected ballots shall be distributed among the other candidates. This process shall be repeated until one candidate has a clear majority.
Motion: the Council approves the proposed minor amendments. (Zanda, seconded Herzog; unanimous)

12. Other business
A check for $12,701 from the "Pellas Memorial" was sent last fall by the Treasurer to the Museum National d'Histoire Naturelle. This memorial fund, which was organized by G. Wasserburg and B. Zanda, will help finance a permanent exhibition on meteorites to honor the memory of Paul Pellas. The Director of the Museum, Dr. Jean Claude Moreno, thanked the Society and promised to keep it informed about the exhibit.

There was no further business and the meeting closed at 7.30 p.m.

Ed Scott

4 June 2000