The meeting was called to order by President Dan Bourland at 12:55 PM on Saturday April 4, 1998 at the Holiday Inn East in Memphis, Tennessee.

Old minutes:

The minutes of the 1997 meeting were approved.

Elections:

The results of the 1997 election of officers was announced as follows:

President-elect:

Wlad Sobol 55 votes

Mark Bruels 1 vote

Mike Tkacik 1 vote

Ken Vanek 1 vote

Winner: Wlad Sobol

Treasurer:

George David: 59 votes

Winner: George David

Treasurer's Report:

The treasurer's report was given. The balance in the First Union Corporate CAP account as of December 31, 1997 was $30,387.68.

Chapter Board Representative Report (Mike Yester):

Report / Discussion Items:

• The AAPM web page
• Continuing education issues
• AAPM mission statement
• Proposal to move the national AAPM meeting from the summer.

The consensus of members present was that the meeting should remain in the summer.
• Selection of location for the national AAPM meeting.

• Proposal to change the make-up of the AAPM board of directors

The board now has 37 members including officers, a representative from each of the 20 chapters as well as 12 at-large members. The proposal would reduce the board size to 12 by selecting a single representative from a newly-formed council of the 20 chapter representatives and reducing the at-large board membership to 6. The consensus of SEAAPM members was that a single representative from 20 chapters was not reasonable. Other possibilities discussed included the chapter council selecting 6 representatives by geographical region.

• Dual certification boards for Medical Physics

The AAPM currently sponsors the ABR and re-affirmed that it does not sponsor any other boards. However, efforts are underway to keep the channels of communication open with other boards in hopes of a future resolution of the dual board issue.

Chapter Business:

• It was decided that when there are multiple authors for chapter awards, the first author would receive a plaque and others would receive a certificate.
• The SEAAPM Student Paper Award for 1998 was given to Kristina Huffman for her presentation entitled "A Method for Calculating the Neutron Dose in Medical Electron Accelerator Mazes".
• The Best Chapter Paper was awarded to Kenneth W. Brooks, Jon H. Trueblood, Kimberlee J. Kearfott, and Daryl T. Lawton for "Automated analysis of the American College of Radiology mammographic accreditation phantom images".
• A new award for the Best Paper given at the SEAAPM Annual meeting was awarded after a vote by meeting attendees. The winners were John Gibbons and David Vassey for "Determination of Wedge Factors for Enhanced Dynamic Wedge and Virtual Wedge"
• Issues related to students were discussed including national advertising for the student award, student rates for the annual meeting, and a SEAAPM job board available at the annual meeting.

• Plans for the 1999 annual meeting

The jobs of meeting coordinator and local arrangements will be split for 1999. President-elect Wlad Sobol will be responsible for the scientific meeting and Eric Elder of Emory University in Atlanta has volunteered to take care of local arrangements.

• Ray Tanner made a motion that the chapter reimburse the president, president-elect, secretary-treasurer, and board representative for travel and registration to the annual chapter meeting starting with the current 1998 meeting. The motion was seconded by Mike Tkacik. Mike Tkacik amended the motion to include reimbursement for expenses incurred in meeting preparation. The amendment was accepted by Dr. Tanner. The amended motion was passed unanimously.

• Wlad Sobol made a motion to make the local-arrangements chairman exempt from SEAAPM meeting registration. The motion was seconded by Marc Sontag and unanimously passed.

• 1999 Chapter Symposium

John Gibbons volunteered to co-direct a symposium on a radiation therapy topic. Topics mentioned included stereotactic radiosurgery, 3D conformal treatment planning, and wedge factors for asymmetric fields.

• Issues related to supporting SEAAPM vendors including
• longer vendor breaks
• breaks in the late afternoon after the sessions
• asking vendors for literature for member information packets
• contests and prizes given by vendors at the meeting
• guidelines for presentations by vendors at the scientific meeting
• A motion was made by Ivan Brezovitz that no commercial vendor be allowed to make a presentation at the scientific meeting. Mark Bruels seconded the motion. The motion failed.

• Nomination for fellows to AAPM

No action taken.

• The SEAAPM home page was acknowledged.

• Robert Wilson made a motion to have the president appoint a 3 member committee to audit the chapter finances. George David seconded the motion. An amendment was proposed by Marc Sontag to have an outside group audit the books if not too expensive and otherwise to have the finance committee perform this task. Ivan Brezovich seconded the amendment. The vote on the amendment failed. The original motion for a 3 member committee to audit chapter finances was accepted.

• Robert Wilson made a motion that the president direct the financial committee to look into the formation of a reserve fund including desirable fund size and investment. Wlad Sobol seconded the motion. The motion passed.

• Robert Wilson made a motion to donate $5,000 to the AAPM development fund. Jon Trueblood seconded the motion. After a discussion the motion failed.

• The SEAAPM list server was discussed as a means of sharing information between members. While the chapter previously had one operated by George Sherouse, it's current status is unknown.

• Various spending initiatives for chapter funds

The president agreed to solicit ideas and present them at the 1999 annual business meeting. Also discussed was vendor support exhibit rates.

Passing of the Gavel:

The gavel was passed from Dan Bourland to Marc Sontag. A 1999 annual meeting date was discussed. It was agreed that the executive committee would determine the date making an effort to avoid major holidays.

The meeting was adjourned at 3:07 PM.

Respectfully submitted

George David, Secretary-treasurer SEAAPM