[SJAAboard] August 25, 2007 - Final SJAA Board Meeting Minutes
Craig Scull
craigus at rocketmail.com
Sun Sep 23 13:01:01 MDT 2007
This version (approved last night) includes the recent edit from Gary about the bylaws wording
suggestion around voting.
Thanks again to Rich and Rob for their work on these minutes last month.
Craig
======================================================
Aug 25, 2007 - SJAA Board Meeting Minutes
Recorded by Rich, edited by Rob
======================================================
Rob made a motion to approve the July meeting
minutes. The motion was seconded by Gordon and approved
by unanimous vote. There were no abstentions or
oppositions.
-------------------------------------
Members present
-------------------------------------
SJAA Board Members
*-Rob Hawley
*-Rich Neuschaefer
*-Lee Hoglan
-Craig Scull excused absence
*-Gary Mitchell
*-Steve Nelson
*-Dave Smith a few minutes late
*-Gordon Reade
*-Robert Armstrong about 25 min late
SJAA Members
-Mark Wagner here for the board meeting
-------------------------------------
Coverage for upcoming events
-------------------------------------
AUGUST
28 -Tu- Houge Park lunar eclipse party. 2 am to 5
am. Gary will start and end the event at his
pleasure.
Rob committed to cover the other events.
SEPTEMBER
7 -Fr- Astronomy Class at Houge Park. 7:30 pm. The
topic is Eyepieces - So How Deep is Your Wallet?
Rob will handle the class
7 -Fr- Houge Park star party
Rob
8 -Sa- Coyote Lake Park.
Rob
21 -Fr- Houge Park star party
Rob
22 -Sa- General Meeting. Slide and Equipment night
OCTOBER
5 -Fr- Houge Park star party
5 -Fr- Astronomy Class at Houge Park. Topic is
Weather for Astronomers -- tools to tell you whether
to go.
-------------------------------------
Treasurer's report - Gary Mitchell
-------------------------------------
Treasurer’s report for board meeting, August 25, 2007
Accounts:
CD 1 5251.66
CD 2 5000.00
CD 3 5393.07
CD 4 5000.00
Checking 1670.43
Observ. Fund 3235.84
PayPal 233.17
Savings 343.71
Petty Cash 60.24
------------
TOTAL 26,188.12
Our annual liability insurance has been paid ($1175).
Gary, CDs unchanged
SJAA's liability insurance paid in full through Aug
2008.
-------------------------------------
What is a Majority?
-------------------------------------
Our bylaws conflict with Robert's Rules. Under the
current rules an abstention counts as a NO vote.
Steve attempted to table, but the chair decided to
allow a vote to proceed.
Gary made a motion
The board will consider amending the bylaws so that
abstentions are not counted as no votes. Gary was
asked to propose new wording for the Sep meeting.
Lee 2nded the motion. 4 in favor and 1 opposed.
Steven objected and didn't vote.
Since David and Robert were not present at the time
this vote occurred, the motion passes.
-------------------------------------
Ephemeris Mailing
-------------------------------------
Everyone felt that the process when smoothly this
month. Rob thanks Gordon on the record for a
tremendous improvement in the process.
-------------------------------------
Commitments
-------------------------------------
Rob received a number of comments after the July
meeting concerning the policy passed in July. He
proposed a new policy that reflected the
comments.
After discussion Robert made a motion to adopt a
modified version
1. The school star party committee may make
arrangements on their own using the SJAA name
provided the commitment is not guaranteed and the
event is not published to the general public.
2. Any event that requires a contract, for
which money is charged, or where monetary losses
will occur if we do not show, or is published to
the general public requires prior approval of
the board.
Steven 2nded the motion. The motion passed unanimously.
-------------------------------------
2008 Calendar:
-------------------------------------
Rob objects to some of the dates because he disagrees
with Jim on which weekends are the best new moons.
In the past we have skipped the board and general
meeting in favor of having the auction. Gary made
a motion to have a full general meeting each month/
Lee 2nded the motion. The vote was 4 in favor and 4
opposed. The motion didn't pass.
Rob made a motion to accept general meeting and board
dates as proposed by Jim V.(2nd not recorded) Motion
passed 7 to 1.
Rob made another motion to accept the rest of Jim V's.
Schedule. Steven 2nded the motion. The motion passed
unanimously.
-------------------------------------
Loaner Program:
-------------------------------------
Rob passed along the concerns of several people that
they would be unwilling to work on the loaner program
if Steve was involved.
In return for Rob accepting an amendment to his
proposal, Steven committed on the record that he is OK
with not being part of the Loaner program committee.
Robert made motion to approve Rob's proposal as amended
vvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvvv
vvvvvvvvvvvvv
The board appoints Rob Hawley as the acting loaner
program chair. He is to operate the program under the
direction of the board until a permanent chair is
identified. He may select or exclude staff to work
with him.
The committee will prepare a comprehensive report to
the board on the current inventory. The committee will
submit monthly reports on the loans and maintain the
information on the web site. The board will
review and approve any expenditures or changes to the
inventory.
Rob may chose to donate commercial storage space.
The board agrees to furnish the necessary donation
letter.
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^^^^^^^^^^^^^^
Lee 2nds motion. The motion passed unanimously.
-------------------------------------
Potential Donation
-------------------------------------
Jim notified Rob that a member was offering a
Celestron Ultima 2000 as a donation to the club.
Members on the board that were familiar with
this scope felt it would be a good addition to the
program.
Rob moved to accept the scope into the loaner program
but it is open to evaluation. We may decide to sell
the scope instead of retain it in the program.
Motion seconded and passed Unanimously.
------------------------------------
Evaluation by Bob Havner of small scopes
------------------------------------
Bob looked at the three small scopes given to Bob for
his school astro project. He felt one was probably
useable by the program (but did not say which one).
ACTION: Rob needs to provide Gary with changes to the
inventory.
Rob suggested that anyone that wanted one of the
unusable scopes should contact Bob. There were no
takers.
-------------------------------------
SJAA Signs:
-------------------------------------
Gary mentioned that Steven submitted about $43 for
signs he is making.
At another meeting this year it was approved to give
Steven a sign budget of about $37.
Rob hasn't seen any of the signs being made by
Steven. He tried to clarify whether they would be
available for the next Coyote event.
Steve did not commit that they would be.
-------------------------------------
CalStar
-------------------------------------
Rob indicated that Registration would begin on
September 1. The other people working on CalStar
reviewed the registration process with only
minor comments.
Steve raised a concern about school groups. Rob
explained that the committee felt its approach more
directly dealt with the problems of last year.
Registration is scheduled to begin September 1.
I updated the CGI for 2007. I expect to complete
testing tomorrow.
I purchased the material for the signs and made up
one sample. I will finish these over the next
month.
The cones are now all purchased. I still need to
buy some reflectors. I may buy one or two stand
alone supports just in case the park does not
provide enough saw horses.
At this point my costs far exceed the budget. I
will probably donate all the materials to SJAA
following CalStar and take the tax write off.
If Steve's signage proves inadequate, I can
quickly adapt my materials for other club uses.
We have already been using some of the club
materials in the Coyote events.
-------------------------------------
Observational Astronomy Class Report
-------------------------------------
Tabled until next meeting.
-------------------------------------
Houge Park SP
-------------------------------------
no updates.
-------------------------------------
Observatory Committee
-------------------------------------
No updates.
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School Star Parties
-------------------------------------
Here are the running totals for the 2007-8 school year.
Total Good Part. Cloudy Cancel
sched sky succ. fail at noon
Jul 1 1 - - -
Aug 3 3 - - -
-----------------------------------
tot 4 4 - - -
Coming attractions, including part of 2008.
Total Firm Makeup Negotiating
Sep 2 - - -
Oct 3 2 - 1
Nov 2 - 2
2008
Feb 1 1 - -
Mar 1 1 - -
Apr 1 - - 1
Aug 1 - - 1
"Makeup" are firm dates. They will be dropped from this list
if the primary event is successful. If primary fails, the
makeup event will be moved from 3rd to 2nd column, and the
name of the school will be added on the Current Events page.
--
Jim Van Nuland
-------------------------------------
Membership Report
-------------------------------------
Report Date 8/14/2007
Jul-07 10
Aug-07 16
Sep-07 16
Oct-07 17
Nov-07 17
Dec-07 16
Jan-08 16
Feb-08 17
Mar-08 20
Apr-08 12
May-08 19
Jun-08 58
Jul-08 20
Aug-08 20
Sep-08 3
more than 13 months 7
complementary 34
expiring 10
paid(current) 274
email delivery 37
Labels Generated 277
S&T Members 173
New Members since last meeting 8
current + complementary 308
***************Member Retention*******************
Current paid only
Members at end of year Members retained
2007 33
2006 58 44 76%
2005 64 29 45%
2004 68** 19 28%
2003 61** 24 39%
2002 26** 15 58%
< 2002 148** 110 74%
** based on 12/04
total 274
Rob Hawley
The meeting was adjourned at 7:52
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