Board Meeting 10/3/2007
BATTLE POINT ASTRONOMICAL ASSOCIATION
MINUTES of
BOARD MEETING of OCTOBER 3, 2007
Time 19:11 -- Convened Meeting
President Harry Colvin, as presiding Officer, convened the BPAA Board Meeting at 19:11
Other Board Members present were:
George McCullough, Vice President
Eric Cederwall, Treasurer
Russell M. Heglund, Secretary
Malcolm Saunders, Chief Astronomer
Nels Johansen, Facilities Officer
Absent: Steve Ruhl, Education Officer
Visitor: Cathy Koehler (departed about 19:13)
BPAA Bylaws require five Board Members to be present to constitute a quorum, therefore a quorum was present.
Time 19:14 -- Reading of Minutes of September 5, 2007 BPAA Board Meeting.
Russ Heglund, Secretary, read the minutes of the September 5, 2007 Board Meeting. H. Colvin moved/N. Johansen seconded, that the minutes be approved as read. Motion passed by the Board.
Time 19:25 -- Membership Report
H. Colvin reports: the C. Koehler report (attached) lists (as of 10/1/07): 35 Family memberships (counts as 70), 53 Individual memberships, 3 Junior memberships, and 4 Lifetime memberships...for a Total of 130 memberships. Backup CD's of membership database were handed out to the Vice President. (See attached detailed report)
Time 19:27 -- Treasurers Report
E. Cederwall reports: Cash balances current assets at September 30th remain substantial, although a little less that one year ago totals. Fixed assets increased with acquisition of sound system for about $585.00. Income saw second & final distribution of One Call For All funds with $1,790.00 (prior year was $2,193.00, an 18% decline). Total from OCFA this year was $5,004.00 (last year total was $5,436.00, an 8% decline). Membersip dues income this year-to-date is $1,465.00 (last year-to-date was $1,200.00). Comments: Woodward School is having an event on October 27th, where take old computer equipment for about $5.00. One Call For All event at Farmers Market on Oct 6 and 20.....where they set-up a booth and Organizations can distribute info and talk about their group.
In 2006 BPAA did not have enough income to require filing of a IRS report.....IRS lets you average 3 years if income is less than $25,000.00/year. I could file an IRS report this year, if it would be usefull to BPAA for use in applications for outside funds.
H. Colvin: Yes, it would be usefull for our applications for grants.
G. McCullough moved/M. Saunders seconded, to accept the Treasurers Report. Motion passed by the Board.
(see attached detailed Treasurers Report)
Time 19:52 -- Vice President Report
G. McCullough reports: Policy and Procedures Manual is in Open Office format. I will make all individual entries after Board approval. I have several position descriptions ready for Board consideration.
Guest Speakers:
1. Dr Eckart Schmidt gave a talk on Sept 12th speaking on "Deep Impact - Ready for the Next One?"
2. Dr Tom Van Flandern will talk on "The Exploded Planet Hypothesis" on Oct 10th
3. Harry Colvin will present a talk, which was given at the Oregon Star Party, on Nov 14th.
I am resigning as Vice President and will be submitting my resignation letter prior to the November Board meeting, to be effective on the January date of the annual members meeting. I will remain an active member, but will no longer serve on the Board or handle other official duties. I consider it an honor to have worked with all of you.
(see complete Vice President report attached)
Time 19:59 -- Secretary Report
R. Heglund reports: On Sept 19, 2007, an Celestron 9.25" Ultima SCT was donated to the BPAA by John Purcell of Hansville, Washington. It includes the tripod, wedge, dew shield and the Celestron manual. We received a Thank-you letter from the Bainbridge Island Rotary Club, for our donation to the 2007 Rotary Auction. We provided a Star Party for 15 people, for an auction item.
Time 20:00 -- Facility Officers Report
N. Johansen reports: Have not located the leak in the Dog House yet....need more rain to locate. The Security Box for the Planetarium is done. Everything fits inside. I should be able to get to Dome Repair now. I have fullfilled all fix's required by the Fire Department Inspection of Sept 7, 2007. (see Fire Dept report attached)
Time 20:05 -- Chief Astronomer Report
M. Saunders reports: We are into sanding and varnishing on the 20" telescope. I found a place that will sell us Windows XP cheap -- got eight copies of XP and Virus-ware.....cost about $159.00. They (TechSoup) specialize in selling to non-profits. I could get us a Lap Top computer....we are now registered with them.
N. Johansen: Do we need a Lap Top to run our LXD75?
M. Saunders: We have an old one in the meeting room ..... I'll try it.
Would still like to go wireless for the Ritchie Telescope....haven't got to it yet. Our student from West Sound Academy has not got back to us about her project.
Time 20:15 -- Policy and Procedures
G. McCullough reports: We should consider a special meeting just to take care of Policy and Procedures.
H. Colvin: How about staying late following a Board Meeting?
Board Consensus: "...OK ..."
Time 20:16 -- KRL Library Donation Suggestion
H. Colvin: Donation of an Astronomy magazine subscription to the Kitsap Regional Library, as suggested, does not seem to be something BPAA should do.
Board Consensus: "...No Action..."
Time 20:19 -- Enduring Tribute to Mac Gardiner
G. McCullough: We have never named a tribute to Mac Gardiner ....
possibly could re-name the Observatory? When I talked to Anna Edmonds recently, she thought we should do something as an enduring tribute to Mac. Is re-naming something we want to persue?
M. Saunders: I remember Mac insisted on naming the Observatory for Ed Ritchie.
E. Cederwall: I also remember that after Ed died, Mac insisted that the Observatory be named for Ed.
G. McCullough: Anna also suggested we could set-up a continuing Scholarship in Mac Gardiner's name.
Time 20:33 -- Jim Vaughn and Anna Edmonds Awards Dinner
G. McCullough: Lets do it on Friday, November 16th.....I will check into Casa Rojas Restaurant in the Pavilion to see if they can do it.
Time 20:38 -- Capital Project
H. Colvin reports: Mike Browning is working on grant. We have lots of issues to resolve....restrooms, Dome, more space.....possible staffing.
E. Cederwall: We need a group that works on membership development.
H. Colvin: the Birkenfeld Grant has a Nov 30th deadling for submission of grant requests.
Next Capital Group meeting will be Tuesday, October 9th at 7:30pm.
Time 21:05 -- Adjournment
E. Cederwall moved/G. McCullough seconded to Adjourn. Motion passed by the Board.
Minutes taken on 10/03/2007 by Russell M. Heglund, BPAA Secretary
Minutes approved by the BPAA Board on _______________________
Attested by: