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July 22, 2004
Call to Order: The 58th Astronomical League Council Meeting was called to order at 9:10 AM by President Robert L. Gent.
Roll Call: Council Members and Proxies Present:
Robert "Bob" Gent, President; holding proxy for SWRAL Chairperson, David Clark
Terry Mann, Vice President; holding proxy for GLRAL Chairperson Ron Whitehead
Richard Schmude, Secretary
Jackie Beucher, Exec. Secretary; holding proxy for GLRAL Representative. T. Michael Flick
Joanne Hailey, Treasurer; holding proxy for NCRAL Chairperson Julia Bachtell
Ron Pearson, holding proxy for MARS Representative, Jerry Sherlin
John Jardine Goss, MERAL Representative.; holding proxy for MERAL Chairperson Jim King
Carroll Iorg, MSRAL Chair; holding proxy for MSRAL Rep., Patrick Carr
Jim Fox, holding proxy for NCRAL Representative, David Bachtell
Ryan Hannahoe, holding proxy for NERAL Chairperson, Maryann Arrien
Cindy Spick, holding proxy for NWRAL Chairperson Gene Dietzen
Mike Benson, SERAL Chairperson; holding proxy for SERAL Representative. Phillip Sacco
Linda McCalla, holding proxy for SWRAL Representative, John Wagoner
Tim Hunter, WRAL Representative
Wayne Johnson, WRAL Chairperson
According to Bylaws III.4., two-fifths (2/5) of the members of Council, or 10 members, constitute a quorum. A quorum was present.
Others present: Mike Reynolds, Janet Stevens, Barry Beaman, and Robert McGown
READING AND APPROVAL OF 2003 COUNCIL MINUTES
The motion to approve the 2003 minutes and dispense with reading was made by Jim Fox and seconded by Mike Benson. The motion passed unanimously.
OFFICER AND COMMITTEE REPORTS
A. President
Bob Gent gave a report on the status of the League. He stated that although some clubs dropped their AL membership, a greater number of new clubs joined. Bob proposed a new Astronomical League Endowment Fund. Money in this fund would be less restrictive than in the AL trust fund. Janet Stevens pointed out that the endowment fund could compete with the trust fund. Bob said that it would serve as a supplement to the Astronomical League Trust Fund to be used specifically for League operations. After further discussion Jim Fox suggested that Bob Gent should prepare a formal proposal on this new fund.
Wayne Johnson made a motion that Bob Gent develops a formal proposal for a new standing resolution that would describe the setup, establishment and administration of the new endowment fund. Richard Schmude, Jr., seconded this motion and it passed unanimously.
Bob Gent then summarized his work as editor of the Reflector. Bob stated that a new team is in place that puts the Reflector together. In past years, the Reflector was run by a single person who served as editor, advertising coordinator, and production manager. This job became too much for a single person. We now have a production manager, Chuck Beucher; a senior editor, Kent Marts; two assistant editors, Terry Frazier and Roger Berger; and League President, Bob Gent, who handles advertising.
League President, Bob Gent, also continues his work for the International Dark Sky Association. He stated that he continues to write numerous letters on behalf of League members everywhere to control the growth of light pollution. He encouraged all officers to become proactive at preserving dark skies near observing sites before it is too late. Bob again expressed the importance of our National Office. The workload of running a volunteer organization with nearly 300 member societies, became too much, and the National Office was urgently needed. In addition, we hired our first contract employee, Mitch Glaze, in October of 2003.
B. Vice President
Terry Mann has participated in at least 20 telephone conferences this past year. Terry also summarized the status of the ISS-AT and also mentioned that she had to do some traveling for the ISS-AT. Terry expressed her thanks to the staff at Arizona Sky Village and many other sponsors for their generous support of the prototype telescope and project. Terry also reported on her recent trip with Bob Gent to Kansas City. The purpose of this trip was to make arrangements for next years AL conference and to visit the Astronomical League's new National Office.
C. Secretary
Richard Schmude talked about the new dark skies flyer that he had prepared. Richard mentioned that Mitch has been very helpful at the AL National Office. Finally Richard summarized several of his outreach programs.
D. Treasurer
Joanne Hailey presented the treasurer's report. Astronomical League bank balances as of June 30, 2004: Checking Account $30,386.85; Money Market Account $56,112.82. Many officers and committee chairs under-spent their approved budgets. As a result the League stayed in the black during the past year. Joanne also pointed out that when dues statements were sent out with due dates in red ink, there was a better response. She recommended that we continue to highlight due dates in red ink.
E. Executive Secretary
Jackie reported that we had a drop in the number of Members-At-Large over the past year. We also briefly discussed the Charter-MAL program administered by Linda Sensenig. Jackie is going to check into offering MAL's a subscription to Amateur Astronomy magazine. Jackie then listed the number of members in the Astronomical League; there were a little over 18,000 members in the League as of June 30th. A long report that summarized the contents of the database was handed out.
F. National Office Report
Jackie reported that the AL office is running smoothly. We have use of the bank's conference room, which we will use for Council meeting next summer in Kansas City. Mitch Glaze has taken over handling the database completely, and all clubs are sending updates to him.
G. Webmaster (Matt Ganis)
Jackie Beucher emphasized that all changes to the AL Website must go through the AL National Office. The main membership database is located at the national office, and all officers and ALCORs were reminded to send updates to the National Office. Cindy Psick suggested that contact information for the AL National Office be listed on the AL Website. Tim Hunter suggested that eventually, the AL Webmaster should be at the AL National Office. For now, it was suggested that perhaps Matt needs an assistant.
H. League Sales
Bob Gent reported that Marion Bachtell, League Sales Officer, earlier this year published a new Jupiter handbook. Everyone was reminded that Astronomical League copyrights and the National Office address must be listed in all League approved publications. According to Marion's reports, League sales had a net profit of just over $2000 last year. Total sales were $23,077, less $6,435 in MAL memberships and less $3,245 in ALPO memberships. Bob also stated that Marion Bachtell would like to make small price increases for certain items in the AL store.
Tim Hunter moved that the council adopts the price increases suggested by Marion; Wayne Johnson seconded this motion and the council approved the motion.
I. Reflector
The expenses for the Reflector last fiscal year included 5 issues, due to changing the publishing dates. Bob Gent reported that the Reflector now is in full color, due to now being printed on a web press. Chuck Beucher, the production manager, has lowered the printing costs by moving the printing to a company in Salt Lake City, Utah. Bob also reported that advertising revenue is up. Bob will also check into having back issues of the Reflector available on the Website.
J. ISS-AT (Terry Mann)
Terry reports that in the past year the telescope was moved to Arizona Sky Village. She reports that the telescope is on line but that there are still some minor problems.
K. Publications
The council discussed proposals made by Darrell Dodge and John Duchek. Essentially both of these people want to include some AL observe programs in their books. These books would be sold outside League sales. Linda Fay McCalla suggested that we negotiate before Darrell and John publish their books. Bob Gent will contact these individuals about these proposed books. Basically, the sense of council was that we would rather sell books like this through League Sales. Also, Sue Wheatley provided recommendations on future publication procedures.
L. Publicity
Bob Gent stressed that press releases should be made for people winning national awards. He also stated that we need better news coverage for projects like the ISS-AT and new observing programs. We have not made as much progress as needed in this area. If you are interested in helping write press releases, please contact Bob
M. "Observe" Committee Reports
These reports were distributed to the council. In a few cases, more manuals and pins had to be ordered.
N. Astronomy Day Awards
J. Kelly Beatty will present the 2004 Astronomy Day awards at the banquet. Georgia Southern University Planetarium and the Statesboro Astronomy Club won the top prize for the 2004 annual award.
O. 2004 Awards and Recognition
1. Astronomical League award: The 2004 recipient is John F. Martin, V, for exceptional support of Stellafane.
2. President's Award: This special award for a lifetime of dedicated service to amateur astronomy is being given to Walter Haas, founding officer of ALPO.
3. Peltier Award: The 2004 outstanding observer is Wayne Johnson, Chair of the Western Region of the Astronomical League, and discoverer of several supernovae, including two in one night.
4. Wright Award: The recipients of this annual award for outstanding service to the League were not disclosed at the Council meeting, but they were awarded to Terry Mann and Joanne Hailey at the closing banquet awards ceremony.
5. NYAA Award: The recipient is John Davis. Separate press releases have been issued.
6. Horkheimer Award: This year's winner was Anna Czoski for exceptional service by a young astronomer.
7. Mabel Sterns Award: The outstanding newsletter editor for 2004 was Warren Waid of the Texas Astronomical Society Of Dallas.
8. Webmaster Award: The year's best Webmaster was Dan Taylor of the North Houston Astronomy Club
It was suggested that the winning URL of the Webmaster award be published so that others can see the winning Website.
9. College Scholarship/Grant:
Carroll Iorg reported that we need to do a better job announcing the League's college grant program, this year, Alan Aversa won the $1,000 grant. There was some discussion on how to get more applicants.
Richard Schmude, Jr. then made a motion to continue the scholarship next year and that it can be evaluated next year; Linda Fay McCalla seconded this motion and the motion passed.
P. Nominating Committee (Joanne Hailey Election Results)
Bob Gent was reelected president
Terry Mann was reelected vice president
Jackie Beucher was reelected Executive Secretary
All Bylaws changes also passed.
Q. Region Reports
Reports for each region were distributed. The council reviewed the written reports from the regions and thanked all regions for their outstanding work in promoting astronomy. Wayne Johnson also reported that the Western Region of the AL held the "Starry Nights Festival", which is a star party. About 150 people attended this event and David Levy was the keynote speaker
R. Book Service. Marilyn Unruh, Prescott Astronomy Club, continues to maintain the League's Book Service office.
S. Education Committee
Michael Flick's report stated the year was busy, working on the HANDBOOK FOR ASTRONOMY EDUCATORS. This will combine two previous League publications, Astronomy Teaching Handbook and Guidelines for Astronomy Courses. This new book will aid clubs, its committees, and teachers with the process of course planning and implementation.
T. IDA (Gent)
Bob Gent stressed the need for each club to have a Dark Sky Officer. It was also suggested that clubs could give awards to businesses with good lighting. The cover picture of the June Reflector (the night sky at Arches National Park in Utah) was being reprinted by the National Parks Service for distribution in the national parks.
U. Future Conventions Proposals/Approval
1. 2005 - Kansas City (July 14-16, 2005)
Bob Gent reported that a three-day convention is planned for next year. He suggests that future conventions be held on Thursday through Saturday with Thursday being reserved for the AL Council meeting. Friday and Saturday would be devoted to paper sessions and other activities. Bob also pointed out the need for greater visibility for our vendors. Bob Gent, Terry Mann and Carroll Iorg visited Avila University in Kansas City in mid-July. Avila University is the likely choice for our next convention.
2. Future ALCON Plans: After some discussion, the council decided not to proceed with a potential offer to hold ALCON 2006 in April near New York City.
3. Linda Fay McCalla suggested having the 2006 convention in Dallas, Texas. The council had a favorable opinion of this suggestion, but she will have to get the approval from her society.
V. Youth Activities Committee
Ryan Hanahoe stated that the Youth Section needs a Webmaster. Robert McGown suggested that his wife might be able to do this. Ryan reported that the first draft of the Youth handbook, The Sky is the Limit has been completed. Bob Gent stressed that some editorial work still needed to be done before this book could be published.
W. History Files and League Historian
Bob Gent reported that the history files would soon be moved to the national office.
X. Other Reports
Janet Stevens stated that the ballots for bylaws amendments were sent out too late. The council discussed this problem and thanked Janet for making this point. In the future, bylaws amendments will be sent on a timelier basis.
Carroll Iorg then moved that the council should accept the ballots as the intent of the clubs was to pass the changes; Jim Fox seconded the motion and the council passed this motion.
V. Treasurers Report
Joanne Hailey presented the financial report for 2003-04 and the projected budget for 2004-05. The AL had a small operating surplus in 2003-04 and is projected to remain in the black in 2004-05. Considering the fact that we now publish a color-glossy magazine, that we have opened a National Office, and that many new programs have been approved -- this is a major accomplishment for the Astronomical League.
VI. Trust Fund Report
A. Financial Report
Jim Fox gave a report on the Trust Fund; the balance is $76,258.26, with a $212.01 donation from passing the hat at the NCRAL meeting in May. Interest earned was $645.91, at a rate of 0.84%. The current economic state is the reason for the low interest rate. Tim Hunter stated that there are too many restrictions on how the AL trust fund money can be used. There was a brief discussion on the AL trust fund and the proposed AL endowment fund.
B. Election of Trustee (Bert Stevens, Term expires)
Richard Schmude, Jr. nominated Bert Stevens for the position of Trustee; Carroll Iorg seconded this motion and the council passed this motion.
VII. Old Business
A. Report of Bylaws Committee (Jim Fox)
Jim read several proposals made by the Bylaws committee, which included the make-up of future AL councils, and a proposed dues structure for clubs.
The Bylaws committee proposed that the AL council be made up of: the five members of the Executive Committee, 1 representative from each of the 10 regions and three at-large members. After some discussion, straw polls were taken but no further action was taken on this matter.
The Bylaws committee also proposed a possible new AL dues structure:
If 100% of club members are AL members dues would be: $5.00 Per Member
If 50% of club members are AL members dues would be: $7.50 Per Member
If 25% of club members are AL members dues would be: $10.00 Per Member
There was some discussion about this proposal and afterwards, Bob Gent pointed out a pro and a con for this proposal which were: CON: this proposal may cause a reduction in AL membership; PRO: this structure offers clubs more options for joining the League.
Jim Fox moved that we drop the line in the Astronomical League Bylaws and Standing Resolutions: Article I, Section 1, part a that reads: "no fewer of whom shall belong to the League than constitute the current membership list of said organizations,"; Tim Hunter seconded this motion and the council approved this motion.
This bylaws change must be voted on by all League clubs and MALs. The League's Executive Secretary is distributing these ballots by mail to all eligible voters.
B. EPO and ASP Liaison (Barry Beaman)
Barry made a brief report about the EPO and ASP outreach program
C. Professional-Amateur Collaboration (Janet Stevens)
Janet reported that the professional-amateur session in Denver on June 1 went well.
D. League's Youth Scholarship and Grant
This was discussed earlier in Part IV, Section O, No. 9
VIII. New Business
A. MAL Dues Increase
Bob Gent reported that printing and postage costs have risen to the point where a small dues increase for members-at-large was necessary. The council discussed how much the dues should be increased.
Carroll Iorg moved that the AL increase both domestic and overseas member-at-large dues by 5$ per year; Richard Schmude, Jr. seconded this motion and the council passed this motion.
B. New "Observe" Award Proposals
1. Globular Clusters
Michael Hodka had previously proposed having a new globular cluster observing award. Members would locate at least 50 globular clusters from a list before being eligible for the globular cluster award. The council discussed this program.
Jim Fox moved that we accept this proposal; Mike Benson seconded, and the council approved this motion.
2. Computer-Assisted Messier Program
There was no administrator to this proposed program and so the council took no further action on this proposal.
3. Lunar 2 Program
Robert McGown proposed the Lunar 2 program as an extension to the AL's Lunar Club Program.
Jim Fox moved to table this proposal until next year, until all plans were complete. Ryan Hannahoe seconded the motion, and it passed unanimously.
4. Dark Nebulae Program
The person proposing this new program will present his detailed plans next year.
5. Venus Transit Observing Certificate - Bob Gent reported that there were some delays with this program. He reported that the criteria for receiving the certificate have changed, and he is working with Lou Mayo at NASA to complete the program.
6. History of the Universe Award Program
Bob McGown proposed this potential new program
Jim Fox moved to continue the development of this program, authorizing a $250 budget; Mike Benson seconded this motion and the council approved this motion.
7. Amateur Theoretical Astronomy
Robert McGown discussed Amateur Theoretical Astronomy but the council did not take
Any further action on this proposal.
8. Mirror Grinding Certificate.
The council discussed recognizing people who made their own mirrors by giving them a
certificate; however, no further action was taken.
C. Council business by E-mail
Bob Gent stated that more and more of the day-to-day business of the League was done via email, and allowing this will be incorporated in some of the bylaws changes being worked on for next year.
D. Directors and Officers Insurance - We will soon have this insurance in line at a cost of approximately $1200 per year. Jackie Beucher reported on the necessity of this insurance to protect the members of Council.
E. Charitable Donations to League and Deductions
Bob Gent stated that IRS Publications No. 557 and 526 discuss charitable donations. He also emphasized that people who want a tax deduction need to get a statement from the League that you were an AL officer that had to attend a League meeting for official business.
F. Regional Boundaries
A quick discussion took place regarding the boundaries of the Mid-States and MARS regions. Jim Fox points out that this is a moot point because of standing resolution #13, which surpassed any council decisions that were made previously.
H. Electronic Elections
Bob Gent pointed out that electronic elections would cost about the same as postal ballots (800-900$/year). We will not proceed with this idea.
I. International Insurance (Society Requests)
Bob Gent stated that it would be difficult to get insurance outside of the USA.
J. Mileage Allowance (for League travel)
Bob Gent stated that the IRS rate is 0.14$ per mile. League members wanting a tax
deduction should use this rate when reporting League travel. IRS publications should be referenced whenever questions about donations and deductions are being considered.
K. Minimum Club Size
Some people were trying to avoid paying MAL dues by forming very small clubs. One potential member asked if one person could be a club. The council discussed this matter.
Carroll Iorg moved that the AL adopt a minimum size of 3 members for clubs wanting to join the AL. Tim Hunter seconded this motion and the council passed this motion.
L. Video Tapes of ALCONs
Bob Gent stated that this is a good idea but that there was nobody who wanted to do it.
M. Insurance
Our current member society insurance program is working well. However, we are continuing to work on getting better rates for our member clubs.
N. Master Observers
Bob Gent stated that the Master Observers needed better publicity. Winning the award of Master Observer is no small feat, and we should better recognize those individuals achieving this high honor.
O. Accepting Paypal and charge cards for dues
It had been asked by some member clubs to allow this. Council did not agree to pursue any further use of charging dues, other than that already done by MAL's on the Website.
Q. Roster Maintenance Proposal (Janet Stevens)
Janet proposed that 1) she maintain the data base for $400 per month, 2) that we use this year's interest from the trust fund to pay for a grant-writing seminar, and 3) $500 be placed in this year's budget for fund-raising activities. There was no motion to adopt any part of this proposal.
R. Honary Member Nominations
Richard Schmude, Jr. nominated Don Parker for an AL honorary membership; Wayne Johnson seconded this motion and the council passed this motion.
Part IX Approval of Budget
Bob Gent reported that the advertising revenue is increasing. Joanne Hailey stated that we had a budget deficit of about 15 thousand dollars last year instead of the 17 thousand reported. This deficit was not realized because so many League officers and committees under-spent their budgets.
Richard Schmude, Jr. moved to approve the budget as presented by Joanne Hailey; Jim Fox seconded and the council approve the budget.
Part X. Adjournment
Terry Mann made a motion to adjourn; Jackie Beucher seconded. Motion passed, and the council meeting was adjourned at 5:41 PM PDT
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