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I. Bob Gent called the meeting to order at 8:48 AM.
II. Roll Call
A. Council members present
Robert (Bob) Gent AL President & proxy for Jerry Sherlin; MARS Rep.
Terry Mann AL Vice President & proxy for Ron Whitehead-GLRAL Chair
Richard Schmude, Jr. AL Secretary
Joanne Hailey AL Treasurer
Jackie Beucher AL Executive Secretary & proxy for Michael Flick
GLRAL Rep.
Wayne Johnson WRAL Chair & proxy for Tim Hunter-WRAL Rep.
Linda McCalla Proxy for John Wagoner-SWRAL Rep.
Dave Bachtell NCRAL Rep. & proxy for Steve Goldberg-SWRAL Chair
Mike Benson SERAL Chair and proxy for Phil Sacco-SERAL Rep
Bob McGown Proxy for Gene Dietzen-NWRAL Chair
Ty Westbrook NCRAL Chair
Carroll Iorg MSRAL Chair & proxy for Patrick Carr-MSRAL Rep.
John Jardine Goss MERAL Chair & proxy for Jim King-MERAL Rep.
B. Other people present
Barry Beaman
Carol Beaman
Roger Berger
Al Dorn
Jim Fox (AL trustee)
Mitch Glaze, National Office Manager
Phil Hahn
Howard McCalla
Mike Reynolds
Pete Reynolds
Sue Wheatley (AL Publications)
III. Reading the 2004 AL council minutes
Motion: Mike Benson moved to approve the 2004 council minutes.
Dave Bachtell seconded the motion.
Motion passed unanimously.
IV. Reports
A. President's report:
This was the first Council meeting ever held at the League's new National Office. It was the culmination of many years work and planning.
Bob Gent thanked Mitch Glaze for his outstanding job as the AL office manager. Bob then introduced Mitch who gave an update on the National Office. Mitch informed the council that he was trying to assemble a complete set of the Reflector magazine and that he needed copies of the Reflector from the 1970s and earlier.
Bob then discussed the Endowment fund and the difference between the AL endowment and trust funds. The trust fund cannot be used for day-to-day operations, and the Endowment Fund can be used for general operational expenses. Bob thanked Carroll Iorg, Chuck Beucher and Kent Marts for their outstanding service to the League. The president also gave us an update on some of the projects that the International Dark-Sky Association (IDA) was working on. Bob pointed out that there was a drop in the AL membership over the past year. Bob also informed the council that Mike Hotka has accepted the position as AL assistant webmaster.
B. Vice President's report
Terry Mann reported that lots of clubs are doing public outreach events. Terry
informed the council that the Astronomical Society of the Pacific wants to work with the AL. Terry also updated the council on the ISS-AT project, and stressed that updates are also published in The Reflector. Terry also reported that the ISS-AT also imaged comet Tempel 1 at the same time as the Deep Impact mission on July 4, 2005.
C. Secretary's report
Richard Schmude, Jr. reported that he sent out a few copies of The Reflector
to people who did not receive them. He also mentioned that his employer (Gordon College) used efficient lighting in their new parking lots. This was done partly as a result of a flyer that Richard presented to the college administration. Richard also mentioned the work that he has done with the Association of Lunar and Planetary Observers (ALPO).
D. Treasurer's report
Joanne Hailey distributed the 2004-2005 financial statement and the proposed budget for 2005-2006 and gave the bank account balances as of June 30, 2005. General checking Account balance: $50,110.32. Money Market Account balance:
$56,844.47 and the Endowment Fund Account balance: $300.00.
E. Executive Secretary's report
Jackie Beucher pointed out that Mitch Glaze had already briefly described the
activities of the National office in the president's report given earlier in the meeting.
F. National Office Report
Mitch Glaze gave a brief report during the president's report. All member societies were reminded of the importance of submitting digital membership roster updates on a timely basis.
G. Webmaster report
League vice-president, Terry Mann, discussed the different formats of material that was being received for the website. They pointed out that the webmaster needed items in a certain format. Terry offered to chair a team who will work on the website. Terry also mentioned that she had talked with Tammy Plotner who is able to transform formats of electronic data into a format that the AL webmaster can use. Terry also mentioned that Tammy is very enthusiastic about assisting the League. Bob Gent mentioned that the AL now has an assistant web master who is Mike Hotka. Dave Bachtell suggested that the webmaster delegate authority to the regions as to how regions handle their pages that are linked to the AL website. A successful test run has been working for the North Central Region, and this should be done for other regions if they have webmasters who are interested.
H. League Sales
The League Sales report indicated that League sales were lower in 2004-05 than in 2003-04.
I. The Reflector
Bob Gent thanked the editors who are working on The Reflector. Bob pointed out that about $6000 is paid to the League in advertising per issue of The Reflector. There was some discussion about late payments for advertising. The council agreed that John Goss, the advertising coordinator for Reflector advertising has the authority to adjust advertising rates and procedures to make rates and payments more equal and timely.
President Gent called for a 15 minute break at 10:05 AM.
J. ISS-AT
Terry Mann reported that the ISS-AT telescope recorded live data on comet Tempel 1 during the Deep Impact mission. A light curve of the comet was computed from the data. The ISS-AT data collected for the Deep Impact mission was submitted to the program office for review. Terry also reported that the American Association of Variable Star Observers (AAVSO) would like to use the ISS-AT telescope for some double star work. Terry reminded people that they need to read the Reflector magazine for updates on the ISS-AT telescope. Finally she put out a call for an ISS-AT manager. Terry stressed the person needed for this position should have experience with:
1) CCD imaging
2) Remote telescopes
3) Project management skills.
Terry finally stated that she plans to put the comet video that ISS-AT collected on the AL website.
K. Publications
Sue Wheatley mentioned the new books that the AL has published. She also received two manuscripts: one on planetary nebulae and the other one on double stars. Sue informed the council that the author of the double stars book wanted the league to publish the book, but that he and the league should split the profits. The council briefly discussed this proposal and decided to turn it down. Sue Wheatley agreed to contact the author and tell him that he should seek a commercial publisher.
The council also discussed the Astronomy Day manual. Sue Wheatley, AL Publications Officer, recommended that the League president contact Gary Tomlinson to discuss copyright issues. The council did not take any further action on this matter.
Sue mentioned that Dr. Aaron Clevenson is authoring two sites titled "What's up Doc?" and "What's Up Tonight Doc?", he obtained permission from Warner Brothers Inc. These websites tell people what they can see in the sky. The council agreed that a disclaimer needs to be placed on the AL website that tells people that the AL is not responsible for false information on the AL website or the links to its website.
L. Publicity (League Press Officer)
Ed Flaspoehler, Jr. and Sally Lambert submitted a publicity report. Essentially they felt there needs to be better communication within the League. Both people resigned their positions. The council discussed ways of improving communication. Bob Gent stressed the importance of submitting newsworthy events to the league press officer. Sue Wheatley volunteered to serve as the League Press Officer.
M. Observe Committee Reports
There was some discussion about the Observe programs that have low participation. Joanne Hailey stated that the budgets for all of the observe programs were reasonable. There was some discussion about the Herschel 400 club, and this is the only program where people who are not Astronomical League members can still get an award.
N. Astronomy Day Awards
Bob Gent gave a brief description of the award winners. The 2005 first place winner was Cradle of Aviation Museum in New York.
O. Awards and Recognition
1. AL Award: no award will be given in 2005.
2. President's Award - none
3. Peltier Award - Ed Grafton
4. Wright Service Award - Kent Marts
5. NYAA Award - Christopher Limbach
6. Horkheimer Award - Benjamin Jones
7. Mabel Sterns Award - Tie for first place: Marcia Young, the newsletter editor for the Astronomical Society of Kansas City, and David Yuestein, newsletter editor for the Northern Virginia Astronomy Club, Inc.
8. Webmaster Award - First place was John Hepler of the Chester County Astronomical Society in Pennsylvania.
There was some discussion about whether club presidents should be included on announcements of the awards. The council agreed to keep the awards as they are but that club presidents need to be notified of the people who have won AL awards in their clubs.
P. Nominating Committee Report
Wayne Johnson and Richard Schmude, Jr. agreed to count the ballots for the Secretary election. John Jardine Goss, chair of MERAL, was running unopposed.
Q. Region Reports
John Goss (MERAL) discussed liability insurance. John reported that three or four clubs in his region have AL recommended liability insurance. The League does not offer property insurance since each state has different laws.
Ty Westbrook stated that the North Central Region of the Astronomical league (NCRAL) will hold a regional convention to celebrate their 60th birthday on April 21-22, 2006 in Appleton, Wisconsin.
Wayne Johnson (WRAL) reported that the Western Region of the Astronomical League will be holding its Starry Nights Festival on Oct. 29-30, 2005 in Yucca Valley, CA.
R. Book Service
The book service is running smoothly, and all AL members can obtain books at a ten percent discount through the book service.
S. Education Committee
Bob Gent briefly summarized the education report.
T. International Dark-Sky Association (IDA)
Bob Gent stressed that every single club needs to have a dark sky officer. Bob pointed out the problems associated with poor lighting which include: melatonin suppression, negative impact on wildlife activity, energy waste, blinding glare, and a degrading view of the night sky. Bob also stressed that people need to know who their planning commission is. Finally Bob stated that the IDA website is full of helpful information at http://www.darksky.org
U. Future Conventions
1. 2006: The Texas Astronomical Society of Dallas will host the AL national convention on Aug. 3-5, 2006, and it will take place at the University of Texas at Arlington. Attendees will be able to visit the new planetarium.
Terry Mann stressed that a vendor's convention consists of a shorter convention with fewer speakers but hopefully a couple of "big name speakers". The goal of a vendor's convention is to make more money by emphasizing the vendors.
Bob Gent briefly described the Northeast Astronomy Forum; he stressed that this forum is very successful because:
a) it is near a huge city (New York)
b) it is in the same location and at the same time each year.
c) they have a talented and experienced committee
Bob proposed that the AL form a convention committee with Carroll Iorg as the chairperson.
2. 2007: Bob McGown of the Rose City Astronomers (RCA) invited the League to meet in Portland, Oregon. Bob also distributed a five-page brochure that described the proposed convention and the city of Portland. Bob pointed out that some people would be willing to put convention attendees up and thus reduce costs. Richard Schmude, Jr. commented that this was an excellent way to recruit young members since they usually do not have a lot of money.
There was then a lot of discussion of the convention plan made in 2003. Essentially the 2003 convention plan was:
1) Restrict the number of national convention locations to three
2) Vendors will be emphasized more than in previous years
3) Vendors and conference participants will become familiar with the three locations and hopefully this will boost conference attendance
Dave Bachtell emphasized that there needs to be one location for a vendor's conference instead of three different locations.
The council then discussed convention layout. Barry Beaman stated that there appears to be two paths that we can take for future conventions, which are: Path 1: have a trade show in 1 location instead of three; Path 2: continue to have conventions in different locations.
A straw poll was taken of council members who liked the 2003 council decision; Bob Gent stated that the results show that most of the council members did not like the 2003 council decision on the national convention plan.
Motion: Jackie Beucher moved that we go to our previous multiple site conventions. Wayne Johnson seconded the motion
The motion passed (13 for; 5 against)
Bob McGown then stated that we need to try to make the conventions a moneymaker for the vendors.
Motion: Dave Bachtell moved that the League forms a permanent convention Committee. Linda McCalla seconds this motion
The motion passed unanimously.
Bob Gent then asked for volunteers for this committee.
Motion: Linda McCalla moved to accept the Rose City Astronomy Club's proposal to host the 2007 AL national convention. Mike Benson second this motion
The motion passed unanimously.
Joanne Hailey informed the council that the Des Moines Astronomical Society is interested in hosting a future national AL convention possibly in 2008. Joanne will bring a proposal to Alcon 2006 in Dallas. The council decided to consider this proposal at a later date.
V. Youth Activities Committee (YAC)
Bob Gent informed the council that Ryan Hannahoe resigned as the chair-person of YAC. There was some discussion about a book that Ryan Hanahoe compiled titled: The Sky's the Limit. Sue Wheatley looked at the book and felt that it did not focus on a single audience. Joanne Hailey informed the council that the book was removed from the budget. The council decided to take no further action on this manuscript at the present time and to leave it out of the budget.
W. History Files and League Historian
Office Manager, Mitch Glaze, reported that the history files are now in the National office. Richard Schmude, Jr. informed the council that the secretary files are at his home and that he will send them to the National Office soon.
X. Other Committee Reports
The bylaws committee will give its report later in the meeting.
Part V. Treasurer's report
A. Budget Proposals
Joanne Hailey passed out two documents that she prepared which were: 1) Astronomical League Year to Date Financial Statement and 2) Astronomical League Approved Budget for 2005-2006. Joanne informed the council that the League had a surplus of $21,402.07 for 2004-05. This was the result of many people not spending the full amount they were budgeted. Also, many committee and council members did not submit their expenses for payment from League operations funds. The council thanks all those making these donations for their generosity.
Part VI. Trust Fund Report
A. Financial Report.
Jim Fox reported the following balances for the trust fund:
July 1, 2004: $77,116.18
June 20, 2005 $78,463.06
He stated that between July 1, 2004 and June 30, 2005 the trust fund accumulated the following amounts:
Interest: $1096.88
Donation: $250.00
Jim stated that there were no expenses for the trust fund.
B. Election of Trustee (Dave Bachtell's term expires)
The Executive Council proposes to use the interest from the trust fund to fund Mike Reynold's new Observe program for Public Outreach.
There was also an announcement that an anonymous donor was willing to match any donations to the AL trust fund up to $1000.
Motion: Carroll Iorg moved that we nominate Dave Bachtell for another five year term as trustee. Richard Schmude, Jr. seconded this motion.
The motion passed unanimously.
VII. Old Business
A. Report of Bylaws committee
Jim Fox distributed copies of the old bylaws and the proposed new bylaws to all of the council members. Jim then presented each change in the bylaws. There was an extensive discussion of the membership of the AL council. The council felt that regions should send two representatives to the council. The regions would decide who these people would be.
Bob Gent brought up a problem about the league selling its mailing list to astronomy related organizations. Two large clubs complained about this and the council felt that league lists should not be sold to astronomy related organizations.
Motion: Bob Gent moved that there will be no commercial use of the AL mailing lists except for league related business. Richard Schmude, Jr. seconded this motion.
Motion passed unanimously.
Motion: Bob McGown moved that the proposed bylaws be sent out to membership. Mike Benson seconded this motion.
Motion passed unanimously.
There was a considerable discussion on the dues structure. The council agreed to give clubs a more flexible dues structure but yet make the structure as easy as possible for the treasurer.
Motion: Jackie Beucher moved that we adopt the new dues structure of:
95% to 100% of a club's members remain in the AL, then the dues will be $5 per member plus $10 for the club. If less than 95% of the club's members remain in the AL, then the dues will be $7.50 per member plus $10 for the club. Terry Mann seconded the motion.
Motion passed (20 approve; 1 opposed)
The council then discussed the lifetime Member at Large (MAL) membership.
Motion: Wayne Johnson moved that we add the new lifetime MAL membership option and that the dues would be $400 per one lifetime MAL membership. Dave Bachtell seconded this motion.
Motion passed unanimously.
B. EPO and ASP liaison
Barry Beaman briefly discussed the Education/public outreach and ASP activity.
C. Professional-Amateur Collaboration
The council briefly looked at the report and took no further action.
D. League Youth Scholarship and Grant
Despite advertisement in magazines, websites and elsewhere, the Astronomical League received no applicants for the scholarship for the
second year in a row.
Motion: Richard Schmude, Jr. moved that we drop the scholarship program. Dave Bachtell seconded this motion.
Motion passed (18 approve; 3 against)
VIII. New Business (not covered in previous reports)
A. Dues structure change
This was discussed in section VII (page 8)
B. New "Observer" Award proposals
1. Open clusters program
This program was written by a high school student, Benjamin Jones, the 2005 Horkheimer winner. He understood the commitment that he was making.
Motion: Mike Benson moved to accept the Open Clusters Program; Richard Schmude, Jr. seconded this motion.
Motion passed unanimously.
2. Lunar Dome Program and Advanced Lunar Program
There was some discussion. Essentially people must be members of the AL to win this award; furthermore, there needs to be a list of lunar domes and there must be a pin design before this program can be accepted.
Motion: Bob McGown moved that the council accept the Advanced Lunar Program and that the Council reconsider the Lunar dome program next year. Carroll Iorg seconded this motion.
Motion passed (20 approve; 1 against)
There was a brief discussion about the AL taking over the ALPO training program. The council did not take any action.
3. Planetary Nebulae Program
There was some brief discussion on this proposal. Sue Wheatley reported that the manual was very well written.
Motion: Jackie Beucher moved that we accept the planetary nebulae program. Terry Mann seconded the motion
Motion passed unanimously.
4. New Observer Program for Astronomy Outreach
Mike Reynolds passed out the outline of this new award.
Motion: Linda McCalla moved to approve this award provided that Barry Beaman and Mike Reynolds work out the details. Bob McGown seconded the motion
Motion passed unanimously.
5. Funding of new observe programs
Motion: Mike Benson moved to table discussion on the cost of the AL programs and a proposed cap for the Observe programs. Jackie Beucher seconded the motion.
Motion passed (19 approve; 2 against)
C. League statement on the safe use of lasers
There was some discussion on a statement about the use of green lasers. Jim Fox said that the League safety commission was disbanded due to liability issues. The council took no further action on this topic.
D. Additional Master Observer Recognition
Apparently five plaques were ordered for the Master observers. There was some council discussion about whether to give all master observers a plaque.
Motion: Richard Schmude, Jr. moved that master observers are eligible to receive a plaque if they request one and attend the national convention. Mike Benson seconded this motion.
Motion passed (20 approve; 1 abstains)
E. Endowment Fund and Grants
Joanne Hailey informed the council that the new AL Endowment fund had a balance of $300.
F. History of the Universe Program
Bob McGown passed around a book that he wrote that describes his proposed program.
Motion: Dave Bachtell moved that the council table the History of the Universe Program. Linda McCalla seconded this motion
Motion passed unanimously.
G. Use of e-mail for all league documents and bylaws changes
The council did not take any action because the new bylaws will allow this action if they are passed by the membership vote.
H. Release of membership information
This was discussed earlier (see section VII)
I. New AL outreach Award Proposal
This was approved (see section VIII part B)
J. Why Volunteer for the AL?
John Goss reported that 29% of the people responded as of Aug. 9, 2005 to his e-mail survey about volunteering for the AL. John reported the top three reasons why people volunteered for the League were:
1. Answering the call to volunteer (52%)
2. Influenced by someone in the League (29%)
3. They like what the league does and wants to be a part of it (19%)
K. League equipment inventory (Joanne Hailey)
Joanne requested a list of all astronomical league equipment in any astronomical league member's possession.
L. Honorary member nominations
Motion: Terry Mann moved to nominate Jack Newton as an honorary AL member. Richard Schmude, Jr. seconded the motion.
Motion passed unanimously.
Motion: Terry Mann moved to nominate Gene Turner as an honorary AL member. Richard Schmude, Jr. seconded the motion.
Motion passed unanimously.
L. New Business
1. Linda McCalla donated a prize for the silent auction. The council thanked Linda for her generosity.
2. Bob McGown proposed that another assistant be given to the AL webmaster. No action was taken on this proposal.
3. There was some discussion about the problem with this year's AL award; essentially one of the people on the AL award committee could not be contacted and the award requires unanimous approval.
Motion: Richard Schmude, Jr. moved that we interpret unanimous to mean no dissenting votes. John Goss seconded the motion.
Motion passed (15 approve; 2 against)
4. Approval of Budget. Joanne Hailey reported that the League budget is
in the black for two years in a row. The 2005-2006 budget will be about $3,000 in the black, even with new programs approved.
Motion: Dave Bachtell moved to approve the AL budget with new programs included. Richard Schmude, Jr. seconded this motion.
Motion passed (20 approve; 1 against)
The meeting was adjourned at around 8:30 PM.
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