[SJAAboard] 8.16.08 SJAA Board Meeting Minutes

[Greg Claytor]

Never done this before.  Got no template.  This is what I came up with.  I REALLY tried to be objective here.

I'll leave it to Craig, The Pirate, Scull to clean up and chronicle corrections offered by Board Members in attendance.  If you'd like me to handle corrections instead, just let me know and I'll be happy to do so.


San Jose Astronomical Association 
Board Meeting Minutes for August 16, 2008

Board Member in Attendance:
Robert Armstrong
Rob Hawley
Rich Neuschaefer 
Lee Hoglan (Optometrist Extraordinary. Cheap plug because I like him, use him and cause we need to make this fun again damnit)
Gordon Reade 
Mark Wagner

Board Members Absent:
Craig Scull (He must be a pirate. I wish my name was that Cool) Vote by Proxy through Rob Hawley.

Club Members in Attendance:
Greg Claytor
Steven Nelson

Meeting brought to order by Rob Hawley

Rob introduced the following motion on behalf on Craig, The Pirate, Scull:

"I'm sorry I cannot be here. I propose that the discussion tonight focus exclusively on the content and merit of the two proposals presented, and NOT on the 'process' by which the proposals were created, which although also important, is second priority to the time-sensitive decisions that need to be made tonight."

Motion Seconded by Gordon
Motion was, more or less, unanimously denied after discussion.

Mark Wagner and Rich Neuschaefer were offered and accepted 30 uninterrupted minutes to present their proposal.

Mark read and rebutted a document prepared and delivered by Rob Hawley by email . (I can't locate or reference it)

Mark and Rich disagree with Rob's interpretation of the City of San Jose's requirements.  They mentioned that Rob's CPA was too conservative and that the AACCSV (The Arab American Cultural Center of Silicon Valley) would be engaging in activities that Rob doesn't want the SJAA engaging in.  Rich mentioned the AACCSV charges $100 or a class in Arabic.  He and Mark defended the SJAAs ability to conduct a swap meet and use those funds to support club expenses as it provides astronomy activities or the San Jose residents.  This was in contrast to Rob's CPA who advised against it.

Mark and Rich recommended submitting a proposal for securing both building 1 and 2 at Hogue Park and sharing them with the AACCSV as SJAA sees fit.

Mark characterized Rob's approach as trying to preserve what we have now, while not allowing for expansion of programs offered to SJAA members or San Jose residents.  ATMing (mirror grinding and testing requiring water were mentioned), loaner scope storage, school teacher training program space and storage of SJAA membership files, which are currently being stored at Rich Neuschaefer home.

Mark pointed out that the City of San Jose's RFP includes a 90 (ninety) day notice to quit by either party.

Robert pointed out that an SJAA advantage has always been that it operates on a shoestring budget, is informal and simple allowing flexibility.

Mark countered with "If we aren't growing then we're dying."  Mark stated that we should preclude bringing in any competition (AACCSV), that we are in a strong position on our own, that we have an established position at Hogue since ~1992.

Robert began to explore the idea of using building 1 and part of building 2.

Rob Hawley made a motion

Rob stated he forgot to call a vote on Jim's Calendar and made a motion to do so.  Gordon seconded the motion.
The motion carried with Rob, Robert, Mark, Gordon and Craig (by proxy) in favor.  Rich voted against.

Rob Hawley started his 30 minute presentation

Rob stated that his proposal was essentially complete, had been reviewed by a CPA, offered protection for the club by separating Hogue and non-Hogue books and some club activities.  He stated that this approach would eliminate the need for SJAA to provide an independent financial review of SJAA books required by the City RFP.  He mentioned that the AACCSV would agree not to compete for building 1 use that might conflict with SJAA star parties and club meetings through 2012.  He also stated that the SJAA was in a stronger position to win City approval by cooperating with the AACCSV than it would be on it's own.

Robert asked if it would be possible to ask for some space in building 2.    Rob didn't think the AACCSV would agree.  Rob referenced his proposal and stated "This is as close to a slam dunk as possible."  Mark asked if Rob had spoken with Carol of the AACCSV to explore shared use of building 2 and Rob answered no.

Rob moved to approve the MOA

Rob moved to approve the Memorandum of Understanding between the SJAA and the AACCSV.  Gordon seconded the motion.  Rob opened the topic for discussion.

Robert then moved to amend item 2 of the MOA: Approach the AACCSV to explore use of building 2 in it's entirety or share use of it.  Rob seconded the motion.  The motion carried with Rob, Robert, Mark, Gordon and Craig (by proxy) in favor.  Rich voted against.

Robert moved to accept Rob's financial model

Robert moved to accept Rob's financial model as written to accompany any proposal for submission to the City.  Gordon seconded the motion.  The motion carried with Rob, Robert, Gordon and Craig (by proxy) in favor.  Mark and Rich voted against.

Someone moved that the board convene again

Someone moved that the board convene again on or before Thursday, August 21st, 2008.  Someone seconded it.  It was discussed and decided that Rob would reserve Hogue for Monday, Tuesday, Wednesday and Thursday to facilitate the meeting, allowing for exploratory discussions with the AACCSV to occur prior to the board meeting again.  The motion carried with Rob, Robert, Gordon Craig (by proxy), Mark and Rich  in favor.