[SJAAboard] July 19 2008 - Draft SJAA Board Meeting Minutes

Sat Jul 19 22:01:26 MDT 2008

Here are the minutes. Please let me know what is
missing or needs correction. /Craig

======================================================
July 19 2008 - SJAA Board Meeting Minutes
- Craig Scull
======================================================

-------------------------------------
Members present
-------------------------------------
SJAA Board Members
*-Craig Scull
*-Rob Hawley (excused)
*-Rich Neuschaefer
*-Robert Armstrong (proxy for Rob Hawley)
*-Gordon Reade
*-Lee Hoglan
*-Gary Mitchell
*-Mark Wagner (has rescinded his resignation)

-------------------------------------
June Meeting Minutes
-------------------------------------
Rich made a motion to approve the June meeting
minutes as corrected. The motion was seconded by Robert
and approved by unanimous vote. There were no
abstentions or oppositions.

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Calstar
-------------------------------------
Rich made a motion that Calstar 2009 and onwards be
administered by LCO, Inc. (aka Left Coast Observers) a
legal entity portion of TAC. The SJAA will administer
Calstar 2008. The motion was seconded by Robert.

After 2008 no aspects of Calstar administration would
involve the SJAA. All legal liability for Calstar
would be assumed by LCO, Inc. after 2008.

The motion was approved by majority. There was one
opposition.

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Rob gone for 3 weeks
-------------------------------------
Rob turned over the keys to Houge Park to Gary and
the post office box key to Craig.

Rob turned over a couple boxes of club materials to
Lee who will keep possession of it while he is gone.

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Coverage for upcoming events
-------------------------------------
July
 25 -Fr- Astronomy Class at Houge Park. 7:30 pm.
(Topic to be announced.)
Rich

 25 -Fr- Houge Park star party.
Gary

 26 -Sa- Public star party at Coyote Lake County park.
Gary

August
 8 -Fr- Houge Park star party.
Rich

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Treasurer's report - Gary Mitchell
-------------------------------------
Treasurer's report for the SJAA board meeting, July
19, 2008

Accounts:
CD 1        5410.45
CD 2        6153.42
CD 3        6564.50
CD 4        5215.84
Obs. Fund    3323.64
Checking    5786.83
PayPal        121.44
Petty Cash    116.12
        ---------
TOTAL        32,692.24

CD 3 matured and renewed on July 5.
$1000 was transferred from checking to CD 3.

Our liability insurance will be due later this summer.
Expected annual premium is around $1200.

The annual fee for our PO box has been paid, ($58).

The IRS now requires an annual filing for small non-
profits like the SJAA.  That has been done.  (Our 
official tax year according to the IRS begins July 1.)

-------------------------------------
General Meeting Programs - Dave Smith
-------------------------------------
Jul 19  John Dillon
        Ancient Greek Astronomy

Aug 16  Dr. Frank Marchis (UCB)
        Binary Asteroids

Sep 13  SJAA members & friends           
        Photo & equipment night

Oct 11  Dr. Monika Kress (SJSU)
        the Virtual Planet Laboratory

Nov 8  Dr. Helen Quinn (SLAC)
       The Mystery of the Missing Antimatter

Dec 13  ???

A couple of times in the past, Mike Koop ordered a
number of copies of a speaker's book for sale to
members who had signed up, with maybe a few spares.  I
was wondering about doing that for Dr. Quinn.  I have
had a bit of dialog with Helen Quinn about making
books available.  She said she has sold the supply she
had, but will check on the author's discount when she
gets to work on Monday.  What's the best way to run a
sign-up?  I suppose we might make the cutoff at the
October meeting.

-------------------------------------
Houge Park
-------------------------------------
*Slide Presentation on Reuse*
We listened to the update that Lee recorded from Rob.
We think the SJAA is a strong candidate if we want to
take this on. The SJAA provides informal science
education for residents of SJAA at no cost. We can
show a sampling of the excellent speakers who speak at
our events. SJAA improves public safety on nights
present and only requires off-hours use of the park.

An open question-- What amount of work is really
required in order to manage? To what extent would we
have to manage the other organizations that use the
park?

*Review city requirements*
Among other things we need to provide at least 3
references. A short list wsa made: West Valley college
(exact contact TBD), Evergreen College (exact contact
TBD), San Jose City (exact contact TBD), Gail Shade
(sp?) of Independence High School, [insert list of SJ
school contacts here from Jim].

*Is this something SJAA is willing to do?*
TBD

*Monday meeting*
Craig will contact Rob about the exact location/time
so that he can also attend this meeting.

*Need lawyer*
We don't see a need for a lawyer at this time. Rob
can help us to better understand the possible need.
Perhaps there is some risk of SJAA assuming liability
when another organization is present at Houge.

-------------------------------------
Membership Report - Rob Hawley
-------------------------------------
********Monthly Expirations**********
Last SJAA Meeting        6/21/2008
Report Date        7/16/2008

expired        77

Jun-08        6

Jul-08        10
Aug-08        19
Sep-08        15
Oct-08        17
Nov-08        13
Dec-08        24
Jan-09        19
Feb-09        20
Mar-09        18
Apr-09        9
May-09        21
Jun-09        64
Jul-09        16
Aug-09        3
more than 13 months        9
complementary        28

expiring        6
paid(current)        277

email delivery        42
Labels Generated        268

S&T Members        176
New Members since last meeting        3
current + complementary        305

**********Membership Retention***********
    paid only          
    Members at
    end of year     Members retained  
2008                38  
2007    52          42    81%
2006    58          26    45%
2005    64          16    25%
2004    68    **    17    25%
2003    61    **    22    36%
<2003  173    **   116    67%

    ** based on 12/04          
total              277  

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Loaner Program Status - Rob Hawley
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http://www.sjaa.net/loaners/reports/08-07-16.htm

The meeting was adjourned at 7:47.
Note: the next board meeting will start at 6:30pm!