(I Apologize for the delay in posting this. -Ian)

Meeting was called to order at 7pm.  Attendees:
            Ian Hewitt
            Doug Lively
            Michael Keefe
            Jim Dellapenna
            Mark Lang

Officer Meeting Minutes – There was unanimous agreement among the officers that these would be published to all members after all officers meetings.

Speakers/Meetings – There was a brief discussion concerning speakers.  Ian reminded the group  that there are 12 Regular Meetings in 2011 which require speakers.

  • The officers discussed and agreed to pay for Rob Teeter to travel from Greenville, NC if he will speak at the Jan meeting.  Phyllis Lang has made the contact with Rob and will extend an invitation to him.
  • The November meeting occurs during Thanksgiving Holiday. The officers decided to treat this as an informal topic meeting.
  • Phyllis Lang (who contacted the August speaker) will check to see if he wants to go to dinner before meeting.

Video Conference Meeting – The officers agreed that this would be something we could try in 2011.  It would allow RAC to get some world class programs from people who can not/will not travel to speak to RAC.

  • First step is to test museum equipment to ensure video conference capability – Ian will lead this.
  • Video conference will need to be two way (It must be interactive)
  • If the test is successful, we’ll try to schedule a video conference meeting in 2011.
  • Mike suggested someone like Pamela Gay (Astronomycast) for the first video conference, because she has a lot of experience using this type of technology.

Web Site Update

Reviewed an email from Chuck Jaynes on the current status of the web site.  Migration to the new version of Joomla is almost complete.  Chuck will start copying all current data over this month.  There were no other items to report on the web site.

RAC Web Summit

The meeting date is August 20th

  • Mike will send out directions and a reminder.
  • Ian will send out an email concerning the make up of the web summit audience; e.g. we would like to get some active observers for their inputs.  The officers also encourage new members to come as well.
  • The officers discussed the need for introductory material for new members.
  • A need to update existing but dated material on e.g. “buying a telescope” was discussed.
  • Need to base web site structure on what people want from the club.

New Members

Jim noted there was a high turnover of memberships for 2009.

  • Are we somehow failing new and exiting members?
  • Are we missing something?
  • No conclusion was reached.
  • A suggestion was made to have some regular indoor meetings where we did introductory material.  The group expressed concerned that too many of these could disengage or long-time members.
  • Discussed offering a clinic for intermediate observers.
  • Discussed a mentoring program.  General consensus was that a formal program was not required at this time.  Jim mentioned that new members should ask for help in the meetings and we should put that in the club membership materials and on the web site to try to encourage this.  Generally, the officers felt that people would volunteer help if asked.
  • Mike will send out an email to the group concerning the possibility of an intermediate clinic.

Club Storage Options

Currently, the club has a large amount of material (many telescopes, brochures, easels, astronomy days material, banners, etc.), it seems reasonable that the club could use a storage location to keep this material when not in use.  Some storage requirements are as follows:

  • Should be reasonable cost
  • Should be climate controlled
  • Should be centrally located
  • Mike to check into potential locations
  • Combination lock on unit.  Initially officers would have the combination, but could provide it to others on an “as needed” basis.
  • If this is done a strict check-in/check-out system will be needed to know where material is located.

    • Brochures

    We have enough color brochures for the NC Science Festival.  There are a few remaining black and white brochures.  The black and white brochures are outdated and need to be recycled.

    Business Cards

    The club has very few business cards left and needs to print some more. [Update:  Have located approximately 400 business cards since the meeting. -Ian]

    Budget

    Jim indicated that this was an atypical year in that there were very few administrative costs and almost no speaker expense.  He pointed out that this was an anomaly and we should not expect the same next year.

    Large Banner Location

    This was not known.  Doug will track down the large banner for the NC Science Festival.

    Small Banners

    Ian has two and Richard O has one.

    Corporate Events/Donations

    This was a follow up on an email discussion earlier in the year to codify RAC policy on corporate events and donations.

    • Donations – RAC will accept no matter what the source and say thank you, as long is there is no expectation of services or support from RAC (i.e. no strings) on the part of the benefactor.
    • Corporate Private Events – RAC will not do these, but club members can do them as individuals.  Any gifts/reimbursements are between individuals and corporate host.  RAC will not get involved.
    • Corporation holding a public event – This will be evaluated on a case-by-case basis to determine if it is clearly aligned with the club’s mission.

    Virtual Library

    Proposal to create a checkout system and manage a library of books for use by club members.

    • Mark Lang indicated RAC used to have a Lending Library System and he would provide some background on this.
    • Mike Keefe will look into a modern version of this.

    Surveys

    The officers discussed this activity to determine if it was a useful exercise. The conclusion was that is was useful.  Even though only about 25% of the members responded, it triggered good discussion and led to publication of the business items and a revitalization of the impromptu meetings.

    • Agreed that too many surveys are counter-productive.  The next is scheduled for some time in  during Q4 (holiday season)
    • The next topic will focus on public observing.  Mike tabled some potential questions.
    • The group  agreed  that the number of questions to be very small (5-6)
    • Mike to rework questions for a future club based on survey concerning club views with respect to educational outreach.

    Committees

    The officers discussed the need for more committees in order to manage some of the tasks required for RAC

    Astronomy Days – The officers did not think we needed a specific committee on this. The system of having exhibit leads and two coordinators seemed to work well last year. The one difference is to utilize the Yahoo! group for Astronomy Days planning more this year and make sure it contains the latest information and updates.  Ian to work with the museum (Kari and Liz) to insure that they have access to the Yahoo! group and to provide notice to club members when planning is happening so that they can be involved if desired.

    IDA Committee – The officers felt that this could lead to a great deal of administration due to the laws regarding non-profits and advocacy and were not strongly in favor of sponsoring this.  However, if there was a member strongly interested in pursing this, it would be OK. Member would need to understand and to follow current rules for advocacy by 501(c)(3)’s in North Carolina.

    Outreach – Ask Richard O. about expanding the people involved in the planning.  There seem to be three classes of events:

    • Scouts and Schools
    • Mentoring Clinics
    • Club Public Observing – Find members who may be interested in helping coordinate this.
    • Reactivate Publicity Committee – Look for club members with experience and/or contacts in public relations.

    IDA Membership

    We renewed our membership.

    Membership in the Yahoo! Group

    32 current RAC members not in the group. Ian to send invitations to these members to join the group.

    Loaner Telescopes

    Discussed status and issues with loaner telescopes.

    • Ian indicated that he had everything from Bill’s garage and that it all was given to Mike.
    • Mike would like to get some help on the telescope loaner committee.  He will put out an email.
    • Mike mentioned that there were some small repairs (like $15), that needed to be done to some of the scopes.  These expenses were approved.
    • Discussion about disposition of excess scopes.  Conclusion was that any decent scope will be kept by the club and not sold off.  If there is a significant excess, offer scopes to school system for long term loaners before considering selling.
    • Discussion of limit on loaner scope time.  If we get a storage space, we can enforce this.  (We
      don’t now because we have no storage and the officers don’t have that much garage space).  Agreed to offer an option to re-new if the demand is not high for scopes.

    PayPal Memberships

    Because the club is in good financial shape, adjust PayPal payments down to $25/$35 to match cash/check payments.  The club will pay the small service charge and this will eliminate the confusion that happens today (we get checks for the PayPal amount).  This will take affect for 2011 (as of Oct 01).

    Telescope Clinic

    Discussed potential dates for clinics

    • Clinic on same date as public observing at Howell Woods
    • Target one after NC Science Festival at UNC specifically at Morehead.  Mike  to check sports schedules to insure that any dates selected are not during a home game for UNC.
    • Target one in March.
    • Mike to propose dates and contact Morehead and Prairie Ridge.

    NC Science Festival

    Doug provided a quick update on this:

    • Preparations set
    • Need a few more volunteers
    • Asking for parking passes for 20 volunteers
    • Speakers from RAC (Mike/Jerry) will be giving presentations
    • Need to find banner.

    Club Observing Trip

    Discuss options for this:

    • Group consensus was that early September may not be favorable out east and heading west was the best choice.
    • Discussion between Grayson Highlands and Stone Mountain.  Stone Mountain preferred due to distance (2 vs 4 hours).  Mark and Doug indicated that favorable observing can be found there.
    • No reservations will be required, but we should start on Thursday evening to insure that good campsites can be obtained.
    • Doug and Mark to get map to indicate favorable observing sites to the group.