Author Archives: Peter Balholm

May 2023 Board Meeting minutes

SPOKANE ASTRONOMICAL SOCIETY

BOARD OF DIRECTORS MEETING

MAY 18, 2023

MEETING LOCATION: Via ZOOM conference call.

CALL TO ORDER: 6:20 PM (PDT)

ATTENDEES and (TITLE):

John Riegal (President)

Paul Yost (Vice President)

Phillip Robinson (Board Member Elect)

Steve Krause (Board Member)

Edward Gill (Board Member Elect)

AGENDA:

1. Ratify the April 2023 board member election and assign new club officers.

2. Status of State and Federal registration.

3. Insurance for club

4. Update National Astro League registration.

5. Membership terms and dues

6. Equipment storage.

7. Outreach

8. Meeting Plan for 2023

9. Summer Star Parties

10. Reconcile account with John Riegel for fees and club costs paid.

ELECTION AND OFFICERS:

John R. opened the topic with a question about the election of the board members at the April 2023 meeting as John had not been present at the meeting. Paul Y, Phil R., and Ed G. where at the meeting and stated that nominees volunteered to serve on the board and the normal order of; nomination, seconding, and a vote of yea or nay was taken for the proposed board members. The following persons where nominated and elected:

ELECTED MEMBERS:

Edward Gill

Steve Krause (1 year term)

Paul Yost

Phil Robinson

Richard Cummings

Nick Monkman (1 year term)

Mike Reitemeier

Evylene Treadwell (Non-voting youth member)

CURRENT BOARD MEMBERS:

John Riegal (President)

Matt Wallin (Vice President)

Dan Washburn (Treasurer)

Mike Finch (Secretary)

Paul Yost

Mike Reitemeier

Steve Krause

Nick Monkman

John R mentioned that officers assignments where for 3 years. Board elections are held every (? Years) to stagger board membership. Steve Krause noted that he only volunteered for 1 year on the board and Nick Monkman also only volunteered for 1 year on the board. After some discussion on duties the following are the new board members and officers for this year. Paul Y. had agreed to serve as President on a temporary basis until a permanent President could be appointed.

Paul Yost – President Pro-tempore

John Riegal – Vice President

Phil Robinson – Treasurer

Edward Gill – Secretary

Steve Krause

Richard Cummings

Nick Monkman

Mike Reitemeier

Evylene Treadwell – Non-voting Youth Member

The four officers will have signature authority for the club.

The appointment of a permanent President will be addressed in upcoming board meetings. [Note: The number of board members was reduced to eight (8) at the August 5, 2012 meeting. Further discussion at a future meeting may be needed to determine if an odd number of members would be more effective for voting, i.e. avoiding ties]

FEDERAL AND STATE REGISTRATION:

John has filed the 990 form with the IRS for the clubs tax exempt status. Filing with the Washington Secretary of State for nonprofit organization has also been filed. The filing regarding State Charities is pending.

INSURANCE:

John R mentioned that the club needed to acquire insurance. The agent we had dealt with went out of business. Ed G offer to contact his agent to inquire about insurance. John R stated that we should get $1 million in general liability and the cost should be around $300 per year. [Follow-up note: The Astronomical League has $1 mil insurance policies through Fireman’s Fund starting at $315 per year for small clubs – Ed will compare AL insurance with any offers through his insurance agent].

THE ASTRONOMICAL LEAGUE REGISTRATION:

Members have been receiving the Reflector magazine from the Astronomical League (AL) even though SAS has not renewed membership nor paid the League dues. Ed G will follow-up with the AL on updating membership list and try to determine what, if anything, is back due. Ed G mentioned that we need a new member roster to update and compare with what the AL has on its books.

Ed G. asked if SAS has an attorney that advises the club. John R. replied that SAS did not have an attorney that he knew off. Ed G followed up with a question on whether we had Hold Harmless statements that members needed to sign. Ed’s prior club (Fort Worth Astronomical Society) had “hold harmless” statements for various activities. John stated that he would inquire with an attorney friend.

MEMBERSHIP DUES AND TERMS:

The club membership dues are $25 per year. The dues had been suspended due to club inactivity during the pandemic and the absence of a Treasurer. Dues would be restarting with the new board and officers in place. John R was also going to get a new key to the PO Box as the current key was misplaced. Ed G asked where to send dues, John R stated that the PO Box listed on the website was were to send dues.

EQUIPMENT STORAGE:

SAS has equipment stored at various member’s homes. An equipment inventory is needed although putting and inventory together will be a challenge due to the dispersion of the locations and pieces of equipment on loan to members. Further discussion and tasking will be discussed at future meetings.

OUTREACH:

Outreach to the community has been ongoing. Debbie Cotton has served as outreach coordinator and has continued in that function.

MEETING PLAN FOR 2023:

The June general meeting will be held on the first Friday, June 2nd. The board discussed the issues with first Fridays conflicting with holidays and folks wanting to take four day weekends in conjunction with Holiday Mondays. Starting in July, the club will meet on the second Fridays to avoid the Independence Day week. John will coordinate with the owners of the Party Barn to ensure that the second Friday in July is available.

The June meeting’s guest speaker will be Guy Worthy, [?? details needed here]. The board agreed that presenters that travel to the club meeting should have mileage reimbursed at current mileage rate ( $0.655).

The July meeting theme will be Star Parties. Member experiences with star parties will be invited to share their experiences. Providing the weather cooperates, telescopes will be set up for observing after the meeting.

The August through December meetings are pending formal planning.

SUMMER STAR PARTIES:

The Table Mountain Star Party is planned for August 8 to August 12th. Registration is open.

The Oregon Star Party is planned for July 18th – July 23rd. Registration is open.

RECONCILIATION OF CLUB EXPENSES:

John Riegal has paid a number of bills for the club other that last couple of years without reimbursement. John will put together the receipts and present to Phil R, treasurer for reimbursement once the new signature authorities are established with Washington Trust Bank.

MEETING ADJOURNED AT 7:45 PM (PDT)