Minutes of the DUDLEY OBSERVATORY BOARD OF TRUSTEES
10 June 2003

Schenectady Museum
Schenectady, NY 12308

Present: Board Members Anderson, Balmer, Carroll, J. Comly, L. Comly, D’Andrea, Delano, A. French, S. French, Hessberg, Koopmann, Ludwig, Theisen, Roberge, Schwab, Wait, and Executive Director Gino.

1. President S. French called the meeting to order at 7:20.

2. The minutes of 22 January 2003 meeting were approved as circulated.

3. S. French delivered the EXECUTIVE COMMITTEE REPORT
            The Executive Committee met jointly with the Finance and Physical Plant Committee and the Executive Director on 20 May and agrees with the recommendations of the Finance and Physical Plant Committee and the Executive Director.  See their reports.

4.  Gino delivered the EXECUTIVE DIRECTOR REPORT

5.  Roberge delivered the Report of the RESEARCH GRANTS COMMITTEE

6.  Ludwig delivered the report of the ARCHIVES AND HISTORY COMMITTEE
            The Archives have been moved from a separate room into the main library.  There have been no visitors to the archives.  There have been some inquiries, including one from Alan Sandage, who is researching the history of Mount Wilson.  Wise, Gino, and Fladger hosted visitors from the Challenger Center, who viewed the rare books.
            Gino and Wise are using the rare books to promote interest in the Dudley Observatory.
            It is important to have Wise’s book published.  It needs to be camera-ready, whether it is published by Kluwer or self-published.  Wise will follow up on costs for typesetting and producing the book.

7.  No report was given by the LIBRARY COMMITTEE.
            S. French reported that no new books have been purchased or catalogued. A question arose about the need for an archivist. Ellen Fladger will be asked to evaluate this need.

8.  D’Andrea delivered the report of the EDUCATION GRANTS COMMITTEE

9.  Carroll delivered the report of the LONG RANGE PLANNING COMMITTEE

10.  Schwab delivered the report of the SESQUICENTENNIAL COMMITTEE

11.  Wait delivered the report of the NOMINATING COMMITTEE
            S. Wait reported no nominations.  Wait will continue as an ex-officio member of the board.  Jan Ludwig will no longer be a trustee, but will remain on the Archives and History Committee.

12.  French dedicated a MINUTE OF THANKS TO JAN LUDWIG
Resolved, That the Trustees of Dudley Observatory note with thanks the long service of Dr. Jan Ludwig on Dudley's Board, History and Archives Committee, and Library Committee.  We note our gratitude for his many contributions to guiding the Dudley's transition to its modern era, enhancing its role in the history of astronomy, and preserving its rare books; and we express our appreciation for his willingness to continue to lend Dudley his expertise in future endeavors.

13.  Comly delivered the report of the FINANCE AND PHYSICAL PLANT COMMITTEE

                Motion: Approval to transfer up to $1000 from either the Raymond or Weil Fund to operating funds for the purpose of   buying books. Seconded and approved.

                Motion: Approval to transfer up to $1000 from the Elkind Fund to operating funds for the purpose of preserving books or             manuscripts. Seconded and approved.
        Motion: that the board approve a salary of $20,000 for the Deputy Director, who will work 24 hours/week.   Seconded and approved.
        Motion: that $3000 be approved to hire an Administrative Assistant. Seconded and approved.
                Motion: that $135,000 be transferred from the endowment to the operating funds for FY 2004 (1July2003 through        30June2004), and that the budget be accepted.  Seconded and approved.
                Motion: that the board authorize Ab Hessberg to negotiate a lease in the same office for up to 5 years.          Seconded and approved.

1. OLD BUSINESS- No discussion

1. NEW BUSINESS- No discussion

• S. French adjourned the meeting at 10:15.