Dudley Observatory Board of Trustees
Semiannual Board Meeting
Minutes
Dudley Offices, 14 June 2005

Present: M. Clarke, J. Comly, L. Comly, T. D’Andrea, J. Delano, E. Fladger, A. French, S. French, R. Koopmann, M. Kosky, P. Kosky, H. Patashnick, W. Roberge, J. Schwab

Meeting called to order at 7:40 PM by President Roberge.  President Roberge welcomed the new Board members.

Minutes:  The minutes of the meeting of January 12m 2005 were approved with minor spelling and typographical errors corrected.

President Roberge gave a brief history of the Dudley Observatory for new Trustees.  George Wise’s recently-published book, Civic Astronomy, was recommended reading for Trustees.  New Trustees were referred to the report of the Long Range Planning Committee for a description of our current status, our primary mission of public education and outreach, and our obligations with respect to the astronomical artifacts, library, archives and rare book collection.

Report of the Executive Committee (Roberge).  Attached.
President Roberge outlined four possible options for Dudley to consider:

• There have been meetings with members of the administration of the City of Troy in regard to possible location of the Dudley Observatory to the Riverfront development.  They are eager to establish a partnership with Dudley in order to develop new educational and cultural programs for the citizens of Troy.  Dudley has replied, “We’re interested,” but has made no commitments.  Some work has been done by Dudley.  A more thorough study of the opportunity needs to be conducted.
• The Adirondack Public Observatory project has contacted Dudley to discuss the possibility of collaboration.  This could serve as a “dark sky” site.  The APO leadership appears to be moving rapidly ahead and have identified a number of potential funding sources.
• Endow a chair/programs at a local institution (Union, RPI)
• Business as usual:  the endowment is “stable” and we could continue with our (reduced) programs as currently offered and funded.

The Executive Committee decided that the President should appoint a small committee to study these options, as well as other possibilities that might arise and make a recommendation in September.  Jon Delano has agreed to chair the committee.

Report of the Executive Director (Schwab).  Attached
The Executive Director, J. Schwab, thanked the Board for their good wishes and help during her recent recovery from surgery. 

• Education: the awards ceremony and orientation for new Rising Star Interns was held at the Albany Visitors Center on June 10.  Josh Marsfelder, a 2004 Rising Star intern, gave a talk to the new recruits.  Contributions of $2,000 as well as deep discounts from the telescope vendors were available to fund the program this year.  A number of Star Parties have been held and Director Schwab has offered a number of workshops to local teachers and participated in science fairs during the year.
• Donations:  see attached report.
• Director Schwab is conducting an inventory of Dudley artifacts in storage with the State Museum.  Some items appear to be damaged.  Concern was expressed about the storage conditions.
• The Director has updated and cleaned up the website.  Board members are urged to view it and notify the Director of any concerns or comments.

Report of the Archives and History Committee (Fladger).

• Gretchen Koerpel has been working on accessioning, archives, reference questions and appraising materials for their usefulness in the historical collection (not their $$ value).
• The Dudley rare books are used quite frequently in courses at Union College.  Students are keenly interested in seeing these important documents.
• Some of the more valuable books in the Dudley Library may be moved to the Union Rare Books collection.
• Membership on the Library/History Committee is depleted due to resignations from the Board.  New members should be appointed.

Report of the Research Grants Committee (Roberge)

• The Fullam Award will not be offered this year.
• An article written by Trudy Bell as a result of the Pollock Award she received has been selected as the first prize in the annual Griffith Observatory – Boeing essay contest.
• The Committee has raised the question of the restriction of our Awards to North American researchers.  The Committee recommends eliminating this restriction.  Concerns were raised about the legality of this.  The matter was tabled until this question could be checked with legal counsel.
• Board members suggested we also check Dudley’s status:  Are we a foundation?  An educational institution?
• The Pollock Award will be announced at a future date.

Report of the Education Grants Committee (Roberge).

• The Spenser Space Camp Award has been discontinued.
• Only one application was received for the Hessberg Astronomy Campership and the applicant was judged not qualified.  No award made this year.  Concern was expressed.  The NYS Regents Exams conflict with the dates of the Arizona program and students cannot, or are reluctant to, postpone the exams.  Other programs, later in the summer will be explored.
• The Albany Area Amateur Astronomers has extended reduced membership fees for Rising Star Interns.

Report of the Nominating Committee (Roberge in the absence of Wait).  Attached.
Motion made and seconded to reappoint, for a four year term July 2, 2005 to June 30, 2009, Lucy Comly, Susan French, Wayne Roberge and Janie Schwab, approved unanimously.
Motion made and seconded to appoint as Trustee for a four year term, July 2, 2005 to June 30, 2009, Brian D. Mercy, Esq., approved unanimously.
Motion made and seconded to move to the status of Trustee Emeritus effective July 1, 2005, Tom Carroll, Tom D’Andrea and Keith Ratcliff was approved unanimously.
Sam Wait was thanked for his work as Chair of the Nominating Committee and also congratulated for being chosen as the recipient of the RPI Alumni Association Distinguished Service Award.

Finance and Physical Plant Committee (J. Comly). Attached.
            Chairman Comly called attention to the tentative proposed 2006 budget.  Final figures are not available yet, but the shape of the budget should not change substantially from that estimated in the Committee’s report.  The $30.000   under Executive Director-other provides flexibility should adjustments have to be made when final figures are in.
            Motion made and seconded that when the final form of the 2006 budget is compiled, the Finance Committee and the Executive Committee be authorized to approve the budget was approved unanimously.

Old Business
            Corrections were made to the address/phone/email list.

New Business
            Professor Cherrice Traver, Electrical and Computer Engineering, Union College, has been named as the ex officio designee from Union College.

Meeting adjourned at 9:45.

TD’Andrea, Secretary