Dudley Observatory Board of Trustees
Special Dudley Board Meeting
June 12, 2006

Members present:
Steve Russo, Ellen Fladger, James Comly, Lucy Comly, Roy Anderson, Tom D’Andrea, Harvey Patashnick, Janie Schwab, Alan French, Ray Bogucki, Sam Wait, Cherrice Traver, Mary Kosky

The minutes were approved as amended.

The report of the Executive Director highlighted the need to seek new members which would broaden the skills represented by the existing Board. Names should be submitted to the Nominating and Executive Committees.  The Director further noted that the Friday, November 17, planned gala needs a list of invitees, corporate sponsors, and historians. Invitations also need to be extended to an honorary committee (business sponsors and advertisers). This list is needed by the end of July.  The gala, to be held at the Albany Institute of History and Art, will include food, music, displays, and a silent auction. A Master of Ceremonies and an honorary chair are needed.

The Director’s report underscored the need for restructuring the current committees whose members are appointed by the President. The proposed committee structure includes Library, Archives, History and Assets (these two committees would focus on which items to keep or sell); Research Grants (granting only the Pollack award and judged by outsiders) merged with Education (which would have subcommittees for the special programs like Rising Stars and Camperships); Planning; Finance; and Development and Events. To merge committees, twenty days notice is required for by-laws amendments. Members were encouraged to sign up for committees.

The Director also requested names and support for the Honorary Board proposal. Their backing would be sought in the marketing efforts to attract new members.

The Nominating Committee proposed the following slate of candidates for the Executive Committee: President – Harvey Patashnick; Vice President – Alan French; Treasurer – Jim Comly; Secretary – Brian Mercy. The slate was moved, seconded and carried unanimously.

The new Board member recommendations have been reviewed by Brian Mercy, Cherrice Traver and Janie Schwab to date. The material will be e-mailed to the full Board. Additional names should be sent to Sam Wait. If new members are to be elected before January, 2007, a special meeting will be needed.

The new President stated that there would probably be four or more meetings per year, especially because of the important decisions to be made in the next year. Harvey Patashnick underscored the need for more e-mail communications, committee and agenda reports prior to Board meetings. All committees need to be more active. Publicity will be done by Kauthar Umar, a free-lance writer whose credits include work for NPR and study at Albany Academy, Sage, and American University in Journalism. Steve Russo will forward the Planetarium list of publicity sites. There will be a feature article about Dudley in the summer edition of the NYS Archives Magazine.

The Assets Disposition committee, currently composed of Sam Wait, Ellen Fladger Carol Wait, Harvey Patashnick, and Janie Schwab, discussed how to evaluate the collections and whether to retain items, de-accession or distribute elsewhere. The committee plans to meet through the summer and provide a proposal for the Board by Fall. The President will still negotiate for space at SUNY Albany.

The proposed agreement and the merged prior documents with the State University at Albany have been reviewed by the Executive Committee and Brian Mercy. The draft can still be edited and will be reviewed by the Board in the Fall. Space is allocated by someone other than Mike Nesbitt. Suggestions, concerns are welcome.

Proposals are being solicited for the Pollock Award.

The Education Committee sponsored an oral history project, with three people associated with the observatory being interviewed by Bethlehem students. Te students are writing essays on how valuable the oral history  experience was. The need to visit local schools, outside of the existing awardee sites, for Rising Star was noted.

Jim Comly reviewed the 2005-2006 budget and proposed 2006-2007 budget. Discussion items included the costs for the Gala, restricted funds and committees. The 2006-2007 was passed unanimously. The proposed uses for the unrestricted funds was passed. Uses for the restricted funds were passed. The Treasurer noted that we need to be strict on expenditures. He also noted that the endowment is not going down, thanks to the good budget control and the current market.

Under Old Business, the President noted that early September is the goal for the next meeting. July is the time frame for the gala and honorary committees. Publicity will be key to Dudley’s success. Thanks were transmitted to the new officers.

There being no new business, the meeting was adjourned at 9 PM.

Respectfully submitted,
Lucy Comly – acting in Brian Mercy’s absence