2002-10-07

PRINCE GEORGE ASTRONOMICAL SOCIETY
(ROYAL ASTRONOMICAL SOCIETY OF CANADA: PRINCE GEORGE CENTRE)
7365 Tedford Road
Prince George, BC
V2N 6S2

Emergency Executive Meeting Minutes

Date: October 7, 2002

Location: 490 Brunswick St, Prince George

Chairperson: Brian Battersby
Recording Secretary:Gil Self
Executives Present: Gil Self, Brian Battersby, Rod Herd, Wayne Sanders
Members Present: None

Time Meeting Called to Order: 1:00 p.m.

1. Previous Meeting Minutes
None, as this was a special meeting

2. Treasurers Report
None, as this was a special meeting

3. Correspondence
Paperwork dealing with current gaming application

4. Old Business
None, as this was a special meeting

5. New Business
The purpose of this meeting was to pass and sign documents required by the gaming commission to continue the application process. This meeting was called on short notice due to the time limit imposed on the club by gaming.

Items to be addressed.

1. Resolution required by gaming to ensure that no member will benefit directly from the club’s assets when the club dissolves.

Motion: to accept the resolution as presented by gaming (see attachment A)
Carried: Unanimously

2. Sign a letter stating that under “no circumstances no club member will receive any remuneration, benefits or wages of any kind from the club.” Gil clarified this position verbally with Joan Fredricks [ (250) 356-2990 ] at gaming and she stated that repaying small amounts to members for items bought for the club was acceptable as long as there was an adequate paper trail. She did recommend getting away from this practice however. She also said that she noticed that we did this from our financial records.

Brian Battersby, Gil Self, Rod Herd, Glen Harris and Wayne Sanders all signed the letter affirming the clubs position on this matter.

3. Finalize a letter explaining the scope and aim of the club as requested by Joan
Fredricks. (see attachment B)

6. Adjournment
Adjourned at 1:30 p.m.

ATTACHMENT A

RESOLUTION

RESOLVED that should the Prince George Astronomical Society, which received gaming funds from licensed charitable gaming events, bingo affiliation and/ or direct access grants, at any time dissolve or cease to exist, have any and all gaming monies or assets purchased with gaming funds held at the date of dissolution or cessation of existence these/they shall be distributed by the Prince George Astronomical Society to:

A registered charity or registered charities in British Columbia, as defined in the Income Tax Act (Canada), as may be determined by the members of the Society at the time of winding up or dissolution.

OR

Such charitable organization or organizations in British Columbia having a similar charitable purpose.

RESOLVED FURTHER that the foregoing resolution shall not be altered or amended and shall continue to be binding on the Prince George Astronomical Society.

RESOLVED FURTHER that the Prince George Astronomical Society will provide its undertaking, by delivery of a copy of this resolution to the Gamin Policy and Enforcement Branch, that it will abide by the limits on the application of its assets on dissolution as provided herein.

CERTIFIED to be a true and correct copy of a resolution unanimously passed by the Board of Directors of the Prince George Astronomical Society at a meeting held on
____________, 20_____.

Signed:

_______________________________ ______________________________
(Board Member)                                      (Board Member)

ATTCHAMENT B

PRINCE GEORGE ASTRONOMICAL SOCIETY
7365 Tedford Road
Prince George, BC
V2N 6S2

B.C. Government
Gaming & Policy Enforcement

(250) 356-2990

ATTN: Joan Fredricks

SUBJECT: ORGANIZATION #105987 – Direct Access Application

The Prince George Astronomical Society’s observatory is a unique facility in northern British Columbia and indeed Canada. It is one of only a handful of observatories in Canada that is easily accessible to the public by attending one of our many open houses or tours. By becoming a member of the Society people gain direct access to the twenty-four inch telescope as well as other equipment such as CCD cameras and portable telescopes.

Each year between 800 and 1500 people visit the observatory for tours, open houses, special events and meetings. For many of these people it is their first exposure to the night sky and astronomy in general. The many school-aged children who visit the observatory either through their school, Girl Guide group, Boy Scouts group, church group or other youth group especially appreciate this unique form of “hands on science”. We try to coordinate with the school curriculum to accommodate tours at the same time of year as the astronomy course work is taught. Our presentation has been reviewed by a teacher and follows closely with what is being taught in the schools. We are currently working on more presentations to further target specific age levels of school children. We have had great response to our summer programs. As well, several times over the last two summers we have set up specialized equipment in the parking lot at local malls, hundreds of people have had their first close-up look at the sun. For the past two summers we have also held one meeting publicly at a large local park. “Astronomy At The Park” is a growing success, which we will continue each summer in August.

Use of the observatory is growing, our paid membership is up to thirty-six and the Society is implementing suggestions from a marketing analysis donated by the Innovation Resource Centre to increase public awareness of the observatory and improve members and non-members experiences at the facility. The improvements implemented so far include: changing the meeting structure, creating new, more audience-targeted presentations and increasing the access to the observatory for both the general public and members. Other improvements being considered but, which we are unable to currently fund at this time include making the parking lot safer, adding more lighting on pathways and smoothing out the exterior landscaping to help increase safety in the dark. We see a lot of interest in simple visual astronomy, not equipment intensive but we do need to build a large outdoor “observing area” at the observatory. A knowledgeable member will guide users around the night sky from a safe, comfortable viewing area. In the future we expect a larger membership and an increase in the number of visitors to the facility due to the improvements we are making.

The reach of the observatory is also growing. In the last year we have had three tours come from Quesnel and hosted a contingent of Girl Guides from across northern British Columbia.

Over the years local companies and individuals have donated equipment, materials and countless volunteer man-hours to build and maintain the facility that the community of Prince George now enjoys.

Sincerely,

Brian Battersby
President,
Prince George Astronomical Society