Category Archives: 2008 / 2009

2009-05-13

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

Business Meeting Minutes: May 13, 2009

Date: May 13, 2009
Location: 490 Brunswick St

Chairperson: Gil Self
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Brian, Wayne, Gil, Bob
Members Present: Rod H
Meeting Called to Order at 7:40 pm.

1. Previous Meeting Minutes
Minutes of April 8 meeting were circulated.
Motion to accept minutes as circulated. Moved: Bob Seconded: Wayne Carried

2. Treasurer’s Report
Club Account: $6131.79
Gaming: $7996.71
Motion to accept treasurer’s report as circulated. Moved: Glen Seconded: Maurice Carried
Details on file

3. Correspondence, Secretary’s Report
Various bills, statements, and Centre newsletters.
.
4. Old Business

  • The risk assessment has been completed and the committee will be addressing the concerns based on the level of risk and funds available to correct the problems.

ACTION: Risk assessment committee

  • Dr. Luc Simard’s travel dates are confirmed and hotel arrangements will be made.

ACTION: Gil, Maurice

  • Following the CNC Celebration of Science Fair, the club display will be set up in the CNC library. After a period of time the display will move to UNBC.
  • The Lunar Marathon was a success and another session will be planned for the fall.
  • Better pricing will be sought before the secondary mirror is sent off for refurbishment.

ACTION: Bob

  • The Carl Sagan series ‘Cosmos’ series DVD’s have been purchased.

5. New Business

  • Once concerns regarding associate memberships have been resolved with RASC National, PG Centre will be sending in its application specifics.
  • The main telescope will be recollimated and functionality confirmed before the flip assembly is remounted.

ACTION: Bob, Brian

  • ¬†Following the last tour on June 2, and assuming the aforementioned collimation is successful, the flip assembly will be installed and tested.

ACTION: Bob
The next business meeting will be held on August 5, 2009 at 7:30pm. Location – SpeeDee Printers, 490 Brunswick St.
Meeting adjourned at 9:40 pm

2009-04-08

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

Business Meeting Minutes April 8, 2009

Date: April 8, 2009
Location: 490 Brunswick St

Chairperson: Maurice Sluka
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Brian, Wayne, Doug, Jim T
Members Present: Al H

Meeting Called to Order at 7:40 pm.

1. Previous Meeting Minutes
Minutes of March 11 meeting were circulated.
Motion to accept minutes as circulated. Moved: Wayne Seconded: Brian Carried

2. Treasurer’s Report
Club Account: $6158.58
Gaming: $8000.46
Motion to accept treasurer’s report as circulated. Moved: Glen Seconded: Wayne Carried
Details on file

3. Correspondence, Secretary’s Report
Various bills, statements, and Centre newsletters.
.
4. Old Business

  • The charity tax return was sent to CRA. A big THANK YOU to Ken for taking care of this.
  • Rob reported that Wolftek was planning on doing some test runs with small pieces to see if they’d be able to manufacture the dome flange but got sidetracked with other commitments.

5. New Business

  • Al gave an overview of the risk assessment process and agreed to be the facilitator.

Motion: To proceed with the risk assessment with Al as the facilitator with Bob, Wayne, Maurice, and Doug assisting. The first session will be on April 18 at 2 pm at the observatory.
Moved: Glen Seconded: Wayne Carried
ACTION: AL, BOB, WAYNE, MAURICE, and DOUG on April 18, 2009

  • Motion: Replace the end of the month meeting/social gathering with events focusing on casual, public, date flexible observing events. Moved: Brian Seconded: Maurice Carried
  • A business meeting is not normally held in August. To gear up for the fall viewing season, the following motion was put forth.
  • Motion: Hold a business meeting on Aug 5, 2009 to put in place a schedule of events and volunteers for the fall viewing season. Moved: Brian Seconded: Maurice Carried
  • The new tour booking procedure is working well and has reduced stress and tour coordinator time commitments considerably.
  • The newsletter still needs an editor.
  • $1000 has been set aside for the Dr. Luc Simard lecture in September. Travel dates need to be confirmed and hotel arrangements made.

ACTION: GIL and MAURICE

  • Registration in the CNC Celebration of Science Fair is confirmed. This event occurs on May 30 between 10:30 am and 4 pm.

ACTION; WAYNE and GLEN to set up and man the booth

  • Motion: To award the winner of the School District Science Fair with a one-year membership in the RASC Prince George Centre. This award will be ongoing with the proviso that the winner’s science project be related to astronomy.

Moved: Wayne Seconded: Maurice Carried
ACTION: GLEN

  • As the spending proposal procedure continues to evolve, a 5 level rating system has been developed and will be included in the approval process.

Rating:
1. Essential for health and safety to reduce risk and liability.
2. Required repairs for maintaining operation for tours and public events.
3. Desirable upgrades for easier operation during tours and public events.
4. Beneficial improvements to help serve the membership.
5. Special projects.

  • Several spending proposals were received and rated. They will be dealt with further at the budget meeting.
  • On April 28, 2009 – 7:00 pm at SpeeDee Printers (490 Brunswick St.) there will be a special Budget Meeting where spending proposals received by April 25, 2009 will be evaluated, discussed, voted on, and funds allocated to complete the chosen proposals. If some proposals do not have enough funds immediately available to bring them to fruition but are decided to be implemented, we will set up savings accounts in our bookkeeping system to allow us to have money set aside and saved until such time as we have the money to complete the project. This will allow us to put money raised or donated towards a specific project without fear of it being spent on other items. Proposed changes to how RASC handles Centre donations will allow us to funnel the donations into the appropriate account, unless the donor has specified that the donation go to a certain project.
  • Approach Wolftek to get an estimate on flange costs for budgetary purposes.
  • Get an estimate for removing, replacing the dome from Sterling Crane as well.

ACTION: GLEN

  • The Lunar Marathon has been extended to two evenings – May 1 and 2 starting at 6 pm.
  • Next meeting will be on May 13, 2009 – 7:30 pm At SpeeDee Printers (490 Brunswick St.)

Meeting adjourned at 9:49 pm

2009-03-11

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

Business Meeting Minutes
March 11, 2009

Date: March 11, 2009
Location: 490 Brunswick St

Chairperson: Maurice Sluka
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Brian, Wayne, Bob
Members Present: Robert W

Meeting Called to Order at 7:40 pm.

1. Previous Meeting Minutes
Minutes of February 11 meeting were circulated.
Motion to accept minutes as circulated. MSC

2. Treasurer’s Report
Club Account: $5850.67
Gaming: $8004.21
Motion to accept treasurer’s report as circulated. Moved: Wayne Seconded: Maurice Carried
Details on file

3. Correspondence, Secretary’s Report
Various bills, statements, and Centre newsletters. Letter from Barton Insurance regarding alarm system option.
.
4. Old Business

  • Gaming funds for 2009 have been deposited. The 2010 installment will be available next February.
  • Centre activities have been entered on the IYA site.
  • Bob will check with the DAO in Victoria to see if they will recoat the secondary mirror during the summer viewing break. (As of March 12, Bob had sent an email to Jim Hesser of the DAO)
  • Trevor has been given keys to the observatory.
  • IYA Sept 11 lecture at UNBC reservations are complete. The UNBC Physics department will share in the cost of hall and equipment rental.
  • Dark Sky and IYA material for the Recreation Market was prepared. Unused material will be given to the PG Public Library for their IYA and Dark Sky displays.
  • A chartered accountant is preparing the charity tax return. Ken has donated his time to perform this important function. Thank you, Ken.
  • Maurice will contact the insurance company and sort out the confusion with the alarm system issue.
  • The Recreation Market booth personnel fielded questions from about 160 people.

5. New Business

  • Booking/rebooking of tours outside the posted schedule will require the tour host taking full responsibility for communication with the tour group and coordinating additional tour help. The events/tour director is to be kept apprised of any scheduling changes.
  • Motion: Approve in principle the purchase of Carl Sagan’s Cosmos series on DVD. ~$100

Moved: Brian Seconded: Glen Carried
Caveat: Once the appropriate spending proposal paper work has been received, the purchase will take place.

  • Al H and Bob will do a building and grounds risk assessment. A report is expected for the next meeting.
  • Dome flange estimate costs:

Flange: $1200 – $1600
Crane lifts, transportation: $1800 – $2000
Rob is going to make inquiries around town to see if the fabrication can be done locally. A report may be available before the next meeting.

  • Discussion about making executive email addresses visible in any bulk mailings to the general membership. Most regular members have no idea how to get in touch with the executive, even though there is a ‘Contact Us’ area on the website.
  • The next business meeting will be held on April 8, 2009. Location TBA.

2009-02-11

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

Business Meeting Minutes
February 11, 2009

Date: February 11, 2009
Location: 490 Brunswick

Chairperson: Gil Self
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Gil, Brian, Wayne, Bob
Members Present: Rusty

Meeting Called to Order at 7:35 pm.

1. Previous Meeting Minutes
Minutes of January 14 meeting were circulated.
Motion to accept minutes as circulated. MSC

2. Treasurer’s Report
Club Account: $5421.69
Gaming: $7.96
Motion to accept treasurer’s report as circulated. MSC
Details on file

3. Correspondence, Secretary’s Report
Various bills, statements, and Centre newsletters

4. Old Business

  • No word yet on gaming funds
  • Repairs to the dome were made at the conclusion of the first NOVA class on Jan 17.
  • Maurice is still trying to obtain a hard copy of the RASC liability policy.
  • The lecture at UNBC will be held on September 11. Maurice will finalize the lecture hall and equipment arrangements.
  • Dark Sky material has been accumulated for the March 7, 8 Recreation Market. Booth staffing is in place.

5. New Business

  • Tour bookings will be handled differently. Applicants will be required to visit the RASC PG Centre website, fill out a form and fax it to the tour director. Maximum number of tours per month will be three, only one tour will be held per week, and will be held on different days of each week. Staffing of one primary and minimum of one secondary volunteer will be dedicated to the applicable days ahead of time based on the volunteers’ preference to day of the week. Tour groups may be combined to accommodate demand, keeping in mind the age group. Maximum tour size will be limited to 50 persons. The web site will be kept updated with the most current booking status.

5. New Business (continued)

  • The dome slot motor was installed, tested, and put into service.
  • Dessert pot luck/social scheduled for February 24th will be replaced with a sidewalk astronomy event.
  • Rusty Hoff was given keys to the observatory and gate.
  • Door signage and brochures will be updated to reflect the change in Open Houses to the first Friday of the month. The change has already been advertised in the Citizen.
  • Sidewalk Astronomy location will be in the Pine Centre mall parking lot between Starbucks and the government liquor store.
  • IYA promotional material will be used at the Recreation Market and then given to the library for them to rotate through their various libraries.
  • Motion: Renew Evan Williams’ membership ($71) in recognition of him hosting the centre website. Moved: Gil Second: Bob Carried
  • Motion: At the treasurer’s discretion, have an accountant prepare the charity tax return.
  • Moved: Gil Second: Maurice Carried
  • Bob will check with the DAO in Victoria to see if they will recoat the secondary mirror during the summer viewing break.
  • Bob will be reinstalling the flip mirror assembly during the summer break with completion prior to the Perseid meteor shower / observatory reopening on August 11th.
  • Gil will contact Kim Breeland to arrange registration of the RASC PG Centre IYA event dates.
  • The next business meeting will be held on March 11, 2009. Location TBA.

Meeting adjourned at 10:15 pm

2009-01-14

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

Business Meeting Minutes
January 14, 2009

Date: January 14, 2009
Location: 3323 Hart Highway

Chairperson: Gil Self
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Gil, Brian, Blair, Wayne, Jim Van Doren
Members Present: Rusty

Meeting Called to Order at 7:32 pm.

1. Previous Meeting Minutes
Minutes of November 12, 2008 meeting were circulated.
Motion to accept minutes as circulated. MSC

2. Treasurer’s Report
Club Account: $6313.86
Gaming: $11.71
Motion to accept treasurer’s report as circulated. MSC
Details on file
Brian reminded us of the need to properly document any spending proposals and expenditures.

  • Submission of a formal proposal documenting justification, all material, and costs.
  • All expenditures must be traceable back to an executive motion and noted in the minutes.
  • Receipts showing the items and all applicable taxes, shipping costs, currency conversion, etc. must be submitted to the treasurer.
  • If a project is going to go over budget, all work must stop, the project reevaluated, and additional costs approved by the executive.

3. Correspondence, Secretary’s Report
Various bills, statements, and Centre newsletters

4. Old Business

  • The AllSky camera has been installed.
  • The gaming grant application was sent off in November.
  • Repairs to the dome will be made at the conclusion of the first NOVA class on Jan 17.
  • Maurice will obtain a hard copy of the RASC liability policy.

5. New Business

  • Mileage compensation was tabled pending input from a CGA and what the applicable rate should be based on government information. Policy will be fine tuned and outlined at a later date.

5. New Business (continued)

  • Due to a lack of volunteers, the observatory will only host one open house on the first Friday of the month starting in February. Viewing sessions on the third Friday of the month will be held at Moore’s Meadow on 1st Avenue between Tabor and Foothills, weather permitting. Tours and special events will continue to be held based on volunteer participation.
  • Forsyth Steel is donating the H beam dome flange material, bending, and transportation from Vancouver to Prince George. Tentative delivery date is May.
  • UNBC will be the location of a lecture in September.
  • Dark Sky material is to be accumulated and organized in time for the March Recreation Market.
  • International Year of Astronomy material provided by RASC National was presented.
  • Dessert pot luck/social is scheduled for February 24th, 7:30 pm at the observatory.
  • NOVA classes 7, 8 and 9 still require an instructor.

Meeting adjourned at 9:15 pm

2008-11-12

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

Business Meeting Minutes
November 12, 2008

Date: Nov 12, 2008
Location: 3233 Hart Highway

Chairperson: Gil Self
Recording Secretary: Glen Harris
Executives Present: Glen, Maurice, Gil, Brian, Blair
Members Present: John A., Fae

Meeting Called to Order at 7:35 pm.

1. Previous Meeting Minutes
Minutes of October 8, 2008 meeting were circulated.
Motion to accept minutes as circulated. MSC

2. Treasurer’s Report
Club Account: $5674.97
Gaming: $22.96
Details on file

3. Correspondence, Secretary’ Report
Various bills, statements, and Centre newsletters
The RASC fee collection form has been filled out and faxed.
The 2008 Society Annual Report has been filled out and sent in to the Ministry of Finance

4. Old Business

  • The dome rotation motor project has been put on hold until the dome flange has been replaced. Approximate cost of flange replacement will be in the $1600 to $2000 range. The slot motor project will still proceed.
  • The AllSky camera will be installed by the end of the month.
  • Gil reviewed the gaming proposal with the executive and will be sending it off before the end of the month.

5. New Business

  • Reinitiate the observer’s list. All members expressing interest in knowing when a key holder will be doing personal observing at the observatory will be notified by email.
  • An initial discussion regarding mileage compensation was held but no consensus was reached.
  • Fewer open houses will be held in the spring. Tentative plans are to have one open house a month at the observatory, and one session at a public place, locations to be determined two weeks in advance and advertised.

5. New Business (cont’d)

  • Job jar items:
    • Rewire the classroom light switches
    • Install a laser pointer on the 24″ scope
    • Install an observation deck light on the south end of the building to aid in cleaning up at the end of the night
  • Brian was given a mailbox key
  • Blair was appointed to the position of Tour coordinator
  • Dark Sky initiative will require a city councilor getting on board with our Dark Sky objectives
  • Member social nights will feature a potluck dessert
  • Christmas Potluck dinner will be held on Saturday, November 29 and will start at 6 pm
  • NOVA classes start on January 17, 2009

The next business meeting will be held at Arctic Manufacturing 3233 Hart Hwy on January 14, 2009 @ 7:30 pm

Meeting adjourned at 9:10 pm