by Gene Allen, Secretary

Minutes of the January Board of Directors Meeting

The meeting was convened at 1934 on Zoom by Director Rex Parker with the agenda for the evening. All other board officers were present: Assistant Director Larry Kane, Treasurer Michael Mitrano, Program Chair Victor Davis, Observatory Co-Chairs Dave & Jennifer Skitt, Outreach Chair Bill Murray, and Secretary Gene Allen. Other leaders in attendance were Editor Surabhi Agarwal, Promotions Chair Debbie Mayes, member Bob Vanderbie, and former Program Chair Ira Polans.

Impending Reverse Snowbirding Brings Changes for Rex Parker

In order to be closer to family for part of the year he will be residing in Indiana from before Thanksgiving through February and will be unable to attend the December, January, and February meetings in person. Ongoing health challenges make Larry Kane unable to commit to standing in for those meetings. He will complete this term and not seek reelection. Graciously, Bob Vanderbie has agreed to stand for election to Assistant Director.

New Ideas and Energy Contributed by Bob Vanderbie

He suggests that members audit classes and proposes seeking greater involvement of Princeton University students and faculty. Debbie asked about seeking permission to post meeting flyers in Peyton, and Bob responded that he expects more student interest in observing opportunities than in attending meetings. The Astrophysics Department will be moving to a new building with more than twice the space of Peyton and it will have an adjacent grassy area. He suggests that members bring scopes for student observing sessions, perhaps in conjunction with the Astrophysics Social held every Friday.

Meeting Configuration Discussion

Consensus continues to favor hybrid meetings that include in-person as well as virtual attendance. The point was made that we need a deeper tech team to provide backup capability. More people need to be able to host Zoom, operate the A/V hardware in Peyton, stream and record the meeting on YouTube, and edit recordings. This is not due to any existing deficiencies, just an effort to avoid complications.

The April 9th Meeting is Cancelled

Given that many, even most of the AAAP leadership will be traveling for the April 8^th eclipse the Board formally voted to cancel the meeting scheduled for April 9. It was also decided that no opening of the observatory or other outreach effort would be made to host the public for the eclipse. Instead, on our website we will post links to reputable live streaming sites.

Eclipse Accommodations Are Being Offered by Surabhi Agarwal

She has prepaid rooms in the Dallas area for 12 people for April 6-10 and for 7 for April 5-10. Members can contact her to sublet the rooms.

General Financial Condition Reported by Michael Mitrano

Michael announced the AAAP balance as “something like $25,000.” He noted that we had been concerned about the cost of the major repair needed at the observatory, but it had been completely funded by additional donations and had no impact on the treasury. He also pointed out that our lease on the observatory site in Washington Crossing State Park is on year 37 of our first lease with a 20 year extension. There is no provision for another extension and although we do not anticipate any reason for the state to refuse us, it is possible that regulations have changed and will not permit it. He will begin inquiries about another extension but suggests that we consider possible relocation. In the discussion that ensued, dedication to the history of the site was reported. While it would require a major expenditure of effort and capital, another site could well offer us better access, parking, and storage. No action was decided.

Revisions to Our Trifold Brochure Are Being Finalized by Debbie Mayes

She distributed the latest version to the Board before the meeting and asked that any corrections or additions be submitted promptly so that the design can be finalized and sent for printing.

New Website Requirements and Recommendations Shared by Debbie Mayes

She distributed the team document to the Board before the meeting for their information. Surabhi confessed that she had not had any time to work with the team and still had a major software installation impending. She committed to looking into the team’s recommendations and providing the team with the server credentials so they could explore what is already available there. Rex and Surabhi invited Gene to join the team, who will now be awaiting Surabhi’s review. Ira again reported that NSN invites organizations to use their website which offers considerable functionality for little effort.

Outreach Update and Changes for Bill Murray

Bill reported that the January 22 event was a success because of Ira’s presentation, but the observing session was clouded out. Since he will be attending the Winter Star Party in the Keys, the February 9^th observing event at the Plainsboro Reserve will be coordinated by Bob. It still needs more telescopes. Gene will be coordinating the April 24^th daytime observing event at the school in Sergeantsville. He has Tom Swords and Victor bringing solar scopes and Debbie contributing brochures, enthusiasm, and crowd control.

He also reported that he will be retiring from the planetarium on July 1, 2024. The June meeting at the planetarium is secure for this year but perhaps not thereafter. For the first time in 40 years the AAAP will have no primary contact with the planetarium. He intends to spend summers and early fall in Massachusetts.

Observatory Update by Dave Skitt

He reported that carpet is still on the agenda. The need for additional storage for loaner scopes, other scopes, and supplies is becoming increasingly urgent. In the hope of avoiding similar complications to those experienced in dealing with the state over the observatory repairs, he is proposing acquiring an 8’ x 20’ shipping container for $1200-$200 and installing it on a bed of gravel. Below some certain size, a construction does not qualify as a building. The discussion which followed was inconclusive.

The meeting was adjourned at 2150.