Executive Council Telecon Minutes
March 29, 1997

Time: 6:00 pm EST
Participants: Eric Anderson, Mike Moreau, Brian Roberts, Jane Thorpe

Summary of Actions from Meeting

• Eric to submit the domain name server address so that nasa-academy.org can become operational.
  
• Completion of incorportation to take place within the next week when constitution and bylaws are attached and sent in with both State and Federal registration.
  
• Latest draft of Constitution and By-Laws to be put on web by Jane.
  
• Jane and Mike to send their comments on the draft budget to Brian who will hash out a next draft with Eric. The next draft will be discussed at the next telecon and version to be sent out to membership by the 14th of April.
  
• Brian to submit NAAA logo to Land's End Clothing Company for preliminary design that can be reviewed before deciding to order any items.
  
• Need to start looking at what needs to be accomplished as a result of the NSGDM in mid-March.
  
• Fianlize Preliminary Planetfest details and pin down dates and preliminary budgets for each of the four proposed summer alumni/RA events during Monday's telecon.
  
• Jane and Brian to take necessary action to archive all paperwork in one place.
  

Old Business

Eric has registered the domain name nasa-academy.org. Temporarily the pages will physically be housed on the SEDS server at the University of Arizona set up by Chris Lewicki with a back-up being housed on a server provided by Steve Abrams. The domain name should be operational within the next week. Presently Eric is listed as the administrative contact and Brian is listed as the billing contact.

II. Constitution

Latest draft sent by Mike earlier in the day. There are only a few issues left to iron out. Completion of incorportation will take place within the next week when constitution and bylaws are attached and sent in with both State and Federal registration.

III. Database

Not enough time to talk about it today. Actions from last meeting stand as actions for next meeting.

IV. Special Projects

Land's End
Brian will submit logo for preliminary design, at a cost of $65, that we can review before deciding to order any items.

Soliciting Funds
Personal goal set for each EC member to solicit more donations.

New Business

Eric has provided a spreadsheet version of the draft budget that Brian worked up. Brian didn't have access to the file prior to the meeting so it was unanimously decided to table the discussion until Brian had access to the file. In the meantime, Jane and Mike are to send their comments to Brian who will hash a next draft out with Eric. The next draft will be discussed at the next telecon. A tentative goal was set to send out a version of the budget to the membership by the 14th of April.

II. Space Grant Directors Meeting Followup

Need to start looking at what needs to be accomplished as a result of the NSGDM in mid-March. Presentation package is our first project with a deadline of October 1997. Establishing a web resource for Space Grant as well as Alumni is another priority. III. Alumni Interaction with 1997 RAs

Proposed that "informal" interaction occur as before, but more "formal" interaction be arranged. Four events are proposed:

1. RA Welcome
   
2. Informal BBQ with all Academies during visit weekend near the end of July.
   
3. Academy Congress - see special projects
   
4. Invitation to Membership during last week of summer session
   

IV. Special Projects

Academy Summer Congress

Preliminary Schedule
Friday Afternoon - Officially scheduled Academy event that Alumni are invited to
Friday Evening - Fun (organized of course)
Saturday Morning - Tour of GSFC for Alumni - given by Brian Roberts
Saturday Afternoon - Actual Congress Event including:

• Presentation by the Executive Council
  
• Ratify and Sign the Constitution
  
• General Meeting
  
• Plans for next year
  

Planetfest
The Planetary Society has agreed to fly the 1997 RAs to Planetfest in Pasadena, California so that they will staff the function activities. They have also agreed to house any alumni willing to act as staff, and depending on how much money they have left over, the Planetary Society may be willing to partially fund alumni airfare. Jake Yates will be coordinating the RAs particiapation. We will coordinate through him and technically act as extra RAs. Details to be finalized on Monday during telecon with GSFC Academy Staff.

IV. Other Miscellaneous Issues

All paperwork and documentation needs to be kept in one place (preferably the address listed as our place of business). Jane and Brian to take necessary action.

Ensuring Quality in Academy - discussion begun and tabled to be continued at a later date.