Executive Council Telecon Minutes
October 2, 1998

Time: 3:30 PM EDT
Present: D. Goldstein, B. Roberts, M. Moreau, I. Ruiz

Summary of Meeting Actions

I. Review Conference Itinerary, identify remaining actions

• Deanne coordinating airport pickups, lodging
  • Jim, Ian, Deanne, Laura Burns for airport pickups
  • only two people to coordinate rooms (1 male, 1 female)
• Panel Discussion (discussed below)
  • Transportation to DC?
  • Map to NASA HQ
• Gala
  • Distribution of tickets - throughout Friday and at Panel
  • Transportation from HQ to Gala
• Capitol City Brewery, Union Station/Penn Ave. location
  • Talk to manager about reserving a section for 40-50 people
  • Get a business card/phone number
  • Walking distance from National Bldg Museum
• Tour of GSFC
  • Brian will make arrangements with visitors center
  • Ian will reserve two 15 passenger vans for Saturday
• We need to have "conference badges" prepared for saturday
• Arrangements for access to building 8, table set-up
• Food at congress: check into subway/pizza
• itinerary for the Congress
  • Brian will draft this
  • keynote speaker: Alan Ladwig
    • Mike and Ian will talk off-line
  • Perspective of NASA Academy staff: Steve Sanders
    • what can/should the naaa do?
• Food at Soffens:
  • Want some level of catering
  • don't want to spend a lot
  • What can we get for $7-10
• Questions for email message to conference attendees
  • vegetarian for lunch or dinner saturday?
  • participate in tour of GSFC Saturday?
  • not able to pick up Gala ticket at NASA 40th Panel?
• Questions for Alan Ladwig
  • Should we go through PAO to invite the Press?
  • Can a NASA Press release serve this purpose?
  • NASA TV Broadcast?
  • Can he join us Saturday as our keynote speaker.
• Stuff for packets
  • maps(specific,subway)
  • bus schedule, fare info (hotel to college park metro)
  • phone numbers
  • tickets
  • itinerary

II. Gala tickets status

• RSVP'd for 43 for gala, 3 checks
• 34 RSVP's for the total weekend

III. Panel discussion status

• Noel Hinners, Peter Diamandis, Michelle Minitti confirmed
• Ed Stone backed out due to a meeting conflict
• Pursuing Charles Walker, President of the NSS, former Astronaut
  • Ian sent him information
  • Will tell us COB Monday
  • NSS only advertises events they sponsor
  • NSS will advertise for us if he is on the panel
• Who else should we ask?
  • Al Diaz from GSFC will be in same meeting as Stone.
  • Ask Soffen to be a back-up (get a commitment he will come)
• Groups to target for advertising
  • All of these organizations like that kind of exposure
  • AIAA
  • Chris Lewicki - SEDS
  • Local Universities
  • Tables at GSFC and HQ cafeteria
  • Easel in HQ Lobby the week prior
  • Dataline, Heads Up,
  • NASM Events stuff
  • NASA Press Release
• Advertising Materials
  • Draft of electronic Message
  • Poster?
  • Flyer?
  • Program
  • look into use of 40th Anniversary Logo
• Press coverage
  • get Ladwigs ok to invite the Press
  • ask about broadcast on NASA Select

IV. shirts, bags, pins, etc

• Will be giving away pins to conf. attendees, SG directors
• will be selling pins, shirts, bags at conference, over the web
  • pins sell for $5 for members; $7 for non-members
  • Polos sell for $25 for members; $32 for non-members
  • Bags sell for $50 for members; $60 for non-members
• The idea with the pins, bags, and shirts is not to make tons of money, but rather to cover our shipping costs, eventually get the set-up fees back, and make a dollar or two.
• Some people may donate to cover specific costs (for example to pay for the pins) as opposed to making just a general donation.

V. NAAA interaction with NASA Academy staff

• As new Centers develop Academy programs and new staff and alumni staff come on board, make sure the NAAA is viewed as an asset and a part of the NASA Academy program as a whole.
• NAAA must make the Academies and staff at each Center feel they are a part of the NAAA.
• David will call each of the staff from each center to get some feedback on the NAAA conference. Invite the Director/Program Manager from each Center Academy staff to speak at the Congress or at least provide a written statement on their vision of the future of the NASA Academy and how they see the NAAA fitting in with the NASA Academy programs.

VI. Election

• schedule *keep the sequence of events as in the bylaws *shift the close of the nomination period to one week after the conference.
• NAAA database status *The database is now current until 9/26 *Election committee will use the time from now until close of nominations to try and get people who are not current to fill out their membership forms
• actions *start with an announcement of the elections timetable and try to start discussion on list. *Follow with comments from Bayt, Lisano, etc.
• do we want to ratify the constitution during this election *Mike's opinion: there is no need

VII. electronic newsletter (Oct 1st)

• article on NAAA Conference (from David)
• article prep for elections/meaning of naaa (from Mike, Brian)
• mike already supplied two articles to Kalman