May 20, 2007 - 1:30PM - Ruth's Chris Steak House, Sandy Springs
Nine members in attendance including four Board members.
(Roy, Jorge, Sandy, Steve, Ron, Remi, Monica, John & Ellen)
President Roy Green opened the meeting with distribution of the agenda for the meeting.
(Note: A copy of the Agenda will be uploaded to the SoAR Business files.)
Note that these minutes do not reflect the order of items listed on the Agenda, but rather the order in which the actual discussions were presented at the meeting. Some consolidation of topics discussed is necessary for brevity.
Jorge Blanco indicated a need to acquire additional equipment to enhance our launch capabilities as well as replace equipment that has been damaged or worn out. Items discussed include:
- Telescoping retrieval pole for recovery of rockets from trees. Commercial products available in the $250 range. It was agreed to consider construction of a PVC pole type device at a reduced cost before purchase of the commercial device.
- New battery to replace one that was damaged. Sandy and Ron both mentioned that they had serviceable batteries that they would contribute to the club to forestall the purchase of another battery.
- Shelving for storage of club equipment in the club trailer. It was agreed by those present that shelves were important to expedite the storage and retrieval of equipment for launch setup as well as to protect equipment from damage while being stored. Jorge Blanco will pursue the acquisition of shelves.
- Decals, Signs, Banners, Decals. Discussion centered on a need to paint the SoAR logo on the club trailer to possibly help deter another theft. A committee was formed to investigate the cost of decals and/or large stencils with the SoAR logo.
- Biz cards, pamphlets, posters. Discussion of the need to redesign the company brochure/pamphlet and have materials available for distribution to schools, organizations and club launches indicated that this should be a high priority. Growth of club will be easier with marketing materials. Consideration was given to club sponsored design contests for the various documents.
Roy Green read into the minutes a message from Dale Windsor, indicating that Dale had a number of items to donate to the clubs use. Items included garbage cans, tables and the use of any launch equipment that our ‘sister’ rocket organization TARA has available. It was agreed that Dale’s generous offer will be accepted.
Discussion was given to the need for additional low and mid power pads as well as one additional Quad pad to supplement those already in use. Roy Green will upload photos to the SoAR Business site of the launch pad head that is used by TARC. These are rugged, adjustable, low cost heads. (Roy had an actual working model that was available for viewing after the meeting adjourned).
It was decided that this topic will be shelved for future discussion and will probably end up with a workshop/committee for the fabrication of additional launch heads. Additional ideas on this will be solicited from the general membership. Those with welding or industrial fabrication skills are welcome to offer assistance.
Also discussed in the spending money category is the fact that both our low & high power launch fields now require the outlay of money to pay for mowing and to compensate the owners for wear and tear. Mowing at Mill Springs should be no more than $600/year. The Blanco family has graciously agreed to cover the cost of one mowing this year at Mill Springs and SoAR will cover the cost of another mowing, possibly this fall. It was discussed and determined that the Vaughn Farm high power field also requires an outlay of dollars to compensate the owner for general wear and tear.
After discussing what the club needed to spend money on, the meeting then centered on how to raise the money we need to continue to operate the club and acquire equipment.
Much discussion was offered by the members present on various methods of generating revenue. The raising of dues, launch fees, raffles, corporate sponsorships and a tip jar were all offered as possibilities. The merits and pitfalls of each suggestion was discussed among the members present and mutually decided that SoAR will incorporate as many different revenue generating ‘tools’ as is practical.
A proposal for an increase in next years dues to $15 from the current $10 was motioned for vote; however it was mentioned that the bylaws of the club should be reviewed before this change is made and the topic will be shelved to a later date. However, the general consensus of those members present indicated that this increase in dues was needed.
Discussion of launch fees was offered by Ron Stancil. Much discussion on the mechanism of collecting launch fees included, launch punch cards, Flat rate annual or semi-annual fees and per use (launch) fees. The administrative logistics of the various formats was also discussed. It was finally agreed that the simplest procedure would be to continue the club policy of completing a Launch Card prior to using club equipment to launch a rocket. The Club would charge 50 cents ($0.50) per launch card for low power launches (A thru E motors). Fees for mid and high power rockets will be determined at a later date. The general consensus seemed to be $1 for Mid power and $2 for High power. A motion was made to vote on the .50 low power fee and seconded. The motion passed unanimously. $0.50 launch fees will be collected at future launches.
Discussion of a club sponsored Low Explosive Permit (LEUP) was presented by Roy Green with participation by Jorge Blanco and Sandy Bettilyon. Sandy Bettilyon is currently completing application for a LEUP and will acquire an approved storage locker. This should offer a mechanism for local acquisition and storage of high power motors. Details will be forth coming at a later date. It was noted that members wishing to travel beyond the confines of Georgia for other high power launches would still need to apply for a personal LEUP (no storage required).
Roy Green discussed some details pertaining to a Kentucky club that potentially violated the terms of their FAA waiver. Both Steve and Jorge mentioned that our waiver did not require the use of two-way communications via radio, but that a contact phone number was necessary. Both John and Sandy offered the use of an aviation handheld radio should a future requirement for radio communication become necessary. It is anticipated that this would only be a requirement if the waiver is adjacent to an operating airport. The emphasis on diligence when operating a launch under a waiver cannot be understated. Thanks to Roy for keeping this to the clubs attention.
It was agreed that the club would add one additional ‘social’ event to the annual calendar. In addition to the Christmas party, a Summer Barbeque will be planned. This may or may not coincide with a launch. Details will be available at a later date.
Roy Green mentioned that he would like to eventually explore the prospect of completing SoAR membership meeting business in an online format at some future date. This would then allow physical meetings to place an emphasis on construction committee and building workshops along with show & tell sessions. Some additional discussion was given to holding a quarterly ‘workshop/committee meeting’. This will be pursued at future meetings.
Roy also discussed the development of a ‘Public’ website and keeping the current SoAR571 site for MEMBERS ONLY. This could replace the current Yahoo Group site for the use of conducting general membership business and communication. Roy has graciously been donating the expense of web site hosting for years to the club. Roy has agreed to continue this function for the club with the gratitude of the members present.
It was determined from the meeting that additional ‘skilled’ volunteer effort is needed during launch set up and particularly during the launch. Job Descriptions for Launch Control Officer (LCO), Range Safety Officer (RCO) and Pad Coordinator (PC) as well as other positions, will be developed by committee for future dissemination to the general membership. Training sessions will be developed/scheduled to emphasize launch duty interaction by the general membership. It was agreed by those present that Ron Stancil will designated High Power Launch Coordinator.
It was discussed among the members and agreed to go to a Quarterly Contest Launch (most likely incorporated into an existing launch). The next event will be in August and will appear on the club schedule. This event will include *helicopter, *streamer duration, *scale rockets. A Quadrathon launch (1 rocket/4 events) will be scheduled in November.
In other business; Jorge Blanco is looking for a Night Launch on July 20th (Friday) at Mill Springs Academy. This event would coincide with Boy Scout troop 714 camp out at the field. The launch is limited to rockets 1 lb or less. For those with an interest in astronomy; the Boy Scouts will hold a Star Party and members with telescopes and binoculars are welcome to attend/assist.
The meeting concluded with an expression of gratitude to Remi and Ruth’s Chris Steak House for hosting and the use the banquet room for the club meeting.
No date was given for the next meeting, but will be on the club web site schedule when determined.
Total meeting time 2hrs. 10 minutes.
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