September 19, 1996 Lynn Litterer recording Attending: Lynn Litterer, Polly Peterson, Dean Gahlon, Kay Drache and Martin Schafer Happy news Polly transferred $10,000 from the Minicon 29 account to MNStf. Kay signed a four year lease at $44/month for an electronic postage meter. The rate would have been higher if she had waited. We would eventually have been forced to switch. This one comes with an included single sheet folder. The old machine was $38/month. The company will arrange with Denny [Lien] to swap machines.The postage can be refilled by phone if we send checks to our postal account. See Kay for details. More financial business: Martin has items for reimbursement -- he is giving them to Dean, who will make sure they get to Julie [Johnson], along with the Kinko's bill. Accountant Meeting - There will be a meeting with all Minicon and MNStf people who handle our finances on Wednesday, September 25, 7:30 pm at Lynn's place. We will be going over how we need to keep records to keep the IRS happy. Insurance/Liability - Martin's reading of the insurance info is that we don't need directors and officers insurance. We discussed many potentially problematic situations. Lynn will ask Rob [Ihinger] to research circumstances under which officers of a non-profit can be sued personally. Kay will ask Wayne Briggs at Minnesota Hospitality Insurance about what our insurance covers. Kay is clear that it covers physical injuries at club functions, liquor liability and equipment during Minicon. We will try for an update at the October meeting, and a decision at the November one. Limit the spending on legal research to $100-200. Storage Lockers - Kay will continue to check rates on storage lockers. The quartermaster position is still open. Continuity - Polly read Tom [Juntunen]'s proposal aloud to the Board. Discussion ensued. Tom clearly has put a lot of thought into the problems that face Minicon and the potential solutions. * Conventions are optional * We run other conventions in addition to Minicon; Supercon and ReinCONation need to run differently The bylaws are descriptive rather than proscriptive. The Board would prefer to maintain the flexibility of writing policy rather than bylaws. The day to day operations of Minicon have changed dramatically over the last decade and we expect they will continue to evolve as we move into the 21st century. Tom's proposal would work well as a policy statement to be posted on our web page, along with some of our previous policy statements such as the voting task force and the long range planning task force reports. Dean has the bylaws on disk. Datacon is pulling together a great deal of the practical information about running Minicon. Martin will organize getting important documents posted on our web page. He will contact Tom regarding his proposal.