Minn-StF Board Meeting, June 12 2002
Location: Scott Raun's
In Attendance: Dean Gahlon, Scott Raun, Larry Sanderson, Laura Jean
Fish, Sharon Kahn, Rachael Lininger
- Room Party Money allocated to Minicon chairs
- Fall Con
- TOTU Finances
- OTML = One True Mailing List
The board discussed paying and attracting more attention to Fall Con
by offering a link on Mnstf's website. The board also discussed
whether we want to consider Fall Con as an official club
function. After discussion the board decided that, yes, it can be
considered an official function of the club so long as it has a
separate bank account for financing, as this is necessary for tax
purposes. Sharon Kahn will inform Rick of this and either one of them
will set up the account.
Rachael Lininger, who attended the meeting, asked the board what they want in the OTML:
It needs to be able to handle:
- Breakouts for Art Show and Hucksters
- Fall Con
- It should be able to keep track of who has been to Minicon/Fall Con as well as badge names.
- Maximized and minimized mailings.
- Specify 1 mailing to a household or more.
- Have members request a flag for personal information with "Do Not Give Out My Address."
- Allow for remote updating by authenticated persons only.
- Shouldn't overwrite old addresses, but should add on.
- Have backwards compatibility.
- Printing labels appropriate for Post Office.
- Bar Codes would be nice (implementation detail).
Next Rachael asked why the previous one didn't work.
Members of the board pointed out that its inability to be shared out
was a major issue for two reasons.
- The updates and data entry became too much for one person to
handle with the growing number of persons on the list.
- There was a failure of persons in charge to follow through with updates.
The Board provided Rachael with a list of persons that currently have individual mailing lists whom she can
contact and work with to develop a new relational database.
- Fall Con = Rick Gellman
- Directory & Einblatt = Scott Raun
- Minicon = Fred Levy Haskell
- Rune = Jeff Schalles
- TOTU = Eric Heideman
For Rune and TOTU, the board pointed out that it would like to be able to identify who
receives mailed copies and who the subscribers are.
Other specifications for the OTML:
- It should be able to support European alphabets, and Unicode
support would be nice.
- It should support normal ASCII.
- People should be able to submit address changes.
- There should be a pipeline to vet information from Minicon online registrations.
The Board discussed the need to examine finances and will ask Eric Heideman to attend the next
The board will look at:
- What we have spent.
- What we can afford to spend on the next edition.
- Where the money we allocate goes.
Larry Sanderson, treasurer, will send the board members copies of previous account
The board will request that Eric submit current account information to the board 1 week
before the next meeting.
The board agreed that these finances should be looked at in a yearly
manner and that year should follow Minicon to Minicon for accounting
purposes. In addition, the board will determine what if any
commitments have been made for future issues before considering any
The board would also like a list of outstanding full subscriptions.
The board would like to see more detail oriented accounting in the
future for TOTU and will clearly define what details are important
The board also briefly discussed the planned garage sale
fundraiser. Laura Jean Fish has volunteered to host and help organize
the event. Larry Sanderson and Sharon Kahn have also said they'd
help. We are currently waiting to hear back from Karen Cooper who is
helping coordinate the space and date for the sale.
Anyone donating stuff is eligible for receipts for tax
deductions. These receipts will need to be written out in an itemized
format by donators and board member Laura Jean Fish will sign them
when they drop off their stuff.
Last, Laura Jean Fish and Larry Sanderson proposed to host and organize
a summer picnic for Mnstf/Minicon in August 2002. The board agreed
this is a good idea and requests that an estimated cost be
sent to them for review.