======================================================================= MINNSTF BOARD MINUTES - July 19, 2008 "This is a board meeting, not a sing-along." -- Kevin Austin, Board Member Location: Minnstf Meeting/Picnic, Minnehaha Falls Park, Picnic Area #2 Board members Attending: Matt Strait, Scott Raun, Dean Gahlon, Kevin Austin, Lisa Freitag Others attending: Sharon Kahn (recording secretary), Carol Kennedy (by phone), Mark Richards Short subjects and follow-ups from last month ==================================================== --Board approved the minutes from last month. --Scott has renewed the Minnstf domains with Gandi.com for 2 years @$15/year. Kevin informed Laurel that she could open a new account with Dreamhost for Mnstf (she's been using her own account to host the Minnstf websites). Laurel reports that we can get the new account for free because we are a non-profit, but she needs a copy of the IRS determination letter to prove our status as a 501(c)3. --Scott filed our Minnesota Corporate Status Form, establishing our credentials as a non-profit for another year. It should be noted that the state sends the form directly to Scott, not to Minnstf, because they refuse to send it to a P.O. Box. --Pool party: Matt has emailed Keith a list of possible dates but has not heard back from him. Will see him tonight and remind him. Finances ===================================================== Carol called in to the meeting and answered our questions. --Has tax form been filed? yes --Have checks been written to the Gordy Dickson Fund and to the MDS)? yes --When was the last time we made a payment for maintenance contract on the copy printer? 2006. Which means we no longer have a maintenance contract. --Do we need to cash in a CD to cover club operating expenses for the next year? No, if we can get at the money in existing accounts (details below). --Are Ameriprise statements arriving now? Yes. We have about $35k at Ameriprise, $5600 of it in cash. --Bank statements from our active checking account at U.S. Bank? No, despite their assurance to Kevin that we would start getting statements at the Minnstf PO Box in May. Kevin will contact them again. --Other bank accounts: although we have been unable to get US Bank to send us statements for the account we most care about, they continue to send us statements for two other Minnstf accounts that we had more or less forgotten about. There is a checking account with about $300 in it and a savings account with $2,200! We need to consolidate all the accounts into one. Carol has the account numbers, so she can try to withdraw the money. Nobody knows who the official signers might be for those accounts, but maybe the bank doesn't know either and won't question it. Minicon books ======================================================= --Minicon 42. We are still waiting for Mark Richards to close the books on Minicon 42, whereupon he can turn over the $2,515.85 in the Highland Bank account to Minicon to use for upcoming expenses. He promised to get right on it. --Minicon 43. Still waiting for resolution of the final 2 items to close the books. There was no profit from this Minicon, although there is some seed money left in the account to use for the next Minicon. --Minicon 44. Matt intends to open a savings account at ING Direct so we can earn interest. He promises to close the account immediately after Minicon 44. Minnstf Insurance Policy ---------------------------------------------------------------------------- Lisa brought the insurance folder for review by the Board. We have a basic liability policy with Capital Indemnity Insurance, costing us between $600 and $700 per year. It is a little unclear what it covers, but it explicitly does NOT cover food poisoning, viral or bacterial outbreaks (such as the one that hit Wiscon this year), equipment of any kind, injury to volunteers or dealers, or meetings in private houses. We were unable to come up with a scenario for an occurrence that the insurance would actually cover. Since our hotels apparently do not require us to carry insurance, the Board decided to let the policy lapse contingent on Matt reading the policy and agreeing that it looked useless. We are paid up until April 7, 2009, which is the Tuesday before the next Minicon starts. Well, at least we'll be covered for the Fallcon and the Pool Party. Next Meeting: September 20, at 2pm at the Minnstf meeting.