Board Minutes - 20090516 In attendance: Kevin Austin, Dean Gahlon, Scott Raun, Betsy Lundsten, Kelly Strait, Matt Strait, Seven, Dorf ByLaws: --Matt has revised the wording of the by-laws to insert language re: concom meetings counting toward voting status, and clarifying how "dual" meetings are counted, as per suggestion last time. --The new wording is unanimously ratified. --To address the requirement for publication of new by-laws, a copy will be inserted into the sign-in book for the next four (4) meetings and announced at business meetings. --Scott may also include a note in Einblatt in the form "see enclosed or www.mnstf.org/...", so as to only send print to membership that receive paper copy. --Dean proposes changes to 2nd and 3rd paragraphs on membership secretary duties: Strike requirement in 2nd paragraph for biannual directory or possibly restate, as membership secretary is not the one who has been doing this recently - "the membership secretary or delegate". Change 3rd paragraph to say "membership secretary shall perform other duties as deemed necessary by the board of directors" (or something to that effect - delete from first shall to second shall). --These will be up for discussion after ratifying the new version presented today. --Dean proposes adding a provision for virtual meetings of the board. Does it count if someone is on the phone? on-line chat? Should the type(s) of business conducted in these non face-to-face meetings be limited? Articles of Incorporation: --Matt has made changes - this is the 3rd amended version --(Article 4 & 9) MN statute 317 is obsolete - this is now 317a --Modifications included revision history - Dean would modify to say "was also ratified by the then current board of directors". --The board did not ratify at this meeting, as requires "registered address", and it is perhaps unclear what the official address for the articles of incorporation is (though the best guess is Scott's house, as the state will not mail to PO box). --It is not clear what the legal requirements are if they are amended - does MnStf have to submit them to the state, does it cost money, etc? Gordon Dickson Memorial Scholarship Fund: --Exclusively for Clarion West; $1000 partial scholarship --Clarion West decides who gets it based on need & "awesomeness". --MnStf has made a $100 donation in the past. Kevin would like to see this done again. --Motion is approved with no objections. --Kevin will complete the form and give to Carol to send along with check. Checking Accounts: --Kevin, Dean, Irene, and Richard Tatge are the signers on the accounts --Carol, the treasurer, is NOT a signer. The board would like to add Carol as a signer. --The last time this was attempted, the bank said that all the signers must be present in person simultaneously with picture IDs. --Is it possible to get the checks to require a 2nd signer only for big amounts? Rune: --Kevin would like to take over the editorship of Rune. --Jeff Schalles is currently the editor - Kevin doesn't want to take over if he (Jeff) has plans to get one out sometime soon. --The last time Jeff was asked, he was willing to continue but more than willing to hand it over to someone else. --Scott will talk to Jeff and see if he is okay with giving this to Kevin. --Motion to confirm Kevin as next editor is approved with no objections. Printer donated by Visi: --The printer is at Betsy's house. --The understanding is that the fuser may need to be replaced; according to eBay, it's $30. --There is one strip (?) where the toner is not staying. --Seven and Dorf will go to Betsy's to do a little check-up. --The board approves up to $200 for parts and repair before further action is required. IRS Letter of Determination: --It might be in the archives, but it's actual existence has not been confirmed. --Scott will attempt to get letter (maybe not actual letter of determination, but equivalent notice from IRS re: our non-profit status) for free Dreamhost account. --Matt will not, at this time, make an attempt to find original in archives unless he happens to be there for other purposes. Minicon Copyright: --We have permission from all but Jeanne Gommoll, who we will ask at WisCon, for the art in the Minicon 14 program book. MnStf "Outreach Coordinator": --It is pointed out that MnStf is "accepting but not welcoming". --Seven is willing to be a person that identifies newbies and makes sure that they are greeted, included, etc. --The board will approve this as a new officer position pending a written description of the duties from Seven sent to the board for discussion. Officers: --On the MnStf webpage, there is a list of officers. --Is there agreement on who belongs in each listed position? Has this information been delivered to the webmaster? Are there offices listed that, honestly, don't really exist anymore? --Seven & Dorf are approved to create a list of requirements for the mailing list and associated database. --Kelly will type up the list from two meetings ago & send out to board list to confirm. Next Meeting: --Saturday, June 6 at MnStf meeting at Sean's at 2pm.