Board meeting at Scott Raun's at 8pm on June 22, 2015. Kevin Austin, Scott Raun, Lydy Nickerson, Matt Strait (by phone), Ann Totusek. == Review of the TODO list == We started without Ann, who had called to say she was just leaving home. * Scott will see if Carol has paid ASCAP. Scott has pinged her and has not heard back. Pinged again an hour ago. Back to the TODO list! * Scott will make a last go at digging up Ken's history to support Ann's documentation, or not. "Not" is what happened. Done here. * Lydy will put together the informational packet for new board members. Back to the TODO list! * Lydy will get signatures for Ameriprise paperwork. Have three fifths of them. She has to make some copies. Still needs Carol Kennedy and Richard Tatge's. Will probably get them the weekend after this coming one (not Fourth Street, but the next one). Discussion of avoiding Sharon and Richard's vacation. Lydy takes it under advisement. * We will get all of our Ameriprise money into C-shares. NOT ASSIGNED: Is this for Lydy to do? This *is* for Lydy, but it has to come after the signatures. * Scott will ask DD-B to set up a Spideroak account for us. Scott has asked him. Scott has confirmed with him that he asked him to do so. Scott has pinged him again an hour ago. Lydy will also bug DD-B. Back on the TODO list for Scott to continue following up. * Scott will renew minicon.org. Done, and also mnstf.org. Those are good for one year. * Matt will formally write-up the bylaws amendment, exactly as the draft is. [DONE] * Matt will e-mail both Ann and Kelly his street addresses. [DONE] * Matt will tweak bid guidelines on records page. [DONE] == Amazon Smile == * It is a thing in which if you start at smile.amazon.com, 1/2% of your purchase goes to a non-profit of your choice. People have to search through their list, and they can find us. Amazon knows about us. We know because they have e-mailed us about it. To do this, we need to give them our bank account information. Matt is ok with this, and Scott is, and Lydy and Kevin are ok with it. This seems like a pure win; there is no monthly fee or anything. So we might just get 50 cents each time a board member buys something, but that's more than nothing. Amazon will remind you to use Smile if you go to the generic homepage, once you have started doing it. On the TODO list for Scott! Ann arrives at 8:16. == Back to the TODO list review == * Ann will do the final edit on her Ken documentation and send it to the board. She has the final edit here and will send it out right now. Back to the TODO list for us all to read it! * Ann will follow up with Dean about removing Ken from natter. Did that. Ann assumes he did. Ann will double check. Back to the TODO list! * Matt and Ann will work on a M51 policies and departments document. A bit of progress made. Now Matt has the Duckon document from Ann, which will serve as some good feeder material. * Matt and Ann will write a definition for "quartermaster" and send it to board-chat. We haven't done it. Ann has a rough draft and will try to remember to get it to Matt tonight. Back to the TODO list! * Matt and Lydy will figure out what change they wanted to the harassment policy. DONE. It was to add to the bottom: "The board will use these recommendations to make decisions about whether to ban people from future Minn-stf conventions, either temporarily or permanently, or take other corrective actions. We will maintain these recommendations, and other records from each convention, in order to track persistent problems, and will make them available to each upcoming Minn-stf convention as appropriate. The board will not announce bans or publish a list of banned people, but will, at its discretion, privately answer yes or no if asked if a specific person has been banned. Likewise, we will not, under ordinary circumstances, publicly comment on any ongoing research regarding harassment complaints. However, in exceptional cases, we may do so to correct incorrect information." Scott is happy. Kevin is happy. Ann is happy. Lydy doesn't really like it, even though she is one of the authors, but will go with it anyway. Matt is happy. We adopt this language. TODO for Matt is to put it on the website. == Approve previous minutes == Sure! All approve! == Bylaws == The following minor tweaks are proposed, with removed text in {curly brackets} and added text in . In I.2.b: Voting member shall mean any person who {attends} seven (7) or more meetings during the period{beginning with the regular annual meeting and ending just before the following regular annual meeting} and who has accepted voting membership. The membership secretary shall make a good faith effort each year to inform each eligible person of their eligibility. In VI.1: Convention receipts and expenses shall be accounted for and all funds shall be returned to the Society within six months of the convention or by thirty days prior to the deadline for filing Society tax returns for the tax year in which the convention was {held.} All approve! TODO for Matt: put it up! TODO for Scott: Get it signed! TODO for Scott: Get it to meetings as required to make it official. == Conventions == * METHOD Con 2 Tim Cooper sent us a bill for use of his art and for his hotel room. He said that he was told we couldn't pay him because we were going to lose money, but then he read in the minutes that we made money instead. He also asked us to take his art off the website. Matt looked, and this amounts to a single photograph. Matt removed it from the two places that it appears. TODO: Matt will draft him a letter. Say that we removed his art. The theme of the letter will be that we're sorry that you got the wrong impression, but we can't pay you. What you got was what was offered and, as far as the art goes, is the standard deal. No Minn-stf con ever pays GoH/HG/featured guests for promotional materials. We never would have paid the amount billed if it were priced up front. * Minicon 50 Main problems are settling with consuite and bar. TODO: Ann will work on Kelly to get Matt his receipts. Matt is working on Susan. Also need to get Corwin an itemized invoice for Cats Laughing, and having trouble getting the information from Matt Weiser to do this. * Minicon 51 Ann: We have pictures from GoH. Keith Malgren is trying to get information from Matt Weiser. There is another group coming in on Sunday and they have asked us if we cam move out of the ballroom earlier. Art/science/dealers seems to think this will be ok, and we can use this as leverage to get some concessions. Working with Chas on music. Hoping to get some equipment from Ann's cousin to save money, then we could pay someone to run the board and Chas can participate in the con instead of being tied to the board. * Minicon 52 Ann is drafting letters to potential GoH. Some discussion about who to invite. == Set next meeting == 8pm on July 24th, either at Diversicon (Best Western Bandana Square), or at Scott's if Matt is not at Diversicon. ++ TODO ++ Scott will make sure that Ken is not on the Einblatt list. Scott will see if Carol has paid ASCAP. Scott will continue following up with DD-B about our Spideroak account. Scott will get us set up with Amazon Smile. Lydy will put together the informational packet for new board members. Lydy will get the last two signatures for the Ameriprise paperwork. Once that is done, she will move all our money into C-shares. Ann will send out her Ken documentation to the board-chat list and we will all read it. Ann will follow up with Dean to make sure that Ken is removed from natter. Matt and Ann will work on a M51 policies and departments document. Matt and Ann will write a definition for "quartermaster" and send it to board-chat Matt will put the new harassment policy on the website. Matt will put the new bylaws on the website. Scott will get the new bylaws printed and signed. Scott will take the new bylaws to a meeting so it can go in the sign-up book and thereby become official. Matt will draft a letter to Tim Cooper. Ann will work on Kelly J to get Matt S his receipts for M50.