Mnstf board meeting, 2pm Sunday July 31, 2016 at Diversicon. Attending board members: Matt Strait, Scott Raun, Aaron Vander Giessen, Hershey Harris. Lydy sent her regrets. Others attending: Clay Harris and Emily Stewart, from time to time. == Approve previous minutes == Approved! == Review TODO list == * (11-2014) Lydy will send Matt the latest information for new board members. Matt will fill in the blanks and put it on the wiki. -- Stays on the TODO list. * (11-2015) Scott will get the 2014 taxes filed. -- Scott determined that this is unnecessary because we only have to file every three years as long as we file the 990-N ("e-Postcard"). * (02-2016) Scott will get the 2015 taxes filed. -- Done. * (07-2015) Lydy will send an e-mail to the University of Iowa about tapes. -- Not done yet. * (06-2016) Lydy will send Matt the big book of harassment from Minicon 51. -- Not done yet. * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan on or about July 15th. Scott pinged DD-B on that this week and hasn't heard back. He will renew the ping by next week at the Minn-stf meeting at the latest. * (06-2016) Hershey will talk to Dean about the storage locker: update his contact information with them, give him the new desired list of authorized people: Joel Phillips, quartermaster; Patricia Zetelumen, because she always volunteers, and Decongestant consuite; Dean Gahlon, storage locker liaison; Jim Porter, Minicon 52 logistics; Kelly James, Minicon 52 consuite head. -- We certainly need this done before the fallcon. Hershey writes this down and says she'll do it. Stays on TODO. * (04-2016) Scott will make sure that Carol pays ASCAP. Scott needs to ping her and make sure that she sent the check. After the meeting Hershey got the ASCAP form and handed it to Scott. These should go to Scott (or another board member if Scott stops wanting to do this) in the future. * (06-2016) Matt will ask DD-B to make a password-protected webpage where party host info can be put. Matt will populate this page. -- Not done yet. * (06-2016) Matt will write up a formal proposal for revision of our copyright policy for old documents. -- Not done yet. * (06-2016) Matt will write up the Minicon 51 financial report. -- Not done yet. * (06-2016) We all will panic on Sept 15 if there is still not a Minicon 52 programming head. * (06-2016) We all will panic on Dec 1 if no Minicon 52 progress report has gone out and no visible other progress is happening. * (06-2016) Scott will work on moving all our money from Ameriprise to our checking account. -- Scott brandishes an envelope. Irene talked with Charles. He said we need a new current signers form. We are going to put just Irene on it. Scott and Irene will be sending this in via USPS with a delivery receipt (a.k.a. "certified mail"). Once this is done, we can actually withdraw the money and close the account. DONE: * (02-2016) Scott will do our Secretary of State renewal that needs to be done by the end of the year. * (06-2016) Matt will see if we can have our July 31 meeting at Diversicon without all having memberships thereto. * (06-2016) Matt will make a non-web directory in our Dreamhost account for us to keep documents about harassment or whatnot. * (06-2016) Matt will make the recurring task list on the wiki less redundant for Minicon and fallcon. * (06-2016) Matt will tell Minicon 52 that we recommend that they strike the first sentence under "Action" in the Minicon 51 harassment policy when they, presumably, propose reusing that policy for Minicon 52. [Matt has told Minicon 52 this.] * (06-2016) Matt will make a PDF version of the "Minnstf here" sign. * (06-2016) Matt will put our new multi-year ban policy up on the web. == Review Recurring Task List == Note that we only have to fill out the 990-N every three years, but that we will do it every year anyway so that we don't miss it. TODO: Matt will ask Quartermaster Joel to come to our September or October meeting. == Printer == Thorin gave us several options for a printer to buy. What say we? Discussion ensues about whether this counts as a large capital expense that the board needs to weigh in on or whether it is just something that Minicon is buying this year. Minn-stf no longer intends to do a lot of printing which would make this fill the role that the old copyprinter had. Should the chair be communicating with the board instead of Thorin if the con wants the board involved? We decide that this isn't really a generalizable case, so we don't set any policy. We agree that this can be a Minn-stf expense. Matt will tell Thorin to go ahead and buy the one he wants and send the receipt to Carol. The board authorizes the expense. == Conventions == * Decongestant We just had a productive meeting. Seems to be shaping up. Matt has been actively encouraging people to come. * Minicon 51 Just needs the financial report written up. * Minicon 52 No report. * Minicon 53 Rumor that a bid will come from Emily and Kevin. They have started soliciting volunteers for the concom. Emily told Matt that she would be talking to Kevin soon so that the bid can come in. * Minneapolis in 2073 Not much happening due to not wanting to run a party at Midamericon II. We need to find a way to spend some money. Will probably do a progress report soon. == Next meeting == Sept 10, at Scott's, 4pm, assuming Lydy confirms this works for her. == New TODO list == * (11-2014) Lydy will send Matt the latest information for new board members. Matt will fill in the blanks and put it on the wiki. * (07-2015) Lydy will send an e-mail to the University of Iowa about tapes. * (06-2016) Lydy will send Matt the big book of harassment from Minicon 51. * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan. * (06-2016) Hershey will talk to Dean about the storage locker: update his contact information with them, give him the new desired list of authorized people: Joel Phillips, quartermaster; Patricia Zetelumen, because she always volunteers, and Decongestant consuite; Dean Gahlon, storage locker liaison; Jim Porter, Minicon 52 logistics; Kelly James, Minicon 52 consuite head. * (04-2016) Scott will make sure that Carol has paid ASCAP. * (06-2016) Matt will ask DD-B to make a password-protected webpage where party host info can be put. Matt will populate this page. * (06-2016) Matt will write up a formal proposal for revision of our copyright policy for old documents. * (06-2016) Matt will write up the Minicon 51 financial report. * (06-2016) We all will panic on Sept 15 if there is still not a Minicon 52 programming head. * (06-2016) We all will panic on Dec 1 if no Minicon 52 progress report has gone out and no visible other progress is happening. * (06-2016) Scott will work on moving all our money from Ameriprise to our checking account. * (07-2016) Matt will ask Quartermaster Joel to come to our September or October meeting. * (07-2016) Matt will tell Thorin to go ahead and buy the printer he wants and submit the receipt to Carol. * (07-2016) Matt will post the June board minutes.