Minnstf board meeting, 7:30pm Wednesday Sept 14, 2016 at Scott Raun's. Attending board members: Matt Strait, Hershey Harris, Scott Raun, Lydy Nickerson, Aaron Vander Giessen (by Google Hangouts). Others attending: Irene Raun. == 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. * (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. Lydy hasn't done anything. She promises to really really try to get to them this week. * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan. Scott has pinged DD-B twice and not heard anything back. Scott has not approached DD-B in person (he forgot), but will do so. * (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. [Hershey has sent a message to Dean recently, and will bug him again soon.] Hershey clarifies that she did give Dean the list by e-mail, but Dean hasn't said anything back. Hershey will pester Dean. This really ought to happen by Decongestant, because Patricia needs to be able to get in. Ok, she will be able to get in regardless, but we'd like her to be able to get in in a way that makes the storage locker management happy. * (04-2016) Scott will make sure that Carol has paid ASCAP. Carol has! * (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. (Matt asked DD-B at Worldcon) Matt also sent him an e-mail a few days ago, hasn't heard back. * (06-2016) Matt will write up a formal proposal for revision of our copyright policy for old documents. Not yet. * (06-2016) We all will panic on Sept 15 if there is still not a Minicon 52 programming head. That's tomorrow! Aaron points out that maybe we should develop a plan better than panic. Maybe we should try to think of someone who could be asked. Trouble is that we've cycled through the same bunch of people a bunch of times and they're all tired of it. Could we tap one of them again anyway? Beth Friedman? Lydy would be maybe willing to assist her. Matt says he'd rather have someone inexperienced and willing than experienced and unwilling. Matt also reiterates that he thinks people need to be chatted with in person; e-mails go unanswered. Aaron will talk to the head of GPS (Seth Chmelik) this weekend. Maybe some suggestions can be generated there. Hershey has some people that she will ask. Matt suggests that we try to pair two inexperienced people and assign them a willing mentor, maybe Sharon, who would be available for questions, but would not be expected to do any work. If people knew they'd have support, it might increase our chances of someone agreeing. M52 vice chair Scott will communicate with M52 chair Ann. * (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. Irene approaches to give a report. We got a letter from Ameriprise. One of our two certificates (a "stock market certificate") comes due on the 12th. Irene told them not to renew it. Irene has a copy of the last statement, which she gives to Matt. It says that the flexible stock market certificate is now cash. The other account (a "flexible savings certificate") is coming due so that we can make it cash on Oct 4. So everything will be in cash on Oct 4, where by "cash", we mean the most liquid account they have, which is maybe a money market certificate. Irene also handed the corporate resolution to Ameriprise today. This is the thing that updates the signers. Irene will be the only signer, because all we're trying to do is get out. They looked at it and said that it looked right, but they have not processed it yet. They did not tell Irene how long it would take to process the form. In a week, Irene will bug them about whether the signers had been changed. And on Oct 4, she will try to withdraw all of the money into a cashier's check or wire transfer to our checking account. Completely done: * (06-2016) Matt will write up the Minicon 51 financial report. People have read it! They have no questions. They like the pie charts. * (07-2016) Matt will ask Quartermaster Joel to come to our September or October meeting. (DONE) * (07-2016) Matt will post the June board minutes. (DONE) * (07-2016) Matt will tell Thorin to go ahead and buy the printer he wants and submit the receipt to Carol. (DONE) == Review Recurring Task List == We go over it. We don't need to do any of these things that we didn't already have on the TODO list. == Archivist == Matt requests that we buy a dehumidifier for the room he is keeping some of the archives in, with an estimated cost of $144.99. (He's already bought it.) What will happen to it when it is not needed for the archives? It'll go to the storage locker. How long do we expect it to last? Discussion ensues. The general consensus is that dehumidifiers mostly age as they are used, and not so much when they aren't. So if it sits in the storage locker for a few years, it should still probably be good later. It seems like a good investment. Approved! Scott will tell Carol this is approved. Matt also wants a duplexing feed scanner for about $125. Right now he has a non-duplexing flat bed one, and it is very slow. The one he wants is compact, and DD-B says it works well, but you do have to feed each page in one by one by hand. Discussion ensues about whether Matt should get one that has a feed tray instead. Matt says he'd rather have the small one. But other people might want to use it, others say. But Matt says that he really thinks he'll be the only user. Lydy says that DD-B might digitize Minneapa if he had access to a duplexing feed scanner. OK, Matt says, that would be a good reason. He will do some comparisons. Scott suggests asking Ctein for another set of personal opinions. == Quartermaster == Matt will ask Joel to come to the next meeting. == Conventions == * Decongestant 38 members so far. Perhaps five people on the concom haven't registered yet. Pre-reg goal is 50 with 11 days left. Harassment policy: Matt sent internal and external ones to the board. Approved! * Minicon 51 All done, nothing to say! * Minicon 52 Discussed above. No other concerns or reports at this time. * Minicon 53 We still expect to get a proposal from Emily and Kevin. They met together last weekish. We haven't heard any other rumblings from anyone else. The Einblatt continues to say that we are soliciting. If we don't hear anything formal from Emily and Kevin soon, we should start strong-arming them or someone else. Scott proposes that this start in November. * Minneapolis in 2073 We took a bunch of money at Midamericon II, but Matt hasn't done the books to know how much. He will have a report later, once he has beaten his fannish work queue down some more. == Next meeting == Saturday, November 5, at Emily and Aaron's, 2829 Alabama Ave S, St Louis Park 55416. == 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) Hershey will make sure that Dean communicates with the storage locker: update his contact information with them, give him the new desired list of authorized people: Joel Phillips, Patricia Zetelumen, Dean Gahlon, Jim Porter, Kelly James. * (09-2016) Aaron and Hershey will do some investigations into possible Minicon programming heads. Scott will communicate with Ann about our concerns and ideas. * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan. * (06-2016) Scott will work with Irene on moving all our money from Ameriprise to our checking account. * (09-2016) Scott will tell Carol that Thorin is authorized to be reimbursed for a printer for the BBT. Also that Matt is approved for a dehumidifier. * (09-2016) Matt will investigate scanners. * (06-2016) Matt will follow up with DD-B to make a password-protected webpage where party host info can be put. Matt will populate this page. * (09-2016) Matt will ask Quartermaster Joel to come to our November meeting. * (06-2016) Matt will write up a formal proposal for revision of our copyright policy for old documents. * (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.