Minnstf board meeting, Scott's house, 3pm April 21, 2018. Attending board members: Matt Strait (recording), Aaron Vander Giessen, Scott Raun, Anna Dudda, Hershey Harris. == Approve previous minutes == Approved! == TODO list == * (2017-12) Aaron will shepherd along the latest Vanguard form. Aaron gave it to Carol after filling out as much as he could. Carol and Jonathan have it on their TODO list to go over it and see what the next step that Carol has to take with the bank is. That was as of early this week. Remains on Aaron's TODO list. Matt wonders why this has been taking so long, not that he is particularly in a rush, since his main concern was *not* having money in Ameriprise anymore, which it isn't. Aaron says it is awkward because they are good at dealing with individuals and with large corporations, and since we fall in the middle, some of the questions about who is authorized to do what and so forth don't slot into their systems so well. Matt therefore wonders whether things are going to be awkward later when we want to get our money back out. Aaron says no. Once the account is set up, Aaron will be able to transfer money to and from our bank account online. Aaron, Carol and Irene will be able to call them up and do the same. * (2017-05) Scott will sort out our PO Box online account. He is still working on that. Done: * (2018-03) Scott will ask Carol about continuing to be treasurer. She said yes. * (2018-03) Scott will get ASCAP form to Carol. * (2018-03) Scott will get Rob Ihinger memorial checks to Carol. Done, and Scott notes that $100 of checks was mailed (to Carol) directly, for a total of $700 to Minnstf in memory of Rob. * (2018-03) Matt will tell Clay that he needs to do the guest of honor thing. * (2018-03) Scott will ask the next few presidential candidates if we get no yesses from the queries that are out. Irrelevant, as it turns out. == Review recurring task list == We expect a bill for the PO Box about now. We have not seen an e-mail bill. Hershey says that Clay will be checking the PO box soon, so if it turns out that we're behind, Clay will end up paying so that he can get the mail. This has happened before. It isn't ideal, but it works... However, we did get a bill by e-mail 6 months ago. Proposals for future Minicons: For the next as-yet-unapproved Minicon (presumably numbered 55, i.e. for 2020), we should put out a solicitation for bids around June. It should be noted that it's not a foregone conclusion that we're keeping the SLP DoubleTree after Minicon 54. ASCAP: Hershey just handed Scott an envelope. It is a bill for 2013. What the heck? Scott is going to call them and complain. We did just pay them for 2018. We should get a report from the Quartermaster. On Matt's TODO. == Beyond Conventions == They owe us $952 out of an original $1265, which is $2 shy of being up-to-date on $25 monthly payments through May 1. Tabled for now. We will invite DD-B to come to our next meeting, or write to us if he'd rather. == Cost of GPS meeting room meetings == It costs $93 to rent GPS's big meeting room with the movable tables and all the chairs and kitchen and pop machine and candy machine and electricity for a whole day. This is more than the meeting stipend, so how many times per year would we be happy to do this? The proposal is that the host gets the normal $75 stipend for food and drink, and that we'll allow up to four of these more expensive meetings per year. Further details are left to the president. Approved. Scott will tell Ann that. == DavE's photos == DD-B sent us a detailed e-mail in which he asks if Minnstf is willing to (1) be the licence holder for DavE's photos (2) he we could fund the project. On (2): Matt proposes that we allocate $700 to the project now, which is the amount that we received in memory of Rob Ihinger, and then we figure out further fundraising to cover what else is needed. On (1): The proposal is that DavE's family licenses to us all DavE's fannish photos (to be defined) under a Creative Commons license or some other arrangement. Someone needs to hold this license, and it would be best if Minnstf did rather than some individual. It would also be nice if whatever license this is were transferable (which Creative Commons would be). Scott would like us to tell DD-B that we're, in principle, willing to be a license holder and to fundraise, but that he should come to a board meeting and discuss. Matt asks if there is some risk in being a license holder. Answer: just that there's paperwork involved. We settle on Scott's proposal. Scott will communicate with DD-B. (Ok, so Matt won't *also* ask him to come to a meeting.) == Conventions == * Decongestant 3 Hershey handed Matt a copy of the hotel contract today. We advertised to everyone at Minicon via their registration envelope. We have about 6 members so far. Scott says it is more, because he knows of some that went into the Ducky Box at Minicon. Discussion ensues of our online registration system and how it (1) doesn't allow you to register more than one person together as a package and (2) borks up letters with accent marks. Clay may be working on these. * Minicon 53 He have a hotel bill, but it is being reviewed. We don't seem to have gotten our 1:50 room credits. We are not worried. The bill is overall complete and easy to read, and the bottom line is close to what's expected. Matt is currently projecting a profit of about $300, which is short of the target of $2100. It's short mostly because we had very few people at-the-door. Pre-reg was good, though. It's a little hard to say what that means. * Minicon 54 It's happening. It's the second year of a two year hotel contract. Some major departments need to have their departments heads confirmed. No one has said that they won't, but some people still need to say that they will. We realize we didn't set a profit target for Minicon 54. Minicon 52's target was $3400 and 53's was $2100. Why were they so different? Because for 53, we assumed the club would be newly making $1800 annually on our Vanguard investments. That hasn't started yet... In any case, we need a report from Carol about the club expenses to help us decide. Scott will do that. Since the only changes to our regular expenses is our $200 payment to GPS, and maybe a few meetings in their room at $93 each. So perhaps tentatively we'd set the target at $2500. Not final yet! We should try to make a target for cons when we approve them, and not a year later... * Minneapolis in 2073 Nothing has happened. == Virtual meeting attendance == The question came up about whether someone can host a fully online Minnstf meeting (on Skype or Google Hangouts or whatever) and have attendance count towards voting rights. We're out of time for this meeting, so it is tabled until next time. == Next meeting == Scott can host. May 6 afternoon? May 17, 8pm-ish? May 20 afternoon? Scott will see which ones DD-B can come to. == New TODO list == * (2017-12) Aaron will shepherd along the latest Vanguard form. * (2017-05) Scott will sort out our PO Box online account. * (2018-04) Scott will call ASCAP about the bogus 2013 bill. * (2018-04) Matt will see if Terry can come talk about quartermastering/inventory/storage locker/renting out stuff at an upcoming board meeting. * (2018-04) Scott will tell Ann about our new limit on the number of more expensive meetings in the GPS meeting room. * (2018-04) Scott will talk to DD-B about coming to a meeting to talk about the DavE photo project. * (2018-04) Scott will ask Carol for a report of our finances to help guide us on the Minicon 54 profit target.