Minnesota Science Fiction Society Board meeting, Saturday Sept 29, 11am, at Decongestant 3, Hilton Bloomington. Attending board members: Anna Dudda, Aaron Vander Giessen, Hershey Harris, Scott Raun, Matt Strait (recording). Also attending: Isaac Schneider. == Approve previous minutes == Yay! == TODO list == * (2017-12) Aaron will shepherd along the latest Vanguard form. We have confirmation that our banking account is set up! We got all the signatures. Peg Kerr notarized. We offered to pay her, but she didn't want payment. Thanks, Peg! This means that Aaron can do everything on the web, but no one else can. Irene and Carol can do things over the phone or by mail. Now Aaron needs two pieces of information from Carol from the bank statement to validate the link, and then we can start transferring money. That's the end of our goals. This remains on Aaron's TODO list until then. * (2018-07) Scott will get Carol and DD-B to talk to each another about financial arrangements for DD-B's photo project. Scott will try to do this today. * (2018-04) Scott will call ASCAP about the bogus 2013 bill. It was really a 2018 bill, but they just haven't changed the date on the form in five years! Also we don't owe them any money on this bill because they send four bills per year even though we pay it off on the first bill. * (2018-07) Scott will e-mail the person who requested the ban with our decision. Done. Received an acknowledgment. DONE: * (2018-07) Anna will check in with Ann about the presidency. It went ok. She believes herself to be back in the swing of things. We are still concerned about meetings being announced/changed at the last minute. Scott says that this last one was partially his fault for bobbling the Einblatt announcement. Currently there are three meetings (ordinary ones at houses) scheduled in the near future which have been announced on natter and in the Einblatt, but not yet on any social media things. We have also been talking about getting the Google Calendar in a frame on the homepage so that the homepage doesn't have to be manually updated. Scott is continuing to work with Ann on being clear about what meetings should be advertised when (i.e. which are firm and which are wobbly). * (2018-07) Matt will communicate that Midwestside Story is now Creative Commons. Did! == Review recurring task list == The note about the voting meeting reminded Aaron that the pool party is probably going to be a nominating meeting so we need to set up the pool party. Aaron has that on his Minicon to-do list. Quartermaster: Do we need the quartermaster to report quarterly? It's funny, but maybe more than really necessary. But we would like Terry to come to meetings sometime. Maybe thirdly would be enough. Aaron asks if we can see the inventory. Matt sends the board the link to the Google Doc. Things to discuss with the Quartermaster: interaction with GPS, renting to other groups, whether the way that Decongestant scrambled the locker was ok, whether we need to get or get rid of things, if there needs to be further inventory work, etc. We decide we'd like to have the Quartermaster at a meeting in Oct/November-ish and then again in Feb/March-ish. == 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. We have decided to drop our punitive measures on this, but to continue to consider them to owe us. We will continue to remind them of this quarterly. Note added to recurring task list. == Approve meeting site costs for Sept 15 == This is the meeting that was at the Unitarian church. It was $200. It was about the same as it would have cost to be at GPS, so we have decided to count this as falling under the same policy. We approve. We do note, though, that this meeting was announced for the first time on the same day of the meeting. We don't want that to happen again. == Conventions == * Decongestant 3 It's happening now! It's going well. * Minicon 53 Emily needs to cash a check or two, and then Matt can close the books. * Minicon 54 Isaac asks who is heading the teen room. Answer from Scott: AJ. Isaac is encouraged to come to concom meetings. We discuss the fact that if you aren't on the concom list, it can be difficult to learn when the meetings are. Aaron notes that he has sometimes tweeted them. Matt subscribes Isaac to the concom list. There are currently no meetings scheduled in the future. There is a M54 programming brainstorming meeting later today. * Minicon 55? No one has yet put in a bid. When should we start panicking? We know that we want it to be able to take memberships at Minicon 54. Also the new chairs will need to decide whether to continue at the SLP DoubleTree. (Aaron suggest that the other hotel to look at the Crowne Plaza Plymouth.) We brainstormed some names for people who could chair, and we'll specifically talk to those people. We'll also advertise generally that we're looking. * Minicon 56? Isaac says he might consider chairing it. * Minneapolis in 2073 Might run a party at Windycon. Might put out a progress report by the end of the year. == Approve taking button maker == Carol found it. Let's take it! Approved! Scott just told Carol. == Proposal for capital expenditure for AV equipment == From Beth Kinderman and Terry Hughes. They have two variants of their proposal: a very basic system for $200, barely suitable for Minicon music and not much else and needing replacement bulbs and gels every so often, or a $500 system with LEDs that don't need replacing that they would like much more and could be suitable for renting out. (Matt asks whether we have managed to rent anything out yet. Answer: no.) We decided that the board would fund the $500 proposal, and that Matt, as Minicon 54 treasurer, would negotiate with Beth and Terry about what the music department budget needs to be from now on. == Next meeting == 3pm on Saturday Oct 27 at Dreampark at the Halloween meeting, with Sharon's ok which will be checked in the next hour, hopefully. [It was.] == New TODO list == * (2017-12/2018-09) Aaron will shepherd along the latest Vanguard form. * (2018-07) Scott will get Carol and DD-B to talk to each another about financial arrangements for DD-B's photo project. * (2018-09) Matt will invite Terry to come to our Oct/November-ish meeting. * (2018-09) Matt will send bills for our past due accounts. * (2018-09) Aaron will tell Beth and Terry that we approved $500 for A/V. * (2018-09) Scott will tell Carol that we approved $500 for A/V.