MN-stf board meeting, Scott's house, Aug 9, 2022, 6pm. Board members attending: Scott Raun, Matt Strait (recording), Aaron Vander Giessen, Linda Lounsbury, Isaac Schneier. Others attending: Irene Raun == Approve previous meeting's minutes == Approved! == Review TODO list == * (2022-07) Scott will ask Carol for a report on our finances (money we have, income and expenses, last year and expected). We'll use this, in part, to make a decision about buying hard drives. See below. * (2022-07) Scott will ask Carol to reconcile our bank statement by the 15th of each month and report on it. Done, but we want to double check that we're going to get confirmation each month that it has has been successfully reconciled. * (2021-06) Scott will correspond with ASCAP to tell them we had no events in the last two years. No progress. * (2022-07) Quartermaster Isaac will check on the storage locker. He'll also retrieve the N95 masks that should go to Scott, but probably got packed in a reg bin. Isaac found the reg bins, but not the N95 masks. He needs physical help to dig through the rest of the locker. Isaac has some thoughts about inventorying/sorting/finding things. We'd like an inventory which is pretty low detail and can therefore be easily kept up to date. Like how many bins reg has and the general contents of each ("office supplies"). * (2022-05) Scott will update Emily and Kevin about how Irene is going to be an owner of the US Bank account. And tell Irene and Emily that we want to open a third checking account. * (2022-05) Scott will make sure that the US Bank "owners" get changed and the new checking account gets opened. This will be done by the end of July. Nothing has happened yet on either of these. Scott, Matt, Irene and Isaac will make a plan after the meeting. Done: * (2022-07) Matt will ping Scott around July 18 to remind of the banking items. * (2022-07) Matt will announce the next meeting to officers and chairs. * (2022-07) Matt will send bills for past due accounts. == Review recurring task list == Nothing this month. == Treasurer's report == 2021 Expenses: Storage $1812.00 Meetings 350.00 PO Box 350.00 Bank service chgs 60.00 GPS annual 200.00 Book donations 1221.56 ________ $3993.56 Misc. Income: Amazon 13.88 Network 4 Good 40.00 ________ $53.88 ********************************************************************* Balance in checking as of 7/31/22, bank and books reconciled: $7116.67 I do not receive Vanguard statements, so I don't know how much is in there. Matt Strait takes care of the Minicon account. ********************************************************************* I reconcile the bank statement within a few days after I receive it. Since Linda has been picking it up at PO, I receive it quite promptly. She delivered the July statement August 9. ********************************************************************* As for projected expenses, who knows? Obviously storage, PO box, and bank charges will continue, and so far in 2022 they have not changed. If GPS is annual, it will continue. Donations are up to the board. Meetings are anyone's guess as to how many we will have and what site rentals we will pay. Automatic payment to All-American: debit or credit card. They do not have ACH for deducting it from bank account. What is the $60 in banking fees? We pay $5/month to get paper statements. Let's estimate the cost of meetings for the next year. At most we have about 24 meetings. So far this year we have had seven meetings, of which most have been picnics. Two have been at houses. Imagine we have, in the next 12 months, that we have five picnics at an average of $200 (rental, if any, plus food). And imagine that we also have 10 house parties at $75. And figure a pool party at $500. So that's $2250. So before book donations, our annual expenses look to be about $4400. And we've already said $1300 for this year's book donations. So that's $5700. == Book donations == Linda is working on it. Books have been delivered from Dreamhaven to Central High. They cost at about $570. Carol wrote a check for it. She's still waiting to buy from Don for when he has his store set up. He has our wish list. They are planned to go to Washington Technical Magnet School in St Paul. == Conventions == * Minicon 55 Books are closed. Profit of $2961.40 has gone into the main account. Matt hasn't written up his report yet. * Minicon 56 We set the profit target to $3200 when we thought the con was in 2021. Do we want to change that? If we didn't do book donations, the natural profit target would be $3400 given what we know now. With the donations, it should be $4700. Shall we split the difference for M56 and set the full amount for M57? So that would be $4500 for M56. Is $4500 possible, or is it a number that's so large that it's not a good motivator? It's possible if we get 60 more members than M55, we can do that. That's hard, though, because our warm body count was way below our total membership and many of the M55 no-shows may not be coming to M56. But we all think it's ok to try. Wait, it should be $4000, because we're supposed to aim $1000 low. Ok, approved. ===> The Minicon 56 profit target is $4000 <=== It's noted that the various numbers above don't take into account a probable loss of around $500 by Decongestant, but they also don't take into account probable earnings in Vanguard. * Minicon 57 Wait to decide this? Better to set something and then change it. ===> The Minicon 57 profit target is $4700. <=== We'll revisit this in March, before we make reg rate decisions. * Decongestant 5 ===> The profit target for Decongestant 5 is $0, i.e. break even <=== * Minneapolis in 2073 Still planning to have a one-night party at Chicon 8. == New Business == Aaron: we need to do a new org form for Vanguard. This is a response to an SEC update, not a regular thing. Aaron thinks that the people who need to do this are the people who can trade, who are Aaron, Carol and Irene. Aaron: Ken Koski says he's found cheaper web hosting for us. But we're currently paying nothing, so that's tough to do. What's the advantage? We'd get a full private virtual server instead of only shared shell access. Can we pay to get this at Dreamhost, just as an add-on, without losing our non-profit free account? Matt will look into it. He really really doesn't want to move to a new provider, because we have a lot of things set up at Dreamhost, and they all work and probably we don't have the volunteer time available to smoothly transition. Aaron will ask Ken to send Matt what Ken's requirements are in a hosting service. == Next meeting == Tuesday, Sept 12, 6pm, at Scott's. We'll wait up to 30 minutes for Isaac in case he works that day. Must end by 7:30. == New TODO list == * (2022-08) Matt will announce the next meeting to officers and chairs. * (2022-08) Scott will make Carol knows we'd like confirmation each month that our bank statement has been reconciled. * (2021-06) Scott will correspond with ASCAP to tell them we had no events in the last two years. * (2022-05) Scott will update Emily and Kevin about how Irene is going to be an owner of the US Bank account. And tell Irene and Emily that we want to open a third checking account. * (2022-05) Scott will make sure that the US Bank "owners" get changed and the new checking account gets opened. This will be done by the end of July. * (2022-08) Aaron will do the new org form for Vanguard and get the appropriate people to sign it. * (2022-08) Matt will see if we can get a virtual server at Dreamhost in a practical way. * (2022-08) Aaron will ask Ken to send Matt what Ken's requirements are in a hosting service.