Minnstf board meeting, Dec 9, 2022, 6pm, on Jitsi. Attending board members: Matt Strait (recording), Aaron Vander Giessen, Linda Lounsbury, Scott Raun, Isaac Schneider. Attending others: Stacey Lam. == Ratify approval of previous meeting's minutes == Linda, Aaron, Scott and Matt approved by e-mail. Ratified. == Review TODO list == * (2021-06) Scott will correspond with ASCAP to tell them we had no events 2020-2021. Nothing yet. He has plans to do it in the second half of December when he is off work. * (2022-09) Isaac will try to access to the online banking. Scott will get Irene to generate a new invite for Isaac. Didn't happen. Maybe irrelevant since Isaac won't need access to this account after Decongestant's books are closed. * (2022-09) Matt will see if we can get the same mailing address on all our checking accounts. Matt's done nothing. Maybe irrelevant if we switch to a credit union. Isaac has chatted with some people about credit unions. We should go talk to them. Spire Credit Union so far seems like a good choice. Isaac has talked to someone who did something business-related and liked Spire, and others like them for personal banking too. * (2022-10) Matt and Isaac will work on researching credit unions so we don't have to do the previous US Bank items. See above. Matt's done nothing additional. * (2022-10) Isaac will let President Sharon know of the change to the covid policy. Happened. * (2022-10) Scott will let Carol know that we approve reimbursement for Rune. Happened. * (2022-10) Isaac'll make a spreadsheet of the storage locker bins and e-mail us a link to all the photos somewhere. Has not happened yet. Done: * (2022-08) Scott will make sure Carol knows we'd like confirmation each month that our bank statement has been reconciled. And she confirms that we're balanced as of the 10/31 statement. * (2022-10) Matt will move the Give-to-the-max reminder one month earlier in the year. * (2022-10) Matt will send bills for past due accounts. * (2022-10) Matt will announce the next meeting to officers and chairs. * (2022-10) Scott will do the Give-to-the-max renewal. Matt will try to remember to bug him Wednesday if he hasn't. * (2022-10) Matt will update the covid policy on the website and ask Osce to announce in the Einblatt that it changed. == Review recurring task list == * Review what address we have on file with the state of Minnesota or whoever else won't use the PO Box. As of 2020, this is Scott and Irene's house. We all think it should still be Scott and Irene's. Why not the PO box, we remind ourselves? Not because the SoS says it can't be, but because they won't send certain very important mail to a PO Box. Like a letter once saying they were going to dissolve us if we didn't answer. * Send notice to concoms reminding them how voting member status works. Assigned to Aaron. == Are meeting hosts getting their stipends/reimbursements in a timely manner? == The question is whether it is happening automatically, or if hosts have to ask. Linda said she had to ask for hers. Scott made a list of all meetings in 2022, through mid-November, at least, that should have had checks written for them, and Carol says she's written checks for all of them. Linda would like to know how Carol knows that meetings have happened so that she needs to reimburse someone. In the past, Scott says, it's been the president's job to make sure the treasurer knows who the meeting hosts are. Sharon brought this up in the first place, so we can empower her to communicate more to the treasurer. It's not us giving her another job requirement. Linda is going to empower Sharon. == Conventions == * Minicon 56 Proceeding apace. * Minicon 57 We're going to look at the Crowne Plaza on Wednesday. Also getting a contract proposal from the current hotel. Also looked at the Hyatt Minneapolis, but Anime Detour is at it on our weekend, so it's not a good candidate. RadishTree has not responded to a voicemail yet. We ought to be looking for more GoH. The chairs are reminded. * Decongestant 5 Isaac owes Matt some financial information. He'll e-mail Matt all those numbers. Scott reminds us that he's getting the new checking account statements. * A convention by Isaac Sept 2023 or Jan 2024? He's serious, but he has nothing to present at this time. * A convention by Stacey and Hershey in Sept/Oct 2023? They'd like to propose a relaxacon in October-ish 2023, with them as co-chairs. They're thinking about using the same Hilton Bloomington as Decongestant. They don't have a proposed weekend yet because they are waiting for the hotel to get back to them. They're also waiting on that information to set rates. The proposed name is Confelicity. The board looks forward to the proposal. * Minneapolis in 2073 Sent out paper PR11, 188 copies. Eventually will send out e-mail PR11, about 700 copies. == Next meeting == Jan 24, 6pm, on Jitsi. == New TODO list == * (2021-06) Scott will correspond with ASCAP to tell them we had no events 2020-2021. * (2022-09) Isaac will try to access to the online banking. Scott will get Irene to generate a new invite for Isaac. * (2022-09) Matt will see if we can get the same mailing address on all our checking accounts. * (2022-10) Matt and Isaac will work on researching credit unions so we don't have to do the previous US Bank items. * (2022-10) Isaac'll make a spreadsheet of the storage locker bins and e-mail us a link to all the photos somewhere. * (2022-10) Matt will announce the next meeting to officers and chairs. * (2022-12) Aaron will send notice to concoms reminding them how voting member status works. * (2022-12) Linda will talk to President Sharon about how she is empowered to make sure that meeting hosts get their stipends/reimbursements. * (2022-12) Isaac will e-mail Matt numbers for what accounts owe what accounts money and how much we owe Clay.