MN-Stf board meeting, Wednesday Aug 20, 2025, 7pm, by videoconference. Attending board members (on time, or close): Matt Strait (recording), Delia Ihinger, Scott Raun. Attending board members (50 minutes late): Linda Lounsbury Non-attending board members: Hershey Harris. No others attending. == Ratify approval of previous meeting's minutes == Hershey, Matt, Linda and Delia approved by e-mail. Ratified! == Review TODO list == * (2025-06) Delia will work on the Minnstf directory. Did not get to this. Will go to the MNSTF meeting this weekend. * (2025-06) Scott will look to see if we still own unused ISBN numbers. Didn't, but still intends to. * (2025-05) Scott will look into Discord - what is the status? Does Laurel have control? Didn't, but still intends to. * (2025-06) Scott will ask Laurel about the "Mn-StF" Twitter account. Didn't, but still intends to. * (2025-06) Scott will figure out what is with the Facebook page for "Minnesota Science Fiction Society" It appears that "Minnstf" and "Minnesota Science Fiction Society" both go to the same page, so there's no duplication. * (2025-06) Scott will see if he has control of our two Livejournal accounts. Yes, he does. So this goes on the list of social media officers. Not that we plan to use these accounts, but at least we should be able to prevent spam being posted to them. * (2025-05) Matt will add a back-up admin for the Minicon concom mailing list. He hasn't. But he will. DONE: * (2025-07) Matt will get our balance from Andra: We have $3410 in the Minicon 58 account, assuming all checks have cleared. * (2025-05) Scott will ask Carol if the books are balanced for 5/31/2025 and 6/30/2025. Asked. Working on finding $200 discrepancy in 5/31 statement. Still not reconciled. Add 7/31/2025, and this goes back on the list. * (2025-07) Scott will get our balance from Carol. She says it is $638 (or $844 according to bank). * (2025-06) Scott will ask Carol for semi-annual financial report (Jan-June 2025). Got it, see below. == Review recurring task list == Nothing up for August, but in case we don't have a meeting in September: September: Confirm Give-To-The-Max account so we can get our donations. Scott will do this. == Speck Mag == Should list them as officers. The top editor is Lizzy Adams. == Finances == From Carol: Expenses for the period Jan 1-June 30, 2025: Storage at $151/month $906 Meeting stipends $800 Pool party refreshments $250 (Total refreshments $1050) Pool party venue $342.27 Shelter rent $153 (Total venue rent $495.27) Annual domain $79.96 ASCAP $169.30 Art show grids $1129.64 Ballot expenses $61.70 Dreamhaven $671.20 Uncle Hugo's $562.24 (Total books $1233.44) Bank service charges $38.50 TOTAL EXPENSES $5163.63 We received income of $141.47 from Mighty Cause. For reference, the totals for all of 2024 (from the Feb 4, 2025 minutes) were: 2024 EXPENSES Meeting stipends 15 @$100 $1500 Venue rent $153 Storage 12 @$151 $1812 PO box $400 RUNE $608 Book donations (2) $1257 GPS $200 ASCAP $60 Bank service charges 12 @$6 $72 TOTAL 2024 EXPENSES: $6062 2024 INCOME Minicon $8532 Mighty Cause $142 TOTAL 2024 INCOME: $8674 Our expenses appear to mostly happen in the first half of the year. We can expect another $906 for storage and something like another $800 for meetings for projected total expenses of $7000. Note investment income doesn't appear here. If we got a 5% return, that would be $1700/year. == Adding officer positions for social media accounts == --> Should add wiki admins to list: Matt, DD-B, Rachel, Laurel. Could add Susan, subtract Rachel and Laurel? Approved. If we have finished figuring out who controls all the accounts, we'll send the list to Aaron and ask him to keep it up-to-date. We'll still make them all "officers", which will trigger the board to ask them each year if they'll continue. We'd also like Aaron to make sure that we can keep control of all the accounts if any one person disappears (we'll say this once we have the list for him). == New treasurer? == Carol has had little contact with minnstf for the last five years except for writing checks and preparing semi-annual reports. Can we find a new treasurer/bookkeeper/check writer? We brainstormed names, and Matt will ask them in the order we approved. Scott will let Carol know. == Officer reports == Membership secretary (Scott): He needs to do some data entry, but everything's fine. Credit union signer x3 (Matt): Everything's fine. Recording secretary (Matt): Doing it, and happy. Rune editor (Matt): Not doing it, and happy too. (Still will help someone pub an ish if they come along.) Archivist (Matt): Has done a little. Got the first hundred and few cataloged with their dates. == Conventions == * Minicon 58 Still trying to get people to cash the last few checks. But profit looks to be $3476. Target was $6000. Why did we miss? Well, $1500 of it is because the hotel stuck us with a nonsense fee for using our own A/V equipment, claiming we were an "outside vendor". For the other $1000, Matt will have to analyze numbers. Final financial report due Oct 20. * Diversicon 32 We have egg on our face, because we were trying to make live easier for Diversicon by supplying a working registration system, including online registration, and we didn't supply that. We might have actually made more work for them. But Matt and Stacey are going to staff the reg desk at-con, and we are trying to get the Diversicon people to tell us what other volunteers they need so we can drum them up. * Minicon 59 Need to set a profit target based on the Carol's financial report. Matt moves that it be $6000. Approved. ==> The Minicon 59 profit target is $6000. <=== Concom meetings are starting soon. * Minicon 60 Need to set a profit target based on the Carol's financial report. Matt moves that it be $6000. Approved. ==> The Minicon 59 profit target is $6000. Could be revisited after M59. <=== Still working on GoH. Have a meeting to talk about the contract this Friday with the hotel. Have a new draft. * Minneapolis in 2073 Registered for a party at Windycon. == Next meeting == Sunday Oct 12, 7pm, online. == Review new TODO list == * (2025-05) Scott will ask Carol if the books are balanced for 5/31/2025, 6/30/2025 and 7/31/2025. Is 5/31 discrepancy found? * (2025-06) Delia will work on the Minnstf directory. * (2025-06) Scott will look to see if we still own unused ISBN numbers. * (2025-05) Scott will look into Discord - what is the status? Does Laurel have control? * (2025-06) Scott will ask Laurel about the "Mn-StF" Twitter account. * (2025-05) Matt will add a back-up admin for the Minicon concom mailing list. * (2025-08) Scott will confirm Give-To-The-Max account. * (2025-08) Matt will organize list of all the computer accounts we've been sorting out, and post them as officers. * (2025-08) Matt will add Susan as as wiki admin, if she's willing, and subtract Rachel and Laurel. * (2025-08) Matt will post Lizzy Adams as Speck Mag officer. * (2025-08) Matt will ask our list of potential treasurers. * (2025-08) Scott will let Carol know that we are looking to relieve her.