Minutes of the MinnStf Board of Directors Meeting - (as hastily scribbled and tardily transcribed by Mitch Pockrandt) April 19, 1993 This meeting was held at 7pm at the house of Elizabeth LaVelle and Mitch Pockrandt, 3739 Pillsbury Ave, Minneapolis, MN. Attending were: Dean Gahlon, Martin Schafer, David S Cargo, Mitch Pockrandt, Lynn Litterer, Mark Richards (Kay Drache is ill with a nasty post-Minicon flu virus.) The agenda constructed at the start of the meeting consisted of: Mark Richards: Storage Locker request Lynn Litterer: Books for Kiev request Minicon concerns Leif Pihl: Letter request for OTML info DSC: Art Show Panels Update DSC: Photocopier DSC: Paper folder Martin: Funerals Set next meeting Lynn Litterer: Books for Kiev Lynn and Victor have 24 boxes of used books for Kiev fans that they would like to ship (or otherwise resolve) before they move to their new apartment at the end of May. The original money allocated to this project has been spent on shipping about nine boxes of books already. The options of what to do with the remaining boxes are: -send all boxes to Kiev now -send some boxes to Kiev now, and store the rest in the locker for the next plea for books. -send some now, give the rest to local charities. We decided to do the first option, send all boxes to Kiev now. David S Cargo will talk with the treasurer (Carol Kennedy). Mark Richards: Storage Locker request Mark reports that the storage locker is in a state of chaos now that Minicon just moved into it last week. "We need shelving!" Mark has priced some modular wooden shelf units. 24-inch deep, 8-feet wide shelves will cost about $80 for four shelves. We ok the cost of the shelves. Mark volunteered to coordinate building them by scheduling a work party on a forthcoming Saturday to be decided. Lynn Litterer: Minicon concerns Lynn has suggested that the board should begin to formalize an outline of what Minicon "ought" to be doing. Such an outline can be used as guidelines for creating and evaluating proposals for future Minicons. This could also be a description of the decision making responsibilities within the process of creating a Minicon: Which decisions are the board responsible for? Which decisions are the chair/executive responsible for? Which decisions are the department heads responsible for? This could be a means by which the board could provide a more detailed "policy" while still leaving the "implementation" in the hands of the convention committee(s). It could help provide an understanding of where the liability for various problems would would fall. Which ones have to fall onto the board? Which ones should stay in the realm of a department head running a department? Which should fall in the lap of the executive/chair? This would provide an aid to the continuity of skills and knowledge of Minicon through subsequent years. Lynn will write done more details of her ideas and present them (or mail them) to the board in the future. It was noted that the only concern that the board has with the current committee involves making sure that the 1995 Minicon proposal process is started in mid-July and August as currently planned David S Cargo: Paper Folder The MinnStf paper folder for machine folding of mailings has been bought and received for $184.95. The treasurer can reimburse David now. David S Cargo: Photocopier Well, we mentioned it again. If something else happened here, Mitch missed it. David S Cargo: Art Show Panels The are now in the storage locker. But we would like to know: Did they meet our expectations? What changes need to be made for next year? (Lights?) Martin Schafer: Funerals Given that we find more deaths surrounding us all, we might want to establish some sort of policy for sending flowers to members or relatives of members. We could have a standing ok for the treasurer to pay $30 for flowers to a funeral on the word of any board member without having to call a board meeting. We could do nothing. But this is coming up more often and is not likely to go away any time in our future. Would this necessitate an account with a florist? No decision recorded at this time. Leif Pihl: OTML Info request Leif has sent a letter to the board outlining his request. Read it for details. In brief, Leif would like a copy of the Minicon registration program to help teach himself FoxPro database handling. He would also like a sample database of the registration database and the OTML database. Our concern over his request is the violation of data privacy. With respect to the OTML (OneTrueMailingList), David S Cargo is willing to create a massaged OTML data set which does not contain any "real" data. Concerning registration data: If Leif is willing to help enter data for the At-the-Door attendees of the Minicon just past, then David S Cargo will be willing to provide him with the FoxPro source code schema, and a similarly massaged set of registration data which contains no real information to violate our data privacy concerns. Mitch Pockrandt will talk to Leif about this and will talk to Joyce Scrivner (registration) about Leif volunteering to help. It should be noted that registration is NOT to give any data or program to Leif. Anything Leif receives must come from the massaged data created by David Cargo. Next Meeting The next meeting will be held on Monday, May 17th, 1993 at the house of Dean Gahlon and Laura Krentz. In general, future meetings will be held on the third Monday of each month at a place to be decided at the prior meeting.