Board Minutes 2010-04-09 In attendance: Kelly Strait, Matthew Strait, Dean Gahlon, Scott Raun, Kevin Austin, Seven Anderson Rune: Kevin has agreed to be Rune editor. Minneapolis in 2073: 15 memberships at Minicon; GoH Dan Dos Santos donated his EPYC art to the bid; treasury contains $133.88, french franc, small rock, .3 cents in coupons, ghost of 2 50-cent chocolate coins, tuppence, uncashable check for $2.073, 100-word short story on a business card, 1g silver. Minicon: Kevin reports that we probably made money, maybe $2000 - we (almost certainly) made the room block - we made the lower, and maybe the upper - which would mean free function space w/o favors Finances: the board pointed Irene at Carol at the Wednesday night work party (implementation of previous decision) Gordy Dickson Scholarship Fund: we finally handed over check from last May (first check lost in mail, 2nd one handed over in person at Minicon this year); Kevin petitions for 2010 $100 contribution - approved by all board present; Kevin will fill out form and get to Carol. 501(c)3 status: Scott followed up on link from Kevin (pull from e-mail); webpage claims to get list from IRS, which labels us "status 5" - not a "public charity", but maybe just because haven't filed paperwork. Scott has paperwork to (re)file for status - he & Irene have started filling out (Form 1023), but need input: -Form 990 - are we excused from filing? -Date Incorporated - we have this somewhere, but not in brains of board at this time -By-laws - attach copy -Express provision of distribution of assets upon disolution - but may qualify for exemption (line 2c - operation of state law) -Narrative description of activities - describe past, present, and planned activities (Minicon, fallcon, semi-monthly meetings; MnStf lecture series? Rune) - Matt volunteers to write this up -Conflict of interest policy? recommended but not required -Goods/services/funds to individuals? yes - stipend for meetings? - " " " to organizations? yes - describe each "program" - Gordy Dickson scholarship fund, muscular dystrophy? Members of the group may make petition to the board -are good/services/funds limited to specific group? "yes" - in that only meeting hosts get it, but anyone can be one -family/business relationship w/ board - yes; explain how related individuals are eligible for funds -fundraising? yes - choose program(s) from list; is there a non-con membership paypayl button? attach description of each "program" -written/oral contract w/ org to raise funds? we think we can say "no", since fallcon & Minicon committees are MnStf members, thus acting as members of MnStf, rather than some other organization -fundraising for other org? no -states & local jurisdictions in which do fundraising - MN -accounts for contributor w/ right to advise? no -publish/have rights in writing/art/other intellectual property? yes - if yes, explain; explain who owns copyright, if fees are charged, if so how much, blah blah blah - Matt will write this -accept contributions of real property, closely held securities, conservation easements, intellectual property (incl copyright), works of music/art, licenses, royalities, automobiles & other vehicles, other collectibles? yes - if yes, describe each type, restrictions on contribution, and agreement w/ owner on contribution - Matt will write this too -grants/loans to other org? describe how $ further our purposes; written contracts w/ them; identify each recipient & relationship to them; describe records kept in re (treasury records & board minutes); describe selection process; describe procedure for oversight of distribution (board oversight) - for the purposes of this quesiton, we'll limit to Gordy Dickson Scholarship Fund, educational (books for Toys for Tots?) -grants/loans to foreign org? yes? - maybe CUFF? GUFF? name of each org, country/regions in which they operate, rel'n to group; or NO at this point, since we have no plans at this time -close connection to any org? no -financial data - we need Carol's input -public charity status (vs private (operating) foundation) - based on later question, we have broad financial support, so we're public; status requested - (h) - 509(a)2 - this is how we know we're public; we would like "definitive" status; statement of revenue & expenses, list $ from disqualified person (???), list $ from non-disqualified >1% etc; list any unusual grants (?) -user-fee info: avg annual gross receipts >$10000 over 4 years, we pay $750 Schedule E (having not filed w/in 27 mo of formation): -probably don't have to worry about much, because incorporated before Oct '69, but if not, don't care if 501(c)3 status is back-dated Matt will write part 8 line 10 & 11, part 4 Next meeting: Friday May 7, 7 pm, at Dreampark