June 4 Meeting Minutes June 4, 2011 MnStf Board Meeting at 6915 10th Ave S, Richfield, MN Attendance: Laura Krentz, Dean Gahlon, Kevin Austin, Beth Friedman, Irene Raun, Scott Raun, Eric Forste, Emily Stewart, Aaron Vander Giessen Meeting Dates- Emily will look into setting up a calendar with electronic reminders for dates of board meetings. The next board meeting will be 2PM at the July 16 MnStf Picnic location at Minnehaha Park. Passwords and other electronica- Eric gave some electronic passwords to Kevin. Eric and Kevin will discuss offline if the passwords need to change. Our two domain names are taken care of and Scott will talk to Carol about reimbursement. Treasurer's Report- Carol Kennedy submitted a treasurer's report that included the checking account balance as of May 31. She noted that there are three checks outstanding and also gave the account balance of $4881.88 after those checks clear. Major periodic payments include $131 monthly for a storage locker, $75 to each of two monthly meeting hosts, $88 per year for a P.O. box, and annual expenses for a New Year's Eve party, an annual pool party, and a picnic. Carol plans to submit a full year's itemized report sometime soon. Storage Locker- Joel Phillips reported a mix-up regarding payment of the storage locker. Dean will look into the issue and make sure Carol Kennedy is informed about necessary reimbursement. 2012 Picnic - Bill Christ requested that the picnic be approved before December of January to make scheduling easier. A motion to approve the 2012 picnic was approved. The budget will be equal to or greater than the 2011 picnic budget. Kevin will inform Bill. [Bill was informed at the picnic.] Gordon Dickson Memorial Fund- Kevin will make sure that the $100 donation that was approved at the May meeting gets to the appropriate people. Membership Directoryish- Scott reports that so far, two volunteers have signed up for data entry to consolidate the MnStf list of contact information for people and places. Work on this project will begin soon. State Fair- Emily reported on the application for a MnStf group in the Minnesota State Fair. There appears to be no entry fee. There is a requirement that members interested in marching in the State Fair parade get together for a photo in what they will be wearing at the parade, along with any signage that they'll be bringing. We will take this photo sometime at Convergence in an area that is accessible to people who may not be attending Convergence. Emily will co-ordinate with the Convergence Room Party hosts to arrange. 501(c)3 status - Scott or Irene will call the IRS to work out the details of our current status on Monday or Tuesday. Follow up report - Scott reports that our status has been dropped, and we must re-apply. We are looking into finding an appropriate and affordable tax specialist. FallCon/Conjecture- http://www.mnstf.org/conjecture/Conjecture will be October 14-16 at the Crowne Plaza in Bloomington. The hotel contract is currently in hand and will be signed before July. Registration is currently available via the website. Paper forms will be printed and available as of the 4th Street Fantasy Convention. Beth said that the color of the registration page should not be grey, it has since been changed to blue. Public Records of Minutes- There is a possibility of broken links in the current structure of minutes. Eric will make modifications to past board meeting minutes so that the links are consistent. Copy Printer- MnStf owns a copy printer that currently lives in Scott Raun's basement. It is a stencil mimeo steampunk printer that needs work. Scott will make it go away. In the extremely unlikely event that it is exchanged for a positive amount of money, that money will be returned to MnStf. Laser Printer- MnStf owns a laser printer that lives at Scott Raun's house. This printer is in working order and can be used for short runs of printing that needs doing. Greeter / Outreach position for MnStf parties- Seven was going to head this department but hasn't had time. Eric Forste will take over the position, with subheads as needed. Meetings in more public spaces - There is concern that it may be intimidating to attend meetings at private homes and it was suggested that we have meetings in community centers, libraries, parks or other public meeting spaces. The September 3rd meeting will also be a Minicon Programming Department Brainstorming meeting. Emily will look into hosting this at the Waterbury or other public space and will co-ordinate with the President (Beth Friedman). Emily will also look into whether there is a rental fee for public library meeting spaces. Kevin wants birthday cake to be available at the September 3rd meeting. U.S. Bank Bank Account- Old records indicate we had three USBank accounts, and were trying to consolidate them into one. Did this ever happen? Scott will follow up with Carol. [Scott has since followed up with Carol, we are down to one USBank account.] Balance information should be forthcoming when we get the next full Treasurer's Report. Meeting Kit - There should be a meeting kit with the sign in book and sign in sheets. Beth would like a list of recommendations for food and other information to be available on the Wiki. Kevin will make it so. Joel Rosenberg Memorial- A donation of $100 was approved. Scott will inform Carol.