May 19, 2012 MnStf Board Meeting Held at the home of Scott and Irene Raun at 3928 11th Ave S, Mpls, MN Attendance:Dean Gahlon, Hershey Lima, Scott Raun, Emily Stewart, Aaron Vander Giessen, Irene Raun 501(c)3 Geri Sullivan found a copy of the federal certificate originally declaring our 501(c)3 status and sent it to the board. Emily will rewrite bylaws for consistency, compliance with federal law and then send them to the board for approval. The bylaws will only be corrected for typos and format and will have the same intent as before. Subletting Space from GPS for physical address and document storage As per last month's minutes, Emily contacted Andy Murphy with GPS about renting space to store a file cabinet. Email from Andy Murphy states: > We can certainly talk. What we could do is let you use the Waterbury > address as a mailing address, and issue you a mailbox within the GPS > office. We would place mail into your box as it arrives. > > As far as document storage, we'd be happy to set up space for a file > cabinet in 106. We'd need a lockable file cabinet, and we could put it > in the public space, so that you could get into it without needing to > get into the GPS office. If we get an additional key made; we could > put your mail in there, and then you would have a single home for > MnStf in the space. > > I think we could do that for the $10/mo you were thinking as well. The MnStf board chose not to pursue the option at this time. Emily will contact Andy Murphy and let him know. Document Storage Currently, the MnStf Archives are stored in multiple locations, including at the home of Marian Turner. Our original 501(c)3 paperwork may or may not be at Marian's house. Scott reports that Marian prefers the phone and seldom responds to email. For consistency and accessibility, all of the archives will be moved to the storage locker (Emily to take care of?) Mailing Address We will need a physical address to refile for 501(c)3 status. We will use Scott Raun's house as the permanent address for MnStf for business purposes and tax purposes. We need a contingency plan if Scott becomes unavailable. Web updates Both Matt Strait as the archivist and Eric Forste as the web wrangler are willing to see that the meeting minutes get updated on the web. Eric will be primarily responsible, but minutes will also be sent to Matt for backup and for archive purposes. On April 23, Matt Strait reported that he had converted the MnStf.org page over to be more visually consistent and that he had removed some outdated information. Moderators for Event list Currently, Karen Cooper is the list owner of the Events List. The moderators are Shaun Kelly, Peter Hentges, Rachael Lininger, Betsy Lundsten, and David Schroth. There was a question as to whether or not the list really needs six moderators. The event list does not get very much traffic, and is mostly comprised of repostings from other venues. We are not having trouble with the event list and don't expect problems any time soon, and a surplus of moderators does not appear to be causing any problems. We will continue with a hands-off approach. Treasurer's Report Still need line item report originally due on March of 2011, and March of 2012. Dean will ask Carol for the report or a copy of the check register. The most accessible account is kept at Highland Bank and requires two signatures. We also have CDs at American Express. There is a question as to who has signing authority for the American Express account. Dean will ask Carol about both of those issues. Minicon 46 Books are closed On March 22, 2012, Andra St. Arnuld, the Minicon 46 Treasurer reported a final profit of $5,472.95 for that year. That same day, she sent the check to be deposited into the MnStf account. Projected profit for Minicon 48 Currently, the Minicon chairs Joel Phillips and Matt Strait are directed to have a conservative profit of $4,000, but would like it to be $3200, as outlined in their proposal. We will attempt to get the line item report ready by the June meeting, but will make a decision at the June meeting whether the accounting is done or not. Parties The April carry-over subject of whether MnStf and Minicon should both have party budgets is still being discussed. It was agreed that we need to hear from Beth Friedman on the topic before closing the subject. Minicon Room Party Richard Tatge and Sharon Kahn are sleeping in the room. Emily will take care of setting up and finding hosts. The preliminary budget is set at $300. Emily will outline a plan of what can we do for $300, and ask for more if it seems appropriate. Cafe Press Scott will contact Kevin Austin and/or Laurel Krahn about transfer to Mnstf. Minicon policy (from April) Matt Strait as co-chair of Minicon would like a clarification of the MnStf board's oversight of Minicon. His intent is to avoid breaking rules that may or may not have been outlined by previous MnStf boards and may or may not be knowable. Dean does not believe that the board has made many decisions about Minicon policy as it is not normally our purview. The board approved the following statement: "Minicon shall run according the current bylaws. If there are any exceptions or additional requirements, the current board is responsible for bringing up and revisiting any issues about policy that may or may not already exist." Steve MacDonald Songbooks Dean contacted Steve MacDonald and gave him an update on our inventory. He would like to take them off our hands, or have us sell some the remaining and work out a new arrangement for how to handle the proceeds. Scott believes that we can sell a few to a local dealer, and that sale would cover the shipping cost to get the rest of the books to Steve MacDonald in Germany. Hershey will get the Table of Contents to Scott so that he can communicate with the book dealer, Bill Roeper. We would like to send them to him for the cost of shipping. Emily will find out how much it will cost to ship 25-35 pounds of books to Germany. Status of electronica mnstf.com and mnstf.info domains were bought by Felicia Herman some time ago with the understanding that MnStf might want them. Her email was sent August of 2011 and the domains may expire soon. We do want them. Those domains are not yet under the control of MnStf, but Scott Raun is working on it. Database Directory Scott expects it to be finished by May 31st. Next Meeting June 9th at 2:00PM at 3928 11th Avenue South at the home of Scott and Irene Raun.