Minnstf board meeting at Scott Raun's on Sunday Sept 6, 2015, starting at 8pm. Attending board members: Matt Strait (by phone), Scott Raun, Kevin Austin, Ann Totusek. Not attending: Lydy Nickerson -- she is rescuing a kitten. == Approve previous minutes == We all approve! == Review of TODO list == "Scott will follow up with DD-B about Spideroak": Poked him a week and a half ago, and then earlier today, no response. Back on the TODO list! "Lydy will put together an informational packet for new board members": Lydy reported prior to the meeting that she had not yet done this. Back on the TODO list! "Now that Lydy has mailed in the Ameriprise paperwork, one of the signers (Carol K, Richard T, Irene R, and Dean G) needs to move the money. (We need to pick one to do it and assign a board member to make sure it gets done. Scott volunteered, and would like Carol to do it.)": Scott will get on this. "Matt and Ann will work on a M51 policies and departments document": No movement. Ann asked if Matt thought the Duckon document was a good starting point. Matt said he thought it was a nice document, but that starting from the Minicon 50 document would probably be a lot easier. Ann asked Matt to send her that document. Matt said he would. "Matt and Ann will write a definition for quartermaster and send it to board-chat": Prior to the meeting, Matt sent a first draft to Ann and to board-chat. The board iterated a bit on this. We are all happy with the current draft. Matt will send this to Joel and ask if he's still willing and propose a first report date of three months from now. "Ann will contact Karen Cooper about grant writing": We solved the problem without being concerned with grants. As it turns out, the major cost is time and Corwin has volunteered this time. If more expenses crop up, we will re-address the issue. "Lydy and Ann will draft an e-mail to the University of Iowa special collections people about tapes": It is drafted. Lydy has a draft. Ann doesn't think it is sent. "Lydy will ask DD-B about being tape digitization project leader": DONE, he will. "Lydy will mail in the Ameriprise paperwork": DONE "Scott will follow up with Carol about ASCAP": [DONE] "Scott will follow up with Carol about Amazon Smile. [DONE] "Ann will talk to Kelly J about M50 consuite receipts, and we will follow up as is appropriate": DONE, Matt has the receipts now. "Ann will double-check with Dean to make sure Ken is off natter." DONE "Ann will contact Jeff about archival tapes": DONE, Corwin had already volunteered to take them. Lydy has asked that Matt start putting the date of the next meeting at the top of the TODO list when he sends it out. Matt said sure and asked Lydy to complain if it isn't there. == Conventions == * Minicon 50 Matt reports that he has now settled the consuite finances with Kelly J. We are still waiting for Corwin to pay us for Cats Laughing expenses, and still waiting for M51 checks so that M51 can pay us back. We heard from the bank that these should be in the PO box by Sept 18. If all goes as planned, the profit will be $6558, as compared to the target of -$1700. Since we got $3000 of seed money, the amount returned will be $9558. Ann will gently prod Corwin. Ann also points out that Matt can generate a check online from the M51 bank account instead of waiting for our checkbooks to arrive. * Minicon 51 Lojo agreed to be a GoH. Had been hoping to have a concom meeting over the summer. Planning instead a meeting for the end of September, and one a month thereafter. Contract is not yet signed. There is a contract, and there has been communication between Keith Malgren, Ann and the hotel. Ann would like to meet with the hotel this week. It could end up being next week. At this meeting, Ann expects to sign the contract. Ann finds the new management to be less organized that is totally desirable. Kelly J re-confirmed that he would do consuite. * A fallcon in 2016/MPLS2073/other Matt re-confirms that he might bid for a fallcon in 2016, but it's still early. Yes, we should go ahead and solicit other bids, since he doesn't know if he will be able to. No other convention business. == Terry Garey == She had told Scott that she wanted to come to a board meeting to talk to us about something. No recent confirmation. Scott will ping her. She recently had surgery. == Annual TODO list == Let's cross-check what we've done so far this year vs. the annual to-do list in the wiki. We will consider something done if we have done it this *calendar* year. Scott and Kevin note that there is no link from the mnstf website to wiki.mnstf.org. Oops! Scott will ask DD-B to link to the wiki. * Proposals for future Minicons: done. * Proposals for fallcon: done. * ASCAP: We think it is done. TODO: this item needs to be updated to reflect how we pay them now. Kevin will do this and other wiki updates that we find are needed. * Voting meeting: done. * Officers: done * Minicon finances: done * Taxes: done. * Annual Secretary of State renewal: Scott will do. * Solicitations for fallcon: Haven't done that yet. Scott will solicit these in the Einblatt. * Solicitations for Minicon: done. * Website contact verification: done. == Dean reimbursement == Dean has asked to be reimbursed $85 for the cost of the venue of this weeks' Minnstf meeting. A majority approve! Scott will ask Carol to write him the check. == Uncle Hugo's credit == Shall it be used as a prize at Minicon 51? Matt had said that he didn't really like this, but wouldn't stand in the way if everyone else was in favor. Some discussion ensued. Matt clarified that his objection was to the rather large cash-equivalent prize. Would it be OK if it were broken up into multiple $10-$20 prizes, others ask? Yes, Matt says, that puts it well under the price of a membership, which makes me feel better. Scott will talk to Don about breaking it up into smaller checks for prizes. == Public statements about Ken Konkol? == Dean has asked for it to become more public knowledge that Ken is banned so he doesn't have to ask every host whether that host is willing to forbid Ken from coming to the meeting. How public do we need to make this to accomplish what Dean wants? It is already public via being in the minutes. We would be ok with this being announced at some business meetings to spread the word, but don't want to start posting it all over social media. Also, no matter how much we spread it around, a host might still have missed it, so we would really like Dean to still ask hosts. Proposal: if we make boilerplate that gets sent to every host about how to host a meeting, and asking them several other useful questions, this could be in it, and it would not be as uncomfortable. Scott can dig out the template that Peer had been using for this and send it to board-chat. Ann will talk to Dean. == Next meeting == Oct 10, at JOFCon, tentatively at 7pm, but we will revisit the time. == New TODO list == Scott will follow up with DD-B about Spideroak. Lydy will put together an informational packet for new board members. Scott will see if Carol will move our Ameriprise money as we planned. Matt and Ann will work on a M51 policies and departments document. Matt will send Ann the Minicon 50 version of this. Matt will ask Joel if he would like to be quartermaster under the now-approved definition, and if so, if he could give a first report at our November meeting. Lydy or Ann will *send* their e-mail to the University of Iowa about tapes. Matt will start putting the date of the next meeting at the top of the TODO list when he sends it out. Lydy will complain if it isn't there. Matt will send Ann the M51 department descriptions and policies document and Matt and Ann will work on a M51 policies and departments document. Lydy will send the University of Iowa an e-mail about tapes. Scott will ask Carol whether the ASCAP check has cleared. Ann will gently prod Corwin. Matt will settle M51 -> M50 money. Scott will ping Terry about when she is going to come to the board. Scott will ask DD-B to link to the wiki. Kevin will update the annual TODO list on the wiki. Scott will do our annual Secretary of State renewal. Scott to solicit 2016 fallcon in the Einblatt, and will ask Dean to mention it at business meetings. Scott will ask Carol to write Dean a check. Scott will dig out meeting-hosting instructions and send it to board-chat. Ann will talk to Dean about our solution for meetings. Scott will talk to Don Blyly about breaking up the Minn-StF Credit of $111.29, which will then be used for awards / rewards at Minicon.