Board meeting 5 Nov 2016, at Aaron and Emily's. Attending board members: Hershey Harris, Matt Strait, Aaron Vander Giessen, Lydy Nickerson, Scott Raun. Others attending: Emily Stewart, Kevin Austin, Irene Raun, Laramie Sasseville. == Approve previous minutes == Approved! == Review TODO list == * (06-2016) Hershey will make sure that Dean communicates with the storage locker: update his contact information with them, give him the new desired list of authorized people: Joel Phillips, Patricia Zetelumen, Dean Gahlon, Jim Porter, Kelly James. Hershey needs to nag Dean more. Apparently the storage locker wants Dean to actually come by in person to change the authorized list, which makes this a bit of a pain. We wonder whether Irene's name is also on their paperwork and if she could do this as easily as Dean. No one is sure, and Irene is not eager to volunteer either. Hershey will nag Dean more. * (resurrected from 06-2015; 09-2016) Scott will follow up with Carol about Amazon Smile. Scott says that we are an officially registered organization with them as of 11am today. TODO: Matt will verify that treasurer@mnstf.org forwards to sensible people, like the treasurer. (DONE, it does) * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan. Scott has talked to DD-B. DD-B has been having trouble talking to Corwin. Corwin claims he is too busy to deal with this. Matt expresses great frustration. Scott notes that they *have* agreed that they owe us money and have also agreed on the amount owed. They originally owed $1265, have paid us $100 (Matt looked this up after the meeting: it was via check deposited on 6/6/2016). Scott is happy to continue hammering on this. * (06-2016) Scott will work with Irene on moving all our money from Ameriprise to our checking account. We are ready to get all the money out. It is all in liquid form. Scott asks if we want them to cut us a check or see if... (Kevin shouts "BAGS OF PENNIES!") or see if we can get it direct transfered. No one cares. (Calculations ensue in the peanut gallery: this would be 8 tons of pennies.) Scott will do whatever is easiest. (8 tons of pennies is probably not the easiest.) Scott anticipates doing this Monday. * (09-2016) Aaron and Hershey will investigate possible Minicon programming heads. Scott will communicate with Ann about our concerns and ideas. We think that we have a programming head. Two people have expressed interest, one is starting to do work. Things are a little ambiguous, but we think that this is no longer a board matter. * (06-2016) We all will panic on Dec 1 if no Minicon 52 progress report has gone out and no visible other progress is happening. Scott says that there is a progress report scheduled to go out the second weekend of December. Susan Philbrook is doing the progress report. There is a work party scheduled for collation. There is now a deadline for the program book. We think we can take this TODO item off now since progress is being made. Totally done: * (09-2016) Matt will investigate scanners. * (11-2014) Lydy will send Matt the latest information for new board members. Matt will fill in the blanks and put it on the wiki. * (06-2016) Lydy will send Matt the big book of harassment from Minicon 51. She did, and Matt put it in the "private_board_docs" area in our Dreamhost account. * (07-2015) Lydy will send an e-mail to the University of Iowa about tapes. * (06-2016) Matt will write up a formal proposal for revision of our copyright policy for old documents. * (06-2016) Matt will follow up with DD-B to make a password-protected webpage where party host info can be put. Matt will populate this page. * (09-2016) Matt will ask Quartermaster Joel to come to our November meeting. -- Matt did, and Joel said he would come. * (09-2016) Scott will tell Carol that Thorin is authorized to be reimbursed for a printer for the BBT. Also that Matt is approved for a dehumidifier. == Review Recurring Task List == We seem to be good on all items without taking action. == Archivist == * Copyright policy. Matt has sent out his proposal and will bring copies to the meeting. Approved! TODO: Matt will put it up on the web. (Matt did this while preparing the minutes.) * Matt proposes we buy an Epson WorkForce DS-520 for about $350, but would also be fine buying the equivalent Fujitsu for about $50 more. All approve the Epson. TODO: Matt will buy it. Scott will tell Carol that Matt is authorized for this purchase. Matt should remember to use Amazon Smile if he uses Amazon. == Quartermaster == Joel is not present. We wonder to each other what the status of the inventory is. Do we have a current inventory list, or is the latest written inventory from 5 years ago? Board would like a report on the latest inventory, including the inventory sheets. == Conventions == * Decongestant * Minicon 52 Matt notes that it needs internal and external harassment policies and that it would be nice if this weren't done last minute. The board has already suggested to Minicon 52 for it to propose exactly what Minicon 51 had with one sentence that we didn't like struck. * Minicon 53 proposal We approve Emily and Kevin's proposal! They will be co-chairs. * Minneapolis in 2073 We had too much money. We are throwing a party at Windycon next weekend, which helps. For the first time, the bid will be paying for the party room (instead of having someone sleep there and pay for it), which helps more. * Minneapolis in 2023 Emily is running an open meeting to discuss a possible Minneapolis Worldcon bid for 2023. This came out of discussions between her and Michael Lee. She isn't planning to be the bid chair. What is the role of Minnstf at this point? Probably just to express support for the concept. We expect that a new corporation would probably be formed to run such a bid/con. We're not making any official statements at this time, since there's nothing official to make statements about. And Emily isn't asking for such a thing. But eventually a statement of support might be asked for. Discussion occurs about whether or not it is a good idea to have a Worldcon in Minneapolis. == Next meeting == 1pm on Dec 10 at Clay and Hershey's, 3601 Towndale Dr, Bloomington. == New TODO list == * (06-2016) Hershey will continue to nag Dean about going to the storage locker, updating his contact information with them, and give them the new desired list of authorized people: Joel Phillips, Patricia Zetelumen, Dean Gahlon, Jim Porter, Kelly James. * (06-2016) Scott will talk to Beyond Conventions about their total amount due and their payment plan. They owe us $1165 out of an original $1265. * (06-2016) Scott will move all our money from Ameriprise to our checking account. * (11-2016) Matt will buy an Epson WorkForce DS-520 for archival work. * (11-2016) Matt will ask Quartermaster Joel for the latest inventory sheets.