Minnstf board meeting April 22, 1pm and Clay and Hershey Harris's. Attending: Matt Strait (recording), Aaron Vander Giessen, Lydy Nickerson, Scott Raun, Hershey Harris. == TODO list == * (2016-12) Lydy will get some response from some professional archivist about the Scott Imes tapes. (This is shorthand for all the various videotapes that are minnstf stuff, some of which was shot by Scott Imes, others of which just passed through his hands.) By e-mail: The inventory was sent to Lydy. Lydy has a response from Lynne Thomas who says that the physical objects do retain some value, historically, and referred her to Peter Balestrieri, at the University of Iowa. Lydy has a preliminary response from Peter. He thinks we probably want to preserve the physical media but he's not sure. More to come. At the meeting: Lydy needs to talk to Geri Sullivan. Lydy is also wondering who legally owns the tapes. Is it the club? Margie Lessinger? These seem to be the likely possibilities. It probably isn't Corwin, although he is holding them. Lydy will talk to Margie after Geri. Matt looks at the inventory. There are about 350 tapes in a variety of formats. * (2017-01) Aaron will keep working on Vanguard. He will investigate how capital gains taxes on the Vanguard account apply to us as a 501(c)3. And about froo-froo liberal funds. Aaron reported by e-mail: Investment - I received the information for Irene on Saturday (thanks Scott!) and I just left a message for Carol letting her know what information I need and giving her some options to get that. As an FYI, once I get that, I can collect signatures on the two forms and get them sent in. Also FYI, I found a Socially Responsible (for some definition of responsible) fund with low overhead at Vanguard. I am proposing splitting our investment 50/50 in the following 2 funds: Social Index: https://personal.vanguard.com/us/funds/snapshot?FundId=0213&FundIntExt=INT Wellesley: https://personal.vanguard.com/us/funds/snapshot?FundId=0027&FundIntExt=INT Both fund appear to be well rated and I found both referenced on other investing sites. At the meeting: Aaron has everything ready to go. He just needs to schedule time with Carol to get signatures and so forth. * (2017-02) Hershey will see about getting Dean to ask about our locker location. No progress. Back on the list! Totally done: * (2017-04) Matt got Anna the password to the Dreamhost panel. * (2017-03) Matt will work through the presidential list to find us a prez and VP. -- Ann has said yes. And Terry Hughes agreed to be first VP and Nico Johnson agreed to be second VP. Aaron has told Ann that she has these VPs and sent her contact info. * (2017-01) Matt will keep poking Joel about the Quartermaster. -- Reached an agreement: Terry will be the vice quartermaster in charge of inventory. * (2017-03) Scott will consult DD-B about how Anna can work on revamping our website. DONE. * (2017-03) Scott will ask Carol if she is going to continue being treasurer. -- She said yes. * (2017-03) Matt will ask Hershey if she is going to continue being corresponding secretary. -- She said yes. * (2017-03) If we haven't heard from Corwin by March 25, Matt will resend our e-mail to him. DONE. == Review Recurring Task List == Hershey just gave Scott the 2017 ASCAP paperwork. It is confusing. They did raise the rates slightly. It will be about $125, plus we didn't pay on the first bill, so we'll have to to pay a small single digit number of dollars of interest. Scott notes that they billed us before we had any events, which is a little fishy. He would like to dig into it. TODO for Scott. We look at the item about switching the president-at-mnstf e-mail address. There was a bit of confusion this year about which meetings the outgoing and incoming presidents were responsible for getting scheduled. Conflicting schedules were created, but none were published, so it wasn't smooth, but wasn't a disaster. We think this was an isolated problem and hasn't been a problem in previous years, so we don't think we need to do write a new policy to fix it. Scott thinks he has done our Secretary of State renewal for 2017, but we can't lay our hands on the confirmation. On his TODO list to check. == Quartermaster/Inventory == We'd like Terry to come to a meeting soon so we can talk plans. Also, Joel wrote down lots of things about what was going in the consuite bins on Minicon 52 Sunday. We should make sure that Terry has his hands on these. Matt is nominated to talk to Terry about coming to a board meeting. == Lydy: harassment continuity == As Minicon XX code of conduct head, Lydy has been providing a spreadsheet which we put in a private area that the board can get at. How do we get this to future conventions that Lydy isn't the harassment point for, nor a board member? Probably a board member downloads it and e-mails it to that person. Lydy would like to know whose responsibility it is to take care of harassment complaints between concom members outside of the convention. (This has happened in the past, but is not happening now!) We think that the department head in charge of harassment is only in charge of complaints actually at the con. For anything happening outside the con, including at concom meetings, complaints should go straight to the board. We'd like the policy(ies) to be updated to make the following things clear: * Only things that happen in the hotel (or maybe coming and going) are the problem of the chair or appropriate department head. Anything else, including things that happen at concom meetings, should go straight to the board. Rationale: people can be on several concoms under Minnstf at once, realistically up to about three at a time (two Minicons and a fallcon). We don't want any lack of clarity about which one is going to handle complaints over the course of the year. * Once that head has submitted her report, reports from that con go to the board. Matt will massage language. == Geek Partnership Society partnership == Aaron handed out an updated agreement draft, rewritten to make sense for us. We will all take it and read it. == Dreamwidth communities == Scott will get himself put on the administrator lists. == Beyond Conventions == Corwin has asked where to send a check. (No other context, that's essentially the whole content of an email from him.) No check has arrived as yet. The last check of the PO box was a few days before Minicon. Hershey will check the PO box in the next week. If there's no check there, Matt will reply to the email about the check asking for a meeting, with the reply going to both Corwin and DD-B, asking them which should be the contact person. == Approve previous minutes == Approved! == Conventions == * Minicon 52 Prereg was very strong. Better than every year except M50 back to M36. However, at-the-door stank, at only about half of what Matt budgeted for. What does this mean? Maybe people got really good at pre-regging this year? Maybe the weather was really nice and suppressed at-the-door? No idea. Reply hazy, ask again later. Matt is budgeting for about the same prereg and somewhat better at the door for M53. * Decongestant 2 Matt picked up a teen room head at Minicon. Still looking for a consuite head. He may have one, but probably not. It's going to be ok. * Minicon 53: Profit target Matt had sent out an e-mail saying why he thinks $2100 is the right number. Everyone agrees. ==> Approved! The Minicon 53 [fixed: not 52] profit target is $2100! <== * Minicon 54 Not much to say at this time. We're waiting for a bid, and also for a signed hotel contract for M53 and M54. * Minneapolis in 2073 We took a few dollars at Minicon. == Next meeting == Scott's house, 2pm, May 21. If Terry can't make it, we'll do some e-mail communication. If he has inventory data or otherwise really wants to come, we will try to reschedule. == TODO list == * (2016-12) Lydy will talk to Geri and Margie about who owns the tapes and continue to follow up with professional archivists. * (2017-01) Aaron will keep working on Vanguard. * (2017-02) Hershey will see about getting Dean to ask about our locker location. * (2017-04) Scott will work on ASCAP. * (2017-04) Scott will check whether we have renewed our Secretary of State registration for 2017. * (2017-04) Matt will talk to Terry about coming to a board meeting. * (2017-04) Matt will massage harassment policy language. * (2017-04) We'll all read the new GPS draft agreement. * (2017-04) Scott will get himself made an administrator for the new Dreamwidth communities. * (2017-04) Hershey will check the PO box in the next week for a check from Beyond Conventions. * (2017-04) Most likely Matt will send an e-mail to Corwin and DD-B.