Minnstf board meeting May 21, 2pm at Scott and Irene Raun's. Attending board members: Scott Raun, Matt Strait, Aaron Vander Giessen Non-attending board members: Lydy Nickerson, Hershey Harris Others attending: Terry Hughes == Approve previous minutes == Approved! == Quartermaster/Inventory == Terry has tried to get the consuite inventory from Joel, but his car died. More attempts were be made. Terry is going to go to the locker next weekend and start inventorying the bins that he doesn't have lists for yet from other sources. Terry gave us a summary of what he knows now. Clarifications of the division of labor between Joel and Terry: Joel is going to take care of renting our equipment out. Terry takes care of inventory. Joel will decide what goes in the locker. Terry will keep track of what is in there. Discussion of whether or not we are actually renting out equipment. No objections to the idea. Terry mentions GPS's JOF Shop. The next one is May 28 on the topic of internal and external communication. The board asks Terry to have the inventory done by September, i.e. before Decongestant 2. Terry says ok. He asks that people always tell both him and Joel when inventory changes. Matt should add Terry to the quartermaster e-mail address. == 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. Aaron needs to talk to Carol. He got signatures, including Irenes, but still needs a voided check or deposit slip. He's going to call Carol this week. * (2017-02) Hershey will see about getting Dean to ask about our locker location -- Dean was asked at Carol's party. * (2017-04) Scott will work on ASCAP. Scott is still working on it, still trying to be unconfused. * (2017-04) We'll all read the new GPS draft agreement. We read it, but we'd like to put it off until we have a full board. * (2017-04) Matt will send an e-mail to Corwin and DD-B since there was no check. Matt did this. Got a response offering $25/month. Now Matt's TODO is to watch for payment. DONE: * (2017-04) Matt will massage harassment policy language. Done. Submitted by e-mail to the board for reading. * (2017-05) Scott will tell Carol that Matt can be reimbursed for the new archives' dehumidifier. Done. * (2017-05) Scott will ask Carol to write a $20 check to Second Harvest in honor of herself on her 70th birthday. Done. * (2017-05) Scott will ask Carol to send $40 to Mason's science team: Done. * (2017-04) Scott will get himself made an administrator for the new Dreamwidth communities: Done. * (2017-04) Scott will check whether we have renewed our Secretary of State registration for 2017. Yes, we did, and he sent a copy of the form to Matt. * (2017-04) Matt will talk to Terry about coming to a board meeting -- Yes, Terry can make it. * (2017-04) Hershey will check the PO box in the next week for a check from Beyond Conventions -- Done, no check as of April 28. * (2017-04) Most likely Matt will send an e-mail to Corwin and DD-B -- since there was no check, Matt did this on May 1. == Review Recurring Task List == Reviewed. Scott will be renewing our domains in the next couple of weeks. == Harassment policy massage == Matt proposes the following: 1) Under "Rules for Conventions" in the Minnstf harassment policy (http://mnstf.org/info/anti-harassment-policy.php), after "(Each convention in a named series counts as a different convention)", add: "These policies shall cover only what occurs in the convention venue as part of the convention itself, its set-up and/or tear-down. Any incident that occurs outside this scope, including those at convention committee meetings, are handled as per the above 'outside of conventions' section." [and break the paragraph here] 2) In PHITBBC+MYBOC (http://mnstf.org/info/hit-myb.php), add (1)a after (1) that reads: "a. Once this report has submitted, any further complaints coming to light will be handled by the board rather than the convention staff." 3) I don't remember why we have these as two separate documents. Can we simply paste PHITBBC+MYBOC to the bottom of the harassment policy and call it one policy? That would be less awkward. Tabled since we are missing Lydy and Hershey. == Archives == Matt would like $172.19 for another dehumidifier. The last one was recalled (with partial refund to Minnstf) because it might catch fire. Matt, Aaron, Scott and Lydy approved this expense by e-mail. Passes. Now ratified at this meeting. == Donation in Honor of Carol's 70th == All approved by e-mail donating $20 to Second Harvest in honor of Carol Kennedy's 70th birthday. So approved, needs ratification. Ratified. Also a proposal to donate to support Mason (Lyda Morehouse's son)'s science team going to nationals. By e-mail Scott and Lydy approved $20-$50. Lydy suggests $40 or $50. Matt approves $40. Aaron approves $40. Passes. Needs ratification. Ratified. == Approve $118 to Clay for renewing PO box == Approved. == Geek Partnership Society partnership == Put off until we have the full board. == Beyond Conventions == Corwin has proposed $25/month. By e-mail, Lydy, Scott, Aaron and Matt voted yea. Approved. Needs ratification. Ratified. == Conventions == * Minicon 52 Bottom line looks to be about $800. This is a profit, but not as much as the board asked for. This can be attributed almost entirely to there being very few people registering at the door despite very strong pre-reg numbers. The two major lingering items are the hotel bill and the consuite expenses. The hotel is trying to charge us for missing the room block even though they had a publicly advertised rate that was lower than the con rate while our block was still open and then didn't credit us for those rooms, which were probably nearly all con attendees. * Decongestant 2 All departments are now filled. * Minicon 53 The contract was signed. They've paid the desposit. We had the Minicon 52 post-mortem/first Minicon 53 concom meeting. The next concom meeting is June 25. All major departments are filled. * Minicon 54 We have a hotel signed, since it's a two year contract. Emily and Kevin are probably going to ask to run it, but haven't done so yet. * Minneapolis in 2073 No report. == Next meeting == Eventually determined to be June 24 at 2pm at Clay and Hershey Harris's. == 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. Still needs a voided check or deposit slip. * (2017-02) Hershey will keep bothering Dean about asking about our locker location. * (2017-04) Scott will work on ASCAP. * (2017-04) We'll all read the new GPS draft agreement. * (2017-05) Matt should add Terry to the quartermaster address. * (2017-05) Scott will find the credentials for our existing PO Box online account. * (2017-05) Scott to renew our domains in the next couple of weeks. * (2017-04) Matt and Hershey will continue watching for a check from Corwin. He agreed to $25/month, and we suggested starting May 15.