Board meeting June 24, 2pm at Clay and Hershey's. Attending board members: Matt Strait (by phone), Hershey Harris, Lydy Nickerson, Scott Raun, Aaron Vander Giessen. == Approve previous minutes == Approved! == TODO list == * (2016-12) Lydy will talk to Geri and Margie about who owns the tapes and continue to follow up with professional archivists. Lydy had a nice talk with Geri, and pretty sure she understands now. Geri's understanding of Margie's desires is that as long as there's no money to be made, Margie wants them to go to a good home and be preserved. If there's money -- unlikely -- she'd like some. Lydy needs to confirm with Margie. After this is confirmed, it's time to talk to Peter B. at U of Iowa again. But also Geri wants to make sure to get some of them digitized and public before they disappear into an archive. They are currently in a safe place, so there's no rush. Aaron is wondering if we are going to need to raise funds to get this digitization done and if this is really Minnstf's responsibility. Lydy answers that it is de facto our responsibility, but it's not, like, an official duty of ours. But a lot of the stuff on these tapes are of people important to the club. It had been a project of Scott Imes' up to his death. The technology for doing this is now much better. So either Geri or we could work on raising money if that's needed. We'll work it out. * (2017-01) Aaron will keep working on Vanguard. Still needs a voided check or deposit slip. Aaron has everything he needs. Carol wants to do a final check of how much is reasonable to deposit. Aaron e-mailed her this week. * (2017-02) Hershey will keep bothering Dean about asking about our locker location. She's done this. Dean understands. Not sure if when anything will happen. Discussion of whether we would be interested in a main hallway locker if it were more expensive. Matt says his idea was that we'd be able to move up at the same cost based on seniority. But we agree that it could be slightly more expensive and be worth it. Like $5 per month perhaps. * (2017-04) Scott will work on ASCAP. Still working on it. * (2017-04) Matt and Hershey will continue watching for a check from Corwin. He agreed to $25/month, and we suggested starting May 15. Hershey has not checked the PO box since about a month after Minicon. So, like slightly after May 15. Matt berates Hershey a bit. Theoretically, we should have two checks from Corwin. Will probably check it next week. * (2017-05) Scott will find the credentials for our existing PO Box online account. Found them, but they no longer work. Scott will create new ones. * (2017-04) We'll all read the new GPS draft agreement. Hershey read it. Scott didn't. Aaron must have. Matt did. Lydy didn't hear clearly what Lydy said, but she said some things that suggests that she did. Hershey is currently against signing this agreement. Lydy likes the idea of cultivating our relationship with them because our need for their meeting space will probably increase in the future. Discussion ensues of dissemination of meeting location information. It seems like it is *only* going to Einblatt right now, and only because Scott bugs Ann. It should to be going out to a variety of media. Scott is going to talk to Ann about getting meeting information out better. Discussion of the fact that we require people come to seven meetings a year to have voting membership, but that the bylaws only require there to be one meeting per year. Of course, for forever now, we've had about 24 meetings per year. Aaron is ok with giving us another month to read it. There's no urgency. Scott declares that he doesn't have a strong opinion, except he wants to know the cost. Hershey would like to to be $200 a year, and then she will feel like she's getting a heckovadeal. Under $240 and she won't have to get Botox. Aaron would like the record to show that Minnstf is not paying for Hershey's Botox. Lydy likes it and thinks we should do it. Aaron brings up a clause in which we agree to give them a room party at Minicon (or "our biggest convention" or similar). Who is paying for the room itself? We think we might be willing to do this. Aaron will get it revised. DONE: * (2017-05) Matt should add Terry to the quartermaster address. Done on June 7. * (2017-05) Scott renewed our domains. == Review Recurring Task List == == Harassment policy massage == Proposed: 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) No one remembers why these are two separate documents. Paste PHITBBC+MYBOC to the bottom of the harassment policy and call it one policy. All approve. == Conventions == * Minicon 52 Matt is trying to get the books closed. Still waiting for a final hotel bill. Still waiting on receipts from the chair. A few other minor items hanging. * Decongestant 2 Matt reports that everything is in place. He hasn't done anything since the last meeting. He should start doing that. But everything's fine. Aaron notes an inconsistency: we said that the kings $109, but the hotel is charging $119. Matt and Hershey will look into it. * Minicon 53 Tomorrow is a concom meeting at the hotel (the Saint Louis Park DoubleTree). We believe Minicon 53 is making progress. * Minicon 54 Nothing new to say. * Minneapolis in 2073 Nothing to new say. == Next meeting == The summer is a disaster. Thursday 6:55pm, Aug 31. Aaron's house. == New TODO list == * (2016-12) Lydy will talk to Margie about who owns the tapes and continue to follow up with professional archivists. * (2017-01) Aaron will continue working on Vanguard. * (2017-02) Hershey will continue bothering Dean about the storage locker location. * (2017-04) Scott will work on ASCAP. * (2017-04) Matt and Hershey will continue watching for a check from Corwin. He agreed to $25/month, and we suggested starting May 15. * (2017-05) Scott will create new credentials for our PO Box online account. * (2017-06) Scott is going to talk to Ann about getting meeting information out better. * (2017-04) Aaron will send us a new draft of the GPS agreement. * (2017-06) Matt will get the new version of the harassment policy up on the web.