MNstff board meeting, Saturday Jan 13, 3:30pm at Scott Raun's house. Attending board members: Matt Strait (recording), Scott Raun, Hershey Harris. Not attending board members: Aaron Vander Giessen (conflict) and Lydy Nickerson (sick). == Approve previous minutes == Approved! == TODO list == * (2016-12) Scott will talk to Margie about who owns the tapes. Scott got a hold of Margie. "Scott would have loved for the tapes to go to a library." So this is good to go ahead. * (2016-12) Once Scott has done that, Lydy will continue to follow up with professional archivists. * (2017-05) Scott will sort out our PO Box online account. No movement. * (2017-12) Aaron will re-send the final GPS agreement to the board, and he'll sign it with GPS. We got the final version, which is attached to these minutes, and he's going to sign it on Tuesday. * (2017-12) Hershey will get the form from Vanguard to Carol and/or Irene (the two people who are signers on both the bank account and the Vanguard account) to take to the bank. Hershey's got the form in her bag. She's planning to take it to Carol today. Do these need to be signed by both Carol and Irene? In fact, we think that Hershey should give it to Aaron so he can fill it out and make sure the right thing happens. Done: * (2017-12) Scott will ask Carol if the Beyond Conventions check we got a few months ago actually made it to the bank and cleared. It did. * (2017-12) Matt will ask the Quartermasters if they could come to our next meeting. They both said they could not attend. Joel said: "To my knowledge nothing had changed. Rakhi borrowed a few things out of the locker for her convention, they were all returned." Matt notes that the inventory could be shined up a bit. It is missing the popcorn machine and projector screens, and perhaps other things that aren't in bins. == ASCAP == 2018 ASCAP paper work filled out for Hershey to give to Carol. == Review recurring task list == We need to get nominating meetings and the voting meeting scheduled. Emily is working on a date for the pool party, which is probably a nominating meeting. Scott will follow up with Laura Krentz. It's the new year now, so we should look at doing the 2017 taxes. TODO for Scott. We are up to date for our MN Secretary of State registration through Dec 1, 2018. Scott is planning to wait to renew until he is ready to receive mail at his new address, since this is the address that can't be the PO Box and is now Scott's current house. We'll try again for having a quartermaster at our next meeting. TODO for Matt [already done by time these minutes were prepared]. == DavE legacy == On Sharon's prompting, we discussed whether we wanted to try to give any direction to DD-B for the curating of DavE's photo collection. Now, we don't really have any authority to do this, but socially we can say something. We think we would like to see a permanent display of the photos on the web. We don't have an opinion about whether it is the complete collection or a selected set of the best photos. Matt asks whether we want this on our website, or just somewhere. He expresses concern that he doesn't want our webpage to become a directory of links to memorial pages. Scott suggests that there be a page at mnstf.org that is "links to friends" which can have links to live people's pages and memorial pages. Scott will follow up with Anna and/or DD-B about the "links to friends" page. == Conventions == * Decongestant 2 The only remaining item is that Hershey needs to see if she was charged for the function space, and then Matt needs to reimburse her. * A fallcon in 2018 Matt and Hershey are looking at dates and hope to have them nailed down soon. Hershey is going to find out from the hotel what's available. Top candidates are Labor Day weekend and the last weekend in September. Or maybe some other September weekend. Probably not the same weekend as we used for Decongestant 2 because that's a conflict for at least a dozen people. * Minicon 53 There's a concom meeting tomorrow. Planning is proceeding apace. The board is happy about it. * Minicon 54 No new report. * Minneapolis in 2073 Party at Capricon remains on Friday night! == Archivist report == Matt reports: I reported in August that we had 18.5 linear feet of Minicon stuff and I wanted to reduce this by 33%. Since then I have gotten it down to 17', which includes additions from several sources as well as weeding. So there is some work still to do. Have 11.5' of other stuff, which is about 2' more than in August, mostly because of the addition of DavE's stuff. Most Minicon t-shirts are now on the web, but still have some to work on. People are amused by cataloging bits of the archives at Minn-stf meetings, so I'll keep doing it. Goal is better organization and becoming more of a community resource. == Next meeting == February is packed, so we're thinking the next meeting will be of the new board at the voting meeting. The voting meeting looks likely to be March 10 or 17. (Matt could make the 10th in person, but not the 17th.) == New TODO list == * (2016-12) Now that we know it's ok with Margie, Lydy will continue to follow up with professional archivists about tapes. * (2017-05) Scott will sort out our PO Box online account. * (2017-12) Aaron will sign the GPS agreement. * (2017-12) Hershey will get the Vanguard form to Aaron, which then probably needs to go to Carol and/or Irene (the two people who are signers on both the bank account and the Vanguard account) to take to the bank. * (2018-01) Scott will follow up with Laura about getting nominating meetings and the voting meeting scheduled. * (2018-01) Scott will talk to Carol about 2017 taxes. * (2018-01) Scott will talk to Anna and/or about a "links to friends" page on our website.