Sunday May 6, 2018, 1pm, at Scott Raun's house. Attending board members: Matt Strait (by phone), Scott Raun, Anna Dudda, Aaron Vander Giessen. Non-attending board members: Hershey Harris. Others attending: DD-B. == Approve previous minutes == Approved! == TODO list == * (2017-12) Aaron will shepherd along the latest Vanguard form. -- we need Carol, Aaron, Richard, Irene, and Dean all to have notarized signatures on some form. Aaron will arrange. * (2017-05) Scott will sort out our PO Box online account -- not yet. * (2018-04) Scott will call ASCAP about the bogus 2013 bill -- not yet * (2018-04) Matt will see if Terry can come talk about quartermastering/inventory/storage locker/renting out stuff at an upcoming board meeting -- asked, waiting for a reply. * (2018-04) Scott will ask Carol for a report of our finances to help guide us on the Minicon 54 profit target. (Minicon 53 profit target is/was $2100.) --- Asked, waiting for a reply. DONE: * (2018-04) Scott will tell Ann about our new limit on the number of more expensive meetings in the GPS meeting room. * (2018-04) Scott will talk to DD-B about coming to a meeting to talk about the DavE photo project. == DavE photo project (with DD-B) == DD-B has both DavE's photos and lots of new Minicon photos as well. He says that this is not something that the board needs to direct, but that he'd like guidance from the board if we'd like to give it. DD-B: We would like some sort of formal transferable rights to DavE's fannish photos, videos, etc. This would allow us to curate them, and then later, if we wish, to pass off the curation to another fannish or professional party. If Creative Commons is agreeable to DavE's brothers, who hold the copyright, that would work. A challenge is to separate his photos into fannish and non-fannish (e.g. family photos). DD-B brandishes a draft of a proposal for the family. Main points: - Ownership: States that Dan Romm and Joseph Romm own the copyright on the materials, as per DavE's will. - Doesn't ask for transfer of copyright. - Defines "fannish materials", which attempts to cover non-obvious cases. We'd like rights to use these. - Defines "Minneapolis materials", such as his street painting project. These are neither family photos nor fannish materials. - States that we don't generally want rights to use family photos, however we'd like rights to use a small number of family photos to be used in an "About DavE" section with the archives. - States that we'd like to physically hold media such as Polaroid photos and negatives, without changing anything about their copyright or right-to-use status. - Requests to use CC-BY 4.0 International license. We all like this. Now, money. DD-B has already spent some money on this project, such as disk drives to keep working copies and backups of the photos. He does not consider by any means that the board is obligated to reimburse him for this. DD-B notes that there are at least two other similar photo collections that perhaps he will get at some point. He would like to buy three more hard drives, ~$600, plus materials for packaging negatives, prints, Polaroids, etc. Cloud storage is not financially feasible at $400/year for the best option found. Since initially (and for a while) the photos will not all be displayed on the web, we can't use our Dreamhost web account for them. We approve of DD-B making a gallery website for this. He'd like permission to raise funds as a Minn-stf project. This could be, for instance, making requests from Worldcon surplus, GPS, Fanac.org, etc. No exact dollar amount goal set yet, but $2000-$3000 is in the ballpark. The idea is to ask those organizations. Individuals will not initially be solicited, but we'll take their money if they want to give it. Later, we'll consider using Kickstarter or GoFundMe if needed. We approve. We ask DD-B to let us know of any scope changes before changing the scope. Implementation details: As a Minnstf project, checks will go to Minnstf, be deposited into our account, and then DD-B will be reimbursed for expenses up to the goal stated. Scott will consult with Treasurer Carol about further implementation details. == Virtual meeting attendance == The question came up whether someone can hold a fully virtual Minnstf meeting, e.g. a scheduled Skype chat, and have attendance count for voting rights. We have previously ruled that calling into a normal Minnstf meeting does not count as attending (but that calling into a concom meeting can count). Scott has a proposal: 1) Minicon meeting virtual attendance counts at the discretion of the chair or their designate. 2) Minn-StF meeting virtual attendance at a physical meeting does not count. 3) Minn-StF meeting virtual attendance at a virtual meeting does count. It will be the responsibility of the host to turn over an attendance record to the Membership Secretary. We approve. Only the third point is new. The other two are accepted policy already. Note: we don't consider it necessary to write this into the bylaws. We see it as interpretation of existing bylaws. That is, it's case law. Also note that no one has asked for a ruling. There was a request to have a virtual meeting, but it didn't happen. So this is, as yet, preemptive. == Do we ban people who probably aren't coming? == We received a request to ban someone -- from what it wasn't specified, but presumably Minicon -- who attended Minicon in the distant past, but hasn't been attending and who we have no reason to believe is going to attend. Do we want to ban people who aren't coming anyway? And in this specific case, would a ban be merited if this person were to want to come? Short discussion. Scott is going to send a quick response back to the requester saying that the board is considering it. Otherwise tabled until the next meeting. == Next meeting == Will be at noon at the picnic, July 21, at Picnic Area #2, Minnehaha Falls Park. == TODO list == * (2017-12) Aaron will shepherd along the latest Vanguard form. * (2017-05) Scott will sort out our PO Box online account. * (2018-04) Scott will call ASCAP about the bogus 2013 bill. * (2018-04) Matt will see if Terry can come talk about quartermastering/inventory/storage locker/renting out stuff at an upcoming board meeting. * (2018-04) Scott will ask Carol for a report of our finances to help guide us on the Minicon 54 profit target. (Minicon 53 profit target is/was $2100.) * (2018-05) Scott will send a note back about the request for a ban saying the board is considering the issue. * (2018-05) Scott will tell Ann of our new rule on virtual meetings. * (2018-05) Scott will consult with Carol about implementation of managing money for DD-B's photo project.