Minnstf board meeting 1pm, on Saturday May 11, 2019 at Scott and Irene's. == Approve last meeting's minutes == Matt and Scott approve. Clay didn't read them. Oh wait, he did read them, and he approves. Eric says "yeah yeah", so that's unanimous. == TODO == * (2019-03) Aaron will ask Terry if he'll do one last inventory and deliver it to the board -- Terry did inventory as the bins went back into the locker after Minicon. We do need to make sure to get it from him. Maybe we did get a pointer to it. Scott will look. Done: * (2019-03) Scott will ask Carol and Irene to send us a report of the club's expenses for the last year to help us set the Minicon 55 profit target -- Scott has asked, and Carol says we'll get the report by May 11. We have it in hand. * (2019-03) Aaron will ask our quartermaster candidate if he'd like to be quartermaster. -- Aaron did this, and the answer was "no". * (2019-03) Scott will let Anna know that Clay is going to be webmaster, since he has a project to do, and that she can stay on as a co-webmaster, or not, as she likes. Anna says that Clay should be the whole webmaster. * (2019-03) Scott will get our taxes done. -- This happened. Copy sent to the board on March 28. * (2019-03) Scott will tell Carol and Irene of the new treasurer setup. * (2019-03) Scott will tell Carol that we no longer require two signatures for checks under $100. * (2019-03) Sometime closer to Minicon, but not now, Matt will update president@mnstf.org to point at Sharon. * (2017-12ff) Aaron will shepherd along Vanguard. Specifically (2019-03) he will call Vanguard and make sure they got the letter from US Bank. We have achieved linkage! "Vanguard account is up and running. The money was successfully deposited. As of the current statement, our investments are at +$316." * (2019-03) Matt will ask Nico if he'll continue as second vice president. He agreed. * (2019-03) Clay will ask Hershey if she'll continue as corresponding secretary. She agreed. == Review recurring task list == Scott will get ASCAP done for 2018 and 2019. Scott reports: "Filed the 2019 Annual Update with Minnesota Secretary of State. I never filed the 2018 update - I was waiting on the new house build and lost track [but we're still good]. Current timetable has us owning the current house through early 2020, so I should be able to file the 2020 update in January using my new address." No other items were up for getting recurred. == Treasurer report == Carol e-mailed us the following: *** begin Carol's e-mail *** Meetings 13 @ $75 = $975 (Budget should be for 20: 2 per month minus pool, picnic, Minicon, and NYE) Picnic $100 + rental $161.66 Pool Party $200 + rental $196.76 (Rental depends on hotel agreement) NYE $150 Meeting space rental $200 (Depends on whether we need one) Storage 12 x $140 = $1680 ASCAP $130.21 (variable) GPS $200 Domain fee $34.40 PO box $250 We had one nonrecurring expense, a memorial for Rob Ihinger $50. However, we probably should budget for such (sad to say). So far, I have paid for "cheer" cards and postage, and will continue, but it probably should have a small budget as a policy. Consider budget for flowers/balloon/plant/etc for members in hospital. *** end Carol's e-mail *** At our April 25, 2013 meeting we said: 'our policy is that the person in charge of memorials is authorized to spend $60 [amended from $50] plus shipping on flowers or something else suitable. The reason for "plus shipping" is that we want to send the same quality thing regardless of how far away the family/friends of the deceased is. The choice of "something else suitable" is left to the discretion of the person in charge. Donation to a charity of the family's choice is noted as a possibility.' At our July 27, 2013 meeting, we approved Carol to spend money on memorials, up to $50 each, indefinitely. (In the change of board, we apparently lost the increase to $60 as well as the "plus shipping".) Matt suggests that we officially extend this ongoing task of Carol's to include both memorials and people in the hospital, etc. We agree on $50 plus shipping as a cap for each instance. Scott will tell Carol. Scott used Carol's numbers to project our expenses for the next year. He, after discussion with the rest of the board, came up with $5500 total estimated expenses. Why is this so much higher than last year's estimate? We looked into it and found that last year, we just forgot to budget for the storage locker! Whups! Fortunately, we have savings. We currently have $20k in Vanguard and $10k in a CD that earns 2.62% interest. We agree on 5% estimated return on Vanguard for budgetary purposes. Several board members believe this to be quite conservative, but everyone is happy with using the number. This gives us $1260 in budgeted projected income. Since $5500 minus $1260 is $4240, and we are supposed to shoot for losing $1000 as per the bylaws, this suggests a profit target for Minicon 55 of $3200, which is close to M54's target of $2900. ==> The Minicon 55 profit target is $3200 <== Matt will tell the chairs. == Conventions == * Minicon 54 Matt is currently projecting a profit of $1300, with the huge caveat that we haven't gotten the hotel bill yet, and a smaller caveat that we haven't been billed for PR2 or the program book. This is compared to the target of $2900. Eric notes that he, as code of conduct head, hasn't delivered his report to the board for M54 or M53. So he's going to do that now. He brandishes papers. We got no calls at M53 or M54. * Minicon 55 We set a profit target, see above. Otherwise, the board is happy. * Decongestant 4 Matt reports that we are partnering with Arcana, if anyone didn't know that yet. We expect somewhere between a dozen and 40 extra people from that, probably more like a dozen. We have a nice publicity flyer from Fastner+Larson. * Minneapolis in 2073 Nothing to report. == Minnstf logo clothing == Scott reports that Land's End, for less than $100 setup fee, will put our logo on file and let anyone order clothing with it, indefinitely. No money would flow back to us. It's just for advertising. We are not super enthusiastic, but there are no objections. Scott agrees to promote it so we get our advertising value. == PayPal documentation == PayPal is going to start requiring that if we want to hold a balance, we have to prove that we exist, including verifying our address and EIN. They say that we can't use a PO box address, and they want an IRS letter (dated anytime) *assigning* our EIN, not just one that shows it. We could also use "the first page of a business bank statement showing at least the last 4 numbers of your EIN or TIN" from the last 12 months. We do have something showing Scott's address filed with the secretary of state in the last 12 months. Did PayPal like that? Matt doesn't remember. Do we have anything to satisfy the EIN document? Our US Bank statements do *not* show any part of the EIN. Or should we just not hold a balance in PayPal? I think the alternative is that all registration money goes straight to our bank account. We'd earn like a dollar more interest per year this way, and it seems like it would make balancing the account much more difficult, but maybe not. We could probably request a new letter from the IRS assigning our EIN. Is this worth the effort if it's not a big deal for the money to just go straight to US Bank? At the moment, not clear, but it's possible that later we'll need our documents in order with them for some other reason. Clay is worried about this. Matt suggests that Clay take point on this. == Officers == We need a quartermaster. We think of someone we will ask. We'd like to add to the quartermaster job description, "The quartermaster shall manage space usage in the storage locker and should be consulted before anyone buys something that will use a lot of space." If our candidate says no, we can ask them for more suggestions and also ask the M55 chairs for more suggestions. == Emily's proposal for bylaw amendment == Emily proposes that only up to four "meetings regularly established for social purposes" count towards voting eligibility, and that also each day in which a person volunteers for at least two hours for a Mnstf con also count (with no limit). None of the present board members are enthusiastic about this proposal. There are concerns about the bookkeeping for volunteering. We also do not want to move the emphasis this far away from Minnstf as a club. Scott notes that when we came up with the number 7 for how many meetings someone had to attend, we were usually having about 36 meetings that counted per year. Now we have more like 28, so if we want to increase the voting members list, a simple thing would be to reduce the number 7 to some lower number. Eric does favor somehow acknowledging that many people are involved in Minicon but not the social meetings of Minnstf. We table this until all five board members are present. Emily also would like the board to inform concoms of how voting eligibility works in a more regular way. We all agree that this is a good idea. How should we implement this? We could have a more formal sign-up sheet that has a notice of it at the top for use at concom meetings, but it might not end up getting used (usually the sign up sheet is a random piece of blank paper). We could just ask the chairs to remind people. That might not be reliable. The board could periodically post the information to the concom list. (This reminds us that we may not have communicated with Don and Sharla about the GPS agreement requirements for Minicon. Matt will do this.) We agree that we're going to start by asking Don and Sharla (and subsequent concom chairs) to announce at meetings that the sign-up sheet at concom meetings is for voting purposes, and also we're going to, twice a year, post to the concom list(s) directly with this information. Matt has added this to the recurring task list. == Next meeting == Tentatively Wed June 26, 6:30pm, Scott's house. Back-up times: the next day, same bat time, same bat place. 2nd back-up: July 11, also same. Matt will put "schedule next meeting" in an e-mail subject line to the board. == New TODO list == * (2019-03) Aaron will ask Terry if he'll do one last inventory and deliver it to the board -- Terry did inventory as the bins went back into the locker after Minicon. We do need to make sure to get it from him. Maybe we did get a pointer to it. Scott will look. * (2019-05) Scott will get ASCAP done for 2018 and 2019. * (2019-05) Scott will tell Carol of her new extended cheer powers. * (2019-05) Matt will tell the M55 chairs of their $3200 profit target. * (2019-05) Matt will ask our new quartermaster candidate if they'll do it. * (2019-05) Matt will make sure Don and Sharla know about the GPS agreement requirements for Minicon, and ask them to make sure to inform concom members of how voting eligibility works.