Mnstff board meeting meeting Thursday March 26, 7pm, by Zoom. Attending board members: Matt Strait (recording), Linda Lounsbury, Scott Raun, Eric Forste, Aaron Vander Giessen. == TODO list == These are still pending: * (2020-03) Scott will handle the ASCAP bill. * (2020-03) Matt will draft language to require hand-marked paper ballots for the board election. * (2020-03) Scott will get Laura's input on the proposal of requiring hand-marked paper ballots. * (2020-03) Aaron will ask Don and Sharla if they are happy running Minicon 56 in 2022. Done: * (2020-03) Matt and Aaron will publicize connection information for tomorrow's business meeting. Aaron will create a Zoom number. == Welcome new board member Linda == * Board-chat, board@mnstf.org * http://wiki.mnstf.org/index.php?title=New_Board_Member * http://mnstf.org/records * Please read the bylaws. == Approve last meeting's minutes == Approved! == Officers == President: Sharon Kahn -- says she's willing to do it again. We'd like to have her again. We'd like to know under what conditions she will start scheduling meetings again (what with COVID-19) (obviously not until at least Easter, since no one in MN is allowed to meeting until then). We want her has president regardless of the answer. First Vice President: David Dyer-Bennet We're happy for him to continue. Eric will ask him if he will continue. Vice President in charge of Seconding: Nico Johnson Although it doesn't have much effect, we're happy for him to continue. Matt will ask him. Treasurer: Irene Raun (speaker to banks) Assistant treasurer: Carol Kennedy (bookkeeping, writing checks) We're happy with this arrangement. Irene is willing to continue. Scott will ask Carol if she'll continue. We remind ourselves about signers. One signature for <= $100, two needed for more. We have four signers: Irene Raun, Richard Tatge, Carol Kennedy, Dean Gahlon. Correspondence Secretary: Hershey Harris We're happy with Hershey (and Clay) doing this. Matt will ask if she'll continue. Linda says she (Linda) goes past the Lake St post office weekly, so she could do it if necessary. We'll start by seeing if Hershey will continue. Membership Secretary: Laura Krentz, who would like to step down. New membership secretary should keep Mnstf directory up to date, or find a designee to do so. Matt can ask our several bright young faces to see if they are interested. Scott says also ask them about doing the Einblatt. Then Scott would have time free to do the directory. Especially given the pandemic, we can take some time to find someone to agree, as long as any meetings we might hold have their attendance lists kept safe by the hosts. The membership secretary does *not* have to attend most meetings. Recording Secretary: Matthew Strait Matt is happy to continue. Einblatt Editor: Scott Raun Scott will continue until his replacement is found (see above). Rune Editor: Matthew Strait and Kelly Strait Matt is happy to continue. Webmaster: Clay Harris Clay agreed to be webmaster last year because he wanted to work on the backend code. Not clear if he's done anything on that. Some of us would still like someone to spruce up our main page and the few other pages that actually fall under the purview of the Minnstf webmaster. (Most pages are managed by Minicon, the fallcon, the archivist, the Rune editors or the Einblatt editor.) It's perfectly functional. We'd just like it to be a bit less boring. Scott will try some recruiting. What we want is someone to write us a better style sheet. This is more of a one-time project than "being the webmaster". Maybe we should pay someone to do this. We'll try for volunteers. If not, we budget $500 for a (semi-)professional job. (Some discussion of the cost of cancelling this year's Minicon interjects. Currently it is illegal to use the hotel until midnight [actually turns out to be 5pm] Minicon Friday. This should really help negotiating with the hotel. Probably force majeure.) Archivist: Matthew Strait (including web archives) Matt will continue. Quartermaster: Emily Stewart Emily is stepping down, but will help transition to a new quartermaster. Matt will ask Brother Joe, since he's always been there for Minicon move-in/move-out. == Next board meeting == 6pm April 2 (in one week, less an hour), on Zoom, with dial-in possibility. == Whither Mnstf meetings, given COVID-19 == * We already have a policy, from the May 6, 2018 board meeting, that for a club meeting with no physical presence, attendance would count for voting purposes like a standard social meeting. This has never yet been done, but is now a very real possibility. Scott wants to know if we'd like to set any ground rules for virtual meetings. Like, do they have to use a particular technology, Matt asks? No, Scott is thinking more fundamentally about what's reasonable for the quality of home video chat these days. What works, more or less, is free-for-all small groups (2-6ish people), or moderated, structured, events. It doesn't work at all for free-for-all 20+ people having random conversations. So they can't really be just pure unstructured social meetings. But with mainly text chat, it can unstructured. But maybe we don't want to call a Discord channel, or whatever, a meeting. But it may still be a thing we should do. We will all ponder. Adjourned. == Item tabled or not gotten to in this meeting == * Do we need to amend the bylaws to temporarily adjust down the number of meetings needed for voting status? And/or go back to thinking of making alternate routes for voting status? * Proposed changes to harassment policy * Bylaws amendment to require hand-marked paper ballots * And accompanying guidance to membership secretary to reduce barriers to voting, i.e. let's just send everyone a ballot with a SASE. * Conventions == * Minicon 55 (now in 2021) * Minicon 56 (now in 2022) * Worst Convergence Ever * Decongestant 5 * Decongestant 6 * Minneapolis in 2073 == New TODO list == * (2020-03) Linda will ask Sharon about when she thinks it will be appropriate to schedule social meetings. * (2020-03) Eric will ask DD-B if he'll continue as VP. * (2020-03) Matt will ask Nico if he'll continue being 2nd VP. * (2020-03) Scott will ask Carol if she'll continue as assistant treasurer. * (2020-03) Matt will ask Hershey if she'll continue being correspondence secretary. * (2020-03) Matt will ask bright young faces about being membership secretary and/or Einblatt. * (2020-03) Scott will do some recruiting for getting us a nicer style sheet for our website. * (2020-03) Matt will ask Brother Joe if he'd like to be the quartermaster. * (2020-03) Scott will look into what the Zoom rules are for free meeting duration, and if we can have a free account for non-profits, too. * (2020-03) Scott will handle the ASCAP bill. * (2020-03) Matt will draft language to require hand-marked paper ballots for the board election. * (2020-03) Scott will get Laura's input on the proposal of requiring hand-marked paper ballots. * (2020-03) Aaron will ask Don and Sharla if they are happy running Minicon 56 in 2022.