MN-STF board meeting, July 6 at 6pm, by videoconference. Attending board members: Matt Strait (recording), Scott Raun, Linda Lounsbury, Hershey Harris. Non-attending board member: Aaron Vander Giessen. Attending non-board member: Clay Harris. Several minutes were used solving audio problems at the beginning of the meeting. We ended up relaying Hershey though Scott's phone, which worked surprisingly well. Ah, good times. == Approve last meeting's minutes == Approved! == Review TODO list == All done! * (2021-05) We'll all think about a young board member position. Matt wrote a draft bylaws amendment. * (2021-05) Scott will do the taxes and SoS renewals. Done, and copies of the PDFs sent to Matt. * (2021-05) Scott will watch for the automated notice for our domain renewals. Done. Check request and copy of the bill sent to Carol Kennedy for reimbursement. * (2021-05) Scott will consult with Jonathan about the FANPA Deed of Gift draft. Jonathan basically approved with a few minor edits. * (2021-05) Scott will confirm with Carol that the PO box has gotten paid on her credit card. This is now annual in October, so no charge this half of the year anymore. * (2021-05) Linda will contact school libraries. She has been in touch with librarians at South High and Washburn High, and we have finalized a list of 73 books (some were out of print) (76 titles since a few are omnibus volumes). Linda has all but four books in hand from Dreamhaven and Uncle Hugo's. Both libraries are closed for the summer, but Linda is going to try to get them the books soon anyway. She hopes to organize book signings/meet-the-authors in the fall. * (2021-05) Hershey will go try to get PO box keys. This happened, and Linda now has one of the keys. Linda got the ASCAP bill to Scott. They think we owe them, even though we've had no events. Scott is going to call them. Hershey and Linda both have mail for Matt. * (2021-05) Matt will announce the next meeting to officers and chairs. * (2021-05) Matt will send bills for past due accounts. == Review recurring task list == We should send bills for past due accounts and send notice to concoms reminding them how voting member status works. We assign these to Matt and Aaron, respectively. == Young board members position == Matt proposes the following: * Amend bylaw III.3.a to change "A single nomination by a person other than the nominee shall be sufficient to be nominated." to "Two nominations by a person other than the nominee shall be sufficient to be nominated." * Amend bylaw III.3.c to change "c) In races with a single winner, the winner shall be determined via instant runoff, also known as single transferable vote. In races with multiple winners, the first winner shall be determined via instant runoff and subsequent winners shall be determined by recounting the ballots in the same way with candidates who have already won removed." [after this is a description of IRV] To: "c) To determine the number of board members, the winner shall be determined via instant runoff, also known as single transferable vote. To elect the board, a ranked list of the candidates shall be produced as follows. The top ranking shall be determined via instant runoff and subsequent rankings shall be determined by recounting the ballots in the same way with candidates who have already been ranked removed. d) The highest ranking candidate who has not yet turned thirty five (35) at the regular annual meeting, if any, is elected to the board. The remaining seats on the board are filled by the remaining highest ranked candidates. e) Instant runoff is defined as follows:" [followed by the same description currently part of (c)] Finally, the first sentence of III.3.d (which will be renumbered (f)) is changed from: "In addition to the alphabetically-ordered list of winners announced to the membership, if it is practical the ballots shall be used to produce a list of all candidates giving the order they were elected or would have been elected." To: "The list of winners shall be announced to the membership in alphabetical order." We tabled this because Aaron isn't here. == Clay speaks == He would like a uniform COVID policy for meetings. Or at least a policy saying that if someone can't go to a meeting because the host has said that only vaccinated people are allowed, that they can come to the door and sign in to the meeting. We rule that this is a case that's already covered under bylaw II.8: "There may be circumstances where, for one reason or another, a member is not welcome in a house of another member hosting a meeting." Matt will let President Sharon know that we've made this ruling, and that we're not asking her to anything in particular, just wanted her to know. == Conventions == * Minicon 55 The department heads should be re-re-confirmed (the GoH have already been re-re-confirmed) and they should probably start having meetings and thinking about sending out progress reports and things like that. We assign Aaron to find out what the chairs are up to. * Decongestant 5 Matt should set a COVID policy and announce it. And he should find a consuite head. * Minneapolis in 2073 Matt noticed he had never done a 2020 year-end report. In 2020 Minneapolis in 2073 took in $7.20 and spent $4.27. Matt had a work meeting in conflict with Capricon, so we didn't have a party, then there was COVID. Plans for a party at Diversicon at the end of this month are in the air. Would the club like to pay for a room, because that would increase the probability of holding a party? Voted 2 to 1 against, with Matt abstaining. == Linda's Uncle Hugo's News == Don is still looking for a place. He'd like to buy a property within two years of when he sold the old one. == Next meeting == Thursday, Aug 12, 7pm at Scott's place (backup plan, Clay's house). We will check with Aaron if this is ok. == New TODO list == * (2021-06) Scott will call ASCAP to tell them we had no events in the last year. * (2021-06) Matt will announce the next meeting to officers and chairs. * (2021-06) Matt will send bills for past due accounts. * (2021-06) Matt will let President Sharon know the ruling we made about COVID rules at meetings. * (2021-06) Aaron will remind concoms how voting status works. * (2021-06) Aaron will find out what the Minicon 55 chairs are up to.