MinnStF board meeting, April 1, 2022, 8:30pm. (But no jokes.) On Jitsi. Attending board members: Matt Strait (recording), Aaron Vander Giessen, Linda Lounsbury, Scott Raun, Isaac Schneider. == Ratify approval of February minutes == Approved by e-mail, so we need to ratify in a meeting. Ratified! == Approval of March minutes == Approved! == Review TODO list == * (2022-03) Matt will make sure to get an answer from Brother Joe about continuing as quartermaster. He refuses, because Minicon 55 made a rule that everyone needs a booster shot to attend. That's not really logically connected, since the quartermaster doesn't need to come to Minicon, but it's his position. We'll ask Thorin, and then Issac. Linda will ask Thorin. * (2021-06) Scott will correspond with ASCAP to tell them we had no events in the last year. No progress. He needs to call. They keeping billing us even though we explained by e-mail. * (2022-02) Hershey will tell Clay he's been voluntold to buy air filters. Let's reassign this to Matt. Matt reminded Clay on March 26. Clay requests he be authorized to buy three instead of two. In fact, he's already bought three and will use the third for himself if we don't want to authorize it. If we authorize it, Clay wants it used in the gaming room at Minicon. We feel that gaming is a reasonable use for a third unit, if we had a third unit, since people will spend long periods of time there together with no breaks, unlike the programming rooms that get cleared out periodically. The first two will be in the side rooms of the consuite, where people are allowed to take their masks off to eat and drink. Linda asks if the consuite will be open 24h. We think probably not. So, do we want three? Sure, we all unenthusiastically vote yes. Matt will tell Clay. We remind ourselves to remind others that these can be used for other events besides Minicon. Done: * (2022-03) Scott will ask Carol if she will continue as assistant treasurer. She accepted. * (2022-03) Matt will make sure to get an answer from Hershey about continuing as a correspondence secretary. She accepted. * (2022-02) Aaron will talk to Minicon 55 chairs and see if he can get them to schedule a concom meeting, and ask them about the Teen Room. Done, and there was a meeting, and the Teen Room was resolved. Isaac will run it despite his geriatric status (age 21) because we don't have time to find a younger person. * (2022-02) Matt will make sure that our grant check gets to the Vibrator Girl folks -- in the mail March 2. * (2022-01) Scott will follow up with Carol about paying GPS $200 as per our agreement -- in the mail March 2. * (2022-02) Matt will find out how we can arrange for a screening of Vibrator Girl at Minicon. Also how to pay the grant. Also if we can get our logo in. Also what the approximate equivalent rating would be, for purposes of thinking about our screening. 1) They're happy to get their grant money by check, and Scott and I have asked Carol to generate one. 2) Yes, they'd be thrilled for us to screen it. It's not going to be ready for Minicon this year, but very likely for Decongestant. And we can then show it at Minicon next year. 3) The approximate rating would be R. There will be nudity and "simulated masturbation", but nothing explicit and no close-ups of naughty bits. 4) Yes, we can get our logo next to our associate producer credit. I've sent a high res copy along. * (2022-02) Matt will post the covid policy on the website. Done. * (2022-02) Matt will announce the next meeting to officers and chairs. Actually this doesn't make sense at the time because the first meeting of the new board is mainly for the purpose of (re)appointing officers. But he'll do it this time. == Review recurring task list == Was ASCAP due on March 31? But we still had no relevant events, so we shouldn't owe anything. Scott will tell them that we didn't have any events for *two* years. "At the first meeting of the new board, review the mailing lists and forwarding addresses: The board-chat mailing list is currently administered by Scott Raun and DD-B. Currently the board-at-mnstf forwarding address goes to Scott." We'll keep these as is. Matt should update the list of officers on the website. "Convention incident info: More than a month before Minicon, and other cons, forward any relevant information about incidents at previous cons to the upcoming con." We don't have anything relevant to forward. The last time Minicon had an interesting incident was six years ago. Tax filing is due May 15. Scott is reminded to use Chrome for easier PDF generation. With the taxes (actual deadline Dec 31): Renew Minicon assumed name (as of 2020, must be paper filed). With the taxes (actual deadline Dec 31): Annual renewal with the Minnesota Secretary of State for Minnesota Science Fiction Society. There's a link for this on the wiki. Scott will handle these last three things, and report on the current process for the assumed name. Send bills for past due accounts. On Matt's TODO list. == Officer selection status == Here's what we have so far. Everything is set except quartermaster: President: Sharon Kahn First Vice President: Dean Gahlon Treasurer: Irene Raun Assistant treasurer: Carol Kennedy Correspondence Secretary: Hershey Harris and Linda Lounsbury Membership Secretary: Scott Raun Recording Secretary: Matthew Strait Einblatt Editor: Osce Erikson Rune Editor: Matthew Strait Archivist: Matthew Strait Quartermaster: (in progress) Director of the Fan Photo Archive: David Dyer-Bennet And Linda may perhaps do a single issue of Rune, but she only wants to be guest editor under Matt. == Conventions == * Minicon 55 Are they ok? Has the debate over covid rules cooled down? Have they been in touch with GoH? Are they ready to get stuff to the con from the storage locker? They debated the covid rules at the concom meeting on Tuesday. The conversation was briefly intense, but resolved well, and was really only about a very small edge case. Yes, they're in touch with the GoH. The main GoH liaison was having e-mail problems, which are now resolved. Yes, the logistics (moving truck) head is still active, and was at the concom meeting Tuesday. And there's even going to be a costume contest (or masquerade, or whatever they're calling it). So things seem fine. On the Tuesday concom meeting, Minicon 55 changed the rules to require covid booster shots and not just the primary series. We're sending out an e-mail and a postcard and making social media posts to make sure all pre-registered members know this and hopefully head off problems at the reg desk. * Minicon 56 Matt has volunteered to chair, and the M55 chairs would rather step down. Should we actually solicit bids instead of just installing Matt? Let's appoint Matt, and if someone else tells us that they want to chair instead, we'll consider their proposal. We appoint Isaac assistant chair. To remind ourselves again, yes there is already a hotel contract for Easter weekend 2023. * Decongestant 5 Same as before: We're all set up with dates, the hotel, the registration system, etc. No need to do anything now. Will have flyers at Minicon, hopefully going into all pre-reg envelopes as in previous years. Will think about it further after Minicon. * Minneapolis in 2073 No report. == Next meeting == Linda's, 6pm on May 21, at her Minnstf meeting. == New TODO list == * (2022-04) Linda will ask Thorin if he wants to be the quartermaster. * (2021-06) Scott will correspond with ASCAP to tell them we had no events in the last two years. * (2022-04) Matt will tell Clay that we unenthusiastically approve a third air purifier unit. * (2022-04) Matt will announce the next meeting to officers and chairs. * (2022-04) Matt will update the list of officers on the website. * (2022-04) Scott will do the taxes. * (2022-04) Scott will do the MN Secretary of State check-in. * (2022-04) Scott will renew the "Minicon" assumed name and report on the current process for doing that. * (2022-04) Matt will send bills for past due accounts. >> Next meeting: Put book donations on the agenda: how much are we allocating for this year?