MINNSTF board meeting June 15, 2025, 6pm, at Scott's house. Attending board members: Matt Strait (recording), Delia Ihinger, Linda Lounsbury, Scott Raun, Hershey Harris. Attending others: Scott Lohman, Lizzy Adams, Isaac (with Lizzy), Irene Raun, Rebecca Strait (lurking in the shadows in the final case). == Ratify approval of previous meeting's minutes == Delia, Hershey, Linda, Matt have approved by e-mail. Ratified! == Review TODO list == The remaining TODO list is: * (2025-05) Matt will add a back-up admin for the Minicon concom mailing list. Not done. Back on the list. * (2025-05) Scott will ask Carol if the books are balanced for 4/30/2025. Asked and she said she'd do it this weekend. Scott will check again, and also for May's statement. * (2025-05) Linda will advertise the Cheer Secretary at the next MNSTF meeting. She did. * (2025-05) Scott will look into Discord - what is the status? Does Laurel have control? Back on the list. DONE: * (2025-05) Matt will ask Aaron for investment account balances. One fund has $18,010 and the other $15,260, total $33,270. * (2025-05) Matt will ask Aaron what social media accounts he controls. He replied, with additions from talking through it at this meeting: ** Aaron controls: Facebook: Minicon page (admin of group, no "Minicon account") Other admins of the Minicon Facebook group/page (not the account) Aaron Vander Giessen Robin Severson Ann Totusek Delia Ihinger Joelle Ruth Phillips Tumblr: Theminiconblog Instagram: Minicon_MinnStF Shared with Lilly on 10/31/2023 Twitter - Not in use: Minicon Pinterest: Minicon Blue Sky: Minicon-mnstf.bsky.social Bridgely (reposts from Blue Sky to Mastodon): @minicon-mnstf.bsky.social@bsky.brid.gy Tumblr, Instagram, Pinterest, and Blue Sky have all been migrated to use email account: MiniconSocial@gmail.com. This way, we (I) can give the MiniconSocial email account and passwords to a person or people and the accounts are not tied to my email. ** Someone else controls: Facebook, besides the Minicon page (see above): Minnstf page: Scott is admin Minnesota Science Fiction Society <-- I do not know who the admins are for this page. Scott will look into it. MNSTF <--- Looks like maybe Facebook has purged this one Livejournal -- we don't know who owns them -- maybe Scott, he'll check. Minicon.livejournal.com > Last post - Emily, April 2018 Mnstf.livejournal.com > Last post - Scott, Dec 2021 Discord (Kevin Austin - Laurel Krahn & maybe Lily runs server) -- see above Twitter (Laurel Krahn): Mn-Stf -- Scott will check it out. * (2025-05) Matt will ask Andra for the Minicon 58 balance -- it is $8530. * (2025-05) Matt will tell Lizzy when the next meeting is. * (2025-05) Matt will tell Scott Lohman when the next meeting is. * (2025-05) Matt will get the old Einblatt mailing list disabled/deleted. Deleted May 19, with all the mailing list data saved just in case. RIP Einblatt, born May 11, 1968 (y'know, unless someone wants to start putting out issues). * (2025-05) Matt will tell Beyond Conventions that we're Jubileeing them -- done on May 18 by e-mail. * (2025-05) Scott will get the ASCAP bill paid -- Done, check went out on May 15. It was $169.30. * (2025-03) Scott will talk to Dean about being a signer -- he said yes. * (2025-05) Scott needs to renew mnstf.org and minicon.org. * (2025-05) Scott will do the taxes. * (2025-05) Scott will renew us with the secretary of state. * (2025-05) Scott will renew Minicon's assumed name and let us know what the filing process was (paper or online). We added "Assumed Name - start by looking up Minicon, the annual renewal can be done online from there" to the Recurring Task List. == Review recurring task list == * Ask the treasurer for a semi-annual report of our income and expenses -- Scott will. * Send notice to concoms reminding them how voting member status works -- Matt will. == Proposal from Lizzy and Isaac == They'd like to be a project of Minnstf. They are looking to publish an anthology magazine with fiction (not a fanzine). It's going to be aimed at adults, but may have some YA stuff. Finances: not planning to open separate bank account. Take in and track money, submit to club treasury. For expenses, keep receipts and get reimbursed by club treasurer. Make sure not to cancel out money-in and money-out -- we need to know our gross income. Digital donations should go to our PayPal account with a memo saying what it is for. Is Tales of the Unanticipated still running? Scott is working to sell the existing copies, but does not expect that there will be more issues. Financial goals: Matt proposes that the goal is to break even and that if they look like they're going to lose more than $500 in a year, they should stop and ask the board what to do. Scott adds: and discuss with the board on a regular basis how lumpy the income and expenses will be and we'll adjust as needed. Matt will send Lizzy info on what to put in the copyright statement/colophon to indicate that it's a club publication. What are they going to do about ISBNs/ISSNs? They were thinking of using ISSNs, which are free. Scott will look to see if we have unused ISBN numbers. They'll keep coming to meetings/parties and we'll see what other technicalities need sorting out. == Finances == No items other than discussed elsewhere. == Adding officer positions for electronic accounts == Tabled until we have figure them all out. == Officer reports == President: Sharon Kahn Vice President: Hershey Harris Hershey has nothing to report. She should practice running business meetings. Sharon would like her to do it because Sharon doesn't really like running them. Treasurer: Irene Raun Assistant treasurer: Carol Kennedy For-profit bank - main account signers: Carol Kennedy (primary), Irene Raun, Richard Tatge, Dean Gahlon Credit union - membership controllers: Matt Strait, Irene Raun Credit union - odd-Minicon account: Matt Strait, Linda Lounsbury Credit union - even-Minicon account: Matt Strait, Andra St Arnauld Investment account - signers: Aaron Vander Giessen (with web powers), Carol Kennedy, Irene Raun Irene reports that everything is fine. We discussed for a minute that we should eventually, some day, maybe, move our last checking account -- the main club account -- from US Bank to Blaze. But no rush. Matt reports no trouble with accounts he is on. Correspondence Secretary: Hershey Harris and Linda Lounsbury Mail has been delivered. Membership Secretary: Scott Raun He's a little behind, but has lots of time to catch up. Recording Secretary: Matthew Strait Doing it now. Happy. Cheer Secretary: Carol Kennedy No report. Rune Editor: Matthew Strait Still no plans to put out an issue. Archivist: Matthew Strait (includes web archives) Still archiving. Quartermaster: Jim Porter No report. Director of the Fan Photo Archive: David Dyer-Bennet No report. Webmaster: David Dyer-Bennet No report. == Conventions == * Minicon 58 Trying to close the books. Seems like we're nearly there. * Diversicon 32 Scott L hands checks over to Hershey go go to Clay for registration. Programming is in development. Don't know reg numbers right now. Mail-in registrations are going to both the old Diversicon PO box and also the regular MN-stf box. People who read newer stuff, including the website, will be using the latter. What about online reg? Scott thought that they had a form up on the website, but it doesn't seem to be there. Scott will check with Rich. We think Rich has been talking to Clay. Working on vendors. GoHs are happy. They've sent in lots of panels they want to do. Not too much else to worry about that until closer to the con. * Minicon 59 * Stacey would like to officially be a co-chair (with Matt being chair) Yes, board says, assistant chair. We confirmed featured musicians Graham and Becca Leathers. * Minicon 60 Need to work on the contract. Their sales person has changed. Working on author GoH. Having some trouble because of people who won't travel here from abroad. * Minicon 61 We have an author who said they were available for this year, who we'd like, but there is no chair yet. What should Matt do? Send them back an e-mail saying that we really do like them, but since we don't have a chair yet, so we can't confirm yet, but please really keep us in mind. * Minneapolis in 2073 John Wardale is printing us yet more ribbons to add to the stockpile. It is excessive, but he is donating the cost. == Book donations == Ted Anderson, Franklin STEAM Middle School librarian, came to a Minnstf meeting and accepted a box of books. Some books are back-ordered and will go to him later -- about 10-12 more books. He may come to the next Minn-stf meeting, too. Neat! == Minnstf directory == It is very out-of-date. Delia volunteers to work on it. Sources: most recent Minnstf directory, Minicon concom directory, board members' knowledge. == Next meeting == 3pm, July 12, at Crystal's house right ahead of her Minnstf meeting, if she'll have us, otherwise at Scott's house. Matt will check. == Review new TODO list == * (2025-06) Matt will send Lizzy our logo and PayPal address. And "[This publication], a RUNE PRESS publication, is ©2025 by the Minnesota Science Fiction Society." [logo] -- DONE * (2025-06) Scott will look to see if we still own unused ISBN numbers. * (2025-06) Matt will check with Crystal about having our board meeting at her house. * (2025-05) Matt will add a back-up admin for the Minicon concom mailing list. * (2025-05) Scott will ask Carol if the books are balanced for 4/30/2025 and 5/31/2025. * (2025-06) Scott will ask Carol for semi-annual financial report (Jan-June 2025). * (2025-05) Scott will look into Discord - what is the status? Does Laurel have control? * (2025-06) Scott will ask Laurel about the "Mn-StF" Twitter account. * (2025-06) Scott will figure out what is with the Facebook page for "Minnesota Science Fiction Society" * (2025-06) Scott will see if he has control of our two Livejournal accounts. * (2025-06) Matt will send notice to concoms reminding them how voting member status works. * (2025-06) Delia will work on the Minnstf directory.