July 2019 Minutes

Present:

Brian Decker 
Anna Carey 
Dave Klecha (Abstaining)
Amy Sexsmith 
Allison Anderson 
Cylithria Dubois 
Bob Brodis 

Brian calls the meeting to order at 11.04AM

Brian calls a vote to approve the minutes from the last meeting: Motion passes

President’s report: more in depth report see old/new biz

Treasurer’s report: there is money in the TCF account

ConChair 2020 report: hotel contract is signed

Website should be up by the end of day

Old Business: 

Incorporation: Tabled

AASFA Planning Calendar: David still working on this

Update the AASFA website:ConFusion Reg will be up by EOD. website updated with current board members. Stilyagi bylaws will not be included along with AASFA bylaws. ConFusion website has been redirected here. 

Disruptive Individuals: Ongoing issues with disruptive individuals “E” and “F” discussed. Brian thinks these individuals should be disinvited from positions of responsibility at Confusion such as panelist/staff member/ volunteer. Lithie raises the possibility that “F” in particular may be so threatening as to possibly require coming to the board in the future to request a ban.

New Business:

AASFA Summer Picnic:

Picnic  has been scheduled for August 31 at noon at Southeast Area Park in A2

Dan and Lithie are doing food for picnic

Picnic has a Facebook event and AASFA website post

Nominations for Confusion 2021 Guests of Honor will be accepted at that time

Lithie moves to switch AASFA website email hosts to GSuite because there are problems with the old one. This would cost ~$2880/ year for 40 users. Tabled until next meeting

Confusion Budget: Brian would like to see attendance numbers and totals re comped rooms before further budget decisions/ approval.

Other business:

Treasurer topic was discussed

Brian moves to close the meeting at 12:27pm. 

Motion passes

June 2019 Minutes

Present:

Brian Decker (remote)
Anna Carey (remote)
Dave Klecha (remote)
Amy Sexsmith (?)
Allison Anderson (remote)
Cylithria Dubois (remote)
Bob Brodis (remote)

Brian calls the meeting to order at 1:06pm

Brian calls a vote to approve the minutes from the last meeting: Motion passes 6-0

President’s report: 

Treasurer’s report: treasurer is absent

ConChair 2020 report: 

 Emily Bell was added as David’s assistant at the last ConCom meeting

Third weekend of month reserved at Sheraton for two years hence

Brian would like to hold the next two board meetings at the hotel

Old Business: 

Incorporation: Tabled still. No compelling reason to incorporate at this point.

AASFA Planning Calendar: David still working on this

Update the AASFA website: Just a reminder that this needs to be done. Dave & Lithie will continue to work together to make some updates.

Ongoing issues with several disruptive individuals were discussed 

Regarding Individual “E”:  The possibility of a convention ban was discussed but not decided upon

Regarding Individual “F”: It has been alleged that Individual “F” has made certain threats of disruption and has harassed attendees and/or  staff at AASFA events and other conventions.

New Business:

AASFA Summer Picnic: It is probably too late to have this in July as usual. Saturday August 17th is proposed if we can reserve the park space.  Bob Brodis will inquire about getting the space at Southeast Area Park for that date a resident discount.

Budgeting and monetary issues need addressed. Scheduling of a meeting with Amy to go over this is discussed. Allison volunteers to handle this if granted access. 

Badge Pricing:  

Refunds: Tabled

Creation of a new “TeenFusion” Ticket category discussed

$5 increase to general admission

Teen @ -$5

No change to  kid pricing

Staff/ Board/ Concom $10

Panelists $25

Past conchair freebie badge eliminated

Next meeting July 28 at hotel 11:00 am

Brian moves to close the meeting at 3:12pm. Lithie seconds. Motion passes

April 2019 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha (remote)
Amy Sexsmith (remote)
Allison Anderson (remote)
Cylithria DuboisBob Brodis (remote)

Also present:
Dan Eckerd
Geralyn Lance

Brian calls the meeting to order at 7:00pm

Anna nominates Brian for the position of President. Allison seconds. Passes 6-0.

Anna nominates Dave for the position of Vice President. Bob seconds. Passes 6-0.

Anna nominates Amy for the position of Treasurer. Allison seconds. Passes 6-0.

Allison nominates Bob for the position of Secretary. Dave seconds. Passes 6-0.

Board officer positions have been filled.

Brian moves to approve the meeting minutes. Anna seconds. Passes 6-0.

President’s report: Voting meeting last month and added Bob Brodis to the Board.

Treasurer’s report: Among all the bank accounts, we have around $6500. Among all events, we lost money, but analysis is not complete.

ConChair 2020 report:  Evidently, it’s going to be a tight year. In a holding pattern with the hotel contract due to added requirements for the contract. Likely will need to liquidate the snow fund to cover losses from this year. More fiscal responsibility will be required, possibly including increased badge prices. Discussing the possible staffing of Penguicon party. Anna will run it. Discussing registration prices. Pricing will go up to $50 for pre-reg of adults, kids’ pre-reg will remain the same.

Old Business:

Incorporation: Tabled still. No compelling reason to incorporate at this point.

AASFA Planning Calendar: Set out hard dates for annual events so that we can plan better and be more proactive.

Update the AASFA website: Just a reminder that this needs to be done. Dave & Lithie will work together to make some updates.

New Business:

AASFA Summer Picnic: Next meeting after Penguicon we must assign responsible party for picnic, choose dates, etc.

Brian moves to close the meeting at 8:25pm. Lithie seconds. Motion passes 7-0.

February 2019 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Amy Sexsmith
Allison Anderson
Cylithria Dubois

Also present:
Dan Eckerd
Geralyn Lance

Brian calls the meeting to order at 11:39 am 1:07pm

Brian moves to approve the meeting minutes. Anna seconds. Passes 6-0.

President’s report: A lot of exciting stuff going on, but it will be covered in new and old business.

Treasurer’s report: We still have money.

ConChair’s 2019 report: We had a con. It was rather successful. Weather did lessen attendance overall, including program participants. Still closing out billing including paying the hotel bill due to a lack of contact with Mimi.

ConChair 2020 report:  Lithie is ConChair, Geralyn is deputy, Brian is hotel liaison. Hotel contract is being worked on, Sheraton is in the mix as well as Doubletree. Got no money, got no hotel, got no pre-regs. (Actually, maybe we do.)

Old Business:

Incorporation: Tabled still. No compelling reason to incorporate at this point

Handoff/Voting Meeting/Party: Geralyn has volunteered to host, March 16 as a locked in date. Starting at 4pm, voting begins at 5pm with the cut off at 7pm. 

AASFA Planning Calendar: Set out hard dates for annual events so that we can plan better and be more proactive.

Nominations for Voting Party: One of the safe people will count votes. Dave moves to make Lithie, Allison, and Brian “safe” for voting. Anna seconds. Motion passes 6-0. Nominees for the Board will be passed in to nominations@aasfa.org. Nominations for the ConFusion 2020 theme will be sent in as well. Call for nominations to be disseminated on social media.

Party food/prep: Lithie makes a motion to set the budget for $500 and Allison to handle it. Anna seconds. Motion passes 6-0.

Domain name renewal: Dave moves to approve $100 for an auto-renewal of AASFA.org and confusions.org. Lithie seconds. Motion passes 6-0. 

Update the AASFA website: Just a reminder that this needs to be done. Dave & Lithie will work together to make some updates.

Feedback from ConFusion 2019: Lithie suggests that feedback be closed at the end of February, and will put a social media blast out to collect final stragglers. How is the information shared? Copied and shared by Anna out to relevant upcoming concom members. Add a Code of Conduct violation form for reporting behavior, which never closes and allows anonymity, plus adding a link to that form from the general feedback form.

Dave Brian moves to close the meeting at 2:25pm. Dave seconds. Motion passes 6-0.

January 2019 Supplementary Minutes

Present:

Brian Decker
Amy Sexsmith
David Klecha
Allison Anderson
Anna Carey
Cylithria Dubois

Other:

Ryan Carey
Dan Eckard

Brian calls the meeting to order at 2:01pm

Brian moves to table all procedures. Dave seconds. 6-0 for. 

Cylithria moves to accept Eric’s resignation. Anna seconds. 6-0 for. 

Amy moves to appoint Cylithria to Interim ConChair. Dave seconds. 5-0 for, 1 abstains. 

Dave moves to leave Board position vacant until March voting meeting. Amy seconds. 6-0 for. 

Cylithria moves to close the meeting at 2:05pm. Anna seconds. 6-0 for. 

January 2019 Minutes (Regular Board meeting)

Present:

Brian Decker
Eric Guy
David Klecha
Amy Sexsmith
Anna Carey
Cylithria Dubois
Allison Anderson

Brian called the meeting to order at 5:10pm.

Brian moves to table all business. Dave seconds. Vote to approve 7-0.

“Gib” proposes an idea, introducing himself first as the “raspberry pie guy.” He is suggesting a sort of round table progressive story concept that would involve attending authors, the money going to pay them to seed ideas, but also attendees and other people from around wherever. Eric moves to approve $100 for prizes for this idea. Dave seconds. Vote to approve 7-0.

Gib proposes another idea about solar power. Involves purchasing a solar panel at Home Depot and having someone with some expertise to perform demos on solar power at the con. Probably appropriate for something with some extra planning for a future convention.

Also, “let’s buy a popper.” Not sure about that one.

Drew announces that he has talked to Penguicon about building a custom registration system. Would like to involve ConFusion.

Lithie moves to close the meeting. Eric seconds. Vote to approve 6-1.

November 2018 Minutes

Present:

Brian Decker,
Anna Carey
Dave Klecha (remote)
Eric Guy
Amy Sexsmith 
Allison Anderson (remote)
Cylithria Dubois (remote)

Brian calls the meeting to order at 11:38 am

Anna moves to approve the meeting minutes. Eric seconds. Passes 7-0.

President’s report: A lot of exciting stuff going on, but it will be covered in new and old business.

Treasurer’s report: We still have money.

ConChair’s report: Con is still happening. Everything will be covered in ConCom meeting.

ConChair’s 2020 report: Eric is thinking about several themes for 2020, including a Stargate theme. Looking for info on how to contact nominated guests of honor. Dave will work with Eric to develop contacts for reaching out to possible Guests of Honor.

Old Business:

Incorporation: Tabled still. No compelling reason to incorporate at this point.

Post Office Box: Dave has signed up for the PO Box and will pick up a key Tuesday, 11/20 and inform the Board of the new address.

Con Prep: Dragon’s Den. Let’s do it! Dave is also planning outreach panels to try to generate more volunteers and staff, probably at least one on Sunday morning.

New Business:

Voting Meeting: Needs to be set for March. MUST BE DONE AT DECEMBER MEETING.

AASFA Planning Calendar: Set out hard dates for annual events so that we can plan better and be more proactive.

Board Outreach: Need to work on developing a “bench” to back up the current skeleton crew on ConCom.

December Meeting: Shooting for 12/16, but 12/9 is also an option. Depends on ConCom meeting and hotel availability.

January Meeting: Shooting for January 6. Depends on ConCom meeting and hotel availability.

Handoff Meeting/Party: Decide at December meeting on date/time/location for this.

Dave moves to close the meeting at 12:24pm. Eric seconds. Motion passes 7-0.

October 2018 Minutes

Present:

Brian Decker
Anna Carey (remote)
Dave Klecha
Eric Guy
Amy Sexsmith
Allison Anderson

Eric calls the meeting to order at 11:36 am

Brian moves to approve the meeting minutes. Dave seconds. Passes 5-0, Brian abstains.

President’s report: Nothing to report, all will be covered in new and old business.

Treasurer’s report: We have money and online access to the bank.

ConChair’s report: Con is still happening. May need to submit a budget for approval yet.

Old Business:

Incorporation: Tabled still. No compelling reason to incorporate at this point.

Post Office Box: Dave will go to place on 12 Mile Road and secure PO Box. 

ConChair Selection for 2020: Eric is the only current contender for ConChair. Concerns with Eric’s health and the stress level of running the convention. Dave moves to approve ConChair for 2020. Amy seconds. Motion passed 5-0, Eric abstains.

New Business:

Con Prep: Dragon’s Den and such.

Voting Meeting: Needs to be set for March. 

AASFA Planning Calendar: Set out hard dates for annual events so that we can plan better and be more proactive.

Board Outreach: Need to work on developing a “bench” to back up the current skeleton crew on ConCom.

November Meeting: We will discuss that when a ConCom meeting date is decided. 

Dave moves to close the meeting at 12:06pm. Eric seconds. Motion passes 5-0, Brian abstains.

September 2018 Minutes

Anna Carey
Dave Klecha
Eric Guy
Amy Sexsmith
Allison Anderson (remote)

Eric calls the meeting to order at 12:12 pm

Eric moves to approve the meeting minutes. Anna seconds. Passes 5-0

President’s report: President absent, no report.

Treasurer’s report: We have money and online access to the bank.

ConChair’s report: Running behind, but we’re still going to have a con. Meeting today. Areas are still floundering are Dealer’s Room (vending in general) and Room Parties. Still looking to add a Science GoH, but there is a suggestion from Karen.

Old Business:

Incorporation: Tabled.

Post Office Box: Dave will go to place on 12 Mile Road and secure PO Box. 

ConChair Selection for 2020: Tabled.

New Business:

Con Prep: Dragon’s Den and such.

Voting Meeting: Needs to be set for March. 

AASFA Planning Calendar: Set out hard dates for annual events so that we can plan better and be more proactive.

October Meeting: Looking at October 20th for next ConCom meeting. Consensus on that date for 11am AASFA Board meeting.

Dave moves to close the meeting at 12:28pm Anna seconds, motion passes 5-0.