AASFA board 9/21/2014

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Chloe Zrnich

Meeting Called to order at 12:25  by Brian

Motion to approve August minutes by Brian, seconded by Chloe

Unanimous

President’s Report: Nothing new.

Treasurer’s Report: Nothing new.

Old Business:

Incorpor. Discussion: Waiting on the last of the mail from the PO Box. Dave has the PO box key, and will be working

Thursdays in Ann Arbor and will get the mail and meet up with Brian to give him the mail.

Square vs Paypal: Tabled

Con needs a printer: We are getting one, Dave is working with Tammy about the handover of stuff.

Detcon lending: See Above

Coffee Makers:Still reviewing coffeemakers. Probably going with a perk type, still trying to find ones we’re happy with.

Cool stuff grants

for room parties: Dave is still going to write something to the community inviting them to apply.

Brian: How will we decide who gets the big party rooms?

Anna: Depends on the goal of the party

Amy: Sort out rooms based on what their needs/plan is/are

John: Need to get together a list of guidelines with the application

Amy: Someone should do an all-ages alcohol-free party

Thanksgiving would be the cut off to get it in the program book

Dave: Promote cool stuff grants, parties are an option.  He’ll send out something

Anna: Don’t forget we could fund community party events outside the con, too.

Book Donations: Angie (Pendrican) – Will contact the school.

Fall Outing: Angie will send out an email/FB saying that we are considering a community event

on the 24th, are you interested? and wait a week to see what happens.

ConChair Report: Still having a con!

Programming is coming along.

Budget time. It’s ready, will send out in email to vote.

50 lit panelists confirmed

New Business:   No new business

Motion to close the meeting at 1:13 called by Brian, seconded by Chloe, all for.

unanimous.

AASFA board 8/28/2014

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Chloe Zrnich

Also in attendance: Ryan Carey and Tammy Coxen

Meeting Called to order at 7:07  by Brian

Motion to approve July minutes by Brian, seconded by Chloe

6 for, one abstain (Amy)

President’s Report: Nothing new, see old and new business.

Treasurer’s Report: Nothing new.

Old Business:

Incorporation Discussion – Waiting on the last of the mail from the PO Box. Chloe didn’t make it to the mailbox.

Square vs Paypal – Tabled

Con needs a printer – Waiting on Detcon.

ConChair Report: We still have a con.

Programming retreat next month.

Next Concom meeting on the 21st.

Budget: waiting on pricing for color covers (John)  (BTTF Almanac)

Can’t vote on the budget until we get that pricing. John will work it up tomorrow.

Detcon lending:We need to get our Detcon lending stuff back once they get settled, Dave will reinventory it.

Coffee Makers: Still reviewing coffeemakers.

Cool stuff grants

for room parties: Tabled.

Book Donations: Angie (Pendrican) School starts next week, Angie will contact the school to be put in touch with teachers.

Stilyagi.org It has been transferred over. Done!

2016 ConChair See new business

New Business:       Voted for 2016 con chair – Anna Carey was elected via the board.

Angie would like to price out an October fall outing for AASFA – bonfire/hayride.

Will email cost estimations to the board for discussion at the next meeting

Wyards – Ann Arbor

Next meeting at the hotel – 9/21 @ noon (hotel depending)

Motion to close the meeting at 6:42 called by Brian, seconded by Dave, all for.

Motion to close meeting called by Brian, seconded by BRian – unanimous Meeting closes at 3:03

AASFA board 6/28/14

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Chloe Zrnich

Meeting Called to order at 6:31 by Brian Decker

Motion to approve June minutes by Brian, seconded by Dave

Unanimous

President’s Report: Nothing new – see new/old business

Treasurer’s Report: Nothing

Old Business:

Incorporation Discussion – Half of the paperwork for the attorney is done, working on the other half

Square vs Paypal – Tabled

Con needs a printer – Waiting for Detcon to wrap up and see what they have.

ConChair Report: Budget is ready.

Budget will be submitted for review and vote at next meeting

We had a party at Detcon and a fan table.  Talked to a lot of people.  John Piccaco might come

on his own as a panelist (not goh), took a couple registrations. Talked to a lot of people,

passed out a lot of flyers.

Next concom meeting is August 10th.

Anna put the master calendar into Google Calendar so everyone has the deadlines and meeting dates

Detcon lending:We need to get our Detcon lending stuff back once they get settled, Dave will reinventory it.

Coffee Makers:Tabled still

Cool stuff grants

for room parties: Dave will draft the statement we’re going to publicize to the group and we’ll review it.

Book Donations: Angie (Pendrican) Tabled

Stilyagi.org Amy and Dave are working on it, nothing to report yet.

2016 ConChair Angie will put out a call for nominations on Stilyagi and email Ryan and ask him to put it on social media.

Plan is to vote at the July meeting.

New Business:       NOne

Motion to close the meeting at 6:42 called by brian, seconded by chloe, all for.

Motion to close meeting called by Brian, seconded by BRian – unanimous Meeting closes at 3:03

AASFA board 5/27/14

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Not in attendance: Chloe Zrnich

Meeting Called to order at 6:59 by Brian Decker

Motion to approve April minutes by Angie, seconded by Dave

All for

President’s Report: Nothing new

Treasurer’s Report: Nothing new

Old Business:

Incorporation Discussion – We have the bank paperwork, Amy and Brian need to sit down and put together a profit/loss for a number of years (seven, perhaps)

Square vs Paypal – Tabled

Con needs a printer – Tabled per Dave – waiting to see what comes out of Detcon1

ConChair Report: We have a con.

Dave is working on a budget

Have name, hotel, dates, gohs, most of our staff

Aaron needs a liaison, is there anyone he would specifically want?

Concom meeting on Sunday

Moving the cube: Metro Storage looks like the best choice still.

Brian: do the move when it’s optimal, maybe not picnic time.

Amy: Contract is up July 1st – need to move before then

Amy calls a motion to move our storage facility from Public Storage in Troy to Metro Storage in Taylor due to the fact that it’s closer to our hotel

now.  They’ll give us a truck to move in, and it’s climate controlled

Seconded by Dave

Approved unanimously

Detcon lending: Dave: no problem with it, as long as Lithie is involved, we could pull stuff when we move cubes.

Also make sure we don’t lend out anything we’ll need for the picnic

When we move cubes, we’ll put out the picnic stuff AND the stuff Detcon1 is borrowing.

Then put everything else in the new cube.

Dave will take on all responsibility for dealing with Detcon1 stuff.

Amy says: share the inventory with her so we know what we don’t need and she can do a GFS pre-order

(Looking at the 21st or the 22nd (Anna is not available on the 21st.))

Detcon1 is offering us some of their printers/etc that they buy and then will have no use for afterwards.

Dave calls a motion to lend our non-perishable, non-disposal fixtures/appliances/utensils to Detcon1 for their use during the con

and it will be returned. Seconded by John, passed unanimously.

Coffee Makers:Tabled because Chloe isn’t here.

Summer party: We haven’t heard back from Ann Arbor – need to finalize the contract. Anna will contact them again. She’ll call if she doesn’t hear

by the end of the week.

We need to open nominations for 2016 GoHs – Anna will put the email out about it, we will use the nominations@aasfa.org

Cool stuff grants

for room parties: An all-ages party through a cool stuff grant? Someone would have to propose an idea and follow through for it

Add it to the budget?

But we still need someone to run it, so if they’re interested enough to ask, they’d be interested enough to do it

We’d email out saying “Hey, we have a cool stuff grant – and here’s a great idea! We’re trying to improve the party scene.

Hey, if you have a good idea, we might actually pay for it!

Will we require them to call in or show up in person to propose it? Yes, it should be part of the process.

Proposal through email, then ask them to come talk about it in person

$?  We gave $200 for the Dalek

It needs to benefit the community.

Booze is still an issue – we do not want to be responsible for that.

Decorations? Room fee? Food, etc.

Book Donations: Angie (Pendrican) Tabled

Game to Ucon: John bought Legendary, will arrange delivery. Has turned in receipt.

New Business:

Stilyagi.org we need to transfer the domain name to our Network Solutions account

Dave needs the Network Solutions password

Motion to close meeting called by Brian, seconded by Anna – unanimous Meeting closes at 7:50

AASFA board 4/17/14

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Chloe Zrnich

2015 Confusion Conchair

Members in attendance:

Brian, John, Anna, Chloe, Angie, Amy

Member not in attendance

Dave Klecha

Meeting Called to order at 7:10 by Brian Decker

Voting on positions

President: Chloe nominates Brian

Anna seconds

Brian abstains, all vote yes

Vice President: Angie nominates Anna

Chloe seconds

Anna abstains, all vote yes

Treasurer: Chloe nominates amy, anna seconds

Amy abstains, all vote yes

Secretary: Chloe nominates angie

john seconds

angie abstains, all vote yes

Positions for 2014-2015 set

Motion to approve February minutes by Angie, seconded by Chloe

Brian against, all for, none abstain

President’s Report: all is in old business

Treasurer’s Report: we still have money, rest in old business

Old Business:

Incorporation Discussion – We have the bank paperwork, we need to talk to the attorney next to see what we need to do

Square vs Paypal – Tabled

Con needs a printer – tabled, Dave isn’t here.

ConChair Report: Dave isnt here.

Moving the cube: Amy: Simply Self Storage in lincoln park. 5×5  (indoor)

Brian: We’re in a 5x10ish – 5×5 would be too small

Amy: 5×10 for $50 month – but april would be $23 and May would be free. There are lots of specials.

Amy: 5×15 also available

Amy: Metro Storage – also a penske dealer, we can get the truck there, too. closer to the hotel than Simply

Brian: What are we paying right now?

Amy: Roughly $70/month

Amy: Metro Storage is climate controlled. When you move in you get a free moving truck, just mileage and gas.

Amy: Metro storage also does long-term discounts. It’s in Taylor – Southfield and Van Born

Amy: Metro Storage doesn’t have prices, but they have a 5×5 and 5×10 and 7.5×10

Amy: Move would be when we do the picnic (June).

Amy: the 7.5×10 might help with space, not sure we need a 10×10

Detcon lending: Tabled

Coffee Makers:Chloe:  Tabled to look up automatic coffee makers

Summer party – Anna: Changing location so we’d have a bathroom. June 28th is available. Anna will reserve it

Cool stuff grants for room parties – tabled for dave

What other sort of book donation stuff can we do?  Low income schools?

More promotion of the educational side of the community

pendrican school downriver?

Angie will try to find some contact info (Tabled)

New Business:

We owe ucon a game. They’d be happy with a copy of Legendary.

Vote to approve money for John to buy a copy and coordinate getting it to them:

Motion called by Angie – seconded by Chloe

Brian abstains, everyone else votes yes

Motion to close meeting called by Brian, seconded by Angie – unanimous Meeting closes at 7:33

AASFA board 2/26/14

In attendance

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Chloe Zrnich

2015 Confusion Conchair

Member not in attendance

Dave Klecha

Meeting Called to order at 6:40 by Brian Decker

Motion to approve December minutes Angie, seconded by Chloe

Approve: All in favor (save Brian)

President’s Report: Everything is in old business.

Treasurer’s Report: We still have money.  We had a con. We made money at the con.

Old Business:

Incorporation Discussion – Brian called the attorney.  Paperwork is being gathered for a meeting.

Square vs Paypal – Still investigating options.

AASFA – Money was transferred.

The con needs a printer – We used personal printers at con.  We need to actually buy printers.

Brian: We have bought a printer in the past but it is no longer in commission.

Anna: Last printer was cheap and not really made for the use we needed.

Dave: Decent laser printers are not insanely expensive.

Brian: But toner costs are high for something we’ll use once a year.

Amy: There are different kinds of ink that might stand up to storage better. Plus we are looking to change storage.

Dave: Climate controlled cube might help with that as well.  Solid toner?

Amy: Ops get a color printer, reg black and white?

Dave: We need to make sure we have spares on-hand so we don’t run out AT con.

Brian: Ongoing board expense, or con expense?

Dave: The con

Anna: The con already buys ink, so that can just stay that way.

John: If they just replace the spare, we’ll be fine.  Although a good printer will tell you how much you have left, so we’ll know if we need more at end of con.

Amy: Right, part of regular post-con inventory.

Dave will look into what printer(s) are a good choice for us.

Brian: Okay, what printers, how many, should they be the same to help with toner purchases?

Dave: should we see if DetCon wants to sell (donate) stuff they had to buy for their one-off con?

ConChair Report:We have a con!

We have most of a concom!

We need someone to run volunteers for 2015. We have all of Jessica’s paperwork

We should have an online repository for documents so that concom gets copies and we still retain it.

We need to decide on hotel, it hasn’t been finalized.  We should have a contract from Mimi soon to review.

Centerpoint contacted us, as well.

Should we set up a meeting? Dave will think about the function space.

New Business:

The Cube is super expensive

Uhaul trucks don’t work well at GFS, they are too low.

Penske has better trucks for our use, so we should change trucking companies.

$600 for six months of storage? Seems high.

Having the cube close to Con is helpful for last minute grabbing

Also, weather is horrible. This year it took six hours to do all the gathering/delivering because of distance.

Climate controlled A++

We aren’t likely to switch hotels

Cube is paid until the end of July

Move the cube after the picnic.

Actually, we could move the cube with personal vehicles

July is a good time to make any further moving decisions, too.

Amy will look into prices

We renewed our domains for two years. – Yes.

Coffee makers

Amy suggests we buy two or three 100 cup pots.

We need to make some upgrades

We don’t know how much they cost yet.

Chloe says around $100-120.

Lithie likes the idea.

Seems like a good investment.

Maybe go even a little higher end for durability

We will look into prices and ideas – well, Chloe will.

We need to spend money

See printers and taxes and coffee makers.

Voting Meeting

3/29/2014 – Hopefully at the hotel, Brian will find out.

4:00 concom meeting, then party

Angie will write an email asking for candidates nominations@aasfa.org (after Dave makes it) (and brian gets us a location)

Board members

Name of con

Social media blast as well – and websites

Food and budget: We ordered wraps from the hotel – brian proposes $500 budget, amy seconds, all approved. Hotel will do the same thing

we did for Dave’s concom meeting.  Amy will buy booze and veggies and snacks

Who is safe?  John is safe because it’s his first election. Anna is safe. Amy is also safe.

Nomiations are dave, angie, chloe, brian

Summer party – June 28th – July 26th if we have to.

Anna will arrange for the park.

Cool stuff grants for room parties?

Let’s the broader community contribute to the con without working ON the con.

Sponsor an all ages party? Work with Teen Fusion?

What other sort of book donation stuff can we do?  Low income schools?

More promotion of the educational side of the community

pendrican school downriver?

Angie will try to find some contact info

Motion to close meeting called by Amy, seconded by  Meeting closes at 7:51 passed – Chloe and Brian opposed