December 2016 Minutes

Present:

Brian Decker
Anna Carey
Cylithria Dubois
Eric Guy

Remote:
Allison Anderson
David Klecha
John Davis

Also in Attendance: 

Dan E.

Meeting Called to order at 11:22am by Brian

Eric moves to approve last meeting’s minutes, Brian seconds, 7 voting to approve.

President’s Report:  All will be covered in new & old business

Treasurer’s Report:  Somehow lost the PO Box. Discussion of reestablishing it again. John volunteers to go back to the Ann Arbor Post Office to get the box sorted back out. John and Anna will meet up to get John a blank check. Still need to meet up with Amy to get Anna on all the accounts.

ConChair Report:  A little bit of communication breakdown on what is done and what needs to be done yet. 207 Pre-registrations right now. 

Old Business:

Incorporation:  Brian met with his accountant and discussed the reincorporation. Gave Brian a number of avenues of investigation, and strengthened the case for incorporating as a new entity. Important distinction is that members of the con pay dues, which is distinct from revenue in a legal fashion. Board members charged with considering next steps for the next regular meeting in February.

Two big bags of stuff. Tabled.

New Business: 

Dragon’s Den at ConFusion. Pot of $500 to give out for things to benefit the convention.

Next meeting: 

Motion to close the meeting at 12:07pm by Lithie, seconded by Brian, 6 for one against.

November 2016 Minutes

Present:

Brian Decker
Anna Carey
Cylithria Dubois
Eric Guy
Allison Anderson

Also in Attendance: 
Dan E.

Meeting Called to order at 11:42am by Brian

Lithie moves to approve last meeting’s minutes, Eric seconds, 5 voting to approve.

President’s Report:  All will be covered in new & old business

Treasurer’s Report:  Recap from last month- Brian and Anna tried to get Anna on the accounts, but they need all current account holders present to add or remove people from it, so they need to coordinate with Amy to make changes. Amy has provided online information to Anna so she can monitor accounts. Suggestion brought up to leave Amy on all accounts because otherwise it’s just Brian and Anna, and they travel frequently together for business. To be determined by the Board Treasurer. Anna is also working out issues with Ameriprise, who holds the Board’s snow fund.

ConChair Report:  Meetings last weekend, everything seems to be falling into place. Hotel is filling up. Lot of talk about accessibility, filled track head positions. Programming working to set schedule by Thanksgiving. Still working to set up something for KidFusion. We have an official charity.

Old Business:

Incorporation:  Tabled.

ConChair 2018: In Oct Meeting: Eric nominates Amy to be ConChair for 2018. Lithie seconds. Vote to approve 6-0.

Discussion of GoH selection and the latitude the ConChair has in selecting GoHs beyond those voted on by the membership at the summer picnic.  -Anna to send. 

Two big bags of stuff. Tabled.

Vice President vacancy. Dave nominates Eric. Lithie seconds. No further discussion. 6 votes for, Eric abstains. 

Printer has been sitting at Eric’s house forever, needs to be moved to the storage cube. Anna will call over to the storage unit to add Eric and Allison to the access list. Also discussion of adding logistics person (Dan) to the access list.

Braille pricing for the convention, and may need to connect with whoever did Books for the Blind. May need to reach out to Angie Rush. Anna is looking for frugal options for doing Braille programs. Dave and Allison will take on looking into old records for this information.

New Business: 

New Board member. Josh Parker has been removed from the email list.  Allison is now on the list for the Board. 

Next meeting: 

Motion to close the meeting at 9:25PM by Lithie seconded by John, 6 voted for, 1 opposed.

October 2016 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Cylithria Dubois
John Davis
Eric Guy (tardy)

Also Present:
Amy Zrnich
Allison Anderson (remote)

Meeting Called to order at 7:50PM by Brian

Lithie moves to approve last meeting minutes, Anna seconds, 5 voting to approve.

President’s Report:  All will be covered in new & old business

Treasurer’s Report:  Brian and Anna tried to get Anna on the accounts, but they need all current account holders present to add or remove people from it, so they need to coordinate with Amy to make changes. Amy has provided online information to Anna so she can monitor accounts. Suggestion brought up to leave Amy on all accounts because otherwise it’s just Brian and Anna, and they travel frequently together for business. To be determined by the Board Treasurer. Anna is also working out issues with Ameriprise, who holds the Board’s snow fund.

ConChair Report:  Meetings last weekend, everything seems to be falling into place. Hotel is filling up. Lot of talk about accessibility, filled track head positions. Programming working to set schedule by Thanksgiving. Still working to set up something for KidFusion. We have an official charity.

Old Business:

Incorporation:  Tabled.

ConChair for 2018 discussion. Amy and Allison (remote) present to present their vision as ConChair. Allison indicates that she would be most interested in serving as an assistant ConChair for 2018, but not necessarily as ConChair. Amy is willing, but nervous about running the whole show. She would want to grow the charity angle and keep the con going in the direction it has been going. Concerned about not having enough personal connections to make stuff happen. Discussion of Amy’s suitability as ConChair and the old method of pushing an assistant on a ConChair to groom the assistant for ConChair the subsequent year. Eric nominates Amy to be ConChair for 2018. Lithie seconds. Vote to approve 6-0.

Discussion of GoH selection and the latitude the ConChair has in selecting GoHs beyond those voted on by the membership at the summer picnic.

Two big bags of stuff. Tabled.

New Business:

Josh Parker has resigned from his position on the Board and the stepped down from the Board in general. Need to fill both the vacant Board slot and the Vice President position. Do not need to be filled right now, but we need to do so soon to make sure we get quorum. Anna nominates Allison for the Board. Lithie seconds. Brian throws extra words in. 5 votes for, Brian abstains. 

Vice President vacancy. Dave nominates Eric. Lithie seconds. No further discussion. 6 votes for, Eric abstains. 

Next meeting scheduling. Potentially at the ConCom meeting. Brian needs to check on dates with the hotel.

Printer has been sitting at Eric’s house forever, needs to be moved to the storage cube. Anna will call over to the storage unit to add Eric and Allison to the access list. Also discussion of adding logistics person (Dan) to the access list.

Braille pricing for the convention, and may need to connect with whoever did Books for the Blind. May need to reach out to Angie Rush. Anna is looking for frugal options for doing Braille programs. Dave and Allison will take on looking into old records for this information.

Next meeting : Tentative on the 12/17. To confirm with board members not in attendance. 

Motion to close the meeting at 12:08pm  by Lithie seconded by Eric, 5 voted for, 0 opposed.

September 2016 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Cylithria Dubois
Eric Guy
John Davis

Meeting Called to order at 7:45PM by Brian

Brian moves to approve last meeting minutes, Lithie seconds, 6 voting to approve.

President’s Report:  All will be covered in old business

Treasurer’s Report:  Still have money, still working on getting Anna officially on the accounts.

ConChair Report:  Working on scheduling a new meeting. All GoHs confirmed and in place. Possibly some Old Business to discuss.

Old Business:

Incorporation:  Tabled.

Remove Amy from the bank accounts and the AASFA mailing list. Brian & Anna to handle. Tabled.

ConChair for 2018 discussion. Allison Anderson and Amy Zrnich have expressed interest. Discussion of asking both to write proposals to present and discuss during October Board meeting. Discussion of Amy and Allison as suitable candidates. Brian will contact them to ask them to appear/propose for the next meeting.

Two big bags of stuff. Anna volunteers to sort through the debris and figure out what needs to be saved. Some paperwork from the 1980s, some possible useful stuff, mostly junk. Otherwise, bags are still being sorted. Tabled.

Someone retrieved the mail.

New Business:

No new business.

Motion to close the meeting at 8:03PM by Dave seconded by Lithie, 5 voted for, 1 abstaining.

July 2016 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Cylithria Dubois
Eric Guy
John Davis
Josh Parker – Remote

Meeting Called to order at 7:54PM by Brian

Eric moves to approve last meeting minutes, Lithie seconds, 6 voting to approve, 1 abstaining.

President’s Report:  All will be covered in old business

Treasurer’s Report:  Paid for the storage cube for a year, and updated so that the rental is in the Board’s name, and all correspondence is going to Brian’s address. Paid for Michigan state business registration. John, Lithie, and Eric owed reimbursements.

ConChair Report:   Nothing new that was not covered at the ConCom meeting on 7/23/16. All GoHs locked in. Trying to fill some open staff positions.

Old Business:

Incorporation:   Brian’s accountant will be meeting with him shortly to discuss incorporation paperwork. Tabled for now. AASFA is current with the State of Michigan. 

Remove Amy from the bank accounts and the AASFA mailing list. Brian & Anna to handle. Tabled.

Budget from the conchair needed for approval. Anna shared it out earlier in July. Josh moves to approve the budget. Dave seconds. Budget is notionally in the red, but it comes from trying to align registrations and actual dollars and assuming the lower numbers are correct. Assumed income is the difference between last year’s budget and this year’s. 6 votes to approve, 1 abstaining.

ConChair for 2018 discussion. Possible options are Amy Zrnich and Lithie Dubois. Brian volunteers to discuss the option with Amy before a vote is taken. Soft commit to a vote on someone at the August meeting.

Two big bags of stuff. Anna volunteers to sort through the debris and figure out what needs to be saved. Some paperwork from the 1980s, some possible useful stuff, mostly junk. Otherwise, bags are still being sorted.

New Business:

No new business.

Motion to close the meeting at 8:35PM by Eric seconded by Lithie, 5 voted for, 2 opposed.

June 2016 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Cylithria Dubois
Josh Parker
Eric Guy – Tardy
Absent – John Davis

Meeting Called to order at 7:48PM by Brian

Lithie moves to approve last meeting minutes, Josh seconds, 5 voting to approve

President’s Report:  All will be covered in old business

Treasurer’s Report:  Alex Drummer got paid based on Cool Stuff Grant. Anna has not dug into the accounts yet. Con owes Anna some money for the Penguicon party. Brain & Anna need to make plan to swap Amy for Anna on the accounts.

ConChair Report: Four GoHs in hand: Karen Burnham (Science), Jeffrey Alan Love (Art), Mark Oshiro (Fan), Mallory O’Meara (Media), plus SubPress guests Gillian Redfern and James S.A. Corey (both of them). Possible additional SubPress guest who may or may not be a publicly acknowledged but will need help/coordination from ConFusion/AASFA.

Old Business:

Incorporation:   Brian’s accountant will be meeting with him shortly to discuss incorporation paperwork.

PO Box: Eric has volunteered to be a day errand runner and will check the PO Box soon. Brian has given Eric the key now.

Picnic: July 23 has been reserved. Notifications have been sent out. Discussion of nomination process. Reminders will be going out in the next week.

AASFA Polices: Eric moves to approve, Lithie seconds, vote 5 for and one abstaining.

Remove Amy from the bank accounts and the AASFA mailing list. Brian & Anna to handle.

Budget from the conchair needed for approval. Anna promises it “lickety-split.” She will send it over before next meeting.

Game library starting. Eric purchased some games on sale at Barnes & Noble and some other games to donate from personal collection. Dave is also donating two games. Board is planning to grow the library slowly, not build one all at once.

New Business:

Scheduling the 2018 ConFusion to accommodate a BIG NAME SubPress guest. The option is set to date and leave actual contract negotiation. 

ConChair for 2018 discussion. Suggestions open for ConChairs for 2018. Lithie volunteering to be considered.

Two big bags of stuff. Anna volunteers to sort through the debris and figure out what needs to be saved.

[Name Redacted] contacted Lithie to apologize to the Board. Lithie advised him that he is under a permanent ban, and that the Board will advise him if and when the ban is lifted.

Motion to close the meeting at 9:09PM by Brian seconded by Josh, 5 voted for, 1 opposed.

May 2016 Minutes

Present:

Brian Decker
Anna Carey
John Davis
Dave Klecha
Cylithria Dubois – Remote 
Josh Parker – Remote
Eric Guy

Meeting Called to order at 7:43PM by Brian

Brian moves to approve last meeting minutes, Eric Guy seconds, 7 voting to approve

President’s Report:  All will be covered in old business

Treasurer’s Report:  Alex Drummer got paid based on Cool Stuff Grant. Anna has not dug into the accounts yet. Con owes Anna some money for the Penguicon party. Brain & Anna need to make plan to swap Amy for Anna on the accounts.

ConChair Report: Two GoHs in hand. Karen (Science) and Tammy (Fan), need to work on rest of GoHs. Julie Winningham will be running Programming & Social Media. Justin Landon backed out of Lit, Dave K. has been asked to fill in. 

Old Business:

Incorporation:   Brian’s accountant will be meeting with him shortly to discuss incorporation paperwork.

PO Box: Eric has volunteered to be a day errand runner and will check the PO Box soon.

Picnic: July 8 and 23 are the two dates available at the park we used last time. Jon requested a hold at the park for the 23rd. Jon moves to schedule the picnic for the 23rd, given no other conflicts. Dave seconds. 7 votes for. Starting at noon. Jon will coordinate venue, food, and beverage on a budget of $500, Anna & Dave will handle notifications and voting.

AASFA Polices: Dave will send out the link to the policies for review and approval.

AASFA Purchase of final coffee maker to replace dead and old. Turned over to the Con and removed from AASFA business.

New Business:

Dave K. will be scheduling meetings moving forward.

Remove Amy from the bank accounts and the AASFA mailing list. Brian & Anna to handle.

Budget from the conchair needed for approval. Anna promises it “lickety-split.”

Game library starting. Eric wants to donate. Game library is in a single tote that is currently stored in the cube. More totes may be necessary if more games are donated, current tote is full. Check out, check in list and possible inventory list of the library to be able to publish and attract interest.

Eric has a lot of computer stuff. Discussion of possible uses for computers, including possible computer lab or computer track. Might be room for educational thing in the TeenFusion track. Might be also useful for reg and Ops.

ConFusion website is up (and fixed). And yes, we’re making panelists pay. $20 for panelists.

Motion to close the meeting at 8:29PM by Brian seconded by Anna, 7 voted for.

April 2016 Minutes

Present:

Brian Decker
Anna Carey
John Davis
Dave Klecha
Cylithria Dubois
Josh Parker
Eric Guy

Former Board Member: Amy Zrnich

Meeting Called to order at 7:30PM by Brian

Election of new officers:

President – Brian Decker nominated by Anna Carey, seconded by David Klecha, voted 5 for, 0 against, 1 abstaining, 1 tardy

Vice President – Josh Parker nominated by David Klecha, seconded by Anna Carey, voted 5 for, 0 against, 1 abstaining, 1 tardy

Treasurer – Anna Carey nominated by Eric Guy, seconded by Brian Decker, voted 6 for, 0 against, 1 abstaining, 1 tardy

Secretary – David Klecha nominated by Josh Parker, second by Eric Guy, voted 6 for, 0 against, 1 abstaining, 1 tardy

Brian moves to approve last meeting minutes, Eric Guy seconds, 6 voting to approve

President’s Report:  New board, all is well, all else covered in old business

Treasurer’s Report:  The con made money! Con brought in slightly more than it spent, and spent slightly less than budgeted.

ConChair Report: Website in place and ready to go live at Penguicon. Some positions shifting around ready to gel. Parties at Penguicon! Please come and help. Party theme is My Little Pony after the con name of “Friendship is ConFusion!” Parties both nights. Hotel contract signed, dates are January 19-22, 2017. Science GoH has been chosen, Karen Burnham, aeronautical engineer.

Old Business:

Incorporation:    Brian’s accountant will be meeting with him shortly to discuss incorporation paperwork.

PO Box: Key returned to Brian from Ryan after checking, John has the other PO Box key.

Storage Cube: John has one key, the other key is at the unit available to be used by anyone on the allowed list.

AASFA Polices: Harassment and Accessibility policies are on the AASFA website. Dave will update to include bullet regarding requesting list of banned individuals. Dave will e-mail the Board when the updates are made with links to the policies for the Board to review and vote on at the May meeting.

Website paid and Dave needs to be reimbursed for.

Alex Drummer’s cool stuff grant approved over e-mail.

New Business:    

Budget from the conchair needed for approval. Anna promises it “lickety-split.”

AASFA Purchase of final coffee maker to replace dead and old. Tabled for next meeting.

Give UCon a game and reimburse John. Also talk about a game library of our own. Tabled for next meeting.

Motion to close the meeting at 8:18PM by Brian seconded by Josh, 7 voted for.

February 2016 Minutes

Present

Brian Decker
Anna Carey
David Klecha
Josh Parker (remote)
Cylithria Dubois (remote)
Amy Zrnich (remote)
John Davis, absent

Brian call to order @ 6:14pm

Approve meeting minutes, moved by Anna, seconded by Brian, vote to approve 6-0.

President’s report, nothing new. Covered in new or old business.

Treasurer report, wrapping up convention accounting. Otherwise finances are good.

ConChair’s report, we had a con, all is good. Hand off meeting on 3/12/16.

Old Business:

Incorporation report. Updates are pending, need more information from attorney. Will be addressed at next regular meeting.

PO Box, Ryan Carey retrieved the mail, mostly junk. No important items.

Discussion of Board promulgated accessibility and harassment policy. Accessibility and harassment policies have been copied to the AASFA website as are from the ConFusion policies. Both policies will be edited to cover all AASFA events, not just ConFusion. At the time that is complete, the Board will review and vote to accept them.

New Business: 

Website is auto-renewed for 2 years and no emergency with the site. Table any discussions regarding migration to a new host until the new Board takes over in April, 2016. Future discussions also regarding the role of Steve King and the Stilyagi side of the site. Dave will create a 2017 ConFusion site Soon(™). 

Alex Drummer’s Cool Stuff Grant request. Discussed the dollar amount to fund, as Penguicon’s Board seems to have funded $250 toward the project. Tabled for the time being pending confirmation that matching funds are being put up by Penguicon.

Voting Meeting scheduling. Usually pick three people to appoint to the next Board for continuity purposes. Brian will discuss the possibility of hosting in hotel function space for the handoff meeting/voting party. Anna volunteered to run for food/booze. Brian will propose appropriate verbiage over e-mail to approve location. Call for nominations and send save the date e-mail to be sent out ASAP. Lithie, Josh, and Dave are appointed to the next year’s Board. Moved by Anna, seconded by Brian, approved 6-0.

[Name Redacted]’s ban from ConFusion/AASFA events. Any action to be taken? At the bottom of the harassment policy on the AASFA website add verbiage that anyone can request a current list of individuals who are banned from the cons. List would contain only legal name, reason for ban (“Violation of Harassment Policy”) and duration of ban. List will only be sent out by the President when it is requested.

Brian moves to close the meeting @ 7:27pm, seconded by Dave. Approved 6-0.