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.

August 2018 Minutes

12:19 pm called to order

Approval of last meeting minutes. 5-0-0

Presidents report: to be covered in new/old business. 

Treasurer’s report: assumes we still have money. Cube was paid for a Goodfull year. 

Conchairs Report: still happening. Meeting today. 

Future meetings at the new hotel need to be set up. Hope to align aasfa meetings to those meetings for ease of presence. 

Brian and Amy to coordinate with Mimi. 

Old business: 

New post box: Dave is not in attendance.need to reach out to Dave offline. 

Liability insurane: resolved

Incorporation: tabled

ConCom calendar: Anna to head at ConCom meetings. 

New business:

2020 conchair: 

To discuss but, push vote to full board meeting. Lithie will send out blast for bids or  recommendations for chair or other positions

2020 nominations: voting happening today. 

2020 theme: this will occur at spring voting meeting. 

Meeting closed. 12:39 Eric motion. Brian second. 5-0-0

July 2018 Minutes

Present:

Brian Decker
Anna Carey
Dave Klecha
Eric Guy (Remote)
Amy Sexsmith

Brian calls the meeting to order at 12:34 pm

Brain moves to approve the meeting minutes. Passes 5-0

President’s report: Nothing new that won’t be covered in new and old business.

Treasurer’s report: Nothing new to report.

ConChair’s report: Still looking for a 4th GoH (Science), but now that Karen B. is on board, Amy will be consulting with her about science guests. ConCom meeting today. No budget yet, Amy is still working on it.

Old Business:

Incorporation: Last time discussed moving forward on re-incorporating, there is no burning rush. But we will move forward with it as soon as possible. Liability insurance is the only question regarding incorporation. 

Liability Insurance: Continuing discussion of liability insurance. No further discussion needed in future meetings. The questions are well-understood by the Board as to who is responsible and when depending on the venue and nature of the event. 

ConFusion Planning Calendar: Will make an effort at today’s ConCom meeting to get a start on establishing deadlines. Intent is to place it in a shareable online calendar.

Post Office Box: Discussion of size and location. Amy moves 5”x5” box at the place on 12 Mile Road. Dave seconds. Passes 5-0. 

AASFA Picnic: Set for August 26th at Noon at Southwest Area Park in Ann Arbor. Need to approve total budget and nominate someone to buy food and pick up stuff from the cube. Amy volunteers to do food, Brian and/or Anna will get to the cube to pick that stuff up. Dave moves to approve $500 budget to cover park rental and food. Brian seconds. Carries 5-0.

New Business:

Cube Rental Payment: Discussion of paying per year. Consensus resolves around continuing to pay annually. No appetite for moving, certainly. Amy will try to call and do it over the phone. Brian moves to pay for the storage cube for a year. Dave seconds. Carries 5-0.

Dave moves to close the meeting at 1:08pm, Amy seconds, motion passes 5-0. 1 irrelevant vote.

June 2018 Minutes

Present:

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

Brian calls the meeting to order at 7:16pm

Brain moves to approve the meeting minutes. Passes 6-0

President’s report: Nothing new that won’t be covered in new and old business.

Treasurer’s report: Nothing new to report.

ConChair’s report: Confirmed three guests of honor. Wondering if three guests is enough for a con. Probably, but Amy will continue to look for a Science GoH. Possibly by early July ready for registration. Discussion of possible changes for ribbons and program book. Amy is buying a house and getting a puppy. Budget promised for next meeting. Allison suggesting a charity donation prize.

Old Business:

Incorporation: Last time discussed moving forward on re-incorporating, there is no burning rush. But we will move forward with it as soon as possible. Liability insurance is the only question regarding incorporation. 

Liability Insurance: Debate on the question of insurance for specific events versus insurance coverage for the whole year of all activities. Also no rush in terms of investigating the alternatives.

ConFusion Planning Calendar: Oh God. I know, right? ConCom meeting is needed to set up the full calendar.

Post Office Box: Box lost. Eric volunteered to research setting up one in Oakland County.

New Business:

Post Office Box: Box lost. Eric volunteered to research setting up one in Oakland County

AASFA Picnic: Potential date identified of July 29. Allison volunteers to run down stuff and talking to city of Ann Arbor about the date. 

Open positions for ConFusion: Room Parties, Dealers (maybe?), maybe Comics.

Dave moves to close the meeting at 7:59pm, Amy seconds, motion passes 6-0.

May 2018 Minutes

Present:

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

Brian calls the meeting to order 3:15pm

Amy nominates Brian for President, Lithie seconds. 6-0 for, Brian abstains.

Lithie nominates Eric for Vice President, Allison seconds. 6-1, Eric opposes just to be on recording.

Amy nominates Dave for Secretary, Anna seconds. 6-0, Dave abstains.

Anna nominates Amy for Treasurer, Allison seconds. 6-0, Amy abstains.

Lithie moves to approves the March meeting minutes. Anna seconds. Motion passes 7-0. 

President’s report: Voting party happened and theme was chosen. Board members elected, all previous members returning. No challengers appeared.

Treasurer’s report: New treasurer. 

ConChair’s report: We have a hotel: Back to the Doubletree! ConSuite moved to one of the party rooms. Teens moved to old ConSuite. KidFusion to second floor. Advantageous hotel policy changes. Everything is exciting.

Old Business:

Incorporation: Tabled.

ConFusion Planning Calendar: Not much progress made, need to move forward with that into the first ConCom meeting. Need to communicate dates and location to outside interests, especially SubPress.

Liability Insurance: Penguicon asking about our insurance. Our approach has been communicated to Randy off-line. 

New Business:

Announcement: Anna’s last year on the Board. Be on the lookout for potential new Board members.

Dave moves to close the meeting at 3:36pm, Anna seconds, motion passes 6-1, Brian opposes.

March 2018 Minutes

Present:

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

Brian calls the meeting to order 4:11pm.

Amy moves to approves the February meeting minutes. Allison seconds. Motion passes 6-0, Eric abstains.

President’s report: Nothing that will not be covered in new and old business.

Treasurer’s report: Still not on the books, nothing to report. Working with Amy to get to the bank and get on the account. No numbers yet for ConFusion Through the Looking Glass. Hotel bill paid.

ConChair’s report: We had a convention. 909 hot bodies. Currently shopping at a couple of hotels for ConFusion 2019. Several unrealistic conditions to Sheraton. In conversations with the Doubletree again as a result. Many improvements in the facilities. 

Old Business:

Incorporation: Tabled.

Spring Voting Meeting: Brian will continue to pursue voting party at the Doubletree. Amy will be coordinating the voting meeting/party. Holding pattern until word on the hotel. Allison will assist Amy with planning.

Board Nominations: Brian moves to make Amy, Dave, and Eric safe for next election. Approved 6-0, Eric abstains.

ConFusion Planning Calendar: Probably going to take a ConCom meeting in order to map out a generic calendar, in order to determine how long certain things take in order to plot out dependent deadlines properly. 

New Business:

April Board Meeting: Will likely be at the next meeting.

Penguicon Party: Instead of a party (since rooms are limited if not gone), sponsor a tea in the con suite. Lithie will reach out to Janet Gocay.

Website: Stick with Dreamhost for now.

Liability Insurance: Randy Bradakis wanted to know about liability insurance for Penguicon and what ConFusion uses. Amy purchased event insurance, just for the date of the event, and added the alcohol rider. Brian will communicate back with Randy and urge him to contact the ConChair if he needs more details.

Brian moves to close the meeting at 5:17pm, Anna seconds, motion passes 6-0.

February 2018 Minutes

Present:

Anna Carey
Dave Klecha
Allison Anderson (Remote)
Eric Guy (Remote)
Cylithria Dubois (Remote)

Absent:
Brian Decker
Amy Sexsmith

Eric calls the meeting to order 11:07am.

Anna moves to approves the December meeting minutes. Cylithria seconds. Motion passes 5-0

President’s report: President is absent, no report.

Treasurer’s report: Still not on the books, nothing to report. Working with Amy to get to the bank and get on the account. No numbers yet for ConFusion Through the Looking Glass. Hotel bill not paid yet due to disputes.

ConChair’s report: ConChair is absent, no report.

Old Business:

Incorporation: Tabled due to absence of President.

New Business:

Spring Voting Meeting: Discussion of date for Spring voting meeting, centering on early April. April 14 looking good for everyone in the meeting at the moment. Need to confirm with Brian and Amy before setting it in stone. Consensus on the hotel as a venue if available. Suggestion of Amy to run it again, and Allison volunteers to assist if necessary. Dave will reach out to Amy to make sure she’s okay with it, then online vote to approve. 

Board Nominations: Tabled until March.

ConFusion Planning Calendar: Anna proposes the creation of a Board-dictated calendar for timing of ConFusion planning. Due dates, fallback dates, reminder dates, and so on. Need to create a document working backward from con date. Suggestion for each Board member to work on in their own areas of strength to assemble timelines to be transposed into a shareable online calendar. 

March Board Meeting: Need to check with Amy on dates for a March ConCom meeting. General availability for after work is good on Wednesdays and Fridays, weekends mostly look good. 

Dave moves to close the meeting at 11:51 am, Allison seconds, motion passes 5-0.