AASFA Board Minutes, September 2015

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September 2015 Minutes

 

Present

 

Brian Decker

Cylithria Dubois

John Davis

Anna Carey

David Klecha

 

Brian call to order @ 4:40pm

 

Approve meeting minutes, moved by Brian, seconded by Anna, vote to approve 5-0.

 

President’s report, nothing new. Letter and bill from the lawyer. Good standing with the State of Michigan. Not with the Feds. Still need to file taxes.

 

Treasurer not present, no report.

 

ConChair’s report, covered in the ConCom meeting. Minutes of that meeting were shared with all Board. Haven’t burned the con down yet. Big concerns are the Thursday event and treasurer questions.

 

Old Business:

 

Incorporation moving forward. Covered in President’s report.

 

New Business:

 

ConChair selection. Dave will put out a call for candidates for ConChair. Attempt to consider and vote in the October meeting.

 

Brian moves to close the meeting at 4:54pm. Anna seconds. Vote to approve 5-0.

AASFA Board Minutes, August 2015

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August 2015 Minutes

 

Present

 

Brian Decker

Cylithria Dubois

John Davis

Anna Carey

David Klecha

Amy Zrnich (video chat)

 

Brian call to order 4:22pm

 

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

 

President’s report, nothing new. Everything will be covered in old business.

 

Treasurer’s report, we still have money. Lawyer has been paid.

 

ConChair’s report, covered in the ConCom meeting. Minutes of that meeting were shared with all Board. Haven’t burned the con down yet.

 

Old Business:

 

Incorporation moving forward. Briand set to contact an accountant to work on filing the taxes. Two options: attempt to apply for not-for-profit status retroactively, which is likely to fail per attorney advice, OR simply pay back taxes and apply for current not-for-profit status. Lawyer’s advice is to the second option, given the chances of success and the cost involved with trying to get retroactive non-exempt status.

 

New Business:

 

None.

 

Brian moves to close the meeting at 4:54pm. Anna seconds. Vote to approve 6-0.

AASFA Board Minutes, July 2015

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July 2015 Minutes

 

Present

 

Brian Decker

Cylithria Dubois

John Davis

Anna Carey

Josh Parker

David Klecha

 

Brian call to order 2:25pm

 

Approve meeting minutes, moved by Josh, seconded by Anna. 5 for, 1 abstaining

 

President’s report, nothing new

 

Treasurer’s report, Treasurer absent

 

ConChair’s report, covered in following ConCom meeting

 

Old Business:

 

Incorporation paperwork submitted by lawyer to State.  Need to file taxes which have not been written. Need to request retroactive tax-exempt status.

 

PO Box issue is closed, new PO Box is setup.

 

No June meeting was held due to scheduling conflicts

 

Results of the voting:

 

GoH: Ann Leckie

Science: Helen Greiner

Fan: Tammy Coxen

Media: Felicia Day

 

Josh moves to close the meeting, John seconds, 4 for, 2 against.  Meeting closed at 2:37pm.

 

Picnic had about 44 adults and 18 kids

 

Summer 2015 AASFA Picnic

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It’s that time of year again, SUMMER! And that means it is also time for the annual AASFA summer picnic.

 

THE FACTS:

WHERE: SouthEast Area Park, E. Ellsworth Rd. and Platt Rd. (NW corner) Ann Arbor, Mi 48108

  • This is the same park as last year, different from previous years.
  • Linked at the bottom is a map of the park.
  • We have rented out the covered shelter for the event, please meet there.

WHEN: SATURDAY, July 11th, 12pm – ?, 2015

  • During the picnic there will be a ConCom Meeting and an AASFA Board Meeting (these are open to anyone)

WHAT:

Voting:

  • Voting on Pro, Science, Fan, and Artist/Music/Gaming/Other GOH’s (4 total)
  • Please send nominations to nominations@aasfa.org (comments/direct replies will not be considered nominations)
  • When you send a nomination, please include some information about the person and what category they would fall into.

Food:

  • The AASFA Board will provide some food and beverages, but encourage people to bring something to share.
  • If you bring a dish to share, please bring serving utensils.

WHO: YOU!

  • And your friends.
  • And anyone thats seems pretty cool and is into fandom
  • (or should be).
  • This is an all ages event, so bring along the kidlets too!

 

Hope to see you there!!

Southeast Area Park Map

AASFA Board Minutes, May 2015

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AASFA Board Meeting 5/19/2015

 

Present:

Brian Decker

Anna Carey

Amy Zrnich

John Davis

Dave Klecha

Cylithria Dubois

Josh Parker

 

Meeting Called to order at 7:10PM by Brian

 

Approve the minutes from April – Moved by John, Seconded by Josh, 6 for, 1 against

 

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

Treasurer’s Report:      All is well, must pay the attorney.

 

Old Business:

Incorporation:            Attorney is waiting for lists of board members for last 5 years. Brian is digging through notes to compile that list. Nearly complete and ready to send.

Need to file last 7 years of taxes, still looking for all relevant data. Need to then send a letter to the government to request reinstatement as a non-profit.

Still need to locate an accountant to help file the taxes.

 

Con Chair Report:    Big meeting at the hotel last weekend. People like the hotel. Need to work out how to use the space. Registration rates are going to go up, $60 at the door, $42 pre-reg. Ideas for Thursday night events. Dealer’s room rates at $85, $60 per additional tables, buy additional badges pre-reg @ $35.

Larger artists’ alley area, $35 per table, no badge included, 1 table.

Priority was given to items to get onto the website.

PO Box:         John will attempt to get down to Ann Arbor this week or early next week to get the PO Box settled.

 

 

New Business:    Picnic planning. John has volunteered to coordinate it. Shoot for June 27th at the same park we used last time.  Only Brian has a possible conflict.

Cylithria moves to put John in charge of the summer picnic, including organizing, purchasing food, and paying fees with a budget of $500. Seconded by Josh. 6 for, 1 against.

 

Nominations for GoHs for 2017. Dave volunteers to coordinate nominations.

Amy moves for Dave to coordinate the nomination process for GoH voting at the picnic, based on last year’s method of soliciting nominations. 6 for, 1 abstaining.

 

Motion to close the meeting at 8:12PM by Dave seconded by Amy, 6 voted for, one adamantly against.

 

AASFA Board Minutes, April 2015

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AASFA board 4/25/15

Brian Decker

Anna Carey

Amy Zrnich

John Davis

Dave Klecha

Cylithria Dubois

Josh Parker

 

Meeting Called to order at 4:15PM by Brian

 

Election of new officers:

 

President – Brian Decker nominated by David Klecha, seconded by Cylithria Dubois, voted 6 for, 0 against, 1 abstaining

Vice President – Josh Parker nominated by Anna Carey, seconded by Cylithria Dubois, voted 6 for, 0 against, 1 abstaining

Treasurer – Amy Zrnich nominated by Josh Parker, seconded by Cylithria Dubois, voted 6 for, 0 against, 1 abstaining

Secretary – David Klecha nominated by Anna Carey, second by Josh Parker, voted 6 for, 0 against, 1 abstaining

 

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

Treasurer’s Report:      Nothing new.

Old Business:

Incorporation:            Attorney is waiting for lists of board members for last 5 years. Brian is digging through notes to compile that list.

Need to file last 7 years of taxes, still looking for all relevant data. Need to then send a letter to the government to request reinstatement as a non-profit.

Still need to locate an accountant to help file the taxes.

 

Con Chair Report:    Hotel contract is signed, Novi Sheraton, January 21-24, 2016. Three GoHs are confirmed, working on more. Working on a Thursday night concert. $109 per night, minimum two night stay at the new hotel.

 

PO Box: Dave needs to provide an ID with his current address and he doesn’t have one. Working on it for next meeting.

 

 

New Business:        Pagan group raffle item request. Determined that this was a Con decision, not a Board decision.

 

 

 

Motion to close the meeting at 4:37PM by Brian seconded by Amy, 6 voted for, one against.

AASFA Board Minutes, March 2015

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AASFA board 3/21/2015

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Chloe Zrnich (Not present)

Meeting Called to order at 7:23 by Brian

President’s Report:      Will be addressed in old and new business.

Treasurer’s Report:      Nothing new.

Old Business:

Incorporation:              Contacted attorney & gave him the paperwork he requested.

Need to find an accountant, attorney can recommend one possibly.

Brian will talk to the attorney about moving forward to fixing our

 

Con Chair Report:    Gave Convocation half page flyers for their freebie table

We will have a party at Penguicon

Will work with treasurer re: budget

We’ll also have a full-page ad in Penguicon’s book

Novi Sheraton was visited re: moving, negotiating options, no decision has been made

Working on asking GoHs

John Davis will be co-chair

Working with Subpress again

The Budget has been sent to the Board for review.

 

New Business:            March meeting/party/hand off party – Anna                                     Motion to approve $500 for Anna to plan this party by Brian,

seconded by Dave, unanimous

Elections – who is safe, Dave, Brian and John are safe.

need name suggestions for the vote.

Dave will do the call for nominations

PO Box: May have to change our address

We have to fill out paperwork to get a PO Box again

 

 

 

Motion to close the meeting at 8:48 by Brian seconded by Angie Unanimous

AASFA Board Minutes, February 2015

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AASFA board 2/26/2014

Brian Decker, President

Anna Carey, Vice President

Amy Zrnich, Treasurer

Angie Rush, Secretary

John Davis

Dave Klecha

Chloe Zrnich (Not present)

Meeting Called to order at 7:23 by Brian

President’s Report:      Will be addressed in old and new business.

Treasurer’s Report:      Nothing new.

Old Business:

Incorporation:              Contacted attorney & gave him the paperwork he requested.

Need to find an accountant, attorney can recommend one possibly.

Brian will talk to the attorney about moving forward to fixing our

 

Con Chair Report:    Gave Convocation half page flyers for their freebie table

We will have a party at Penguicon

Will work with treasurer re: budget

We’ll also have a full-page ad in Penguicon’s book

Novi Sheraton was visited re: moving, negotiating options, no decision has been made

Working on asking GoHs

John Davis will be co-chair

Working with Subpress again

The Budget has been sent to the Board for review.

 

New Business:            March meeting/party/hand off party – Anna                                     Motion to approve $500 for Anna to plan this party by Brian,

seconded by Dave, unanimous

Elections – who is safe, Dave, Brian and John are safe.

need name suggestions for the vote.

Dave will do the call for nominations

PO Box: May have to change our address

We have to fill out paperwork to get a PO Box again

 

 

 

Motion to close the meeting at 8:48 by Brian seconded by Angie Unanimous

AASFA Board Meetings, September 2014

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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 Minutes, August 2014

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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