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.

December 2015 Minutes

Present

Brian Decker

Cylithria Dubois

John Davis

Anna Carey

David Klecha

Josh Parker (remote)

Brian call to order @ 11:40am

Approve meeting minutes, moved by Brian, seconded by Dave, vote to approve 6-0, 1 abstaining.

President’s report, nothing new.

Treasurer report, post office box has been paid.

ConChair’s report, will be covered in the ConCom meeting. Moving forward and ready to go.

Old Business:

Incorporation report. Tabled until the next meeting.

PO Box paid, check still needs to happen. John will check the mail this week, possible setup for a backup/mail deputy.

New Business:

Discussion of Board promulgated disability and harassment policy. Use the existing ConFusion policies as an AASFA-directed policy that covers all AASFA events and can be maintained year to year beyond the membership of the current Board and/or ConCom. Dave will copy relevant policies to the AASFA website for review in the February AASFA meeting.

Brian moves to close the meeting at 11:55am. Anna seconds. Vote to approve 7-0.

November 2015 Minutes

Present

Brian Decker

Cylithria Dubois

John Davis (remote)

Anna Carey

David Klecha

Josh Parker (remote)

Brian call to order @ 11:25am

Approve meeting minutes, moved by Brian, seconded by Dave, vote to approve 5-0, 1 abstaining.

President’s report, nothing new.

Treasurer report, Treasurer absent.

ConChair’s report, will be covered in the ConCom meeting. Moving forward and ready to go. In talks with Worldbuilders for charity. New ConCom folk in the last month.

Old Business:

Incorporation report. Tabled until the next meeting.

ConChair selection. No action in the nominations e-mail account. Dave nominates Anna Carey for ConChair. Josh seconds. 5 for, 0 against, 1 abstaining. Motion carries. Anna Carey is 2017 ConChair.

New Business:

PO Box check. When last done? 3-4 months ago. Anna will check by the end of the month. Payment due of $49 by the end of the month.

Brian moves to close the meeting at 11:42am. Anna seconds. Vote to approve 6-0.

October 2015 Minutes

Present

Brian Decker

Cylithria Dubois

John Davis

Anna Carey

David Klecha

Josh Parker

Amy Zrnich

Brian call to order @ 3:44pm

Approve meeting minutes, moved by Brian, seconded by Dave, vote to approve 7-0.

President’s report, nothing new.

Treasurer report, nothing new. Need to pay the lawyer.

ConChair’s report, covered in the ConCom meeting. Minutes of that meeting were shared with all Board. Nothing additional to report.

Old Business:

Incorporation report. We are in good standing with the State of MI. Need to find an accountant to file back taxes. Incredibly difficult to get this done without adequate paper trail.

ConChair selection. No action in the nominations e-mail account. Postpone discussion until November meeting. Anna volunteers, but is willing to wait to see what response a reminder posting receives.

New Business:

No new business.

Brian moves to close the meeting at 3:57pm. Anna seconds. Vote to approve 7-0.

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.

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.

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

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 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.