December 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Allison Anderson
David Klecha
Amy Sexsmith (tardy)

Meeting Called to order at 11:28am by Brian

Eric moves to approve last meeting’s minutes, Anna seconds, 5-0 voting to approve.

President’s Report:  Nothing new to report.

Treasurer’s Report:  Treasurer just had a baby. Needs to send a check for the PO Box. Also need to get Anna on all of the bank accounts. Needs to be scheduled.

ConChair Report: Amy is absent due to car trouble. Will be covered in the ConCom meeting following.

Old Business:

Incorporation: Vote tabled on whether or not to fold the organization and reincorporate as a 501(c)7. Time to be taken to further research the differences between various types of not-for-profit. Full face-to-face meeting in January during Dragon’s Den is a possibility depending on audience attendance.

New Business:

Hotel under new management. Problematic guest has not re-registered as of this time. But the contract has changed with the new management, and may change again.

Motion to close the meeting at 12:05pm by Dave, seconded by Eric, 6-0 approve.

November 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Allison Anderson (remote)
David Klecha
Amy Sexsmith (remote)
Cylithria DuBois (remote)

Meeting Called to order at 7:06pm by Brian

Brian moves to approve last meeting’s minutes, Eric seconds, 7-0 voting to approve.

President’s Report:  Nothing new to report.

Treasurer’s Report:  Treasurer just had a baby. Needs to send a check for the PO Box. Also need to get Anna on all of the bank accounts. Needs to be scheduled.

ConChair Report: We are still having a con. Just had a meeting on Sunday. Next two meetings have been scheduled for December 16th and January 7th. Liaisons needed, but otherwise okay. Amy will be asking John Davis to do the program book. Also need to discuss hotel contract for 2019.

Old Business:

Incorporation: Vote tabled on whether or not to fold the organization and reincorporate as a 501(c)7. Time to be taken to further research the differences between various types of not-for-profit. Full face-to-face meeting in December to be the opportunity to vote.

New Business:

New meeting scheduled for January 16th prior to the Concom Meeting. Board meeting at 11am. Goal is for everyone to be face to face at that meeting. 

Suggestion from Eric for 2020 to consider the idea of giving out an award at the convention in order to raise the profile of the con and attract more interest. Potential idea to have a juried award of whimsical award topics. More research and discussion.

Discussion of options to do more publisher events.

Motion to close the meeting at 7:45pm by Brian, seconded by Dave, 7-0 approve.

October 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Allison Anderson
David Klecha
Amy Sexsmith
Cylithria DuBois (remote)

Meeting Called to order at 11:28am by Brian

Brian moves to approve last meeting’s minutes, Eric seconds, 7-0 voting to approve.

President’s Report:  Nothing new to report.

Treasurer’s Report:  Still a company in the State of Michigan. Went to the storage cube and paid out through August 4, 2018. No discount for prepay, but we did lock in the current rate.

ConChair Report: We are still having a con. Things are starting to fall into place. Meeting today following Board meeting. 

Old Business:

Incorporation: In good standing as a non-profit company with State of Michigan, but not with Feds/IRS due to non-filing of taxes. One option is to try to retro file taxes and write a letter begging forgiveness. Unlikely to succeed. Second option is to fold AASFA and stand up a new company. Third option is to do nothing and carry on as an association of friends who hold a couple of parties every year, one of them very big. Suggestion that we wait until after the con to take actual action in order to maximize board member bandwidth. Brian suggests everyone mull over the options, including incorporating 501(c7). Tabling to next meeting for any actual votes.

Picking a ConChair for 2019: Jeff is a no-go for 2019, Eric might be willing but prefers 2020. Eric is renewing offer to co-conchair. Amy is willing to do it again. Dave moves to name Amy ConChair for 2019. Eric seconds. Vote 6 in favor, 1 abstaining. Motion passes.

New Business:

New meeting time tabled until ConCom meeting discussion.

Motion to close the meeting at 12:00 by Brian, seconded by Anna, 7-0 approve.

September 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Amy Sexsmith
Allison Anderson

Dialed in: David Klecha 

Meeting Called to order at 12:06pm by Brian

Last meeting minutes approval. 6-0-0

President’s Report:  Nothing new to report.

Treasurer’s Report:  Nothing new to report, no changes. Still working on getting the accounts switched over.

ConChair Report:

Meeting today. 

GoH Spots filled.

Need Subpress guest info. 

Old Business:

Incorporation:  Discussion tabled, but we’ll need to have a meeting to discuss this in depth. 

Storage Cube: 

Motion to approve paying for the whole year of storage.

Eric Motions. Amy Seconds. 6-0-0 Motion carries. Anna will go with a check this week. 

Current keys are held by: 

Eric

Anna 

At storage office – all board members can pick up the key, will need ID. 

Possible Conchairs for 2019:

Allison Anderson- needs a few weeks to see if she is able.

Eric Guy – wants 2020

Jeff Marraccini – not able to.

Amy Sexsmith – 

Plan to pick a conchair at OCT meeting.

New Business:

Next Meeting- at the concom meeting? 

Oct: 15 – Good for Anna, Eric, Amy, Dave, Allison, Brian 

Brian to contact Hotel.

Mail Key is in Anna’s possession. (received from amy)

Motion to close the meeting at 12:25pm by Eric, seconded by Amy, 6-0-0 for.

August 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Amy Sexsmith

Dialed in: 
Allison Anderson
Lithie Dubois 

Meeting Called to order at 7:17pm by Brian

Last meeting minutes approval tabled till minutes are shared. 

President’s Report:  Nothing new to report.

Treasurer’s Report:  Nothing new to report, no changes. Still working on getting the accounts switched over.

ConChair Report:

All GoH Slots are filled. Announced.

No August meeting, but there will be a september meeting. 

Old Business:

Incorporation:  Discussion tabled, but we’ll need to have a meeting to discuss this in depth. 

Storage Cube: 

We moved! New cube is in Madison Hts. it is twice the size of the old cube. Current keys are held by: 
Eric
Anna 
At storage office – all board members can pick up the key, will need ID. 

New Business:

ConChair needs her budget approved. 

Eric motions to approve the 2018 proposed budget. 

Lithie Seconds. 

5-0-1 Motion approved.

Possible Conchairs for 2019:

Allison Anderson

Eric Guy – wants 2020

Jeff Marraccini –

Amy Sexsmith – 

Allison will talk to Jeff about his possibility of running the con.

Next Meeting- at the concom meeting.

Motion to close the meeting at 8:00pm by Brian, seconded by Amy, 6-0 for.

January 2017 Minutes

Present:

Brian Decker
Anna Carey
David Klecha
Cylithria DuBois
Eric Guy
John Davis
Allison Anderson

Brian Decker calls the meeting to order at 6:10

Brian moves to table all business. Cylithria seconds. Votes 7-0 in favor. 

Dave moves to close the meeting at 6:50. Anna seconds. Vote 7-0 in favor. 

June 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Allison Anderson
David Klecha
Amy Sexsmith

Also:
Bill P.
Chuck O.

Meeting Called to order at 10:30am by Brian

Anna moves to approve last meeting’s minutes, Amy seconds, 6-0 voting to approve.

President’s Report:  Nothing new to report.

Treasurer’s Report:  Nothing new to report, no changes. Still working on getting the accounts switched over.

ConChair Report: Still having a con, working on lining up GoHs and getting staff positions filled. Hotel contract stuff will be covered in old business. Budget is still a work in progress, goal for it to be delivered prior to picnic.

Old Business:

Incorporation:  Discussion tabled, but we’ll need to have a meeting to discuss this in depth. Making serious plans for the July meeting to discuss in depth.

Two big bags of stuff. Anna went through them and disposed of the irrelevant items. 95% went to recycling/trash/shredded. Anything important was filed. Many hand-written receipts for checks in the 1980s. Art show never made money, and the con suite used to charge for food and drink at cost.

Storage Cube: Lithie absent, no report until she’s present. Anna will look into when the current contract expires, in case we need to do something before then. Brian will e-mail Lithie regarding our progress on this project. 

Firefly Room Party Discussion: Bill and Chuck in attendance. Discussion of timeline of events based on e-mail records harvested from permanent e-mail box. Discussion of how to improve the process. 

Contract signed with the hotel, no other issues necessary. 

Discussion of ramifications of harassment issue at Penguicon.

Picnic time is set. Dave will get a write-up to Anna for web and social media.

New Business:

Next meeting on 7/15 @ 10am prior to the picnic. 

Motion to close the meeting at 12:10pm by Brian, seconded by Amy, 6-0 for.

May 2017 Minutes

Present:

Brian Decker
Anna Carey
Eric Guy
Allison Anderson
David Klecha
Amy Sexsmith

Meeting Called to order at 11:47am by Brian

Eric moves to approve last meeting’s minutes, Amy seconds, 6-0 voting to approve.

President’s Report:  Nothing new to report.

Treasurer’s Report:  Nothing new to report, no changes. Still working on getting the accounts switched over.

ConChair Report: Requesting a little more time for the budget due to external time factors. Would like to move it to an online vote via e-mail. Website is up and going, threw a party at Penguicon and won best drink. 

Old Business:

Incorporation:  Discussion tabled, but we’ll need to have a meeting to discuss this in depth. Making serious plans for the June meeting to discuss in depth.

Two big bags of stuff. Anna gave them a good, hard look. Tabled.

Firefly Room Party Discussion: They did not respond to the most recent meeting invite, will make one more effort to bring them to a meeting.

Storage Cube: Lithie absent, no report until she’s present. Anna will look into when the current contract expires, in case we need to do something before then. 

New Business:

Scheduling next meeting, ideally for 10am on 6/24, Brian will check with hotel. 

Anna is giving Amy a key to the PO Box.

Contract signed with the hotel, no other issues necessary. 

Discussion of ramifications of harassment issue at Penguicon.

Motion to close the meeting at 12:15pm by Dave, seconded by Eric, 6-0 for.

April 2017 Minutes

Present:

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

Meeting Called to order at 10:24am by Brian

First order of business. Nominations for President. Anna nominates Brian Decker, seconded by Amy. 6 for, one abstaining.

Nomination for Vice President. Amy nominates Eric Guy, Lithie seconds. 6 for, one abstaining.

Nomination for Treasurer. Dave nominates Anna. Amy seconds. 6 for, one abstaining.

Nomination for Secretary. Amy nominates Dave. Anna seconds. 6 for, one abstaining. 

Cylithria moves to approve last meeting’s minutes, Eric seconds, 7-0 voting to approve.

President’s Report:  We had a voting party. Lost John Davis. Updated mailing list to remove John and add Amy. All else covered in new and old business.

Treasurer’s Report:  Working on getting accounts straightened out. We do have money in our accounts. Anna has $500 in cash for Dragon’s Den if it were to happen, but could be repurposed for ConFusion party. 

ConChair Report: We had a voting party, got a theme. ConFusion through the Looking Glass is the name. Two confirmed GoHs. Hotel and dates are set, 18th-21st of January at the Sheraton. Budget proposal will come in May. Still wrangling staff into their positions. Party at Penguicon. Hotel contract signed and settled.

Old Business:

Incorporation:  Discussion is tabled until the next regular meeting for Brian to do more research.

Two big bags of stuff. Anna gave them a good, hard look. Tabled.

AASFA Picnic Planning: Set for July 15. Eric moves to provide $500 for the picnic budget, for Dave to manage. Lithie seconds. Vote is 7-0 for. 

Firefly Room Party Discussion: Tabled to invite them to next meeting. Need to schedule May’s meeting. Dave will invite them once the May meeting is scheduled. 

Storage Cube: Lithie will work on it. Tabled until next meeting. 

New Business:

No new business.

Motion to close the meeting at 10:50am by Brian, seconded by Lithie, 7-0 for.

March 2017 Minutes

Present:

Brian Decker
Anna Carey
Cylithria Dubois
Eric Guy
Allison Anderson (remote) (tardy)
David Klecha
John Davis

Also in Attendance: 

Dan E

Meeting Called to order at 7:57pm by Brian

Cylithria moves to approve last meeting’s minutes, Eric seconds, 6-0 voting to approve.

President’s Report:  Everything will be covered in new and old business.

Treasurer’s Report:  A few minor disputes with hotel, but they have been cleared up and will be settling up soon.

ConChair Report: Last year’s conchair is about to pay the bill. Didn’t burn things down. Some things were signed off to master bill or other rooms that were not legit, or not our guests. Discussion for future events on when banquet orders are signed off on. New Con Chair in the house! Working on having a voting meeting for theme and such, down to the 12th and 18th. Brian and Hotel are working on a contract. Started working on staff and will begin e-mailing GoH invitations this weekend. Working on possible hotel contract changes for guaranteed (pre-paid) rooms in an attempt to resolve the high volume of cancellations.

Old Business:

Incorporation:  Discussion is tabled until the next regular meeting for Brian to do more research.

Two big bags of stuff. Anna gave them a good, hard look. Tabled.

AASFA Voting Party: Voting meeting set for the 18th after 6pm. Dave makes a motion to apportion $500 as a budget for the voting party. John seconds. 6-0 to approve.

Board Nominations for March Voting Meeting: Lithie moves Eric, Brian, and Anna to be safe for the voting minute. Dave seconds. 5 for, 1 abstaining. 

AASFA Picnic Planning: Set for July 15. $265 paid to Ann Arbor for it. Contract to be sent in tomorrow. Dave will create an ad for the Penguicon program with the new AASFA logo and get to Lithe by 11th (chair @ penguicon.org) 

Firefly Room Party Discussion: Tabled to invite them to next meeting.

New Business: 

Storage Cube: Lithie says the storage cube is Tetris-ed in FULL and we need to move to the next size of cube. Renewal on the current cube is due in June or July. Lithie & Dan will move the stuff once the change is made. Lithie will gather quotes on the various sizes and other sites. Voting to occur next meeting.

Discussion of ghosting and identity policies.

Next meeting: Possibly March 21 or 28, Dave will reach out to Bill P., and Allison. 

Motion to close the meeting at 10:15pm by Dave, seconded by Brian, 6-0 for.