AASFA Board Minutes, April 2015

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

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

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

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

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

AASFA Board Minutes, June 2014

AASFA board 6/28/14
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 6:31 by Brian Decker
Motion to approve June minutes by Brian, seconded by Dave
Unanimous
President’s Report: Nothing new – see new/old business
Treasurer’s Report: Nothing
Old Business:
Incorporation Discussion – Half of the paperwork for the attorney is done, working on the other half
Square vs Paypal – Tabled
Con needs a printer – Waiting for Detcon to wrap up and see what they have.
ConChair Report: Budget is ready.
Budget will be submitted for review and vote at next meeting
We had a party at Detcon and a fan table.  Talked to a lot of people.  John Piccaco might come
on his own as a panelist (not goh), took a couple registrations. Talked to a lot of people,
passed out a lot of flyers.
Next concom meeting is August 10th.
Anna put the master calendar into Google Calendar so everyone has the deadlines and meeting dates
Detcon lending:We need to get our Detcon lending stuff back once they get settled, Dave will reinventory it.
Coffee Makers:Tabled still
Cool stuff grants
for room parties: Dave will draft the statement we’re going to publicize to the group and we’ll review it.
Book Donations: Angie (Pendrican) Tabled
Stilyagi.org Amy and Dave are working on it, nothing to report yet.
2016 ConChair Angie will put out a call for nominations on Stilyagi and email Ryan and ask him to put it on social media.
Plan is to vote at the July meeting.
New Business:       NOne
Motion to close the meeting at 6:42 called by brian, seconded by chloe, all for.
Motion to close meeting called by Brian, seconded by BRian – unanimous Meeting closes at 3:03

Summer AASFA Picnic

Even though it seemed like it would never come, 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 not the same park as previous years, please take note.
  • Linked at the bottom is a map of the new park.
  • We have rented out the covered shelter for the event, please meet there.
  • Reason for change is that there are no longer restrooms at Veterans Memorial (without climbing the hill).

WHEN: SATURDAY, JUNE 28th. 12pm – ?, 2014

  • 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 kiddlets too!

 

Hope to see you there!!

Southeast Area Park Map

AASFA Board Minutes, May 2014

AASFA board 5/27/14
In attendance
Brian Decker, President
Anna Carey, Vice President
Amy Zrnich, Treasurer
Angie Rush, Secretary
John Davis
Dave Klecha
Not in attendance: Chloe Zrnich
Meeting Called to order at 6:59 by Brian Decker
Motion to approve April minutes by Angie, seconded by Dave
All for
President’s Report: Nothing new
Treasurer’s Report: Nothing new
Old Business:
Incorporation Discussion – We have the bank paperwork, Amy and Brian need to sit down and put together a profit/loss for a number of years (seven, perhaps)
Square vs Paypal – Tabled
Con needs a printer – Tabled per Dave – waiting to see what comes out of Detcon1
ConChair Report: We have a con.
Dave is working on a budget
Have name, hotel, dates, gohs, most of our staff
Aaron needs a liaison, is there anyone he would specifically want?
Concom meeting on Sunday
Moving the cube: Metro Storage looks like the best choice still.
Brian: do the move when it’s optimal, maybe not picnic time.
Amy: Contract is up July 1st – need to move before then
Amy calls a motion to move our storage facility from Public Storage in Troy to Metro Storage in Taylor due to the fact that it’s closer to our hotel
now.  They’ll give us a truck to move in, and it’s climate controlled
Seconded by Dave
Approved unanimously
Detcon lending: Dave: no problem with it, as long as Lithie is involved, we could pull stuff when we move cubes.
Also make sure we don’t lend out anything we’ll need for the picnic
When we move cubes, we’ll put out the picnic stuff AND the stuff Detcon1 is borrowing.
Then put everything else in the new cube.
Dave will take on all responsibility for dealing with Detcon1 stuff.
Amy says: share the inventory with her so we know what we don’t need and she can do a GFS pre-order
(Looking at the 21st or the 22nd (Anna is not available on the 21st.))
Detcon1 is offering us some of their printers/etc that they buy and then will have no use for afterwards.
Dave calls a motion to lend our non-perishable, non-disposal fixtures/appliances/utensils to Detcon1 for their use during the con
and it will be returned. Seconded by John, passed unanimously.
Coffee Makers:Tabled because Chloe isn’t here.
Summer party: We haven’t heard back from Ann Arbor – need to finalize the contract. Anna will contact them again. She’ll call if she doesn’t hear
by the end of the week.
We need to open nominations for 2016 GoHs – Anna will put the email out about it, we will use the nominations@aasfa.org
Cool stuff grants
for room parties: An all-ages party through a cool stuff grant? Someone would have to propose an idea and follow through for it
Add it to the budget?
But we still need someone to run it, so if they’re interested enough to ask, they’d be interested enough to do it
We’d email out saying “Hey, we have a cool stuff grant – and here’s a great idea! We’re trying to improve the party scene.
Hey, if you have a good idea, we might actually pay for it!
Will we require them to call in or show up in person to propose it? Yes, it should be part of the process.
Proposal through email, then ask them to come talk about it in person
$?  We gave $200 for the Dalek
It needs to benefit the community.
Booze is still an issue – we do not want to be responsible for that.
Decorations? Room fee? Food, etc.
Book Donations: Angie (Pendrican) Tabled
Game to Ucon: John bought Legendary, will arrange delivery. Has turned in receipt.
New Business:
Stilyagi.org we need to transfer the domain name to our Network Solutions account
Dave needs the Network Solutions password
Motion to close meeting called by Brian, seconded by Anna – unanimous Meeting closes at 7:50

AASFA Board Minutes, April 2014

AASFA board 4/17/14
In attendance
Brian Decker, President
Anna Carey, Vice President
Amy Zrnich, Treasurer
Angie Rush, Secretary
John Davis
Chloe Zrnich
2015 Confusion Conchair
Members in attendance:
Brian, John, Anna, Chloe, Angie, Amy
Member not in attendance
Dave Klecha
Meeting Called to order at 7:10 by Brian Decker
Voting on positions
President: Chloe nominates Brian
Anna seconds
Brian abstains, all vote yes
Vice President: Angie nominates Anna
Chloe seconds
Anna abstains, all vote yes
Treasurer: Chloe nominates amy, anna seconds
Amy abstains, all vote yes
Secretary: Chloe nominates angie
john seconds
angie abstains, all vote yes
Positions for 2014-2015 set
Motion to approve February minutes by Angie, seconded by Chloe
Brian against, all for, none abstain
President’s Report: all is in old business
Treasurer’s Report: we still have money, rest in old business
Old Business:
Incorporation Discussion – We have the bank paperwork, we need to talk to the attorney next to see what we need to do
Square vs Paypal – Tabled
Con needs a printer – tabled, Dave isn’t here.
ConChair Report: Dave isnt here.
Moving the cube: Amy: Simply Self Storage in lincoln park. 5×5  (indoor)
Brian: We’re in a 5x10ish – 5×5 would be too small
Amy: 5×10 for $50 month – but april would be $23 and May would be free. There are lots of specials.
Amy: 5×15 also available
Amy: Metro Storage – also a penske dealer, we can get the truck there, too. closer to the hotel than Simply
Brian: What are we paying right now?
Amy: Roughly $70/month
Amy: Metro Storage is climate controlled. When you move in you get a free moving truck, just mileage and gas.
Amy: Metro storage also does long-term discounts. It’s in Taylor – Southfield and Van Born
Amy: Metro Storage doesn’t have prices, but they have a 5×5 and 5×10 and 7.5×10
Amy: Move would be when we do the picnic (June).
Amy: the 7.5×10 might help with space, not sure we need a 10×10
Detcon lending: Tabled
Coffee Makers:Chloe:  Tabled to look up automatic coffee makers
Summer party – Anna: Changing location so we’d have a bathroom. June 28th is available. Anna will reserve it
Cool stuff grants for room parties – tabled for dave
What other sort of book donation stuff can we do?  Low income schools?
More promotion of the educational side of the community
pendrican school downriver?
Angie will try to find some contact info (Tabled)
New Business:
We owe ucon a game. They’d be happy with a copy of Legendary.
Vote to approve money for John to buy a copy and coordinate getting it to them:
Motion called by Angie – seconded by Chloe
Brian abstains, everyone else votes yes
Motion to close meeting called by Brian, seconded by Angie – unanimous Meeting closes at 7:33

Spring Voting Party

It’s that time again! It doesn’t feel like Spring, just yet, but we’re gearing up for the Spring Voting Party!

Attendees of the Spring Voting Party will be able to vote on the name for ConFusion 2015, and eligible attendees will be able to vote on new Board Members for 2014-15. Four spots will be open on the Board, and we are open for nominations. Please send your nominations, both for the name of the convention and any ideas for board members to nominations@aasfa.org

The party this year will be held at the Dearborn Doubletree Hotel on March 29, beginning at 5pm. Food and drinks will be provided.

We look forward to seeing you there!