The Quorum for the next General Meeting of the Membership, scheduled for 2:00 PM Sunday 10 June 2007 at the ARISIA Relaxacon at the Dedham Boston Hilton is 10, based upon the following facts:  17 in attendance at the May meeting, 22 in attendance at the April Meeting; and an expected quorum of 9 for the April Meeting as determined in the April Mentor (if 9 is 51% of the average of the last 3 meetings, then an average number for the March meeting would be 18) ((((18+22+17)/3)*.51)=9.69 rounds up to 10).

 

 

 

·         Date, Time, and Place

This corporate meeting was called to order at 3:05 PM Sunday, 20 May 2007 at the Eastlake residence in Milford, MA.

 

·         In attendance

Bridget Boyle, Samantha Dings, Jan Dumas, Donald Eastlake III, Jill Eastlake, Nichole Gosselin (new member), Brendan Hertel, Lisa Hertel, Christina Hodge, Rick Kovalcik, 'Zanne Labonville, Alex Latzko, Ben Levy, Glenn MacWilliams,

Skip Morris, Karen Purcell, Conor Walsh.

 

·         Proxies

Susan Mozzicato to Lisa Hertel, David D’Antonio to Skip Morris, Tom Murphy to Skip Morris.

 

·         Corrections to the Minutes

No Corrections to the Minutes of the last General Meeting were offered.

 

·         Corrections to MENTOR as a whole

Key list -- Skip has key #5

Correct spelling of Christina Hodges to Christina Hodge

 

·         President’s Report

        Thanks to everyone for attending the meeting. The quorum for this meeting is about 12 assuming the meeting with incomplete attendance information (at Dr. Karen’s) had about the same or less attendance as the other two.

 

·         Vice-President’s Report

        Not present -- No report.

 

·         Treasurer

        Monthly account summaries are printed in the Mentors. If you have any questions, please talk to me.

April 1st 2007			Change from Last Month
Odd Year – A07		$6,010.00	$805.00
Even Year – A08		$8,063.67	($1,326.18)
Corporate
Reserved
$3,000 N4 Grant (unspent)	$1,779.10		$0.00
Grant Fund	$4,000.00		$0.00
Two Years Expenses (CDs)	$28,104.39		$104.39
Voted Expenses	$2,925.01		$1,000.00
	Total Reserved	$36,808.50	$1,104.39
Unallocated Funds		$5,674.88	($561.65)
Total Corporate Funds		$42,483.38	$542.74

 

The following is the proposed budget for 2007-2008 fiscal year, which starts July 1st.  It will need to be approved by the Corporation.

Arisia 07-08 Corporate Budget
Income
Dues	$1,000.00
Interest	$1,000.00
A'08 Convention Payment	$9,889.00
Total Income		$11,889.00
Expenses
Rent ($797) per month	-$9,564.00
Mailbox (paid through 3/08)	-$325.00
Mentor – Postage and Copying	-$600.00
USPS Bulk Account	-$160.00
Admin	-$200.00
Supplies	-$300.00
Lawyer (as needed)	-$300.00
Liability Insurance	-$1,500.00
Domain Name (paid through 2010)
Student Art Contest Prizes
Server Hosting	-$300.00
Credit Card/Paypal Fees	-$10.00
Relaxacon '08	-$1,000.00
Total Expenses		-$13,259.00

 

 

·         Clerk

        Not present -- No report.  Jan Dumas taking minutes for meeting.  Merv will guest edit / publish Mentor for June; and Phi will handle mailbox responsibilities for the nonce.

 

·         Executive Board Report

        The EBoard is currently considering contracts for over-flow hotels for Arisia 08.  Further discussions will be at the division head meeting later this week.

 

·         Arisia ’07 Conchair

        Not present -- No report.

 

·         Arisia ’07 Treasury

        Two late bills have been paid; and there are six people who still have not paid Arisia hotel bills; the Treasurer is following up.

 

·         Arisia ’08 Conchair

        Not present.  ARISIA, Incorporated extends sympathy to September Isdell on the loss of a family member.

 

·         Arisia ’08 Treasury

        No Report.

 

·         Arisia ’09 Conchair

        Hi everybody . . . Convention does not have a treasurer as of yet.

 

·         Arisia ’09 Treasury

        None Selected -- No Report.

 

·         Archives Committee

        No Report.

 

·         Budget Committee

        No Report.

 

·         Corporate Inventory Control

        Skip reports the new door is in place, and it works better than the old door.  A list of damages has been sent to the Property owner.  The total is estimated between 1500 and 1600 dollars (actually a check shows it was $1540.85).  Skip has not developed a bill for the personal hours used by Corporate members to clean and inventory area.  The standard rate for insurance purpose is $16.00 an hour.  It is unsure if hours will be billed but we will hold that and the rate as a negotiating point with the insurance company.  We are keeping the discussion with Property owner on a friendly basis, will not be sending a certified letter with damages, at this point.

        Drape:  Drape has been given to Robin Holly of MASSFILC for repair.  One piece of torn drape will be maintained for fire testing. 

        Tech used all pieces of drape in Arisia 06, including the damaged pieces.  They also needed to use trash bags to complete room-darkening process.  It was suggested that Arisia might need up to 50% more drape.  A suggestion was made to look into ‘Commando Cloth’.  MASSFILC has suggested using colors other than black.  One piece of fabric was found to not be a black drape, but a dark blue tablecloth.

        A question from floor, just how much drape do we need to purchase?  It was suggested we need 240 feet total.  We currently have 90 feet of usable drape, plus another 30 feet that is junk.  Tech estimates we need 50%-100% more then we have now.  Robin Holly is willing to do sewing of drapes.  Agreed that drape fabric should be ten feet long, hemmed to be both ten feet hang and eight foot hang.

        MOVED to allocate $1,300 (from N4 donation) to purchase 10 sections of sound deadening drapes @ $100 each, and 3 sections of upright / cross bars as needed @ $100 each.                         Motion CARRIES by voice vote.  Colors of drape are left to the discretion of CIC and the various Tech / Masquerade people involved.

        Pipes:  We have 9 uprights and 11 cross bars and we need a better storage method for the pegs.

 

·         Corporate Sales

        No Report.

 

·         Grant Committee

        No Report.

 

·         Honors Committee

        No Report.

 

·         Hotel Search Committee

        The EBoard is considering an overflow hotel for Arisia ‘08. 

        A possible venue for Relaxacon ‘08 was discussed.  A hotel in Dennisport, MA was suggested.  Information about this hotel, and photos were reviewed.

        MOVED to authorize the EBoard to negotiate and commit with a budget of $1,000 if necessary for function space for the ARISIA Relaxacon '08 for May 30 to June 1 2008.  Motion CARRIES via voice vote.

        No report on Hotel search for Arisia ‘09 and ‘10.  The group did discuss new hotels being built, or planned for the Boston area.

 

·         Long Range Planning Committee

        No Report

 

·         Relaxacon Committee

        Conor reported current membership at 17 adults and 3 children.  The EBoard had voted to set the price of a child membership to half the price of an adult membership.  Attendees have reserved about 21 room nights (10 rooms for Friday and 11 rooms for Saturday).

        Since we have to pay for the suite, the Relaxacon will still go on even if room rental and membership does not pick up.  It was mentioned that some people are waiting until that weekend to decide if they will attend one or both days.

        Conor requested people start giving him money for attendance.

.

·         Survey Committee

        No Report.

 

·         Technical Equipment Committee

        No Report.

·         Timeline Committee

        No Report

 

·         Old Business

        The EBoard report on insurance:  An application has been submitted, and we are waiting to hear back from the agent.

        Other old business either dealt with above (drape and damaged property report from CIC) or still pending.

 

·         New Business

        No new business brought to the floor.

 

·         Announcements and future meetings

        The ARISIA Relaxacon ’07 crew is looking for assistance moving into the hotel on Friday and moving out on Sunday.

        A reminder that SmofCon is 7-9 December 2007 at the Airport Hilton.  RKOV has flyers for those interested.

        Jill Eastlake is selling tote bags for $25.00 each.

        Saturday June 16th in the evening there will be an MENSA open house at RKOV's house; and Sunday June 17th there will be a NESFA other meeting at 2 PM at RKOV's house.  Both would be good opportunities for anyone who wants to learn more about the other groups.

        Tem and Jasra are looking for assistance with Arisia party at Balticon. Please contact at them now or at the con.

        Merv is moved and settling in.  Watch for an invitation to a housewarming sometime in June that is not the Relaxacon.

 

Meeting adjourned at 3:57 PM.

 

 

From February

·         Conclude discussion of refund policy and bring a new motion (EBoard)

·         Get quotes to EBoard for liability and contents insurance.  (CIC)

·         Deferred discussion of a family or young fan rate to a future meeting. 

·         Weekend rates were changed, but single-day rates were not changed and need to be discussed in the context of a 4-day con.

·         Report from hotel search committee about state of 2009/2010  possibilities.

From March

·         Who is responsible for notifying non-corporate-member keyholders of new policy?

·         Honors committee send funds to Patri’s Girls fund

If anyone is aware of other pending business, please email clerk@arisia.org. 

 

 

 

Here is the current membership roster for Arisia, Inc.  If you believe there is an error, or if you are on this list and do not receive Mentor, email clerk@arisia.org.

 

Lisa Adler-Golden	Walter Kahn
Aaron Aggassi	Allan Kent
Jeanne Barrett	Jenn Koerber
Rob Bazemore	Pamela Koretsky
Bridget Boyle	Rick Kovalcik
Brian Cooper	’Zanne Labonville
Tom Coveney	Alex Latzko
David D’Antonio	Ben Levy
Elka Tovah Davidoff	Glen McWilliams
Jack Dietz	Skip Morris
Samantha Dings	Susan Mozzicato
Jan Dumas	Tom Murphy
Mary Dumas	Pam Ochs
Don Eastlake	Karen Purcell
Jill Eastlake	Mary Robison
Tom Fish	Noel Rosenberg
Colette Fozard	Sharon Sbarsky
John Francini	Nicholas Shectman (Phi)
Tracy Gangwer	Cris Shuldiner
Nichole Gosselin	Rachel Silber
Joel Herda	Mike Sprague
Brendan Hertel	Janet Stickle
Lisa Hertel	Brandi Tague
Christina Hodge	Pete Thomas
Lisa Holsberg (Jasra)	Persis Thorndike
Steve Huff	Pat Vandenberg
September Isdell	Conor Walsh
Jeanne Kahn	Al Walker (Hobbit)

 

 

 

If you do not have a key to storage and need to get into storage, send mail to keys@arisia .org and all keyholders will get your request. 

 

Keyset	Holder	Keyset	Holder
1	Joel Herda	12	Janet Stickle
2	Alex Latzko	13	Persis Thorndike
3	Skip Morris	14	Lisa Hertel
4	Carsten Turner	15	Ben Levy
5	Skip Morris	16	Rachel Silber
6	Phi	17	Lisa Holsberg
7	Michael Bergman	18	September Isdell (spare)
8	Rick Kovalcik	19	Skip Morris (spare)
9	September Isdell	20	Rick Kovalcik (spare)
10	Hobbit	21	Jill Eastlake
11	Landlord	22	Noel  Rosenberg

 

 

 

President Rick Kovalcik 19 Chesley Rd Newton Centre MA 02459 president@arisia.org	Arisia 2007Conchair Joel Herda 17 Heath St #3 Somerville MA 02145 conchair@arisia.org
Vice President Lisa Holsberg 14 Salem St #4 Woburn MA 01801 vp@arisia.org	Arisia 2007 Treasurer Alex Latzko 40 Greatstone Dr Merrimack NH 03054 treasury@arisia.org
Treasurer Ben Levy 47 Brown St Andover MA 01810 treasurer@arisia.org	Arisia 2008 Conchair September “Tem” Isdell 82 Albion Street #2 Somerville, MA 02143 08chair@arisia.org
Clerk Rachel Silber 59 Orient Ave Melrose MA 02176 clerk@arisia.org	Arisia 2008 Treasurer Donald Eastlake 155 Beaver St Milford MA 01757 treasury@arisia.org
	Arisia 2009 Conchair Jill Eastlake 155 Beaver St Milford MA  01757

 

 

 

Budget Committee Ben Levy (head) Alex Latzko Nicholas Shectman	Hotel Search Committee Janet Stickle (head) Skip Morris Ben Levy
Corporate Inventory Control Skip Morris (head) Lisa Hertel Hobbit Joel Herda Janet Stickle	Long Range Planning Committee Nicholas Shectman (head) Jill Eastlake Jack Dietz Lisa Adler-Goldin Conor Walsh
Technical Equipment Committee (same as CIC)	Relaxacon Investigation Committee Jack Dietz (head) Janet Stickle
Corporate Sales Officer Lisa Hertel	Survey Committee <unfilled>
Corporate Systems Administrator Cris Shuldiner	Grant Committee Lisa Holsberg (head) Walter Kahn
Honors Committee Rachel Silber (head)   Archives Committee Lori “Jet” Turi	Timeline Committee Lisa Hertel (head) Skip Morris Nicholas Shectman Noel Rosenberg Rachel Silber

 

 

 

Subscription to Mentor of Arisia is included with Corporate Membership to Arisia, Incorporated.  Membership runs from September 1st to August 31st and costs $24.  Dues are pro-rated on a monthly basis for members joining during the year.