The next corporate meeting is 7:30 PM on Tuesday June 24^th at the NESFA Clubhouse in Somerville.  At that meeting we plan to vote on the corporate and convention budgets included in this Mentor.

 

The quorum for the next (June) meeting is 10 based on 51% of the average attendance of the last three meetings (17, 24, and 18).

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 2:20 PM on Sunday May 18, 2008 at MIT, building 66, in Cambridge.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (17 Members)
Paul Aldred, Samantha Dings, Jan Dumas, Don Eastlake, Jill Eastlake, Lisa Hertel, Crystal Huff, Steve Huff, Al Kent, Rick Kovalcik, Benjamin Levy, Glenn MacWillians, Tom Murphy (Merv), Lia Olsborg, Nicholas Shectman (Phi), Persis Thorndike, and Pat Vandenberg.

[The quorum for the next (June) meeting is 10 based on 51% of the average attendance of the last three meetings (17, 24, and 18).]

 

Proxies
Paul Aldred to Mary Dumas (until he arrived), Sharon Sbarsky to Rick Kovalcik.

 

Corrections to the Minutes
None.

 

Eboard Report
There has been some further activity with hotels.  We have heard form two possible overflow hotels.  The Doubletree by the Mass Pike has offered 150 rooms at $109 and the Cambridge Center Marriott has offered 175 rooms at $123 (to match the Hyatt).  Straw poll between the Doubletree and Marriott was ~10 to 1.  MSP to authorize the Eboard to sign a contract for an overflow hotel for Arisia ’09 with whichever hotel works best taking into account the straw poll.

 

We were approached by the Hyatt and they would like to accelerate signing the contract for Arisia ’10.  We discussed some possible concessions we might get from them.  MSP to authorize the Eboard to sign a contract for the Hyatt for Arisia ’10.

 

We anticipate a request to loan equipment to the Denver Worldcon.  MSP as amended to authorize the Eboard to negotiate to loan stuff to Denver f.o.b. and returned to Arisia Storage subject to the usual terms.  [The usual fanish terms are they are responsible for picking it up and returning it to storage.  If anything breaks they either fix it or pay for replacing it.  If anything is lost they pay for replacing it.  However, from the discussion it was clear the Eboard should negotiate terms appropriate to this transaction.]

 

President’s Report
No report.

 

Vice-President’s Report
No report.

 

Treasurer’s Report
We plan to vote a corporate budget next month which will be included in the next Mentor.  Insurance for the Relaxacon came in at $250 which was about one-half what was estimated.

 

Clerk’s Report
An attendance list has been passed around.  Due are currently $8 for those interested in joining.  All Division Heads are required to join the corporation.

 

Relaxacon Report
Mary reported that planning is going along well.  Ben reported that we currently have 47 people registered included children and one days.  There was a discussion of budget.  It was the sense of the clerk that last year food was funded from the registration fees and that was the plan for this year again.

MSP to set the at-the-door rates to $25 for the weekend, $15 for Friday or Saturday, and half-price for children and that this money also goes toward food and soft drinks.

MSP to close pre-registration at the end of May 26^th.  It was pointed out the hospitality house is no sleeping zone.

 

A’08 Report
The A’08 ConChair was not present and did not send a report.

 

A’08 Treasurer’s Report
Don is still working on closing the books.  It now appears A’08 made more money than we previously thought ($21k rather than $14k) due to confusion about which account the artist funds were in.

 

A’09 Report
The org chart continues to evolve.  Pat Vandenberg is now Jill’s admin.  A draft budget was developed by Jill, Cris, Rick, and Ben and is being circulated around the Div-Heads.  It will be distributed more widely soon.  Jill will be mailing list a more detailed report [which is included later in this issue].

 

A’09 Treasurer’s Report
The A’09 Treasurer was not present and did not send a report.

 

A’10 Report
Rick reported he is working on Guests Of Honor and similar.

 

CIC Report
There will be a cleanup session on Saturday June 14 starting at 10 AM to concentrate on film and video gear.

 

Bylaws Cleanup Committee Report
We are still hashing things out.

 

Volunteer Appreciation Committee Report
The first meeting will be at the Relaxacon.

 

Grant Committee Report
The Grants Committee needs to schedule another meeting.

 

Other Committees
Not present or no report.

 

Old Business
There was a discussion about finishing up the business for A’07.  It is still in progress.

 

New Business
MSP to set the place of the August Corporate Meeting on August 17^th to be held at Chez Wood – the Kovalcik-Mozzicato home in Newton.

 

MSP to authorize the Eboard to negotiate with the Relaxacon hotel (assuming things go well this year) towards hosting the Relaxacon in 2009 with the cost to the corporation not to exceed $1000.

 

Announcements
Carole Selami is looking for ride to Balticon on Friday.  Sharon Sbarsky is looking for room shares at Balticon and Relaxacon.

 

See future meetings below.

 

The meeting adjourned at about 9:45 PM.

 

Future Meetings
(Relaxacon ’08 Friday May 30 to Sunday June 1 at Corsair and Crossrip Motels in Dennisport.)

Arisia ’09 ConCom meeting Sunday June 22 at 2 PM at MIT (Topic:  Who are we missing?).

Corporate meeting Tuesday June 24 at 7:30 PM at NESFA Clubhouse in Somerville.

No July Corporate Meeting.

(Readercon 19 Thursday 17 July 2008 to Sunday 20 July 2008 at the Burlington Marriott (www.readercon.org).)

Arisia ’09 ConCom meeting Sunday 20 July at 2 PM at Eastlakes’ (Party).

Corporate meeting and BBQ Sunday August 17 at 2 PM at Chez Wood – the Kovalcik-Mozzicato home in Newton.

Arisia ’09 ConCom meeting Wednesday September 17 at 7:30 PM at Hyatt (Topic:  Convention Flow).

Arisia ’09 ConCom meeting Tuesday October 14 at 7:30 PM at Chez Wood, aka Kovalcik-Mozzicato home in Newton (Topic:  TBD).

Arisia ’09 ConCom meeting Thursday November 6 at 7:30 PM at Hyatt (Topic:  TBD).

Arisia ’09 ConCom meeting Sunday December 14 at 2:00 PM at MIT (Topic:  TBD).

Arisia ’09 ConCom meeting Sunday January 4, 2009 at 2:00 PM at Hyatt (Topic:  TBD).

 

 

 

The organization has changed, and will change again.  Please look at the organization chart for the latest and greatest from time to time.

 

Pat Vandenberg is now acting as the convention Admin for pre-con. Thanks Pat!

 

The online survey question changes every two weeks.  Be sure to go to www.arisia.org  to make your vote count on each survey question.

 

We had general committee meetings to discuss both Ideas for things to do at the convention and Space Allocation.

 

A preliminary budget was developed by Cris, Ben, Rick and myself last week and is in circulation to the Division Heads.  We will be publishing our proposal soon to the Corporation.  We hope to pass a budget for the convention at the June Corporate meeting.

 

We decided not to have a party at Balticon because there was no one going who was willing to run it.  We hope to have parties at Denvention and Albacon, and perhaps at Philcon.  If you are attending any SF conventions before Arisia '09, please send a message to marketing @ arisia.org so that we can give you a pile of flyers to take and thus avoid postage.

 

There are many, many exciting ideas being discussed on the Brainstorming email list.  To join it go to http://arisia.org/mailman/listinfo/brainstorm

 

Please come to the Relaxacon.  Not only will many people working on Arisia '09 be there, but there is also an ocean!  Come have fun down the Cape.

 

 

 

 

 

 

May 1st 2008			Change from last month
Even Year - A08		$22,966.14	-$9,465.70
Odd Year - A09		$8,319.74	$7,459.03
Corporate
Reserved/Unspent
Grant Fund	$1,000.00		$0.00
Two years expenses (CDs)	$29,231.80		$49.19
Relaxcon Memberships	$525.88		$97.59
Voted Expenses                       (excludes budget)	$1,000.00		-$250.00
Unspent Budget	$2,951.69		-$1,413.00
Total Reserved		$34,709.37	-$1,516.22
Unallocated Funds		$12,658.10	$2,279.39
Total Corporate Funds		$47,367.47	$763.17
Total Assets		$78,653.35	-$1,243.50

 

June 1st 2008			Change from last month
Even Year - A08		$22,555.14	-$411.00
Odd Year - A09		$8,319.74	$0.00
Corporate
Reserved/Unspent
Grant Fund	$1,000.00		$0.00
Two years expenses (CDs)	$29,279.48		$47.68
Relaxcon Memberships	$935.31		$409.43
Voted Expenses                       (excludes budget)	$1,000.00		$0.00
Unspent Budget	$2,019.97		-$931.72
	Total Reserved	$34,234.76	-$474.61
Unallocated Funds		$12,034.23	-$623.87
Total Corporate Funds		$46,268.99	-$1,098.48
Total Assets		$77,143.87	-$1,509.48

 

 

 

 

Proposed Arisia 08-09 Corporate Budget
Income
Dues	$1,000
Interest	$600
A'09 Convention Payment	$10,000
Total Income		$11,600
Expenses
Rent ($797) per month	-$9,564
Mailbox ($325, paid through 8/1/09)	$0
Liability Insurance - Arisia	-$600
Liability Insurance - Relaxacon	-$600
Liability Insurance - Storage	-$1,500
Student Art Contest Prizes	-$500
USPS Bulk Account Permit	-$175
Mentor – Postage and Copying	-$600
Admin	-$200
Supplies	-$300
Lawyer (as needed)	-$300
Domain Name (paid through 2010)	$0
Server Hosting	$0
Credit Card/Paypal Fees	-$50
Capital Equipment Purchases	-$830
Contingency Fund	-$2,000
Total Expenses		-$17,219

 

Capital Equipment Purchases
	Area	Unit Price	Number	Subtotal
Measuring Tapes	Art Show	$10	2	$20
Catering Coolers	Food	$80	6	$480
Air pots	Food	$70	3	$210
Crock pots (used)	Food	$30	4	$120
Other ???	???	???	???	???
				$830

 

Additional Motion Suggested by Rick Kovalcik:

To equally divide (in quarters) the excess proceeds from A'08 into additional Capital Expenses for Tech (to be allocated by the Eboard), the Contingency Fund in the Budget ,the Rainy Day Fund (CD), and the Grant Fund.   The latter two require a motion separate from the Budget.

 

 

 

 

 

This is the current membership roster as of May 31, 2008.  Bold indicates members paid up through August 2008.  Italic indicates honorary members.  Bold Italic indicates honorary members who have also paid (so that they can vote or hold office).

 

Lisa Adler-Golden	’Zanne Labonville
Aaron Agassi	Alex Latzko
Paul Aldred	Ben Levy
Rob Bazemore	Carole London
Dave Belfer-Shevett	Ken London
Michael Bergman	Glen McWilliams
Bridget Boyle	Skip Morris
Stephanie Clarkson	Susan Mozzicato
Tom Coveney	Tom Murphy (Merv)
David D’Antonio	Pam Ochs
Samantha Dings	Lia Olsborg
Jan Dumas	Peter Olson
Mary Dumas	Sheila Oranch
Don Eastlake	James Pinkerton
Jill Eastlake	Karen Purcell
Tom Fish	Mark Richards
John Francini	Mary Robison
Tracy Gangwer <