Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, incorporated. All material copyright 2003. Arisia. Incorporated. All rights reserved.

The Newsletter of Arisia, Incorporated — Number 130, April 2004

•

All general (non-honorary) corporate memberships expire

at the end of August. Dues in the amount of $24 must be

paid (or a request for waiver of dues must be submitted to

the Executive Board) by the start of the Annual Meeting in

order to retain voting rights, or to run for office.

The March meeting was called to order at MIT at 14:45 on 14

March 2004.

In attendance were:

Alex Latzko, Joel Herda, Carsten Turner, Lisa Hertel, Lis Carey

Mike Sprague, Walter Kahn, Jeanne Kahn, Ben Levy, Nichoas

Shectman, Skip Morris, Tom ‘Merv’ Murphy Rick Kovalcik

Craig McDonnough.

We have a new member in the person of Michael Sprague.

The meetings was run under the more or less standing agenda:

: Mentor is late courtesy of the clerk getting

the art show checks out.

Dave Belfer-Shevett gave his proxy to Phi via email.

Question was raised on meeting notice requirements and valid-

ity of email. Skip responded with a point of order that the

precedent was set E-mail is valid if we have alternate notice for

members not on email.

RK also raised a point of order:

:

Question about 501C3 status. Phi sent the original letter of

grant sent back to IRS to get them to do a fiche search. A new

letter of grant was issued. The grant is nominally perpetual.

Question from Merv: Now that we have a valid document, can

it be placed on-line in a common format, such as Adobe .PDF –

Phi answered in the affirmative.

One other tax related issue is the last time we went to get an ST-

2; they gave us one with a 15-year expiration date. Kinko’s

noted this and they called the state that said it’s no longer a valid

ST-2. Phi faxed MA a copy of the Fed form, and they sent him

a new ST-2, which will also then be put up on the web

Bank Accounts: when Phi took office we had a large number of

bank accounts. We are now down to three accounts at Fleet

bank, which have monthly fees. We are considering move to

Wainright bank with has non-profit rates (read no fee). There is

a branch near Park Plaza with Saturday hours.

Cash registers: we have two, both are broken, one has a missing

column in the master tape, (this will get fixed). The other has a

design flaw where when the battery dies it loses all program-

ming. A motion to dispose of the big register by was introduced

by Phi. Passes by acclamation

Phi will not be running for re-election.

. Not present.

No report

:

Phi. One shot database being developed for the use of pro-

gramming.

With regard to registration database, as corporate sales officer,

Phi has the bulk of data necessary to add to the database already

in CSV format. Dave Belfer-Shevette has the info necessary to

pull a real snapshot together aside from comp info and sales

table stuff from Phi.

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Skip: talking to Bryt apparently Stonekeep did not implement all

the features or fields from our exsiting database.

In particular some of the fields, which help us to generate mail-

ing lists. This info exists only in comments or in paper. This

needs to be corrected and Stonekeep has volunteered to do so.

Couldn’t record transfer or cross buy memberships info. A lot

was done as comments and will require manual processing to

clean up. Non-committal as to whether or not CONGO served

our purposes.

Merv. Skip: a data dump exists, in SQL format. Do not yet

have a dump in CSV format,

Or we have someone interpret SQL dump and push that back

into access database.

Skip will get a copy of the dump to Merv. The Eboard will act.

: Joel – intends to meet just after

Lunacon to come up with its mandate. Carsten has volunteered

to be on it. Joel will propose a meeting time to the corporate list

(Ben Levy) The new con-

vention center hotel will not be completed till spring/summer of

2006. The choices are down to the Park Plaza; Sheraton; Co-

pley Marriott. Skip added that the Boston SF-Film Marathon is

also looking to move hotel

Alex asked: What is the radius of search Ben answered: within

Greater Boston Visitors Bureau search engine area.

The text of the LPR proposal was listed in an earlier edition of

Mentor, and is repeated here as follows:

Moved to amend the bylaw sections on meetings by:

“The default location will be set for the coming year at the an-

nual meeting after the elections. The default time will be 2:00

PM and the default date the third Sunday of the month. The

new default takes place once published

Any exceptions to the defaults should be considered three (3)

calendar months in advance. Any meeting may be changed if

need be, so long as proper notice is given as defined in section

2.4 of the by-laws”

Submitted: Lisa Hertel, Bridget Boyle, Carsten Turner, Rick

Kovalcik, Skip Morris

Skip: no report

Lisa and Merv asked when the books would be closed. Alex

answered he is waiting for Phi to get together in person, and

then we’ll close them.

Carsten – working on sending out checks. Art show checks done

It is the intent of the 04 con chair and treasurer, they be supplied

with a copy of their

Books.

Phi for Buzz - Would like it if Lunacon stuff gets to Lunacon.

Priority of A05. Should not be held on technicalities.

Registration: Phi has taken on task of getting data for registra-

tion into on place. Congo, corporate sales info, comp info,

sharing (data) information. DBS has volunteered

That it gets into one big pile of data.

Program database team: Phi, Elaine Rachel Silver, and Connor.

For next years programming, events, and publications. Will be

used to generate data dumps for things like pocket program.

Question from Merv; Would like DB committee to get results of

this scheduling database to fold the info into what the DB com-

mittee is doing. Merv volunteers to help, its been something

he’s been working on/towards for four years.

No AGOH yet, switching from waiting from non-committal

GOH to 2

nd

choice. Hope to be able to announce at the Luna-

Con party.

Potential AGOH may still appear as a special guest, depending

on stuff.

Marketing machine rolling,: Rickland Powell is heading it up,

with Heather Munn as staff. We throw parties and send out a

mass mailer, what else should we be reaching out to. We have

website stuff. There is a person doing it, and there is a straw

man website under development. Parties are currently sched-

uled for LunaCon; BaltiCon; Worldcon. There will be presence

at ICON. Carsten asked if there was a party planned for Anime

Boston, Lisa notes they’re sold out.

For Worldcon, suggestions of Themes were discussed. We

want to have the biggest party possible. We [ed, this was the

Imperial WE] have ambitious plans for it.

Philcon is off the radar at this point. Once of the concepts for

WorldCon is to give away tote bags, so we should find them in

storage.

Budget process is starting, and should be moving in the next few

weeks, but no budget coordinator has been found yet

Mentor of Arisia - The Newsletter of Arisia, Incorporated.

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Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, incorporated. All material copyright 2003. Arisia. Incorporated. All rights reserved.

Rick: To the point of getting materials to LunaCon assistance is

requested in loading the truck. --

;

Corporate inventory. Skip reporting. In trying to get a proper

inventory for LunaCon he discovered we are missing pipe and

bases as listed below. In a lighter vein Skip found the old ban-

ner. We sent to Arisia 4 metal bases, 4 uprights 3 cross pieces

and black drape. Near as Skip can tell, Kenny doesn’t remem-

ber loading the pipe/bases at the end of the con. They were

probably left at Con. Mail sent to person who set it up. Skip

will go to Park Plaza and look for 250 lbs of bases and pipes.

If we can’t locate it the replacement cost is $600. We’ve made

money with it. It’s planned to be used at Lunacon this year.

Do we want to spring for more this week: Shipping equals cost,

they are non-returnable.

Can they be rented, yes, @ 25% of purchase price. Discussion.

If we buy more, it’s likely other cons will rent the extra or buy it

outright from us. How long did it take to pay for the existing

equipment? Skip estimates a rental rate of $350 commercial

rental, 200 fannish rental rate. [ED. The missing hardware was

found eventually]

Skip noted on a whimsical point largest con attended run by a

non-profit 1-22 march, Attendance1.3 million, 16k volunteers.

It’s the largest RODEO in Texas and occupies the entire Reliant

Center.

Other notes of individual standing, a request was made to iden-

tify the corporate sys admin, and he was identified as Chris

Schuldner

.

Long Range Planning Committee doc will be published in

Mentor as it exists [see above]/.

Luncaon – the truck needs to go. There are flyers, which will go

to Lunacon. The theme of the party will be savory.

From Lisa Hertel: Regarding the Tim Powers book: Has Joel

gotten letter or e-mail explaining what has happened with it?

There was a printing error, and NESFA will exchange these

books in perpetuity. NESFA has stopped all sales of first edi-

tion.

Skip requests an errata sheet be published for those who wish

not to exchange their potentially autographed copy. The con

chair officially requests that Lisa Hertel make a good faith effort

to provide an Adobe .PDF of the missing paragraph(s) so that

people who do not wish to turn in their first printing (to read it

now etc). This will be posted to the website.

Skip: Move to retain our existing stock and authorize and pur-

chase of an equal number of copies of the new printing when

they are available. Carsten seconds. Discussion ensued as fol-

lows:

Phi: we need to keep archive copies. We will not be selling

our archive copies. We would like to give away some of copies

at N4 as door prizes; they need to be corrected versions. Per-

haps buy a few more to archive both printings. We would need

to purchase extras in any case.

Rick - assumes Phi was arguing against the motion.

Merv - we should keep 2 for archive, and get 2 fixed for the

archive. Sell off the rest of the stock.

Ben, are they re-printing the dust cover – RK – yes

Walter, its important we don’t see defective copies. In the fu-

ture we may want to work with NESFA in the future.

Rick provided a motion to call the question

Merv notes. Would like to not piss NESFA off over this one.

Skips motion fails

Rick then proposed an alternate motion: Instruct the corporation

to agree to NESFA’s request to exchange all but two copies of

the book for archive. Carries by unanimous hand vote.

DATABASE:

Discussion of database was performed after the Chair directed

the meeting to be a committee of the whole. No notes were

taken of the discussions. The following is the outcome of the

discussion.

Mentor of Arisia - The Newsletter of Arisia, Incorporated.

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Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, incorporated. All material copyright 2003. Arisia. Incorporated. All rights reserved.1

Motion: Move to direct the executive board to communicate

with Stonekeep Consulting to fulfill post con obligations per the

MOU. Communications will include notice of future course of

action; communications will specify a timetable, format of data

to be returned and any other deliverables per MOU.

The Eboard is directed to update the corporation via e-mail, by

31 March 2004.

The Arisia 2004 treasurer is directed to withhold payments to

Stonekeep until otherwise directed by the e-board.

The question was called and a vote taken by show of hands:

Motion carries 9 in favor, none opposed.

PIPE and DRAPE. Pending research Skip is requesting authori-

zation to spend $750 to replace the missing pipe and stands Car-

sten seconds.

Phi comments: He doesn’t’ believe Arisia should act as a rental

house; we should not tie up our money in capital purchases for

this purpose.

Rick comments: Its paying for itself in two years, anything

above that is gravy, we need to find other sources of funds. Stan

calls, Merv second. Carries 10 to 0.

ARTISTS CHECKS: Ben proposes the following: Starting with

Arisia 2005 the convention treasurer is directed to make the first

order of business after the convention is to issue checks to Ari-

sia artists.

Joel commented: It would be good to have a timetable after the

convention in general. Motion ruled out of order by the chair,

and tabled till next meeting.

:

Motion to move the meeting in May to start at 16:00. Dinner

afterwards. Lisa/Merv seconded. Call the question. Passed by

acclamation

April Corporate Meeting 20 April 2004 at the home of Rick

Kovalcik. Dinner at 19:00 Meeign at 20:00. Rick Kovalcik and

Susan Mozzicato

19 Chesley Road, Newton Centre, MA 02459-1903

1-617-244-4560 (home)

1-508-259-6819 (cell)

rk@mit.edu et. al.

By car, take the Mass Pike to exit 17 (Newton Corner). Follow

signs to Newton Centre which will put you on Centre St. (When

coming off the Mass Pike heading east from route 128, stay to

the right. Centre St. will be the first street on the right. When

coming off the Pike heading west from Boston, go 3/4 of the

way around the "circle" around the hotel over the Pike.) Con-

tinue on Centre St. for 2 miles to Newton Centre. Immediately

after the large parking lot on left, turn left onto Beacon St.

*Go 2 blocks and turn left onto Chesley Rd. just after Murray's

Liquors and Motophoto on the left. If you pass a Gulf Station,

US Post Office, and West Coast Video on the right, you have

gone too far. Our house, a gray colonial with white and red

trim, is the fourth house on the left. You must park on the right

hand side of the street facing in the direction of travel OR YOU

MAY BE TICKETED. Alternatively, you may park in the

driveway to the right of the house as you are facing it.

Or, take Route 9 to Centre St. Take Centre St. 1 mile to Newton

Centre. Immediately after yield / merge and before the large

parking lot, turn right onto Beacon St. Continue from "*"

above.

By MBTA, take the Riverside (D) Branch of the Green Line to

the Newton Centre stop. Go upstairs and turn right onto Union

St. Go 3 blocks crossing Langley Rd. and Beacon St. Union St.

turns into Chesley Rd.

Our house, a gray colonial with white and red trim, is the fourth

house on the left after crossing Beacon St.

May Corporate Meeting: 23 May 2004 at 16:00 at the Lazy-

Booklet Inn.

June Corporate Meeting, 29 June 2004 at 20:00 at the home

of Skip Morris.

Tuesday evening 29 June Skips Place with dinner at 19:00

meeting at 20:00 Proposed by Skip, Carsten seconded. Passed

by acclamation.

A representative of Lunacon in the Skip Morris has requested

Arisia loan certain convention related chattels to LunaCon. This

was referred to the Eboard.

Move to adjourn at 17:50

Mentor of Arisia - The Newsletter of Arisia, Incorporated.

8¥79!#

Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, incorporated. All material copyright 2003. Arisia. Incorporated. All rights reserved.

Subscription to Mentor of Arisia is included with Corporate

Membership to Arisia, Incorporated. Membership runs from

September 1

st

to August 31

st

and costs $24. Dues are pro-rated

on a monthly basis for members joining during the year.

May

$08

June

$06

July

$04

August

$02

Joel Herda

17 Heath St, Apt 3

Somerville MA 02145

Skip Morris

PO Box 542

Merrymack, NH 03054-0542

Noel Rosenberg

PO Box 464

Chelmsford MA 01824-0464

Alex Latzko

82 Cliff Rd

Milton MA 02186

Nicholas Shectman

75 Lexington Avenue

Somerville MA 02144

Carsten Turner

Alex Latzko

82 Cliff Road

Milton, MA 02186-1750

Patrick McCormick

Joel Herda

Noel Rosenberg

Nicholas Shectman

Paul Selkirk

Skip Morris

Carsten Turner

Rick Kovalcik

Cris Shuldiner

Bryttan Bradley

Steve Huff

Lisa Hertel

Noel Rosenberg (chair)

Claudia Mastroianni

Walter Kahn

Tom Murphy (chair)

Michelle McGuire

Tom Murphy

Paul Selkirk

Cris Shuldiner

Nicholas Shectman (chair)

Alex Latzko

Bridget Boyle (chair)

Lisa Hertel

Rick Kovalcik

Skip Morris

Nicholas Shectman

Cris Shuldiner

Claudia Mastroianni

(vacant)

Joel Herda (chair)

Liz Orenstein

Mentor of Arisia - The Newsletter of Arisia, Incorporated.

8¥79!#

Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, incorporated. All material copyright 2003. Arisia. Incorporated. All rights reserved.

Times & Places:

April Corporate Meeting 20 April 2004 at the home of Rick

Kovalcik. Dinner at 19:00 Meeign at 20:00.

May Corporate Meeting: 23 May 2004 at 16:00 at the Lazy-

Booklet Inn.

June Corporate Meeting, 29 June 2004 at 20:00 at the home

of Skip Morris.

Anime Boston, 4/9-11, Boston Park Plaza, Boston MA

(www.animeboston.org)

Balticon 5-28-31 Wyndham Baltimore Inner Harbor

(www.balticon.org)

Noreascon 4, 9/2-6, Hynes Convention Center, Boston MA

(www.noreascon.org)