Mentor The Newsletter of Arisia, Incorporated -- Number 111, October 2001

Minutes of the Eboard Meeting

The Executive Board met on October 2, 2001, at the Tufts University Arena Annex.

• The MIT Thing

We have enough money in the general fund - $2500 will not affect our ability to conduct our business. We haven't written a check yet. The change in sponsoring organization (from Media in Transition to Lecture Series Committee) doesn't change our willingness to sponsor it.

• Paperwork

We dealt with the signature card paperwork.

Colette will take care of the state filing.

• Storage

Carsten looked into storage in Burlington, Chelmsford, and Dracut. He found real warehouse space in Dracut for about the same $$ as we're paying now. We are 60-day tenants-at-will in our current space. Our plan is to tell the landlord we're staying at least 2 months, and work on getting the space in Dracut. We would move my loading into the con from Somerville, and loading out of the con to Dracut, then renting a truck the next weekend to get the rest of the stuff from Somerville.

There was a general discussion of what we need. There are 2 kinds of storage - archival (records, T-shirts, etc), and stuff we actually use at the cons. Meeting/work space is also good to have.

There was tangential discussion of the film equipment, and storage and repair thereof.

• Hotel Search

We got a contract proposal from the Marriott, but it's unacceptable. We are continuing to talk to the Sheraton and the Marriott about what it would take to get us away from the Park Plaza. Cris and Buzz will try to get the rate down first, then talk about the gory details. The Mariott has our date for '03, but not '04 or '05. The Sheraton has our date for '04 and '05. We don't have to have a multi-year contract, but could bounce around some more if necessary.

The Park Plaza has offered the current contract, with the '02 rates locked in for 3 years. We should add to the contract some of the things we've gotten in the resume (e.g. the Presidential Suite, the $200 unlimited ice).

Brendan feels we must express our dismay/concern with Philcon regarding their date change for '03. Skip explained that Philcon doesn't have a signed contract yet, but called to inform us that this was their only currently viable option.

There was a freewheeling discussion of growth - whether, why, and how much we want to grow. Noel wants to bring in more college students, because they are potential future staff. Also, more attendees means more $$ for special projects (e.g. battle-bots) and special guests (e.g. foreign guests, filk guests, science guests).

• Mail

Phil works in the same building as our MailBoxes Etc location. He is willing to pick up and remail non-reg mail. He will talk to Bryt, and coordinate this.

• '03 Guests of Honor

Skip has invited a Writer GoH, and is looking for contact info for his preferred Artist GoH.

• Scheduling Future Eboard Meetings

The next eboard meeting will be on Tuesday, November 13, at the Ground Round in Chelmsford. The meeting will follow some indeterminate amount of drinking, eating, and smoffing. More precise space/time coordinates will follow.

Minutes of the Corporate Meeting

• Date, Time and Place

Sunday, October 21, 2001. MIT building 66, room 168 (the Usual Place). Called to order at 2:20pm.

• In Attendance

Brendan Quinn, Nicholas Shectman, Paul Selkirk, Walter Kahn, Drea Brandford, Cris Shuldiner, Traciy Fogarty, Rachel Silber, Lisa Hertel, Michael McAfee, Noel Rosenberg, Pat McCormack.

• Proxies

Tom Murphy to Nicholas Shectman, Skip Morris to Nicholas Shectman.

• President's Report (Brendan Quinn)

The President read out the minutes of the last Eboard meeting.

• Vice President's Report (Colette Fozard)

I have obtained from the Commonwealth's web site the form to change the officers of the corporation as filed with them. I have prepared this form and mailed it to the Clerk for his signature and he has an envelope ready to go to mail it in from there. Simple corporate procedure.

• Grant Committee Report (Colette Fozard)

I am working on filling a vacancy on the Grant Committee, but will charge through with reviewing at the three pending grant proposals while I find someone. I will likely be making a motion at the next business meeting to allocate more money to the grant fund, as these pending proposals, if approved, will be ready by then. The information on these proposals will be in the next Mentor.

• Treasurer's Report (Nicholas Shectman)

I have collected checkbooks and some documentation from Skip. There is a sizable to-do list and much additional background documentation to sort through before I can present accurate books. However, the following numbers represent a good approximation of the current financial state of the corporation:

• Arisia '01: $11,017.42. This does not represent a profit statement for Arisia '01.
• Arisia '02: $2,605.88.
• Grant Fund: $2,446.39, which does not reflect the grant voted at the September meeting
• Snow Fund: $15,000, which is the fully funded Snow Fund amount
• General Fund: $16,668.54 in several bank accounts, which includes an unknown amount of money for the Audit Fund, does not reflect the sponsorship voted at the September meeting, and may contain funds due to the convention accounts.
• Grand total: $47,738.23

There are probably outstanding transactions on several of these funds, and these numbers should not be taken as authoritative, but they do reflect the overall fiscal health of the organization with some accuracy.

• Budget Committee Report (Nicholas Shectman)

No Report.

• Clerk's Report (Paul Selkirk)

Although members are usually admonished to sign in, the Clerk exercised his prerogative to simply note members present. All reports and motions should be submitted in writing or suffer the possibility of gross transcription errors. Major items of new business should be presented to the Eboard for consideration before presentation to the Membership. Dues for joining the Corporation are $22 at the beginning of this meeting and $20 after.

The Clerk was reminded to update the corporate meeting calendar on the Arisia web site.

• Arisia '01 Report (Elka Tovah Menkes)

No Report.

• Arisia '01 Treasury Report (Woody Bernardi)

No Report.

• Arisia '02 Report (Noel Rosenberg)

There is a concom meeting today at 4:00, and all are invited to attend.

• Arisia '02 Treasury Report (Chris Amshey)

No Report.

• Arisia '03 (Skip Morris)

No Report.

• Gaming Convention Exploratory Committee (vacant)

No Report.

• Corporate Inventory Control (Carsten Turner)

No Report.

• Corporate Systems Administrator (Cris Shuldiner)

No Report.

• Long Range Planning Committee (Brendan Quinn)

No Report.

• Corporate Sales (Nicholas Shectman)

No Report.

• Survey Committee (Ben Levy)

No Report.

• Hotel Search Committee (Cris Shuldiner)

As reported in the minutes of the Eboard meeting.

• Technical Equipment Committee (Joelll Herda)

No Report.

• Database Exploratory Committee (Rachel Silber)

No Report.

• Audit Committee (Lisa Hertel)

The audit fund is currently depleted. Lisa and Skip have been dealing with auditor, but Lisa doesn't know exactly where things stand.

• Old Business

None that anyone could recall.

• New Business

The following meeting dates were set by consensus:

• 11/18, 2pm, MIT
• 12/16, 2pm, MIT
• 1/20, at con, time/room to be set by programming

• Announcements

The next MCFI meeting will be Wednesday 11/7 at 7:30 at the NESFA clubhouse. See www.mcfi.org or www.nesfa.org for more information.

Meeting adjourned at 2:45pm.

Membership/Subscription Information

Subscription to Mentor of ARISIA is included with Corporate Membership to ARISIA, Incorporated. Membership runs from September 1st to August 31st and costs $24.00. Dues are pro-rated on a monthly basis for members joining during the year.

Executive Board

Committee Members & Corporate Appointed Officers

Storage Facility Key Holders

Membership Roster

Calendar of Events

November 01-04, 2001
World Fantasy Convention
Montreal, Quebec, Canada

November 18, 2001, 2:00 PM
Arisia Corporate Meeting
MIT 66-168, Cambridge MA. Stick around afterwards for...

November 18, 2001, 4:00 PM
Arisia '02 ConCom Meeting
MIT Building 66 at MIT in Cambridge, MA

November 20, 2001, 7:00 PM
Arisia '02 DivHead Meeting
Tufts University Arena Annex, Somerville, MA.

December 16, 2001, 2:00 PM
Arisia Corporate Meeting
MIT 66-168, Cambridge MA. Stick around afterwards for...

December 16, 2001, 4:00 PM
Arisia '02 ConCom Meeting
MIT 66-168, Cambridge, MA

December 18, 2001, 7:00 PM
Arisia '02 DivHead Meeting
Tufts University Arena Annex, Somerville, MA.

December 28-30, 2001
EveCon
Sheraton, Reston VA

January 6, 2001, 4:00 PM
Arisia '02 ConCom Meeting
MIT Building 66 at MIT in Cambridge, MA

January 8, 2001, 7:00 PM
Arisia '02 DivHead Meeting
Tufts University Arena Annex, Somerville, MA.

January 18-20, 2001
Arisia '02
Park Plaza Hotel, Boston MA

January 20, 2001, time TBA
Arisia Corporate Meeting
Park Plaza Hotel, Boston MA

January 25-27, 2001
VeriCon
Sever Hall, Harvard University, Cambridge MA

ARISIA, Incorporated
#322, Building 600
1 Kendall Square
Cambridge, MA 02139