Mentor is the corporate newsletter of Arisia, Inc.
Time: May 4, 1998, from about 6:00 PM to about 8:00 PM
Location: Global Knowledge Network training room, Burlington MA
In Attendance: Jeff Jordan, Brendan Quinn, Skip Morris, Paul Selkirk
This was an informal meeting to discuss the proposed contracts from the Copley Westin and the Park Plaza. There was no formal agenda, and no votes taken. All decisions taken at the meeting represent a consensus of the members who were present (who happened to be the voting membership of the eboard).
I mailed copies of the Park Plaza contract proposal to all eboard members last week. Skip handed out copies of the current Westin contract proposal at the meeting, and some amount of side-by-side comparison was made. However, we spent most of the meeting on the Westin contract because a) the PP contract is fairly boilerplate, with no new demands or incentives, b) the Westin was the first choice of the corporation, and c) Skip was trying to pull together a counter-proposal to the Westin.
In no particular order, we discussed concerns about
Time: May 24, 1998 at 2:52 PM.
Location: Building 66, MIT, Cambridge MA
In Attendance: Beatrice Bordzol (Red Shirt), Scott Campanella, Marshall Ellis, Adam Gratun, Walter Kahn, Ben Levy, Elka Tovah Menkes, Paul Selkirk, Nick Shectman, Cris Shuldiner.
In absence of the President, Vice President, and Treasurer, the Clerk chaired the meeting.
Proxies
Dave Cantor to Paul Selkirk, Rachel Silverman
to Paul Selkirk, Ailsa Murphy to Cris Shuldiner, Glen Goodwin to Cris Shuldiner,
Brendan Quinn to Walter Kahn, Drea Brandford to Walter Kahn. 'Zanne Labonville
submitted a proxy, but no one was able to hold it.
Membership Transfers
Beatrice Bordzol, Kara Savoia,
and Keith McCormic were transferred to General Membership.
President's Report (read from email)
We have a
contract ready to sign [with the Copley Westin] and will deal with that
Tuesday. The material about baby-sitting I was hoping to have ready is not back
from the lawyer, and other than that I can report only that I have a contract
for a house in New Hampshire, but need to sell the house in Boston to finalize
the deal.
Vice President's Report
No report.
Treasurer's Report
No report
Clerk's Report
Everyone is reminded to sign in.
Everyone who is giving a report is requested to submit it in writing or email to the clerk, or suffer bizarre and creative transcription errors.
Budget Committee
No report.
Arisia 1997
No report.
Arisia 1998
No report.
Arisia 1998 Treasury (read from email)
All the bills
are paid that I know about. I've done all the reimbursement requests and we're
past the point to accept any new ones. The only outstanding incoming money I
know about is the promised refund from PageNet for the extra month's service
they put on our bill. (Anyone seen a check from PageNet in the mailbox?)
Here's a few rough bottom line details:
Yeah, it actually looks like we managed to pull this thing into the black by the dint of much sweating, cussing, riding rough shod over some people, and the donating of equipment and services that we otherwise would have paid for.
I'm still waiting around for March and April bank statements to wend their way into my hands. Unless there's some big surprise hiding around a corner, I'll hand the books over to Glen so he can formally ask the corporation to close out business on A'98 at the June meeting.
Arisia 1999
We have a hotel now, or will shortly.
Div heads are still looking for some people to fill various positions.
Arisia 1999 Treasury
Rather than submitting a partial
budget for approval at this meeting, I'll work up a full budget to be published
in Mentor, and to be voted on at the next meeting. [See attachment.]
Arisia 1999 Hotel Search Committee
We have a signed
contract from the Westin, which Jeff will sign and return to them on Tuesday.
Corporate Inventory Control
Not present.
Corporate Sales
I have T-shirts for sale, and I have
money to give to someone to give to the treasurer to get to the bank.
Corporate Sysadmin
We have an arisia.org on this
coast, but it is not fully working yet because of a problem with the host
record, which still points to the old arisia.org. There's this complicated
dance I have to do to get this all working, and hopefully that will be completed
soon (in a couple weeks). I have someone lined up to be a webmaster
Records Task Force
We met and we sorted the Arisia
records in to piles by year and corporate/convention. Now we have to figure out
what to do with the records.
Long Range Planning Committee
Not present.
New business
MOVED to add a Policy that Arisia not
schedule general business meetings for three-day weekends unless that weekend is
the Arisia convention. Motion FAILED.
MOVED to change Convention Policy III, which currently reads, "Each convention will set as an upper limit of 1500 paid memberships" to read "Each convention will set an upper limit of 2000 paid memberships."
FRIENDLY AMENDMENT to change the suggested wording to "Each convention will set an upper limit of 2500 memberships." [This effectively voids Convention Policy IV, which currently reads, "For determining the registration limit, committee, staff, and guest memberships will not be counted."] Motion PASSED.
MOVED to create a new Convention Policy under the Standing Policies: "Anyone working 10 hours at the convention will receive a Team Arisia T-shirt. Anyone working 18 hours will receive a free membership." Motion PASSED.
MOVED to create a new Convention Policy: "Pre-con work shall count toward T-shirts and free memberships, exclusive of time spent in meetings." Motion PASSED.
MOVED to create a new Convention Policy: "Work involved in setup and teardown, including loading and unloading the logistics vehicles, shall count double for volunteer benefits." Motion PASSED.
MOVED to amend Corporate Policy II to add business card advertising rates of $75 retailed, $35 semi-pro, and $20 fan. Motion PASSED.
MOVED to allow the Arisia '99 convention committee to set rates for advertising on the live video program. Motion PASSED.
MOVED to create the position of sergeant-at-fangs, and to appoint Diva [Cris Shuldiner's brother's dog] sergeant-at-fangs. Motion PASSED.
MOVED to hold the June meeting on Sunday June 14, at 2:00 PM if the meeting is held at MIT, 3:00 PM if it's held elsewhere. Motion PASSED.
MOVED to hold the June meeting at MIT. Motion PASSED.
MOVED to cancel the July meeting. Motion PASSED.
MOVED to hold the August meeting on Wednesday August 19, at a time and place to be determined. Motion PASSED.
MOVED to hold the September meeting (annual meeting) on Sunday September 13 at 2:00 PM at MIT.
Meeting Adjourned at 4:12 PM.
INFLOWS
Ad Income 1,000
Art Show
Commissions 250
Mailing Fees 100
Panels and Tables 2,000
Art Show - Other 0
Dealers
Rooms 1,200
Tables 1,200
Dealers - Other 0
Interest 0
Registration
At-Con Reg
$08 0
$15 0
$20 0
$25 5,000
$35 4,375
$40 20,000
Discounted 0
At-Con Reg - Other 0
Prereg
$08 1,400
$25 3,750
$30 15,000
$35 0
$40 0
Discounted 0
Prereg - Other 0
Registration - Other 0
Total Inflows 55,275
OUTFLOWS
Con Chair
Concom News -400
GoH Liaison
Food -600
Travel -648
GoH Liaison - Other -100
Hotel Liaison
Corkage -500
Electricity -1,100
Hotel Rooms -1,650
Parking -200
Security Detail -1,250
Tips -750
Video Hookup -300
Hotel Liaison - Other -250
Con Chair - Other -375
Events
Anime Theatre -300
Art Show
Artist Reception -700
Art Show - Other -800
Big Event 1 -1,500
Big Event 2 -1,500
Dealers Room -200
Filk Concert -100
Filking -300
Films -750
GoH Events -100
Live Video
Incidentals -100
Videotape -250
Live Video - Other -50
Masquerade -300
Opening Ceremonies -50
Raffle -50
Small Event 1 -300
Small Event 2 -300
Small Event 3 -300
Small Event 4 -300
Technical
Lighting -800
Sound -400
Technical - Other -100
Video Theatre
Equipment -1,000
License Fees -600
Video Theatre - Other -100
Events - Other -225
Marketing
Ad Sales -350
Advertising -2,000
Fan Group Liaison -50
Press -100
Promotional Parties -1,000
Publications
At-con Newsletter -168
Date Change Mailing -75
Flyers -400
Mass Mailer
Postage -365
Printing -345
Pocket Program -1,785
Prereg Packet
Postage -350
Printing -140
Program Book -2,258
Publications - Other -100
Marketing - Other -300
Operations
Communications -850
Computers -50
Gopher Hole
Earned Comps -1,400
Ribbons -350
T-Shirts -1,100
Gopher Hole - Other -400
Logistics -1,250
Ops Desk -300
Security -150
Sign Shop -50
Operations - Other -225
Programming
Fast Track -200
Guest Liaison -100
Program AV -500
Program Ops -100
Programming - Other -2,000
Services
Babysitting -2,000
Con Suite -3,000
Green Room -1,500
Information Desk -75
Party Czar -200
Registration
Acknowledgement Postcards -100
Badge Holders -325
Badge Printing -50
Badge Stock -100
Forms -125
Registration - Other -100
Staff Den -1,500
Services - Other -225
Treasury
Bank Charge
Credit Card Fees -500
Bank Charge - Other -250
Insurance -1,200
Purchasing -150
Treasury - Other -400
Total Outflows -50,209
Total Inflows 55,275
Total Outflows -50,209
Difference 5,066
President: Jeff Jordan
Vice-President: Brendan Quinn
Treasurer: Skip Morris
Clerk: Paul Selkirk
Arisia '97 Conchair: Pat McCormack
Arisia '98 Conchair: Glen R. Goodwin
Arisia '98 Treasurer: Pat McCormack
Arisia '99 Conchair: Cris Shuldiner
Arisia '99 Treasurer: Nick Shectman
Budget Committee: Skip Morris, Pat McCormack
Awards Committee: vacant
Grant Committee: Brendan Quinn, Drea Brandford, Elka Tovah Menkes
Corporate Sales Officer: Marshal Ellis
Corporate Inventory Control Officer: Ken Elwell
Corporate Systems Administrator: Cris Shuldiner
Arisia Audit Fund: Ben Levy
Records Task Force: Ben Levy, Ailsa Murphy, Kyle Hollingsworth
Long Range Planning Committee: Kim Van Auken, Kyle Hollingsworth, Scott Cobb
Sergeant-at-Fangs: Diva Shuldiner
Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, Incorporated. All material copyright 1997, Arisia, Incorporated. All rights reserved.