The next corporate meeting is 2 PM on Sunday Saturday February 24.  It has been moved to MIT, Building 66, first floor.

 

The quorum for the next (February) meeting is 8 based on 51% of the average attendance of the last three meetings (14, 15, and 17).

 

There was no January Mentor.

 

 

 

The Bylaws Committee has examined the following Bylaw, and a majority of the committee recommends the following motion:

 

MOVED to Amend Bylaw 6.7, currently reading:

6.7 The chairperson of each convention shall have an assistant chairperson. The assistant chairperson shall always be the ex officio of the following convention, when selected. The chairperson shall assign the assistant chairperson duties which will prepare him for his own term as a convention chairperson.

by REPLACEMENT with the following: 6.7:

Assistant Convention Chairperson(s)

(A) Each Convention Chairperson shall serve as the ex-officio Assistant Convention Chairperson for the Convention immediately prior to the Convention they are chairing, provided they are appointed and confirmed before the close of said prior Convention. The Convention Chairperson shall assign duties to the ex-officio Assistant Convention Chairperson consistent with preparing them for their subsequent term as a Convention Chairperson.

(B) This section does not limit the authority of the Convention Chairperson to appoint additional Assistant Convention Chairperson(s).

 

I would like to note a pair of dissenting opinions herein. The following is the first choice of one member of the Committee for the wording of Paragraph B:

“(B) This section does not prevent the Convention Chairperson from appointing additional Assistant Convention Chairperson(s)."

And the first choice of another member of the Committee for the wording of Paragraph B was:

"(B) This section does not preclude the Convention Chairperson from appointing additional Assistant Convention Chairperson(s)."

 

By vote of the Committee, the "prevent" wording was first eliminated, and then the "preclude" wording was not chosen in favor of the recommendation listed above. We include all three of the possibilities we came up with that the Corporate Membership may consider them, and make or support a motion to amend the motion of the Committee at the General Meeting where a vote on the motion comes to pass.

 

For the Bylaws Committee, Merv

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 5:00 PM on Saturday December 15th, 2007 at the Kovalcik-Mozzicato home in Newton.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (15 Members)
Rob Bazemore, Mary Dumas, Don Eastlake, Jill Eastlake, John Francini, Lisa Hertel, Crystal Huff, Rick Kovalcik, Benjamin Levy, Susan Mozzicato, Tom Murphy (Merv), Noel Rosenberg, Sharon Sbarsky, Nicholas Shectman (Phi), and Janet Stickle.

[The quorum for the January meeting is 11 based on 51% of the average attendance of the last three meetings (15, 17, and 28).]

 

Proxies
Samantha Dings to Jill Eastlake, Mike Sprague to Crystal Huff, Karen Purcell to Jill Eastlake, Pete Thomas to Sharon Sbarsky, and Alex Latzko to Crystal Huff.

 

Corrections to the Minutes

None.

 

President’s Report
Phi met with Chris Furcolo (Hyatt Sales) and negotiated an extension on our option until April 1st.  The Hyatt should have a better idea by then as to what will be under renovation.  Also it will give us a better idea of what is happening at the Park Plaza.  MSP to set the date time and place for the May meeting as the default Sunday 18 May at 2 PM at MIT Building 66 first floor.

 

Eboard Report
Hasn’t met; no report.

 

Vice-President’s Report
Grant committee hasn’t met and thinks that meeting after Arisia would be a good idea.

 

Treasurer’s Report
We have money.  Working on liability insurance for the Arisia convention.

 

Clerk’s Report

I’m passing an attendance list around; please sign it.

Membership is $18.

Mail has been distributed.

My mentors are up on the web in PDF and HTML format.  I put all of Rachel’s that I could find up on the web in PDF format.  The website has been updated with current officers and committees.  In the process of doing this I realized that the Honors committee has been missing from the Mentors.  Sorry about that.

 

A’08 ConChair Report
We have a virtual programming meeting tomorrow.

 

A’08 Treasurer’s Report
Lots of money is coming in and not much is going out.  There is about $32k of money at this point.

 

A’09 ConChair Report
A tentative meeting schedule was circulated.  Please talk to Jill Eastlake if you have any thoughts about convention structure.

 

Relaxacon Report
Thanks to Rick for listing Relaxacon in “Times and Places”.

Various positions have been filled:

Rick Kovalcik is hotel liaison.

Crystal Huff is in charge of hospitality.

Lisa Hertel is pre-registration.

Christina Hodge is in charge of programming; there was discussion of how much programming there will be at the Relaxacon.

 

CIC Report
Merv reported that he replaced the casters on the Art Show light case.  The three good casters that were removed are with the logistics stuff in storage.  There is some more work that CIC should probably consider after Arisia.  [See also CIC Supplemental Report after the December Minutes.]

 

Other Committees
Not present or no report.

 

New Business
MSP by Rick Kovalcik to set policy as follows.  Rick commented that most of this policy was passed previously and lost due to the missing clerk.  While the text in (3) is new, he believes it matches the defacto policy.

 

Arisia Corporate Storage Policy:

1. Keys may be given out to individuals who need to access storage on a regular basis. Keyholders may not lend out keys to other individuals without EBoard or CIC approval.

2. Equipment and goods may be stored in Arisia Storage with permission of the EBoard or CIC, provided such items may be used by Arisia for free, ie "at no charge". 

3. Personal (and Arisia owned) equipment in Arisia Storage is not insured by Arisia.   If there is any loss or damage, Arisia will not cover the loss or damage but will pass on a pro-rated  portion of any money collected from a third party.

4. All equipment in Arisia Storage must be labeled with, or be in a container labeled with the owners name; additionally all Arisia owned equipment must be labeled with, or be in a container labeled with the responsible department.

5. Equipment in storage may be loaned out with EBoard approval. However Common Courtesy and Common Sense dictate that individual owners, and/or committee members responsible for such equipment be consulted before any loan is approved.

5a. Any time anything is loaned out from storage, an inventory record of said items should be sent to all keyholders to facilitate proper "check-in" when all items are returned.

5b. Anyone borrowing anything from Arisia Storage must agree to return everything in a like condition as borrowed, or to repair or replace anything damaged in a timely manner.

6. The Arisia CIC must maintain a contact list of all keyholders, and all individuals or organizations storing anything in storage. A copy of said list shall be posted in a conspicuous place in storage.

 

Bylaws Committee
The committee is ready to report out 6.7.  The report will be included in a future Mentor.

 

More New Business
MSP that it is the sense of the corporation the Eboard should lend Art Show equipment to United Fan Con [which is moving to the Hyatt Regency Cambridge in November, 2008] subject to our policies.

 

Announcements
Last week at Smofcon, Jill volunteered to run Masquerade at Worldcon 2008 in Denver.  If you are interested in helping out, please let her know.

See future meetings below.

 

The meeting adjourned at 5:35 PM.

 

Future Meetings
(Arisia ’08 Friday January 18 to Monday January 21 at the Cambridge Hyatt.)

Corporate meeting Sunday January 20 at the Cambridge Hyatt at some time and room to be determined by the ConCom.

Arisia ’08 Debrief Sunday January 27 at 2 PM at MIT building 66 first floor.

Corporate meeting Sunday February 24 at 2 PM [moved to MIT building 66 first floor].

Arisia ’09 Meeting on “ideas” Sunday March 2nd at 2 PM at MIT building 66 first floor.

March corporate meeting is cancelled.

Corporate meeting Thursday April 3 at 7:30 PM at NESFA Clubhouse in Somerville.

Arisia ’09 Meeting on “organization structure” Tuesday April 22 at 7:30 PM at Chez Wood, aka Kovalcik-Mozzicato home in Newton.

Corporate meeting Sunday May 18 at 2 PM MIT building 66 first floor.

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

 

 

 

While prepping Art Show gear to go to A'08, I discovered one caster leaking ball bearings on the Art Show Blue Roadcase.  After email consultation with the Executive Board, Corporate Inventory Control, and the persons who originally built the roadcase, I purchased (on behalf of the Corporation) 4 new casters with the intention of replacing all casters on the roadcase.  Alas, the carriage bolts used have a keyed portion that is just too wide, compared to the slots machined in the caster mount plate.  Examination of the old caster mounting plates demonstrates that the same issue occurred during construction, and the builders used a file or other device to manually widen these slots.  I didn't have such a tool with me; so I assembled the casters to the roadcase as best I could.  This results in the casters swiveling correctly, but the carriage bolts do not sit perfectly; about 3/8ths an inch down from flush -- this has the potential to snag hair, strings of carpet, etc; and should be fixed as soon as possible (by the REAL Corporate Inventory Control), after delivery to the convention.

 

Reporting on CIC stuff even though I'm not part of CIC, Merv

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 5:00 PM on Sunday January 20th, 2008 at the Hyatt Regency Cambridge.  Minutes taken by Ben Levy.

 

In Attendance (14 Members)
Lisa Alder-Golden, Don Eastlake, Jill Eastlake, Lisa Hertel, Lisa Holsberg, Crystal Huff, September Isdell, Rick Kovalcik, Benjamin Levy, Karen Purcell, Nicholas Shectman (Phi), Mike Sprague, Pete (Happy) Thomas, and Conor Walsh.  Also in attendance were new-members Carol London and Ken London and non-members Lynn Balcom, Elka Tovah Davidoff, Solomon Davidoff, Bob Leigh, and Dean C. Wiener.

[The quorum for the next (February) meeting is 8 based on 51% of the average attendance of the last three meetings (14, 15, and 17).]

 

Proxies
Rob Bazemore to Rick Kovalcik.

 

Corrections to the Minutes

No corrections to the minutes because no Mentor was published.

 

Eboard Report
The eboard voted to approve the following:

* Transfer of $3k from shuttle bus to contingency fund in the convention budget (hotel is providing bus service).

* $100 for student art [$75 was used].

* Loan pipe & drape to Boskone.

* Double time policy change (double comp time for overnight) - Phi said we dealt with it sideways.  There was a proposal from ConChair and then the Eboard voted. Phi says the ConChair should have made policy change, and then the Eboard should have let it stand or not.

* To raise the membership cap 100 more.

 

President’s Report
Nominations for ConChair for 2010 are open.  There was no closing date announced.  Phi pointed out that the Eboard interviews ConChair candidates and appoints one.  The corporation then votes the choice up or down.

 

Vice-President’s Report
Nothing much has happened with Grants because of Arisia.  We expect things to pick up after Arisia.  There are 2 or 3 strong applicants.

 

Treasurer’s Report
Arisia Corp has about $40k, 3/4 in Rainy Day Fund, rest is mostly allocated, and not much is free.  Hopefully Tem’s convention will make money to support the corporation.

 

Clerk’s Report
Sorry there was no Mentor.  Arisia ate my life and is still doing so.  Thanks to Ben for taking minutes.

 

A’07 Report
A’07 will close its books when done.  Tember is tracking down some outstanding issues around hotel rooms on the master bill.

 

A’08 Report
A’08 hopes to at least break even, we will know after the con if we have excess.

 

A’09 Report
As of Sunday afternoon 25 plus memberships have been sold.  [Note: as of now, Congo says 140 adult full memberships have been sold, plus 4 students, 1 babysitting, and 11 fasttrack.]

Jill has started making appointments.

GoHs are Walter Hunt (present at con), Dave Seeley (his Luke Skywalker painting in the Art Show won Best of Show), and Ricky & Karen Dick.

 

Relaxacon Report
Relaxacon is on Cape Cod in Dennisport, Friday May 30th to Sunday June 1st, 2008.  $15 for weekend membership at this point.  People should make their hotel reservations.   See www.relaxacon.org.

 

CIC Report
The Sunrays are gone (they were returned to Alex) and about half of the monitors were disposed of in an environmentally friendly manner (they were taken to the Newton Recycling Depot aka the Newton Dump).

 

Other Committees
Not present or no report.

 

Old Business
None.

 

Announcements
There was a passing of the hat from Tem to Jill.  The previous Mickey Mouse sorcerer’s hat was retired.  The new hat is a “Harry Potter” sorting hat.   It was said that Tem belongs to Slytherin and Jill would go to Gryffindor.

 

New Business
MSP to change the February meeting location to MIT (from Crystal’s house).

 

The meeting adjourned at about 5:30 PM.

 

Future Meetings
Corporate meeting Sunday February 24 at 2 PM [moved to MIT building 66 first floor].

Arisia ’09 Meeting on “ideas” Sunday March 2nd at 2 PM at MIT building 66 first floor.

March corporate meeting is cancelled.

Corporate meeting Thursday April 3 at 7:30 PM at NESFA Clubhouse in Somerville.

Arisia ’09 Meeting on “organization structure” Tuesday April 22 at 7:30 PM at Chez Wood, aka Kovalcik-Mozzicato home in Newton.

Corporate meeting Sunday May 18 at 2 PM MIT building 66 first floor.

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

 

 

 

January 1st 2008			Change from last month
Even Year - A08		$43,276.71	$15,873.36
Odd Year - A07		$1,132.12	$0.00
Corporate
Reserved/Unspent
$3,000 N4 Grant  (unspent)	$0.00		-$186.70
Grant Fund	$1,000.00		$0.00
Two years expenses (CDs)	$28,924.51		$102.11
Voted Expenses                       (excludes budget)	$1,924.82		-$950.38
Unspent Budget	$7,763.32		-$1,321.01
Total Reserved		$39,612.65	$6,728.35
Unallocated Funds		$291.04	-$7,500.21
Total Corporate Funds		$39,903.69	-$771.86
Total Assets		$84,312.52	$15,101.50

 

At this point, the only "Voted Expense" left is the $1,000 we allocated the Relaxacon (if needed).

 

February 1st 2008			Change from last month
Even Year - A08		$62,986.36	$19,709.65
Odd Year - A07		$1,132.12	$0.00
Corporate
Reserved/Unspent
Grant Fund	$1,000.00		$0.00
Two years expenses (CDs)	$29,030.39		$105.88
Voted Expenses                       (excludes budget)	$1,000.00		-$924.82
Unspent Budget	$6,966.32		-$797.00
Total Reserved		$37,996.71	-$1,615.94
Unallocated Funds		$649.30	$358.26
Total Corporate Funds		$38,646.01	-$1,257.68
Total Assets		$102,764.49	$18,451.97

 

 

 

This is the current membership roster as of December 5, 2007.  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	Rick Kovalcik
Aaron Agassi	’Zanne Labonville
Paul Aldred	Alex Latzko
Rob Bazemore	Ben Levy
Dave Belfer-Shevett	Carole London
Michael Bergman	Ken London
Bridget Boyle	Glen McWilliams
Stephanie Clarkson	Skip Morris
Tom Coveney	Susan Mozzicato
David D’Antonio	Tom Murphy (Merv)
Samantha Dings	Pam Ochs
Jan Dumas	Sheila Oranch
Mary Dumas	James Pinkerton
Don Eastlake	Karen Purcell
Jill Eastlake	Mark Richards
Tom Fish	Mary Robison
John Francini	Noel Rosenberg
Tracy Gangwer	Sharon Sbarsky
Nichole Gosselin	Nicholas Shectman (Phi)
Joel Herda	Cris Shuldiner
Brendan Hertel	Rachel Silber
Lisa Hertel	Mike Sprague
Christina Hodge	Janet Stickle
Lisa Holsberg (Jasra)	Pete Thomas
Crystal Huff	Persis Thorndike
Steve Huff	Carsten Turner
September Isdell	Pat Vandenberg
Jeanne Kahn	Al Walker (Hobbit)
Walter Kahn	Conor Walsh
Allan Kent	Michael Whitehouse

 

Archives (chair pending) Samantha Dings Rick Kovalcik Ben Levy Susan Mozzicato	Honors Rick Kovalcik (chair) Rachel Silber
Budget Ben Levy (chair) Don Eastlake Alex Latzko Cris Shuldiner	Hotel Search Janet Stickle (chair) Rick Kovalcik Ben Levy Skip Morris
Bylaws Cleanup Tom “Merv” Murphy (chair) Rob Bazemore Rick Kovalcik Ben Levy Skip Morris	Information Technology Lisa Holsberg (chair) Dave Belfer-Shevett John Francini Tracy Gangwer Alex Latzko Cris Shuldiner
Corporate Inventory Control / Tech (chair pending) Lisa Hertel Rick Kovalcik Skip Morris Al “Hobbit” Walker	Relaxacon Mary Dumas (chair) Lisa Hertel (pre-registration) Christina Hodge (programming) Crystal Huff (hospitality) Rick Kovalcik (hotel liaison)
Grant Crystal Huff (chair) September Isdell Noel Rosenberg Mike Sprague	Timeline Rachel Silber (chair) Lisa Hertel Skip Morris
Long Range Planning (vacant)	Survey (vacant)

 

 

 

President	Arisia 2007Conchair
Vice President	Arisia 2007 Treasurer
Treasurer	Arisia 2008 Conchair
Clerk	Arisia 2008 Treasurer
	Arisia 2009 Conchair

 

 

Directions to MIT can be found through MIT or through www.arisia.org/corp/directions.html.   The nearest T stop is the Kendall Sq. stop on the Red Line.

 

Parking: The closest parking lot opens onto Main St.  It is usually possible to get a space in there at our meeting times.

 

Building 66 is a triangular building on Ames St.  If you enter through the point, we are usually in the first classroom on the left, room 168. 

 

 

 

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	13	Persis Thorndike
2	Alex Latzko	14	Lisa Hertel
3	Skip Morris	15	Ben Levy
4	Carsten Turner	16 spare	Phi
5	Skip Morris	17	Lisa Holsberg
6	Phi	18 spare	September Isdell
7	Michael Bergman	19 spare	Skip Morris
8	Rick Kovalcik*	20	Crystal Huff
9	September Isdell	21	Jill Eastlake
10	Hobbit	22	Noel  Rosenberg
11	Landlord	23-26 spares	Rick Kovalcik
12	Janet Stickle

 

 

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.

 

 

 

Boskone 45 Friday 15 February 2008 to Sunday 17 February 2008 at the Westin Boston Waterfront (www.boskone.org).

Corporate meeting Sunday 24 February 2008 at 2 PM moved to MIT building 66 first floor.

Arisia ’09 Meeting on “ideas” Sunday 2 March 2008 at 2 PM at MIT building 66 first floor.

March corporate meeting is cancelled.

Corporate meeting Thursday 3 April 2008 at 7:30 PM at NESFA Clubhouse in Somerville.

Arisia ’09 Meeting on “organization structure” Tuesday 22 April 2008 at 7:30 PM at Chez Wood, aka Kovalcik-Mozzicato home in Newton.

Corporate meeting Sunday May 18 at 2 PM MIT building 66 first floor.

Relaxacon ’08 Friday 30 May 2008 to Sunday 1 June 2008 at Corsair and Cross Rip Motels in Dennisport (www.relaxacon.org).

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ARISIA, Incorporated

PMB 322, Building 600

1 Kendall Square

Cambridge MA  02139