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	Noel Rosenberg
Nichole Gosselin	Sharon Sbarsky
Joel Herda	Nicholas Shectman (Phi)
Brendan Hertel	Cris Shuldiner
Lisa Hertel	Rachel Silber
Christina Hodge	Mike Sprague
Lisa Holsberg (Jasra)	Janet Stickle
Crystal Huff	Pete Thomas
Steve Huff	Persis Thorndike
September Isdell	Carsten Turner
Jeanne Kahn	Pat Vandenberg
Walter Kahn	Al Walker (Hobbit)
Allan Kent	Conor Walsh
Rick Kovalcik	Michael Whitehouse

 

 

 

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	Lia Olsborg
5	Skip Morris	17	Lisa Holsberg
6	Phi	18	Dave Belfer-Shevett
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

 

 

President	Arisia 2008 ConChair
Vice President	Arisia 2008 Treasurer
Treasurer	Arisia 2009 ConChair
Clerk	Arisia 2009 Treasurer

 

 

 

Archives September Isdell (chair) 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 Rachel Silber
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 Rick Kovalcik (chair) Lisa Hertel Skip Morris Al “Hobbit” Walker	Relaxacon Mary Dumas (chair) Samantha Dings (tours) Lisa Hertel (pre-registration) Christina Hodge (programming) Crystal Huff (hospitality) Rick Kovalcik (hotel liaison)
Grants Crystal Huff (chair) September Isdell Noel Rosenberg Mike Sprague	Timeline Rachel Silber (chair) Lisa Hertel Skip Morris Conor Walsh
Long Range Planning (vacant)	Survey (vacant)

 

 

Location:  NESFA Clubhouse, 504 Medford St., Somerville, 617-625-2311

 

More detailed directions and maps are available online at http://www.nesfa.org/clubhouse.  There is unlimited free on-street parking after 6 pm and on Sunday (one hour limit with meters at other times), and you can park in back by turning down Lowell and going in the first driveway on the left.

 

From the West, the easiest route is to take Rt. 2 to Alewife and then head north (left) on the Alewife Brook Parkway for about a half mile. Turn right onto Broadway. Follow Broadway about a mile and a half.

Take Medford St. where it forks off to the right at Magoun Sq. (Dunkin Donuts on right) and it's just a bit over a block on the right.

 

From Cambridge, take Prospect St. out of Central Sq to Union Sq in Somerville. Go west out of Union Sq along Somerville Ave until you come to Central St. Turn right onto Central and go to Medford St. (the second traffic light). Turn left onto Medford and the Clubhouse is between 4 and 5 blocks on the left.

 

From the North and East, get on Medford St. from McGrath highway (Mass 28) and follow it to Lowell St.

You could also get on Broadway going west and then make a hairpin left onto Medford where they join at Magoun Sq.

 

By MBTA, the NESFA clubhouse is served by MBTA bus routes 80, 89, and 101 which pass through or near Magoun Square—a block from the clubhouse:

80 Arlington Center—Lechmere Station (Green Line)

89 Clarendon Hill—Sullivan Square Station (Orange Line)

101 Malden Center Station (Orange Line)—Sullivan Square Station (Orange Line) (goes near Magoun Square)

 

 

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.

 

 

 

 

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).)

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 (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)