The next corporate meeting is 2 PM on Sunday May 18^th, 2008 at MIT, building 66, first floor.

 

The quorum for the next (May) meeting is 10 based on 51% of the average attendance of the last three meetings (24, 18, and 14).

 

The February minutes are included again with some corrections as they were not discussed at the last meeting.

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 2:45 PM on Sunday February 24th, 2008 at MIT, Cambridge, room 66-160.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (18 Members)
Mary Dumas, Don Eastlake, Jill Eastlake, Lisa Hertel, Crystal Huff, Steve Huff, Allan Kent, Rick Kovalcik, Benjamin Levy, Ken London, Skip Morris, Tom Murphy (Merv), Sharon Sbarsky, Nicholas Shectman (Phi), Rachel Silber, Mike Sprague, Pat Vandenberg, and Conor Walsh.

[The quorum for the next (April) meeting is 8 based on 51% of the average attendance of the last three meetings (18, 14, and 15).]

 

Proxies
Alex Latzko to Jill Eastlake, Karen Purcell to Jill Eastlake, Samantha Dings to Pat Vandenberg, Rob Bazemore to Merv, Persis Thorndike to Don Eastlake, Jan Dumas to Rick Kovalcik, Janet Stickle to Rick Kovalcik, and Bridget Boyle to Allan Kent.

 

Corrections to the Minutes
There were no corrections to either the December or January minutes.

 

Eboard Report
The eboard met on 2/10 and voted to appoint Cris Shuldiner as Treasurer for A’09.

 

The eboard met on 2/19 and the following business took place.

 

Eboard recommends (motion from Eboard) closing the A'07 books and referring the remaining business to the Eboard.  Passed.

 

(It appears that A'07 made about $7k but most of this was due to $5k payment from Radisson and $2800 from ITA Software; Tem will try to follow-up on rooms which are still owed.)

 

Moved and passed unanimously to close the ConChair nominations on 3/15.

 

Eboard recommends (motion from Eboard) that all past Arisia GOHs and Special Guests receive comp memberships in future Arisias if requested.  Passed.

 

Moved and passed unanimously to have RKOV spend up to $100 to replace missing cables from the MCFI sound / projector systems and report back what else was necessary.

 

Eboard recommends (motion from Eboard) to set policy that earned comps may be applied (but not transferred) to either of the next two conventions [if person can't attend the next one; note ConChair approval / permission is not required].  Passed.

 

Eboard recommends (motion from Eboard) to set the date and time of June Corp meeting as Tuesday 24 June at 7:30 PM at NESFA.  Passed.

 

Eboard considered a number of small expenses and decided to defer acting on them until we see how much money A’08 made.

 

President’s Report
The President met with the Hyatt and various Eboard and Hotel Search members met with the Newton Marriott.  The consensus does not seem to have changed.  There is a previously passed motion for the Eboard to sign a contract.

Phi appointed September Isdell to head the Archives committee and Rick Kovalcik to head the CIC committee.

 

Vice-President’s Report
The grants committee will be meeting this week to discuss how we might attract more groups depending on the budget available.

 

Treasurer’s Report
We currently have less than $300 unallocated until some money is transferred from A’08.

 

Clerk’s Report
An attendance list is being passed around.  Due are currently $14 for those interested in joining.

 

A’08 Report
It appears A’08 made about $14k over the standard payment

 

A’09 Report
Arisia '09 moves apace.

 

Con Committee meetings (open to everyone) will be:

Sunday 2-Mar-07 2:00 PM MIT New/old ideas

Tuesday 22-Apr-08 7:30 PM Chez Wood Budgeting

Thursday 8-May-08 7:30 PM Hyatt Space Planning

Sunday 22-Jun-08 2:00 PM MIT (NEW DATE!) Who are we missing? (TOPIC MOVED AHEAD)

Sunday 20-Jul-08 2:00 PM Eastlakes' Party

Wednesday 17-Sep-08 7:30 PM Hyatt Convention Flow

Tuesday 14-Oct-08 7:30 PM Chez Wood

Thursday 6-Nov-08 7:30 PM Hyatt

Sunday 14-Dec-08 2:00 PM MIT

Sunday 4-Jan-09 2:00 PM Hyatt

 

Division Heads meetings (OPEN TO INVITEES ONLY) will be:

Saturday 8-Mar-08 noon Mary Dumas'

Sunday 6-Apr-08 1pm Noel Rosenberg's

Saturday 31-May-08 at the Relaxacon

Sunday 13-Jul-08 noon Cris Shuldiner's

Saturday 16-Aug-08 noon Rick Kovalcik's

Sunday 14-Sep-08 noon Jill Eastlake's

Saturday 25-Oct-08 2pm Ben Levy's

Sunday 16-Nov-08 noon unnamed

Saturday 13-Dec-08 2pm Cris Shuldiner's

Sunday 4-Jan-09 noon Hyatt

 

The organization structure as of today was announced and is being put up on the website.

 

Relaxacon Report
Samantha Dings has been added as Relaxacon Tour Director.  Relaxacon still has openings in staff.  If you are interested, please talk to Mary Dumas.

 

Bylaws Cleanup Committee Report
The Bylaws Committee previously reported on its recommendation to amend by replacement Bylaw 6.7; this was printed in MENTOR OF ARISIA #163, February 2008:

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).

Passes.

 

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 Dump).

 

Timeline Committee Report
There will be a meeting in March.  It was pointed out that Phi had previously appointed Conor Walsh to the Timeline Committee.

 

Information Technology Committee Report
Jasra is trying to get a meeting scheduled for sometime in the next ~5 weeks and hopes to have things moving along quickly after that.

Now staff.arisia.org and corp.arisia.org both work.  Most stuff on staff needs a login to view while most stuff on corp is publicly viewable.

 

Other Committees
Not present or no report.

 

Old Business
None.

 

New Business
It was pointed out that the policies on web differ between the HTML and PDF versions and the HTML version has an incorrectly added policy about double time credit for overnight work.  The Eboard agreed to fix this [and has].

 

Mary reminded people about the Volunteer Appreciation Committee.  Phi appointed Mary as head, Jill, Conor, Lisa, Pat, and Rick.

 

Announcements
If you are interested in helping out New England Fan Experience, please see Mary Dumas.

 

Susan Sbarsky has a new cell phone but none of her address book info got transferred over.  See her.

 

The meeting adjourned at about 5:30 PM.

 

Future Meetings
Corporate Meeting Thursday April 3 at 7:30 PM at NESFA.

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

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

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

Corporate meeting Tuesday June 24 at 7:30 PM at NESFA Clubhouse in Somerville.

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 7:40 PM on Tuesday April 3rd, 2008 at the NESFA Clubhouse in Somerville.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (24 Members)
Paul Aldred, Bridget Boyle, Mary Dumas, Don Eastlake, Jill Eastlake, Crystal Huff, September Isdell, Walter Kahn, Rick Kovalcik, Benjamin Levy, Ken London, Skip Morris, Susan Mozzicato, Tom Murphy (Merv), Lia Olsborg (new), Peter Olson (new), Noel Rosenberg, Sharon Sbarsky, Nicholas Shectman (Phi), Cris Shuldiner, Rachel Silber, Mike Sprague, Al Walker, and Conor Walsh.

[The quorum for the next (May) meeting is 10 based on 51% of the average attendance of the last three meetings (24, 18, and 14).]

 

Proxies
Steve Huff to Crystal Huff, Lisa Holsberg to September Isdell, Samantha Dings to Donald Eastlake, Alex Latzko to Bridget Boyle, David D’Antonio to Skip Morris, Jeanne Kahn to Walter Kahn, Lisa Hertel to Mary Dumas, Janet Stickle to Rick Kovalcik.

 

Corrections to the Minutes
Corrections to the February minutes were deferred to give people a chance to review them given they were just mailed out.

 

Eboard Report
The Eboard met on a couple of occasions.

 

The Eboard voted to lend stuff to Lunacon, rent stuff to Boston Burlesque, and lend stuff to Beyond IQ.

 

Eboard recommends (motion from Eboard) to cancel the July Corporate Meeting and set the date of August Corporate Meeting as the default date of Sunday 17 August.  Passes.

 

The Eboard voted to appoint Rick Kovalcik as Chair for Arisia 2010.  The Corporation moved to ratify this.  Passes.

 

The Eboard and Hotel Search Committees have been in negotiations with various hotels.  Unfortunately the Westin Waterfront has withdrawn from consideration because they signed another client.  So it comes down to a decision between the Cambridge Hyatt and Newton Marriott.  MSP to go into committee of the whole.  After much discussion we came out of committee of the whole.  Motion to direct the Eboard to sign a contract with the Hyatt.  Passes.  Motion to direct the Eboard that the contract with the Hyatt should be for one year.  Passes.

 

President’s Report
No report.

 

Vice-President’s Report
No report.

 

Treasurer’s Report
At the moment we are doing well.  We have about $10k of unallocated money.  We loaned our credit card machines to Lunacon and owe them a check real soon now.

 

Clerk’s Report
An attendance list has been passed around.  Due are currently $10 for those interested in joining.  All Division Heads are required to join the corporation.

 

A’08 Report
We are still getting good feedback.  Jill presented Tem with a new Disney hat.

 

A’08 Treasurer’s Report
Don is still working on closing the books.  It still appears A’08 made about $14k over the standard payment.

 

A’09 Report
Jill has maps of the Hyatt for anyone who wants them.  Bridget Boyle, who is running programming, is using tracks and is looking for someone to run the Anime track.  The first brainstorming meeting will be out on I-495 in May.  The next one will be at the Relaxacon.  Jill will be mailing out a more detailed report [which is included later in this Mentor].

 

A’09 Treasurer’s Report
We still need to get the new odd year checking account setup.

 

A’10 Report
Duh.  What did I get myself into?

 

CIC Report
We rented stuff to Boston Burlesque Expo.  There turned out to be some problems.  We probably shouldn’t rent to them again.  Motion to take the excess proceeds from each convention and allocate 25% to Grant Fund, 25% to a Capital Equipment Fund, 25% to the Rainy Day Fund (in the form of the 2 years excess ), and leave 25% in the General Fund.  Seconded.  This was ruled out of order at this point.

 

Bylaws Cleanup Committee Report
We are still hashing things out.

 

Grant Committee Report
We met and considered what we want to do.  We will be making a formal request soon once we find out how much profit there was from A’08.

 

Budget Committee Report
If you want to spend money, you should let Ben know so that we can get it into the Corporate Budget. 

 

Relaxacon Report
Plans are progressing.  Walter Hunt (the Arisia ’09 WGOH) will be coming to Relaxacon.

 

Archive Committee Report
We are working on putting together a system to use that will allow us to archive and search the data.

 

Timeline Committee Report
We got together in March and discussed how Conor is going to use the existing data.

 

Hotel Search Committee Report
We probably want to continue momentum on picking a hotel for 2010.

 

Other Committees
Not present or no report.

 

Old Business
None.

 

New Business
None.

 

Announcements
See future meetings below.

 

The meeting adjourned at about 9:45 PM.

 

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

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

(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 Sunday August 17 at 2 PM at a time and place to be determined.

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).

 

 

 

We had our first Division Heads' meeting with most DHs in place on March 8 at Mary Dumas' home.  Discussions were held on hotel situation at the time; possible mailings to current and/or prior Arisia members either by snail mail, email, or both; parties to be run, in particular the one Tem hosted for us at Lunacon; staffing issues - see above and the website for a list of open positions; and some work on the timeline leading up to the convention.

 

Tem reported that the Lunacon party "was a huge success", decorated on a St. Patrick's Day theme.  Our Artist GoH, Dave Seeley, was at the party for a long time and charmed everyone.  Feedback from the party included comments that the Art Shows and Masquerades held at many conventions are "from a bygone era" and need to be changed to make them more interesting.  Also, people had good things to say about Arisia's Con Suite and the diversity of Programming this past year. Many thanks to Tem - and we encourage more people to work on the Arisia parties at other conventions to get a different perspective on our convention and people's impressions of us.

 

Program reports that we have 82 people subscribed to the Brainstorming list.  This is phenomenal!  Lots of great ideas have been circulating there (I've been reading it).  Bridget is planning to meet with people from the Lowell Textile Museum in April to see if we can work together on some program items and perhaps some publicity.

 

 

 

April 1st, 2008			Change from last month
Even Year - A08		$32,431.84	-$843.44
Odd Year - A09		$860.71	-$271.41
Corporate
Reserved/Unspent
Grant Fund	$1,000.00		$0.00
Two years expenses (CDs)	$29,182.61		$45.95
Relaxcon Memberships	$428.29
Voted Expenses (excludes budget)	$1,250.00		$0.00
Unspent Budget	$4,364.69		-$797.00
Total Reserved		$36,225.59	-$322.76
Unallocated Funds		$10,378.71	-$246.43
Total Corporate Funds		$46,604.30	-$569.19
Total Assets		$79,896.85	-$1,684.04

 

 

 

This is the current membership roster as of April 30, 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)

 

 

 

Directions to MIT can be found through www.mit.edu 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.

 

 

 

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.

 

 

 

 

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

(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).)

Corporate meeting Sunday August 17 at 2 PM at a time and place to be determined.

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)