The following budget amendment for Arisia ’06 is planned to come before the corporation at the November corporate meeting. 

 

Income:

Before	After	Diff	Item
$4250	$2600	-$1650	Year-Ahead Pre-Reg

Total Income difference:  minus $1650

Expenses:

Before	After	Diff	Item (Department, if new)
$5000	$500	-$4500	Artist GOH shipping
$1200	$800	-$450	Artist GoH travel
$800	$400	-$400	Paid security
---	$150	$150	Relocate light control (Technical)
---	$70	$70	Coat check (Fixed Functions)
$400	$500	$100	Filk Guest Travel
---	$60	$60	Philcon Pocket Program Ad  (Marketing)
$1000	$1250	$250	Green Room
$1400	$1800	$400	Staff Den
---	$50	$50	Voicemail  phone number (Ops)
$3000	$3900	$900	Souvenir Book
---	$50	$50	DVD-R capable DVD player (Events)
---	$1500	$1500	Contingency Fund (administered by Chair)

Total expense difference: minus $1670.

Net difference: plus $20 to bottom line.

 

 

 

 

 

·         Date, Time, and Place

Sept 20, at the home of Susan Mozzicato and Rick Kovalcik.  Meeting called to order at 8 pm

·         In attendance

Rick Kovalcik, Susan Mozzicato, phi, Rachel Silber, Allen Kent, Zanne Labonville, Lisa Hertel, Tom Murphy, Pat Vandenberg, Carsten Turner, Lisa Alder-Golden, Michael Leuchtenburg, Conor Walsh (renewed).

·         Proxies

Karen Purcell to Rachel Silber, September Isdell to phi, Alex Latzko to Susan Mozzicato, Persis Thorndike to Rachel, Walter Kahn to phi

Members are asked to use last names when asking for people to hold proxies in email.

·         Corrections to the minutes - none

·         President’s Report

A check was received for $3000 from MCFI. 

Rick appoints people to committees (see table below in Mentor).  A discussion was held on merging the Tech and CIC committees, but no motion was brought.

·         Vice President’s Report

No pending grants, and we haven’t been encouraging any.  There may be money, if we get applications. 

·         Treasurer’s Report

 We've opened new bank accounts for Arisia at Bank of America in Reading, MA.  I expect to get the signature cards for the Convention accounts signed by this weekend.

Ben is working on gathering information for Arisia's taxes, Cris said he should have some A'05 numbers by this weekend, and he hopes to meet with Siggy next Tuesday evening.

·         Clerk’s Report – nothing to report

·         Eboard Report

The minutes of the eboard meetings  were printed in the October Mentor.

MOVED (from eboard) to create a new committee, the Archives committee, to deal with organizing and maintaining the physical and electronic historical records of the convention and the corporation.  

Carsten would like his address removed from the old Mentors before they are posted to the web.

Discussion of the current disposition of the laptop Arisia purchased for reg, and of the motion passed by the eboard to acquire a 200 GB hard drive.  RK says can someone tell him where the laptop is?  . Motion PASSES many to 0.

 RK appoints Lori “Jet” Turi  to Archive Committee.

MOVED (Merv):  that the membership of Arisia agree to abide by B of A policies but not to incorporate them into our policy. TABLED until treasurer is present.

·         Arisia ’05 ConChair Report It’s still over.

·         Arisia ’05 Treasurer Report Not present

·         Arisia ’06 ConChair Report

John Howe cancelled as artist GoH.  We have a new artist GoH, Frank Wu; Carsten is his guest liaison.  See elsewhere in Mentor for budget amendment for November meeting.  We are using Congo for databases other than registration.  The programming database was the first one to be integrated.  Other databases follow.  This means only one NCOA and several other good things.

Major staffing holes: volunteer coordinator, program ops, consuite head, ops desk, program book ad sales.  The last is the most time-critical one.  See calendar for meeting schedule.

There is budget for a party at Philcon.  Lisa has agreed to work on the party and has a party room.

·         Arisia ’06 Treasurer Report No report.

·         Arisia ’07 ConChair Report Not present.

·         Committees

Long Range Planning: no report.

CIC : A lot of stuff in storage, I’d like to throw it out but Skip won’t let me.  – Lisa.  The next place the flyer racks from Filthy Pierre need to go is Arisia.  Masonite and boxes that were not tossed as part of the move – if they are still there before the con, they are going out – RK as part of Logistics.

Honors : Please write thank you note to MCFI.

Timeline : Meeting probably in the first weekend of December depending on Skip’s schedule.  Phi might notice a hole or two.

Hotel Search : Skip is working on finalizing the A’07 contract.  We are hoping that the PP does a good job this year before working on A ’08

Tech Equipment – no report

Budget – no report

Corporate Sales :   Offworld would give a 15% discount to committee who order in advance but would sell them at $20 rather than our historical ~$15.  MOVED (Carsten) to bar Corporate Sales Officer or any other entity from engaging the services of someone who would not allow the 20% corporate discount as in our bylaws.

MOVED  (Rick) to request corporate sales to go back and renegotiate, especially with Fo Paws, and  to table the motion.   Motion to table FAILS.

MSP (Carsten) to amend previous motion to say:  Move to prohibit any corporate or convention entity from entering into any agreement that violates any corporate or convention bylaw or policy or any applicable federal state county or municipal laws regulations or codes. Amended motion PASSES in a tiebreaker.

Survey:  Pat asks: What is it exactly that people want to find out? Some discussion follows:

LRP might need some info. Events and Programming might need some input. Phi: what IS Arisia?  What makes it Arisia for THEM?  We’re too close to find out.   Pat: Specific questions would be welcome.  Look into using reg terminals. Look into why people choose to come once.  Pat inquires who made the initial motion, it was Ben.

·         Old business

Corporation had previously asked Skip to get a quote for insurance to cover us at the convention.  The president also directed Skip to report back to eboard about the projectors.  Projector issue dropped, insurance issue still needs to be followed up.

MSP (Merv):  to ask Mark Hertel to obtain a quote for year-round liability and inland marine insurance.

·         New business

MOVED (Merv) : to delete the current mail policy.  AMENDED (Carsten): friendly amendment to cut only the section that refers to “Central mail distribution point”.  MSP (Rick): to refer to eboard. 

MSP (phi):  to change policy from “save 5 tshirts” to “save 3 tshirts”.   Note: this has been done once before but didn’t make it into the documented policy. 

By request, the following information is read into the minutes:

Art show rates are $28 /panel , prorated for partial panels. We are having Print Shop this year, we are just not charging for it. Prints must have a representative sample hung on a panel already reserved in the show, and will be handled otherwise the same.  Membership rates: Membership: full weekend rate is $40, student rate is $30.  Day rates on the web site are correct.  Prereg rates are $25 at con , $30 through Sept 15, $35 through Dec 15.  Next year, the default is that these would revert to Sept 30 and Dec 30 as usual deadlines

MSP (Merv): refer the following policy proposal to eboard:

MOVED to alter Corporate Policy by Replacement:

Membership and Dues

I.  Dues for all members are payable on September 1st of each year. Any member who joins during the year shall be pro-rated to the following September 1st. Any member who has neither paid their dues, nor requested a hardship waiver, shall have their membership expire at the beginning of elections at the Annual Meeting. The clerk shall notify any member who has neither paid dues, nor requested a hardship waiver by September 1st.

with

Membership and Dues

I.  The membership year for ARISIA, Incorporated shall run from [(1 October to 30 September) OR (the start of Elections at the Annual Meeting in September to the end of New Business at the Annual Meeting the next September)].  Dues for all members for the coming year are payable during the month of September.  Any member who joins during the year shall be pro-rated to the following [(1st of October) OR (start of Elections at the Annual Meeting in September)].  Any member who has neither paid their dues, nor requested a hardship waiver, shall have their membership expire promptly [(on 1 October) OR (at the start of Elections at the Annual Meeting in September)].  [(The Clerk shall notify any member who has neither paid dues, nor requested a hardship waiver, by 1 October (AUTHOR's NOTE, NOT part of the policy:  sending a final notice MENTOR with the results of the Annual Meeting is acceptable for this purpose).) OR (The Clerk shall include a notice in the August MENTOR OF ARISIA reminding the Membership to remit their Dues (or seek a hardship waiver) during the month of September for the coming Membership Year.)]

Eboard recesses to deal with a hardship waiver request by handwave.

Move to adjourn 10:35 PM

·         Future meetings

Previously set through Jan.

·         Announcements

Lisa Hertel will chair the next meeting, since Rick is not available.

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.

 

President Rick Kovalcik 19 Chesley Rd Newton Centre MA 02459 president@arisia.org	Arisia 2006 Conchair Nicholas Shectman 75 Lexington Ave Somerville MA 02144 conchair@arisia.org
Vice President Lisa Hertel 93 Greenwood Rd Andover MA 01810 vp@arisia.org	Arisia 2005/06 Treasurer Cris Shuldiner 9 Jeremy Hill Rd Pelham NH 03076 treasury@arisia.org
Treasurer Ben Levy 47 Brown St Andover MA 01810 treasurer@arisia.org	Arisia 2007Conchair Joel Herda 17 Heath St #3 Somerville MA 02145
Clerk Rachel Silber 59 Orient Ave Melrose MA 02176 clerk@arisia.org	Arisia 2007 Treasurer TBD

 

Lisa Adler-Golden	Rob Bazemore (honorary)
Dave Belfer-Shevett	Bridget Boyle
Brian Cooper (honorary)	Tom Coveney
Jack Dietz	Regis Donovan
Elka Davidoff
Don Eastlake	Jill Eastlake
Tom Fish (honorary)	Colette Fozard
Joel Herda	Brendan Hertel
Lisa Hertel	September Isdell
Jeanne Kahn	Walter Kahn
Allen Kent	Rick Kovalcik
Zanne Labonville	Alex Latzko
Michael Leuchtenburg	Ben Levy
Skip Morris	Susan Mozzicato
Tom Murphy	Karen Purcell
Mary Robison (honorary)	Noel Rosenberg
Paul Selkirk	Conor Walsh
Nicholas Shectman(“Phi”)	Cris Shuldiner (honorary)
Rachel Silber	Persis Thorndike
Carsten Turner	Pat Vandenberg

 

 

1	Joel Herda
2	Alex Latzko
3	Skip Morris
4	Carsten Turner
5	September Isdell
6	Phi
7	Michael Bergman
8	Lisa Hertel
9	Lost
10	Hobbit
11	Landlord
12	(spare with Skip)
13	Persis Thorndike
14	Rick Kovalcik
15	Rachel Silber
16	Ben Levy
17-20	(spares with Rick)

 

Grant Committee Lisa Hertel (head)	Honors Committee Rachel Silber (head)
Budget Committee Ben Levy (head) Alex Latzko Nicholas Shectman	Long Range Planning Committee Bridget Boyle (head) Jill Eastlake Skip Morris Jack Dietz Lisa Adler-Goldin
Corporate Inventory Control Skip Morris (head) Lisa Hertel Hobbit Joel Herda	Technical Equipment Committee (same as CIC)
Corporate Systems Administrator Cris Shuldiner	Survey Committee Pat Vandenberg
Archives Committee Lori “Jet” Turi	Corporate Sales Officer Lisa Hertel
Hotel Search Committee Jill Eastlake (head) Skip Morris Janet Stickle Joel Herda	Timeline Committee Lisa Hertel (head) Skip Morris Nicholas Shectman Noel Rosenberg Rachel Silber

 

ARISIA, Incorporated

Building 600, PMB 322

1 Kendall Square

Cambridge, MA 02139

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Thurs. October  20 7:30 PM @ Kovalcik-Mozzicato residence, 19 Chesley Rd, Newton Centre MA

Sun October 23 Arisia ConComm meeting 6 PM at MIT

Sun November 20 Arisia Corporate meeting 2 PM at MIT

Sun Dec 18th  Arisia  corporate meeting 2 pm Kovalcik-Mozzicato residence

Mon Nov 21, 7 pm, concomm meeting at Boston Park Plaza Hotel in the White Hill room.

Mon Dec 12 7 pm concomm meeting, location to be announced.

Sun Dec 18  Arisia corporate meeting 2 pm Kovalcik-Mozzicato residence

Sun Jan 15 2006  Arisia corporate meeting at Boston Park Plaza Hotel, location and time TBA