The next corporate meeting is 2 PM on Sunday September 21, 2008 at MIT, Building 66, first floor.  It is the annual meeting including officer elections.

 

Annual corporate memberships expire September 1st.  If you wish to vote at the annual meeting, you must renew your membership before the start of the meeting.  Dues are $24.  You can pay by cash, check, or credit card at the meeting or by PayPal to paypal@arisia.org beforehand.  Anyone who wishes to request a dues waiver due to financial hardship should contact a voting member of the Eboard before the meeting.

 

The quorum for the next (September) meeting is 12 based on 51% of the average attendance of the last three meetings (27, 22, and 17).

 

There were no July and August Mentors.

 

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 7:30 PM on Tuesday 24 June 2008 at MIT, building 66, in Cambridge.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (22 Members)
Rob Bazemore, Bridget Boyle, Mary Dumas, Don Eastlake, Jill Eastlake, Lisa Hertel, Crystal Huff, Steve Huff, September Isdell, Allan Kent, Rick Kovalcik, Benjamin Levy, Ken London, Skip Morris, Lia Olsborg, Peter Olson, Noel Rosenberg, Sharon Sbarsky, Nicholas Shectman, Cris Shuldiner, Mike Sprague, Pat Vandenberg.

[The quorum for the August meeting is 11 based on 51% of the average attendance of the last three meetings (22, 17, and 24).]

 

Proxies
David D’Antonio to Pat Vandenberg, Samantha Dings to Pat Vandenberg, Tom Murphy to Steve Huff, Susan Mozzicato to Rick Kovalcik, Paul Aldred to Mary Dumas, Karen Purcell to Jill Eastlake, Lisa Holsberg to Crystal Huff, Alex Latzko to Bridget Boyle.

 

Corrections to the Minutes
Ken London was present last time.  Glenn MacWilliams was not.

 

President’s Report
MSP (Motion Seconded Passed) to set the October Meeting as Tuesday 28 October at 7:30 PM at a place TBD (presumably the NESFA Clubhouse in Somerville).

MSP to appoint Cris Shuldiner to Hotel Search and Lia Olsborg to CIC.

 

Eboard Report
We signed a contract for A’10 at the Hyatt in Cambridge for the same room rate as this year ($123).  This contract gives us the whole hotel.

We signed an overflow contract for A’09 for the Marriott in Cambridge for $109 with no benefits (free room nights, etc.)

The Eboard voted to cover the overage for hospitality costs for Relaxacon and to authorize Rick Kovalcik to negotiate an agreement to hold the 2009 Relaxacon at the same place.

 

Vice-President’s Report
No report.

 

Treasurer’s Report

The corporate budget was deferred to new business.

 

Clerk’s Report
An attendance list has been passed around.  Due are currently $6 for those interested in joining.  All Division Heads are required to join the corporation (and it seems like they have).  Please put any trash in the covered trashcan.  Soda cans so go in the recycling pile.

 

Relaxacon Report
It was very successful.  We sort of blew the budget on food (going about $200 over which the Eboard authorized after the fact).  But, there were no complaints.

 

A’08 Report
We hope to have a final report soon.

 

A’08 Treasurer’s Report
$15k was transferred to Corporate.  There is still some more money in the Convention account.

 

A’09 Report
Summer doldrums.  There was a ConCom meeting on Sunday which was not that well attended but which came up with some good ideas.  We have a suite for an Arisia Party on Thursday night at Denvention.

 

A’09 Treasurer’s Report
The convention budget was deferred to new business.

 

A’10 Report
Summer doldrums.

 

CIC Report
A successful cleanout session was held on Saturday 14 June.  Thanks to Lisa, Skip, Lia, and Hobbit for helping out.  Most of the work was to the Film / Video area.  Various old stuff was tossed or sent to the Newton Dump for recycling as appropriate.  Some work was also done on cleaning up and inventorying Sound.  The ten wooden chairs which were always in the way have been gotten rid of and replaced with eight folding chairs.

 

Bylaws Cleanup Committee Report
The Bylaws Committee continues to work diligently on figuring out wording that is both in the Corporation’s best interests and reflects the current practices.

 

Grant Committee Report
We continue to pursue grant opportunities as a committee and as individuals.  The grant committee would like $5k additional.  Deferred to new business.

 

Other Committees
Not present or no report.

 

Old Business

None.

 

New Business

MSP to approve the corporate budget as amended (Change Student Art Show prizes from $500 to $800. Delete the $300 for lawyer. Change Airpot Purchase from $210 to $420.)

 

MSP to approve the convention budget as amended (Remove $600 insurance payment as it is being covered as a Corporate Expense. A’09 Convention Payment to Corporate is changed to $10,600. A’09 Convention Profit is $697. Some corrections to totals for sections.)

 

MSP to allocate $5000 from the General Fund to the Grant Fund.  Moved to amend to $4000.  Accepted as friendly.

 

MSP to move $4000 to the Rainy Day Fund from the General Fund.

 

MSP to create an ongoing Capital Equipment Fund which spans fiscal years with expenses to be approved by the Eboard and to fund it with $2000 from the General Fund.  Amendment passed to delete the $1040 Capital from the Corporate Budget and increase the amount funding the Capital Equipment Fund from $2000 to $3000.

 

MSP to set the basic membership cap while we remain at the Hyatt Regency Cambridge to 2100 which would allow the convention chair to increase the membership to 2300 without involving the Eboard.

 

Announcements
None.  See last page of Mentor for future meetings.

 

The meeting was adjourned at 22:00.

 

 

Date, Time, and Place
The meeting was called to order by Nicholas Shectman at 2:25 PM on Sunday 17 August at the Kovalcik-Mozzicato home in Newton.  Minutes taken and submitted by Rick Kovalcik.

 

In Attendance (27 Members)
Debra Aldred, Paul Aldred, Amy Sue Chase, Jerome Conner, David D'Antonio, Mary Dumas, Don Eastlake, Jill Eastlake, John Francini, Lisa Hertel, Crystal Huff, Steve Huff, September Isdell, Allan Kent, Rick Kovalcik, Benjamin Levy, Carole London, Ken London, Glenn MacWilliams, Skip Morris, Susan Mozzicato, Lia Olsborg, Peter Olson, Cris Shuldiner, Rachel Silber, Mike Sprague, Pat Vandenberg.

[The quorum for the next (September) meeting is 12 based on 51% of the average attendance of the last three meetings (27, 22, and 17).]

 

Proxies
Tom Murphy to Steve Huff, Samantha Dings to Pat Vandenberg.

 

Corrections to the Minutes
No minutes were published.  So, there are no corrections (yet).

 

President’s Report
Phi is looking for someone to run Relaxacon.  If you are interested, please contact him.

 

Eboard Report
The Eboard voted to give $1000 to New England Fan Experience to fund one-half of the emergency hotel rental at the Back Bay Hilton as a replacement for Jumpcon.

 

Vice-President’s Report
No report.

 

Treasurer’s Report

No report.

 

Clerk’s Report
An attendance list has been passed around.  Due are currently $2 for those interested in joining.  You can also pay next year’s dues of $24.  It is never too early.

 

Relaxacon Report
MSP (Motion, Seconded, Passed) to close the Relaxacon books.

 

A’08 Report
We still need to close the books.

 

A’08 Treasurer’s Report
Ditto.

 

A’09 Report
We had a Division Head meeting just before this meeting.  Things are moving along.

 

A’09 Treasurer’s Report
521 registrations so far of which 259 are comps.  There is about $9000 in the bank.

 

A’10 Report
No Report.

 

Ad-hock Guerilla CIC Cleanup Report
A subset of CIC (mostly Rick Kovalcik and Lia Olsborg) has been cleaning up some of the old records at storage.  Historically / hysterically interesting documents (lawsuits, Arisia history, etc.) are being kept, but worthless documents (as determined by consensus with the Eboard etc. - e.g. old art show records, registration papers, etc) older than 7 years are being tossed / recycled.  Old Mentors are being scanned in and will be made available online.

 

Other Committees
Not present or no report.

 

Old Business
None.

 

New Business
None.

 

Announcements
None.  See last page of Mentor for future meetings.

 

The meeting was adjourned at 14:35.

 

 

 

July 1st  2008			Change from last month
Even Year - A08		$7,074.24	-$15,480.90
Odd Year - A09		$9,500.89	$1,181.15
Corporate
Reserved/Unspent
Grant Fund	$5,000.00		$4,000.00
Two years expenses (CDs)	$29,328.83		$49.35
Relaxcon Memberships	$0.00		-$935.31
Capital Equipment Fund	$3,000.00
Voted Expenses                       (excludes budget)	$0.00		-$1,000.00
Unspent Budget	$16,389.00		$14,369.03
Total Reserved		$53,717.83	$19,483.07
Unallocated Funds		$5,586.86	-$6,447.37
Total Corporate Funds		$59,304.69	$13,035.70
Total Assets		$75,879.82	-$1,264.05

 

August 1st 2008			Change from last month
Even Year - A08		$7,074.24	$0.00
Odd Year - A09		$9,500.89	$0.00
Corporate
Reserved/Unspent
Grant Fund	$5,000.00		$0.00
Two years expenses (CDs)	$29,376.67		$47.84
Relaxcon Memberships	$0.00		$0.00
Capital Equipment Fund	$3,000.00
Voted Expenses                       (excludes budget)	$0.00		$0.00
Unspent Budget	$15,592.00		-$797.00
Total Reserved		$52,968.67	-$749.16
Unallocated Funds		$5,587.79	$0.93
Total Corporate Funds		$58,556.46	-$748.23
Total Assets		$75,131.59	-$748.23

 

Fiscal Year 2007-2008			Change from last year
Even Year		$6,003.77	$0.00
Odd Year		$5,809.78	$0.00
Corporate
Reserved
$3,000 N4 Grant  (unspent)	$0.00		-$1,246.93
Grant Fund	$5,000.00		$1,000.00
Two years expenses (CDs)	$29,328.83		$1,021.55
Capital Equipment Fund	$3,000.00
Voted Expenses	$0.00		-$3,362.84
Unspent Budget	$16,389.00
Total Reserved		$53,717.83	$16,800.78
Unallocated Funds		$5,586.86	-$2,559.85
Total Corporate Funds		$59,304.69	$14,240.93
Total Assets		$75,879.82	$19,002.51
Total Corp Income*	$36,176.50
* Includes $20,000 from A'07 & A'08, plus $2,493 from Gentle Giant.
Total Corp Expense**	-$19,554.65
** Includes $3K for drapes, does not include $3,000 to PiCon

 

 

 

 

 

 

 

This is the current membership roster as of September 10, 2008.  Bold indicates members paid up through August 2009.  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
Debra Aldred	Alex Latzko
Paul Aldred	Ben Levy
Rob Bazemore	Carole London
Dave Belfer-Shevett	Ken London
Michael Bergman	Glen McWilliams
Bridget Boyle	Skip Morris
Amy Sue Chase	Susan Mozzicato
Stephanie Clarkson	Tom Murphy (Merv)
Tom Coveney	Pam Ochs
David D’Antonio	Lia Olsborg
Samantha Dings	Peter Olson
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

 

 

 

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

 

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. 

 

Please remember that our traditional parking lot behind building 66 is now a large construction site.

 

The next closest MIT parking lot that you can easily park is probably the Hayward St. Lot.

 

It's near the corner of Main St, and Hayward St. (at this point Main St. is essentially one-way east bound (towards Boston)).

 

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 Wednesday September 17 at 7:30 PM at Hyatt (Topic:  Convention Flow).

Corporate annual meeting (including officer elections) Sunday September 21 at 2 PM at MIT, building 66, first floor.

Arisia ’09 ConCom meeting Tuesday October 14 at 7:30 PM at Chez Wood, aka Kovalcik-Mozzicato home in Newton (Topic:  TBD).

Corporate meeting Tuesday 28 October at 7:30 PM at NESFA Clubhouse in Somerville.

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).