Mentor The Newsletter of Arisia, Incorporated -- Number 120, December 2002

Notice

The next business meeting will be at Arisia, on Sunday, January 19, 2003, at 5:00 PM, in the Terrace Room at the Boston Park Plaza Hotel.

At this meeting, we will be voting on two grants.

Minutes of the Eboard Meeting

• Date, Time, and Place

Monday, December 30, 2002. Latzko/Boyle residence, Milton MA. Called to order at 7:48 PM.

• In Attendance

Joel Herda, Noel Rosenberg, Nicholas Shectman, Paul Selkirk, Skip Morris, Alex Latzko, Carsten Turner.

The Eboard met to consider two grants coming out of the Grant Committee.

• JerseyDevilCon had a loss of $6483 last year, and initially requested a grant to cover the full amount. The Grant Committee recommended a grant of $2000.
• Boston Tea Party requested a total of $975 to cover costs for their Smallville Fan Convention. The Grant Committee recommended a grant of $600 to offset the cost of their Guest (Omar Gallaga, recapper for the Smallville forum at TelevisionWithoutPity.com).

The Eboard voted unanimously to approve the recommendations of the Grant Committee.

• Meeting Adjourned at 8:09 PM.

Minutes of the Corporate Meeting

• Date, Time, and Place

Monday, December 30, 2002. Latzko/Boyle residence, Milton MA. Called to order at 8:15 PM.

• In Attendance

Joel Herda, Alex Latzko, Skip Morris, Tom Murphy, Linda Nee, Noel Rosenberg, Paul Selkirk, Nicholas Shectman, Rachel Silber, Carsten Turner.

• Proxies

Bridget Boyle to Linda Nee, Lisa Hertel to Alex Latzko, Ben Levy to Rachel Silber.

• Corrections to the Minutes

The President reported in March 2002 that we had given a grant to JerseyDevilCon. He should have said that we had received a grant request from them, and were considering it.

• President's Report/Eboard Report (Joel Herda)

It's been a quiet month.

The Eboard just met, and voted to recommend 2 grant proposals. These will come out of the Grant Committee report.

The Eboard approved money for capital equipment, which will come out of Technical Equipment Committee report.

I appointed Tom Murphy chair of the Database Committee.

• Vice President's Report /Grant Committee Report (Noel Rosenberg)

The Grant Committee met on November 17, and voted to grant $2000 to JerseyDevilCon, and $600 to Boston Tea Party. These were both recommended favorably out of the Eboard. They will be published in Mentor, and voted on at the corporate meeting at the con.

At the next meeting, I will be moving to transfer $5000 from the General Fund to the Grant Fund.

• Clerk's Report (Paul Selkirk)

No report.

• Treasurer's Report (Nicholas Shectman)

As of December 1, Arisia has $46,606.71 in its bank accounts. Against this total are the following commitments:

This leaves $19618.96 in the General Fund. This figure is after the incorporation of Arisia '02's net income, which I believe totaled $21188.65 according to IRS accounting rules, and somewhat lower according to our accounting rules.

* Noel informs me that in addition to the $2000 identified above, we can expect approximately CDN$1000 in Fan GoH expenses.

I intend to introduce a bylaws amendment to change our fiscal year to run July-June.

• Arisia '02 (Noel Rosenberg)

I have nothing to report, beyond that I'm working with con treasurer and the corporate treasurer to close the books, and we're pretty close. My plan is to have it done in time to use those numbers for the Arisia '04 budget.

• Arisia '03 Report (Skip Morris)

We are projecting an attendance of 2400.

I have some budget amendments. We have a lot more ad sales than budgeted - $4300 ad income, including both inside covers, in color, at $900 apiece.

MOVED to increase Advertising Income to $4000; PASSED on a voice vote.

MOVED to increase expenses by the following amounts:

Motion PASSED on a voice vote.

MOVED to transfer the line items for Art Show Mailings and Concom Newsletter to the Publications division; PASSED on a voice vote.

Lunacon attendance is static or down; they made a grand total of $20 last year. Therefore, MOVED to allow Lunacon to borrow anything they need without charge. The chair moved this motion to New Business.

In packing for the con, we can't find the 10 beepers we purchased for babysitting. If they don't turn up by Friday morning at the convention, when we unpack, we will have to send people out to Radio Shack. Therefore, MOVED to allocate $500 from the general fund to replace the beepers. Motion PASSED on a voice vote.

There was a discussion of gift comps for masquerade participants; they are only for costumed entrants who appear on stage.

• Arisia '03 Treasury (Alex Latzko)

Money comes in, money goes out. We have about $7100 of expenses so far, against about $15000 in the bank.

• Arisia '04 (Carsten Turner)

We have Guests of Honor - Arthur Ganson will be Sculptor GoH; Tim Powers will be Writer GoH; Kim Van Auken will be Fan GoH.

Derek Lichter has agreed to be Treasurer.

• Technical Equipment Committee (Skip Morris)

I went to the Bradford College bankruptcy auction. Among many other things (e.g. human and cat skeletons), they had several lots of Source-4 theater lights. I asked the Eboard for permission to increase the corporate budget line item for capital expenses, to bid $800 each for 2 lots, and lost both by small amounts.

Rich Macchi and Patrick Foster sorted through the video gear we already own, and sorted it into Trash, eBay, Needs Work, and Usable.

• Corporate Inventory Control (Linda Nee)

I've been looking into new storage space, but have not found anything with significant advantages over our current space.

Some stuff in storage has been marked as trash; I would like to mark and actually trash more.

We're going to start loading the truck around noon on Wednesday.

• Corporate Sales (Nicholas Shectman)

I've not yet ordered T-shirts. I'm about to give up on color shirts, and go with black & white art that we already have, because of the time pressure of my other responsibilities.

• Old Business

The motion to change the Print Shop rates, effective Arisia '04, was left on the table.

Mr. Shectman needs to hassle the lawyer for answers regarding use of FRS radios, renewing the temporary babysitting permit, and the bylaw amendment about who the con treasurer reports to.

• New Business

MOVED to loan to Lunacon 2003, pro bono, any equipment and chattels necessary to the successful running of their convention. Motion PASSED on a voice vote.

MOVED to set the March meeting to Sunday, March 16, at 2pm, at MIT; PASSED on a voice vote.

• Meeting adjourned at 10:08 PM.

Minutes of the Eboard Meeting

• Date, Time, and Place

Monday, December 30, 2002. Latzko/Boyle residence, Milton MA. Called to order at 10:09 PM.

• In Attendance

Joel Herda, Noel Rosenberg, Nicholas Shectman, Paul Selkirk, Skip Morris, Alex Latzko, Carsten Turner.

• The Eboard voted unanimously to approve Derek Lichter as Arisia '04 Treasurer.

• Meeting Adjourned at 10:10 PM.

Bylaws Amendment

The following proposed Bylaws amendment would change the fiscal year. It was recommended to the chair not to bring it up at the January meeting, but to deal with it at a subsequent meeting.

Whereas the 15th day of the fifth month after the end of Arisia's fiscal year is January 15; and

Whereas conventions typically incur significant expenses in the preceding summer but not the following summer; hereby

Moved to amend Article IX, Section 1 of the Arisia Bylaws, replacing the words

Membership/Subscription Information

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.

Executive Board

Storage Facility Key Holders

Committee Members & Corporate Appointed Officers

Membership Roster

Calendar of Events

Sunday, January 12, 2003, 12:00 PM - 4:00 PM
Logistics Tag Party
Arisia Storage, Somerville MA

Monday, January 13, 2003, 7:00 PM
Arisia '03 Concom Meeting
Boston Park Plaza Hotel, Boston MA (room TBA)

January 17-19, 2003
Arisia '03 - This is it!
Boston Park Plaza Hotel, Boston MA

Sunday, January 19, 2003, 5:00 PM
Arisia Corporate Meeting
Boston Park Plaza Hotel, Boston MA (Terrace Room)

Tuesday, February 18, 2003, 7:30 PM.
Arisia Corporate Meeting
Vandenberg/Kent residence, Mendon MA

January 24-26, 2003
Vericon
Harvard University, Cambridge MA

February 14-16, 2003
Boskone 40
Sheraton Hotel, Boston MA

February 16-17, 2003
Science Fiction Film Marathon
Coolidge Corner Theatre, Brookline MA

February 28-March 2, 2003
Intercon C
Radisson Hotel, Chelmsford MA

Sunday, March 16, 2003, 2:00 PM.
Arisia Corporate Meeting
MIT Building 66 Room 168, Cambridge MA

March 21-23, 2003
Lunacon 2003
Rye Town Hilton, Rye Brook, NY

ARISIA, Incorporated
Building 600, PMB 322
1 Kendall Square
Cambridge, MA 02139