The September meeting was called to order at MIT at 14:45 on 19 September 2004.
In attendance were:
Bridget Boyle, Paul Selkirk, Buzz Harris, Lisa Hertel, Tom Coveney, Ariell XX, Tom 'Merv' Murphy, Claudia Mastroianni, Skip Morris, Ben Levy, Pat McCormick, Alan Kent, Pat Vanderberg, Nicholas Shectman, Rachel Silber, Ann Catellia, Joel Lord XX, Carsten Turner, Connor Walsh, Rick Kovalcik, Alex Latzko, Joel Herda
Proxies: Elka Davidoff to Rachel Silber, Noel Rosenberg to Buzz Harris, Regis Donovan to Claudia Mastroianni
The meeting began with remembrances by Merv and Lisa and a moment of silence for George Flynn.
President's report: There was a quiet summer aside from the migration of the convention. The contract with the hotel has been modified and signed, summarized in Skip's part of the Arisia '05 report.
Vice president: No report
Treasurer's report: Incorporated by reference
Clerk: No report
Long-Range Planning Committee: No report
Grant Committee: No report
Budget Committee: No report
Hotel Search Committee: No report
CIC: Storage has new locks and may be expanding; we may switch to a new door that is exclusively ours.
Someone borrowed equipment and it was returned damaged.
Storage was emptied and refilled.
Carol Salemi would like her dummies back.
Timeline Committee: A first pass has been made. Output so far is 14 pages of spreadsheets. A first draft for public consumption is close.
Honors Committee: No report
Database Committee report: The committee has not met, and my question to its members got only one response. Based on the recent use of Congo, and based on other parts of Arisia doing their own thing, I think it ought to be dissolved
Carsten: what are the other larger parts of the database question?
Answer: Corporate memberships, art show database, hotel resume, art show sales, corporate inventory, programming contacts and scheduling.
Chair: No report
Treasurer: The audit is being finalized.
Chair: No report
Treasurer: No new progress. General comments:
Arisia is a bunch of flakes. We do so many things wrong, from spending money on idiotic things to not delivering films back on time.
The corporation's big job is to oversee the convention, and we don't. Its about time the corporation starts sending rules down. I'm not talking micromanagement; we need to send some broad general guidelines.
I felt when I was appointed, it was though after the Titanic had stuck the iceberg, and it was my job to get as many boats away as possible.
phi: Thanks to all who worked on the party (about three dozen). More than 500 people attended the party. We sold 44 memberships and a number of dealerships, and signed up Bob Eggelton to go to Art Show.
There was lots of positive feedback. Forty people showed for Sunday Sundae at 05:00.
There was a gripe at the 05:45 gripe session; the gripe was, "too long between news letters!"
Cost was approx $400. The room and soda was free. If you look at memberships and maybe art slots, we cleared at least $800, probably $1K.
Cartsten: do you think this party mode is portable?
phi would prefer not to repeat party formats too often, but has other ideas for future parties.
Chair: Buzz got married to Noel.
All senior staff positons at DivHead level are filled. Most of the senior staff positions below that are filled.
Shift in date: thanks to Skip for beating up the hotel on the contract.
All GOH are able to attend at revised date.
Skip presented hotel details. Total value at our count is close to $30K (18K to staff/attendees, 12K to budget); hotel thinks it's closer to $40K:
* we get 15th floor inclding towers lounge at regular con rates
* current rates extended to A06
*- three additional comp suites A05/A06
*- $5K in credits to the A05 master bill. (Corkage, Electric F&B): real money
* dates for 06 are nailed in stone
The mass mailer is going out earlier than in the recent past, to prevent the need for date-change post cards.
Treasurer (CWS not presant): Buzz proxy. Expenses for corporation to the tune of ~$9K as expenses. Final verison of the budget for the October corporate meeting. [see below]
Chair: I would like to do a couple of big theme parties. Galaxicon, is giving us a free suite. I think themes should be repeated every 10 years or so. There will be a party at the 2005 worldcon.
Looks like we'll be in the BPP on the 13th - 15th of Janauary 2006.
Old business: No old business.
Rick: N4 may have some stuff to potentially donate, if it doesn't sell in a month. Skip thinks a swap of hardware for money might be worth doing. This will be considered at the time of any offer.
Skip: Motion to authorize repair of damaged items left in Arisia storage and used by unknown unauthorized persons, up to a limit of $500. Lisa seconds.
A further motion to pass the matter to the EBoard. A Yea vote commits it to the EBoard; a Nay vote keeps it on the floor. Motion passes.
Merv: Did this happen before the key change? Who does have keys? Do we have an agreement between persons storing personal equipment and the corporation?
Lisa: Let someone into storage, will pass along info privately.
Elections: Speeches limited to two minutes.
21 voting members.
Candidates for president: Joell and Carsten.
Carsten wins, 12 to 9
Candidates for vice-president: Rick and Joell.
Rick wins, 15 to 6
Candidates for treasurer: Alex and Merv
Alex wins, 20 to 1
Candidates for clerk: Skip, Lisa and Claudia
First round: Lisa: 5; Skip: 9; Claudia: 7
Runoff: Claudia wins, 11 to 10
Point of order: Setting default meeting coordinates.
Carsten moves to set the default time and place to the third Sunday of the month, 14:00, MIT building 66, close to room #156.
Committee of the whole discussed good dates for the December meeting.
October Corporate Meeting:
17 October 2004, 14:00, MIT building 66
November Corporate Meeting:
14 November 2004, 14:00, MIT building 66
December Corporate Meeting:
14 December 2004, 19:00, at the home of Rick Kovalcik.
19 Chesley Road, Newton Centre, MA 02459-1903 1-617-244-4560 (home) 1-508-259-6819 (cell)
email@example.com et. al.
By car, take the Mass Pike to exit 17 (Newton Corner). Follow signs to Newton Centre which will put you on Centre St. (When coming off the Mass Pike heading east from route 128, stay to the right. Centre St. will be the first street on the right. When coming off the Pike heading west from Boston, go 3/4 of the way around the "circle" around the hotel over the Pike.) Continue on Centre St. for 2 miles to Newton Centre. Immediately after the large parking lot on left, turn left onto Beacon St.
*Go 2 blocks and turn left onto Chesley Rd. just after Murray's Liquors and Motophoto on the left. If you pass a Gulf Station, US Post Office, and West Coast Video on the right, you have gone too far. Our house, a gray colonial with white and red trim, is the fourth house on the left. You must park on the right hand side of the street facing in the direction of travel OR YOU MAY BE TICKETED. Alternatively, you may park in the driveway to the right of the house as you are facing it.
Or, take Route 9 to Centre St. Take Centre St. 1 mile to Newton Centre. Immediately after yield / merge and before the large parking lot, turn right onto Beacon St. Continue from "*" above.
By MBTA, take the Riverside (D) Branch of the Green Line to the Newton Centre stop. Go upstairs and turn right onto Union St. Go 3 blocks crossing Langley Rd. and Beacon St. Union St. turns into Chesley Rd.
Our house, a gray colonial with white and red trim, is the fourth house on the left after crossing Beacon St.
All outgoing committee members please submit a brief report to firstname.lastname@example.org
The Long-Range Planning Committee is reconstituted.
Meeting adjourned 17:00
EBoard met 26 September 2004, 18:00, at Claudia's place, Cambridge, MA.
Attending: Carsten Turner, Rick Kovalcik, Alex Latzko, Claudia Mastroianni, Nicholas Shectman, Bridget Boyle, Aileen Boyle Latzko
The EBoard approves in principle of selling Arisia memberships at Pandemonium Books & Games, in Cambridge, MA.
Arisia storage: All keyholders must be corporate members. We need a current keyholder list. We still need an estimate on repairs of damaged equipment, so that matter is postponed until an EBoard meeting of October 14.
Committee appointments changed (see below).
Arisia sends our condolences to John Vanible's friends and family.
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 prorated on a monthly basis for members joining during the year.
Building 600, PMB 322
1 Kendall Square
Cambridge, MA 02139
Arisia 2004 Conchair
Rick Kovalcik (RKOV)
19 Chesley Road
Newton Centre, MA 02459
Arisia 2004 Treasurer
82 Cliff Road
Milton, MA 02186-1750
Arisia 2005 Conchair
Building 600, PMB 322
1 Kendall Square
Cambridge, MA 02139
17 Creighton Street
Cambridge, MA 02140
Arisia 2005 Treasurer
Arisia 2003 Conchair
PO Box 542
Merrymack, NH 03054-0542
Arisia 2006 Conchair
75 Lexington Avenue
Somerville, MA 02144
Arisia 2003 Treasurer
82 Cliff Rd
Milton MA 02186
The clerk is seeking a current list.
Alex Latzko (chair)
Corporate Sales Officer
Corporate Inventory Control
Corporate Systems Administrator
Technical Equipment Committee
Joel Herda (chair)
Alan Walker (Hobbit)
Long Range Planning Committee
Bridget Boyle (chair)
Building 600, PMB 322
1 Kendall Square
Cambridge, MA 02139
|Registration Income||Items||A'05 Budget|
|Comped memberships||250 @ 8 From Arisia 04||$2,000.00|
|Pre-Registrations||At A04 170 @ $30||$4,250.00|
|Pre-Registrations||before 8/31/04 + parties 260 @ $30||$7,800.00|
|Pre-Registrations||9/1/04 - 11/30/04 210 @ $40||$8,400.00|
|Pre-Registrations||12/1/04 - Convention 15 @ $50||$750.00|
|At Con Registrations||Full Weekend - 540 @ $50||$27,000.00|
|At Con Registrations||Friday - 5 @ $20||$100.00|
|At Con Registrations||Saturday - 270 @ $35||$9,450.00|
|At Con Registrations||Sunday - 25 @ $20||$500.00|
|At Con Registrations||Student - 75 @ $40||$3,000.00|
|At Con Registrations: Rollup||$40,050.00|
|Babysitting Memberships||At A04 2 @ $30||$60.00|
|Babysitting Memberships||before 8/31/04 + parties 10 @ $30||$300.00|
|Babysitting Memberships||9/1/04 - 11/30/04 10 @ $40||$400.00|
|Babysitting Memberships||12/1/04 - Convention 5 @ $50||$250.00|
|Babysitting Memberships: Rollup||$1,010.00|
|Registration Income: Subtotal||$64,260.00|
|Other Income||A'05 Budget|
|Art Show||Space Fees (Budget 80 units @$20)||$1,600.00|
|Art Show||Mail-in, Print Shop, Misc. Fees||$400.00|
|Art Show||Sales tax||$0.00|
|Art Show||Grant Fund Auction||$0.00|
|Art Show||Net Artist Sales||$0.00|
|Art Show: Rollup||$2,000.00|
|Dealers||Dealer Room (Budget 44 @$100)||$4,400.00|
|Dealers||Dealer Row (Budget 34 @$100.)||$3,400.00|
|Sunday Sundae||250 tickets @ $4||$1,000.00|
|Donations||Money for Table Tents - Elka||$100.00|
|Hotel: Comp Rooms Sold||$0.00|
|Other Income subtotal||$11,200.00|
|Corporation Chargebacks||A'05 Budget|
|Student Art Contest||Prizes||$500.00|
|Corporation Chargebacks subtotal||$570.00|
|Corporate expenses (Storage, etc)||$8,000.00|
|Corporate Expenses subtotal||$8,000.00|
|Meeting/Work Session Food||$600.00|
|Guests of Honor Expenses||A'05 Budget|
|Media Special Guest||Travel||$825.00|
|Media Special Guest||Travel Change Fees||$250.00|
|Hidden Frontier Special Guest||Travel||$250.00|
|GoH Saturday Night Dinner||$500.00|
|Guests of Honor subtotal||$10,400.00|
|Credit Card Fees||$1,000.00|
|Treasury Office @ Con||$375.00|
|Payroll Processing: Babysitting||$75.00|
|Legal Expenses: Babysitting, etc.||$100.00|
|Insurance: Liability||$1 million General Commercial Liability||$700.00|
|NCOA on Mailing List||$70.00|
|250 comped memberships to A'06 @$8||250 @$8||$2,000.00|
|Campus Marketing Program||$250.00|
|TV Line to Terrace Room||$150.00|
|Phone Charge Rebate||($400.00)||$0.00|
|Furniture removal charges||$0.00|
|Tables Rental||Interstate Rentals||$820.00||$820.00|
|Lock Recoring Rebate||($200.00)||$0.00|
|Hotel Banquet Services||Items||A'05 Budget|
|Sunday Sundae plates, silverware, etc.||$250.00|
|Sunday Sundae: Ice Cream||$750.00||$1,000.00|
|Artist & Pros Reception||$1,500.00|
|Masquerade Green Room||$250.00|
|Hotel Banquet Services subtotal||$750.00|
|Cell Phones, Pagers, etc.||$200.00|
|Ops Desk: Rollup||$100.00|
|Logisitics||Load-in Crew (labor Ready)||$250.00|
|Logisitics||Load-out Crew (labor Ready)||$500.00|
|Security||Forms, First Aid, Supplies||$150.00|
|Member Services||Items||A'05 Budget|
|Massage Den: Rollup||$140.00|
|Chips for all food areas||Frito Lay chips||$450.00|
|Soda for all food areas||Coca Cola order||$1,100.00|
|Green Room: Rollup||$1,050.00|
|Staff Den: Rollup||$1,450.00|
|Internet Room Rebate||($400.00)||$0.00|
|Party Czar: Party Seed||$200.00|
|Load-in & Staff Party Supplies||$100.00|
|Member Services subtotal||$10,170.00|
|Art Show||Light bulbs||$50.00|
|Art Show||Fire Proof Drape||$0.00|
|Art Show||Misc Supplies||$15.00|
|Art Show||Purchase of copier & supplies||$0.00|
|Art Show||Mailer Copying||$1,500.00|
|Art Show||Mailing Postage||$70.00|
|Art Show||Return Shipping||$0.00|
|Art Show||Payments to Artists||$0.00|
|Art Show||Sales Tax on Sales||$0.00|
|Art Show: Rollup||$2,035.00|
|Student Art Contest||Mailer Copying||$200.00|
|Student Art Contest||Shipping||$0.00|
|Student Art Contest||Postage||$100.00|
|Student Art Contest||Prizes ($250/$150/$100)||$500.00|
|Student Art Contest: Rollup||$800.00|
|Video Theater||Equipment ($100 donation to BSFS)||$100.00|
|Video Theater||MPLC Umbrella License||$400.00|
|Video Theater: Rollup||$500.00|
|Anime Theater ($250 - $250 to Tables Rental)||$0.00|
|Films||35mm Projector rental||$1,000.00|
|Big Event 1:||$500.00|
|Big Event 2||$500.00|
|Small Event 1: Rocky Horror||$100.00|
|Small Event 2:||$250.00|
|Small Event 3||$250.00|
|Small Event 4||$0.00|
|Period Dance Decoration||$75.00|
|Arisia TV||Tape Stock||$100.00|
|Club Dance: DJ||$100.00|
|Technical||Food for Setup||$250.00|
|Phone calls and copying||$100.00|
|Thank You Notes||$100.00|
|Program Packets: Rollup||$200.00|
|Large Print Program Grid||$50.00|
|Fast Track||Arts/Crafts Supplies||$450.00|
|Mass Mailer: Rollup||$1,500.00|
|Prereg Packet: Rollup||$700.00|
|At Con Newsletter||$450.00|
|Pocket Program||Large Print||$0.00|
|Pocket Program: Rollup||$2,500.00|
|Restaurant Guide||Large Print||$0.00|
|Net Income (Loss)||$6,165.00|