Mentor of ARISIA

Volume 12, Issue 90 October 1999

Minutes of the October Meeting

Date, Time and Place: This meeting of the membership of ARISIA Incorporated was called to order at 5:00 PM 03 October 1999 at MIT Building 66.
In Attendance: Paul Selkirk, Tom "Merv" Murphy, Walter Kahn, Glen R. Goodwin, Pat Vandenberg, Allan Kent, Brendan Quinn, Adam Ek, Cris Shuldiner, Nicholas Shectman, Skip Morris, Patrick McCormack, 'Zanne Labonville, Ben Levy, Michael McAfee.
In the absence of the President, VP Glen R. Goodwin chaired the meeting.
Since he was running unopposed for the position of Clerk, it was decided that Merv should take the notes of the meeting.
Proxies Rachel Silverman to Walter Kahn and Noel Rosenberg to Cris Shuldiner.
Membership Transfers The Membership voted to move Lisa Hertel and Aaron Agassi to General Membership by votes of 11 -1 and 8 - 4 respectively.
EBoard Report Skip gives the following report on the behalf of the EBoard:
"On Exploring the possibility of Swapping Con Dates
"Last year the EBoard was directed by the corporation to contact all the other fannish convention running groups in the Boston/Washington corridor to discuss possible date swapping.
"The purpose of these discussions were not to propose anything concrete, just to establish lines of communication and see what other folks felt.
"(Ie, Arisia being sandwiched between the holidays and Boskone doesn't leave us much flexibility. The last couple of hotel selection cycles there have only been a few hotel dates available. Plus the overall convention schedule with two conventions back-to-back in the Boston area is tough on all the staff.)
"The following groups were approached:
"NESFA (Boskone) referred the matter to their hotel committee. No further developments.
"PSFS (PhilCon) isn't really interested in any permanent change of dates. They're happy with November, however they might be interested in a temporary date trade for 2001 (the PhilCon immediately after the WorldCon).
"Lunarians thought the idea was interesting but discussions didn't get beyond that. (ie, Let us know what everyone else thinks.)
"WSFA (Disclave) was very receptive, basically they said that their attitude is they realize that they are no longer a player and will do anything to try and bring Disclave back. (Including a date and name change.)
"BSFS (Balticon) said "Gee, we've been thinking of the same thing ourselves, we plan to talk to WSFA and see if we can move to Memorial Day weekend". (Note: Since I talked to them they've actively decided to try to move and are negotiating with their hotel.) The first move would be in May 2001 for them.
"At this point we're still just talking to see what people are planning. If Balticon really does succeed in moving then it allows Arisia/Boskone/Lunacon to see if we can adjust dates a bit to make it easier on all around. My personal opinion is that while Arisia couldn't afford downtown Boston hotel rates any time other then the winter, LunaCon and Boskone could because they're in suburban hotels. It would probably be a real cool thing if the northeast convention schedule were stretched out a bit to give us all more flexibility."
At the meeting, Skip notes "that when our contract with the Park Plaza is over in 2002 hotel rates in Boston may be on their way down due to the effect of the new convention center. It is possible that by then we may have lots of flexibility in choosing dates and location. I suggested that people keep this in the back of their mind for the next few years and think about what changes they may like to see in Arisia (if any) should our options open up."
President's Report No Report.
Vice President's Report No Report.
Treasurer's Report The Treasurer gave an in depth and complex report best summarized in his own words in the attached Corporate Budget Proposal, as authored by the Treasurer.
MOVED to transfer $5000 from General Cash to the Grant Fund.
MOVED to amend the motion to the amount of $1000.
Motion to Amend FAILS for lack of second.
MOVED to amend the motion to read as follows: "To move $5000 to the Grant Fund and to create a snow fund with a level of $15000 and fund it at $15000 from cash on hand."
Motion to Amend CARRIES.
Motion CARRIES.
Budget TABLED to the next meeting.
MOVED to allow the corporation to continue spending at last year's spending levels for the next month.
Motion THROWN OUT by Chair after much confusion.
MOVED to allow the Corporation to continue spending at last year’s levels until the membership ratifies the next year's budget.
Motion CARRIES.
Clerk's Report No Report. In place of the Clerk, Merv yelled at everyone to sign in and pay their dues.
ARISIA '99 That con is still over.
ARISIA '99 Treasury The books are closed and the con made $9527.79. A copy of the Tally Sheet is available to interested parties.
MOVED to close the 1999 Convention of ARISIA.
Motion CARRIES.
ARISIA '00 The Mass Mailer has gone out. The first Programming Mailing has gone Out. The Art Show Mailer to go out at the end of the week. The Student Art Contest mailing will go out in the next few days.
Cris Shuldiner has graciously stepped in as Operations Division Head, and Brendan Quinn has agreed to be his Assistant.
We have a number of meetings coming up (see calendar).
ARISIA '00 Treasury The Budget was published in the Special Edition Mentor. We decided to vote on it.
MOVED to approve the proposed Budget for ARISIA '00.
MOVED (by Noel by mail) to amend the proposed budget to increase the line items for Programming - mailings and Programming - packets to $2000 and $300 respectively (from $1450 and $250). The reason for this is the much higher than anticipated cost of the first mailing (which was not expected to be quite so many pages in length).
Motion to Amend FAILS for lack of Second. Motion CARRIES.
MOVED to amend the Budget to increase the line items for Programming - mailings and Programming - packets to $2000 and $300 respectively (from $1450 and $250).
Motion TABLED to a later date.
Corporate Inventory Control No Report.
Corporate SysAdmin All systems are working within specified parameters. We need a Corporate WebMaster. Ben Levy volunteers on the spot.
Corporate Sales No Report.
Grant Committee The Grant Committee reports that the $750 in matching funds granted to 5Con has been paid. There are 3 proposals for Grants going on to the next Grant Committee for consideration, including the MassFen Grant Request.
Budget Committee Combined with the Treasurer’s Report.
Hotel Search Committee Skip submits the following report prior to the Meeting:
"Hotel Report/Summer Gaming Con
"A number of people in the corporation have been talking about holding a Gaming/Relaxacon convention for some time now. But we've really never gone beyond that.
"Whilst going thru hotel search last winter/spring one of the as ask hotel folks about summer rates that might apply to a small convention(sic).
"The salesfolks at the Sheraton Danvers/Ferncroft went thru their long-term bookings and sent me a letter detailing what weekends during the summer would give us the best rates.
"Basically it boils down to July 4th weekend or sometime in August is best with a rate close to $100/night for a con with 100-200 rooms and most (but not all) the function space.
"That hotel is not the only option either. I know that the Long Range Planning Committee has been thinking about the idea and I believe they talked to the Waltham/Copley.
"This all tells me that a convention is doable without too much work or financial risk. What I intend to do at the meeting is move that a Con Committee be formed to put together a proposal to do this. We've been talking about it long enough that we should either do it or decide to forget it."
Skip mentions at the meeting that the Long-Range Planning Committee has indeed received a proposal from the Waltham Westin.
Survey Committee No Report.
Long Range Planning Committee Cris says, "(He's) Been Lame."
Records Task Force Ben says, "(He's) Been Lame."
Old Business No old business presented.
New Business
1. The EBoard recommends Elka Tovah Menkes for Conchair of ARISIA '01. MOVED to confirm Elka Tovah Menkes as Conchair of ARISIA '01.
  Motion CARRIES.
2. Setting Next Meeting Dates. October meeting: CANCELED
  November Meeting to be held 7:30 PM on Thursday, 18 November 1999 at the ARISIA Corporate Office and Storage Facility.
  December Meeting to be held Sunday, 19 December 1999 at 2:00 PM at MIT Building 66.
  January Meeting to be held Sunday, 16 January 2000 at a time TBD and a location TBD within the Boston Park Plaza after the bulk of the Con.
3. Gaming/Relaxacon Committee Motion MOVED to create a committee to run a Gaming/Relaxacon in the future (summertime).
  Motion TABLED.
4. Capital Purchase MOVED that ARISIA Incorporated buy a complete set of "Yes, Prime Minister," and that the Clerk must watch this before assuming office.
  The Chair rules this motion OUT OF ORDER.
  MOVED to OVERRULE THE CHAIR.
  Motion FAILS 7-5, lacking 2/3rds of the Membership.
  The Chair wishes it be noted in the Record that he made an obscene gesture in the direction of the Membership.
Corporate Elections Out with the old and in with the older . . . .
NOMINATED for the Office of President: Noel Rosenberg, Glenn Goodwin (declines nomination), Pat McCormack. Noel is Elected El Supremo by a vote of 12 to 3.
NOMINATED for the Office of Vice President: Cris Shuldiner, Walter Kahn. Cris is Elected VP 13 to 2.
NOMINATED for the Office of Treasurer: Skip Morris.
NOMINATED for the Office of Clerk: Tom "Merv" Murphy.
MOVED to direct the Clerk to cast a single vote for the Corporation for each of the uncontested nominees for the offices of Treasurer and Clerk.
Motion CARRIES. Skip Morris and Merv summarily elected to the offices of Treasurer and Clerk, respectively.
Announcements: Convention Meetings as scheduled.
Meeting Adjourned at a moderate hour.

Notes From The Clerk

Hello. My name is Merv, and I've been elected Corporate Clerk. That means I get to prepare MENTOR and mail it out to folks.

The Corporate year has come around, and that means that it's time to renew your Corporate Memberships by remitting this year's dues. Check the Corporate Membership Roster and your mailing label. If your name doesn't appear in the Roster, or your label says, Last Issue!, that means that I don't have a record of your renewal yet. If you know you've paid up, but don't see your name in the Roster or you have the message on your mailing label, let me know somehow (clerk@arisia.org works), but don't worry -- if we've got your Corporate dues, I'll know about it in time for the next issue of MENTOR. If not, take this opportunity to renew your membership now.

Remember that ARISIA wants you -- if you have a financial hardship this year, it is possible to Waive your Dues. Talk to an EBoard member for more information.

Thank you for your support. -- Merv

In Time For The Next Meeting

From Phi, Convention Treasurer:
I plan to present the following budget amendment at the November corporate meeting:

Item

Old figure

New figure

Income:

$25 Registrations

$3700

$4650

Expenses:

Mass Mailer Printing

$350

$850

Hotel Engineering

$500

$0

Hotel Security

$0

$1000

Big Event 1
(Echo's Children)

$1500

$700

Small Event 1
(Fanzine Lounge)

$300

$500

ASCAP/BMI fees

$0

$200

Program Mailings

$1700

$2000

Program Packets

$250

$300

Total Income - Expenses

$6445

$6445

-/phi

From El Supremo:

The next EBoard meeting will be held Tuesday, 09 November 1999 @ 19:30 at the offices of Concept Five Technologies.

Location: Concept Five Technologies, 25 Burlington Mall Road, Burlington, MA

Directions to Concept Five:

From points North/I93/Boston:

Take Rte128/I95S to Exit 33B (Rte 3A). At the end of the ramp, go straight through the lights and this will put you on Mall Road. Take your second left, and turn right into the parking lot. This is 25 Mall Road.

From Points South:

Take Rte128/I95N to Exit 33 (Rte 3 South). Turn right at the end of the ramp, and take your first right. Turn right on South Bedford Street at the next stop sign. Go under the bridge and take your first right. 25 Burlington Mall Road is on your left as you enter the parking lot. Pull around to the front entrance and park.

A map is at: http://www.concept5.com/con_map_burl.html

I will be waiting downstairs for folks. Please call (781) 229-5323 if you expect to be there after 19:45, so I can let you in.

Executive Board

President Noel Rosenberg PO Box 464 Chelmsford, MA 01824-0464 781 229-5323 (work) noel@concept5.com	Arisia 1999 Conchair Cris Shuldiner 27 Varnum Street Haverhill, MA 01832 978 521-7039 cws@thefoge.com
Vice President Cris Shuldiner 27 Varnum Street Haverhill, MA 01832 978 521-7039 cws@theforge.com	Arisia 1999 Treasurer Nicholas Shectman 75 Lexington Avenue Somerville, MA 02144 Phi@apocalypse.org
Treasurer Skip Morris PO Box 542 Merrymack, NH 03054-0542 603 888 5567 morris@mv.mv.com	Arisia 2000 Conchair Paul Selkirk 112A Marblehead Street North Reading, MA 01864 978 664-6365 paul@apocalypse.org
Clerk Tom "Merv" Murphy 154 Amherst Road Apartment 12 Belchertown, MA 01007 Marvmerv@astro.umass.edu	ARISIA 2000 Treasurer Nicholas Shectman 75 Lexington Avenue Somerville, MA 02144 Phi@apocalypse.org

Committee Members & Corporate Appointed Officers

Corporate Systems Administrator Cris Shuldiner	Corporate Inventory Control Carsten Turner
Corporate Sales Officer	Awards Committee
Long Range Planning Committee	Hotel Search Committee
Grant Committee Cris Shuldiner Buzz Harris Scott Campanella Walter Kahn	Arisia Audit Fund Ben Levy
Budget Committee Skip Morris, Chair	Records Task Force
Evil HR Director Niccolo Machiavelli

Membership/Subscription Information

Subscription to Mentor of ARISIA are included in Corporate Membership to ARISIA, Incorporated. Membership runs from September 1st to August 31st and costs $24.00. Dues are pro-rated on a monthly basis for members joining during the year.

September	$24	March	$12
October	$22	April	$10
November	$20	May	$08
December	$18	June	$06
January	$16	July	$04
February	$14	August	$02

Membership Roster

Aaron Agassi	Patrick McCormack
Rob Bazemore	Elka Tovah Menkes
Drea Brandford	Skip Morris
Brian Cooper	Ailsa Murphy
Adam Ek	Tom "Merv" Murphy
Tom Fish	Brendan Quinn
George Flyn	Mary Robison
Glen R. Goodwin	Noel Rosenberg
Lisa Hertel	Matthew Saroff
Walter Kahn	Paul Selkirk
Allan Kent	Nicholas Shectman
'Zanne Labonville	Cris Shuldiner
Ben Levy	Pat Vandenberg

Calendar of Events

November 4-7, 1999
25th World Fantasy Convention Rhode Island Convention Center, Westin & Biltmore Hotels, Providence, RI

Monday, 08 November 1999, 7:00 PM
ARISIA '00 DivHeads Meeting, Location TBD

November 12-14
PhilCon ’99, Adams Mark Hotel, Philadelphia, PA

Thursday, 18 November 1999, 7:30 PM
ARISIA Corporate Meeting at the ARISIA Corporate Office and Storage Facility

Sunday, 26 November 1999 2:00 PM
ARISIA '00 ConCom Meeting at MIT Building 66

Sunday, 12 December 1999 2:00 PM
ARISIA '00 ConCom Meeting at MIT Building 66

Sunday, 19 December 1999, 2:00 PM
ARISIA Corporate Meeting at MIT Building 66.

Thursday, 30 December 1999 7:00 PM
ARISIA '00 ConCom Meeting, Location TBD

Sunday, 09 January 2000 2:00 PM
ARISIA '00 ConCom Meeting at MIT Building 66

Friday through Sunday, 14-16 January 2000
ARISIA '00, The Boston Park Plaza Hotel and Towers
www.arisia.org

Sunday, 16 January 2000, Time TBD
ARISIA Corporate Meeting at The Boston Park Plaza Hotel and Towers, Room To Be Announced.

Sunday, 23 January 2000 1:00 PM
ARISIA '00 Debriefing at a place TBD
NO, I still won't be the featured topic -- Merv

Friday through Sunday, 21-23 July 2000
Readercon 12, Burlington Marriott, Burlington MA
www.readercon.org

Friday through Sunday 18-20 February 2000
Boskone 37, Sheraton Framingham, Framingham MA
www.nesfa.org

Treasurer's Preliminary Annual End-Of-Year Report and Budget Committee

Report/Budget Recommendations for FY2000.

Part 1: Assets

Cash (Corporate Acct) $ 5,843 $ 26,908

(Con Acct 1) $ 7,505

(Art Show Acct) $ 1,956

(Merchant Acct) $11,604

Grant Fund $ 880

Audit Fund $ 2,378

Cash (Convention #2 Acct) $ 6,872

Cash-on-Acct Balances $ 1,074

(Kinko’s) $ 100

(USPS-Bulk Mail) $ 750

(USPS-Return Svc) $ 184

(MailBoxEtc Copy Acct) $ 40

Part 2: (Presentation of) Motion to move $5,000.00 to Grant Fund

Part 3: FY99 Expenses & FY00 Corporation Operation Budget Recommendation

(Note: Recommendations are based solely upon prior expenses and expected expenses if corporate activities & policies remain the same. The Treasurer has not made any adjustments to recommendations based upon his opinion on what he feels Arisia *should* be doing. It is the Treasurer's expectation that the corporate members may decide to change some corporate policies or activities resulting in a change in budgets and expenses.)

Item FY99 Exp FY00 Recommendation

Admin $ 265 $ 300

Treasury/Supplies/Checks $ 263 $ 250

Treasury/Bank Fees $ 280 $ 300

CIC/Operations (moving mostly) $ 367 $ 200

CIC/Storage $4141 $4200

Mentor $ 79 $ 150

Legal $ 400 $ 300

Survey $ 96 $ 100

Food/Meetings & WorkCrew $ 194 $ 250

MailBox Services $ 240 $ 6325 $ 275 $ 6325

Part 4: FY99 Corporate Capital Expense Report & FY'00 Budget Recommendations

(Note: Same disclaimer applies here as above. However the FY'00 recommendation is based upon what each committee head has stated they wish to spend for the next year.)

Item FY99 Exp FY'00 Recommendation

CIC (Mostly art show dollys) $ 600 $ 1000

CIC (Fixtures for Office) $ 0 $ 250

Ops/Security (locks & chains) $ 141 $ 0

Art Show $ 512 $ 500

Tech - Moving $1650

Equipment 3475 $5125 $ 2000

Treasury (Cash Reg/Swipe Boxes) $ 372 $ 6150 $ 600 $ 4350

Part 5: A'01 FY00 Budget Recommendation:

(Note: Due to the difficulty of filling out yearly tax returns when the Convention records span multiple years, the Budget Committee is specifying that all budget motions for conventions will apply on a fiscal year basis. Each convention will therefor have two or three budgets over its lifetime.)

Admin & Misc $ 500

Program (mostly mailing fees) $1000

Publicity/Fannish Ads $1000

Publicity/Convention Parties $1000

Publicity/Mass Mailing $1000 $4500

Part 6: A'00 FY00 Budget previously published and submitted at this meeting for consideration

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

Mentor Cover Page - Corporate Home Page

Item	Old figure	New figure
Income:
$25 Registrations	$3700	$4650
Expenses:
Mass Mailer Printing	$350	$850
Hotel Engineering	$500	$0
Hotel Security	$0	$1000
Big Event 1 (Echo's Children)	$1500	$700
Small Event 1 (Fanzine Lounge)	$300	$500
ASCAP/BMI fees	$0	$200
Program Mailings	$1700	$2000
Program Packets	$250	$300
Total Income - Expenses	$6445	$6445