Mentor of ARISIA Volume 12, Issue 91 November 1999

Minutes of the EBoard Meeting 26 October 1999

Present were Noel Rosenberg, Cris Shuldiner, Skip Morris and Paul Selkirk. Elka Tovah Menkes and Nicholas Shectman were notified of the impromptu meeting; Tom Murphy waived his right to notice for this meeting.

NEW BUSINESS

After discussion, the EBoard of ARISIA, incorporated authorized the expenditure of $200.00 to install 3-phase power outlet(s) at the Corporate Office and Storage Facility of ARISIA, Incorporated, for the use of the membership (to wit, testing dimmer packs and other Tech Gear).

The EBoard also approved a request from the PhilCon ConCom to borrow our drape for use at their con.

The meeting was adjourned at 9:30 PM.

Minutes of the EBoard Meeting 09 November 1999

The EBoard gathered at the offices of Concept5 at 7:45 PM Tuesday, 09 November 1999.

Noel Rosenburg, Cris Shuldiner, Skip Morris, Tom Murphy and Paul Selkirk were in attendance.

On the Issues of Memberships:
The EBoard granted two Membership waivers.

On the Issues of Keys:
The EBoard agrees that in addition to the amusing method of enumerating the key sets by language and numbering them in that language, a more mundane method will be employed on the flip side of the key.

The EBoard decided that the following positions should have keys: President, Vice President, Treasurer, Clerk, Corporate Inventory Control (CIC), Art Show Equipment Liaison, Current ARISIA ConChair, and Corporate Mailroom Staff.

Legal Issues:
The clause in the Hotel Contract entitled "Exhibitor's Contract" shall be referred to the Corporate Lawyer for review with regard to the effective scope of the Clause.

The EBoard discussed and noted several possibilities to amend the contract with the Hotel.

Skip reports on the legalities of Fast Track and Babysitting. After discussion, the EBoard authorizes the application for Exempt status for Child Care.

The EBoard discussed the situation regarding Responsibility / Liability for young fans participating in Fast Track, and determined that young fans need the same parental supervision in Fast Track as the child would need in any other part of the Convention, as determined by the Parent.

While discussing this, the EBoard has determined that there is no preexisting Standing Corporate Policy for Convention Fast Track, and determined that one was needed.

Paul wanted to change the fee for babysitting from $70.00 to $50.00. The EBoard endorses the idea.

ARISIA Corporate Office and Storage Facility changes:
Skip has been talking to the Landlord about installing a 220-volt power line. Nothing substantial has come of it yet, because the Landlord has not quite been available.

Insurance:
Art Show: Artist's individual art works are NOT insured. Insurance for artwork is the responsibility of the artist. That was not mentioned in the original mailing to the Artists. Cris wants to look into adding Artwork for the Art Show to the Convention Insurance Policy in this and future years.

Grant Committee Business:
The Treasurer cut the check to 5Con for the promised grant of $750 in matching grant funds, and handed it to the Clerk to hand-deliver to the 5Con Convention Staff.

Cris requested a recommendation from the EBoard regarding the Grant Application from the North American Representatives of EuroCon 2000 (hereafter, "The EuroCon Grant"). The position of the Grant Committee is favorable. After discussion, the EBoard reports favorably.

After discussion, the EBoard arrived at a consensus that now that the 5Con check has been cut and assuming that the Membership accepts the proposed Corporate Budget, the Grant Fund will start off the current fiscal year with $5,130.00.

File Cabinets:
Skip has volunteered to get a file cabinet to hold corporate records at the Storage Facility.

Corporate Budget:
The EBoard discussed the Corporate Budget, and decided to recommend the Membership approve the Budget.

Other Business:
We need a Treasurer for ARISIA '01.

There are some difficulties with the Hotel Reservations Staff. These difficulties (such as not specifying if the con attendee wants a quiet or a party floor, etc.) will be addressed.

Noel will reply to a letter from the Seaport Hotel soliciting our business.

The meeting adjourns after midnight.

Minutes of the November Meeting

• Date, Time and Place: This meeting of the membership of ARISIA Incorporated was called to order at 8:07 PM 18 November 1999 at the ARISIA Corporate Office and Storage Facility.
• In Attendance: Nicholas Shectman, Skip Morris, Paul Selkirk, Noel Rosenberg, Cris Shuldiner, Tom Coveney, Suzanne Labonville, Buzz Harris, Ken Porter, and Ben Levy.
• Proxies Elka Tovah Menkes to Ben Levy; Tom Murphy to Paul Selkirk; Ailsa Murphy to Cris Shuldiner; Glen Goodwin to Cris Shuldiner.

  Skip Morris is proclaimed to have the most coordinated outfit.

• Minutes of the Previous Meeting MOVED to correct the October Minutes by replacing the word "run" with the word "propose" in item 3 of new business. Motion CARRIES.
• Membership Transfers There were no pending Transfers to be considered.
• President's Report We held two e-board meetings since the last meeting.
• EBoard Report The minutes of these meetings are read into the record.
• Vice President's Report MOVED that Arisia set as corporate policy that all money received by the corporation from any source for any purpose excluding convention business must be recorded in a receipt book maintained by the corporate treasurer for such purposes without regard to the form the payment is received in; further, a receipt of payment must be returned to the payor as soon as possible after receiving the payment.
  MOVED to amend to limit to cash transactions.
  Amendment fails for lack of a second. Motion CARRIES.
• Grant Committee The grant committee met at the Borgo Café on 10/13/99. The meeting was called to order at 7:00 PM.

  The following business was transacted:

  1. We voted to approve a $1000 grant for The North American Representatives of Eurocon 2000. The grant money is primarily for an educational project to introduce the North American SF community to the European SF community. However, moneys from this grant may be used for any of the other purposes suggested in the grant application.
  2. We discussed a grant from Massfen. The purpose of this grant is startup funds for a NE area fannish newsletter. The committee had some questions for the Massfen organization and a letter was subsequently sent to them requesting clarifying information. This information had to do with their budget, plan for self-sufficiency, and bylaws. We also requested a sample copy.
  3. There was a discussion of future topics for us to look at. We decided that we need to consider options for grant submission, letters of inquiry, plublicizing our grant policy, and methods for reviewing grants electronically.
  4. We decided to take out an ad in the Arisia Program Book.
  5. We decided that the committee would meet on the following schedule: mid November, mid March, and mid August. The above are for review of grant submissions and that there would be additional meetings as needed for followup and administrative purposes. The reason for the set meetings is that it allows us to publish grant submission deadlines. These deadlines are: October 15th, July 15th, and February 15th.
  6. We decided that we needed to update the grant section of the website.

  MOVED to grant $1000 to the North American representatives of Eurocon.
  Motion CARRIES.

• Treasurer's Report MOVED to approve the corporate budget (operational, capital expenditure, and A01 FY00) as published in Mentor.
  NOTED that the swipe box purchase is approved specifically as a spare, and not for use in Art Show Sales.
  MOVED to amend by separating $100 for a cash register from the $600 for a swipe box and cash register.
  Motion CARRIES.

  MOVED to amend by changing the remaining line item for a swipe box to $400.
  Motion CARRIES.

  Overall Motion CARRIES.
• Budget Committee No Report Mentioned.
• Clerk's Report Hey, I've been working.

  I signed and mailed off the Annual Report as required by the State. They didn't like our Vee Pee's signature, so I gave 'em mine. Thanks, Cris, for preparing that report.

  I'm trying desperately to bring the Corporate Database up to date. I'm hearing folks ask for a Corporate Directory to be published. To achieve both these goals, I have a request.

  I want to make a "Membership Information Form" to include in the next Mentor. This form will be mailed back to ARISIA in a Business Reply Envelope. I suggest this as opposed to an earlier Post Card idea because this will contain private information and really shouldn't be visible to everyone as it will be on a post card.

  The information requested will include Name, Fan Name, Address (Street, City, State, Country, Zip), Home and Work Phones, Pager, Cell Phone and EMail Addresses, what work they do for the Convention, what Committees they would be willing to serve on (a list of suggested committees will be provided), and whether or not we may publish the same in the Corporate Directory.

  Therefore, I would like the Membership to discuss and act on the following motion:

  MOVE to authorize the expenses involved in getting a current Membership Survey out to the Membership and back to the Corporation; such expenses including but not limited to researching a Business Reply Permit, obtaining a Business Reply Permit, Envelopes and the printing fees associated with printing the Business Reply Permit (assuming it can't be done with WORD and an inkjet printer) on the envelope, and the postage associated with returning this mail to the Corporation.

  I have also been asked to produce printed sets of the Articles of Organization, the Corporate Bylaws, the Corporate Standing Policies, and a new issue of the Corporate Directory. There can be no actual changes to the Articles of Organization without disincorporating. There are pending Bylaws Amendments, so I'll wait on printing those. However, I'm appalled at the organization and layout of the Policies. Similar and related policies are scattered throughout the document. I took the liberty of cleaning it up. It should be noted that this will affect the motions under Old Business regarding Corporate Convention Policy only inasmuch as the numbering of the Policies in those motions would need to be adjusted to conform to the new Document. The point is, when all of the current flurry of activity with these documents are complete, I'll print them up nicely and bind them and send them out.

  MOVED to authorize the expenses involved in getting an up-to-date copy of the bylaws, articles of organization, and policies to the membership, and in conducting a membership survey.

  MOVED to amend to include convention staff in the survey.
  Amendment fails on objection to consideration. Main motion is eventually ruled out of order by the chair as business reply stuff is already being taken care of and the Clerk doesn't need approval to do the rest of it.
• ARISIA '00 It's November and everyone has been busy.

  Mailings have gone out, memberships have come in.

  Upcoming deadlines include pre-reg packet on November 27, almost everyone else has info deadlines on November 30, including ops and hotel.

  Baby-sitters will be employees with all the fun that that entails.

  There is a possible issue with the terrace room that may affect how the convention is laid out and may have a budget impact. We don't know if the play is going to run past the end of the year.

  We had a party at Philcon which was well attended, and we sold 5 memberships and a couple of T-shirts and collected on one dealers table. This made a very small dent in the 27 boxes of T-shirts in storage.

  Skip reports that the hotel reservations desk has been having trouble but that this has been addressed. The manner in which this problem was resolved suggests that the hotel staff are afraid of Starwood, the parent corporation.

  MOVED to amend corporate policy to set the program book ad rates to those advertised over the last two years.
  Motion CARRIES.

  MOVED to set corporate policy to change the baby-sitting rate from $70 to $50.
  Motion CARRIES.

  MOVED to change the number of hours required to earn a free membership from 18 to 16.

  MOVED to amend the motion to change the number from 18 to 12.
  Motion ACCEPTED as friendly. Motion CARRIES.

  MOVED to authorize the con chair to use prior years staff T-shirts as gopher incentives.
  Motion CARRIES.

• ARISIA '00 Treasury MOVED to amend the Arisia 00 budget as published in Mentor Volume 12 Issue 90.
  Motion CARRIES.
• ARISIA '01 The Guests of Honor were announced: Lois McMaster Bujold, Wojtek Siudmak, and Wombat (jan howard finder).
• Audit Committee No Report.
• Awards Committee No Report.
• Corporate Inventory Control No Report.
• Corporate Sales MOVED to not produce sales sweatshirts this year. MOVED to amend by replacement with a limit of 12 sales sweatshirts produced.
  Amendment FAILS for lack of a second. Motion CARRIES.

  MOVED to eliminate the category of "Last Year" and leave only "Older" with regard to T-shirt and sweatshirt sales.
  Motion CARRIES.

  MOVED to allocate $750 to purchase sales goods.
  Motion CARRIES.

  MOVED to direct the Arisia E-board to negotiate for taping, editing and reproduction of a masquerade video using the following guidelines:

  1. Oasis Video, the videographer used in prior years is the designated preferred vendor.
  2. The video vendor will be contracted by Arisia to provide video services as a "work for hire". Ownership and rights to the video will remain with Arisia, Inc.
  3. Both Arisia Sales and the vendor will be allowed to sell the video.
  4. Arisia may grant the vendor a franchise for exclusive reproduction of the video in return for taping and editing services.
  5. Arisia will ensure that all state sales tax are paid.
  6. Arisia will be responsible for obtaining all applicable BMI and ASCAP licenses for the video.
  7. Except as provided above, the production of the masquerade video should be conducted in a manner as close to prior years as possible.
     
  MOVED to allow vendor use of ArisiaTV masquerade video footage.
  Motion ACCEPTED as friendly.
  MOVED to not require making a profit on Video Sales.
  Motion ACCEPTED as friendly.
  MOVED TO TABLE to the E-board.
  Tabling fails for lack of a second. Overall Motion FAILS.
  

  MOVED to direct the Arisia E-board to negotiate for taping, editing and reproduction of a masquerade video.
  Motion CARRIES.

  MOVED to set sales prices as follows (general/corporate price): Con T-shirt, $12/$10; Old T-shirt, $5/$4; Old Sweatshirt, $10/$8; Lens T-shirt, $10/$8; Lens Sweatshirt, $15/12; Lens Patch $4/$3.
  Motion CARRIES.

• Corporate SysAdmin Nothing worth reporting, says Cris.
• Hotel Search Committee No Report Mentioned.
• Long Range Planning Committee The committee reports favorably that hours worked pre-con could count for a free membership to the current convention rather than the next convention, and unfavorably that staff should have a special rate available to them.
  Both motions TABLED to the next meeting.
• Records Task Force No Report.
• Survey Committee No Report Mentioned.
• Old Business MOVED to affirm a prior vote to correct the bylaws section 4.3 reference error.

  Cris reports, as directed, that we have a volunteer problem.

  MOVED to take up from the table the motion to form a committee to investigate a gaming convention.
  Motion FAILS.

  Motion to form the committee is taken up and PASSED anyway, 5-3 with three abstentions. Anyone interested in being on the committee please speak to the president.

• New Business Three motions to amend the bylaws have been presented to the corporation: one to eliminate proxies, one to eliminate the red shirt class of membership and grant voting rights at the end of the first meeting a member attends after joining the corporation, and one to remove the empty section 1.2 and renumber subsequent sections. Motions automatically TABLED to the E-board.

  If anyone wishes to be on the Awards Committee or the Survey committee, please contact the president.

  Paul, Cris, Buzz, Zanne, and Skip were appointed to the Hotel Search Committee by the President.

  Paul and Cris were appointed to the Long Range Planning Committee by the President.

• Announcements Paul notes that there are meetings as scheduled.
• Meeting Adjourned at 11:12 PM.

In Time For The Next Meeting

There's another Convention Budget Amendment in the works from Phi:

BUDGET AMENDMENT II
Fast Track: +$150 for ice cream
Two New Small Events at $300 apiece
No offsetting income items
Total: $750.00

Proposed By-Laws Amendments

There are three proposed amendments to the By-Laws of ARISIA, Incorporated. These proposed amendments are listed below:

1. MOVED to amend the By-Laws by removing the empty section 1.2; Specifically:
   
   • Remove section 1.2 and renumber sections 1.3 through 1.5;
   • Change "1.4" to "1.3" in section 2.4, subsection (a), in Section 3.9, and in section 6.2, subsection (b).
   • Change "1.5" to "1.4" in section 1.3, subsection (a).

   This amendment is submitted by Paul Selkirk, Skip Morris, Cris Shuldiner, Suzanne Labonville, and Nicholas Shectman.

2. MOVED to amend the By-Laws by removing the Red Shirt membership class, and granting General membership rights to all dus-paying members; Specifically:
   
   • Change the word "three" to "two" in section 1.1.
   • Change section 1.1, subsection (a) by adding the words: "Voting rights are granted at the end of the first meeting the member attends after joining."
   • Remove section 1.1, subsection (b), and renumber subsection (c) to (b)
   • Replace section 1.3 with "No committee shall be established to review the voting rights or status of any member."
   • Rename section 1.4 "Suspension and Expulsion."
   • Remove the words "or transferred to Red Shirt" from section 1.4, subsection (a).
   • Remove the words "to transfer a General member to Red Shirt or" from section 2.4, subsection (a).
   • Remove section 2.4, subsection (d), and renumber subsections (e) through (j).
   • Remove the words "and Red Shirt" from section 2.5.

   This amendment is submitted by Paul Selkirk, Cris Shuldiner, Skip Morris, Nicholas Shectman, and Suzanne Labonville.

3. MOVED to alter the By-Laws with regard to Proxies; specifically:
   
   • Strike section 1.4, subsection (c).
   • Alter Section 1.4, subsection (d) to subsection (c).
   • Strike Section 2.8.
   • Alter Section 2.9 to 2.8.
   • Strike the words "The proxy rules as stated in section 1.4 shall hold for this vote." From section 6.2, subsection (b).
   • Strike the words "or represented by proxy" from section 11.1 (c) and (d).

   This amendment is submitted by Cris Shuldiner, Skip Morris, Paul Selkirk, Nicholas Shectman, and Benjamin Levy.

Executive Board

Committee Members & Corporate Appointed Officers

Membership Roster

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

Calendar of Events

Sunday, 12 December 1999 12:00 PM
ARISIA '00 Division Heads 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

Friday through Sunday, 07-09 January 2000
GAFilk, Middleton GA
Contact xwinger@mci2000.com

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

Friday through Sunday, 14-16 January 2000
ChattaCon, Clarion Hotel, Chatanooga TN
Contact info@chattacon.org

Friday through Sunday, 14-16 January 2000
MarsCon, Ramada Hotel Williamsburg VA
Contact marscon@erols.com

Sunday, 16 January 2000, 5:ish PM
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

Saturday & Sunday 5-6 February 2000
Wolf 359, London, England
Contact: wolf359@aol.com

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

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

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

Arisia, Mentor of Arisia, and the Arisia Lens are service marks of Arisia, Incorporated.
All material copyright 1999, Arisia, Incorporated. All rights reserved.

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