Mentor of ARISIA Volume 12, Issue 92 December 1999

Notes From The Clerk

How do you do, and welcome to a fat issue of MENTOR. There's quite a bit in here, as the notes to the June and August meeting have been unearthed and are finally reported here. Enjoy.

Minutes of the June Meeting

• Date, Time and Place: This meeting of the membership of ARISIA Incorporated was called to order at 7:35 PM 08 June 1999 at the ARISIA Corporate Office and Storage Facility.
• In Attendance: George Flynn, 'Zanne Labonville, Glen R. Goodwin, Carsten Turner, Paul Selkirk, Elka Tovah Menkes, Nicholas Shectman, Cris Shuldiner, Skip Morris, Noel Rosenberg, Tom Coveney, and Kenneth Porter (guest).
• Proxies None Listed.
• Minutes of the Previous Meeting No corrections to the Minutes were noted.
• Membership Transfers Tom Coveney was transferred to General Membership and officially appointed Corporate Clerk.
• President's Report Elka reports that she has signed the three year Contract with the Boston Park Plaza Hotel & Towers.
• EBoard Report No Report.
• Vice President's Report No Report.
• Grant Committee: No Report.
• Treasurer's Report There are three new members (not listed).
• Budget Committee No Report.
• Clerk's Report No Report.
• ARISIA '99 ConChair's Report It's over. I keep checking. -- Cris
• ARISIA '99 Treasurer's Report Just waiting on a couple of checks to clear. -- Phi
• ARISIA '00 ConChair's Report Well, we have a contract and a budget. Two important meetings coming up: 21 June 99 at the hotel and another one at MIT (ed. note -- the notes handed to me did not list the date for the meeting to be held at MIT). The last DivHead's meeting was not well attended. ReaderCon is coming up 9-11 July 1999 at the Waltham Westin. -- Paul
• ARISIA '00 Treasurer's Report I've submitted a budget, and I have a few technical amendments to make to it (ed. note -- a copy of this preliminary budget was not included with the notes I received; it's a moot point since the budget has been amended a lot already). -- Phi
• Audit Committee No Report.
• Awards Committee No Report.
• Corporate Inventory Control Hi, we have storage space. I'm Carsten Turner, and I've just been appointed CIC Officer. I want to thank people for helping out on Saturday: Phi, Paul, Cris, Skip, Merv and Bryt; and on Sunday: Carsten, Rachel, Merv and Cris. I hope to get keys soon.
• Corporate Sales No Report.
• Corporate Systems Administrator I need a LOT more information from the ConCom. -- Cris
• Hotel Search Committee We've got good offers from three big hotels, due to low bookings at the Hynes. Our recommendation is not to stay in one place too long -- use the ability to switch to continue to get competing bids.
• Long Range Planning Committee No Report.
• Records Task Force No Report.
• Survey Committee No Report.
• Old Business MOVED to amend the ByLaws according to the proposed amendment, included by reference to MENTOR of ARISIA, Volume 11, Issue 89, Page 4.
  Motion CARRIES.
• New Business MOVED to transfer Carsten Turner to General Membership.
  Motion automatically TABLED to the next meeting.

  MOVED to set the following meeting dates:
  

  • July Meeting to be held Tuesday, 06 July 1999 7:00 PM at ARISIA's Corporate Office and Storage Facility.
  • August Meeting to be held Sunday, 01 August 1999 2:00 PM at MIT Building 66 at MIT.
  Motion CARRIES.
• Announcements Elka has suffered a lapse of sanity of a duration long enough to allow her to announce her intention to chair the ARISIA '01 Convention.
• Meeting Adjourned at 8:37 PM.

Minutes of the EBoard Meeting 08 June 1999

Meeting called to order at 8:50 PM.

Present are Elka Tovah Menkes, Skip Morris, Paul Selkirk, Cris Shuldiner, Glen Goodwin, Nicholas Shectman, and Tom Coveney.

1. Mail Distribution Problem. Apparently, there's a problem. We will start a centralized mail distribution scheme for mail arriving at the Corporate Mailbox.
2. Artshow Data. (Skip) will ask for a dump of artshow DB for addition to the Quicken check writing software database.
3. Tech -- Problem. We need to evaluate and repair the equipment.
4. Will announce closing nominations for '01 ConChair soon.

The meeting adjourned at 10:00 PM.

(ed. note: The notes for the July Meeting, if held, were not included with this batch of notes.)

Minutes of the August Meeting

• Date, Time and Place: This meeting of the membership of ARISIA Incorporated was called to order at 2:00 PM 01 August 1999 at MIT Building 66.
• In Attendance: Tom Coveney, Tom Murphy, Elka Tovah Menkes, 'Zanne Labonville, Lisa Hertel, Ben Levy, George Flynn, Adam Ek, Nicholas Shectman, Paul Selkirk, Cris Shuldiner, Rachel Silverman and Mike McAfee (guest).
• Proxies Walter Kahn to Rachel Silverman.
• Minutes of the Previous Meeting No corrections were noted to the minutes.
• Membership Transfers A motion to transfer Carsten Turner to General Membership remained on the table.
• President's Report We're awaiting nominations for the Corporate Officers. -- Elka
• EBoard Report No Report.
• Vice President's Report Not Present / No Report.
• Grant Committee Ditto.
• Treasurer's Report Not Present / No Report.
• Budget Committee Ditto.
• Clerk's Report Nothing to Report. -- Tom
• ARISIA '99 Con is still over. Really. -- Cris
• ARISIA '99 Treasury Would like to keep the books open for one more month. -- Phi
• ARISIA '00 Flyers went to Visions (a commercial convention). We (will? did? -- ed.) hold a party at ReaderCon. Flyers off to Concertino. T-Shirts -- we've gotten a box. -- Paul
• Audit Committee No Report.
• Awards Committee No Report.
• Corporate Inventory Control Not Present / No Report.
• Corporate Sales No Report.
• Corporate SysAdmin Nada. -- Cris
• Hotel Search Committee Not Present / No Report.
• Long Range Planning Committee No Report.
• Records Task Force No Report.
• Survey Committee No Report.
• Old Business (ed. note: the notes indicate that there was a ByLaws Amendment on the table; however, the only ByLaws Amendment in recent history was the one approved at the June Meeting. Therefore, I reluctantly report contrary to the provided notes) There is no old business on the table.
• New Business MOVED to set the PreRegistration Deadline for A'00 to 30 November 1999 and to set the Registration Rate at $40.00.
  Motion CARRIES.

  MOVED to allow the A'00 ConCom to set the ArisiaTV Advertisement Rates as seen fit.
  Motion CARRIES.

  MOVED to transfer Lisa Hertel to General Membership.
  Motion automatically TABLED to the next meeting.

• Announcements Skip will run for Corporate Treasurer.

  Tom Coveney will run for Corporate Clerk.

  Rachel Silverman to run for President.

  Jason Bordzol Campenella was born some short time ago, weighing in at 8 lbs. and measuring 21" long/tall. Congratulations, Scott & Bea!

  Next Meeting to be held at 12:00 PM 19 Sept 1999 at MIT Building 66. Corporate Elections will be held at this time.

• Meeting Adjourned at 3:25 PM.

Minutes of the EBoard Meeting 31 August 1999

Meeting Called to Order at 8:21 PM 31 August 1999 at Zantar's Oven, Brookline, MA.

Present are Elka Tovah Menkes, Skip Morris, Tom Coveney, and Cris Shuldiner.

1. The EBoard received a request to loan our Art Show Panels / hardware et. al. To World Fantasy Con (MCFI). It was agreed to loan the materials for the "Usual Consideration."
2. The EBoard discussed the appointment of the ConChair for '01.
3. The EBoard received the preliminary results of the informal poll to other conventions regarding swapping dates.
4. The EBoard received a preliminary report from the Hotel Search Committee as regarding summertime rates for an ARISIA sponsored relaxacon.

The meeting adjourns at 9:15 PM.

Minutes of the EBoard Meeting 19 December 1999

Meeting Called to Order at 12:53 PM at Stefanni's Pizza & Restaurant in Cambridge, MA.

Present are Noel Rosenberg, Cris Shuldiner, Tom Murphy, Paul Selkirk and Nicholas Shectman; with guest appearances by Skip Morris from the road via cell phone.

The Corporate Office and Storage Facility Key Issue was briefly revisited.

The EBoard acknowledged the lawyer's opinion on the clause in the hotel contract regarding the Exhibitor's Contract. It was determined that when this hotel contract expires, that this clause will be rewritten and renegotiated.

The EBoard has determined that no specific policy regarding convention attendees under the age of 18 was needed.

The Corporation has received permission from the Landlord to hire an electrician and install a 220-volt line in the ARISIA Corporate Office and Storage Facility.

There are currently three candidates for the position of Convention Treasurer for ARISIA '01.

The Hotel is doing better with asking the right questions during the Reservation process, but work still needs to be done.

The EBoard reports that all three of the proposed ByLaws Amendments meet the criteria for going before the Membership for a vote. The EBoard reports favorably on the first and second proposed amendments, and does not recommend the third proposed amendment.

The meeting adjourns at 1:50 PM.

Minutes of the December Meeting

• Date, Time and Place: This meeting of the membership of ARISIA Incorporated was called to order at 2:00 PM 19 December 1999 at MIT Building 66.
• In Attendance: Tom Murphy, Cris Shuldiner, Nicholas Shectman, Paul Selkirk, Elka Tovah Menkes, Walter Kahn, Ben Levy, Noel Rosenberg, Carsten Turner, and Skip Morris.
• Proxies No valid proxies were delivered to the Clerk prior to the start of the meeting.
• Minutes of the Previous Meeting No corrections were noted to the minutes.
• Membership Transfers Even though, at the time, no record of the motion exists, a motion to transfer Carsten Turner to General Membership remained on the table.
• President's Report We had an EBoard meeting. -- Noel
• EBoard Report The EBoard reports that all three proposed amendments to the ByLaws pass muster with regard to not being contrary to the intent and purpose of ARISIA and the existing ByLaws. The EBoard reports favorably on the first two amendments; and unfavorably on the third (regarding the elimination of Proxies and their use).
• Vice President's Report No Report.
• Grant Committee Ditto.
• Treasurer's Report No Report.
• Budget Committee Ditto.
• Clerk's Report A special mailing will go out when all the current ByLaws Amendments are settled; this mailing will include the Clerk's Membership Survey, and a nicely printed set of the Articles of Organization, the ByLaws, and the Corporate Policies. -- Merv
• ARISIA '00 We're gonna have a con. Really. We're working with the Hotel regarding giving up the Terrace Room to the ongoing Play. -- Paul
• ARISIA '00 Treasury Phi submits some End-Of-Convention ('99) reports and some Middle-Of-Convention ('00) reports. They are appended entirely at the end of the Newsletter.

  Phi submitted a motion to amend the convention budget (included in its entirety later in this newsletter).
  MOVED to accept the amendments to the Budget.
  Motion CARRIES.

  Phi submits the text for a second motion to amend the convention budget, specifically to reimburse the corporation for certain convention expenses.
  A Motion to amend the A'00 Budget (as detailed hereafter) was introduced directly to the table.

  MOVED to take submitted motion up from the table.
  Motion FAILS.
• ARISIA '01 We've got a date, a hotel, and guests. Still need a treasurer. Elka makes a plea for help in general.
• Audit Committee Ben reports that he's been lame. Noel rules that this committee will go into stasis until the Records Task Force has completed its charge.
• Awards Committee No Report. Noel rules that this committee will go into stasis until there are awards to be awarded.
• Corporate Inventory Control We have a lot of stuff. We built a new road case. 02 January at 10:00 AM or so is the Big Labeling Day --come label the stuff you want Logistics to bring to the Hotel. -- Carsten
• Corporate Sales We have one person to help out at the Corporate Sales Table so far; we need at least one more.
• Corporate SysAdmin Still fixing the MIME stripping stuff; all other systems are good. -- Cris
• Hotel Search Committee Noel discharged the committee with the thanks of the membership for their service.
• Long Range Planning Committee No Report.
• Records Task Force Ben reports on being lame again.
• Survey Committee No Report. Ben Levy reappointed to the Committee.
• Old Business A motion to modify Corporate Convention Policy to allow any volunteer to purchase a Convention Membership at the least expensive price during that convention year is taken off of the table, and put to the Membership for a vote.
  Motion FAILS.

  A motion to modify Corporate Convention Policy to allow hours worked before a particular convention to count towards a comp'ed membership for the current year, if recorded on a separate timesheet, was taken off of the table.
  

  NOTED that if the volunteer elects to use any of the pre-con hours towards a free membership for this year, they must ALL be used in that fashion -- one can not split 12 of 24 pre-con hours to getting a membership for this year's con and use the other 12 as hours towards the next year's con. Motion CARRIES, 4 - 3 - 1.
• New Business MOVED to enact the above mentioned Corporate Convention Policy after the conclusion of ARISIA '00.
  Motion CARRIES.

  The Membership considers the Motion to Amend the ByLaws by removing the empty Section 1.2; the specifics included by reference to Mentor of ARISIA Volume 12 Issue 91.
  Motion CARRIES, 8-0-0.

  The Membership considers the Motion to Amend the ByLaws by eliminating the Red Shirt class of Membership; the specifics included by reference to Mentor of ARISIA Volume 12 Issue 91.
  Motion CARRIES, 6-1-1 (the Chair ruled that the abstention counted as a vote).

  The Membership considers the Motion to Amend the ByLaws by eliminating Proxies for voting; the specifics included by reference to Mentor of ARISIA Volume 12 Issue 91.
  Motion FAILS, 5-3-0, lacking 2/3's vote of the Membership.

  MOVED to set the February and March meetings of the Membership as follows:

  • To set the February Meeting for 7:00 PM Tuesday, 22 February 2000 at a location to be determined before the Corporate Meeting to be held 16 January 2000 at the Convention.
  • To set the March Meeting for 2:00 PM 19 March 2000 at Building 66 on the MIT Campus.
  Motion CARRIES.
• Announcements Noel says he's going to be generally out of touch until the Convention. If it's vital, contact him by EMail or Pager.
• Meeting Adjourned at 5:03 PM.

More Notes From The Clerk

First, please remember that I live waaayyyyy out in the boondocks of Massachusetts. I often leave home several hours before a corporate meeting. If you wish to submit an unsigned proxy via email, please get it in the system at least 24 hours before the meeting, to allow me the opportunity to receive and print these proxies. Proxies delivered at the meeting are always welcome.

Next, for those submitting reports and/or motions, please, if at all possible, submit them electronically. It makes my life assembling Mentor after the meeting much less difficult.

Finally, reports and motions by tradition and mandate of the Clerk must be submitted in writing at the meeting. This is required for proper and accurate transcription of the original report or motion and any amendments to the motion approved during the meeting.

Thank you for your continued cooperation and support.

Executive Board

Committee Members & Corporate Appointed Officers

Membership Roster

Membership/Subscription Information

Calendar of Events

Thursday, 30 December 1999 7:00 PM
ARISIA '00 ConCom Meeting, Bldg. NE43, MIT Campus

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

Wednesday through Saturday, 26-29 May 2000
CostumeCon 18, Hartford Hilton, Hartford, CT
www.cc2000.org

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

Thurs- through Monday, 31 August - 04 September 2000
58th Annual Worldcon at Chicon 2000, Chicago, IL

Arisia 1999 Final Account Statement

Assets:

Checking account: $ 7,505.33

Merchant account: $ 1,431.33

Receivables:

Comps from Arisia '98: $ 1,168.00

Sales at Arisia '98: $ 5,815.00

A99 sales overpayment to corp: $ 18.00

$ 7,001.00

----------------

$15,937.66

Liabilities:

Checking account opening balance: $ 5,126.93

Arisia '00 for comps: $ 1,200.00

Six-month-old uncleared checks:

Rich Staats: $ 7.20

Rachel Silverman: $ 50.00

Skip Morris: $ 15.80

Andy Kaufman: $ 9.94

$ 82.94

----------------

$ 6,409.87

Overall total (net bottom line): $ 9,527.79

Arisia 1999 Profit and Loss Statement

INCOME

Ad Income 1,130.00

Art Show:

Commissions 278.10

Mailing Fees 285.35

Panels and Tables 1,935.00

Print Shop Fees 10.00

TOTAL Art Show 2,508.45

Dealers:

Rooms 1,860.00

Tables 3,600.00

TOTAL Dealers 5,460.00

Registration:

At-Con Reg:

$05 40.00

$15 360.00

$20 260.00

$25 5,100.00

$35 2,415.00

$40 13,120.00

TOTAL At-Con Reg 21,295.00

Prereg:

$08 1,168.00

$25 4,450.00

$30 13,620.00

$40 1,720.00

Discounted 370.50

TOTAL Prereg 21,328.50

TOTAL Registration 42,623.50

TOTAL INCOME 51,721.95

EXPENSES

Con Chair:

Admin 38.63

GoH Liaison:

Admin 103.92

Food 609.04

Travel 721.21

TOTAL GoH Liaison 1,434.17

Hotel Liaison:

Admin 69.75

Electricity 2,050.00

Function Space 1,500.00

Hotel Rooms 490.28

Parking 96.00

Tips 764.98

Video Hookup 300.00

TOTAL Hotel Liaison 5,271.01

TOTAL Con Chair 6,743.81

Events:

Admin 6.29

Art Show:

Admin 334.36

Artist Reception 570.94

Errors 121.45

Logistics 48.00

Shipping 106.76

TOTAL Art Show 1,181.51

Banquet 1,909.92

Camarilla Ball 259.85

Dealers Room 170.32

Filking 202.31

Films 1,834.00

Live Video:

Admin 48.77

Videotape 283.75

TOTAL Live Video 332.52

Masquerade 103.65

Meet the Pros 398.09

Opening Ceremonies 80.76

Photography 81.99

Play 238.73

Technical:

Admin 71.93

Clearcom 250.00

Lighting 994.95

Pipe & Drape 890.00

Sound 500.00

Staging 1,732.00

TOTAL Technical 4,438.88

Titanic Dance 126.59

Video Theatre:

Equipment 1,150.00

License Fees 300.00

TOTAL Video Theatre 1,450.00

TOTAL Events 12,815.41

Marketing:

Ad Sales 13.50

Admin 99.45

Advertising 884.00

Promotional Parties 1,064.59

Publications:

Admin 112.60

At-con Newsletter 413.81

Date Change Mailing 108.22

Flyers 253.31

Mass Mailer:

Postage 415.84

Printing 318.49

TOTAL Mass Mailer 734.33

Pocket Program 1,692.04

Prereg Packet:

Postage 320.00

TOTAL Prereg Packet 320.00

Program Book 2,769.63

TOTAL Publications 6,403.94

TOTAL Marketing 8,465.48

Operations:

Admin 41.90

Communications 588.57

Gopher Hole:

Admin 11.03

Earned Comps 1,200.00

Ribbons 312.66

T-Shirts 1,204.00

TOTAL Gopher Hole 2,727.69

Logistics 791.56

Ops Desk 99.53

Security 126.65

Telephones 917.98

TOTAL Operations 5,293.88

Programming:

Admin 898.95

Fast Track 77.23

Program AV 521.00

Program Ops 252.84

TOTAL Programming 1,750.02

Services:

Babysitting 626.14

Con Suite 1,869.83

Dead Dog 95.68

Green Room 639.37

Registration:

Admin 10.16

Badge Holders 330.00

Badge Stock 159.58

Forms 108.48

TOTAL Registration 608.22

Staff Den 1,037.72

TOTAL Services 4,876.96

Treasury:

Admin 11.48

Bank Charge:

Credit Card Fees 676.42

Bank Charge-Other 165.53

TOTAL Bank Charge 841.95

Errors - 0.03

Insurance 1,395.20

TOTAL Treasury 2,248.60

TOTAL EXPENSES 42,194.16

TOTAL INCOME - EXPENSES 9,527.79

Arisia 2000 FY99 Account Statement

Assets:

Checking account: $ 6,643.83

---------------

$ 6,643.83

Liabilities:

Accounts Payable:

Lisa Hertel: $ 871.75

$ 871.75

---------------

$ 871.75

Overall total (net bottom line): $ 5,772.08

INCOME

Dealers 2,520.00

Registration:

Prereg:

$25 4,550.00

TOTAL Prereg 4,550.00

TOTAL Registration 4,550.00

TOTAL INCOME 7,070.00

EXPENSES

Con Chair:

Treasury:

Bank Charge 11.17

TOTAL Treasury 11.17

TOTAL Con Chair 11.17

Marketing:

Advertising 285.00

Publications:

Admin 19.75

Mass Mailer:

Printing 852.00

TOTAL Mass Mailer 852.00

TOTAL Publications 871.75

TOTAL Marketing 1,156.75

Programming:

Mailings 130.00

TOTAL Programming 130.00

TOTAL EXPENSES 1,297.92

TOTAL INCOME - EXPENSES 5,772.08

ARISIA '00 Budget Amendment Number 2

Passed at the December Meeting

Budget Amendment Number 3

To be voted upon at the January Corporate Meeting

Checking Account Balance $11,150.57

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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