The Lens

Mentor of ARISIA

Volume 13, Issue 101; September-October 2000


Minutes of the September Meeting

 

Minutes of the EBoard Meeting
10 October 2000

Present at this regularly scheduled meeting of the Executive Board was Brendan Quinn, Nicholas Shectman, Skip Morris, and Tom Murphy.

The EBoard appears willing to discard the idea of installing a 220 volt jack in Storage because we’re losing the building in about a year.

The situation regarding some missing artwork was again discussed. The Clerk was directed to contact the Arisia ’00 ConChair to determine the status of this situation.

Noting that Committees serve until replaced, ideas for populating committees were bandied about. Persons will be contacted, and committees will be announced at a General Meeting of the Membership.

The Long Range Planning Committee will be charged with finding new storage space for the Corporate Inventory of ARISIA, Incorporated.

It has been determined that it is too easy for the various ARISIA Volunteers to spend money; further, the paperwork to track these expenditures is almost non-existant. This issue will be discussed in depth in the future. For the time being, the EBoard has decided that the Corporate Treasurer will pay all bills as they arrive, and will track down what internal entity should have paid it when time permits, and the Corporation will be reimbursed for it; the above not withstanding obvious Convention Expenses being paid directly by the Convention.

 

Executive Board
President
Brendan Quinn
309 Lake Street
Waltham MA 02451
president@arisia.org
ARISIA 2001 ConChair
Elka Tovah Menkes
32 Park Street #1
Brookline MA 02446
etm@world.std.com
Vice President
Nicholas Shectman
75 Lexington Avenue
Someville MA 02144
vp@arisia.org
ARISIA 2001 Treasurer
Woody Bernardi
164 Prince Street
Boston MA 02113-1034
con-treasurer@arisia.org
Treasurer
Skip Morris
PO Box 542
Merrymack, NH 03054-0542
603 888 5567
morris@mv.mv.com
ARISIA 2002 ConChair
Noel Rosenberg
PO Box 464
Chelmsford MA 01824-0464
Clerk
Tom "Merv" Murphy
42 Sunset Road
Somerville MA 02144
Marvmerv@astro.umass.edu
ARISIA 2002 Treasurer

 

Committee Members & Corporate Appointed Officers
Corporate Systems Administrator
Cris Shuldiner
Budget Committee
Skip Morris
Corporate Inventory Control
Carsten Turner
Corporate Sales Officer
Nicholas Shectman
Long Range Planning Committee
Paul Selkirk
Tom Murphy
Cris Shuldiner
Grant Committee
Nicholas Shectman
Cris Shuldiner
Walter Kahn
Survey Committee
Ben Levy
Records Task Force
Ben Levy
Official Mermaid
The Manatee

  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 $24.00. 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

Rob Bazemore Craig McDonough
Drea Brandford Elka Tovah Menkes
Brian Cooper Skip Morris
Tom Coveney Tom "Merv" Murphy
Adam Ek Brendan Quinn
Ailsa Ek Mary Robison
Marshall Ellis Noel Rosenberg
Tom Fish Matthew Saroff
George Flynn Paul Selkirk
Traciy Fogarty Nicholas Shectman
Glen R. Goodwin Cris Shuldiner
Brendan Hertel Rachel Silber
Lisa Hertel Rachel Silverman
Walter Kahn Carsten Turner
Allan Kent Pat Vandenberg
Patrick McCormack  

 

Calendar of Events

Thursday through Sunday, 26-29 October 2000
World Fantasy Convention
Corpus Christi, TX

Wednesday, 01 November 2000, 7:30 PM
ARISIA Corporate Meeting
1st Floor LunchRoom of MIT Building W92

Thursday, 09 November 2000
Arisia ’01 ConCom Meeting
Time and Place TBD

Friday through Sunday, 10-12 November 2000
United Fan Con
Springfield, MA

Friday through Sunday, 10-12 November 2000
Windycon XXVII
Schaumburg, IL

Friday through Sunday, 17-19 November 2000
PhilCon 2000
The Adam’s Mark Hotel, Philadelphia PA

Sunday, 10 December 2000, 2:00 PM
ARISIA Corporate Meeting
The Usual Room at MIT Building 66

Sunday, 17 December 2000
Arisia ’01 ConCom Meeting
Time and Place TBD

Friday through Sunday, 12-14 January 2001
Arisia '01
Featuring Lois McMaster Bujold, Wojtek Siudmak, and Wombat, AKA - jan howard finder.

Sunday, 14 January 2001, Time TBA
ARISIA Corporate Meeting
Small Tent, Arisia ’01

Friday through Sunday, 16-18 February 2001
Boskone 38
Sheraton Framingham, Framingham MA

Friday through Sunday, 23-25 March 2001
Lunacon 2001
The Rye Town Hilton, Rye Brook NY

Friday through Sunday, 30 March – 01 April 2001
I-CON 20
SUNY – Stony Brook, Stony Brook NY

Friday through Sunday, 25-28 May 2001
Balticon 35
Baltimore Omni Inner Harbor Hotel, Baltimore MD


This is the current state of the A01 budget after much work from the division heads and the budget committee. It represents what I consider to be fairly conservative income figures and a bottom line, in cash terms, similar to that of previous budgets. The budget committee will go over this budget before the corporate meeting looking for errors, and if we find any there will be a motion to correct them, but we don't anticipate any large changes. We may also decide to change the format in which we present this budget at the corporate meeting, but if we do, the substance of the budget will be unchanged. -/phi

(Cash) Income

 

Advertising Income

$500.00

     
 

Art Show

     
   

Commissions

$550.00

     
   

Mailin Fees

$350.00

     
   

Space Fees

$2,100.00

     
   

Print Shop Fees

$200.00

     
 

Total Art Show

$3,200.00

     
 

Babysitting Fees

$350.00

     
 

Dealers

     
   

Dealers Room Fees

$1,750.00

     
   

Dealers Table Fees

$2,650.00

     
 

Total Dealers

$4,400.00

     
 

Registration

     
   

Prereg

     
     

$25

$4,650.00

   

186

     

$30

$14,500.00

   

483

     

$40

$2,500.00

   

63

     

Other

$800.00

   

30

   

Total Prereg

$22,450.00

   

762

   

At Con

     
     

$5

$50.00

   

badge replacements

     

$15

$400.00

   

27

     

$20

$250.00

   

13

     

$25

$7,000.00

   

280

     

$35

$2,750.00

   

79

     

$40

$16,000.00

   

400

   

Total At Con

$26,450.00

   

799

 

Total Registration

$48,900.00

   

1561

 

Sunday Sundae Tickets

$1,200.00

   

150 at $3, 300 at 2 for $5

 

Interest

$100.00

     
 

Hotel Room Reimbursements

$1,265.00

   

see appendix 1

Total (Cash) Income

$59,915.00

   

(Noncash) Income

     
 

Prereg $8 (Earned Comps)

$1,400.00

     

Total (Noncash) Income

$1,400.00

   

Grand Total Income

$61,315.00

 
 

Expenses

     
 

Administration

     
   

ConChair Admin

$100.00

     
   

Contingency Fund

$1,750.00

     
 

Total Administration

$1,850.00

     
 

Treasury

     
   

Admin

$100.00

     
   

Bank Fees

$100.00

     
   

Credit Card Fees

$700.00

     
   

Insurance

     
     

Property

$1,500.00

       
     

Liability

$500.00

       
   

Total Insurance

$2,000.00

     
 

Total Treasury

$2,900.00

     
 

Guests

       
   

Admin

$200.00

     
   

Food

$500.00

     
   

Travel

         
     

WGoH

$300.00

       
     

AGoH

$1,750.00

       
     

FGoH

$250.00

       
   

Total Travel

$2,300.00

     
   

Art Shipping & Insurance

$2,500.00

     
   

GoH Dinner

$400.00

     
 

Total Guests

$5,900.00

     
 

Hotel

       
   

Admin

$100.00

     
   

Banquets

         
     

Sunday Sundae

$1,000.00

       
     

Art Reception / Meet The Pros

$1,500.00

       
     

Filking

$300.00

       
     

Period Dance

$600.00

       
     

Masquerade Green Room

$200.00

       
     

Kaffeeklatschen

$300.00

       
     

Ice

$200.00

       
   

Total Banquets

$4,100.00

     
   

Corkage

$500.00

     
   

Electricity

$1,000.00

     
   

Tips

$750.00

     
   

Furniture Rental

$0.00

     
   

Engineering - Video

$300.00

     
   

House Telephones

$400.00

     
   

Outside Telephones

$400.00

     
 

Total Hotel

$7,550.00

     
 

Events

       
   

Admin

$25.00

     
   

Big Event 1 (AGoH?)

$700.00

     
   

Small Event 1 (WGoH?)

$100.00

     
   

Small Event 2 (FGoH?)

$100.00

     
   

ArisiaTV

         
     

Incidentals

$100.00

       
     

Videotape

$150.00

       
   

Total ArisiaTV

$250.00

     
   

Art Show

         
     

Admin

$100.00

       
     

Forms

$300.00

       
     

Mailings

$450.00

       
     

Shipping

$160.00

       
   

Total Art Show

$1,010.00

     
   

Dealers Room Admin

$200.00

     
   

Masquerade Admin

$100.00

     
   

Masquerade Photocopying

$200.00

     
   

Period Dance

$50.00

     
   

LARP Dance DJ Equipment

$50.00

   

possible contingency item

   

ASCAP/BMI Fees

$200.00

     
   

Student Writing Contest Admin

$250.00

     
   

Student Artist Contest Admin

$250.00

     
   

Tech

         
     

Admin

$100.00

       
     

Clearcom

$250.00

       
     

Lighting

$600.00

       
     

Sound

$300.00

       
   

Total Tech

$1,250.00

     
   

Films (film rental)

$1,500.00

     
   

Anime Theatre

$300.00

     
   

Kids Anime

$300.00

     
   

Video Theatre

         
     

Equipment

$900.00

     

for projection -- try to get 60" rear-proj. Tv instead?

     

Licensing

$600.00

     

this actually covers anime too

   

Total Video Theatre

$1,500.00

     
 

Total Events

$8,335.00

     
 

Marketing and Publications

       
   

Marketing

       
     

Ad Sales

$200.00

       
     

Admin

$300.00

       
     

Advertising

$650.00

     

of which 170 paid to A00

     

Parties

$1,200.00

       
   

Total Marketing

$2,350.00

     
   

Publications

       
     

Admin

$150.00

       
     

At Con Newsletter

$550.00

       
     

Flyers

$250.00

       
     

Mass Mailer

       
       

Repro

$1,075.00

         
       

Postage

$425.00

         
     

Total Mass Mailer

$1,500.00

       
     

Pocket Program

$2,000.00

       
     

Prereg Packet

       
       

Repro

$250.00

         
       

Postage

$350.00

         
     

Total Prereg Packet

$600.00

       
     

Program Book

$4,500.00

       
     

Restaurant Guide

$450.00

       
   

Total Publications

$10,000.00

     
 

Total Marketing and Publications

$12,350.00

     
 

Operations

       
   

Admin

$100.00

     
   

Communications

$450.00

     
   

Gopher Hole

         
     

Admin

$50.00

       
     

Ribbons

$350.00

     

of which 300 paid A00

     

T-Shirts

$1,375.00

       
   

Total Gopher Hole

$1,775.00

     
   

Logistics

$1,000.00

     
   

Ops Desk

$100.00

     
   

Security

     
     

Supplies

$125.00

       
     

Details (rentacops)

$1,200.00

     

48 hours times x $25/hr

   

Total Security

$1,325.00

     
   

Sign Shop

$50.00

     
 

Total Operations

$4,800.00

     
 

Programming

       
   

Admin

$500.00

     
   

Fast Track

$450.00

     
   

Gaming

$100.00

     
   

Program Packets

$300.00

     
   

Program Mailer

       
     

Repro

$800.00

       
     

Postage

$800.00

       
   

Total Program Mailer

$1,600.00

     
   

Strange Fannish Stuff

$200.00

     
   

Program Ops

$250.00

     
   

Program AV

$150.00

   

move to tech?

 

Total Programming

$3,550.00

     
 

Member Services

       
   

Admin

$100.00

     
   

Babysitting

         
     

Admin

$75.00

       
     

Pagers

$100.00

       
     

Payroll Service

$75.00

       
     

Salaries

$600.00

       
     

Food

$100.00

       
     

Taxes

$50.00

       
   

Total Babysitting

$1,000.00

     
   

Con Suite (food)

$2,500.00

     
   

Party Czar

$200.00

     
   

Green Room (food)

$800.00

     
   

Fanzine Lounge

$350.00

     
   

Information Desk

$50.00

   

goes to ops?

   

Internet Room

$400.00

   

goes to events?

   

Registration

         
     

Ack Postcards

$0.00

     

was 130

     

Admin

$50.00

       
     

Badge Holders

$300.00

       
     

Badge Stock

$150.00

       
     

Forms

$150.00

       
   

Total Registration

$650.00

     
   

Staff Den (food)

$1,000.00

     
 

Total Member Services

$7,050.00

     

Total (Cash) Expenses

$54,285.00

   

(Noncash) Expenses

       
 

Gopher Hole: Earned Comps

$1,500.00

     
 

Storage

$3,500.00

     
 

Art Show Equipment (depreciation)

$500.00

     
 

Tech & Film Equipment (depreciation)

$750.00

     

Total (Noncash) Expenses

$6,250.00

   

Grand Total Expenses

$60,535.00

 

Net (Cash) Income

$5,630.00

 

Net (Grand Total) Income

$780.00

 
 

Appendix 1: Hotel Room Usage

Rooms

Nights

RNs

Rate

Total

   
 

Con Suite

3

4

12

$115.00

$1,380.00

   
 

Staff Den

2

2

4

$115.00

$460.00

   
 

Green Room

2

2

4

$115.00

$460.00

   
 

Babysitting

2

3

6

$115.00

$690.00

   
 

Fanzine Lounge

1

2

2

$115.00

$230.00

   
 

Contractual Airline Rooms (Logistics?)

   

6

$115.00

$690.00

   
 

Writer GoH

1

3

3

$115.00

$345.00

   
 

Artist GoH

1

3

3

$115.00

$345.00

   
 

Fan GoH

1

4

4

$115.00

$460.00

   
 

Total Hotel Room Usage

13

 

44

 

$5,060.00

   
 

Contractual Comps

   

32

$115.00

$3,680.00

   

Contingent Comps

 

23

$115.00

$2,645.00

   
 

Total Comps

55

 

$6,325.00

   

Net Hotel Room Reimbursement

   

$1,265.00

   

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