Aaron Curtis informed the Board before the meeting that he would not be able to attend, and that Aaron Nabil had his proxy.
The meeting started at 7:35PM, T-Mobile Time.
The Treasurer's report was accepted.
Patty mentioned that Gene Armstrong (vice-chair of OryCon 27) stated at the last OryCon 28 meeting that some of the Ory 27 surplus was supposed to go to the Endeavour Fund. He (Gene) was told to contact the Board to arrange this (technically, it's long past the deadline for the OryCon 27 committee to allocate any of the surplus).
Mary: OryCon 28 GOH Michael DeMerritt is going to be auctioning off some of his memorabilia at the convention, with part of the proceeds going to the Endeavour fund. (That will be part of the Art Show auction.) Jim: We may also slip in the Miyazaki figurines (donated last year by Ursula K. Le Guin), with a fairly high minimum bid. It might be arranged to display these in the Art Show to give them exposure before the auction. They might just be displayed this year to publicize them, before auctioning them off next year.
John L: One of the real questions on this comes about because the vast majority of the money the Fund has raised has been donated to Oregon Community Funds, in return for a small portion being given back to Petrey each year. It's Paul and Debbie's opinion that, because they no longer own this money, that it's not subject to any creditor claims. Maybe we can discuss this the next meeting, when both they and Sam are in attendance.
There ensued much discussion. Jim felt that there was not nearly the oversight over this fund that we had over the other funds, because there were only two administrators. John L disagreed, saying that the only difference was the number of people running the fund (two in the case of the Petrey Fund, six overseeing the Endeavour, seven overseeing the Clayton)–the actual aspects of the Board's oversight were just the same.
The rest of the discussion was tabled until when Sam and the Petrey folks are at the same meeting to discuss this. Meanwhile, Sam will investigate how independent the funds are that have be transferred to Oregon Community Funds.
Next year is the 25th anniversary of the Susan Petrey Fund. We want to do something at next year's OryCon to celebrate this. Several ideas were tossed around–we'll discuss this with Debbie & Paul, but it was decided that we will allot at least some money for OSFCI for this purpose.
GameStorm 9 will be opening a completely new bank account for that event, despite some Board objections. The Treasurer said that it (another bank account) would not cause problems for his books. Does Potlatch have its own account? Yes–it's the same account that was used for Smofcon, since it was opened as "OSFCI" (the bank mistakenly left off the "Smofcon" part of the name).
John: Normally, by now, we'd have a chair in place. It would seem that, if we do sign this letter of intent now and the Board goes ahead with deciding who to invite as our GOH, than the Board should be prepared for the possibility that the Board ends up running the convention as an executive committee, if indeed no one comes forward that we can approve as chair. (Similar to OryCon 10.) Patty: We need to get more people trained to run OryCon–not just as chair, but for treasury, hotel, and other aspects. We either haven't done enough outreach, or there just aren't enough people to do this forever.
Andrew: We can approve the GOH and the hotel now. The Board approved signing with the hotel.
Andrew: Is there anyone who has been a recipient of a Susan Petrey scholarship who has succeeded well enough to be the GOH for OryCon 29? (No one came to mind.) There was some discussion of possible GOHs for Ory 29.
GOH Priority List:
John L: One thing we need to keep in mind is that there is now a long gap between the December Board meeting and the next one in May (actually, the next one is in March). If we don't have a chair by the end of the December meeting, we may need to consider having a special meeting to approve a chair rather than waiting until the next regular meeting.
(Patty: "To be able to chair a convention you have to have the patience of a saint, and not kill anybody." John L: "But you have to make them think you can.")
Coordination of the Charitable Funds
This report was delayed until next meeting, as Jim has already left this meeting and Debbie & Paul aren't here.
Data Transmission Committee
Aaron N: A couple of OryCon meetings back, he discovered that Ilia had been carrying a copy of the who OSFCI (OryCon and GameStorm) around with her on a memory stick. This should not be allowed. Andrew: We don't have a firm enough organization to work up rules that both protect the data and allow the needed usage. Whatever we decide could be ignored by whoever runs next year's registration.
Aaron N proposed an interim policy to track who has copies of the database, and keep logs of when and how copies are passed on to other people. We should also ask people to destroy their copies of the database when we've determined they don't need it anymore. (There was much discussion on how the current database is setup.)
Sam: We need a written policy that data is kept only on a need-to-know basis, and written logs are kept of all copies. Andrew proposed that Aaron put together a form to log this database, and he send a copy of it to the registrars for GameStorm, OryCon and Potlatch. Sam: One person should be responsible at each convention for the security of the database, and that this person be mentioned in the management agreement for that event. John L: The form of the database should also be changed so that a copy of the database should not include all the data for all the events. Patty also mentioned that the programming database that Schaber put together also needs a lot of fixing.
Andrew: We also need a description of how the data moves around. Linda will contact Ilia and ask her to remove the data from the memory stick (as well as any other out-of-date copies she might have). John L. will put together a chart show how the data moves around.
This evolved into a discussion on how to handle children in general. We want to have the committee folks in general to be instructed to watch out for attendees with child badges who look to be too old for them. We do want to have child badges that are perceptibly different (different color) from the adult badges. As for "Mr. Smith", he was informed (via the same e-mail address he used previously) that his possible banishment from Ory 28 would be a topic at this meeting. The Board did vote to ban him from Ory 28, if he can be identified.
There was much discussion on what would be acceptable to continue on the convention, and what is needed to make sure that OryCon survives…even after the meeting was adjourned.
In the midst of this discussion, Andrew moved that the meeting be adjourned. The motion passed…and the discussion continued for another seven minutes. Karyn: Do we want to try to continuing with a smaller OryCon? That was tried several years ago (in 1984) and it caused a lot more problems that it fixed. Ruth: Maybe the lack of CON, as a proving ground to give people experience before taking on OryCon jobs, is part of the problem we're seeing now. Andrew: We should try discussing things with Kumoricon, to see if there's something we could do to make OryCon also attractive to them, maybe an anime GOH?
At this point, it was finally decided that it's been long enough since we adjourned the meeting and we finally quit for the evening.
|Committee Members||First Appointed||Term Expires|
|James Fiscus, Chairman||October 1996||Novermber 2008|
|Page Fuller, Treasurer||October 1996||Novermber 2008|
|Karyn Hoffert, OSFCI Rep.||July 2005||November 2007|
|Geri Jeter||November 2002||November 2007|
|Ruth Sachter||November 2002||November 2007|
|Marc Wells||November 2003||November 2007|
Our judges are writers Lawrence Watt-Evans, Elizabeth Moon, and James D. Macdonald.
|Committee Members||First Appointed||Term Expires|
|James Fiscus, Chairman||October 1996||November 2008|
|Page Fuller||October 1996||November 2008|
|Marilyn J. Holt||September 2000||November 2008|
|Sara Mueller||October 2003||November 2007|
|Alan Rosenthal||January 2006||November 2009|
|Sheila Simonson||October 1996||November 2007|
|Shawn Wall, Treasurer||November 2005||November 2007|