Oregon Science Fiction Conventions

(OSFCI)

Board of Directors Meeting

July 15, 2008

ATTENDING: Board Members: John Lorentz (President), Arthur Aldridge (Treasurer), Debra Stansbury (Secretary), Andrew Nisbett, Aaron Curtis, Michael Pinnick, Mark Burns.

Patty Wells was absent (emailed excuse). Tammy Lindsley and Beverly Block have an excused absence.

Ex-Officios and Others: Ruth Sachter, Sam Justice, Paul Wrigley, Debbie Cross, Jim Fiscus and Melvin Krehbiel.


I. Minutes of Previous Meeting

Discussion of previous minutes. Also discussion of Mark Burns (he arrived late) and the GameStorm 8 issues.

Minutes accepted.

Note from later comment: Replace "(Sam) Butler" with Sam Klein in regards to Orycon 30 Progress Report in the last meeting's minutes.


II. Treasurer's Report

The Treasurer Report given verbally (see here and here). Highlights include: The Treasurer's Report Accepted.


III. Reports on Sponsored Activities
A. Conventions and Bids
1. OryCon 29 (2007)


2. Gamestorm 10 (2008)

No official representative (Beverly Block has an excused absence).


4. OryCon 30 (2008)

Orycon 30 report, by Melvin Krehbiel.


4. Gamestorm 11 (2009)

Perfunctory report by Vice Chair Debra Stansbury. Need registration and treasurer information.


A. Funds and Awards

1. Campbell Award Pin

No new news. Jay Lake has been indisposed. See early comments in Treasurer's Report regarding bank account.


2. Clayton Memorial Medical Fund


3. Endeavour Award


4. Susan C. Petrey Clarion Scholarship Fund

Reports Accepted


IV. Other Continuing Business

A. Audit Committee

No new news on Audit. But it needs to be done by end of September. Fixed procedures need to be put into place and enforced.


B. Hotel Committee

GameStorm 11 and 12 have a signed contract with the Vancouver Hilton

Orycon 31 and 32 have a signed contract with the Lloyd DoubleTree


C. IT Committee

GameStorm (web site domain) move has been delayed, but should move more quickly now.


C. Other Old Business

1. Storage Locker Committee

Debra reports that DJ is still working on finding a new storage locker. Need a report for the next OSFCI meeting

2. SFWA Institutional Membership

V. New Business

1. OryCon 31 Bids

2. Proposal to sign OSFCI up with Mission Fish for EBay auction ease

3. Costco Membership for OSFCI to be used by Heads of Hospitality for sponsored conventions (Monica Olson)

Tabled to September.

4. Proposal for new lights for Orycon Art Show. (Tammy Lindsley)

Passed

5. Proposal for Art Show Scholarship for High School students. (Tammy Lindsley)

Referred to Orycon

6. Query about what level of Committee/Staff deserves OSFCI points. Clarification and Consistent Ruling requested.

Discussion: Responsible people are decided by the individual chairs.

General rule of thumb:

7. Query regarding "How to get a charity listed with OSFCI" Do we? What is our policy? (J Kovach)

Come make a proposal, basically.


There was a moment of silence in memory of Roberta Carlson.

Ruth proposed donating $100 in her name to one of the charities listed in the announcement. Passed.


The next meeting will be Monday September 15, 2008. Same location once it has been arranged (the site was deemed quite acceptable).

Meeting adjourned at 9:30. No one died of shock, surprisingly.




Susan C. Petrey Scholarship

Income Statement – 2008 Q2

Balance (12/31/2007) $9,974.58
 
Income
 
Interest $2.53
Ebay Sales $68.81
Total $71.34
 
Expenses
 
Scholarships/Fellowship $5,100.00
 
Balance (6/30/2008) $4,945.92
 
OCF Balance (6/30/2008) $52,511.98


2008 Recipients


The Clayton Memorial Medical Fund Award
Report to the OSFCI Board

July 15, 2008

Requests for Aid:

The fund has received no requests for aid since our last report in April.

Funds Available:

Thanks to the call for funds Jay Lake put on the Web, the Fund has received several hundred dollars in donations and now has just over $7,000.00 in the bank.

Board of Trustees

No changes at this time.


Board of Trustees, July 13, 2008

Committee MembersFirst AppointedTerm Expires
James Fiscus, ChairmanOctober 1996Novermber 2008
Page Fuller, TreasurerOctober 1996Novermber 2008
Arthur Aldridge, OSFCI Rep.July 2005While serving on OSFCI Board
Geri JeterNovember 2002November 2009
Ruth SachterNovember 2002November 2009
Marc WellsNovember 2003November 2009

Submitted,
James W. Fiscus
Chairman, Clayton Board of Trustees




The Endeavour Award
Report to the OSFCI Board

July 15, 2008

Financial Report:

The Award thus has a total of $739 in the bank. We expect to raise a couple of hundred dollars selling surplus books to Powells and other used book stores in area shortly after we have determined out finalists for the year. However, we will be well short of the money we need to give our normal $1,000 grant to our winner and cover the cost of the award itself. I expect to attend the Board meeting, and am prepared to discuss the reasons for our shortfall at that time.

We have taken steps to increase our fundraising. Page Fuller has completed training in fund raising, and we expect to have a major campaign going soon. We are also seeking to recruit board members who will specifically work with Page on fund raising.

It is unlikely that we will be able raise significant amounts of money before the Award is given out at Orycon. We thus ask OSFCI for a subsidy of $1,000 to ensure our funding for this year. While in the past various OSFCI sponsored conventions have made donations to the Award, we have not had to ask for direct OSFCI financial support since the start of the award.

Tenth Endeavour Award in 2008:

We need to discuss with the Board and Orycon how to best make a production out of this Award ceremony this year.

Endeavour Committee, July 15, 2008

Committee MembersFirst AppointedTerm Expires
Sarah Bryant, AdministratorOctober 2006November 2009
James Fiscus, ChairmanOctober 1996November 2008
Page FullerOctober 1996November 2008
Marilyn J. HoltSeptember 2000November 2008
Sara MuellerOctober 2003November 2007
Alan RosenthalJanuary 2006November 2009
Sheila SimonsonOctober 1996November 2007
Shawn Wall, TreasurerNovember 2005November 2007

Submitted,
James W. Fiscus
Chairman, Endeavour Award