Absent Board Members: Arthur Aldridge (OSFCI Treasurer–conflict with classes), Kamila Miller (searching for lost dog), Michael Pinnick (ill) and Marc Wells (unknown). Arthur, Kami and Michael were all excused for their absences.
The meeting started at 7:30PM.
John: We have received a refund of the latest late-filing fine (about $3,000) from the IRS, and a confirmation of the extension for this year's filing.
Debra needed to replace her Publicity person, and Tracy Penner is now handling that department. There are currently about 475 paid members, which is a little lower than they'd hoped. They are watching the budget very closely. There are a couple of items that have gone a little over budget (Guest of Honor travel–you have to pay what the airlines are going to charge you to bring them to OryCon). There is a preliminary program–the programming work session went pretty smoothly, and the programs will be going out to the participants in the next day or so. Andrew: Kami should find out what the hard deadline is for the pocket program, and set a hard deadline a week prior to that for the last of the program changes.
Debra has someone in charge of the Thanksgiving potluck dinner at OryCon–everyone is welcome to come and bring their own favorite holiday dish. (OryCon will be providing the turkey.)
Aaron: Apparently, I can get a tax deduction for the donation of the use of my house for the programming session. Who should I talk to about getting a thank-you letter for that donation? John: I think it should either come from the chair of the event (Debra) or the secretary of the corporation (Debra). Tammy: I have a form that was used for donations in the past.
Debra: We may need a new head of Gaming for OryCon. She'll work with the GameStorm folks to get that settled. Debra has sent Sam the forms for the "Jail & Bail" item at OryCon (people will have their friends hauled off to a pretend jail, and the bail to get out goes to a charity)–has he had a chance to look them over? Sam: I haven't seen them, but I do get about 500 pieces of e-mail a day. Debra will send them again.
Andrew: Is the discussion of changing the comping policy (item III.A.1a on the agenda, added to the agenda by Kami) truly dead? Debra: Since Kami's not here, then we can't talk about it. Andrew wanted to at least mention it because, although he doesn't think Kami's proposal is workable, he especially doesn't think it's a good idea to change the policies after the program invites have gone out. Anything that is going to be changed, should be changed before the invites go out.
They've just found out that the Gamma trade show (the major trade show for table-top gaming, in Las Vegas) has changed its dates to be overlapping GameStorm next (for 2010 only). There may be fewer trade people at GS because of this. Sam: HMS/GRD may be interested in participating–send inquiries attn: Arthur Goodwin. (There was some discussion on ways to bring in industry folks to GameStorm.)
Aaron is still negotiating with the hotel to get an contract addendum to get all of the hotel's space next yet. The cost would be somewhere between $1500 and $3000, depending on room pickup. (It would be $1500 if the same numbers of rooms are rented as were last year.) Dates are pencilled in for the next two years at the Hilton, slowly moving earlier in March, and avoiding Easter (and Norwescon) for several years.
Andrew suggested a possible special guest for GameStorm.
Aaron: You put in a bid early for Orycon 32 so that you would have time to book the GOH that you wanted? Tammy: Yes and he was already booked up. Name authors are looking at 2½ to 3 years before the convention. Aaron: Given that guests are getting booked up so early, do we want to put out a call for GameStorm 13 and OryCon 33 chairs at the next meeting. John: GS 13 certainly–it might be too early for OryCon 33. Aaron: The next Board meeting is the only full Board meeting before the upcoming GS. John will send out a call for GS 13 chair(s) to be chosen in December, and include a reminder that the next OryCon would be normally chosen at the April meeting.
We discussed the need for a Hotel Liaison training session, so that Tammy and Debra especially have a better idea what is needed (since they're going to be helping handle hotels at conventions in the near future. It would be nice if it could be scheduled soon, but it will depend on Patty's availability (since they are in the process of moving, and also still trying to sell the old house), since she is the most experienced person in the group–and it would also be good to have Debbie Cross participating. John will try to get this scheduled. (At this point, Patty's not available until after the first of the year.)