Proxies (held by): List unavailable at this time.
OSFCI membership was accepted by Robert Altomare, Davis Beeman, Judith Anne Bunteman, Antonia Cabal, Jeffrey Cowley, Marilyn Holt, Jaki Hunt, KC Humphrey, Dave Moreland, Brigid Nelson, Sue Renhard, Matt Riley, Jennifer Rosenberg, Andrew Ross, Mark Santillo, Renee Schaber, Mark Sharp and Emily Wyqued. (D. Stephe Raymond accepted the invitation to join OSFCI after the meeting.)
There were not enough people present or represented by proxy to pass any bylaw changes (40 members were represented, one of those arriving late, out of 83 members total).
The meeting called to order at 7:34:43PM, approximately, by OSFCI President John Lorentz, who gave a short summary of the purpose of the meeting.
Thank to Aaron’s help, we have an annual insurance liability policy that covers us for both the 2009 and 2010 OryCons (since they're only about 49 weeks apart) and GameStorm in between. It saves us money over purchasing event policies and it also included trucks rented for events.
John requested that, since is this the annual meeting for OSFCI, we need to have a 2009 calendar year financial statement. He also requested an updated 2009 budget, so that we have information to put together a 2010 budget. Arthur will do so–so far, everything has been well under what was. (The updated budget will be posted on the OSFCI web page.) Paul asked why the account summary didn't include the Clayton fund. Arthur doesn't have access to that account. (He depends on the reports submitted from the Clayton fund for their financial information.)
Rick: When do the events have to close their books? John: It varies by event. It's usually about six months after that event ends (rather than one fixed date that covers everyone). It’s usually specified in the management agreement. Ideally, we’d have a financial update from each event at every Board meeting.
There were no more questions, and the Treasurer's report was accepted.
Since then, hundreds of people have been members of OSFCI or worked on an OSFCI event or charitable fund. OryCon and GameStorm are mainstay events in the Pacific Northwest, and OSFCI has sponsored Westercons, Potlatches, Smofcons, Left Coast Crime, even a World Horror Convention. We've done pretty darned well.
This last year was an excellent year. GameStorm kept growing. OryCon, after worries that the Thanksgiving dates would hurt attendance, bounced back instead with one of the largest number of people that we’ve seen in years. (I'm very happy about the partnership that we're building with Kumoricon.) And OSFCI's finances have settled back to an even keel and the future looks bright.
Having said that, it's worth reminding people that OSFCI and its events have been built on blood, sweat and volunteers, and that continues to be true. We always need people to help with the dull OSFCI stuff–negotiating contracts, dealing with taxes, buying and maintaining the equipment that the events use year after year. I hope people remember that and keep offering to help.
The four continuing Board members are: Beverly Block, Kamila Miller, Michael Pinnick and Marc Wells. The directors whose terms are expiring are Arthur Aldridge, Aaron Curtis, Tammy Lindsley, John Lorentz, Andrew Nisbet and Debra Stansbury. John: Do people want to elect six, or elect five and appoint one to try to get back to the 5/5 cycle? (The meeting decided to elect five people.)
The following people were nominated for the five slots:
There were 39 people represented (either in person or by proxy). It takes 20 votes to elect someone to the Board.
Andrew: What are the requirements on the number of Board members? John: The Bylaws state that we can have as many as 10, or as few as three, Board members.
While the ballots were being counted, Andrew spoke with James Fiscus on the phone, who reported that the Endeavour committee has already received 42 books to be considered for the award in 2010, far more than they’ve ever received before (and there still might be more to come).
Paul reported the results of the Board election. Aaron Curtis, John Lorentz and Rick Lindsley were all clearly elected to the Board. There then was a three-way tie for the next spot (where the meeting had decided to elect only two people): Arthur Aldridge, Tammy Lindsley and Debra Stansbury (all of who received more than 50% of the vote). There were three ballots discarded that had six people listed, as well as another vote that said "Tammy/Rick", and the counters couldn't determine which they wanted to vote for. The vote counters suggested that the Board appoint all three of those people to one-year terms. The meeting decided instead to elect all six of those people to two-year terms on the Board.
Rick: Would the new people have to be OSFCI members already? No, but this would bring them "OSFCI points" to make them eligible to join OSFCI.