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Board Meeting Minutes for July 15th 2008

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:

  • GameStorm 9 and Orycon 29 information is still needed. A meeting has been scheduled with Ryan Stoneburg regarding Orycon 29, but Mark Burns has been non-communicative. Arthur has filed a tax extension to August 15.
  • All tax refunds have now been received.
  • Treasurer will look into investments.
  • Opened an account for Campbell Award Pins with $300 to avoid fees. A motion was made to donate that $300 to the fund. Passed.
  • Question regarding the GameStorm PO Box–has it been paid? (Since then, yes)
  • Question regarding Historic Event Treasurers–at what point do we, the board, take over for a treasurer? It depends on the circumstance, the board must approve it–unless it is an emergency situation.
  • Aaron Curtis volunteered to help sort out the outstanding GameStorm 8 funds issue.
  • Still waiting on tax info from GameStorm 9.
  • Still need overhead fees from GameStorm 10.
  • Suggestion made to enforce the management contract requiring Events and Funds to give Treasurer Reports at Board Meetings. Board agreed. (Mark Burns arrived at that point. He will email the reports to Arthur and John.)
  • A rough OSFCI budget presented.
  • Aaron Curtis volunteered to help with new insurance policy. He requested info from Arthur.
  • Quotes needed for new Storage Locker–will be presented at next meeting.
  • Discussion of PO Box foibles
  • Discussion of Expenses being greater than Income.
  • Budget will be fine-tuned once more concrete numbers are made available.
  • Budget accepted.

The Treasurer's Report Accepted.

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

  • No representative present.
  • Credit card issues still outstanding–passing on names of people affected to Orycon 30 registrar.
  • Proposal made to give Arthur authority to close out GameStorm 8 and Orycon 29. Passed, no objections.

2. Gamestorm 10 (2008)

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

4. OryCon 30 (2008)

Orycon 30 report, by Melvin Krehbiel.

  • Sam Klein, not Sam Butler, is the Progress Report person. Progress Reports have been sent out.
  • Next meeting is (was) July 27th 3-5pm at the Hollywood Library
  • Still need a Publicity person
  • Registration report: Numbers are down, but there were issues, including Pay Pal. 382 current members.
  • Hotel Registration will open soon.
  • Still trying to find the 30 year survivor list
  • T-Shirt design almost finalized.

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

  • Thanks to Jay Lake for mentioning the fund on his blog–raised several hundred more.
  • No new requests
  • Pay Pal link active

3. Endeavour Award

  • Funding has collapsed unexpectedly, causing a $1000 shortfall.
  • Page Fuller has taken a course in fundraising
  • There will be publicizing through Worldcon and other cons
  • (Jim is Western Director of SFWA)
  • Request–that OSFCI donate $1000 to make up shortfall
  • Have made steps to deal with the issue in the future.
  • It is the 10th Anniversary–possibility of selling signed sets of previous winners
  • Taking previous books to Powell's to resell
  • Andrew proposes we donate the $1000. Passed
  • Arthur asked a question about the budget
  • Looking for a third judge due to a drop out
  • Also looking for solicitation canvassers in various regions

4. Susan C. Petrey Clarion Scholarship Fund

  • Looking for donations of $100 items for Eggs
  • Gave out two scholarships (see report & budget below)
  • Got some money through Mission Fish (see discussion on Mission Fish below)

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

  • This is continuing business from a few years ago, not new business. Membership is $70 per year.
  • Discussion: Who would keep the information? Decision: Secretary with Jim Fiscus as backup. Treasurer will write a check.

V. New Business

1. OryCon 31 Bids

  • No bid received.
  • Shall we as a group decide on a Guest of Honor? Bring proposals for GoH to September Meeting.
  • If there are no bids...(New information: There will be at least one.)

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

  • Petrey Fund is signed up with Mission Fish
  • Handles non-profit organizations (does the hoop jumping for sign up). Can do sales in one of two ways: <
    • Direct: Charity sells directly
    • Community: Percentage of others' sales who sign up to benefit your charity. ($5 minimum)
  • Debbie Cross recommends it for Endeavour, Clayton and Campbell Award funds, but it doesn't make sense for OSFCI to do it as an organization. Referred on to those funds.

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:

  • If you come to the pre-con meetings and help with planning
  • If you have subordinates but couldn't come to the meetings

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

  • Gra Linnaea
  • Anna Owomoyela
  • Chuck Palahniuk (Susan C. Petrey Fellow)

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 Members First Appointed Term Expires
James Fiscus, Chairman October 1996 Novermber 2008
Page Fuller, Treasurer October 1996 Novermber 2008
Arthur Aldridge, OSFCI Rep. July 2005 While serving on OSFCI Board
Geri Jeter November 2002 November 2009
Ruth Sachter November 2002 November 2009
Marc Wells November 2003 November 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 Members First Appointed Term Expires
Sarah Bryant, Administrator October 2006 November 2009
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


Submitted,
James W. Fiscus
Chairman, Endeavour Award