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Board Meeting Minutes for May 24th 2004

Meeting Minutes

May 24, 2004


Present: Board and officers: Linda Pilcher, David Schaber, Aaron Curtis, Scott Sanford, Melanie Schaber, Jean Stump, Lisa Axmaker. Also present: Sam Justice, Stuart Axmaker, Aaron Nabil, and Jim Fiscus.


The meeting was called to order at 7:45 pm by Linda Pilcher.



Treasurer's Report:


Motion to accept Report was passed.

Motion to Pay our Lawyer $300. Passed



Convention Reports:    



     Orycon 25:

Hotel bill has been paid.



   Orycon 26:

About $3000 in the bank.

Memberships are coming in slowly.

Orycon needs to consider a possible logo for future advertisement






GameStorm 2003:

     Books almost closed.

Still need to get the treasurer to fill out tax paperwork and distribute surplus.



     GameStorm 6:

     The convention went very well.

We had just over 600 members. Hospitality was a hit.





     GameStorm 7:

   We have a signed hotel contract, The convention will be Easter weekend. We are hoping the holiday does not affect the convention too much.

Are still doing research on the one day events.

Dave S. to be the spokesman to the Insurance Company and will find out if the insurance covers the one day events.

Funds and Awards:


     Susan C. Petrey Clarion Scholarship Fund:

No report

Melanie brought up the fact that we had not received a report from The Petrey fund in a few months. Stated that we really needed a report every BOD meeting if possible.




Clayton Memorial Medical Fund:

See report

Sam asked about the Privacy policy for the Clayton fund. Explained that only the board of trustees were informed of any requests. The OSFCI Board would be told upon request, but only in Executive session.





Endeavour Award:

See Report.



Continuing Business:


     Subcommittee reports:


Hotel Negotiation Report:

Negotiation team plans to do a little renegotiation for GameStorm 7 (to fix a fw things we noticed during GameStorm 6)





Purchasing Committee:

Researching who we are buying from and what we are buying.

Lacey suggested using a standardized accounting procedures for the con, maybe including these procedures in the management agreement.

Scott proposed that Lacey submit a written proposal to the board.

Aaron C. explained about an online merchant account for purchasing memberships (like a shopping cart).

GameStorm will be testing this out thru the year, and will report the benefits and drawbacks.





Capitol Expenses:

Equipment replacement:

Requested supplies at the cost of around $550

Melanie mentioned that Orycon 26 may be able to make the equipment replacements.







New Business:


Con Reports:




Melanie withdrew her intent to bid for Westercon (due to financial reasons)



Other New Business:


Lacey motioned for a bylaw change to be made to change the BOD meeting days from Mondays to Fridays. The motion will be brought to the membership at the annual meeting.


Motion to adjourn passed


Meeting adjourned 9:21