Michael Houghton Sat Aug 20 11:42:00 PDT 2016 Subject: Draft minutes of 8/23 TSFS meeting ------------------------------------------------------------------------ Howdy! Here are my notes from today's meeting. Any corrections or additions are welcome. Any errors are mine. =====TSFS Meeting at Jo Hogan's house, 20 August 2016 Jo Hogan, Margaret Hogan, Sam Hogan, Michale Houghton, Eric Fleischer (remote), Rowan (remote), Marc Drexler, Steve Ainsley, Charles Butler 1300 Date of next meeting: after Capclave suggested. Sunday, 16 October, 1300. At Jo's house. We will need programming meetings. Do we need to borrow anything from Capclave? Fan table manning in place. Can we run a push party? Not renting a room on our nickel for this. "Marc is wearing an orange Chessiecon sweatshirt". Hotel news: Bonnie has left. No word on why. New person, Roberta. Contract has old pricing schedule with discounts. Shirts are here. Mark, Sam, Meg to help Jo with scheduling details. Programming is proceeding. 15 September deadline for adding programming. Schedule firmed up at that point, especially as it relates to hotel matters. Room layouts should be set. /amqueue having family emergency that takes away lots of her staff. Make art show one ballroom section instead of three. The space is sufficient to handle subscriptions. Rest of Chesapeake: music in 1&2; mythic in Ridgley; workshops in other Ridgley; board gaming in 4-6. No Kaffeeklatsches planned. More thinking. Schedule meeting with Roberta. Try 21 September (Wednesday). Perhaps take Roberta to Capclave to introduce her to a convention? Lord Baltimore Hotel would like to talk to us about coming there. They are well sized for us. Handicap facilities better than Radisson. Parking would be a concern. Art show panels. No word from BSFS on doing it tomorrow. On hold for now. Dr. G emailing BSFS board to poke them. Herveus can schelp in his car. Glasses for guests of honor arrived. Etched glasses personalized. Unpersonalized glasses will be available at the con. Jo maybe going to NJ until nearly Capclave for things. Treasurer's report: $16697.45 Suspected fraud was fraud $650. Funds restored. New card received. Marketing and capital expenses account for changes. We should save on the hotel costs. Rebecca Sugar didn't work out as a GoH for 2017. Plan B, etc. in the works. Sherry Tepper is plan B, but we need contact information. Anyone with ideas come forward. Art GoH (Megan Willis) a firm maybe but cannot commit until spring. Still working on music; Josh is asking TJ Burnstein. Ideas for 2018 welcome. Video gaming: Dr. G - projectors take composite video input. Need one all weekend and another Friday night if possible. And two screens. Massively short on people - Ian not playing this year. Working on replacing lunker of TV. Need a volunteer. Most of a plan for "Pokemon BinGo" which depends on whether there is a stop or a gym at hotel - there will be a limit on number of players. Prizes in progress. We need computers, too. Email report from Dawn: my report is : going well. Waiting on ads from cons that did our ad. We have philcon left (freebies) and capclave. They have the ad and jo you have the table. End Email report from Greg: Sorry this is last-minute bit I'm not going to be able to make it to the meeting after all. I owe you a count of our ribbon supply but I forgot that I left the registration supplies in the storage room after last year's con. I know we are short/out of "Special Guest" ribbons unless the missing ones from last year turned up. I can't be sure of the rest of the supply without doing an inventory. How much lead time do we need to get an order shipped in time? Sam, I don't remember the access codes and combinations for the storage room. I will need to get that info from you again. End Greg report Do covers for previous turkey winners as an art competition. This could be a total hoot. Turkey awards: similar to last year, but different opening panel. Chandler to do presentation unless she is submitting. Thought has been given to contacting Chuck Tingle for a blurb or something. Girl Scouts will be selling cookies. In anyone expects Jo to print signs, there is a spreadsheet in Google Docs under General Information or 2016 called "signs". Put it in there to have magic happen. Or not, for nothing. Be precise and specific, or else. Rowan: access to a lot of video equipment - cameras and stuff. She can do the photographer thing. Jo will have specific list of Things To Be Photographed. Put her in touch with Mike Stoddard who is running sound for additional equipment needs. Seain is running the art show, tentatively; Rowan is helping. Adjourned 1440 ===== respectfully submitted, Herveus ------------------------------------------------------------------------