sagesaria (Margaret Hogan)
Sat Dec 21 16:39:19 PST 2019
Subject: Minutes of October 26 Meeting [and December 8 meeting, plus additional]

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Feel free to add anything I may have neglected to add.

*October meeting minutes:*

Margaret Hogan, Sam Hogan, Marc Drexler, Michael Houghton, Dave Montouri,
Marilyn Mix, Dave Taylor

There is no Thanksgiving dinner, on account of communication failure with
Homespun Ceilidh Band leaving no time to arrange a performance for a
potential dinner, on top of price of buffet and uncertainty of attendance.

Question arose about a music guest of honor, on account of proposed music
GOH backing out.  Crystal is looking for a new GOH, Josh will hopefully be
able to assist.

Concern was expressed for the concession limitations listed in the
contract; video gaming wanted to be certain they won't get in trouble
serving hot drinks and cookies on Sunday morning, or having a freebie box
of candy all weekend.  Future Margaret has been told this was discussed and
cleared with the hotel since the meeting.

Verifying language of the contract and interpretation of its meaning,
regarding hypothetical litigation if there is a breach of contract.

Suggestion to add Thursday night and possibly Sunday night to our list of
room nights.
Asked for verification of availability of function space Thursday night.
It was suggested that that would be handwaved by the hotel and isn't
necessary for the contract unless it's urgent to get into the rooms
Thursday night.  Quoth Margaret regarding video gaming; "I don't know if
urgent would be the word for it, but trying to set up literally everything
Friday morning would be hell."

Suggested addendum to parking policy that convention vehicles will be able
to use the loading dock.

Suggested rephrasing of clause stating that the hotel can change rooms at
the hotel's discretion, to at least give advanced warning.

Margaret expresses concern about equipment from the hotel; the old hotel
always provided two televisions to video gaming, which were a necessary
factor in making sure that there were enough televisions, and enough of
notable size to direct focus and attract attention.  Sam will check with
the hotel. (Future Margaret has been told they do not have televisions
available, at least not for free) Attendees of the meeting said they and/or
others on the committee might be able to lend televisions to videogaming if
the hotel cannot provide.  May also ask Dr. G.

Suggestion that if rooms are sold out by non-convention attendees, we
should not be responsible for not filling the rooms ourselves.

Suggestion that the contract add some guarantees of amenities such as heat,
and compensation if it is not available, as a precaution in case of repeat
incidents from the old hotel.

Question of the hotel's stance on signage via painter's tape; is it
allowed, or do they have other systems they would prefer we use?

Question of how many registrations we have at current.  Dave says 30-31 not
including vendors.

Question as to whether the hotel will allow rooms to remain open after
midnight, which affects filk, video gaming, board gaming, and Filthy
Pierre's Saturday night caroling at least.

Informal treasurer's report: Only thing that has changed since last balance
was mistaken charges to TSFS that should have gone to Jo Hogan, has been
repaid.  One or two registrations have also been refunded.  No significant
change to balance.  Moderate to large debts coming up, including storage
space, PO box, and contract deposit.

Staff matters: Marilyn has verbally confirmed desire to become an official
member and is willing to lead programming committee.  Margaret needs to ask
Alex Villanueva officially if they wish to also be on the programming
committee. Sam really wants marketing taken off his hands.

Adjourned 1549

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