sagesaria (Margaret Hogan) Sat Dec 21 16:39:19 PST 2019 Subject: Minutes of [October 26 Meeting and] December 8 meeting, plus additional ------------------------------------------------------------------------ Feel free to add anything I may have neglected to add. *December meeting minutes:* Margaret Hogan, Sam Hogan, Michael Houghton, Marilyn Mix Next meeting: Saturday, January 11th 2020, 2 PM Nominations: Herveus willing to continue as president, Margaret willing to continue as VP, Sam willing to continue as treasurer, nominating Fred Blonder elected as trustee. Still desperately need a secretary Proposed motion to wave membership fees for 2019 and apply them to TSFS/Chessiecon 2020. Motion carried unanimously. Treasurer's report: $10,491.27 in various accounts. Only outstanding charge is $1,000 deposit to hotel, which has not gone to the bank yet but is in process. Some ongoing fees in the future. Proposed budget for 2020 has been posted, link below. Total budget comes to $14,810. This is hopefully an overestimate, but attempted to be realistic. We would need 73 paid adult memberships to break even with this budget, and the budget does not include things we currently have in stock such as volunteer gifts and past turkey awards that have already been purchased. Link to transcribed 2020 budget: https://docs.google.com/document/d/1AdXfd03YEgfdVOm3EIoXvCUVPJ4cjpZFV3Km-PQL_Gs/edit?usp=sharing comments are enabled for any feedback Evan had issues with registration database; he apparently had the 2018 database and there was no 2019 database. Sam has spoken to Jo, and is hopefully resolving the issue with Evan. In particular, Evan was under the impression that he had a membership database sans vendors. As it turns out, most of them opted to not carry over save for some core vendors. Sam and Margaret will discuss the 2020 website soon. Discussion was overheard over Thanksgiving regarding the Lord Baltimore, expressing concern about the location not being accessibility-friendly, though not openly accessibility-hostile. It's unknown when this individual's experience was, or what their specific issues were, or what we can do about it, but the concern has been put forward. While referring to the map on the hotel's website in relation to the above concerns, we determined that we will need a better map of the hotel regarding interconnectivity of the rooms and hopefully to better scale. Marilyn has requested access to our programming from past years. Herveus can supply PDFs of our past years' program books, and we will talk to Jo about getting Marilyn into the programming system. Adjourned 14:00 *Other notes:* In regards to the aforementioned television situation; video gaming would appreciate any help on this matter. We have a healthy collection of smaller tvs that we use for individual play throughout the room, but we really want something similar to the big screens the old hotel loaned us; the size was ideal for large events such as tournaments, and made for an easy eye target for people peeking in the door to see what's playing, thus attracting attendees. Having two of them was perfect, but even just one would be a great boon. If anyone has a decently large tv (in the 42" range would be ideal) that they'd be willing to loan to videogaming Chessiecon weekend, please contact videogaming via replying to this email or contacting videogames at chessiecon.org. Having both HDMI and RCA connections would be ideal, but if only one is available, we have adapters. Let me know if it comes with any sort of stands or mounts, as I will need to know in advance if I need to find some means of displaying it in lieu of the rolling stands that were available at the old hotel. Any and all offers will be welcome. As a reminder, there is an official Chessicon discord server which is used for meetings, convention business, and general socializing with convention friends. It is currently under very tight lock and key on account of a doxxing incident last year, so if you have a discord account and would like to be invited, please email me confirming who you are, and you will be sent an invite link. You don't have to be a staff member, but I would like to know it's someone associated with Chessiecon as staff, guest, or attendee, just so I know who's in the room. Thanks, Margaret ------------------------------------------------------------------------