Here follows the transcript of today's TSFS business meeting. If you share this with others, please credit me. Thanks. Please acknowledge that you received this, but please don't email the whole thing back to me. Thanks. Keith Lynch ------- Welcome to #january-2021-business-meeting! This is the start of the #january-2021-business-meeting channel. Herveus | Con OpsYesterday January 17, 1pm ET -- Herveus gacked this up but we did set it for Sunday.(edited) [1:34 PM] Elections [1:34 PM] Report from committee on moving to Square. January 16, 2021 Poryshkin | Con ChairYesterday at 12:33 PM Really not feeling well, respiratory problems. We have 10,450.23 in the accounts. No real progress in switching over to Square. I'm going back to bed. DrGandalfYesterday at 12:55 PM Is that the end of the meeting? Dave/Evan(damont) | RegistrationYesterday at 12:56 PM T minus 4 minutes and counting... [12:57 PM] Herveus and I were at another meeting that is just wrapping up. Lemme go refill my drink. Herveus | Con OpsYesterday at 12:58 PM Somehow, I had put it on my calendar for Sunday. [12:59 PM] ...and checking the chat from last month, that was the plan. The "January 16" above is Herveus typing the wrong number. Dave/Evan(damont) | RegistrationYesterday at 1:00 PM Whoops Keith LynchYesterday at 1:00 PM Should we come back tomorrow? Herveus | Con OpsYesterday at 1:00 PM Yep. Same bat channel; Sunday at 1pm. [1:00 PM] Sorry about that confusion. Dave/Evan(damont) | RegistrationYesterday at 1:00 PM I should be able to make 1pm tomorrow (Sunday the 17th) [1:01 PM] I will point folks at #moving-to-square where I have placed my findings so far w/r/t making Square our primary payment processor.(edited) DrGandalfYesterday at 1:01 PM So the meeting is actually tomorrow? Herveus | Con OpsYesterday at 1:02 PM Yes. I've edited the first line in which I failed to accurately convey what was set last month. DrGandalfYesterday at 1:02 PM Let me get back in my TARDIS Keith LynchYesterday at 1:03 PM Before everyone leaves, let me just mention that today is September 10000, 1993. (The September that never ended.) Dave/Evan(damont) | RegistrationYesterday at 1:03 PM Happy Five Digits Day, Keith! [1:03 PM] And yes, I am WELL familiar with the Eternal September. January 17, 2021 DrGandalfToday at 12:53 PM 10001 1 Marilyn MixToday at 12:54 PM Hello DrGandalfToday at 12:55 PM Another day, another online meeting Herveus | Con OpsToday at 12:58 PM Howdy y'all. Keith LynchToday at 12:58 PM Greetings Dave/Evan(damont) | RegistrationToday at 12:59 PM Hello again everyone Keith LynchToday at 1:01 PM Well, it's 1:01. Who is presiding? Herveus | Con OpsToday at 1:01 PM I am, as President. Jim/Blaise | Tabletop GamingToday at 1:01 PM Greetings and salivations. Herveus | Con OpsToday at 1:01 PM who's here? Dave/Evan(damont) | RegistrationToday at 1:01 PM Adsum DrGandalfToday at 1:01 PM Yo Marilyn MixToday at 1:02 PM Present DrGandalfToday at 1:02 PM I`m here, not there Jim/Blaise | Tabletop GamingToday at 1:02 PM Here, hear? Herveus | Con OpsToday at 1:03 PM Do we have a @Poryshkin | Con Chair or an @Saria | Videogaming, Website ? DrGandalfToday at 1:04 PM @Poryshkin | Con Chair said he wasn't feeling well yesterday Dave/Evan(damont) | RegistrationToday at 1:04 PM I'm going to guess we do not have a @mneme at this time Keith LynchToday at 1:04 PM He was ill yesterday. Herveus | Con OpsToday at 1:04 PM Yep, and he did give a treasurer's report for the record. [1:04 PM] OK. I call this meeting to order. [1:05 PM] When do we meet for business next? This fills the quarterly requirement for the first quarter, so there is no formal requirement to meet before April/May/June. DrGandalfToday at 1:06 PM Is there any un-formal reason to meet sooner? Herveus | Con OpsToday at 1:07 PM Nothing comes to mind. Dave/Evan(damont) | RegistrationToday at 1:07 PM The one action item that's going to be on my plate after today can wait until April.(edited) Herveus | Con OpsToday at 1:07 PM How about Saturday April 10 or 17? Dave/Evan(damont) | RegistrationToday at 1:07 PM At this time, either of those works for me. Marilyn MixToday at 1:08 PM I have no conflicts on those days. DrGandalfToday at 1:08 PM 4/10 not so good for me, 4/17 fine Dave/Evan(damont) | RegistrationToday at 1:08 PM (Western Easter is the 4th, Passover starts in March and will be over by the 10th.) Herveus | Con OpsToday at 1:10 PM OK. Next meeting set for 17 April (Saturday) at 1pm in Discord. [1:11 PM] New channel created prospectively. 2 [1:11 PM] Treasurer report from above: Really not feeling well, respiratory problems. We have 10,450.23 in the accounts. No real progress in switching over to Square. I'm going back to bed. [1:12 PM] Officer elections: [1:13 PM] Nominees are President - Michael Houghton Vice President - Meg Hogan Treasurer - Poryshkin Secretary - [1:13 PM] Trustee: Joanna Dionne [1:15 PM] Are there any last minute takers for Secretary? Dave/Evan(damont) | RegistrationToday at 1:15 PM I was approached about this. Can we go over what the duties of the office are?(edited) 1 Herveus | Con OpsToday at 1:17 PM The bylaws say: c.3. Corresponding Secretary: Acts as recording secretary by keeping the business meeting minutes at all TSFS meetings chaired by the Vice-President. Secretary Maintains archives of minutes. Makes these archives available to the membership on request. Creates, updates, and makes available a quarterly calendar of upcoming TSFS events. Issues the newsletter, should the organization decide to issue one. Manages incoming mail, electronic or physical, except as necessary under paragraph c.5, below. Maintains TSFS membership lists and insures that a current membership list is available at each regular meeting. Generates mailing labels and renewal notices for mailings. Generates regular membership directories, should the organization decide such is necessary. Maintains confidentiality of member data. [1:18 PM] (normally, the Vice President keeps the minutes). Yakira - Volunteers and VendorsToday at 1:18 PM I'm here and zoom hosting for Arisia at the same time Herveus | Con OpsToday at 1:19 PM Howdy Yakira DrGandalfToday at 1:19 PM How can you be in two places at once when you're not anywhere at all? 2 1 @DrGandalf How can you be in two places at once when you're not anywhere at all? Dave/Evan(damont) | RegistrationToday at 1:20 PM (All Hail Marx and Lennon) Yakira - Volunteers and VendorsToday at 1:20 PM I'm a mommy, I have eyes in the back of my head. DrGandalfToday at 1:21 PM Do you have 20/20/20/20 vision? Yakira - Volunteers and VendorsToday at 1:21 PM I wish. lol Keith LynchToday at 1:22 PM I'm tired of 2020. DrGandalfToday at 1:22 PM In any case, is a transcript of the Discord session acceptable as minutes? That would make it easier Herveus | Con OpsToday at 1:23 PM So, Evan, are you willing to undertake that role? (I'd think the transcript would fit the bill). DrGandalfToday at 1:23 PM (Minus the snarky asides)(edited) Dave/Evan(damont) | RegistrationToday at 1:23 PM @DrGandalf I'm a bit more concerned about archives of the minutes of pre-Discord meetings(edited) Herveus | Con OpsToday at 1:24 PM I have the minutes I took when I was vice president. Before that is crap shoot. Any back filling is gravy in my book. Dave/Evan(damont) | RegistrationToday at 1:24 PM I would absolutely need to delegate the handling of incoming mail, from the get-go. DrGandalfToday at 1:25 PM @Herveus | Con Ops are your archives digital? That would make it easier to hand over Dave/Evan(damont) | RegistrationToday at 1:25 PM Re: "Maintains TSFS membership lists" -- how is "TSFS membership lists" defined? Herveus | Con OpsToday at 1:28 PM There are three levels -- associate, voting, and founding. Associate means "paid your dues"; voting means associate plus attended two business meetings and asked for the vote. [1:28 PM] In my mind, the list of voting members is the most useful one. Dave/Evan(damont) | RegistrationToday at 1:29 PM OK. That is doable as long as the list doesn't have to be recreated from scratch. Herveus | Con OpsToday at 1:30 PM As far as I am concerned, whatever can be done is an improvement on what we have now. [1:31 PM] And thank you for considering this. Poryshkin | Con ChairToday at 1:32 PM Hi. Only kinda sorta here, back still trying to kill me, sinuses still trying to kill me, hoped up on meds, very poor attention span. Herveus | Con OpsToday at 1:32 PM OK. The report you left here yesterday has been officially taken note of. No need to repeat anything. Dave/Evan(damont) | RegistrationToday at 1:33 PM Okay. Conditional on having someone else (not!me) willing to "manage incoming mail, electronic or physical, except as necessary under paragraph c.5, below" starting immediately, I would accept a nomination for Secretary.(edited) Marilyn MixToday at 1:34 PM I think I can help you with email. Herveus | Con OpsToday at 1:35 PM Physical mail is a PO Box in Gaithersburg. I'm guessing that Poryshkin has the key, but I'm not certain of that. Dave/Evan(damont) | RegistrationToday at 1:37 PM Physical mail probably should not change unless it must. That part I really don't want to handle as I'm currently in eastern PA and don't know where I'm going to end up geographically. I don't know where "general" email goes to now -- but it seems that the SOP for any such is to redirect to the relevant person/people.(edited) Herveus | Con OpsToday at 1:37 PM Incoming email maps to various places. "Manage" appears to be through Dreamhost, which had been Jo's domain, but I have admin access there, too. Poryshkin | Con ChairToday at 1:38 PM Crap, I really do havfe a short attention span. I just typed into my spreadsheet: I do indeed, as most of the physical mail is either mail-in registration checks, or official mail from some government agency re: financial stuff. Herveus | Con OpsToday at 1:39 PM info@chessiecon.org goes to Poryshkin, presently. Poryshkin | Con ChairToday at 1:39 PM That PO Box is registered through November 2021, so it's another reason to not change it. I agree with Evan, in that there is in, fact, no good reson to change it. Herveus | Con OpsToday at 1:39 PM I can go over the email mappings with you, Evan, at a convenient time so you are aware of them. [1:40 PM] But, I nominate Evan for Secretary. Yakira - Volunteers and VendorsToday at 1:40 PM second Dave/Evan(damont) | RegistrationToday at 1:40 PM Accepted Herveus | Con OpsToday at 1:40 PM We have a full slate for the first time in several years. Yay. To recapitulate: [1:41 PM] President - Michael Houghton [1:41 PM] Vice President - Meg [1:41 PM] Treasurer - Poryshkin [1:41 PM] Secretary - Evan [1:41 PM] Trustee - Joanna Dionne Dave/Evan(damont) | RegistrationToday at 1:41 PM (Formally, Evan == David Montuori) Jim/Blaise | Tabletop GamingToday at 1:42 PM I move that the nominations be closed and that the secretary be instructed to cast a unanimous ballot for the skate of officers as proposed. 1 1 DrGandalfToday at 1:42 PM 2nd Herveus | Con OpsToday at 1:42 PM All in favor say aye Yakira - Volunteers and VendorsToday at 1:42 PM eye DrGandalfToday at 1:42 PM Eye 1 Marilyn MixToday at 1:42 PM aye Jim/Blaise | Tabletop GamingToday at 1:43 PM Aye Poryshkin | Con ChairToday at 1:43 PM Aye Dave/Evan(damont) | RegistrationToday at 1:43 PM , I mean, aye Herveus | Con OpsToday at 1:43 PM all opposed say nay [1:43 PM] The ayes have it. Yay. we have officers for another year. 2 2 Poryshkin | Con ChairToday at 1:43 PM A full slate, in fact! TYVM, Evan DrGandalfToday at 1:44 PM Woo-hoo Herveus | Con OpsToday at 1:44 PM The other item specifically noted was a report on moving to Square. [1:45 PM] The committee has been desultory, to say the least. There has not been any formal progress. Do we have a Square account set up at all? Poryshkin | Con ChairToday at 1:45 PM We have one set up to take registration payments, but that's it. Dave/Evan(damont) | RegistrationToday at 1:45 PM That is sufficient to go forward with. We did not have a formal committee meeting on this since the last business meeting. I did do research, and posted my findings to the #moving-to-square channel. [1:48 PM] While I may not have the ability to view the various scripts the Preregistration program uses, I estimate that it would be relatively straightforward to do the necessary inserts to allow us to take basic online payments via Square. Other options also exist but may be more complicated than we want to deal with. Poryshkin | Con ChairToday at 1:49 PM 206 Dave/Evan(damont) | RegistrationToday at 1:49 PM @Poryshkin | Con Chair ?? Poryshkin | Con ChairToday at 1:49 PM Ignore that, I hit the keyboard while hacking up a lung Dave/Evan(damont) | RegistrationToday at 1:50 PM It happens Herveus | Con OpsToday at 1:51 PM Moving along: @Marilyn Mix, anything to report? (I'm assuming you are doing programming again; I could be wrong) Yakira - Volunteers and VendorsToday at 1:51 PM do we have a con chair? Poryshkin | Con ChairToday at 1:51 PM Yes, I'm doing that again Herveus | Con OpsToday at 1:51 PM Good question. [1:52 PM] Good answer Marilyn MixToday at 1:52 PM I do not want to do programming again in 2021 Herveus | Con OpsToday at 1:53 PM OK. That's a report. Thanks and thank you for your work last yer. Poryshkin | Con ChairToday at 1:53 PM Good to know. I do have a person who was interested in doing that , I can check and see if she's still interested. Marilyn MixToday at 1:53 PM I wrote up a sort of Programming Head transition document for the next person to use. Poryshkin | Con ChairToday at 1:53 PM TY, very helpful Herveus | Con OpsToday at 1:53 PM Excellent. Marilyn MixToday at 1:53 PM It has lessons learned and suggestions for improvement. 1 [1:54 PM] I put it on the shared drive for Chessicon 2020 and sent an email to the staff list on Friday. Did anyone get it? Dave/Evan(damont) | RegistrationToday at 1:55 PM I do not recall having gotten it on Friday, it may be in the spamcatcher which sometimes doesn't report for a day or two Marilyn MixToday at 1:55 PM I also wrote up a draft checklist for onboarding volunteers. 2 Poryshkin | Con ChairToday at 1:56 PM I got the e-mail, haven't had a chance to read the doc yet Marilyn MixToday at 1:56 PM It may help keep volunteers and make their start up easier. [1:57 PM] Finally, I added a document with some program ideas and offers of help I got from the various fan tables. Herveus | Con OpsToday at 1:57 PM I"m not seeing it even in my spam folder. Hrmph. Marilyn MixToday at 1:58 PM This has been the bane of my involvement with TSFS. Yakira - Volunteers and VendorsToday at 1:58 PM I did not get an email, and I checked my spam folder. DrGandalfToday at 1:58 PM Me either Yakira - Volunteers and VendorsToday at 1:59 PM but I will check the shared drive for those documents. Marilyn MixToday at 1:59 PM I emailed to: chessiecon@lists.chessiecon.org Dave/Evan(damont) | RegistrationToday at 2:00 PM It appears that Gmail (who manages wolfstar.com email) and Verizon REALLY don't like each other.(edited) Marilyn MixToday at 2:00 PM The docs are titled: Program Head Info, Program Suggestions for 2021, Draft Onboarding Checklist. Dave/Evan(damont) | RegistrationToday at 2:01 PM But I did receive your email and it showed up in my spam folder either yesterday pr this morning. Poryshkin | Con ChairToday at 2:01 PM https://docs.google.com/document/d/1wWD88sKfZi-QfJ1sORciAFbC8vK70xMLZYMzIf2J8Pk/edit https://docs.google.com/document/d/15-HxTRqhFCEJdj8Of7NgHuZ_V2QL_z43jj24P6LgfHs/edit https://docs.google.com/document/d/1TmZ1FE8PzUzPfSMOR24eR68ZJTDadE3lNICX110aTz8/edit#heading=h.5nrd5n5flg78 Google Docs - create and edit documents online, for free. Create a new document and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Docs to edit Word files. Free from Google. Google Docs - create and edit documents online, for free. Create a new document and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Docs to edit Word files. Free from Google. Google Docs - create and edit documents online, for free. Create a new document and edit with others at the same time -- from your computer, phone or tablet. Get stuff done with or without an internet connection. Use Docs to edit Word files. Free from Google. Yakira - Volunteers and VendorsToday at 2:01 PM I see the docs Marilyn MixToday at 2:02 PM OK. Can someone replace my email in the chessiecon staff list with marilyn@chessiecon.org and see if that works. Poryshkin | Con ChairToday at 2:02 PM But have you seen the FNORDs? Marilyn MixToday at 2:04 PM I do want to continue volunteering for Chessiecon. I am willing to help with/take over the web site maintenance. I mentioned that to Meg once and she was for it. Herveus | Con OpsToday at 2:06 PM Let's take the list troubleshooting out of the meeting. I'll poke at things. [2:07 PM] But you are subscribed under both emails, Marilyn Marilyn MixToday at 2:07 PM @Herveus | Con Ops OK, I send the next email from the chessiecon domain and see how that works. Herveus | Con OpsToday at 2:08 PM Does anyone else have anything they need to report today? Poryshkin | Con ChairToday at 2:09 PM UM, Chessiecon 2021 [2:10 PM] Our hotel contract was rolled over, so that's good. We still do not have an official GoH. I requested crap, memory for names, begins with an N. [2:12 PM] Anyway, that was back in mid-late November. No reply yet. I was wondering about inviting a different person, given lack of response, but people from every other con inthe area all told me to wait until at least 2 months for lack of reply before inviting another person. [2:12 PM] That deadline is approaching,m so somethime with the next week, I'm going to try inviting Tracy Deonn [2:13 PM] Since we did not have a GoH for 2021, I declined to place a paid ad with Boskone. their deadline was 31 December. [2:15 PM] If it turns out Tracy Deonn is also unavailable, I'd willing to entertain suggestions for another appropriate GoH. [2:17 PM] Ah, I got the previous invitee: Nora (N. K.) Jemisin Marilyn MixToday at 2:18 PM Either of them would be great guests. Poryshkin | Con ChairToday at 2:19 PM Yeah, but I think N. K. is out, given the lack of response, so... [2:20 PM] I really need to go AFK for food. If you have a suggestion, send it tot he list, or even specifically conchair@ or info@ Dave/Evan(damont) | RegistrationToday at 2:21 PM Reg report for 2021: we have 74 registrations for Chessiecon 2021, unchanged since last meeting. There are 7 people unaccounted for on the "not yet paid" list, which may be a relic of weird attempts to register for Virtual 2020 only. As many as 6 of those did eventually get registered for 2020. I know for a fact that one of the 7 email addresses is bad because my inquiry bounced. Herveus | Con OpsToday at 2:23 PM Thank you. Jim/Blaise | Tabletop GamingToday at 2:24 PM Tabletop has nothing to report. Herveus | Con OpsToday at 2:25 PM Anything else? Absent that, I think we're done. [2:26 PM] The chair will entertain a motion to adjourn. Yakira - Volunteers and VendorsToday at 2:26 PM just an fyi [2:26 PM] I am chair pro tem of VB55 [2:26 PM] if anyone has followed that whole mess Dave/Evan(damont) | RegistrationToday at 2:27 PM Oh FUN. No, I had not followed it. Perhaps I should have...(edited) Marilyn MixToday at 2:28 PM Best to wait until the independent investigation is over. Dave/Evan(damont) | RegistrationToday at 2:28 PM OK Jim/Blaise | Tabletop GamingToday at 2:29 PM I move to adjourn. Dave/Evan(damont) | RegistrationToday at 2:29 PM Of course, the closing of the Wardman Park Marriott has stolen a bit of my attention, even though I had no plans to go to DisCon... [2:29 PM] Second the move to adjourn. Herveus | Con OpsToday at 2:30 PM All in favor harumph Dave/Evan(damont) | RegistrationToday at 2:30 PM Harumph! Marilyn MixToday at 2:30 PM harumph DrGandalfToday at 2:30 PM Harumph Herveus | Con OpsToday at 2:32 PM We are adjourned. Thank you. Yakira - Volunteers and VendorsToday at 2:33 PM harumph Dave/Evan(damont) | RegistrationToday at 2:33 PM Catch most of youse on April 17th. For the Square move committee, I'll contact @Herveus | Con Ops and @Poryshkin | Con Chair by PM unless one of them pings me first. Marilyn MixToday at 2:34 PM I hope we have a Chessiecon planning meeting before then. DrGandalfToday at 2:37 PM later, all(edited) Marilyn MixToday at 2:45 PM I sent an email to the list from my chessiecon account, and that seems to be getting through. Dave/Evan(damont) | RegistrationToday at 2:46 PM Ayup. Keith LynchToday at 2:47 PM As with last month, I can email a transcript of this meeting to anyone who wants one. 2 NEW Dave/Evan(damont) | RegistrationToday at 3:10 PM @Keith Lynch Since I am now officially supposed to maintain an archive, I will happily take you up on that offer. Sent you a PM with the desired target email address.