The Thanksgiving Science Fiction Society held a general business meeting on 26 September 2021. The meeting was held online via Discord, with no in-person interaction aside from between folks who live together, due to the COVID-19 pandemic. All conversations took place via text chat in Discord. This is a quick-n-dirty Discord transcript of the TSFS General Business Meeting held on 26 September 2021, made on 26 September 2021 by Keith Lynch. All formatting has basically been lost. Meeting was scheduled to begin at 1 PM EDT. Conversations effectively begin at 12:50 PM. -=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=- Date: Sun, 26 Sep 2021 15:29:48 -0400 (EDT) From: "Keith F. Lynch" Subject: Transcript of todays TSFS meeting # Welcome to #september-2021-business-meeting! This is the start of the #september-2021-business-meeting channel. Herveus | Con Ops -- 08/28/2021 September business meeting [1:11 PM] Sunday, 26 September, at 1300 ----- August 31, 2021 DrGandalf -- 08/31/2021 Something we might want on the agenda: Will we allow the hallelujah chorus? Singing is a known way of spreading aerosols. September 1, 2021 ----- Dave/Evan(damont) | Registration -- 09/01/2021 FWIW, my mom's church (who is being as extremely cautious as they can in most ways without suspending in-person services again after only 4 months) is allowing singing but only when masked. (Which was true even when masks were otherwise optional in July -- they have now gone back to masks-required for all indoor activities. I expect them to start taping off sections of pew again soon.) [12:41 AM] OTOH, we would need to find someone to conduct. ----- September 26, 2021 DrGandalf -- 09/26/2021 at 12:50 PM And then there was one. 1 Poryshkin | Con Chair -- 09/26/2021 at 12:54 PM Spleen! Keith Lynch -- 09/26/2021 at 12:58 PM Present. Marilyn Mix | Website -- 09/26/2021 at 1:00 PM Future Dave/Evan(damont) | Registration -- 09/26/2021 at 1:02 PM Adsum [1:06 PM] I have ping'd Herveus off-Discord, as he doesn't appear to be online... [1:06 PM] aha there he is [1:07 PM] I'mma need more caffeine for this. BRB. Herveus | Con Ops -- 09/26/2021 at 1:08 PM Completely spaced the meeting. [1:10 PM] Driving and not towards home. Will be stopped soon and pn phone. Do proceed. Poryshkin | Con Chair -- 09/26/2021 at 1:11 PM Veep, Veep, who is the Veep? Is that still Saria? @Poryshkin | Con Chair Veep, Veep, who is the Veep? Is that still Saria? Marilyn Mix | Website -- 09/26/2021 at 1:11 PM yes Poryshkin | Con Chair -- 09/26/2021 at 1:11 PM I'll see if she's available. [1:14 PM] NNot available. [1:14 PM] OK, Dave, you are secretary, yes? Dave/Evan(damont) | Registration -- 09/26/2021 at 1:14 PM Thankfully I won't have to ditch midmeeting. My dad is in the hospital, but we managed to get him transferred from the cardiac unit to a rehab uit on Friday. Which took the entire afternoon... [1:14 PM] Yes, I am the secretary. Poryshkin | Con Chair -- 09/26/2021 at 1:14 PM Ug, not something anyone should go through [1:15 PM] OK, if you cna do the recording, I guess I can jump in to Chair. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:15 PM Since I don't have any clue what the formal planned agenda was, shall we proceed directly to the obvious elephant in the room? Poryshkin | Con Chair -- 09/26/2021 at 1:15 PM "Officially" called to order at 1315, 26 September, 2021. [1:15 PM] First on the agenda, as always: next meeting. [1:16 PM] We're at the oint where we seriously need to go to weekly meetings for Chessiecon. Barring, of course, Capclave next weekend. So, which works better for people, 9 October or 10 October? [1:17 PM] For me, 9 October is better. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:17 PM I think Sunday the 10th is better for me personally but Grayhawk can cope if needed Saria | Videogaming, Website -- 09/26/2021 at 1:18 PM here not entirely in body or spirit. 9th is better for me because I won't have conflict with work @Poryshkin | Con Chair We're at the oint where we seriously need to go to weekly meetings for Chessiecon. Barring, of course, Capclave next weekend. So, which works better for people, 9 October or 10 October? Marilyn Mix | Website -- 09/26/2021 at 1:18 PM October 9 is good for me Poryshkin | Con Chair -- 09/26/2021 at 1:18 PM Oh, there's Saria. Are you up to taking over chairing the meeting? Saria | Videogaming, Website -- 09/26/2021 at 1:19 PM as said before, I have absolutely zero idea what I'm doing so I can't guarantee doing it well DrGandalf -- 09/26/2021 at 1:20 PM Neither great for me. Maybe 9th better, but I'll be a bit late (edited) Saria | Videogaming, Website -- 09/26/2021 at 1:20 PM if I have to, I can TRY. but emphasis on that. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:20 PM Do we expect to need weekly business meetings after the 9th/10th , or just mostly programming and logistics meetings? (Those would be separate meetings) Poryshkin | Con Chair -- 09/26/2021 at 1:21 PM I expect general Chessiecon meetings, not general TSFS business meetings. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:22 PM (The question is relevant mostly for who needs to be present at what) Poryshkin | Con Chair -- 09/26/2021 at 1:23 PM OK, so different form of questions: 1. Which day/week works best for TSFS general business meetings for people? I do mean in October. Keith Lynch -- 09/26/2021 at 1:24 PM I'm free every day except the 23rd. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:24 PM I can make most days work except the 14th. DrGandalf -- 09/26/2021 at 1:24 PM Weekend of October 16 & 17 currently clear for me Saria | Videogaming, Website -- 09/26/2021 at 1:25 PM the only thing occupying my time outside of work is in the evenings regardless of month Poryshkin | Con Chair -- 09/26/2021 at 1:25 PM Saturday, 16 Ocotber, then? Standard time of 1300 (1pm for those of you 24-hour-impaired) ? DrGandalf -- 09/26/2021 at 1:25 PM Actually, after the 10th October is pretty quiet [1:26 PM] OK by me Poryshkin | Con Chair -- 09/26/2021 at 1:26 PM Any objections? [1:27 PM] Hearing none, let's call that set. Herveus | Con Ops -- 09/26/2021 at 1:29 PM I'm here working off my phone. 9 Oct is dicey for. Will be camping in California then. Poryshkin | Con Chair -- 09/26/2021 at 1:29 PM Second form of question: for Chessiecon-specific planning, I propose meetings the weekend of 9/10 October & 23/24 Ocotber. This would be for people who are directly involved in the planning of the convention, ie, if you aren't involved, you may attend or not as suits you. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:29 PM I have set up a channel for an October 16th business meeting. (edited) @Herveus | Con Ops I'm here working off my phone. 9 Oct is dicey for. Will be camping in California then. Poryshkin | Con Chair -- 09/26/2021 at 1:30 PM Would you like to take over the Chairing of the meeting? Herveus | Con Ops -- 09/26/2021 at 1:31 PM ok Poryshkin | Con Chair -- 09/26/2021 at 1:31 PM But questin 2 remains on the table. For those of you directly involved, which day of thsoe weekends works? And what time of day? Dave/Evan(damont) | Registration -- 09/26/2021 at 1:32 PM For con-specific planning meetings, it's probably a Good Idea(TM) for the 9/10 and 23/24. I will attend as my schedule allows. (My preference of 9/10 is Sunday the 10th, I have no clear preference for the 23/24. But I'll go with whatever works best for us in general.) @Poryshkin | Con Chair But questin 2 remains on the table. For those of you directly involved, which day of thsoe weekends works? And what time of day? Marilyn Mix | Website -- 09/26/2021 at 1:32 PM All of those dates are good for me. (I have no social life ;-( (edited) 2 Herveus | Con Ops -- 09/26/2021 at 1:33 PM 9/10 is most any time if I have decent internet. 23/24 is wide open. 16 Oct is ok for me. Poryshkin | Con Chair -- 09/26/2021 at 1:34 PM Then let's refine it to 10 October and 23 October. 1300 work, or earlier/later? Dave/Evan(damont) | Registration -- 09/26/2021 at 1:35 PM There was considerable supprt for the 9th earlier, was that among people who would need/want to be at the planning meetings? @Dave/Evan(damont) | Registration There was considerable supprt for the 9th earlier, was that among people who would need/want to be at the planning meetings? Poryshkin | Con Chair -- 09/26/2021 at 1:36 PM I'd like to be able to include you, specifically: my personal preference for 9 over 10 October was weak. Keith Lynch -- 09/26/2021 at 1:37 PM I don't know if I should be at the meeting on the 23rd, but I can't make it that day. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:37 PM Well, to elaborate on what I said, if I have to tell Grayhawk and family I'll be late for room renovations on the 9th, they'll understand. (edited) @Keith Lynch I don't know if I should be at the meeting on the 23rd, but I can't make it that day. Poryshkin | Con Chair -- 09/26/2021 at 1:37 PM You don't specifically need to be there, but there is no intention of excluding you. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:39 PM I'm here, going to catch up quickly. Poryshkin | Con Chair -- 09/26/2021 at 1:39 PM Is there, then any objection to 10 October & 24 October, 1300 for each? Dave/Evan(damont) | Registration -- 09/26/2021 at 1:40 PM Poryshkin | Con Chair -- 09/26/2021 at 1:41 PM OK, I'll got with those. [1:41 PM] Officially turning the floor over to our esteemed President, Herveus Herveus | Con Ops -- 09/26/2021 at 1:41 PM I guess hotel issues are next. Go. @Poryshkin | Con Chair Is there, then any objection to 10 October & 24 October, 1300 for each? Marilyn Mix | Website -- 09/26/2021 at 1:41 PM No objection Poryshkin | Con Chair -- 09/26/2021 at 1:43 PM Well, the bad news, as everyone knows, is that we don't have a venue. [1:43 PM] I hav eput out announcements to the FB community, most potential guests, Marilyn has updated the website to reflect this. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:43 PM queue resurrection music we have resurrected the hotel search committee.... Poryshkin | Con Chair -- 09/26/2021 at 1:44 PM The good news is that Lee at the LB has reached out to the Hotel Monaco, tot he extend of sending them a copy of our contract, and they seem willing to cover it. [1:45 PM] Also, there are three other potential venues that I hav eput out RFPs for, and/or Yakira has contacted to try to set up meetings. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:45 PM I had a really great convo with the Monoco's sales person, she is really willing to work with us on pricing too. Keith Lynch -- 09/26/2021 at 1:45 PM Are they all transit-accessible? Poryshkin | Con Chair -- 09/26/2021 at 1:45 PM I beleive we have one such meeting with Hotel Monaco set for Monday (tomorrow) Y, is that correct? Yakira - Volunteers and Vendors -- 09/26/2021 at 1:45 PM The Monoco is just off the Baltimore Metro Herveus | Con Ops -- 09/26/2021 at 1:45 PM Next door to Lord Baltimore. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:46 PM Monday 10/4 Poryshkin | Con Chair -- 09/26/2021 at 1:46 PM Oh, OK, wrong Monday. Herveus | Con Ops -- 09/26/2021 at 1:46 PM No Herveus; in CA Dave/Evan(damont) | Registration -- 09/26/2021 at 1:46 PM Pricing and access are key issues from my perspective. We haven't gotten to even 100 pre-reg's, and I am leery about anything further that might scare people away. Going to be bad enough as it is. Poryshkin | Con Chair -- 09/26/2021 at 1:47 PM The other hotels in question are the Hunt Valley, the Doubletree (old Capclave hotel) here in Gaithersburg, and the Hilton North DC/Rockville (current Capclave hotel) Dave/Evan(damont) | Registration -- 09/26/2021 at 1:47 PM All venues with which at least someone here is familiar. @Dave/Evan(damont) | Registration Pricing and access are key issues from my perspective. We haven't gotten to even 100 pre-reg's, and I am leery about anything further that might scare people away. Going to be bad enough as it is. Poryshkin | Con Chair -- 09/26/2021 at 1:48 PM Indeed, this is why I'm in such a mad scramble for a venue Yakira - Volunteers and Vendors -- 09/26/2021 at 1:48 PM I spoke at length with Rebecca from the Monoco. I'm confident we can make pricing work for us. I'm more worried about parking for those of us who drive. Herveus | Con Ops -- 09/26/2021 at 1:48 PM parking was already a concern with LB. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:48 PM I'm waiting on a call back from Hunt Valley. I was only able to leave a message late Friday afternoon. I'll probably call again tomorrow. Poryshkin | Con Chair -- 09/26/2021 at 1:49 PM Parking is exactly the issue I'm concerned with right now. The other three hotels don't hae a parking probolem, and we were able to work with LB on that aspect. Definitely need to make that a contract negotiation point when talking to Monace Dave/Evan(damont) | Registration -- 09/26/2021 at 1:49 PM Parking is going to be a %$#@! at the Monaco. Do they have a similar arrangement to the LB's? Yakira - Volunteers and Vendors -- 09/26/2021 at 1:49 PM They have valet parking Poryshkin | Con Chair -- 09/26/2021 at 1:50 PM Unknown; this is why it's such an important talking point Yakira - Volunteers and Vendors -- 09/26/2021 at 1:50 PM and it's on my list to talk about Dave/Evan(damont) | Registration -- 09/26/2021 at 1:50 PM Valet parking is something the vast majority of Chessiecongoers probably can't afford. (Self included) (edited) Yakira - Volunteers and Vendors -- 09/26/2021 at 1:51 PM right, so I'm going to try to get a spot included with each room just like the LB, [1:51 PM] truth is, it might already be like that but I forgot to ask Poryshkin | Con Chair -- 09/26/2021 at 1:51 PM Anyway, we can talk this issue to death amongst ourselfs, and it still won't get us anywhere. Dave/Evan(damont) | Registration -- 09/26/2021 at 1:52 PM My other big question re: the Monaco was room rates. (Which applies to all the possible venues, TBH.) Yakira - Volunteers and Vendors -- 09/26/2021 at 1:52 PM They seemed willing to match or do better with pricing than LB (edited) 1 DrGandalf -- 09/26/2021 at 1:52 PM I don't like valet parking. They do things like leaving my Prius running for hours because they don't hear the engine. 1 Poryshkin | Con Chair -- 09/26/2021 at 1:52 PM Already in the RFPs to the hotels in the Rockville/Gaithersburg area. Herveus | Con Ops -- 09/26/2021 at 1:53 PM Right. And those are all questions to be answered. Let's move along. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:53 PM I was considering contacting the Balticon hotel too, any objections? Marilyn Mix | Website -- 09/26/2021 at 1:53 PM A downtown hotel should be our last resort due to parking and lack of places to eat. Poryshkin | Con Chair -- 09/26/2021 at 1:56 PM Seriously, all of these are valid points, but talking about them here isn't going to get us anywhere. There is a folder: https://drive.google.com/drive/folders/1jWYPqzbGYBFyUTVxitCUBVTeYkXliNBf already shared with most of you, that is set up. Please put your questions, talking points, etc in there, and we'll add it to the meeting points, if it's not already there. [1:56 PM] If you cna't access the folder, let me know at infor@chessiecon.org, and I'll add you to the share list. Yakira - Volunteers and Vendors -- 09/26/2021 at 1:57 PM info@ not infor @Yakira - Volunteers and Vendors I was considering contacting the Balticon hotel too, any objections? Poryshkin | Con Chair -- 09/26/2021 at 1:57 PM yes, crap, I still can't freaking type [1:58 PM] Oh, as far as the Rennaissance Harborplace goes, I don't think Chessiecon is in any shape to touch them. Too much hotel for too much price that we can handle. Herveus | Con Ops -- 09/26/2021 at 1:59 PM The hotel aside, do you have anything else as con chair? Poryshkin | Con Chair -- 09/26/2021 at 1:59 PM Several things: [1:59 PM] 1. I have been in contact with Mike Stoddard, he's willing to do sound again for TTS, providing we actually have a venue [2:00 PM] 2. I have been in touch with Crystal, she's working on Music and filking, etc. [2:01 PM] 3. I have been in touch with Bambi, she's willing to head up Mythic programming,. However, the reason she has been mostly out of touch is major health issues in the past year,. [2:02 PM] It would be better if we could find someone more healthy to head it up-this is my evaluation, not hers. [2:02 PM] 4. Saira regretfully need to cancel Video Gaming this year. [2:02 PM] 5. Herveus, were you able to get in touch with Thomas? Herveus | Con Ops -- 09/26/2021 at 2:03 PM no joy Poryshkin | Con Chair -- 09/26/2021 at 2:03 PM OK, I'll try to deal with that RSN. Herveus | Con Ops -- 09/26/2021 at 2:03 PM ok Poryshkin | Con Chair -- 09/26/2021 at 2:04 PM Oh, clarification-no joy on contact, or no joy, he can't run the 'suite? Herveus | Con Ops -- 09/26/2021 at 2:04 PM no contact Poryshkin | Con Chair -- 09/26/2021 at 2:05 PM OK, good to know Herveus | Con Ops -- 09/26/2021 at 2:05 PM yep Poryshkin | Con Chair -- 09/26/2021 at 2:08 PM Oh, one more thing: Elspeth, who was going to serve as on-site Hotel Liaison, has had to step back from that, France Zeve has agreed to step into that role. [2:09 PM] Finally, a reminder that Chessiecon does have a fan table to Capclave. Yakira is mostly sitting it, I'm doing spots as I can fit into my Capclave duties, it would be good if others who are going can sit the table as well. Herveus | Con Ops -- 09/26/2021 at 2:10 PM Programming next? Poryshkin | Con Chair -- 09/26/2021 at 2:11 PM Programing is meh,, mostly stalled due to venue issues. Herveus | Con Ops -- 09/26/2021 at 2:11 PM ok Poryshkin | Con Chair -- 09/26/2021 at 2:11 PM I have heard back from some more people about what they're willing to provide. [2:12 PM] I don't know what Crystal has on her schedule for music programming, though. [2:12 PM] Oh, she did state that Bob is willing to conduct the Chorus, as usual. Marilyn Mix | Website -- 09/26/2021 at 2:13 PM Will we have a Music Guest of Honor? Poryshkin | Con Chair -- 09/26/2021 at 2:13 PM We will not. [2:13 PM] Waaay too lte to come up with one. [2:15 PM] Speaking of which, though, if Chessiecon can survive this latest disaster, I'm soliciting suggestions for GoH (both literary and music, and possibly even artist) for 2022. Marilyn Mix | Website -- 09/26/2021 at 2:15 PM Sounds like you are still planning on the Time Traveler Social. I'd like to put up a web page for that, if only to indicate that we are intending to put on a regular Chessiecon. Poryshkin | Con Chair -- 09/26/2021 at 2:16 PM Indeed, TTS is very much part of it. [2:16 PM] Not a bad idea Marilyn Mix | Website -- 09/26/2021 at 2:16 PM I will need a blurb. [2:16 PM] and any photos from previous years Poryshkin | Con Chair -- 09/26/2021 at 2:17 PM OK, I'll come up with one, send that to you. Dr G, might you have such photos? [2:17 PM] Was the TTS ever recorded in that manner? Marilyn Mix | Website -- 09/26/2021 at 2:17 PM I don't think so. The organizers sometimes took photos of entrants. [2:17 PM] and ribbon winners. Yakira - Volunteers and Vendors -- 09/26/2021 at 2:18 PM I might have some photos, I'll go look later today Marilyn Mix | Website -- 09/26/2021 at 2:18 PM Just a photo of the Standing stone would be great. Poryshkin | Con Chair -- 09/26/2021 at 2:18 PM Ah! OK what you are referring to as "the organizers" were actually a group that were invited to be part of the TTS, specifically for constuming purposes. Marilyn Mix | Website -- 09/26/2021 at 2:19 PM I have one with me in costume. DrGandalf -- 09/26/2021 at 2:20 PM Sorry, no photos Poryshkin | Con Chair -- 09/26/2021 at 2:20 PM Last I heard from them, the're really hinkey about doing things in-person. I'll contact them again, see if things have changed. DrGandalf -- 09/26/2021 at 2:20 PM I don't really [2:20 PM] I don't recall anyone videoing TTS Poryshkin | Con Chair -- 09/26/2021 at 2:22 PM Any other programming questions? Herveus | Con Ops -- 09/26/2021 at 2:23 PM website? Marilyn Mix | Website -- 09/26/2021 at 2:23 PM We have covered my questions about the web site [2:23 PM] I will coordinate with Saria to replace the videgaming page [2:24 PM] I messaged Blaise about tabletop gaming [2:24 PM] and emailed Yakira about the Vendor page (just today) [2:25 PM] I'll add a TTS page when I have the text and use a personal photo to illustrate it. [2:26 PM] That's all I can think of. Herveus | Con Ops -- 09/26/2021 at 2:29 PM thanks. [2:29 PM] any other departments with things to report? Dave/Evan(damont) | Registration -- 09/26/2021 at 2:30 PM Registration says: current paid membership count is 90, that includes rollovers from previous years. Poryshkin | Con Chair -- 09/26/2021 at 2:32 PM Obligatory treasurer's report: we have $10,122.04 in the various accounts. Comeing debits,: monthly storage place rental, PO Box is due in lat November or december, and I need to check even insurance status. Keith Lynch -- 09/26/2021 at 2:33 PM I thought storage was in the BSFS clubhouse and in your house. Poryshkin | Con Chair -- 09/26/2021 at 2:34 PM Neither place Herveus | Con Ops -- 09/26/2021 at 2:35 PM Have we reached the point where a motion to adjourn would be called for? Marilyn Mix | Website -- 09/26/2021 at 2:38 PM I move we adjourn. Poryshkin | Con Chair -- 09/26/2021 at 2:38 PM second Herveus | Con Ops -- 09/26/2021 at 2:38 PM All in favor harumph Poryshkin | Con Chair -- 09/26/2021 at 2:38 PM Harumph DrGandalf -- 09/26/2021 at 2:38 PM Haruuuuuuuuuuumph! Dave/Evan(damont) | Registration -- 09/26/2021 at 2:38 PM Harumph Yakira - Volunteers and Vendors -- 09/26/2021 at 2:38 PM harumph Herveus | Con Ops -- 09/26/2021 at 2:39 PM thank you all for coming; sorry about spacing it. We are adjourned. DrGandalf -- 09/26/2021 at 2:40 PM Time to resume painting the garage door Dave/Evan(damont) | Registration -- 09/26/2021 at 2:40 PM Catch youse in a coupla weeks. Yakira - Volunteers and Vendors -- 09/26/2021 at 2:40 PM I'm off to go write a paper Dave/Evan(damont) | Registration -- 09/26/2021 at 2:40 PM Despite extra caffeine, I think I'm off for a short nap. Poryshkin | Con Chair -- 09/26/2021 at 2:40 PM I'm just off @Poryshkin | Con Chair I'm just off DrGandalf -- 09/26/2021 at 2:41 PM No argument there