The Thanksgiving Science Fiction Society held a general business meeting on 14 November 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 14 November 2021, made on 14 November 2021 by Keith Lynch. All formatting has basically been lost. Meeting was scheduled to begin at 1 PM EDT. Conversations effectively begin at 12:56 PM. -=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=- From: "Keith F. Lynch" Subject: Transcript of today's TSFS meeting Date: Sun, 14 Nov 2021 18:01:31 -0500 (EST) Welcome to #november-2021-business-meeting! This is the start of the #november-2021-business-meeting channel. October 16, 2021 Herveus | Con Ops 10/16/2021 Sunday, November 14, at 1300 November 14, 2021 Dave/Evan(damont) | Registration -- 11/14/2021 at 12:56 PM 14 Nov 2021 12:56... Hey, is this thing on? DrGandalf -- 11/14/2021 at 12:57 PM Argle-bargle Dave/Evan(damont) | Registration -- 11/14/2021 at 12:57 PM (Following PBK Rules 327 and 328, I did NOT thump the mic to test it, nor blow on it) Marilyn Mix | Website -- 11/14/2021 at 12:58 PM Greetings DrGandalf -- 11/14/2021 at 12:58 PM And if you drop the mic, the tech crew will make you regret it. (edited) Dave/Evan(damont) | Registration -- 11/14/2021 at 12:58 PM Absolutely. (I'm mostly tech crew, myself) Poryshkin | Con Chair -- 11/14/2021 at 1:00 PM Ich bins DrGandalf -- 11/14/2021 at 1:01 PM I don't think we have a minyan yet Herveus | Con Ops -- 11/14/2021 at 1:01 PM Howdy! Dave/Evan(damont) | Registration -- 11/14/2021 at 1:02 PM Methinks we have half a minyan now Herveus | Con Ops -- 11/14/2021 at 1:02 PM Probably a quorum, too... Dave/Evan(damont) | Registration -- 11/14/2021 at 1:03 PM Is there anybody we really want to be here from the get-go who isn't here yet? Poryshkin | Con Chair -- 11/14/2021 at 1:04 PM I would like Crystal (music) and John (Mythic) to be here, but... Herveus | Con Ops -- 11/14/2021 at 1:06 PM Tentative agenda: Set next business meeting date Con Chair Treasurer Programming Publicity/Website/Zambia Registration Gaming Music Mythic Volunteers Vendors ConOps [1:07 PM] I'll call this meeting to order. [1:08 PM] Next meeting will be the After Action Meeting and nominations for officers, in particular. [1:08 PM] 11 December? [1:08 PM] Or 4 December? Poryshkin | Con Chair -- 11/14/2021 at 1:08 PM Ah, excellent, I was going to mention nominations. Also, one Trustee, as per rotation. Does anyone remember whose term is up? Herveus | Con Ops -- 11/14/2021 at 1:08 PM Or 5 December (Sunday)? Marilyn Mix | Website -- 11/14/2021 at 1:09 PM 11 or 5 is best for me Dave/Evan(damont) | Registration -- 11/14/2021 at 1:09 PM I am not aware at this time of what weekend in December we expect to be at Ayrfield, if any. I think we're waiting for Alys's brother to let us know his schedule, as he appears to be the long pole in that tent. (edited) DrGandalf -- 11/14/2021 at 1:09 PM Dec5 much better for me (edited) Poryshkin | Con Chair -- 11/14/2021 at 1:10 PM Either one works for me, so it seems like 5 December is getting the nod. Dave/Evan(damont) | Registration -- 11/14/2021 at 1:10 PM Therefore, right now I am okay for any weekend day in December except the 25th. Yakira - Volunteers and Vendors -- 11/14/2021 at 1:10 PM I'm kinda here but fir reals will be here in half an hour Herveus | Con Ops -- 11/14/2021 at 1:10 PM OK. 5 December (Sunday) at 1300 then. Dave/Evan(damont) | Registration -- 11/14/2021 at 1:10 PM If the meeting is to be on Sunday, I will probably not be back here in time for a 1300 (1 PM Eastern) start. Church schedule is changing after T'giving. (edited) DrGandalf -- 11/14/2021 at 1:10 PM 2nd weekends are usually busy for me Dave/Evan(damont) | Registration -- 11/14/2021 at 1:12 PM (I am aware that there are folks who kinda need the 1 PM start, though I don't remember who.) Herveus | Con Ops -- 11/14/2021 at 1:13 PM Channel created; we can raise the issue on the mailing list and adjust if needed. Poryshkin | Con Chair -- 11/14/2021 at 1:14 PM So, am I up? Herveus | Con Ops -- 11/14/2021 at 1:15 PM Yep. Poryshkin | Con Chair -- 11/14/2021 at 1:16 PM OK, treasurer's report: we have $9514.04 in the various accounts. Outstanding debits: PO Box rental. Outstanding credits: refund for masks bought from DISCON III-those have been sent back. [1:17 PM] PO Box rental is $162.00 Masks are $300.00 [1:18 PM] Related issue: still need to send up GoFundMe or somesuch. Ineed to get to the storage place, and inventory Mugs & T-shirts. [1:18 PM] Removing Treasurer's hat: wearnign ConChair hat. [1:18 PM] Herveus, have you been getting any indication of ad exchange, aside from what I've sent you? Dave/Evan(damont) | Registration -- 11/14/2021 at 1:19 PM @Poryshkin | Con Chair "And I could wear five hun-dred hats, and I could wear 500 more..." (edited) Herveus | Con Ops -- 11/14/2021 at 1:19 PM No Poryshkin | Con Chair -- 11/14/2021 at 1:21 PM Hm, what I remember is Phildon said no, they're not equipped to do an advertisement for a con a ywar away. DICSON III & Capclave said yes, but I don't think we have their actual ads yet. II honestly hve forgotten if I saw Balticon's ad go by. Shore leave said yes, and sent us their ad. Need to do ad with Farpoint, as well. [1:23 PM] Participant surveys have largely comeback, and scheduling continues apace. I would like to hear from Mythic & Music, to fill out the grid. Marilyn has offered to help with that, as well as post it, as soon as it's finalized. (ie, get the schedule on our website, with clickable meeting links for the attendees.) Very helpful, that, and thanks again,a s this is one area where my skills fail me. [1:24 PM] The issue with Zoom rooms: 1. Balticon is lending us two. We should aso spring a third, discussions with Balticon on that point indicate this is the best way to go. I have heard from several people on staff who othewise have little to do to be Zoom hosts. [1:25 PM] I'm going to be spending this afternoon after the meeting in further scheduling. DrGandalf -- 11/14/2021 at 1:25 PM I should be on the list of Zoom hosts Poryshkin | Con Chair -- 11/14/2021 at 1:25 PM Oh, Dr. G, have any constume presentation come in? DrGandalf -- 11/14/2021 at 1:25 PM Zip Poryshkin | Con Chair -- 11/14/2021 at 1:26 PM Grr, OK, I'll make another call, as well as one for Turkeys. I am aware of a total of two Turkeys. DrGandalf -- 11/14/2021 at 1:26 PM Actually, not even a zip. Poryshkin | Con Chair -- 11/14/2021 at 1:26 PM any other questions? I think that's where we stand, unless there are more questions. Marilyn Mix | Website -- 11/14/2021 at 1:27 PM Let me know what you'd like me to do as far as program scheduling Dave/Evan(damont) | Registration pinned a message to this channel. See all pinned messages. -- 11/14/2021 at 1:28 PM DrGandalf -- 11/14/2021 at 1:29 PM Ouch! Poryshkin | Con Chair -- 11/14/2021 at 1:29 PM Oh, good point, want to clarify what you're doing: the procedure is I send you comma delimited file, with all scheduling information, including guests, meeting links, and ther other usual minutae, and you can grab that and wrestle it into shape? Marilyn Mix | Website -- 11/14/2021 at 1:30 PM Yes. My only constraint is that the column headings be unique. Poryshkin | Con Chair -- 11/14/2021 at 1:30 PM OK, gotcha Marilyn Mix | Website -- 11/14/2021 at 1:31 PM I am writing a python script. python has a cool csv class [1:31 PM] Will we have "pocket program" type info for the web site? such as the panel descriptions? Poryshkin | Con Chair -- 11/14/2021 at 1:32 PM I was thinkoing that panel descriptions was indeed, part of the usual minutae. [1:33 PM] To be absolutely explicit: usual minuitae includes Program Title, Description, Participants, locatin, modertor(s), host Marilyn Mix | Website -- 11/14/2021 at 1:34 PM It might be easier to have the panel details on a separate page, and just have the schedule and links on a page. Poryshkin | Con Chair -- 11/14/2021 at 1:34 PM Oh, herveus, one other question: should I solicit 25- to 50- word bios for each of the participants for inclusion in the program book? [1:35 PM] Marilyn, if you think that's easier, including for the general fen, then yeah, do it that way. Herveus | Con Ops -- 11/14/2021 at 1:35 PM Yes, please. At this point, the program book is unlikely to be ready before the con. Marilyn Mix | Website -- 11/14/2021 at 1:35 PM We have some bios in Jo's database. but you should ask for bios and photos when you send out the participants schedule. Poryshkin | Con Chair -- 11/14/2021 at 1:35 PM Will do Marilyn Mix | Website -- 11/14/2021 at 1:37 PM What is your goal date for having a preliminary schedule? Poryshkin | Con Chair -- 11/14/2021 at 1:38 PM Tomorrow evening, I hope. 1 [1:38 PM] We're getting down to the wire DrGandalf -- 11/14/2021 at 1:39 PM If we already have a bio, should we send it to the participant and ask if it needs changing? Might get more responses than asking them to start from scratch Poryshkin | Con Chair -- 11/14/2021 at 1:39 PM Good idea. [1:42 PM] Tahjt seems to cover everything from Conchair, plus marketing. Is there nayoother related website stuff to cover? Marilyn Mix | Website -- 11/14/2021 at 1:42 PM I need to ask Yakira if she wants a vendor list [1:44 PM] Is there anything else that people think should be on the web site for during the virtual con. [1:45 PM] I already plan for a participant list (bios and photos) and the program description, program schedule, and Zoom links. [1:45 PM] Some program items are on Discord at a certain time, right? Poryshkin | Con Chair -- 11/14/2021 at 1:46 PM Yes, some limited ones: Turkey judging and Introduction to Chessieson/Fandom, etc. Marilyn Mix | Website -- 11/14/2021 at 1:47 PM Is Turkey judging open to general attendees, or is that just a meeting for the judges? Poryshkin | Con Chair -- 11/14/2021 at 1:47 PM Yes, mostly. the only think is I want to keep D A-M from it, since she's supposed to read the winners cold. Marilyn Mix | Website -- 11/14/2021 at 1:48 PM If you make the turkey judging channel open to a "turkey judge" role, that would keep her from seeing. Poryshkin | Con Chair -- 11/14/2021 at 1:49 PM True, but I don't want to exclude others. Marilyn Mix | Website -- 11/14/2021 at 1:50 PM Do you want Turkey Judging on the program schedule, or will you just post the judging time in the Discord channel? Poryshkin | Con Chair -- 11/14/2021 at 1:50 PM On the schedule. I WANT people ot participate otherwise. Marilyn Mix | Website -- 11/14/2021 at 1:51 PM Got it. I wanted to figure out if I needed to indicate that a program item is on Zoom, or in a Discord channel. Dave/Evan(damont) | Registration -- 11/14/2021 at 1:53 PM Probably a good idea to indicate that, IMO. Herveus | Con Ops -- 11/14/2021 at 1:55 PM If that's all for website, Regisstration is up next. Marilyn Mix | Website -- 11/14/2021 at 1:56 PM Oh, one more thing on programming; Herveus | Con Ops -- 11/14/2021 at 1:56 PM OK Marilyn Mix | Website -- 11/14/2021 at 1:57 PM When you ask for biographies, also ask for the participants, Discord name and Zoom name. [1:57 PM] It was tricky last year figuring that out. Poryshkin | Con Chair -- 11/14/2021 at 1:57 PM Good point! Herveus | Con Ops -- 11/14/2021 at 2:02 PM Registratoin Dave/Evan(damont) | Registration -- 11/14/2021 at 2:03 PM Registration report. Currently we have 92 preregistered for "in-person 2021" . I have not yet created the event for 2022, which is my bad. I need to do that after this meeting, and hopefully I won't screw it up. As of last night I had not yet received text for an email to send out to the folks preregistered for "in-person 2021", which I thought the Con Chair was going to send me. Poryshkin | Con Chair -- 11/14/2021 at 2:04 PM Crap, I completely spaced on that. Apologies. I'll write that one down. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:05 PM Basically we're asking if they want a refund or have us roll over their existing registration to 2022. [2:06 PM] Exactly one of the rolled-over pre-reg's from 2019 is for a Young Adult. Who might or might not be in that age category next year, or even now. But it's only one person, I'm not too concerned. [2:07 PM] (The rest of the current pre-reg's are all marked as adult.) [2:12 PM] As for virtual 2021... couple of questions. 1. I don't recall if we did this last year but I've seen it done elsewhere since: when folks sign on to the event-or-whatever's Discord server, all they can initially see is a single channel, which contains a post with the Code of Conduct. Users must click a specific reaction, usually the default thumbs-up, to signify agreement with the Code of Conduct, and upon clicking that the other channels open up, whatever they are. Is this something we would have the capability of doing? (If we do have that ability, I think we should do this.) 1 Poryshkin | Con Chair -- 11/14/2021 at 2:14 PM It's part of building a server, it can be done easily. I don't remember doing it last year, I thought and still think we can generally trust our audience to be not-douches. But I'm always open to re-thinking that idea. [2:14 PM] If people are in favor of it, then yeah, maybe we should. 1 Marilyn Mix | Website -- 11/14/2021 at 2:15 PM I was going to recommend a separate meeting to discuss the organization of the Discord server. 1 Herveus | Con Ops -- 11/14/2021 at 2:16 PM It does mean that a miscreant cannot convincingly claim to have not actually agreed to the CoC, not that such a claim would get them anywhere. Poryshkin | Con Chair -- 11/14/2021 at 2:19 PM So, is there a strong feeling for a separate meeting for the Discord server? Herveus | Con Ops -- 11/14/2021 at 2:19 PM I think so. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:19 PM It would help keep the TSFS business meeting shorter. Herveus | Con Ops -- 11/14/2021 at 2:23 PM Left on the agenda are Gaming, Music, Mythic, Volunteers, Vendors, and ConOps. Most of those people are not here so far as I know. Anyone feel free to chime in with their report. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:23 PM 2. OK, not technically a question. While we don't have a need for a formal "virtual registration table" like we did last year, as head of Reg I would personally like to have a channel specifically as a place where people can introduce themselves to the rest of the convention. While I would also like virtual-con attendees to provide Reg with name and email address (for possible future communications from Chessiecon, we will not sell nor give away your info), that may be best done off-Discord. I'll ruminate on that. [2:23 PM] Anyway, that can all be discussed at the Discord server setup meeting. (edited) Poryshkin | Con Chair -- 11/14/2021 at 2:24 PM OK, I'll go ahead and issue a call for such on the list. Probably for Wednesday, honestly. [2:24 PM] Again, it's getting to crunch time. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:24 PM Ugh. Wednesday is choir practice, I'd have to miss the first part of the meeting. Marilyn Mix | Website -- 11/14/2021 at 2:25 PM Definitely, do it after you have a preliminary program schedule. [2:25 PM] Or delegate someone to run the meeting. [2:26 PM] I think we had some offers last year from people with a bunch of Discord experience. I'll have to dig into my notes. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:26 PM @Yakira - Volunteers and Vendors you said you'd be more actively here by 2, are you here-here yet? Herveus | Con Ops -- 11/14/2021 at 2:26 PM That sounds right. Yakira - Volunteers and Vendors -- 11/14/2021 at 2:28 PM it would help if I put things in the correct thread [2:28 PM] Yes, kinda here Herveus | Con Ops -- 11/14/2021 at 2:28 PM Oops. Yakira - Volunteers and Vendors -- 11/14/2021 at 2:28 PM Haven't caught up yet [2:29 PM] Put out a call for volunteers at the BSFS/Balticon meetings last night [2:29 PM] have several folks lined up [2:29 PM] We have several vendors wiling to have space on the server, not at home so don't have that list Herveus | Con Ops -- 11/14/2021 at 2:32 PM Thanks. I think that covers everything for this meeting. Absent a rebuttal, I think the time si ripe for a motion to adjourn. Poryshkin | Con Chair -- 11/14/2021 at 2:32 PM I so move Herveus | Con Ops -- 11/14/2021 at 2:33 PM Do we have a second? DrGandalf -- 11/14/2021 at 2:34 PM Who is coordinating Zoom hosts? Yakira - Volunteers and Vendors -- 11/14/2021 at 2:35 PM I did it last year 1 [2:35 PM] I don't mind doing it again [2:35 PM] It was pretty straightforward Herveus | Con Ops -- 11/14/2021 at 2:35 PM Thank you. Yakira - Volunteers and Vendors -- 11/14/2021 at 2:36 PM As soon as we have the schedule I'll set up a separate spreadsheet for hosts to sign up DrGandalf -- 11/14/2021 at 2:36 PM I assume just making a spreadsheet and hoping people poke their names into it [2:36 PM] Be sure you have meon the list of ZZZZZZZZZZoom hosts Poryshkin | Con Chair -- 11/14/2021 at 2:36 PM I do indeed, DrG Yakira - Volunteers and Vendors -- 11/14/2021 at 2:36 PM Of course Dr. G Herveus | Con Ops -- 11/14/2021 at 2:37 PM Moi aussi, svp. Marilyn Mix | Website -- 11/14/2021 at 2:37 PM @Yakira - Volunteers and Vendors are you also going to make the list of Zoom links? Poryshkin | Con Chair -- 11/14/2021 at 2:37 PM There also Marilyn pre-existing list from last year Yakira - Volunteers and Vendors -- 11/14/2021 at 2:38 PM Once Zen has set up the one we're purchasing I can get all the links set up. Syd showed me how 1 [2:38 PM] i will share passwords on the back end DrGandalf -- 11/14/2021 at 2:38 PM I can help with that if you need it. I've scheduled lots of Zoom sessions Yakira - Volunteers and Vendors -- 11/14/2021 at 2:39 PM I may ask you DrGandalf -- 11/14/2021 at 2:41 PM Yes, you may. 1 Poryshkin | Con Chair -- 11/14/2021 at 2:42 PM So, any second to my motion to adjourn? Dave/Evan(damont) | Registration -- 11/14/2021 at 2:42 PM Second Herveus | Con Ops -- 11/14/2021 at 2:42 PM All in favor harumph. Dave/Evan(damont) | Registration -- 11/14/2021 at 2:42 PM Harumph! DrGandalf -- 11/14/2021 at 2:42 PM Harumph (cough-cough) Poryshkin | Con Chair -- 11/14/2021 at 2:43 PM harumph Marilyn Mix | Website -- 11/14/2021 at 2:43 PM hpmurah Herveus | Con Ops -- 11/14/2021 at 2:43 PM And thank you all for coming out. Watch for the Discord planning meeting, and see you at the con. DrGandalf -- 11/14/2021 at 2:44 PM (.)(.) Yakira - Volunteers and Vendors -- 11/14/2021 at 2:45 PM Yay team Keith Lynch -- 11/14/2021 at 3:11 PM Sorry I'm late. DrGandalf -- 11/14/2021 at 3:16 PM Missed it Dave/Evan(damont) | Registration -- 11/14/2021 at 3:16 PM Meeting was not as long as some earlier ones have been.