The Thanksgiving Science Fiction Society held a general business meeting on 4 December 2022. The meeting was held online via Discord, with no in-person interaction aside from folks who live together. All conversations took place via text cht in Discord.

This is a quick-n-dirty Discord transcript of the TSFS General Business Meeting held on 4 December 2022, made on 7 December 2022 by Keith Lynch. All formatting has basically been lost.

-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-
From: "Keith F. Lynch" <kfl@KeithLynch.net>
To: Dave Montuori <damont@wolfstar.com>
Subject: Transcript of December 2022 TSFS meeting
Date: Wed,  7 Dec 2022 17:57:11 -0500 (EST)

Welcome to #december-2022-business-meeting!

This is the start of the #december-2022-business-meeting channel.

November 30, 2022

Herveus | Con Ops 11/30/2022 6:27 AM
2pm on Sunday 4 December

December 4, 2022

DrGandalf -- 12/04/2022 1:52 PM
T-8 minutes

Dave/Evan(damont) | Registration -- 12/04/2022 1:59 PM
Checking in from East Wescosville PA. I'm not feeling too well, probably lack of quality sleep. Going to attempt to compensate with more caffeine (just like at the con).

DrGandalf -- 12/04/2022 1:59 PM

Poryshkin | Con Chair -- 12/04/2022 1:59 PM
Caffeine is a dish best...served...cold.

Dave/Evan(damont) | Registration -- 12/04/2022 2:00 PM
Right now, yes. Coke over ice. Earlier it was coffee, which I wanted warm because it's rather chilly outside.

Herveus | Con Ops -- 12/04/2022 2:00 PM
Howdy y'all.

Dave/Evan(damont) | Registration -- 12/04/2022 2:00 PM
Adsum!
[2:01 PM]
ALso, hello

Marilyn Mix | Website -- 12/04/2022 2:01 PM
im here

Keith Lynch -- 12/04/2022 2:02 PM
So am I

Poryshkin | Con Chair -- 12/04/2022 2:02 PM
I'm neither here nor there, as is usual.

DrGandalf -- 12/04/2022 2:02 PM
You're not here, I'm here. You're somewhere else!

Fred Blonder -- 12/04/2022 2:02 PM
I seem to have finally made one of these, though I find Discord annoying.

Dave/Evan(damont) | Registration -- 12/04/2022 2:03 PM
I find it less annoying than Slack (which has horrible lag problems for me).

1

Herveus | Con Ops -- 12/04/2022 2:04 PM
Today's rough agenda:
Set next meeting
Officer nominations
Treasurer report
After action review of con
What next?

Poryshkin | Con Chair -- 12/04/2022 2:05 PM
Brainstorming ideas to recruit staff.

Herveus | Con Ops -- 12/04/2022 2:05 PM
OK.
[2:06 PM]
January meeting: I'm booked first and last weekends.
[2:06 PM]
14-15 and 20-21 January are options.

Poryshkin | Con Chair -- 12/04/2022 2:06 PM
I am also booked last weekend.

Dave/Evan(damont) | Registration -- 12/04/2022 2:07 PM
Brunswick Games Day would be the 7th if it happens, so I'm going to mark myself as unavailable for the 7-8 just in case. But the rest of January looks fine for me so far. (edited)

DrGandalf -- 12/04/2022 2:07 PM
14-15 and 20-21 work for me. 14 is BSFS, so can't run late that day. 15 is Halla's BDay, not great for me
[2:07 PM]
21-22 totally open for me

Poryshkin | Con Chair -- 12/04/2022 2:08 PM
Does anyone object to 20 or 21 January, then?

DrGandalf -- 12/04/2022 2:08 PM
21 or 22 are Sat and Sun

Poryshkin | Con Chair -- 12/04/2022 2:08 PM
Ah, Dr G has the weekend dates correct.

Herveus | Con Ops -- 12/04/2022 2:09 PM
How about Saturday, 21 January at 2pm?

2

Poryshkin | Con Chair -- 12/04/2022 2:09 PM
I'm in favor

Keith Lynch -- 12/04/2022 2:09 PM
Fine with me

Dave/Evan(damont) | Registration -- 12/04/2022 2:09 PM
I can do Sat, 21 Jan at 2pm

DrGandalf -- 12/04/2022 2:09 PM
OK

Herveus | Con Ops -- 12/04/2022 2:10 PM
Channel created for January meeting

1

Poryshkin | Con Chair -- 12/04/2022 2:10 PM
yay!

Herveus | Con Ops -- 12/04/2022 2:11 PM
Officer nominations (and one trustee):

Poryshkin | Con Chair -- 12/04/2022 2:11 PM
I'm willing to stand for continuing Treasurer

DrGandalf -- 12/04/2022 2:11 PM
Please list current office holders

1

Dave/Evan(damont) | Registration -- 12/04/2022 2:12 PM
I second Dr G

Keith Lynch -- 12/04/2022 2:12 PM
I'm available for anything, though I may not have the experence.  I would prefer to send a resume and anti-resume so those with experience have some Idea what I can and cannot do.

Herveus | Con Ops -- 12/04/2022 2:12 PM
President: Michael Houghton
Vice President: Meg Hogan
Treasurer: Sam Hogan
Secretary: Dave Montuori

Dave/Evan(damont) | Registration -- 12/04/2022 2:13 PM
Current trustees are?

Herveus | Con Ops -- 12/04/2022 2:14 PM
Trustees are: Marc Drexler, Joanna Dionne, and Fred Blonder (whose term is up this time around) (edited)

Fred Blonder -- 12/04/2022 2:14 PM
I thought I was a Trustee.

Herveus | Con Ops -- 12/04/2022 2:14 PM
I'm willing to continue as President.
[2:14 PM]
I could be mistaken. Probably am, even.

Poryshkin | Con Chair -- 12/04/2022 2:15 PM
Memory says that Fred had replace Joanna, but memory is an iffy thing at times.

Dave/Evan(damont) | Registration -- 12/04/2022 2:15 PM
Want me to search the minutes?

Herveus | Con Ops -- 12/04/2022 2:15 PM
Marc was elected in 2022; Joanna in 2021.
[2:15 PM]
Check January 2020, please.

Dave/Evan(damont) | Registration -- 12/04/2022 2:15 PM
ok, Stand by...

Diamond Mystic -- 12/04/2022 2:16 PM
Here as well though will be on the road in about 15 minutes or so, was just catching up with what had been written thus far.

Dave/Evan(damont) | Registration -- 12/04/2022 2:16 PM
Jan 2020 says Fred was nominated for trustee and elected without objection.

Herveus | Con Ops -- 12/04/2022 2:16 PM
OK.
[2:16 PM]
So his term is up this time around.

DrGandalf -- 12/04/2022 2:17 PM
How long is a term and when was I elected (since I don't remember being elected)

Herveus | Con Ops -- 12/04/2022 2:17 PM
Are there nominees from the floor?
[2:17 PM]
Three years. I was mistaken when I hung that on you, Dr. G.

DrGandalf -- 12/04/2022 2:17 PM
I thought not.
[2:18 PM]
To to be clear, the current trustees and their term expirations are........

Herveus | Con Ops -- 12/04/2022 2:19 PM
Marc Drexler expiring in 2025; Joanna Dionne expiring in 2024; Fred Blonder expiring in 2023. January, to be precise.

Dave/Evan(damont) | Registration -- 12/04/2022 2:20 PM
I am willing to accept a nomination to continue as Secretary.

DrGandalf -- 12/04/2022 2:20 PM
So nominated

@DrGandalf
How long is a term and when was I elected (since I don't remember being elected)

Poryshkin | Con Chair -- 12/04/2022 2:21 PM
One can nominate one's self, but I'm certainly not going to object to anyone nominating a different person.
[2:21 PM]
OK, so Marc's term is up?

Dave/Evan(damont) | Registration -- 12/04/2022 2:21 PM
No, Fred's is.
[2:22 PM]
Marc was (re?-)elected as Trustee this past January.

Fred Blonder -- 12/04/2022 2:22 PM
I am willing to continue unless someone else really wants the job.

Poryshkin | Con Chair -- 12/04/2022 2:22 PM
Rig, year lag, sorry, brain fart

DrGandalf -- 12/04/2022 2:22 PM
I also nominate Fred for another term

Dave/Evan(damont) | Registration -- 12/04/2022 2:22 PM
I too nominate Fred Blonder to continue as Trustee, or second Dr G, whatever (edited)

Herveus | Con Ops -- 12/04/2022 2:24 PM
I nominate myself for President; is Meg willing to continue or do we need a new Vice President. The VP's jobs are to preside in the absence of the President and also to take minutes. The Secretary's job re minutes is to publish them, more or less.

Poryshkin | Con Chair -- 12/04/2022 2:25 PM
OK, I just checked with Meg-she is willing to continue as VP if necessary, but is also willing to step aside (and probably would prefer to) if another nominee were to appear.

Dave/Evan(damont) | Registration -- 12/04/2022 2:25 PM
We have basically been using the Discord chat transcript as de facto minutes since April 2020. At least that's what I have been publishing.

DrGandalf -- 12/04/2022 2:25 PM
Second Herveus for Prez.

Marilyn Mix | Website -- 12/04/2022 2:25 PM
I would be willing to stand for VP

Poryshkin | Con Chair -- 12/04/2022 2:25 PM
I so nominate

Herveus | Con Ops -- 12/04/2022 2:25 PM
Second

Marilyn Mix | Website -- 12/04/2022 2:25 PM
since meetings are text, I can do minutes

DrGandalf -- 12/04/2022 2:26 PM
2 degrees

Herveus | Con Ops -- 12/04/2022 2:26 PM
OK. We have nominees for all the slots. We vote on them in January. Thanks to all willing to continue or step up.

DrGandalf -- 12/04/2022 2:26 PM
Did someone officially nominate Poryshkin for Treas? If not, I do

@DrGandalf
2 degrees

Dave/Evan(damont) | Registration -- 12/04/2022 2:26 PM
Wiseass!me wants to know if those are degrees C, F, K, or some other scale

1
Herveus | Con Ops
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Herveus | Con Ops -- 12/04/2022 2:27 PM
Plato

1
[2:28 PM]
There's alcohol (or potential alcohol) involved.
[2:28 PM]
Treasurer's report

Poryshkin | Con Chair -- 12/04/2022 2:28 PM
"Willing to stand for continuing" is another form of nomination, but again, if someone else wanted to also nominate or 2nd, there's no objection on my part
[2:28 PM]
Half a minute, bio breal

Herveus | Con Ops -- 12/04/2022 2:29 PM

DrGandalf -- 12/04/2022 2:30 PM

Poryshkin | Con Chair -- 12/04/2022 2:30 PM
As most or all of you know, the convention was a financial disaster. The numbers:
[2:31 PM]
Undeposited seed money (taken out of account for house tips and registration change): $100
[2:31 PM]
Undeposited Memberships: $324.00
[2:31 PM]
Undeposited Donations: $2091.00
[2:32 PM]
PayPal Accounts: $325.36
[2:32 PM]
Bank Account: $916.17
[2:32 PM]
Total liquid assets,: $7756.53
[2:34 PM]
This reflects the hotel bill for normal convention functions, which has been paid.

Dave/Evan(damont) | Registration -- 12/04/2022 2:34 PM
um, if I add lines 1 through 5 I get 3756.53 (starting with a three not a seven)

Poryshkin | Con Chair -- 12/04/2022 2:34 PM
Gh, the bank account is $4916.17, sorry, typo there.

Dave/Evan(damont) | Registration -- 12/04/2022 2:34 PM
OK, that accounts for it

DrGandalf -- 12/04/2022 2:35 PM
Whew

Dave/Evan(damont) | Registration -- 12/04/2022 2:36 PM
So it's not as bad as it COULD be, but it's still Not Good.

Herveus | Con Ops -- 12/04/2022 2:36 PM
But wait...

Poryshkin | Con Chair -- 12/04/2022 2:36 PM
The disaster part, though: as has become pretty standard in hotel contract, though, the is a clause which states that the hotel expects such-and-such income from hotel room, and the like. The organization is responsible for shortfall. In this case, that shortfall stands at $11,374.00

Dave/Evan(damont) | Registration -- 12/04/2022 2:37 PM
I hope you got the list of names I sent? I don't think I ever saw a reply from the hotel person.

Poryshkin | Con Chair -- 12/04/2022 2:38 PM
It is important to note that the hotel is stillauditing the room block with our registration records, so that number may change. Given that attendence was way down tis year, I honestly think it' won't change much.

Dave/Evan(damont) | Registration -- 12/04/2022 2:39 PM
I tend to agree, alas.

Poryshkin | Con Chair -- 12/04/2022 2:39 PM
Assuming no change, the overall short fall of room block vs liquid assets is $3617.47. And this does NOT account for organization expenses going forward.
[2:41 PM]
Hence, he GoFundMe that Danielle set up for us-and the $11k figure that I came up with was meant to provide for not only the room block shortfall, but also for said ongiong expenses, any possible future convention, that sort of thing.
[2:42 PM]
Right now, that Go Fund Me account is somewhere around $1200 of that $1100-this does not reflect the undeposited donations listed above.

Herveus | Con Ops -- 12/04/2022 2:42 PM
It's at $1320 at this moment.

Poryshkin | Con Chair -- 12/04/2022 2:43 PM
Even, yes, I did get the list of name-Crai Leigh did respond, I didn't realize that you hadn't gotten that response.

@Poryshkin | Con Chair
Right now, that Go Fund Me account is somewhere around $1200 of that $1100-this does not reflect the undeposited donations listed above.

Dave/Evan(damont) | Registration -- 12/04/2022 2:44 PM
Right -- the undeposited donations were given outside the GoFundMe. Mostly pphysically at the convention.

Poryshkin | Con Chair -- 12/04/2022 2:44 PM
Further note to donations: Chris Cowan (merchant, Undiscovered Treasures) and Carl Cipra (long-time programming participant) each gave us a check for $1000-thaus, the high number of undeposited donations. We shoudl publicly thank them, although the degree of their contributions shoudl I feel not be publicly disclosed.

3
[2:46 PM]
The GoFundMe account is set up to do daily deposits to the bank account, so I didn't actually count anything that may have been donated today in any of the above figures.
[2:47 PM]
Marilyn, if I get suitable wording to you about the GFM, the large individual donations, and a please for staff, can you get that up on the website?

@Poryshkin | Con Chair
Marilyn, if I get suitable wording to you about the GFM, the large individual donations, and a please for staff, can you get that up on the website?

Marilyn Mix | Website -- 12/04/2022 2:48 PM
Yes.  I'll draft something for review, then publish on Facebook and the website.

Poryshkin | Con Chair -- 12/04/2022 2:49 PM
Excellent, though we might cross messages. We can work that out out of meeting.
[2:49 PM]
I think that's it for treasurer, unless anyone has other questions relevant to this topic.

Herveus | Con Ops -- 12/04/2022 2:50 PM
Thanks!

Yakira - Volunteers and Vendors -- 12/04/2022 2:51 PM
I'm here now. just catching up.

Herveus | Con Ops -- 12/04/2022 2:51 PM
After action review. What went well? What didn't? What do we want to write down for the record?
[2:52 PM]
From the feedback session, it seemed that the sense was that the amount of programming was well matched to the number of attendees and sessions were generally well received. (edited)

Poryshkin | Con Chair -- 12/04/2022 2:52 PM
From Con Chair:
The good news:
1. Blibbering Humdingers were a prefect fit for the con. Even better than having Tom Smith as a Music GoH, and that's saying a lot, as TS is a great music GoH

Herveus | Con Ops -- 12/04/2022 2:52 PM
Having more of both would have been a big plus, but...

Poryshkin | Con Chair -- 12/04/2022 2:53 PM
2. I heard from at least one general member that the con was not "over-programmed". Or, put another way, a good blend of the amount of programming, and the relaxacon aspect.

Fred Blonder -- 12/04/2022 2:54 PM
The field-trip to the computer museum went over very well, though there were only a few attendees.

Poryshkin | Con Chair -- 12/04/2022 2:54 PM
Excellent.

@Fred Blonder
The field-trip to the computer museum went over very well, though there were only a few attendees.

Marilyn Mix | Website -- 12/04/2022 2:54 PM
That was a good tour size in the end.

Dave/Evan(damont) | Registration -- 12/04/2022 2:54 PM
I would have liked to do the field trip but that was too much time away from the desk for me. (edited)

@Dave/Evan(damont) | Registration
I would have liked to do the field trip but that was too much time away from the desk for me. (edited)

Diamond Mystic -- 12/04/2022 2:55 PM
Ditto

@Dave/Evan(damont) | Registration
I would have liked to do the field trip but that was too much time away from the desk for me. (edited)

Marilyn Mix | Website -- 12/04/2022 2:55 PM
My husband miss the tour because he was covering for Dave  ;-)

Herveus | Con Ops -- 12/04/2022 2:55 PM
We really missed the atrium as a general, fairly central, hangout space.

DrGandalf -- 12/04/2022 2:56 PM
I definitely missed one of my favorite things about the ghost hotel, which is the atrium as a place for people to gather, chat, jam, craft, etc. There was no place at the HVI that served that purpose. I kept wondering where everyone was. Or maybe there were no everyones to find.

Fred Blonder -- 12/04/2022 2:56 PM
I believe Bob's intention was that if there were enough people he would have his staff lead a second group of ten.  Those were the two people lurking in the background who were not needed.

Marilyn Mix | Website -- 12/04/2022 2:56 PM
The Con suite was a great space, though far from the meeting rooms

1

Keith Lynch -- 12/04/2022 2:56 PM
I was a last-minute addition to the museum tour.  I thought I wouldn't be able to go, but the memorial panel ended early.

Poryshkin | Con Chair -- 12/04/2022 2:56 PM
Bad news: The Con Chair, the Head of Music Programming, the Head of Mythic Programming, and the Vendors Coordinator were all facing massive health problems throughout the year, which often prevented them from fulfulling their duties is a suitably timely manner.

Dave/Evan(damont) | Registration -- 12/04/2022 2:56 PM
The con suite was in Outer Kishnev.
[2:56 PM]
Unavoidable, probably

@DrGandalf
I definitely missed one of my favorite things about the ghost hotel, which is the atrium as a place for people to gather, chat, jam, craft, etc. There was no place at the HVI that served that purpose. I kept wondering where everyone was. Or maybe there were no everyones to find.

Diamond Mystic -- 12/04/2022 2:57 PM
Should we be there in future, if we have such (a future) I'm sure we will find somewhere at HVD: that place is full of interesting areas that aren't well publicized.

Poryshkin | Con Chair -- 12/04/2022 2:57 PM
And the complete lack of a hotel liaison was also a big problem.

Keith Lynch -- 12/04/2022 2:57 PM
It would have been nice if it had had a bathroom.  And if it had been staffed 24 hours, which I thought I had been scheduled to do.

DrGandalf -- 12/04/2022 2:58 PM
I went to the con suite many times over the weekend. It is to small a space for the kind of socializing that occurred in the atrium. The con suite has basically one auditory space. If there was one discussion going on, no others could happen

Dave/Evan(damont) | Registration -- 12/04/2022 2:58 PM
The hotel apparently specifically disallowed having the con suite open 24 hours, which (if true) was unfortunate but again likely unavoidable.

Fred Blonder -- 12/04/2022 2:58 PM
It would have been nice to have a bathroom, or at least a sink.  I'm not convinced that with the attendance we had, a 24-hour con suite made sanse.

Herveus | Con Ops -- 12/04/2022 2:58 PM
When I needed to get doors locked, the front desk was completely helpful in passing the word. Also when we needed banquets to get the room ready for the concert, they made it happen.

@DrGandalf
I went to the con suite many times over the weekend. It is to small a space for the kind of socializing that occurred in the atrium. The con suite has basically one auditory space. If there was one discussion going on, no others could happen

Dave/Evan(damont) | Registration -- 12/04/2022 2:58 PM
Previous hotel's con suite was also of similar size. I don't think we meant for it to replace the atrium.

@Keith Lynch
It would have been nice if it had had a bathroom.  And if it had been staffed 24 hours, which I thought I had been scheduled to do.

Poryshkin | Con Chair -- 12/04/2022 2:59 PM
As I was completely unable to articulate in the wee hours of Saturday Morning, but was able to articulate at the gripe session for con end, it had always been my intention to have the con suite staffed at Thomas' discretion, since he is head of that department.

@Herveus | Con Ops
When I needed to get doors locked, the front desk was completely helpful in passing the word. Also when we needed banquets to get the room ready for the concert, they made it happen.

DrGandalf -- 12/04/2022 2:59 PM
Except that we shouldn't have needed to get banquets to set up the concert. You and I personally went over that with Craig. It should have been done

Herveus | Con Ops -- 12/04/2022 3:00 PM
Well, yes. But at the moment in time, it got handled without any hassle beyond having to ask for it.

@Dave/Evan(damont) | Registration
Previous hotel's con suite was also of similar size. I don't think we meant for it to replace the atrium.

DrGandalf -- 12/04/2022 3:01 PM
No, but in the absence of an atrium-like space, I was hoping the con suite would substitute.

Poryshkin | Con Chair -- 12/04/2022 3:01 PM
Yes, and those changes were reflected in the layouts sent to Crain Leigh: when I spoke with front desk about it, they passed on the word from Banquets that Banq somehow thought that all the room changeovers had already been done.
[3:02 PM]
IOW< they either didn't get the last changeover diagram, or completely mis-read and ignored it.
[3:02 PM]
Hotel internal communications...

Herveus | Con Ops -- 12/04/2022 3:02 PM
For future reference, we could be a little more proactive in making sure they are with the program a bit farther ahead of time. That's a Hotel Liaison/ConOps thing, I think.

1

Poryshkin | Con Chair -- 12/04/2022 3:03 PM
Which brings me back to staffing: Guys, I can't do this. I can be Con Chair, and head of Programming, and Hotel Liaison, and corporation treasurer.
[3:04 PM]
the actual limits of my abilities are probably Treasurer and Hotel Liaison.  REally, that's it.

Keith Lynch -- 12/04/2022 3:04 PM
I will email you (Poryshkin) my resume and anti-resume.

Herveus | Con Ops -- 12/04/2022 3:04 PM
And you should not have to be. Treasurer and one more is not stupid crazy, but...

Keith Lynch -- 12/04/2022 3:04 PM
And you can decide what, if anything, I'm good for.

Dave/Evan(damont) | Registration -- 12/04/2022 3:04 PM
As I said at the gripe session, out of con Chair, Programming Head, and Hotel Liaison, pick ONE. We need two other people to do the other two.
[3:05 PM]
We needed that this year, and just didn't have them.

@Poryshkin | Con Chair
the actual limits of my abilities are probably Treasurer and Hotel Liaison.  REally, that's it.

Dave/Evan(damont) | Registration -- 12/04/2022 3:06 PM
ObMovieQuote: "A man's GOT to know his limitations."

Poryshkin | Con Chair -- 12/04/2022 3:06 PM
Which means we need a con chair, a head of programming, probably new vedors' coordinator, probably new head of mythic programming, and probably new head of music programming, and assistants for all of those, plus assistants for Con Ops, Registration, and if we ever manage to brig back Art show, a director for that, and an assistant.

Herveus | Con Ops -- 12/04/2022 3:07 PM
Wisdom from Inspector Callahan.

Yakira - Volunteers and Vendors -- 12/04/2022 3:07 PM
I'm willing to take on programming since I am heading program for Balticon and will take the experience, tools, and reach if a much larger con. And Chessiecon program happens during Balticon's down time.

Herveus | Con Ops -- 12/04/2022 3:08 PM
I'm willing to do ConOps again. I'll have a better idea what's involved (as opposed to "no clue" this time).

Dave/Evan(damont) | Registration -- 12/04/2022 3:08 PM
@Diamond Mystic how does your health situation look going forward? (In re Mythic Track)

Poryshkin | Con Chair -- 12/04/2022 3:09 PM
the Con Chair, especially, should be familiar with the history of Chessiecon as a very much women-creator-oriented organization: it is an unspoken rule that our "main"/Literary Guest of Honor be a woman: and the person in question gets to define herself as a woman, we don't get to impose that identity on anyone. Also, we have always been LGBTQ+-friendly, if not explicitly intersectionality-oriented.

@Dave/Evan(damont) | Registration
@Diamond Mystic how does your health situation look going forward? (In re Mythic Track)

Poryshkin | Con Chair -- 12/04/2022 3:11 PM
A very good question: people's health status do vary.

Dave/Evan(damont) | Registration -- 12/04/2022 3:12 PM
I have vague recollection that John may have said that whatever was plaguing him for 2022 may be behind him, hence why I asked.

Poryshkin | Con Chair -- 12/04/2022 3:14 PM
Unfortunately, he seems to have gone idle.

Dave/Evan(damont) | Registration -- 12/04/2022 3:14 PM
AFK bio break

Yakira - Volunteers and Vendors -- 12/04/2022 3:14 PM
He mentioned earlier that he would be driving and would catch up later

Poryshkin | Con Chair -- 12/04/2022 3:15 PM
Ah, missed that, thanks for the note.

DrGandalf -- 12/04/2022 3:15 PM
I will certainly continue in my role as program a/v
\\\
me and anti-resume.

Herveus | Con Ops -- 12/04/2022 3:04 PM
And you should not have to be. Treasurer and one more is not stupid crazy, but...

Keith Lynch -- 12/04/2022 3:04 PM
And you can decide what, if anything, I'm good for.

Dave/Evan(damont) | Registration -- 12/04/2022 3:04 PM
As I said at the gripe session, out of con Chair, Programming Head, and Hotel Liaison, pick ONE. We need two other people to do the other two.
[3:05 PM]
We needed that this year, and just didn't have them.

@Poryshkin | Con Chair
the actual limits of my abilities are probably Treasurer and Hotel Liaison.  REally, that's it.

Dave/Evan(damont) | Registration -- 12/04/2022 3:06 PM
ObMovieQuote: "A man's GOT to know his limitations."

Poryshkin | Con Chair -- 12/04/2022 3:06 PM
Which means we need a con chair, a head of programming, probably new vedors' coordinator, probably new head of mythic programming, and probably new head of music programming, and assistants for all of those, plus assistants for Con Ops, Registration, and if we ever manage to brig back Art show, a director for that, and an assistant.

Herveus | Con Ops -- 12/04/2022 3:07 PM
Wisdom from Inspector Callahan.

Yakira - Volunteers and Vendors -- 12/04/2022 3:07 PM
I'm willing to take on programming since I am heading program for Balticon and will take the experience, tools, and reach if a much larger con. And Chessiecon program happens during Balticon's down time.

Herveus | Con Ops -- 12/04/2022 3:08 PM
I'm willing to do ConOps again. I'll have a better idea what's involved (as opposed to "no clue" this time).

Dave/Evan(damont) | Registration -- 12/04/2022 3:08 PM
@Diamond Mystic how does your health situation look going forward? (In re Mythic Track)

Poryshkin | Con Chair -- 12/04/2022 3:09 PM
the Con Chair, especially, should be familiar with the history of Chessiecon as a very much women-creator-oriented organization: it is an unspoken rule that our "main"/Literary Guest of Honor be a woman: and the person in question gets to define herself as a woman, we don't get to impose that identity on anyone. Also, we have always been LGBTQ+-friendly, if not explicitly intersectionality-oriented.

@Dave/Evan(damont) | Registration
@Diamond Mystic how does your health situation look going forward? (In re Mythic Track)

Poryshkin | Con Chair -- 12/04/2022 3:11 PM
A very good question: people's health status do vary.

Dave/Evan(damont) | Registration -- 12/04/2022 3:12 PM
I have vague recollection that John may have said that whatever was plaguing him for 2022 may be behind him, hence why I asked.

Poryshkin | Con Chair -- 12/04/2022 3:14 PM
Unfortunately, he seems to have gone idle.

Dave/Evan(damont) | Registration -- 12/04/2022 3:14 PM
AFK bio break

Yakira - Volunteers and Vendors -- 12/04/2022 3:14 PM
He mentioned earlier that he would be driving and would catch up later

Poryshkin | Con Chair -- 12/04/2022 3:15 PM
Ah, missed that, thanks for the note.

DrGandalf -- 12/04/2022 3:15 PM
I will certainly continue in my role as program a/v

@DrGandalf
I will certainly continue in my role as program a/v

Poryshkin | Con Chair -- 12/04/2022 3:15 PM
Greatly appreciated.

Dave/Evan(damont) | Registration -- 12/04/2022 3:17 PM
back

Poryshkin | Con Chair -- 12/04/2022 3:17 PM
So, to sum up what went wrong with this years convention largely comes down to staffing: too few people trying to do too many things. BTW, this also applies to many of our programming participants-if you compare the number of presenters for this year to prior years, it's easy to see how true this is.

2

Herveus | Con Ops -- 12/04/2022 3:18 PM
Given my success at getting a program book out, I'd love to hand that off to someone. Making badges is fine, though.

Dave/Evan(damont) | Registration -- 12/04/2022 3:18 PM
I suspect the number of presenters this year, compared to previous years, may reflect overall attendance numbers, but I haven't tried to gather the relevant data.

Herveus | Con Ops -- 12/04/2022 3:18 PM
I really appreciate Marilyn getting the information up on the web page.

@Herveus | Con Ops
Given my success at getting a program book out, I'd love to hand that off to someone. Making badges is fine, though.

Marilyn Mix | Website -- 12/04/2022 3:19 PM
I think I could manage putting together a program book.

DrGandalf -- 12/04/2022 3:20 PM
@Yakira - Volunteers and Vendors Would you like me as programming assistant?

@DrGandalf
@Yakira - Volunteers and Vendors Would you like me as programming assistant?

Yakira - Volunteers and Vendors -- 12/04/2022 3:21 PM
That would be grand dr g (edited)

1

@Dave/Evan(damont) | Registration
I suspect the number of presenters this year, compared to previous years, may reflect overall attendance numbers, but I haven't tried to gather the relevant data.

Poryshkin | Con Chair -- 12/04/2022 3:21 PM
I would put it slightly differently: the number of presenters and the overall attending members were both reflections of ongoing problems with the convention. Recover from losing  our venue in 019, the force move to online for 2020 & 2021, staff not being able to do their jobs effectively=-and remember, I include myself in that category-all that fun stuff.

DrGandalf -- 12/04/2022 3:22 PM
 We are avoiding the elephant in the room .I guess we'll get to that later

Dave/Evan(damont) | Registration -- 12/04/2022 3:22 PM
Included in my ponderings was wondering if number of presenters in 2014-17 was proportional to attendance in those years, not just the figures for 2018 and 2022... (edited)

Keith Lynch -- 12/04/2022 3:23 PM
I suspect that some avoided the con because the covid precautions were too harsh, and others because they weren't harsh enough.  (I think they were just about right.)

Yakira - Volunteers and Vendors -- 12/04/2022 3:24 PM
Speaking of COVID, I tested neg on Friday. Have we had any reports of it at/from the con?

Dave/Evan(damont) | Registration -- 12/04/2022 3:25 PM
I know for a fact that some folks did not come to the convention because they considered the TRAVEL to be too dangerous, regardless of the covid precautions at the convention. (Some folks specifically said this to me offchannel.)

Poryshkin | Con Chair -- 12/04/2022 3:25 PM
As a final note, I will remind people that we have an outstanding contract with the Lord Baltimore. There was some thought earlier that the LB had "broken" the contract, which is not the case. The contract included a provision for continuation in the event of Force Majeure. Which the hotel was put under-and they did work with us to try and find an alternative venue when we were unsure if we could hold an in-person for 2021. And in fact, I got an note  at the beginning of November from the sales manager there (Lee), saying he was hoping we'd keep them in mind for 2023.

@Yakira - Volunteers and Vendors
Speaking of COVID, I tested neg on Friday. Have we had any reports of it at/from the con?

Poryshkin | Con Chair -- 12/04/2022 3:26 PM
I havne't heard such so far, and I did test myself on Wednesday-negative, as I as hoping and expected.

Fred Blonder -- 12/04/2022 3:26 PM
I became ill on Monday, but tested negative for Covid.  I was sick all week, complicated by my furnace failing, so I tried to keep warm in a 48 degree house.  Furnace is fixed and I'm all better, but exhausted, sore and grumpy.

Dave/Evan(damont) | Registration -- 12/04/2022 3:27 PM
Reports from folks who mentioned it where I could see, was that they had tested negative. I haven't tested myself yet but have not developed any symptoms -- that is to say, any symptoms I have now I had before Thanksgiving, and I tested negative then

Herveus | Con Ops -- 12/04/2022 3:28 PM
No signs of illness here, either.
[3:28 PM]
We certainly can keep LB in mind for 2023 if we are in a position to do it.

Keith Lynch -- 12/04/2022 3:29 PM
I've never had any covid symptoms, but have never been tested.  I've never in my adult life had a cold, flu, or con-crud either, for whatever that's worth.

Poryshkin | Con Chair -- 12/04/2022 3:29 PM
So, does post-con report segue into brainstorming for more staff? WE've pretty much got the staffing needs outlined, I think.

Dave/Evan(damont) | Registration -- 12/04/2022 3:29 PM
Quick after-con report from Registration
[3:31 PM]
The last badge I gave out (Sunday morning) was 116. Reg system says we checked in 111. Not sure how that happened, as I can only account for two badges that were destroyed (they were given out to folks who had preprint badges as presenters).
[3:33 PM]
There are two other (that I know of) numbered badges presumably given out (26 and 93, IIRC) but those badge numbers do not appear in the reg system and therefore probably don't count for "checked in" either. Which leaves a discrepancy of only 1, I'm not too concerned.

Keith Lynch -- 12/04/2022 3:33 PM
Coincidentally, it was my 111th con (not counting virtual cons).

Dave/Evan(damont) | Registration -- 12/04/2022 3:33 PM
Happy eleventyfirst convention

@Keith Lynch
Coincidentally, it was my 111th con (not counting virtual cons).

Poryshkin | Con Chair -- 12/04/2022 3:34 PM
Does your nephew count for another 33?

1

1

Dave/Evan(damont) | Registration -- 12/04/2022 3:34 PM
There were people at the convention (preregistered) who never picked up a badge for $REASONS
[3:34 PM]
That's partially on me and partially on them

Keith Lynch -- 12/04/2022 3:35 PM
Thanks.   I don't think I've ever been to a con Filthy Pierre wasn't at.   Either he goes to thousands of them or he's stalking me.

Fred Blonder -- 12/04/2022 3:35 PM
Or you are stalking him.

Dave/Evan(damont) | Registration -- 12/04/2022 3:36 PM
Pierre goes to tons of conventions and has since before I started going to cons.
[3:37 PM]
You could be stalking each other.

Keith Lynch -- 12/04/2022 3:37 PM
Speaking of 111st and nephews, maybe the next con should be at Mt. Doom.  Room rates are low, and I might actually be warm for once.

1

Dave/Evan(damont) | Registration -- 12/04/2022 3:38 PM
I hear the main ballroom is a bit hazardous though.
[3:39 PM]
I mean, it's one thing to play "The Floor Is Lava", but REALLY...

Marilyn Mix | Website -- 12/04/2022 3:40 PM
@DrGandalf  So the elephant in the room... I have my idea of what it is?  What is yours?

Dave/Evan(damont) | Registration -- 12/04/2022 3:41 PM
(Sorry, got sidetracked, but that's all for Registration's after-con report)

DrGandalf -- 12/04/2022 3:43 PM
Simple. Can we move forward? Do we have the financial and personnel resources to successfully put on another Con? Will our HVI bill wipe us out? Can we make a contract with another hotel? Have people just plain moved on from attending our beloved convention? With attendance anything like what we got this year, then we really can't. There's no way to make a room block.

@DrGandalf
Simple. Can we move forward? Do we have the financial and personnel resources to successfully put on another Con? Will our HVI bill wipe us out? Can we make a contract with another hotel? Have people just plain moved on from attending our beloved convention? With attendance anything like what we got this year, then we really can't. There's no way to make a room block.

Poryshkin | Con Chair -- 12/04/2022 3:44 PM
Exactly. The convention has two huge problems to solve to move forward: financial and staff.

Keith Lynch -- 12/04/2022 3:44 PM
Well, I noticed that lots of people didn't seem to have badges and lots of people weren't wearing masks.  I didn't say anything at the time.  Perhaps I should have.

Marilyn Mix | Website -- 12/04/2022 3:44 PM
Basically, that was my concern.  Can we realistically continue Chessiecon.  Everyone says they love it, but who is willin gto run it?

Diamond Mystic -- 12/04/2022 3:45 PM
Mostly if not totally caught up with comments, but will be AFK for the next few hours and will reply back with anything required of me/suggestions.  Be well all.

Herveus | Con Ops -- 12/04/2022 3:45 PM
We cannot answer that question today. The typical business pattern going forward is "elections in January" and then we meet in April. By then we should have a sense of whether we will survive financially.

Dave/Evan(damont) | Registration -- 12/04/2022 3:46 PM
Everyone who was there this year seemed to express affection for Chessiecon. And several who couldn't make it said they felt the same. But what about everyone else?

@Diamond Mystic
Mostly if not totally caught up with comments, but will be AFK for the next few hours and will reply back with anything required of me/suggestions.  Be well all.

Poryshkin | Con Chair -- 12/04/2022 3:46 PM
If you feel that your health issues are indeed, past you, and are willing to continue as head of Mythic programming, I'd throw my support behind that effort.

Herveus | Con Ops -- 12/04/2022 3:47 PM
Can we do a mass email to past attendees to try to gauge their actual interest?

Keith Lynch -- 12/04/2022 3:47 PM
Was every past member even aware of this year's con?  I posted about it to wsfa, prsfs, and rasff, but lots of folks are in none of those places.

@Dave/Evan(damont) | Registration
Everyone who was there this year seemed to express affection for Chessiecon. And several who couldn't make it said they felt the same. But what about everyone else?

Poryshkin | Con Chair -- 12/04/2022 3:47 PM
As might be expected, amy who have donated to the GFM have expressed exmotional, as well as financial suppport for the con.

DrGandalf -- 12/04/2022 3:47 PM
Can we wait that long? Specifically in regards to getting a hotel contract and in having time to make people aware that the con exists

Herveus | Con Ops -- 12/04/2022 3:48 PM
We apparently have a viable contract with Lord Baltimore that we could exercise.
[3:48 PM]
If we have to decide now, the decision seems pretty clear and grim.

Poryshkin | Con Chair -- 12/04/2022 3:49 PM
I dont' think we have to decide now

Yakira - Volunteers and Vendors -- 12/04/2022 3:49 PM
I'm with Dr. G. I don't think we can wait until April to move forward. Perhaps we ought to consider moving forward 'as if' and then making a decision in April.

1

@Herveus | Con Ops
Can we do a mass email to past attendees to try to gauge their actual interest?

Dave/Evan(damont) | Registration -- 12/04/2022 3:49 PM
It would take some nontrivial effort to put together the email list, and I have no doubt that many of the email addresses we have are no longer valid, but we could do some form of mass email to past attendees.

DrGandalf -- 12/04/2022 3:49 PM
I think we need to decide before April.

1

Keith Lynch -- 12/04/2022 3:49 PM
Also, even if we can't do 2023, perhaps we can do 2024.  Maybe covid will be over by then.

Herveus | Con Ops -- 12/04/2022 3:49 PM
We certainly can discuss the state of affairs in January. We can also meet sooner than April to consider the question.

1

DrGandalf -- 12/04/2022 3:50 PM
Personally, I have grave doubts. I did not feel the enthusiasm among the attendees.

1

@Dave/Evan(damont) | Registration
It would take some nontrivial effort to put together the email list, and I have no doubt that many of the email addresses we have are no longer valid, but we could do some form of mass email to past attendees.

Poryshkin | Con Chair -- 12/04/2022 3:50 PM
We do have the Mail Chimp list, which was one of the things that got majorly effed up this year because, well, this year.

Dave/Evan(damont) | Registration -- 12/04/2022 3:51 PM
I think that, unless we are going to hang it all up right now, we should go forward with planning for a future Chessiecon, because not to do so pretty much dooms us from the get-go.

Marilyn Mix | Website -- 12/04/2022 3:51 PM
Herveus, you are right that we can't full discuss the issue today, since it is nearly 4:00.

Keith Lynch -- 12/04/2022 3:51 PM
At the risk of stirring up a hornet's nest, I again assert that there are likely to be lots of Balticon refugees.

@Poryshkin | Con Chair
We do have the Mail Chimp list, which was one of the things that got majorly effed up this year because, well, this year.

Dave/Evan(damont) | Registration -- 12/04/2022 3:51 PM
This is not something with which I am familiar. And perhaps I should be.

Marilyn Mix | Website -- 12/04/2022 3:51 PM
Everyone needs to ask people if they want one of the staff or helper positions.

Keith Lynch -- 12/04/2022 3:52 PM
I also strongly suggest not using mailchimp, as that is widely blocked as a spam site.

DrGandalf -- 12/04/2022 3:52 PM
And I assert that you don't know anything about the future of Balticon, and even if Balticon did fade it would have minimal impact on Chessiecon. (edited)

1

@Dave/Evan(damont) | Registration
This is not something with which I am familiar. And perhaps I should be.

Yakira - Volunteers and Vendors -- 12/04/2022 3:53 PM
We'v been using mailchipm successfully for Balticon, I can help you with it. there's a trick to getting it not to push to spam filters too

@Dave/Evan(damont) | Registration
This is not something with which I am familiar. And perhaps I should be.

Poryshkin | Con Chair -- 12/04/2022 3:53 PM
It's mostly used for trying to get presenters, but also can be used for general notices to Members. Thing is, it's an opt-in system, adn there were some presenters that told me they wanted to be removed from the list. I have not able to attend to that point yet.

Dave/Evan(damont) | Registration -- 12/04/2022 3:53 PM
If we are trying to populate an actual email list, I can ask Jim Trigg (former gaming head) about hosting it. He's done other email lists in the past and I'm pretty sure the capability is still there. (edited)

Yakira - Volunteers and Vendors -- 12/04/2022 3:54 PM
Mailchimp and mailer lite are free up to 2k or something addresses and easy to use and import lists to

Keith Lynch -- 12/04/2022 3:55 PM
Any emails should be in plain text, without HTML or attachments, as lots of people block all non-plaintext emails as suspect spam or malware.  I think Mail Chimp only sends HTML-infested emails.

Herveus | Con Ops -- 12/04/2022 3:55 PM
So...we want to try to reach out to past attendees to solicit them and try to get a sense of latent interest. We don't need to take meeting time to sort that out. I suggest using the mailing list to coordinate that.

Yakira - Volunteers and Vendors -- 12/04/2022 3:56 PM
agree, and it can be something as simple as a link to a 3 question survey

Dave/Evan(damont) | Registration -- 12/04/2022 3:56 PM
Mailing list is not something I'm going to be prepared to fully implement before January, because holidays, so we don't have to make a decision on it right now.
And I totally agree with Keith, mass emails from us should be plain text, period.

Herveus | Con Ops -- 12/04/2022 3:56 PM
So, we'll take that to the list.

1

Dave/Evan(damont) | Registration -- 12/04/2022 3:57 PM
agreed

Herveus | Con Ops -- 12/04/2022 3:58 PM
We will discuss the future in January. For now, I think we've pretty much run the discussion down. I'm thinking that a motion to adjourn would be appropriate unless someone really has more that needs discussed NOW.

Poryshkin | Con Chair -- 12/04/2022 3:58 PM
I was going to ask about a motion to adjourn, so instead, I'll make such a motion.

Dave/Evan(damont) | Registration -- 12/04/2022 3:58 PM
I've nothing further, myself. So, second the motion to adjourn

Herveus | Con Ops -- 12/04/2022 3:58 PM
All in favor harumph.

Poryshkin | Con Chair -- 12/04/2022 3:59 PM
Harumph

Dave/Evan(damont) | Registration -- 12/04/2022 3:59 PM
Harumph!

Marilyn Mix | Website -- 12/04/2022 3:59 PM
Harumph

Yakira - Volunteers and Vendors -- 12/04/2022 3:59 PM
harumph

Fred Blonder -- 12/04/2022 3:59 PM
Whatever

DrGandalf -- 12/04/2022 4:01 PM
Harummph. Burp!

Herveus | Con Ops -- 12/04/2022 4:01 PM
Thank you all for coming. Tom Atkinson had pinged me earlier to find this server; I sent him an invite and encouraged him to add to the meeting notes if he had anything to add.
[4:01 PM]
I just now saw the discord ping.
[4:02 PM]
Thank you all for showing up.
[4:02 PM]
We are adjourned

Dave/Evan(damont) | Registration -- 12/04/2022 4:02 PM
MerryHappy Vaguely December Solstice Related Holidays Of Your Choice, alla youse

Poryshkin | Con Chair -- 12/04/2022 4:02 PM
Happy Yulchanumaszaayear!

DrGandalf -- 12/04/2022 4:03 PM
Later Gatorz

Marilyn Mix | Website -- 12/04/2022 4:03 PM
IO! Saturnalia (edited)

Keith Lynch -- 12/04/2022 4:03 PM
Sol Invictus

DrGandalf -- 12/04/2022 4:03 PM
Good Yule to all.

ThomasGAtkinson -- 12/04/2022 4:48 PM
Hey! I didn't get a "harumph" outta that guy!