The Thanksgiving Science Fiction Society held a general business meeting on 21 January 2023. The meeting was held online via Discord, with no in-person interaction aside from between folks who live together. 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 21 January 2023, made on 21 January 2023 by Keith Lynch. All formatting has basically been lost. Meeting was scheduled to begin at 2 PM EDT. Conversations effectively begin at 12:40 PM due to the Treasurer and Con Chair having a family emergency. -=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=- From: "Keith F. Lynch" To: "Dave Montuori" Subject: Transcript of January 2023 TSFS meeting Date: Sat, 21 Jan 2023 16:10:57 -0500 (EST) Welcome to #january-2023-business-meeting! This is the start of the #january-2023-business-meeting channel. December 4, 2022 Herveus | Con Ops 12/04/2022 6:27 AM Saturday, 21 January at 1400 (2pm). January 21, 2023 Herveus | Con Ops -- 01/21/2023 at 10:23 AM Reminder. This is today. 2 Dave/Evan(damont) | Registration -- 01/21/2023 at 10:29 AM Roger. I copy. I hope my 11 am meeting won't last that long. Herveus | Con Ops -- 01/21/2023 at 12:26 PM Looks like that one ran all of 90 minutes. Yay. 1 [12:26 PM] (I was in it, too). Poryshkin | Con Chair -- 01/21/2023 at 12:40 PM Guys, there's a good chance I will have to go with Jo to the ER in a few. Therefore, this is to be regarded as my official proxy for the meeting: I hereby authorize the Corporation President to vote his conscience on my behalf in any matter requiring a vote. If voted in for another term as Corporation Treasurer, I accept and will serve as such. Treasurer's report: We have in the various accounts a total of $6,986.21. There is an outstanding check for $1000.00 which is not accounted for in that total. Hotel contract issues: In mid-December, the hotel audit of their guest room block revealed several guests previously unaccounted for. This brought the contractual obligation between TSFS, Inc and Delta Hunt Valley by Marriott down to $9,107 (previously, it was about $11,000). In mid-late December, I sent a check for $2000.00 to the hotel, and as mentioned above, another $1,000.00 last week. This brings the total owed to the hotel to $6107.00. The Go Fund Me set up to account for that is funded at $4703 of the $11,000 goal. This includes all funds collected either through GFM directly, or in the form of check donations at the convention itself. The GFM has seemingly stalled-only one donation for about $25 in the last week. It was pointed out to me that as a general rule, fundraisers should be publicized weekly. I think we haven't been. That's all and I may or may not make the actual meeting later. Dave/Evan(damont) | Registration -- 01/21/2023 at 12:41 PM Yikes!!! ER? So very sorry to hear that. [12:44 PM] Outstanding check to be deposited or check that TSFS has written but hasn't cleared? Poryshkin | Con Chair -- 01/21/2023 at 12:45 PM B) It's the second partial payment of the contract obligation to the hotel. Dave/Evan(damont) | Registration -- 01/21/2023 at 12:46 PM OK, thanks for the clarification. Diamond Mystic -- 01/21/2023 at 12:49 PM @Poryshkin | Con Chair so sorry to hear. I hope all turns out ok, best wishes to you both! Dave/Evan(damont) | Registration -- 01/21/2023 at 12:50 PM Holding Jo in the light. DrGandalf -- 01/21/2023 at 1:50 PM T-10 Herveus | Con Ops -- 01/21/2023 at 1:55 PM Agenda: Set next business meeting date Treasurer Officer Elections President: Michael Houghton Vice President: Meg Hogan Treasurer: Sam Hogan Secretary: Dave Montuori Trustee: Fred Blonder Where do we go from here? Herveus | Con Ops pinned a message to this channel. See all pinned messages . -- 01/21/2023 at 1:55 PM Dave/Evan(damont) | Registration -- 01/21/2023 at 1:56 PM Quick-n-dirty Secretary report: November and December transcripts have been posted to the usual place: https://www.scadian.net/evan/TSFS/ DrGandalf -- 01/21/2023 at 2:00 PM Present. Keith Lynch -- 01/21/2023 at 2:01 PM I'm here too. Diamond Mystic -- 01/21/2023 at 2:01 PM Present Dave/Evan(damont) | Registration -- 01/21/2023 at 2:01 PM Adsum. DrGandalf -- 01/21/2023 at 2:01 PM [present] Marilyn Mix | Website -- 01/21/2023 at 2:01 PM Ready Herveus | Con Ops -- 01/21/2023 at 2:02 PM Let's begin. The agenda is pinned. [2:02 PM] First item: next business meeting. [2:03 PM] The bylaws don't require another this quarter. Do we think we will have business needing a meeting before April? [2:03 PM] We can come back to this later, too. Given things, that might be prudent. DrGandalf -- 01/21/2023 at 2:03 PM Agreed Dave/Evan(damont) | Registration -- 01/21/2023 at 2:03 PM I suspect the answer to that kinda depends on what comes out of this meeting. Herveus | Con Ops -- 01/21/2023 at 2:03 PM So, agenda item pended for now. Diamond Mystic -- 01/21/2023 at 2:04 PM I think that largely depends upon financials given the outstanding hotel bill. I've nothing personally though. Herveus | Con Ops -- 01/21/2023 at 2:04 PM Election of Officers. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:04 PM If we want to think about April in advance anyway, Easter is the 9th. [2:04 PM] But on to elections. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:04 PM Howdy folks, I'm here. Herveus | Con Ops -- 01/21/2023 at 2:04 PM The following nominations were made in December: [2:04 PM] President: Michael Houghton Vice President: Meg Hogan Treasurer: Sam Hogan Secretary: Dave Montuori Trustee: Fred Blonder [2:04 PM] Are there any further nominations from the floor at this time? Marilyn Mix | Website -- 01/21/2023 at 2:05 PM I expressed willingness to stand for Vice President. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:05 PM Notes indicate that Marilyn did in fact do so. Herveus | Con Ops -- 01/21/2023 at 2:05 PM Ah, yes. That would be my failure. That's why we have this question. [2:05 PM] Revised list: President: Michael Houghton Vice President: Marilyn Mix Treasurer: Sam Hogan Secretary: Dave Montuori Trustee: Fred Blonder Yakira - Volunteers and Vendors -- 01/21/2023 at 2:06 PM Passover starts on the 5 through the 12 in April Dave/Evan(damont) | Registration -- 01/21/2023 at 2:06 PM From last month: 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. [2:06 PM] Marilyn Mix | Website -- 12/04/2022 2:25 PM I would be willing to stand for VP Herveus | Con Ops -- 01/21/2023 at 2:06 PM Slate of nominees revised. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:07 PM Since they're all running uncontested I move that we skip the vote. Marilyn Mix | Website -- 01/21/2023 at 2:08 PM We can vote for Vice President, since there are two candidates Herveus | Con Ops -- 01/21/2023 at 2:08 PM We can't do that, but a motion to accept the slate by unanimous acclamation would be in order. [2:08 PM] Given Meg's preference to step aside, we can honor that and move on. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:09 PM I think Meg had indicated a willingness to step aside in favor of another VP nominee, but she's not here to comment IIRC DrGandalf -- 01/21/2023 at 2:09 PM Meg's statement was that she would step aside if another candidate ran. Since Marilyn has, that is also uncontested. [2:09 PM] Move for acclamation Herveus | Con Ops -- 01/21/2023 at 2:09 PM Thank you. @Herveus | Con Ops We can't do that, but a motion to accept the slate by unanimous acclamation would be in order. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:10 PM This is what I meant but all as yet uncaffinated Herveus | Con Ops -- 01/21/2023 at 2:10 PM Do I have a second? DrGandalf -- 01/21/2023 at 2:10 PM Yakira makes a motion for caffeination Diamond Mystic -- 01/21/2023 at 2:10 PM Seconded. Herveus | Con Ops -- 01/21/2023 at 2:10 PM Thank you. [2:11 PM] So, does anyone object to the motion? Speak now if you do. DrGandalf -- 01/21/2023 at 2:11 PM (Jeopardy theme playing in background) Dave/Evan(damont) | Registration -- 01/21/2023 at 2:11 PM I vote "aye" so we have at least one affirmative DrGandalf -- 01/21/2023 at 2:12 PM [eye] Herveus | Con Ops -- 01/21/2023 at 2:12 PM Seeing no objection to unanimous acclamation, the motion passes, and the election is done. Thank you. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:12 PM In honor of my fraternity chapter's amusing tradition I now sound the virtual train whistle... Herveus | Con Ops -- 01/21/2023 at 2:13 PM We got a Treasurer's report in advance, on the expectation that Poryshkin would be occupied with taking Jo to the ER. [2:13 PM] It looks like we need to publicise the GofundMe more and regularly. 1 1 [2:14 PM] That's something all of us can consider doing in our various venues. [2:15 PM] Evan has ongoing practical experience with exactly that. Marilyn Mix | Website -- 01/21/2023 at 2:15 PM I have it as a pinned post on the Chessiecon Facebook. I suppose it wouldn't hurt to post a reminder weekly to FB and Twitter. 1 Diamond Mystic -- 01/21/2023 at 2:15 PM Certainly, if I read the report correctly me are (VERY) marginally above what it would take to cover the outstanding hotel bill, or to within about $1k of it--depending upon check clearing? DrGandalf -- 01/21/2023 at 2:15 PM Is the amount in the GoFundMe included in the balance Poryshkin stated, or is it additional? Herveus | Con Ops -- 01/21/2023 at 2:16 PM Can you (Evan) offer tips on what you do? @DrGandalf Is the amount in the GoFundMe included in the balance Poryshkin stated, or is it additional? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:16 PM It is included, AFAICT. DrGandalf -- 01/21/2023 at 2:16 PM Which means if we finish paying the hotel, we have nothing left Keith Lynch -- 01/21/2023 at 2:16 PM I'll mention the GoFundMe to rasff, PRSFS, and WSFA. 1 Diamond Mystic Certainly, if I read the report correctly me are (VERY) marginally above what it would take to cover the outstanding hotel bill, or to within about $1k of it--depending upon check clearing? Diamond Mystic -- 01/21/2023 at 2:17 PM Point here being that GFM has been a huge saving grace thus far, might we also consider other crowd-funding to get us back a cushion and back on our feet? Herveus | Con Ops -- 01/21/2023 at 2:17 PM If the GoFundMe hits its target, we will have working funds left. [2:17 PM] Basically, the GoFundMe target would cover the original hotel bill before the audited it. DrGandalf -- 01/21/2023 at 2:17 PM I wish I could believe that the odds are good for that. Diamond Mystic -- 01/21/2023 at 2:18 PM I'll see what can be done with people in the NE/mid-eastern spirituality groups. Herveus | Con Ops -- 01/21/2023 at 2:18 PM And, sliding into "Where do we go from here?", to the best of my knowledge, we have not made any progress in addressing the staffing issues. [2:19 PM] Even if we pay the hotel and have working capital, we don't have the human resources to put on Chessiecon. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:19 PM Given that my own GFM fundraising has nearly ground to a complete halt, just as more was desperately needed, I'm not sure if my advice will be at all useful. What I have been doing for the last 6 years (yes it's been that long) is mostly posting photos. In the winter I post holiday lights and decorations -- that's the current theme on my GFM. I may also post photos of snow if I get a pretty shot. Spring gets mostly flowers, summer gets more flowers and random summer photos, and then fall is usually a few Halloween and Thanksgiving decoration photos before rolling the year back over. 1 Yakira - Volunteers and Vendors -- 01/21/2023 at 2:19 PM The goal was to not just cover the outstanding bill but to have working capital Herveus | Con Ops -- 01/21/2023 at 2:20 PM As Poryshkin had noted, we have two critical problems. Money and people. [2:20 PM] Right now, neither miracle has come to pass. Keith Lynch -- 01/21/2023 at 2:20 PM I'm available for staffing. Just remember that I can't drive. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:20 PM The stated goal would get us about 6K of working capital, which is perhaps less than half of what we need to put up a convention. At this point I am unsure we could raise the rest through memberships. @Dave/Evan(damont) | Registration Given that my own GFM fundraising has nearly ground to a complete halt, just as more was desperately needed, I'm not sure if my advice will be at all useful. What I have been doing for the last 6 years (yes it's been that long) is mostly posting photos. In the winter I post holiday lights and decorations -- that's the current theme on my GFM. I may also post photos of snow if I get a pretty shot. Spring gets mostly flowers, summer gets more flowers and random summer photos, and then fall is usually a few Halloween and Thanksgiving decoration photos before rolling the year back over. Diamond Mystic -- 01/21/2023 at 2:20 PM Great idea actually, that how a lot of groups run a main public page, it really extends a sense of being involved in the project/community wo/ requiring extra expense or much effort. DrGandalf -- 01/21/2023 at 2:21 PM I assume we did not sell any 2023 memberships at 2022, correct? So we don't have obligations to pre-registered people? 1 @Keith Lynch I'm available for staffing. Just remember that I can't drive. Diamond Mystic -- 01/21/2023 at 2:21 PM Where would you need a ride from? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:22 PM If we have any photos from Chessiecon 2022 (I don't personally), posting them to the GFM would be a good idea. THen moving back to the earlier Chessiecons. CAVEAT: I don't generally post photos of people, out of an abundance of caution. I posted ONE such in 2022. [2:22 PM] I'd generally want to get clearance from anyone whose face is shown, for myself. (edited) 1 DrGandalf -- 01/21/2023 at 2:23 PM My photos of C22 are nothing but people. But very few of them. @DrGandalf I assume we did not sell any 2023 memberships at 2022, correct? So we don't have obligations to pre-registered people? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:23 PM That is correct. I have a short list of people who would like updates on the status of a 2023 convention once we have any. But no money was collected as 2023 memberships. (edited) @Dave/Evan(damont) | Registration If we have any photos from Chessiecon 2022 (I don't personally), posting them to the GFM would be a good idea. THen moving back to the earlier Chessiecons. CAVEAT: I don't generally post photos of people, out of an abundance of caution. I posted ONE such in 2022. Diamond Mystic -- 01/21/2023 at 2:24 PM Showing people that we have a long-standing history is something I focused on when telling people about us, and fandom tends to care more about losing a decades of history convention rather than a newer one. DrGandalf -- 01/21/2023 at 2:24 PM They didn't seem to care a lot this past con. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:24 PM I'm not going to state any strong opinion on the matter, as my personal fundraiser and a convention fundraiser are very different beast in that regard. Herveus | Con Ops -- 01/21/2023 at 2:25 PM So, to address the elephant in the room: at this time, we are completely incapable of considering putting on Chessiecon in 2023. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:25 PM I would not worry about showing people. They are at a public event where pictures are taken. Consent is implied. There were not just randomly walking on a sidewalk. DrGandalf -- 01/21/2023 at 2:25 PM Unfortunately true. Marilyn Mix | Website -- 01/21/2023 at 2:26 PM This is from the Code of Conduct: [2:26 PM] This is a private event; by registering, individuals grant Chessiecon and designated photographers a non-exclusive right to photograph, videotape, otherwise record, and publish (in print or electronically) themselves, companions, activities, costumes, artwork, sales goods, and other property used or displayed in their normal participation of the convention. Keith Lynch -- 01/21/2023 at 2:26 PM Is there much chance of that changing by April? @Herveus | Con Ops So, to address the elephant in the room: at this time, we are completely incapable of considering putting on Chessiecon in 2023. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:26 PM Sadly I agree. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:27 PM I'm going to opine that we didn't have enough people to really put on a convention in 2022. We scraped by, in part because we had only just over a hundred in attendance at any given time. Herveus | Con Ops -- 01/21/2023 at 2:27 PM And failing to put on Chessiecon 2023 would almost certainly mark the end of Chessiecon as a thing. DrGandalf -- 01/21/2023 at 2:27 PM Hotel is another consideration. The HVI would probably ask for a large deposit since we didn't make the block in 22. We don't have that. Or they would want someone to be financially liable, which none of us are likely to do. The Lord Baltimore would probably be the same. Herveus | Con Ops -- 01/21/2023 at 2:27 PM And that then means we would need to turn our attention to how to wind TSFS down. We have a storage bin full of stuff we would need to deal with. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:28 PM E already have a non refundable deposit with the LB Dave/Evan(damont) | Registration -- 01/21/2023 at 2:28 PM Unless we have significantly more staff for the "next" convention, we're going to run into the same problems we did for 2022, and I don't think any of us are really up to repeating that. DrGandalf -- 01/21/2023 at 2:28 PM True, but its only $1000, barely a start on what they would want Herveus | Con Ops -- 01/21/2023 at 2:28 PM Poryshkin spoke of needing two miracles. [2:28 PM] Miracles. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:28 PM And again, it's not just members, our staff is way too small @Keith Lynch Is there much chance of that changing by April? Diamond Mystic -- 01/21/2023 at 2:29 PM As to whether or not that will change by April, I think that will entirely depend upon how much we can increase our reach with fundraising, and how creative (hands on) are we willing to get if crowd-sourcing is insufficient... can we think of anything else to fundraise? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:29 PM One thing I reluctanyly bring up is, do we have an outstanding contract with the LB that could end up with us owing them money beyond the deposit (which I presume is already paid)? [2:29 PM] Because I got that impression last month. Herveus | Con Ops -- 01/21/2023 at 2:29 PM Fundraising to be able to settle our account with HVI still wants to continue. DrGandalf -- 01/21/2023 at 2:30 PM I don't think the GFM matters, even if it surprisingly meets goal, its not enough. @Herveus | Con Ops Fundraising to be able to settle our account with HVI still wants to continue. Diamond Mystic -- 01/21/2023 at 2:30 PM Of course, I more meant beyond that to getting working capital. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:30 PM If I read the current numbers correctly, we're within a couple hundred of being able to settle with HVI. We still have storage rent to pay as long as we have the unit. DrGandalf -- 01/21/2023 at 2:30 PM What's in the unit, in a general way? How much stuff? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:31 PM The PO box rent is also a thing, but a relatively minor one. Saria | Videogaming, Website -- 01/21/2023 at 2:31 PM I've honestly been of the opinion for the past few years, as much as it pains me to say, that Chessiecon is in a death spiral. With conditions as they are, I honestly feel it may be time to start closing the doors, we've had issues with staffing since the beginning and the pandemic hasn't helped 2 Herveus | Con Ops -- 01/21/2023 at 2:31 PM There are mugs and t-shirts. There are the art show stuff. [2:31 PM] Stuff for video games. Keith Lynch -- 01/21/2023 at 2:32 PM No pandemic lasts forever. Maybe covid will cease to be an issue this year. Or next year. Herveus | Con Ops -- 01/21/2023 at 2:32 PM A screen. Bollards and chains. Registration stuff. A printer. [2:33 PM] I think we need to be honest with ourselves and think seriously about how to bring this to a close. Diamond Mystic -- 01/21/2023 at 2:33 PM Better storage question: what dimensions is the unit? Herveus | Con Ops -- 01/21/2023 at 2:33 PM It's a 5x10 Dave/Evan(damont) | Registration -- 01/21/2023 at 2:33 PM 5 ft by 8 ft I thought [2:33 PM] but safer to assume 5x10 Herveus | Con Ops -- 01/21/2023 at 2:33 PM I'm pretty confidant its 5x10. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:34 PM Anyone know how high? And how much of the height is actually being used? Diamond Mystic -- 01/21/2023 at 2:34 PM Having had more experience with "Public Storage" (the company) than I'd care to admit. I know about how large that is... DrGandalf -- 01/21/2023 at 2:34 PM I think the first thing we need to decide: Will we attempt to hold future Chessiecons, or do we pack it in? All the other things get decided after that. 1 Herveus | Con Ops -- 01/21/2023 at 2:34 PM Probably 10 feet high. We're about a third of the cubage, maybe. [2:35 PM] Yes, Dr. G. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:35 PM IIRC only the Art showpanels are taller than me. The rest of the stacks are 5' or less (edited) Dave/Evan(damont) | Registration -- 01/21/2023 at 2:35 PM (I'm dealing with this myself, as I have an expensive 5x15 unit I'd really like to empty ASAP, and it's almost completely full up to 8 feet) @Keith Lynch No pandemic lasts forever. Maybe covid will cease to be an issue this year. Or next year. Saria | Videogaming, Website -- 01/21/2023 at 2:35 PM That is way too optimistic for the track record of the past three years [2:35 PM] We can't keep the con alive on that hope Herveus | Con Ops -- 01/21/2023 at 2:35 PM COVID kicked us in the tender bits, but we were already in a decline before that. And COVID is not going away. DrGandalf -- 01/21/2023 at 2:36 PM Not any time soon. And definitely not before next Thanksgiving Dave/Evan(damont) | Registration -- 01/21/2023 at 2:36 PM I repeat what I asked earlier: are we on the hook to the Lord Baltimore for any more than what we've already paid them? (edited) DrGandalf -- 01/21/2023 at 2:36 PM At least in the perception of the masses @Saria | Videogaming, Website We can't keep the con alive on that hope Diamond Mystic -- 01/21/2023 at 2:36 PM Agreed, I'm mainly hoping we can figure out something at this meeting to possibly drag in some more $... but I hear you. @Dave/Evan(damont) | Registration I repeat what I asked earlier: are we on the hook to the Lord Baltimore for any more than what we've already paid them? (edited) Yakira - Volunteers and Vendors -- 01/21/2023 at 2:37 PM Not that I recall but I can call Monday and talk to Lee Dave/Evan(damont) | Registration -- 01/21/2023 at 2:37 PM I would really like clarity on that, so such would be appreciated 1 Herveus | Con Ops -- 01/21/2023 at 2:37 PM Before we formally commit to packing it in, I'd like to look over the governing documents to see what has to be done. The trustees probably need to be formally brought in to this discussion, too. DrGandalf -- 01/21/2023 at 2:37 PM Any extra $$ we drag in will help us pay for what need paying as we figure out how to dissolve [2:37 PM] Who are the other trustees? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:38 PM Joanna Dionne and Marc Drexler Herveus | Con Ops -- 01/21/2023 at 2:38 PM Marc Drexler and Joanna Dionne [2:38 PM] I'll see Joanna tomorrow. Keith Lynch -- 01/21/2023 at 2:38 PM Isn't Fred Blonder a trustee? DrGandalf -- 01/21/2023 at 2:38 PM Just elected Dave/Evan(damont) | Registration -- 01/21/2023 at 2:38 PM Yes Herveus | Con Ops -- 01/21/2023 at 2:38 PM I'll probably see Fred tomorrow, too. Marilyn Mix | Website -- 01/21/2023 at 2:38 PM The fact that the trustees don't seem to attend the business meetings has puzzled me. Do they not like Discord? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:39 PM I was reading the question as "other than Fred who we just re-elected" Herveus | Con Ops -- 01/21/2023 at 2:39 PM Me too Keith Lynch -- 01/21/2023 at 2:39 PM Fred was at the last meeting. Herveus | Con Ops -- 01/21/2023 at 2:39 PM And he expressed frustration with dealing with Discord Keith Lynch -- 01/21/2023 at 2:39 PM As I have. DrGandalf -- 01/21/2023 at 2:39 PM Can we make a motion phrased as "Pending approval of the Board and Trustees"? Keith Lynch -- 01/21/2023 at 2:40 PM Why not postpone the decision until the April meeting? Speaking of which, weren't we supposed to decided on a date before continuing? 1 Dave/Evan(damont) | Registration -- 01/21/2023 at 2:40 PM I have no objection to postponing a final decision. Diamond Mystic -- 01/21/2023 at 2:40 PM Neither do I Herveus | Con Ops -- 01/21/2023 at 2:41 PM I think we can formally decide for the record that Chessiecon 2023 is not going to happen. I think that we can also note that we feel the time has come close out the corporation. And the formal execution of that close out needs to be done "by the numbers". Diamond Mystic -- 01/21/2023 at 2:41 PM I think we need an intermediate step here: planning to see what else can be done--should that come up empty... well April will be time enough to decide to close shop as it were. Herveus | Con Ops -- 01/21/2023 at 2:41 PM The scheduling of the next business meeting was pended until we got through "where do we go now?" Dave/Evan(damont) | Registration -- 01/21/2023 at 2:41 PM Strictly hypothetical for right now: if we were to get a financial miracle in the next month or so... Herveus | Con Ops -- 01/21/2023 at 2:42 PM That still leaves a miracle short. Because, people. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:42 PM Understood. Keith Lynch -- 01/21/2023 at 2:42 PM April is three months away. (Well, the last part of it, anyway.) Diamond Mystic -- 01/21/2023 at 2:42 PM I think people would be much easier to fix Marilyn Mix | Website -- 01/21/2023 at 2:42 PM Yes. We need to concentrate on staffing in the next few months or it won't matter. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:43 PM Would an April meeting leave us enough time to organize a convention for 2023? [2:43 PM] (And this is even if we got a lot of volunteers in general) Marilyn Mix | Website -- 01/21/2023 at 2:43 PM I think so. We usually don't start programming until June. Herveus | Con Ops -- 01/21/2023 at 2:44 PM We've been trying to get more people involved for years. DrGandalf -- 01/21/2023 at 2:44 PM Seriously, folks, we aren't getting a miracle, either in terms of finances or in terms of staffing. If you want to put off a final vote, I suggest we meet in 1 month to vote. Make sure the trustees know they need to attend or put in a proxy. 1 Keith Lynch -- 01/21/2023 at 2:45 PM What's the hurry? Things always look brighter in the spring. Saria | Videogaming, Website -- 01/21/2023 at 2:45 PM Agreed. I think trying to run another con would be repeating history and expecting different results 1 DrGandalf -- 01/21/2023 at 2:45 PM Its not a hurry. Its reality. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:45 PM Other questions I don't know the answers to: Is 7 months enough time to get a hotel? (The situation re: the LB could throw a spanner into that for better or worse) 2 Yakira - Volunteers and Vendors -- 01/21/2023 at 2:46 PM The hurryis the the fact that the storage unit is not cheap so why drag out the inevitable (edited) Keith Lynch -- 01/21/2023 at 2:46 PM If we have a deposit with LB, doesn't that buy us a guarantee of availability? DrGandalf -- 01/21/2023 at 2:47 PM I'm pretty sure the $1000 the LB has being non-refundable means they can't get anything more from us. And if TSFS dissolves, there is nobody to get it from. Keith Lynch -- 01/21/2023 at 2:47 PM Maybe someone has that much space unused in their home? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:47 PM I don't know what DATES that deposit gets us. Speaking for me personally, I do NOT want to have a meeting in March unless it's very early in the month. I think Herveus would agree with me on that. (The weekends of March 11-12 and 18-19 are RIGHT OUT.) Herveus | Con Ops -- 01/21/2023 at 2:47 PM Let's talk February. 2 [2:48 PM] 11-12 are shaky Dave/Evan(damont) | Registration -- 01/21/2023 at 2:48 PM I am completely unavailable on Feb 12th. Memorial Mass for my uncle and godfather in NJ that day The 11th is negotiable. Saria | Videogaming, Website -- 01/21/2023 at 2:48 PM Asking someone else to store an entire convention in their home is a pretty big ask Yakira - Volunteers and Vendors -- 01/21/2023 at 2:48 PM End of February is best for me DrGandalf -- 01/21/2023 at 2:48 PM Feb 26? Diamond Mystic -- 01/21/2023 at 2:48 PM Yeah I would agree that late February would be a fair point by which we can either come up with some from now until then, and if not, shutter things. (edited) Saria | Videogaming, Website -- 01/21/2023 at 2:48 PM If we can't even get people, how can we get a human storage unit 1 Herveus | Con Ops -- 01/21/2023 at 2:49 PM 26 February is looking OK so far. 2 DrGandalf -- 01/21/2023 at 2:49 PM (Though I still think we are merely kicking the inevitable can down the road for no reason) Saria | Videogaming, Website -- 01/21/2023 at 2:50 PM 26th should work for me. I'll be unavailable 19-24th but barring massive shenanigans that should still leave the 26th @DrGandalf (Though I still think we are merely kicking the inevitable can down the road for no reason) Yakira - Volunteers and Vendors -- 01/21/2023 at 2:50 PM Yeah but don't we need the trustees for the final vote? Unless we could do this by email. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:50 PM 26 February seems okay to me at this point. (Aside: I'll be honest and say that if I won enough in the lottery I'd pay a year of the storage unit, by which time I'd have a house with enough room to store the 5x10 contents) Diamond Mystic -- 01/21/2023 at 2:50 PM 26th works for me as well, and will give us a month which, sounds about right for "do-or-die" planning. Herveus | Con Ops -- 01/21/2023 at 2:50 PM I would like to carefully examine the governing documents to see what they say about dissolution. I can be prepared with that in February. I will be speaking with two of the trustees tomorrow. 1 1 4 DrGandalf -- 01/21/2023 at 2:51 PM Not sure what the bylaws say about that Herveus | Con Ops -- 01/21/2023 at 2:51 PM Exactly. Which is why I think kicking the can down the road one month is reasonable. [2:51 PM] I will be prepared to speak to that. Marilyn Mix | Website -- 01/21/2023 at 2:52 PM Should we have a teleconference with all the TSFS officers and trustees, just to get everyone "in the room" at the same time? Keith Lynch -- 01/21/2023 at 2:52 PM I said I would publicize the GoFundMe in rasff, PRSFS, and WSFA. But I'm not sure I can do that in good conscience if there definitely won't be another Chessiecon. DrGandalf -- 01/21/2023 at 2:52 PM So Feb 26 2PM at which time we WILL have a vote on whether to try to hold a con in 2023 or not to and begin the process of dissolution? @Keith Lynch I said I would publicize the GoFundMe in rasff, PRSFS, and WSFA. But I'm not sure I can do that in good conscience if there definitely won't be another Chessiecon. Diamond Mystic -- 01/21/2023 at 2:53 PM Fair, but just be honest then, mainly about needing the money for current expenses? Dave/Evan(damont) | Registration -- 01/21/2023 at 2:53 PM Which we do still need. 1 Herveus | Con Ops -- 01/21/2023 at 2:54 PM I have created the channel for Feb-2023. It lists two agenda items. Con or dissolve. [2:55 PM] At this point, there's not much if anything else to do today. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:55 PM I can ask BSFS if we can use a zoom for that meeting Herveus | Con Ops -- 01/21/2023 at 2:55 PM That might be good. [2:55 PM] I think I'll still keep the Discord channel there and may use it for record-keeping. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:56 PM It shouldn't be a problem. Dave/Evan(damont) | Registration -- 01/21/2023 at 2:56 PM From a minutes standpoint, is there a way to extract Zoom conversations into text? (e.g. automatic captions and caption capture?) Because otherwise we will have difficulty taking official notes. (edited) DrGandalf -- 01/21/2023 at 2:56 PM Meanwhile can someone get an inventory of the storage unit so we can figure out what we can give away or sell, possibly by Facebook Marketplace? I wonder if BSFS can use anything like the bollards or the screen 2 @Dave/Evan(damont) | Registration From a minutes standpoint, is there a way to extract Zoom conversations into text? (e.g. automatic captions and caption capture?) Because otherwise we will have difficulty taking official notes. (edited) DrGandalf -- 01/21/2023 at 2:57 PM We should be able to turn on captions which will generate a transcript. 2 2 Saria | Videogaming, Website -- 01/21/2023 at 2:57 PM There's also a way to record meetings Diamond Mystic -- 01/21/2023 at 2:57 PM @DrGandalf yes, at a minimum we should down-size if possible, which could help both pay for, and reduce costs for storage. Yakira - Volunteers and Vendors -- 01/21/2023 at 2:57 PM Also we should publicize this meeting. As one of those You didn't think we were serious but we were, 1 Herveus | Con Ops -- 01/21/2023 at 2:58 PM Storage costs are pretty much going to be all or nothing. 2 @Saria | Videogaming, Website There's also a way to record meetings DrGandalf -- 01/21/2023 at 2:58 PM But recording means someone needs to transcribe it. Better if we can get Zoom to do most of that, and then someone just needs to polish it. (edited) @Saria | Videogaming, Website There's also a way to record meetings Yakira - Volunteers and Vendors -- 01/21/2023 at 2:58 PM Yes and I can grab the recording for records @DrGandalf But recording means someone needs to transcribe it. Better if we can get Zoom to do most of that, and then someone just needs to polish it. (edited) Marilyn Mix | Website -- 01/21/2023 at 2:58 PM We can save teh caption/transcript Herveus | Con Ops -- 01/21/2023 at 2:59 PM ...and minutes are the Vice President's official main job. So Marilyn gets a say here. @Herveus | Con Ops Storage costs are pretty much going to be all or nothing. Diamond Mystic -- 01/21/2023 at 2:59 PM Yes, but someone *might have enough space to store less, and if we can sell some of the unnecessary... Keith Lynch -- 01/21/2023 at 2:59 PM I've been unable to find a way to cut-and-paste text from Zoom. @Marilyn Mix | Website We can save teh caption/transcript DrGandalf -- 01/21/2023 at 3:00 PM Exactly, but someone will need to proof read it. Zoom is good, but not perfect. Herveus | Con Ops -- 01/21/2023 at 3:00 PM If we dissolve the corporation, then it won't own anything. I think the bylaws speak to distribution of assets. [3:00 PM] Stuff I need to read up on. @Keith Lynch I've been unable to find a way to cut-and-paste text from Zoom. DrGandalf -- 01/21/2023 at 3:00 PM Easy if you are an account admin. @DrGandalf Exactly, but someone will need to proof read it. Zoom is good, but not perfect. Diamond Mystic -- 01/21/2023 at 3:01 PM I can proof most likely if needed--I do enough of that at work an have a background in technical/academic writing. DrGandalf -- 01/21/2023 at 3:01 PM I do have a way to get better transcripts than Zoom provides. I will do so if we go that route. Yakira - Volunteers and Vendors -- 01/21/2023 at 3:01 PM We can worry about next months minutes next month (edited) [3:01 PM] Are we done here? Herveus | Con Ops -- 01/21/2023 at 3:02 PM So we need to publicise the crap out of the February meeting. I propose that the discord channel be where the technical details of the meeting be posted if it's a Zoom thing or the like. Dave/Evan(damont) | Registration -- 01/21/2023 at 3:02 PM I second that proposal FWIW (edited) Herveus | Con Ops -- 01/21/2023 at 3:02 PM Then we can simply point interested parties to the Discord. Keith Lynch -- 01/21/2023 at 3:02 PM Don't people need invites to see it? Marilyn Mix | Website -- 01/21/2023 at 3:03 PM @Herveus | Con Ops @Yakira - Volunteers and Vendors We can working on the messaging and how to distribute it. 1 Dave/Evan(damont) | Registration -- 01/21/2023 at 3:03 PM Is there still an open Chessie server from the virtual conventions? Herveus | Con Ops -- 01/21/2023 at 3:03 PM Yep. Dave/Evan(damont) | Registration -- 01/21/2023 at 3:03 PM But yes, we can work on how and where to distribute the message in the next few weeks. Herveus | Con Ops -- 01/21/2023 at 3:03 PM So, things to do: plug the GFM, advertise the next meeting, explore Zoom for the next meeting 1 DrGandalf -- 01/21/2023 at 3:04 PM There's a Chessiecon 2021 server Keith Lynch -- 01/21/2023 at 3:04 PM Note that 2/26 is just five weeks away. DrGandalf -- 01/21/2023 at 3:04 PM Keith, that is exactly the point. Dave/Evan(damont) | Registration -- 01/21/2023 at 3:05 PM @Yakira - Volunteers and Vendors said she would contact Lee from the Lord Baltimore and get clarification on where we stand with them (points up in the chat) (edited) 1 DrGandalf -- 01/21/2023 at 3:05 PM Yakira, you'll deal with asking the BSFS BoD about using the Zoom? 1 [3:06 PM] I just checked on Zoom.us, both of the BSFS Zoom accounts are free that day. Yakira - Volunteers and Vendors -- 01/21/2023 at 3:07 PM Yeah I checked too. Herveus | Con Ops -- 01/21/2023 at 3:07 PM I've set up a group DM between me, Yakira, and Marilyn for us to scheme. [3:07 PM] I think we are good to call it a day ehre. 2 Keith Lynch -- 01/21/2023 at 3:07 PM Is there any chance that anyone here is blocked from the BSFS Zoom? Yakira - Volunteers and Vendors -- 01/21/2023 at 3:08 PM I'll report back here with answers to both my assignments and will be ready to report again at the meeting 1 Herveus | Con Ops -- 01/21/2023 at 3:09 PM I think it's Harumph time, but I need a motion. Marilyn Mix | Website -- 01/21/2023 at 3:09 PM Motion to adjourn Yakira - Volunteers and Vendors -- 01/21/2023 at 3:09 PM I move to close the meeting Herveus | Con Ops -- 01/21/2023 at 3:10 PM All in favor harumph. DrGandalf -- 01/21/2023 at 3:10 PM Keith, I don't believe anyone is generally blocked on the BSFS accounts, you can only block people from specific meetings Dave/Evan(damont) | Registration -- 01/21/2023 at 3:10 PM Harumph DrGandalf -- 01/21/2023 at 3:10 PM Haaaaaaaaaaaaaaaaaaaaaaaaaaaarumph. Marilyn Mix | Website -- 01/21/2023 at 3:10 PM Harumph Yakira - Volunteers and Vendors -- 01/21/2023 at 3:10 PM Harumph Diamond Mystic -- 01/21/2023 at 3:10 PM Harumpf! I'm not sure I did last time so, Harumpf again... hopefully not for the last time. Herveus | Con Ops -- 01/21/2023 at 3:11 PM Thank you all for coming. See you in five weeks. [3:11 PM] We are adjourned Marilyn Mix | Website -- 01/21/2023 at 3:12 PM I think I am responsible for the minutes? Bylaws say the newly elected officers take office following the meeting. (edited) DrGandalf -- 01/21/2023 at 3:13 PM Fred Blonder just asked on email if there is a meeting today. 2 1 Keith Lynch -- 01/21/2023 at 3:13 PM Shall I email you (Marilyn) the transcript instead of mailing it to Dave? [3:13 PM] Maybe I'll email it to both of you -- and to Fred. DrGandalf -- 01/21/2023 at 3:13 PM You'd think he would just come look here. [3:14 PM] (He actually asked an hour ago, but didn't think to come look here) (edited) 1 Dave/Evan(damont) | Registration -- 01/21/2023 at 3:14 PM I'm responsible for publishing the minutes, so whoever handles them, please send them to me so I can put it up in my collection (URL at the top of this chat). @Keith Lynch Shall I email you (Marilyn) the transcript instead of mailing it to Dave? Marilyn Mix | Website -- 01/21/2023 at 3:14 PM No, Thanks. I can grab from my screen. DrGandalf -- 01/21/2023 at 3:15 PM @Marilyn Mix | Website make sure you actually can. Discord doesn't always let you. You only get partials. (edited) Diamond Mystic -- 01/21/2023 at 3:15 PM Whatever the case, wherever we do go from here, and however rough a ride it has been, and whatever side of the stick it out or close divide you fall on: it's been a pleasure to work with you all, and to finally get to meet many of you in person. See you in 5 weeks. 1 Keith Lynch -- 01/21/2023 at 3:15 PM It works for me, except for the non-ASCII stuff, which I have to manually turn into the nearest ASCII equivalent. @Dave/Evan(damont) | Registration I'm responsible for publishing the minutes, so whoever handles them, please send them to me so I can put it up in my collection (URL at the top of this chat). Marilyn Mix | Website -- 01/21/2023 at 3:20 PM I send you the minutes in a file and also send to the minutes to the staff list.