OSFCI Board meeting notes/minutes 28Mar2005
Present Linda Pilcher, Dave Schaber, Aaron Curtis, Aaron Nabil, John Williamson, Patty Wells, Andrew Nesbit III, Scott Sanford. Jim Fiscus, John Lorentz, Page Fuller, Sam, Shyrl Hester, Mark Burns (at least 3 others)
Meeting called to order by Linda Pilcher at 7:34 pm
Minutes of previous meeting not available at present will approve when Dave Schaber arrives
Minutes of emergency email meeting available as gleaned from e-mails by Linda Pilcher
Motion to approve byAndrew Nesbit – 2nd Linda approved by acclamation
Linda asked if everyone knew about the financial complexities and situation and weather there were any questions about it. Since John was there it was suggested that the treasures report was the appropriate time to discuss it and the floor was given to John Williamson
Ø Treasures report
– John Williamson submitted in writing and emailed previously to
We (OFSCI) are roughly scraping by. There is a surplus from game storm ~$1000 There is an insurance fee from game storm that should be received soon.
Patty Wells did all of OryCon 25 money get to OryCon 27
Since there around 1500 members about $750 given to OSFCI
We are due money from game storm that will come in just in time
There is a check for $2000 made to OSFCI presumably for Susan Petrey Fund
$1500 from game storm needs to be either distributed the group is owed it for $6
Motion to have Aaron Nabil to investigate moving internet stuff to somewhere else (spiritone) – moved Linda 2nd Nesbit – approved by acclamation
Discussion about separate accounts for each new event etc. – All accounts need to have a signature of the OSFCI treasure – The treasure suggests that there should be an account for recurring events like OryCon even, OryCon odd, etc.
New accounts will have a charge about $72 we should
Discussion about treasures/banking committee be created. Aaron Curtis remembers that a committee does exist just that it does not seem to meet
There needs to be at least 2 people on an account one of which should always be the OFSCI treasurer
Nisbit reminds the board that there is an audit committee though to his knowledge it hasn’t met
Patty Wells prefers that the chair of any event sign a management agreement – Aaron Nabil to sign one. Some language changes were discussed but not made and this is why the delay has happened. In the interim we should have Aaron Nabil to sign an old one
Registration as non-profit is renewed (Sam)
John Williamson is working on forms 990(federal), CT 12, CT 15(state)
John Williamson recognized Page Fuller as a most wonderful resource and she and he will attempt to find out what they can from Lacey Axemaker
Ø
OryCon 26
John Williamson, reporting. He has talked to Lacey it seems that the bills have been paid
Page Fuller said that she received an NSF check for orycon 26 and gave it to John Williamson for him to take care of
Ø
OryCon 27 Patty Wells
We have a contract with Marriott for first weekend of November
Many things are different because we signed less than a year in advance. Contracts were review by a number of people including Aaron Curtis Dave Schaber and Ben Yallow checking for everything that people could remember might be a problem. Hospitality as OryCon has had it seems to be an issue, Patty contacted Bobbie DuFault for assistance with that.
Many of the spaces have a Thursday move in time. There are a few with a late Friday move in time the worst being the big ballroom. The other party in the ballroom is Intel no chance really to get them to leave earlier
Motion:
The board appoints Patty Wells to obtain penciled in hotel contracts for OryCon
28, which she will submit to the hotel committee and the board. The Board will
act with all due haste if required to assure reservation or right of first
refusal moved by Aaron Curtis 2nd Nesbit passes by acclamation
Aaron Curtis indicates that a hotel committee exists – Patty Wells, Melanie Schaber, Aaron Curtis, Ben Yalow motion is modified to indicate that.
Pre-Reg report numbers – to be mailed
Dave Schaber – Due to the change in hotel (venue), finances will change
Fiscus – drop in attendance might be 10% or more due to the move and more since it’s a forced move
Ø
Smofcon 23
Dave Schaber
First committee meeting has been held things are moving along
Hotel signed - Red Lion convention center
John Lorentz -
34 pre-registrations - 6 or 8 memberships on bank card hope to have 150
$900 in account
Date is December 2nd – 4th
Treasury questions handling of account after the Con – it is recommended that it be zeroed out
Ø
Game Storm 7 – Aaron
Curtis
Membership 657 a growth of 10% even due the other conflicts NorWestcon and Easter
Game Storm about $15k minus expenses
Crying and whining
Room block was made – at least 170
Surplus seems to be likely
RPGA wants to turn it into a regional
Several other groups want to make it a regional
Ø
Game Storm 8 - Aaron
Nabil
Potential increase
Hotel not yet picked out yet to hotel challenges
·
Patty Wells
Many hotels are not available for date
Handout - contract reviews and indicates things that were sub-optimal
Monarch may be an option
Melanie Schaber - agrees to help out once hotel is selected
Room nights is the key
A higher budget could be spent on hotel about $2250 Game Storm 7
Nesbit
makes suggestion to look into space like the convention center since most of
the people attending game storm tend to “be in by 9:30”. This could also help with Aaron Curtis’
desire to have more space only on Saturday for the “tournaments”
Ø
Susan C Petrey Clarion
Scholarship Fund
No information – Mailed by Dave Schaber nothing received yet
Ø
Jim Fiscus stuff
·
Clayton Memorial Medical- Page Fuller
No award recently
·
Endeavour award - Jim Fiscus
Bobbie DuFault – Could do a fund raiser
Possibility of corporate money
Ø
Other business
·
By-laws changes - Nesbit
Andrew suggested that the board of directors submit a board-approved list of changes to the annual general meeting. There are currently 2 versions that need to be worked together one by Andrew and the other by Dave Schaber. Among the changes discussed were:
Meeting date and time changes 4th week of every month except 1st week in December - Annual meeting will still be in May – replacing the Monday day of the week requirement
There should be 4 board meetings during the year with an additional board organizational meeting to elect officers just after the Annual General meeting
Suggested meetings should be in the months of January, April, July, October and one after the General meeting May
Suggestion that “Charted” be added to all sub-groups “Charted” means little or nothing under Oregon law. Sam indicates that they are considered sub-committees of the organization
Sam asked what types of insurance the organization has for example embezzlement other liabilities?
A discussion about Quorum rules – presently only a majority of the board members need to be present as well as to amend the bylaws
Aaron Curtis suggests that a message needs to be sent out to the membership with a Proxy form to encourage members that are unable to attend to sign proxies
·
Motions to Excuse from
meetings
Motion to excuse Andrew Nesbit from next board meeting as he may still be traveling back from China made by Dave Schaber - 2nd John Williamson – approved.
Motion to excuse Melanie Schaber from this meeting made by Aaron Curtis 2nd Dave – approved (noted Dave and Mel are Grandparents)
·
NON-Profit Boards Patty Wells
Done by e-mail handout from http://www.boardsource.org/fullanswer.asp?ID=98
Linda to co-ordinate finding all items on the list
John Williamson to send copies of what he has to Sam
Nesbit moves to create a position of board archivist an Sam suggests that it just be sent to the lawyer/council
Job descriptions need to be created
There should be reports from every board office (written) at every meeting
·
Garage
Sam’s report
It’s a fight we can do but it will not be on retainer
Motion to have Sam send a letter as appropriate to parties in question at the apartments Dave Schaber to send a list to Sam with details of contents of storage units
Sam offered to make the presentation to the general board
·
Minutes of last meeting presented by Dave Schaber moved 2nd
approved (acrimonious didn’t catch who moved or seconded)
Meeting adjourned at 10:?? pm
david_schaber@hotmail.com
albertsmommy@gmail.com
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