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Thursday, July 7th, 2005 - 7:30 PM
Location - MISFITs Office, St. Paul, MN

In Attendance - Officers (all) Jodie, Peter, Matt, Erica, Thomas
Board (all) Tim, Pat, Jeremy, Windy, Chris, Perrin, Ishmael

Topic for Meeting - Envisionment

Minutes:

• The board congratulated Jodie and Erica for throwing a great room party at CONvergence this year, after Team Tango was unable to host the party.
• It was recommended that Open Meetings (suggested to be renamed Events or Event Meetings) not be held in a library.
• Matt asked to move Valleyfair event to Sunday, August 28th instead of Saturday, August 27th. This was in order to accommodate the all ships/all clubs picnic sponsored by the USS Nokomis on the 27th. MISFITs will try to be at that picnic. We can also promote Valleyfair being the next day (addendum decided through email.)
• Erica is the current keeper of the sign-up folder that was started at the CONvergence room party. We will email those who signed up with information about upcoming events if they are unable to be added to the MISFITs database in a timely fashion.
• Chris mentioned that we should try to gear our public communication to remove fan jargon - i.e. don't call things "Cinema Rex" without mentioning that is a movie room, for the uninitiated.
• Matt handed out his fall school schedule to those in attendance.
• Jodie mentioned that she wants the email database but has been unsuccessful thus far in obtaining it.
• Email addresses - Jodie set up officers@misfit.org and the Board can be reached at board@convergence-con.org Be sure to CC Tim at his work address if communicated during the day.
• In the Schools was discussed. Adam and/or Rhonda has information about this. Erin might also have some more information.
• Board reviewed the approval process for new clubs.
• Current clubs or clubs that have been approved: Read the Book/See the Movie; Computer Club; Book Club; Got Edutainment (aka Geeks On the Town); Writers Club; and Crafty Geek.
• Officers were reminded that the tenants of MISFITs is primarily community building and education.
• Pat mentioned some financial information. Taxes are due August 15th. The official business title is: "Minnesota Interest for Science Fiction and Fantasy doing business as Convergence Conventions." It is organized as a 5013(c)A charity. We should not give out letters assigning monetary value to donations (unless it is a cash donation.) The value should be determined by the person donating the items and is a personal tax decision on the donator's part. We are not sales or property tax exempt. Taxes are filed on a 990 short form at the moment. The convention is on an 18-month calendar year fiscally.
• A club report must be filed annually in January. It should include who served and volunteered, what they did, how often meetings occurred, etc. It incorporates January 1st - December 31st and should be delivered to the board by 1/31. Matt is to deliver this.
• Three types of events can be organized financially - an event to spend money on, an event to break even on (charge admission to cover costs), or an event that is a fundraiser for MISFITs.
• Voting meeting is the January Con-Comm. Hours count CVG to CVG. 20 hours for Misfits, 5 of which can be at the con. Con-Comm. meetings count.
• Pat outlined goals she wanted - good announcement list, good communication, a way to better track volunteer hours for MISFITs.

Action Items and Decision Points:

• The Board and Officers will meet quarterly to review progress. These will be high-level / big picture meetings for the most part. We can meet more often for more immediate concerns on an "as needed" basis.
• Matt will send out a monthly communication to all MISFITs members outlining future events once the database is available.
• Matt will also send out an initial greeting email to those who sign up on the member list at different events.
• Outgoing officers and incoming officers will meet next week, Thursday, July 14th, 2005 to exchange information and keys to the MISFITs office (aka "handover" meeting). Matt will be unable to attend (he will be in Sacramento, CA for work). Some board members will be at the San Diego Comic Con as well.
• Meetings will be shifted to Tuesday nights in the fall to accommodate Matt and his law school schedule.
• The Board voted in favor of adding a MISFITs blurb to the CONvergence website. Matt will communicate this to Laurie (aka Ethel), the CVG webmistress. (Done)
• Jodie will put minutes on MISFITs website.
• Chris will put together a CD with relevant/approved graphics to be used for MISFITs flyers and communications. He will give it to the Officers when he is able.
• Windy will email list of preferred emails to the Officers on behalf of the Board. (Done)
• Jodie communicated that emails should be responded to the same day if at all possible (regarding inquiries on the MISFITs website.)
• The Board voted in favor of a new club tentatively called "Crafty Geek." While verbal approval was given, Jodie and/or Erica will follow up with brief written proposal for record keeping purposes.
• Erica's position is renamed Events Coordinator instead of Officer at Large.
• Erica and Windy are now co-chairs of Got Edutainment.
• Officers should work on a budget for the upcoming year as soon as possible. We have a large surplus from last year's convention.
• Thank you notes should be sent out to this year's Mark Time Awards and Writing Contest judges.
• Board suggested that Officers bring back Happy Holidays. A selection committee should be created and one to two families should benefit. Erica and Jeremy are point people on this. The family or families should be picked out before the November Con-Comm. Nomination process needs to be in place soon. Officers approved the Board's suggestion and Happy Holidays program will happen this year.
• An updated flyer should be printed out and available at the Volunteer Party in late July at the Sheraton.
• Windy will email out timeline calendar for 2006. (Done) A calendar needs to be created for 2007.

Suggestions:

• Buy oscillating box fans in fall when they are on sale for room parties.
• Alternate Event Meetings at a public place and at someone's home, as both provide different desirable qualities - some people prefer the casual nature of a home meeting while others, if it is their first meeting, would prefer to meet in a public place.
• Officers should keep information flyer designed by Jodie up to date to reflect latest events.
• Upcoming events suggestions included a cakewalk/bake sale (tentative title Moon Walk)
• Matt suggested a permanent MISFITS room party at CONvergence that would incorporate a Misfittle Laboratory theme, with Connie parts on the walls, a conveyor belt/food assembly line, etc. This would be a large-scale project that could be used year after year (like the Prancing Pony party room.) Chris volunteered to try and come up with some conceptual artwork for what the party would look like.
• Erica suggested a traveling room party kit that would include decorations incorporating next year's con theme (Space/To Boldly Go). Peter's suggestion (from a previous working meeting) of having a crockpot/toaster oven/microwave would be included. This could be used from convention to convention to throw a room party.
• Windy suggested a quarterly zine for publication. It could incorporate writing entries from the Writing Contest, as well as recaps of events, other SF/F convention announcements, artwork, etc.
• Tim suggested that the writing awards prizes be bumped up to $500 dollars and we should brainstorm as to how to drive more local entries.
• Tim suggested an Old Time Radio listening event for GOT Edutainment.
• Board suggested that Officers bring back Happy Holidays. A selection committee should be created and one to two families should benefit.
• Matt suggested partnering with local clubs and ships for the All Ships/Clubs Summer Picnic (scheduled for August 27th) and the All Ships/Clubs Holiday Party in the winter.
• Officers should plan a slumber party retreat sometime in October. See Ishmael about getting a discounted hotel room.
• Chinese New Year party was suggested with possible Scrimshaw co-partnering.
   

Revised: 07.18.2005
 

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