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Thursday, July 28th, 2005 - 7:00 PM
Location - MISFITS Office, St. Paul, MN

In Attendance:
Officers - Jodie, Peter, Matt, Erica, Thomas
Board - Tim
Also Attending - Emily S., Erin L., Dave K., Dave B., Jen M., Eric K., John G.

Club and Project Reports:

• Jim Danielson is the head of the Writer's Club. He was not present to give an update.
• Read the Book / See the Movie - Tim and Jodie said the club was going well. Average attendance is about 8 to 10 people. The August book is The Illustrated Man. The October meeting is the meeting where the books and movies are decided for the upcoming year. The November meeting was moved to November 18th because of OmegaCon.
• In the Schools - Emily will be handling authors. Erin will be handling everything else, including reptiles, raptors, robots, and MN Space Frontiers. The budget request is $5,000.00. Erin will email officers with specifics and a formal proposal at a later date. Jody W. is in the loop. Tim suggested that Hmong authors should be asked into St. Paul schools.
• Got Edutainment - Erica and Windy are co-chairs. 20 dollars was approved to give to Amada for lemonade and cookies for the Harry Potter event. Erica will give Amada flyers for the event. Erica gave Matt Valleyfair coupons. Erica reviewed a number of suggestions for future GOT events. She will email the officers the complete list for further review. There will be a survey created for the ice cream social. Tim recommended a corn maze in October. He volunteered to take the lead on it. Jen suggested Rob (aka MagicMarmot) give haunted house tours. Dave B. suggested the Wabasha Street Caves as an event. It was decided to stay away from monthly scheduled events (since we have a plethora) and just schedule GOT events as they are suggested and come up.
• Happy Holidays - Erica is working with Ishmael and Jeremy on this. They plan to meet in a few weeks to hash out specifics. We are looking to make an announcement at the November Con-Comm. Emily expressed reservations about sponsoring a family versus an organization and would speak to Erica offline about some concerns and pitfalls to avoid.
• Crafty Geek - Jodie created a google group. Jodie is also point person on this. Tentative plan is to meet the third Sunday in September at Crafty Planet in NE Minneapolis. Plan is to meet once a month.

Minutes:

• Matt submitted a receipt for $8.48 to Thomas for making copies of keys.
• Matt suggested that Peter take pictures of various club events (Crafty Geek, Book/Movie, etc) for the website. Peter was planning to already.
• CVG Party Post-Mortem - The CONvergence party went very well, much better than expected. Team Tango was unable to throw the party. Jodie will be submitting an expense report in the near future. About $184 was spent on groceries.
• All the shifts at the party were covered. Great job to everyone involved in pitching in at the last minute!
• Guidelines will be developed in the future regarding a room party policy: who will stay in the room, etc. This will not be a problem at future CVG's because of the standing Misfittle set and the beds removed.
• Future room parties will not be outsourced to other groups or organizations.
• Eric Kassel is planning a party for Anime Iowa. He needs to submit a room party proposal and budget prior to the convention for officer approval.
• Erica was planning a room party at Icon. Icon was going through a management change this year. Erica felt it best to possibly hold off on a room party there until 2006. Dave B. said he would call the organizers to get more information.
• The Connie and Misfittle standees are in bad shape and will need to be remade at some point.
• Peter gave an update on game night. The Source has graphics and ice cream social information. Peter isn't sure if posters are up yet or not. He will check this week. His contact is Chad. DVD and TV will be available. Dave K. will bring Settlers of Canaan. The game night is scheduled from 2 to 7. The Source closes at 9 PM. Setup should begin about an hour to 90 minutes before the event.
• All ships picnic - Dave K. said it was at Indian Mounds Park from 5 to 9 PM on Saturday, August 27th. It is bring your own meat and potluck. We need more information on this before we can put it on the MISFIT website.
• MISFITS Presents Movie Night hosted by Cinema Rex on November 19th at the Sheraton Bloomington.
• Eric and John came in to talk about Movie Night. This would be the 2nd annual movie night. It doesn't have to be a mystery theme and the films can possibly be known early.
• Budget last year was $500. The officers approved a soft budget of $600 for this year. This does not include the cost of the hotel room. The allocated money will be spent on tech (about $250), snacks, and movie rights. It was suggested to do a MPLC umbrella grab bag. Suggested donations for food shelf and / or MISFITS Happy Holidays Project.
• John recommended more signage. The evening's theme will be decided by Cinema Rex.
• Peter said PR One would go out on November 6th. The Rex Movie Night content would be due by October 1st for inclusion.
• Ordering pizza may be a possibility for the evening - we would sell the pizza at cost and have it delivered.
• Erica will be point person on the Officers side of things for Rex Movie Night.
• Ice Cream Social - It is on August 6th at the Roadkill's house. It is bring your own chair. Setup will be around 12:30. Jodie met with the Roadkills to ensure everything was on. Jodie will be buying the syrup and fixings. Amada will be bringing a gallon of homemade crushed raspberry ice cream. Roadkill will be bringing a five-gallon container from work. We will not have bylaws there (they are available on website and we can refer people there.) There are no rain plans, so bring your umbrella.
• Regarding an icebreaker at the ice cream social - it depends on the mood of the people there and the number of unfamiliar faces. Jodie will make the judgment call at the event as to whether or not we will have an icebreaker.
• The Roadkills have two coolers for use. There is another cooler at the MISFITS office that Peter and Jodie will pick up the day of the event prior to their ice run.
• All officers will be at the Roadkills by 1 PM at the latest. A suggested set up time was 12:30 PM. The event starts at 2 PM.
• Next month's meeting moves to Tuesday, August 23rd to accommodate Matt's school schedule. We will meet the fourth Tuesday of the month through December at least.
• A karaoke party was pushed to January or February.
• Scavenger Hunt - Peter is the lead on this and it will be a Saturday. It was decided to be October 22nd.
• Emily wanted a low-key after-party / gathering. It will be at the Sheraton and Emily will be in charge of this.
• Emily announced that there is a gutter geek-bowling event this Sunday, July 31st at 2 PM. It is at Elsie's in NE Mpls.
• The Staff Appreciation Night will be bowling at Elsie's. We must decide who is considered staff. It will be on November 5th. Budget to follow at another meeting.
• Officer Roles. Peter will be in charge of clubs, office organization. Matt and Peter will both be in charge of the database. There will be one database for both misfits and convergence. Peter will also be the photographer / club historian.
• Thomas will be responsible for In the Schools and finances. We will pay authors up front. We will have a 14-calendar day turnaround time for checks.
• Jodie will be in charge of the website and the writing contest.
• Erica will be in charge of Happy Holidays, GOT Edutainment (with Windy), publicity, and will be the default point person on all events until it is assigned to another person. If there is no interest from any of the officers or MISFITS members to run an event, the event will be dropped.
• Matt will be in charge of membership lists, keeping track of voting hours, and co-owner of database with Peter.
• All officers will be moderators on the announcement list. The list is a google group - "misfit-org"
• Jodie mentioned how good it was that we were leaving a well-documented paper trail for next year and the years to follow (for the officer successors somewhere down the line.)
• Officers voted to pay a $97.25 bill to The Red Balloon for an outstanding debt. Thomas will send the check out on 7/29. It will come from the In the Schools budget from 2004.
• Thomas is still waiting on Kate to get past statements and budget information. The second deadline has passed. The third deadline is 7/31.
• The officer retreat has been tabled until first quarter 2006, perhaps in January. It will be discussed at the next meeting after the budget has been finalized.

Action Items and Decision Points:

• Erin to email officers written In the Schools proposal and budget breakdown of the 5K.
• Erica will email officers the complete GOT Edutainment list of ideas.
• Erica will create a survey for distribution at the ice cream social.
• Tim will develop the corn maze event into a workable GOT Edutainment event.
• Jen will contact MagicMarmot about haunted house tours and get back to the officers about costs and feasibility.
• Erin will email board the first name and badge numbers of 2-3 people that had signed up for In the Schools. She doesn't have any contact information for them yet.
• Jodie will submit an expense report for the 2005 CVG party room.
• An officer needs to contact Eric Kassel about submitting a room party proposal and budget for Anime Iowa.
• Emily and Dave B. volunteered to help construct the permanent Misfittle Room Laboratory in the spring.
• Peter will remind Chris Jones about coming up with some conceptual art for the permanent room (cross between a laboratory and robot manufacturing plant).
• Peter will also talk to Chris about having content in PR One promoting the movie night and possibly other MISFITS events.
• Peter will mention to Chris about the possibility of thank you notes being designed (maybe Misfittle putting an envelope into a transformed Connie Mailbox complete with antenna as a mail flag.)
• Jodie received a template from Tonya regarding Movie Night Postcards. She will work on an updated version for this year.
• Jen will contact Eric and Bernice to get room measurements for the Sheraton Cabanas. She will forward this information to Matt and Peter.
• Emily will try to email Laura Thurston to see if there is any more information about the All Ships picnic.
• Erica will contact Windy to see if she was interesting in heading the MISFITS Zine. Without someone agreeing to be project lead and editor, this idea may be rested until at least early 2006.
• Jodie will post information about the MCBA Fall ComicCon (Oct. 8th and 9th) on the website. (More information can be found at http://www.mncba.com/)
• Peter will contact Ishmael about getting a room at the Sheraton on October 22nd for a scavenger hunt after party. Peter will also contact Ish about November 19th being a definitive GO for the Rex Movie Night.
• Emily will check with Elsie's about reserving space for a party on November 5th and inquire into group discount rates.
• Peter will email the board (Windy) about calendar changes / updates.
• Matt will get a G-Mail account (invite needed.)
• Matt will send out welcome emails this week to those who signed up at CVG. He retrieved the well-hidden sign up sheets from the office after the meeting with Thomas and Jodie's help.
• Jodie will send out thank you cards to the writing contest judges.
• If you have club announcements you want mentioned at the ice cream social, please get them to Jodie ASAP.
• Everyone look for Cub / Rainbow soda coupons during the next week and notify Matt about them via email.
• Matt will be picking up beverages for the ice cream social. He will get 120 cans of pop (Coke/Pepsi, Diet Coke or Diet Pepsi, Sprite, Diet clear pop (maybe a sparkling mineral water.) He will also get 8 two-liters of root beer and 2 two-liters of diet root beer.
• Thomas will bring the checkbook to the ice cream social.
• Jodie and Peter are getting the ice and the cooler from the MISFITS office the morning of the ice cream social.
• The officers voted in favor of creating a Geek Physique club. Matt will be lead on this. Tim will be alternate lead in the event Matt will be unable to head the club. Amada will be sub-head. Tim will head sub-group Diabegeek (a support group for diabetic geeks.) Matt typed up a formal proposal, which was forwarded to Tim for a Board vote this weekend.

Suggestions:

• Dave K. suggested that the former officers may have drafted written party guidelines.
• Jodie suggested that a potential zine be distributed as a PDF file to cut costs.
• Jen suggested asking someone in the writers group to run the zine.
• Matt suggested that someone from Crafty Geek look at heading the bake sale / cakewalk suggestion from the last meeting.
• Eric suggested the Rex Image on the Movie Night Postcard.
• It was recommended that Movie Night start earlier and have less of a break time (no more than 25 minutes between movies.)
• It was suggested that a water station be requested of the hotel for inclusion in the movie room.
• People are encouraged to bring lawn chairs / bean bags to Rex Movie Night.
• It was suggested to put a checkbox on the CVG registration form "Yes, sign me up for MISFITS."

Revised: 07.29.2005
 

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