9:04 Nora Convened meeting
Pierre, Karen, Nora, Bruce, Aurora - KCCG
Rob Himmelsbach, Michael Bruno – Denver
Michele Solomon – Chicago
Janice Dallas – Northern Lights
Betsy Delaney – SilWeb
Dora Buck – Sick Pups
Anne Hamilton -GCFCG
Henry Osier - Armed
10:00 Nora called meeting to order
Validation of proxies Minutes of last meeting – online
Kevin Roche – Silweb move to not read
Byron Connel – Pups second
Aye/Nay – passed Reports from the board committee Jan Price – nothing to report
Bruce MacDermott – last year $2042, $88 gen funds donations, $4 archives, net $205 surplus Did not print 4 issues of newsletter, if we did we would be negative So far this year have printed 1 of expected 2, several chapters unsure of (deal with later in mtg)
Karen Heim – chapters fallen out have sent letters to treasurers and presidents, all returned to sender. Chapters will be/have been deactivated and moved to T-Chapter. Have templates for these letters in the future. Not a lot of incoming correspondence, none for membership.
RecSec – none, no report
Pierre – parliamentarian – no adjustment of standing rules, therefore no report
Pierre/Bruce – archives – International Costumers’ Gallery has over 10,000 images. Would like more participation from the public and ICG members. Have free accounts for people to upload with so archivists don’t need to do all the work. Got a generous donation from Ann Davenport and got lots of good old stuff from Rusty Dawe. Also got some good loans to fill in holes. Also need help on backing up to preserve items on media that won’t last long, and help identifying people in pictures. Had road show at WorldCon, will have one at F/SF here. Want more access to library for members, will have more road show and have more ideas for the future to bring more access to members and public. Next project is cross-referencing database to help retrospectives and other. Have a wishlist for members to donate and look for and contact information for people to contact. Also have a digital photo frame to cycle images and a facebook page YAY! to contact people.
Dawn – can do betamax?
Bruce – yes
Byron – have contact for Canadians and England Jill Eastlake Northern Lights – has memory books and list of names
Nora Mai – corporation still exists. Tax forms filed. Nothing much exciting. Started Archives and gallery, IRS stuff.
Chapter Fluctuation – Middle Tennessee deactivated. Western Pennsylvania is close, has had a strange contact. Dallas/Ft.Worth has decided to not be a chapter, remaining members are T- chapter. There are a group of Texas people interested in forming a chapter, need organization help.
Joanie Daschle – Philadelphia – Texas Chapter have an area location? Nora – Texas, around Dallas.
Nora – I iz dun. PeaceOut. Love my support, homies iz gud. Thank everyone for support.
Interpretive dance for thanks.
Byron Connel – sick pups – where is presidential chapeau?
Nora – has been archived, hermetically sealed in duct tape and cardboard due to extreme historical significance.
Rob is sad
Bruce Mac Will stay on board after stepping down as Treasurer. Also noticed archives cost $660, income of $550, have reserve of $1000, received check from anonymous donator named Byron. Main budget concern is newsletter cost exceeds general funds income. Newsletter cost $1047.something. General funds $1400 income. Other general expenses are $226, including website and printing, bank fees. Must be better communication between treasurer, corr. Sec, and pending chapters that are slacking so they don’t slide away without knowing they are in danger. Put in a system of checks and balances for official reporting from chapters. Have treasurer email account now, have request for automatic forward of email.
Andy Trembly – SilWeb – have good email transfer and forwarding ideas to give
Bruce Mac – had 3 issues last year (correction from earlier), so newsletter costs $350 an issue
Betsy Delaney – ways to forward from gmail to other emails. Newsletter – not here, nothing to report
Fundraising – Elaine Mami – nothing happening for a while. Glitziana’s boutique has no real activity and Elaine would like to pass it on to someone who can take better care of it. Elaine is resigning, Nora offers to keep up CafePress. Kelly Lynch, SLUT, volunteered to help.
Guidelines – Andy Trembly – no activity and nothing to report
Archives online – Bruce Mai – no progress on ramifications of uploading copyrighted music as part of archive videos, looks bleak except stuff that has no music or non-copyrighted music.
Kevin – 60 seconds or less is generally allowed
Joanie Daschle – lunatic fringe – aren’t most entries less than 60 sec?
Nora – not always
Anne Davenport – SilWeb – can we consider doing snippets or halves?
T-Chapter – Jan Price – 11 members, none active. All from Dallas/Ft. Worth.
Lotsa explaning on what T-Chapter is and what their purpose is.
PR Committee – Karen Heim – issues with PR is that guild can only do national but works best as regional efforts, so individual guilds should advertise in their area.
Kevin Roche – SilWeb – would like to see more advertising in niche fandoms like furries, anime, worldcon because there are people that would like to know and there is not a standard answer in place to give them.
Karen/Nora – disagree, there is a flyer, but the flyer may not get to where it needs to go. Flyer is available on yahoo group. Flyer is not on website, probably could be.
Jill Eastlake, Northern Lights – ran Denver masquerade, would have printed flyers if they were offered, should be offered to WorldCon MCs.
Dana Mac, SilWeb – flyer on website needs to have current contacts, kept up to date at all times.
Joanie – is a motion needed? Decided no
Anne Davenport – SilWeb – aren’t awards sponsored the best advertisement?
Nora/Bruce – no general awards, left up to individual chapters?
Joanie – Why not advertise chapter awards and history of awards on ICG website?
Byron Connell – PR Committee should consider an ICG award with minimal cost. Carry on to online board meeting for what the award is and what venues are appropriate.
Anne Catelli – speaking for Deech – we can put up anything people write, so if you think something is needed write it.
Nora – so everyone pester Deech when you see him. Pester him constantly. Bruce Mai – point out that lots of good ideas, need people to implement them.
Website – not here yet. Have report. Please request if you need anything. How to request? Deech@ninjacow.com, email@example.com or contact us on website with “Contact Us”
Must implement connection between treasurer and rec. sec.
Betsy Delaney – 6 months without contact is too long. 3 months is much better. Would need to alter standing rules on this issue.
Byron Connell – need to ensure that reps are reporting online with the montly roll call.
Andy – parliamentarian read rule?
Pierre – Yes, reads rule.
Andy – do not need to change rule, can just add procedures for before rule comes in effect. Bruce – clarify that the issue is that reports need to go to Corr. Sec, not Treas.
Michele – official notifications have to be snail mail?
Nora – yes
Kevin – can we change to quarterly reports?
Bruce – no, we must have monthly reporting
Kevin – yes, but change to if we haven’t heard from in 3 months, then we contact and find out why.
Betsy – treasurer should receive checks monthly, so checking in with Treas and corr sec.
Bruce – no, right now corr. Sec is out of the loop. Cor. Sec. needs to take on original duty as membership coordinator.
Dana – have 2 early warning systems – 1st of month check in on ICG-D list, also treasurer check in to ICG treasurer. Must keep in touch between Corr Sec and Treasurer and then go to ICG- BoD to keep everyone informed.
Rob H. – can we just have treasurer forward monthly report to newsletter and corsec? Joanie Daschle – can we send emails to all board? Bruce – no, they won’t all pay attention
Joanie – then reporting must go to both treas and corr. Sec.
Kevin – does yahoo group have montly reminder?
Julie – northern lights – can we put rep on chapter lists to keep up with whether or not they die?
Bruce – need better reporting on who BoD rep is from chapters? How do BoD reps get onto email list?
Jan Price – can we make monthly report submitted by BoD rep as part of monthly check in? Nora – needs to be Treasurer?
Jan – Board Rep should be able to status board on Treasurer’s report as well as other information. Should better determine what “representing a chater” means.
Karen – chapters need better reporting on who chapter reps are to corr sec and web guy.
Dana – need to add in to bylaws and/or standing rules a job description of Chapter Rep’s responsibilities.
Kevin – need to follow bylaws and existing procedures accurately to solve problem.
Nora – need to more clearly define procedures and terms. Will go to online board for discussion and action.
Agree to table to move to online.
Andy – can we read standing rules?
Pierre – yes, reads them.
Andy – doesn’t specify how many issues or how distributed, so could be addressed by newsletter editorial board revise publications guidelines.
Kevin Roche – SilWeb – move to refer question of publication and how to do it economically back to the newsletter editorial board
Bruce Mai – SLUT – second
Dawn McKechnie – Northern Lights – newsletter doesn’t make it to Canada in one piece or at all. Would like to look into electronic version of newsletter with opt-in or opt-out for members. Would be more accessible to new fandoms. Allows better availability to translate newsletter into other languages for better international reach.
Betsy – who is on newsletter board?
Nora – Cat and Nora. Will be Rob and Janine and Cat after meeting. One optional – Carol Parker. Dawn should be on it.
Dana volunteers. Dawn voluntold.
Nora – if I’m paying for a newsletter why don’t I get them? ((rhetorical question))
Joanie – should look into what must be, by law, notified in writing by post mail. Joanie volunteers.
Dana – can we amend movement to move discussion to a committee that includes but is not limited to editorial board?
Ron Dallas – northern lights – what is committee to contact Editorial board?
Nora – none
Pierre – technical problem that can be addressed later (probably by webguy) – not germane to Kevin’s motion.
Kevin – restate motion – I move that we refer the question of the correct publication procedure of the ICG newsletter to the editorial board via the mechanisms that are already established or may be established.
Jim – call to question
Pierre – ignore call, must vote
Nora – yay/nay – Joanie nay due to rush to judgment, passed
Kevin – SilWeb - move to direct webmaster to set up a forward to the ICG newsletter editorial board.
Nora – cat, rob, Janine, carol parker, dawn, dana,
Joanie Henry Osier – Armed CG – second Kelly, Anne Davenport – please send all comments to the editorial board Michele – how will we solicit opinions of the membership?
Pierre – membership has input through this motion, editorial board will format a plan, then propose to BoD, and BoD will deal with it at that time.
Ann Catelli – has a mechanism and wishes to be contacted concerning it afterward.
Nora – aye/nay – 1 abstention – passed
Dana – who will tell editor
Nora – President
Andy – point out that any issues with the dealing of this issue can be directed to President to talk to editorial board
David Kennelman – ACG – should be announced in newsletter for people who don’t go to website
Betsy – agreed
Nora – finished with newsletter