[Board] 14 June 2008 Meeting Minutes

[Steve Gutterman]

Minutes from the 14 June 2008 Penguicon Board Meeting


Penguicon Board of Directors Meeting Scheduled 14 June 2008

Time: 3:00 PM

Location: 32305 Chesterbrook, Farmington Hills, MI 48334 (Steve Gutterman's
home)



Meeting called to order at 3:49 PM, June 14, 2008.

Present: Chuck Child, Garrett, Tracy Worcester, Jordan Malokofsky, Steve
Gutterman

Plus Rob Blanchett, Gerald Gentry, Matt Arnold, Jer Lance





Old Business



*1)      **Review of proposal for managing the Penguicon website and the
content of the Penguicon website. Tabled at the 03/08/08 meeting.*

General discussion of role of a Web / IT Officer.  Current year as compared
to multi-year.  Board discussed sense of a proposal to allow a IT Officer
full discretion on multi-year technology and infrastructure.  Garrett will
provide a draft of the bylaw revision at the next meeting.

*2)      **Review of progress on Penguicon reincorporate and change of
corporate information.*

All paperwork to update past years has been filed with the State of
Michigan.  Current year (2008) update paperwork has not yet been received
from the state. We are waiting to see the updates appear on the State of
Michigan website.  The corporate has its business office of records at 32305
Chesterbrook, Farmington Hills, MI 48334.  The mailing address of record is
the Redford P.O.  Box.

*3)      **Update on 501(c)3 incorporation.*

Garrett provided some information on the forms to be processed to apply for
501(c)3 status.  A question came up as to whether we wish to use the mission
statement from the bylaws as the information to describe our company.  A
request was made to send the mission statements from the bylaws to the
Penguicon Board list so the members can review it.  Garrett provided
paperwork to be submitted, it was given to the Secretary to fill out and
submit.

*4)      **Continue discussion of Board Web Officer proposal*

Item tabled since a person should not be selected for the role until after
the role is defined and language in the bylaws is approved.



New Business



*1)      **Review of post-convention financials. (Jordan)*

Incomplete records submitted, large list of expenditures were made
available, along with partial revenues.  Totals (approximate) as presented
by Jordan were:

Original Penguicon 6 budget:  $28.500

Actual spending: $33,000

Actual revenue: $43,900

Cash on hand (approximately): $19.000

*2)      **Request from secretary for electronic copy of bylaws that reflect
new meeting schedule approved at the 03/08/08 Board meeting. (Steve)*

Done. Secretary has copy.

*3)      **Proposal for Penguicon related book project (Jer)*

Jer submitted a proposal to coordinate a book of essays on "What Penguicon
Means To Me" to be used to create a written history and look at
Penguicon.  This
would be a charitable project, and would solicit input from former Guests,
ConCommitte members, ConChairs, Board Members, founders, and even attendees.


Motion by Garrett: To approve Jer Lance to launch a project to create a book
about Penguicon, and approach guests and other Penguicon participants as
needed.  Final publication of any book will require formal approval by the
Penguicon Board.  Any proceeds will be used to either support Penguicon or
be donated to charity. Seconded by Chuck.  Unanimous approval by Board.

*4)      **Corporate communication strategies (Garrett)*

An extended discussion of the Board's participation in reviewing and
reacting to possibly offensive or disruptive communications on the public
Penguicon lists.

*5)      **Discussion of nomination process for Board members. (Tracy)*

The Secretary read out the vacancies section of the Bylaws.  The board
decided that there is no need to revise the bylaws at this time to
accommodate nominations, but would always like to see public notice given of
current or upcoming vacancies prior to new nominations and elections.  No
motions were made.

*6)      **Any new items from Board Members or the floor.*



New item: Proposal from Tracy to acquire a safe deposit box for the master
copies of papers of Penguicon.  Tracy will research costs and bring the
information back to the next regular board meeting.



Garrett also asked Tracy to check into costs of maintaining three bank
accounts, one for current year, one for upcoming year, and one for the
Board.



Tracy will also research alternatives for depositing Penguicon funds into
either a money market fund or CD or some other interest generating vehicle.



Chuck proposed a special meeting of the Board only to approve the Penguicon
7 budget and the IT Officer proposal.  The meeting would be on July 12,
2008, at 3:00 PM. unanimously approved by the Board.



Movement to adjourn by Chuck, second by Garrett, passed unanimously at 6:43
PM.



A request was made to discuss at the next regular business meeting
the investment of Penguicon cash on hand.



Steve Gutterman

Penguicon Board Secretary


-- 
"Don't fully trust anyone until he has stuck with a good cause which he saw
was losing." -- Morton Blackwell's "Laws of the Public Policy Process"
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://penguicon.org/pipermail/board/attachments/20080705/4ad1a9f5/attachment.htm