[Penguicon-Concom] Board Meeting Minutes 01/12/2008

[Steve Gutterman]

Penguicon Board Meeting Minutes from 01/12/2008

Members present: Chuck Child, Steve Gutterman, Garrett Kajmovicz, Jordan
Malokofsky, Tracy Worcester
Others present: Matt Arnold, Alison Anison, Jessica Zerwas, Kat Malokofsky

Old business from the agenda:

1) After reviewing the Penguicon 6.0 proposed budget, and after extensive
discussion, the board approved an overall available budget of $30,000 for
the convention, with $28,407 available to be spend on the convention and the
$1,593 balance intended to be returned to the general Penguicon bank account
after the convention.  The Board reiterated that how the money is to be
allocated among items of convention spending is completely at the discretion
of the Convention Chair.

2) There was extension discussion as to where the function of managing the
web site and the content of the web site falls, with either the yearly
convention (under the Chair) or with the Penguicon Board.  A working
proposal will be developed and delivered to the Board by Matt Arnold no
later than two weeks before the next Board meeting.  Further action was
tabled until that time.

3) A proposed permanent schedule for Penguicon Board meetings was delivered
to the Board.  The Board voted unanimously to accept the meeting schedule as
proposed, and requested that Garrett draft the appropriate new bylaws
language to put the schedule into the bylaws at the next Board meeting.  The
meeting schedule is as follows:

Four regularly scheduled meeting per year, scheduled as follows:
Second Saturday in January
Second Saturday in March
Second Saturday in June
Second Saturday in September

4) The Board reviewed the current location listed as the Penguicon, Inc.
hardquarters with the State of Michigan, and determined that it needed to be
changed as it was outdated and no longer appropriate.  Further, the original
Penguicon incorporation papers with the State of Michigan needed to
be renewed immediately.  It was moved that Penguicon's incorporate be
renewed and updated to reflect the current Board Members and officers; that
the legal address of the corporation be changed to the address of the
current Penguicon Board Secretary; that the mailing address be changed to
the current Penguicon Post Office Boix; and that Penguicon would pay any
expenses associated with the renewal of incorporation.  Passed unanimously.

5) The question of the Board taking a position of the use of Google Apps for
Domains on the Penguicon web site was discussed.  It was moved that this was
not a Board decision until draft rules (regarding the management of the
Penguicon web site) have been created, reviewed, and approved by the Board.
Passed unanimously.

New Business:

1) The Board discussed a possible change of incorporated status to move
Pengucion to being a 501(c)3 organization.  Jordan will present a first
draft of 501(c)3 incorporation paperwork to the Board at the March meeting.
Any further discusstion was tabled until that time.

2) As part of the renewal of incorporation, it will be necessary to declare
what organization will receive any remaining Penguicon funds if Penguicon
Inc. disappears or is dissolved.  It was moved that the organizations The
Linux Foundation and The Science Fiction Oral History Association would each
receive 50% of any remaining funds in the event of Penguicon, Inc. ceasing
to exist.  Passed unanimously.

3) The Board as a whole volunteers to staff a panel at Penguicon 6.0 in
order to provide a town hall forum for discussion of issues between
Penguicon attendees and the Board.  Passed unanimously.

4) Motion to adjourn.  Yea: Chuck Child, Tracy Worcester, Jordan Malokofsky;
Nay: Steve Gutterman, Garrett Kajmovicz.  Passed.

-- 
"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"
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