[penguicon-general] Penguicon Board Meeting Minutes - 13 Sep 2008

[Steve Gutterman]

To all concerned:


Penguicon Board Meeting Agenda for 13 Sep 2008



Call to order 3:24 PM

Board members in attendance: Chuck Child, Garrett Kajmowicz, Jordan
Malokofsky, Steve Gutterman.  Not attending: Tracy Worcester.

Others in attendance: Mollly de Blanc, Sal Sanfratello, Heather Fish, Jane
Pierce (MEC Board), Kathy Blizzard (MEC Board), Matt Arnold, Randy Bradakis,
Jer Lance, Ron Blanchett



Old Business



1)     Review of progress on Penguicon reincorporation and change of
corporate information. (Steve Gutterman)

All forms are now on file with the state, and show up in the state's
database.  Penguicon's incorporation is fully up to date.

2)     Update on 501(c)3 incorporation. (Steve Gutterman)

Paperwork is still pending, has not been filed.  The board was informed that
expenses for presenters / guest above and beyond what they are "compensated"
for are deductible if Penguicon is a 501(c)3 corporation. Further discussion
was held until after New Business item 4, meeting was eventually adjourned
without further discussion.

3)     Discussion of filling Board IT Officer position. (All)

Initial discussion was that we should follow the same process to fill this
position as Board vacancies and ConChair, followed be a review of position
responsibilities.

*Motion*: That the position should be publicized to the same venues as Board
or ConChair opening, and applicants be asked to provide a statement as to
their qualifications, plans, and vision for the role. Candidates will be
asked to attend the next scheduled Board meeting for a selection. Motion by
Chuck Child, seconded by Garrett Kajmowicz. *Approved* unanimously.

4)     Update on safe deposit box research. (Tracy Worcester)  Tabled until
next meeting.

5)     Update on research into separating the Penguicon bank account into
three accounts: for current year, upcoming year, and for the Board. (Tracy
Worcester) Tabled until next meeting.

6)     Update on research into making the Penguicon funds earn interest or
return. (Tracy Worcester) Garrett reported that nothing beyond depositing in
a money market account is financially practical until the Penguicon account
reaches at least $2M. No further discussion.

7)     Discussion of ConChair's role, liabilities, and responsibilities.
(Garrett Kajmowicz)

This became a discussion of what rules for behavior of convention goers the
convention as a whole needed, and how they would be applied.  The Board
decided that there was a need to create a standard set of convention rules
that would be used each year, and provided as a base to each year's
ConChair.  These rules should include coverage of under what circumstances
someone may be removed from the convention. This will be an item for
discussion on the Board list and at the next meeting.



New Business



1)     Proposal from Convocation Board for resource sharing.

The was an exploratory inquiry from the representatives from the Magical
Education Council of Ann Arbor (d/b/a MEC) to look at pooling use of some
"year to year" fixtures and items to reduce overall costs and increase
flexibility for both conventions.

*Motion*: Penguicon will agree to loan and borrow durable goods with MEC for
single events.  The group that borrows an item will replace it if it breaks.
The Penguicon Board Treasurer will be the point of contact for arranging the
loans and will track the items.  Proposed by Chuck Child, seconded by
Garrett Kajmowicz. *Approved* unanimously.

2)     Discussion on revisions to Penguicon sponsorship policy.

Extensive discussion of how to handle sponsorships in the future.  There is
a general agreement that the sponsorship policy change from the last meeting
does not meet the Board's desired objectives.

*Motion*: The Board rescinds the sponsorship policy adopted at the 12 July
2008 Special Board Meeting. Motion by Steve Gutterman, seconded by Garrett
Kajmowicz.  *Approved* unanimously.

*Motion*: The budget for each year's Penguicon convention will contain an
item for the maximum amount of sponsorship funds that can be accepted by the
convention.  Sponsorship money shall be spent before any other funding
sources.  Each year's ConChair will inform the Penguicon Board within two
weeks of accepting any sponsorship; no sponsorships can be accepted within
30 days of the start of the Penguicon convention. Motion by Chuck Child,
seconded by Jordan Malokofsky.  *Approved* unanimously.

*Motion*: The Penguicon 2009 Convention budget will be modified to be
$32,351, with a $10,000 sponsorship limit, and preserving any prior
contingent portions of the budget. Motion by Jordan Malokofsky, Garrett
Kajmowicz seconds.  *Approved* unanimously.



Break - 5:26 PM to 5:46 PM.



3)     Election of ConChair for Penguicon 8.0 (2010).

Three candidates: Molly de Blanc, Matt Arnold, Randy Bradakis

Each candidate was extensively interviewed by the Board and onlookers.

*Motion*: Randy Bradakis be named Penguicon ConChair for Penguicon 2010.
Motion by Chuck Child, seconded by Steve Gutterman. *Approved* unanimously.

4)     Election to fill one Penguicon Board vacancy.

*Motion*: That the Penguicon Board be increased in size to seven members.
Chuck Child motioned, Jordan Maolokofsky seconded.   *Approved* unanimously.

*Motion*: Steve Gutterman be elected to the now vacant Board position and to
the office of Secretary.  Chuck Child motioned, Garrett Kajmowicz seconded.
*Approved* unanimously among voting members, Steve Gutterman recused himself

*Motion*: That Saverio Sanfratello Jr be elected to the Penguicon Board.
Garret motioned, Check seconded.  *Approved* unanimously.

5)     Any new items from Board Members or the floor.

Discussion of soliciting names for a Leadership Development Training
program.

*Motion* to adjourn by Chuck Child at 8:03 PM, seconded by Garrett.  In
favor: Chuck Child, Garrett Kajmowicz, Jordan Malokofsky, Saverio
Sanfratello Jr.  Opposed: Steve Gutterman.  *Approved*.



Meeting adjourned at 8:03 PM.
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