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WesternSFA General Meeting Minutes

2008


February 1


May 2


August 1


November 7






































Western SFA Quarterly General Membership Meeting

February 1, 2008

Minutes


Called to order: 7:09pm


Attendance: Bob LaPierre, Craig Dyer, Stephanie Bannon, Gary Swaty, Sue Uttke, Catherine Book, Lois Cassady, Shane Bryner, Kyla Mills, Caitlin Gilson, Tanya Cropper


1)        Introduction of guests: Steve Strozewski, Sherri Gahr, Kevin Williams, Kayla Dadgar, Luis Rodriquez

2)        Read and Approve minutes from last meeting. Motion to accept, seconded, and approved.

 

3)        Treasurer’s report. See attached Financial Report dated 02/01/08. Motion to accept, seconded and approved.

 

4)        Committee Reports:

 

AcrossPlus: AcrossPlus, AniZona and Otaku Club from ASU West will present an AnimeFest at Bookmans, 19th Ave & Northern. Already have sponsors for prizes. Samurai Comics wants us to present an AnimeFest at their stores. Shane will be coordinating with Mike Banks on dates for both store locations. No new donations. We have a new monthly event schedule – 3rd Sundays is gaming tournament at Bookmans, 19th Ave & Northern. No website yet.

 

AniZona: The Jackalope mascot costume is almost done. The body is complete, head should be ready by March.

 

OLD BUSINESS:

 

4)        Second vote on By-Laws amendment regarding AcrossPlus. All Ayes.

            Stephanie will provide Secretary e-file of new ByLaws.

 

5)        Stephanie finally provided Secretary file copy of our tax exempt status. (…cheering, feet stomping…)

 

6)        The new logo ad did appear in ConNotations issue 17.6. No response yet. Discussion about whether to keep paying for the ad. Stephanie said she had better success with the CASFS logo ad on their website. She will post the ad to the website and we’ll see what happens. Bob still would like to use David Cherry’s Kokopelli artwork.

 

7)        Do we own the tradenames proposed at the Nov 2007 meeting? Not yet, but Stephanie thinks she’ll have time real soon to take care of it.

 

8)        ConRunners 19:

            Event Coordinator: Stephanie

            Topics: topics subject to change

            Date: February 16, 2008, 10am-5pm @ Bookmans on 19th Ave & Northern

 

 

NEW BUSINESS:

 

9)        ConRunners 20:

            Event Coordinator: Stephanie

            Topics: How to select a venue, If I Ran the Zoo game

            Date: June 21, 2008, 10am-5pm @ Bookmans on 19th Ave & Northern

 

            Motion to approve $30.00 for ¼ page ad in ConNotations issue 18.2. Motion to accept, Seconded and Approved. 1 Abstaining. Stephanie will design new ad.

 

10)Dues are due.

 

11)Consider candidates for AniZona 2009 chair. Business plan presentation from Sherri Gahr. No other presentations.

 

12)Elect procedural officers.

Nomination for President: Bob LaPierre

      Nomination for Vice-President: Shane Bryner

      Nomination for Secretary: Catherine Book

      Nomination for 5 Board Members: Gary Swaty, Craig Dyer, Stephanie Bannon, Sue Uttke, Shane Bryner, Bob LaPierre and Caitlin Gilson

 

      Motion to close nominations. Seconded and approved. Motion to elect President, Vice-President and Secretary as nominated. Seconded and approved, 1 abstaining.

 

      Secret ballot to vote for 5 Board Members. Results tabulated by Catherine and Kyla. Election results are: Craig Dyer, Stephanie Bannon, Sue Uttke, Shane Bryner and Bob LaPierre.

 

 

Next meeting scheduled for Jun 21, 2008, 7pm at Bookmans, Phoenix.

Move to adjourn, seconded and approved. Meeting adjourned at 8:35 pm.








Western SFA Quarterly General Membership Meeting

May 1, 2008

Minutes


Called to order: 7:15pm

Attendance: Stephanie Bannon, Craig Dyer, Catherine Book, Gary Swaty, Mark Boniece, Sue Uttke, Bob LaPierre, Marguerite Murray and Shane Bryner.


1)        Introduction of guests: none

2)        Read and Approve minutes from last meeting. Motion to accept, seconded, and approved.

 

3)        Treasurer’s report. Banker sees that she needs to make a correction to the formula. Motion to accept as corrected, seconded and approved.

 

4)        Committee Reports:

 

AcrossPlus: AnimeFest on April 19th at Bookmans – good turnout. 140 signed up. Everyone liked the band. We donated two AniZona memberships as prizes. We spent $258.00, recovered $231.00 in sales of refreshments. We’ll hold on events until after Saboten-con. We’ll do a small event at FetishFalls (a wig and cosplay accessory store) in June.

 

AniZona: Jackalope head is done. It was popular at the AnimeFest. Relay for Life (cancer research) – AniZona had a team and helped raise approx $300.00 in donations. Sherri Gahr is not here. Per Banker: 10 membershops sold. Requests for rooms, hotel walkthrough on May 1st.

 

ConRunners 19:

            7 in attendance. Noone could remember what was discussed however. Morning session was SMOFing. Rambling discussion in the pm.

 

ConRunners 20:

Has to move – no location and conflict with other con. Stephanie is checking into alternate site and possible date of June 14th. Possible topics will be Communications and Command Structure.

 

 

OLD BUSINESS:

 

5)        Do we own the tradenames proposed at the Nov 2007 meeting? Seven were paid for. Stephanie owes the Secretary a copy. Names include: Western SciFi Assn, Western Science Fiction Assn, Western SFA, AcrossPlus, ConRunners, ConKopelli, ConAzona

 

6)        Stephanie will post the logo ad on our website.

 

NEW BUSINESS:

 

7)  Bounced checks – do we file small claims, go to a collection agency or write off as bad debt? Proposed that Stephanie will check on process with small claims court and go to a collection agency. Motion to accept, seconded, and approved.

 

8)  Do we need an official policy on what we (WSFA) mean by “family friendly?” Stephanie suggested we evaluate on a case-by-case basis. General consensus.

 

9)  Should we have a policy on honorariums? We’ll discuss at next meeting after taxes have been filed and we understand the tax policy better.

 

10)WSFA is being asked to donate t the AZ Browncoats’ showing of Serenity this year, like we did last year. Move to donate $150.00, seconded and approved. We also agreed to donate two membershos to AniZona as prizes. In return we get to add flyers to their “gimme” bags for both WSFA and ConRunners.

 

11)Stephanie noted that we’ll need to address a chair for AniZona in 2010. We’ll accept applications at next meeting.

 

12)Mark proposed AniZona sponsor an Anime room at FiestaCon. Moved, seconded and approved.

 

Next meeting scheduled for Aug 1, 2008, 7pm, Location: Bentcover Bookstore.

Move to adjourn, seconded and approved. Meeting adjourned at 8:15 pm.





Western SFA Quarterly General Membership Meeting

August 1, 2008

Minutes

 

Called to order: 7:11pm, Bentcover bookstore

Attendance: Stephanie Bannon, Craig Dyer, Catherine Book, Gary Swaty, Mark Boniece, Bob LaPierre, Lori LaPierre, Caitlin Gilson, and Shane Bryner.


1)        Introduction of guests: Len Berger, Kevin Williams

2)        Read and Approve minutes from last meeting. Motion to accept, seconded, and approved.

 

3)        Treasurer’s report. Motion to accept, seconded and approved.

 

4)        Committee Reports:

 

AcrossPlus: How did the event at FetishFalls go? Didn’t happen, maybe next Spring. There was a 4th of July party and two new members were acquired.

AniZona: How was the hotel walkthrough? May 2nd, went fine.

 

ConRunners 20: June 14, 2008 at Embassy Suites, PV Mall. 15 in attendance, discussed marketing in the morning, played The Game in the afternoon along with general Q&A.

 

ConRunners 21: TBA October

 

 

OLD BUSINESS:

 

5)        Logo ad posted to website? Not yet, last minutes were late being distributed so Stephanie didn’t get needed reminder.

 

6)  Did Stephanie check on small claims court process? Nope, same reason.

 

7)  Time to discuss policy on honorariums? Tabled until next meeting.

 

NEW BUSINESS:

 

8)  Stephanie wants to discuss storage costs for WSFA property. Moved to approve $20.00 per month to cover electricity for the shed where the property will be stored, seconded and approved.

 

9)  AniZona 2010: Kevin Williams wants to Chair.

 

 

Next meeting scheduled for Nov 7, 2008, 7pm, Location: Bentcover Bookstore.

Move to adjourn, seconded and approved. Meeting adjourned at 7:41 pm.

 

 

Western SFA Quarterly General Membership Meeting
November 7, 2008
Minutes

Called to order: 7:13pm, Bent Cover bookstore
Attendance: Stephanie Bannon, Craig Dyer, Catherine Book, Mark Boniece, Bob LaPierre, Lori LaPierre, Caitlin Gilson, Shane Bryner, and Kyla Mills

1) Introduction of guests: Len Berger

2) Read and Approve minutes from last meeting. Motion to accept, seconded, and approved. 6-0-2

3) Treasurer’s report. Motion to accept, seconded and approved. 5-0-3

4) Committee Reports:

AcrossPlus: They didn’t burn down Bookmans

. AniZona: Need to ramp up. Executive Committee will meet next Sunday. Memberships are still low.

Book Donations: We collected 32 books at Lep33, 150 at CopperCon27, and 137 at CopperCon28.

ConRunners 21: Cancelled.

ConRunners 22: Feb 2008 TBA, Embassy Suites Phx/Scottsdale. Steph will check with hotel for a free room. Topics: Chain of Command, Communication for morning, play game for afternoon.

OLD BUSINESS:

5) Logo ad posted to website? Stephanie needs an earlier reminder.

6) Did Stephanie check on small claims court process? This was regarding a check from a dealer at AniZona for $750 that bounced. He sent us $650, still owes $100 plus $25 for ret’d check. We’ll cash the check and bill him for bal due. If check for $650 isn’t good, Stephanie will proceed with small claims court. Motion to approve, seconded and approved. 3-0-3

7) Time to discuss policy on honorariums? Tabled until next meeting.

NEW BUSINESS:

8) RandomCon: Fabian Badilla approached WSFA about a small gaming con idea. Stephanie agreed to be Banker, Fabian will Chair. WSFA assumed the CU29 CASFS contract at Grace Inn for 25% of profits, Shield of Almor for 10%, and 10% to Fabian Badilla’s new Amber club. We need 280 members, incl Gamemasters, to make a $200 profit.

9) Purchase of new domain names: Move to purchase: RandomCon.org, RandomCon.com, Superbigmegacon.com, and two tradenames for $20.00. Seconded, and approved. 9-0-0

10) Where shall we meet during 2009? We’ll stay at Bent Cover books.

11) Advertising for ConRunners. Stephanie suggested we do a WSFA ad in next ConNotations. $60 for ad. Motion to approve, seconded and approved. 5-0-2. Stephanie will also do a flyer to distribute at local events. For ComicCon, suggested we spend $100 to stuff the flyer in their bags. Move to spend $300 to print flyers and stuff in ComicCon bags. Seconded and approved. 7-0-2. Stephanie will organize the flyer effort.

12) Renew SFWA membership? Discussed and decided that we would always renew as long as WSFA is solvent. Motion to accept, seconded and approved. 8-0-0

Next meeting scheduled for Feb 6, 2009, 7pm, Location: Bent Cover Bookstore.

Move to adjourn, seconded and approved. Meeting adjourned at 8:11 pm.

 

 

 

 

 

 

 

 

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