Board Members 

Heidi Hawkins – President 
Ron Blanchett – Vice President
Chelle Silas/Lloyd Williams – Treasurer
Gillian Mayman – Secretary
Paul Keys – IT Officer
Jessica McQuiston – Communications Officer
James Hice – Member
James Brown – Member
Meph(Norm Witte) – Member

Attendees

Heidi Hawkins, Chelle Silas, Lloyd Williams, Gillian Mayman, Jessica McQuiston, James Brown, Paul Keys, James Hice, Ron Blanchett, Meph, Bagel Garrison, Sarah Catlin, Wayne Garmil, Ian Sterrett, Brandon W, Britain Woodman, 

• Called to order: Heidi

Old Business

• Discourse Vote for Formal Communications:
• Mailing List Discussion:
  • Vote: To use a mailing list as an additional communication channel alongside social media.
  • Service: MailPoet selected as the email distribution company.
  • Timeline: Seven days to back up the account and hand it off to the communications committee.
  • Responsibility: Jessica will manage the email list for communications.
  • Decision: Managing the mailing list will be determined as under Social Media or Technology Subcommittee.
  • Motion Proposed by: Heidi
  • Seconded by: Lloyd
• Result: Passed unanimously

New Business

• Future Meeting Schedule:
• Bylaws Discussion:
  • Discussion: On whether to require an annual convention.
    • A board member proposed changing the language to allow flexibility if a convention isn’t feasible.
    • Additional questions arose around the format, such as one-day events or if the event has to be a “full convention.”
  • Comment: A board member noted the bylaws are broad enough and don’t require amendments. A community member suggested adding a definition of “convention.”
  • Decision: Research will be conducted to find venue options for a potential future convention.
    • Chelle will report back with findings by the next board meeting, possibly by October 15.
    • Heidi will assist in working with sales teams.
• Convention Venue:
  • Discussion: Comparing costs and logistical challenges between venues like the Sheraton, Eagle Crest, and Westin.
    • The 2024 convention cost $48,000, with nearly half attributed to room attrition.
  • Action: Chelle will lead research into potential venues, with suggestions for smaller room blocks and alternative setups.
  • Next Steps: Deadline for final decisions set for the next board meeting.
• After Dark Programming:
  • Discussion: Sponsorship concerns regarding adult-themed after-dark programming.
  • Proposed Solutions: Offering separate admission for after-dark content or scheduling it on different days from tech programming.
• Con Chair Role:
  • Discussion: The need for clarity on the role of the Con Chair and how it should interact with the board for the organization’s longevity.
  • Decision: Postponed for future discussion.
• Tie-Breaker Proposal for Board Votes:
  • Proposal: When there is an even number of board members voting, the president will abstain unless there is a tie.
  • Proposed by: Heidi
• Result: Discussion postponed.

Votes

• Change in Secretary’s Role:
• IT and Communications Officer Confirmation:
  • Discussion: Role definitions for IT and Communications Officers.
  • Outcome: Jessica and Paul will write up their role definitions.
• Subcommittees:
  • Sponsorship Subcommittee:
    • Vote: To create a Sponsorship Subcommittee with potential leadership by Benny Vasquez.
    • Proposed by: Heidi
    • Seconded by: Jessica
    • Result: Passed unanimously
  • Community Events Subcommittee:
    • Vote: To create a Community Events Subcommittee for coordinating in-person and online events.
    • Proposed by: Heidi
    • Seconded by: Chelle
• Result: Passed unanimously

Community Comments

• Con Chair Turnover Document:
  • Recommendation for formal turnover documentation for future Con Chairs. A board member supports the idea but suggests it be paused until definitions are finalized.
• RedBubble Account Investigation:
  • Issue: A community member discovered two RedBubble accounts tied to the organization’s PayPal account. The board agreed to review ownership and ensure correct account management.
• Facebook Group Concerns
  • Question raised about the next Penguicon and addressing community concerns publicly in the next open meeting.

Next Steps

• Outreach to the community for participation in the two new subcommittees.

End of Meeting

• Motion to Adjourn:
  • Proposed by: Heidi
  • Seconded by: Ron
  • Result: All in favor