Penguicon Board Meeting Minutes, Dec 27, 2024

Posted on by Jessica McQuiston Posted in Meeting MinutesTagged ,

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, Ron Blanchett, Lloyd Williams, Paul Keys, Jessica McQuiston, James Brown, Meph
  • Called to order: Heidi

Old Business

  • 5/3rd accounts closed; funds deposited in Citizens.
  • No transactions in December.
  • Storage unit account needs login updates.
  • Givebutter and PayPal also need updates.
  • $750 donation received from Ian Sterrett — discussion on how to thank: suggestion of anonymous mention in newsletter or giving Patrons a 3D-printed Penguiborn model.

New Business

Masquerade

  • Venue vote deadline discussed.
  • Date: May 17th already decided.
  • Catering: Limited space at 215 venue, catering and support would be required.
  • Open Bar: Concerns raised about liability and cost → decision to use drink tickets instead.

Motion: Pursue Laurel Manor as venue

  • Result: Passed unanimously
  • Action: Meph will contact JamHandy as backup.

Patronship Packages

Motion: Start sponsorship program and announce to community

  • Motion: Heidi
  • Second: Jessica
  • Result: Passed unanimously

Zoom Membership

Motion: Approve purchase of Penguicon Zoom membership

  • Result: Passed unanimously

Additional Events (before Masquerade)

  • Tech event (April) — led by James Brown.
  • Epic gaming event (March) — spearheaded by two board members.
  • Online D&D DM 101 (Free) — spearheaded by two board members.
  • Online D&D DM 201 (Paid) — spearheaded by same two board members.

Officer/Subcommittee Updates

  • Social Media Subcommittee: Confusion room party confirmed; scavenger hunt planned.
  • Technology Subcommittee: Board member will attempt to schedule meeting on Jan 6th.
  • Community Events Subcommittee: Updates pending.
  • Sponsorship Subcommittee: Updates pending.
  • Operational Controls Subcommittee: Proposal raised to create.

End of Meeting

Motion to Adjourn

  • Proposed by Jessica
  • Seconded by Heidi