Penguicon Board Meeting Minutes, Jan 27, 2025

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

  • Attendees: Heidi Hawkins, Chell Silas, Lloyd Williams, Gillian Mayman, Paul Keyes, James Brown, James Hice, Jessica McQuiston, Ron Blanchett, Meph, benny, ska
  • Called to order: Heidi

New Business

Confusion Room Party Recap

  • ~80 guests attended.
  • 3 Rookery/Newsletter signups.
  • 66 new social media follows.
  • More signups in one day than in recent history.
  • Total cost under $1,000.

Raffle License

  • Steps and requirements for raffle license reviewed.
  • Risks discussed: license could be revoked; no fines or penalties noted.
  • Already advertised on website.

Motion: Submit paperwork for raffle

  • Motion: Ron
  • Second: Meph
  • Result: 8 in favor, 1 against

Action item: Ron to compile terms and conditions for next meeting.

Legal Representation

  • Shifman and Carlson offered 20 hours pro bono legal work ($6,000 value) in exchange for sponsorship.
  • Proposal will be voted on at next meeting.

Bylaw Review

  • Updates needed for gaming license; add stipulation of permanent nonprofit status.

Motion: Add provision to remain a nonprofit in perpetuity

  • Motion: Heidi
  • Second: Jessica
  • Result: Passed unanimously (9 votes)

Liability Insurance

  • Current provider quote: $2,700.
  • Question remains if coverage is sufficient for small events.
  • Discussion tabled until later meeting.

Tech Soup / Zoom Account

  • Options discussed for Zoom vs. Google Meet.
  • One board member opposed paying for Tech Soup at this time, offered temporary donation of their Zoom account.
  • Cost noted: $18/year program fee + $80/account.

Motion: Purchase Zoom account through Tech Soup

  • Motion: Meph
  • Second: Jessica
  • Result: 6 in favor, 1 opposed, 2 abstained → Passed

Sponsorship/Donation Letters

  • Discussion on process for sponsor letters and recognition.
  • Proposal for sponsorship tiers (to be reviewed and voted on).
  • IRS donation letter template already available.

Masquerade Update

  • Tickets sold, budget, and payments reviewed.
  • Next payment due: $3,000+.
  • Discussion about volunteer compensation (discounted tickets, staff pricing).
  • Decision tabled until next meeting.

Feedback from former con chair:

  • Recommended board maintain responsibility for hotel contracts and fundraising.
  • Suggested conchair have a small discretionary budget separate from hotel budget.

Financial/Operational Updates

  • Old account closed; Citizens account now active.
  • Next meeting scheduled for February 10 (approved by vote).
  • Room block update: number of rooms filled still under review.
  • Accessibility at venue to be evaluated.

Penguicon 2026

  • Conchair search timeline under discussion.
  • Operations subcommittee to define roles before opening call.
  • Venue scouting to begin March/April, target commitment by June 1.

Upcoming Events

  • Rookery Happy Hour: Planned for February.
  • Mask Making (March 8): Budget under $200; supplies requested from community. Follow-up event planned online.
  • April Tech Event: Date and budget pending.
  • Workshop on Accessible Meetings: Planned for summer/fall.
  • Community Events in Discussion: “Room party,” Dice Olympics, picnic, coffee hour, game day, pool party.

Facebook / Community Feedback

  • Proposal to review removing Facebook once engagement on other platforms exceeds current levels.
  • Statement to community planned regarding tolerance for hate speech.

Officer/Subcommittee Updates

Operations Subcommittee

  • Focus areas: banned individuals, conchair roles, bylaws, gaming operations.

Communications Subcommittee

  • Mailing list status reviewed.
  • Request for all members to complete interview form for newsletter.
  • Rookery membership update provided.
  • Masquerade social media promotion scheduled.

Technology Subcommittee

  • Account review in progress.

Sponsorship Subcommittee

  • Review of current sponsors.
  • Draft sponsorship agreement in progress.
  • Call-to-action planned for newsletter and website.

Community Events Subcommittee

  • Subcommittee still forming; plans for picnic, coffee hour, game day, pool party.
  • Call-to-action planned for newsletter and website.

Community Comments

  • Concern raised about PayPal trust issues.

End of Meeting

Motion to Adjourn

  • Proposed by Jessica
  • Seconded by Heidi
  • Result: Approved unanimously