Penguicon Board Meeting Minutes, Feb 24, 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

  • Heidi Hawkins, Chelle Green, Lloyd Williams, Gillian Mayman, Paul Keyes, James Brown, James Hice, Jessica McQuiston, Ron Blanchett, Meph, benny, ska, Wayne Garmil, Sean Stevens, Kelly Vanderwell,
  • Called to order: Heidi

Old Business

Liability Insurance

  • Options discussed; current provider appears to be the best option.
  • Umbrella policy ($2M) considered for removal; board generally supportive if smaller events remain covered.
  • Renewal due end of April.
  • Updated quote will be shared with board.
  • Vendor insurance cannot be added under current plan; vendors must provide their own coverage.
  • Estimated cost: $2,700.
  • Decision deferred until updated quote reviewed.

Masquerade Update

  • Tickets sold: 49/150.
  • Ads are performing well.
  • Entertainment budget remains unsettled; ongoing work with performers.
  • Venue requires vendors to have their own insurance.
  • Example: tarot reader coverage costs about $50.
  • Details on rigging and staging still being finalized.
  • Auction donation received.
  • Volunteer coordination needed.

New Business

Room Block Update

  • 6 rooms filled, 4 remaining.

Accessibility Review

  • Venue reviewed for accessibility:
    • Heavy bathroom doors.
    • Front door will need to be staffed for entry.
    • No scent dispensers.
    • No steps into event space.
    • Bathrooms may be converted to unisex if no other events are present.

Updating Bylaws

  • Reviewed with legal counsel; some provisions missing (e.g., removal of board members).
  • Conchair responsibilities to be separated into a new charter.
  • Additional provision proposed to remain nonprofit permanently.

Motion: Add Provision to Remain a Nonprofit Forever

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

Motion: Change Bylaws to Include 10 Board Members (Not 7)

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

Raffle Application

Motion: Proceed with Raffle Application

  • Motion: Jessica
  • Second: Heidi
  • Result: Passed
    • 7 in favor
    • Jim – Abstained
    • Paul – Abstained

Confirming Chairpersons

  • Proposed chairpersons: Jessica and Gillian

Motion: Appoint Jessica as Chairperson

  • Motion: Jessica
  • Second: Heidi
  • Results:
    • Jessica – Aye
    • Heidi – Aye
    • Ron – Aye
    • Chelle – Aye
    • Gillian – Aye
    • Paul – Aye
    • James – Aye
    • Jim – Abstained
    • Meph – Aye

Motion: Appoint Gillian as Chairperson

  • Motion: Jessica
  • Second: Heidi
  • Results:
    • Jessica – Aye
    • Heidi – Aye
    • Ron – Aye
    • Chelle – Aye
    • Gillian – Aye
    • Paul – Aye
    • James – Aye
    • Jim – Abstained
    • Meph – Aye

Penguicon 2026

  • Operations Committee meeting scheduled for March 10 to discuss conchair roles.
  • Meeting will be open to public via Zoom; past con chairs to be invited.
  • Venue research ongoing; Sheraton, Westin, and Eagle Crest quotes compared.
  • Goal: clarify budget and communicate effectively to community.

Upcoming Events

  • Rookery Happy Hour: ~10 attendees.
  • Mask Making (March 8): Budget <$200, supplies requested from community. Online follow-up event planned.
  • April Tech Event: Date and budget confirmation pending.
  • Workshop on Accessible Meetings: Planned hybrid, minimal cost.
  • “Room Party” at private home: Proposal under coordination.
  • Tabletop Therapy Event: Could be held virtually.

Pending Community Events:

  • Windows-to-Linux workshop
  • Game night
  • Stitch and bitch
  • Miniature painting
  • Picnic at the park
  • Quarterly gaming days
  • Dice Olympics (to be voted on in February)

Event Form: New form will collect details for community-led events; separate from suggestion form.

IT in the D: Outreach ongoing; potential participation in podcast.

Officer/Subcommittee Updates

Operations Subcommittee

  • Attendance policies, conchair charter, bylaws, and gaming operations under review.
  • Debate on need for subcommittee officers; consensus leaned toward committee chairs instead.

Communications Subcommittee

  • Mailing list status reviewed.
  • Rookery membership: 46 total (8 paid tiers, remainder free).
  • Next newsletter to include updates on engagement, events, and financial status.

Technology Subcommittee

  • Decision to use Vaultwarden over Bitwarden.
  • Account cleanup ongoing.

Sponsorship Subcommittee

  • Private chat room being used for coordination.
  • 20 sponsor leads identified.
  • Website sponsor page pending.
  • Current sponsors: AlmaLinux, raffle donors, gift cards, photography packages.
  • Proposal: clarify industries to exclude (e.g., military, political).
  • Sponsorship charter being drafted.

Community Events Subcommittee

  • Coordination underway for social and gaming events.
  • Call-to-action planned for newsletter and website.
  • Community event ideas: picnic, coffee hour, pool party.

Community Comments

  • Concern raised over PayPal trust issues; alternatives may be considered.

End of Meeting

Motion to Adjourn

  • Proposed by Heidi
  • Seconded by Jessica
  • Result: All in favor