Penguicon Board Meeting Minutes, Mar 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, Chelle, Lloyd, Gillian, Paul, James B, James H, Jessica, Ron, Ska, Ian, Meph
Called to order: Heidi

Old Business

Social Media Discussion

  • Need procedures for social media moderation, including Discord best practices.
  • Deferred until next meeting.
  • Several board members assigned to work on it.

New Business

Current Financial Situation

  • Balance: $10,290 reported.
  • Expenses paid so far: $7,400 (50% of Laurel Park payment), $900 (entertainers).
  • Masquerade ticket sales: 63 (18 GC, 45 GA).
  • Pending payments: $8,361.60 (venue), $700 (entertainment).

Yearly maintenance fees:

  • Storage unit – $429/month.
    • Suggestion to downsize, review inventory, or seek sponsorship.
    • Alternatives: move items to personal spaces if necessary.
  • Insurance – pending new quote; $1,500 expected (monthly payment option).
  • Zoom – $100.
  • Domains – $12/year × 6 (charged May/June).
  • QuickBooks – $99/month (cost reduction possible).

Discussion included:

  • How to lower costs if ticket sales are insufficient.
  • Minimum needed for hotel down payment in 2026.
  • Profit estimates from Masquerade if tickets sell out.
  • Liability insurance: umbrella coverage canceled; current scope may be enough for small events. Updated quote pending.

Masquerade Update

  • Three weeks remain for ticket sales.
  • Need active promotion.
  • Tickets sold: 63/150.
  • Donations/Sponsorships: ~$5,500 confirmed, two sponsors pending.
  • Remaining needed: $8,661 (not including pending donations).
  • Entertainment cost: $1,800 total, $1,350 covered by board sponsorships.

Sponsorship Benefits:

  • $500 donation → 1 GA ticket.
  • $1,500+ donation → 2 GA tickets.

Raffle/Auction:

  • Community asked for donations (multiple times).
  • Raffle application submitted 2/28; mailbox check pending.
  • Auction confirmed for Masquerade.

Volunteers:

  • 2 new signups plus ~5 generic volunteers.
  • Benefits finalized: at-cost ticket ($90) for 2 hours on event day or 5 hours pre-event.
  • Volunteer huddle planned before event.
  • Spreadsheet to track contacts and interests.

Room Block:

  • 8 rooms filled; 2 required for transport.
  • Friday night rooms requested for setup.

Food tasting scheduled: 3/26.

Updating Bylaws

  • Attorney-reviewed draft in shared folder.
  • Updates to be described by designated board member.
  • Options: vote next meeting, or hold operations meeting for review.
  • Need majority of 10 to adopt.

Penguicon 2026

Conchair Charter

  • Feedback received from past con chairs; draft planned for April 14 Operations meeting.
  • Debate on whether to open the meeting to community.
  • General consensus: role must be clearly defined before search begins.
  • Action item: include call for help in next volunteer form.

Hotel Comparison Chart

  • Research ongoing.
  • Eagle Crest requires $5,000 down payment.
  • Aim to have multiple quotes by next meeting.
  • Discussion: define roles, ensure sponsorship/outreach continues.

Upcoming Events

  • Reminder: All events should encourage donations for 2026.

Mask Making (March 8 & 22):

  • Very low turnout (4 people in-person, 4 online).

April Tech Event (April 26):

  • Confirmed; venue free.
  • Supplies TBD.
  • Tickets to be set up; budget pending.
  • To be posted across newsletter, website, and social media.

Kelly’s Crafting Event (April 22):

  • Virtual; board sponsor reassigned.

Workshop on Accessible Meetings:

  • Planned hybrid event, venue-only cost.

Tabletop Therapy (3/31):

  • Scheduled.

Linux Install (June):

  • Led by a board member with donated computers.
  • Sponsored by AlmaLinux.
  • Beginner-friendly, livestreamed.
  • $50 per person; attendees keep the PC.

Board Game Event (June):

  • Venue search ongoing; potential donation-based model.

Pending Community Events:

  • Windows-to-Linux workshop.
  • Stitch and bitch.
  • Miniature painting.
  • Picnic at the park.
  • Quarterly gaming days.
  • Dice Olympics (updates pending).

Event Form: Link distributed; planning meeting to be public.

  • Suggestion to move event planning meetings to once a month.
  • Masquerade-specific meetings will remain weekly until event.

Newsletter & Website Updates

  • Request for updates to match event calendars across platforms.
  • Meeting minutes to be published regularly.
  • Website must highlight: no 2025 con; Masquerade is key fundraiser for 2026.
  • Discussion of workload distribution for communications.
  • Newsletter scheduling clarified (to align with Sundays).

Proposals

  • Rename Organization: Consider reverting to “Penguicon” from “Penguicorp.”
  • Financial Transparency: Proposal to publish quarterly finance summaries on website/newsletter.
  • Community Events: Proposal to restart monthly SMOS events (low-cost/free venues, community hosts).

Officer/Subcommittee Updates

General: Subcommittees should recruit more community members and hold public meetings (quarterly if monthly is too much).

  • Operations: Attendance policies, conchair charter, bylaws, and gaming policies under development.
  • Communications: Mailing list status, next newsletter, rookery engagement, website updates.
  • Technology: Reviewing Slack/Discord usage and account consolidation.
  • Sponsorship: Ongoing outreach; AlmaLinux, raffle donors, gift cards, photography packages, and pledged $2,000 donation noted. Sponsorship charter in draft.
  • Community Events: Coordination ongoing for board gaming day, pool party, and call-to-action newsletter feature.

End of Meeting

Motion to Adjourn:

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