Penguicon Board Meeting Minutes, Apr 28, 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, Ron, Chelle, Ska, Gillian, Paul, Jessica, James H, James B, Meph, Ian Sterrett, 
  • Called to order: Heidi

Old Business

Social Media Discussion

  • Need procedures for social media moderation, including Discord best practices.
  • Deferred until the next meeting; no subcommittee meeting has yet occurred.
  • Work assigned to multiple board members.

New Business

Masquerade Update

  • Tickets sold: 123/150 (paid)
  • Total attendance: 130/150
  • Budget so far: $19,591.60
    • Paid by Penguicon: $16,091.60
    • Paid personally by two officers: $3,500+
    • Final payment due: $8,361.60
  • Sponsorships/Donations:
    • Outstanding pledge from one donor: $2,000
    • Givebutter + Rookery donations: $3,462.60+
    • Amount remaining: $8,661.60
  • Entertainment:
    • Total: $1,650
    • $1,350 sponsored by board members
  • Sponsorships received: List incomplete.
  • Raffle/Auction:
    • Raffle application submitted 2/28.
    • Due to naming discrepancies, raffle license delayed.
    • Decision: auction only for masquerade.
    • List of auction items to be compiled.
  • Volunteers: 11 currently signed up; benefits = at-cost ticket.
  • Room block update: Total rooms not met for transport.

Current Financial Situation

  • Treasurer absent.
  • Goal: prepare full community-facing budget breakdown.
  • Ongoing expenses:
    • Storage unit: $429/month (volunteers to seek alternative)
    • Insurance: $123/month (except April)
    • Zoom: $100
    • Domains: $12/year × 6 (billed in May/June)
    • QuickBooks: $99/month (expected reduction)

Updating Bylaws

  • Draft bylaws with attorney recommendations reviewed.
  • Linked and stored in operations folder.
  • Discussion on order of approval relative to Conchair Charter.

Motion to Approve Revised Bylaws

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

Result: New bylaws passed.

  • Future: Operations meeting to refine bylaws.
  • Required: majority of 10 to adopt future revisions.
  • Additional suggestions: use GitHub for tracking, adjust secretary’s role for physical copy requirements.

Penguicon 2026

Conchair Charter

  • To be discussed at next operations meeting; contributions encouraged via comments.
  • Agreement: role definition needed before search begins.
  • Action item: Call for help to craft 2026 con; form to include interest areas. Newsletter to include notice.

Hotel Comparison

  • Updates pending from multiple members.
  • Additional outreach to venues ongoing.
  • Heidi volunteered to assist.
  • Request: Financial breakdown to be shared in newsletter; community wants clarity on fundraising goals and timeline.

Upcoming Events

  • Reminder: All events, including free ones, should be framed as fundraising opportunities.

Completed Events

  • Tabletop therapy: 3 participants.
  • Crafting event: canceled.
  • April Tech Event: 12 tickets sold, $50 raised; strong community engagement.

Upcoming Events

  • Accessible meetings workshop planned (hybrid, low cost).
  • Pool party proposal under discussion.
  • Linux Install (June 20–21):
    • Led by board member with donated computers.
    • Beginner-friendly, 2-day, livestreamed.
    • $50 per person, attendees keep PC.
    • Sponsored by AlmaLinux.
  • Board game event in planning, fall timeframe.
  • Horror role-playing event under consideration.
  • Event form finalized and distributed.

Pending Events

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

Proposal: Rename Organization Back to Penguicon

  • Discussion on whether to maintain “Penguicorp” or revert to “Penguicon.”
  • Majority sentiment: change back to Penguicon for clarity and consistency.
  • Decision: Operations Committee to consult lawyer and bring proposal for vote at next meeting.

Transparency & Community Engagement Proposals

  • Finance Transparency: Proposal to publish quarterly finance summaries in newsletters. Deferred until treasurer present.
  • SMOS Community Events: Proposal to restart monthly community events.
    • Discussion: Should be coordinated through Community Events Officer.
    • Suggestion: Begin with simple monthly events (e.g., “Beer with the Board”).
    • Community bonfires and LAN party also suggested.

Motion: Reschedule May Meeting

  • To May 19th.

Officer/Subcommittee Updates

General: Subcommittees need broader community involvement and should hold public meetings (monthly or quarterly).

  • Operations: Attendance policies, Conchair charter, and gaming by-laws under development.
  • Communications:
    • Mailing list and newsletter updates.
    • Newsletter release: May 4.
    • Ongoing updates to website, social media, and event calendar.
    • Emphasis on transparency about no 2025 con; fundraising necessary for 2026.
  • Technology: Review of accounts and Slack/Discord usage.
  • Sponsorship:
    • Subcommittee seeking new members.
    • Current sponsors: AlmaLinux, masquerade venue donors, raffle contributors.
    • Sponsorship agreement draft in progress.
  • Community Events: Planning of gaming day, pool party, and newsletter call-to-action.

End of Meeting

Motion to Adjourn:

  • Proposed by Heidi
  • Seconded by Ron
  • Unanimous approval.