Penguicon Board Meeting Minutes, Jun 23, 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

Meph, Heidi, James Brown, Paul, Lloyd, Ron, Jessica, Ian, Wayne, James Hice 

Called to order: Heidi

New Business

Current Financial Situation

  • Financial update presented.
  • Estimated $14K–$15K currently in the bank, before $360 from Paul’s event is added.

Penguicon 2026

Conchair Search

  • Three applicants so far; initial interview requests will be sent this week.
  • Interview questions will be finalized by Heidi.
  • Conchair decision expected before the next board meeting.
  • No more than four people will participate in each interview.
  • Heidi will lead the interviews, with Ron as backup.
  • Interviews planned for the week of July 13th.

Hotel Comparison Chart

  • Comparison chart presented by subcommittee.

Quotes received:

  • Eaglecrest (March 27–29)
    • Venue rental: $15K
    • Food & beverage minimum: $10K
    • AV cost: Unknown
    • 24% service charge
    • Room rate: $170/night
    • Parking: $15/night
  • Westin (March 27–29 or April 9–12)
    • Room rate: $162–$167/night
    • Venue: $17,500 for 150 rooms/night
    • Food & beverage minimum: $10K
    • AV cost: ~$10K (discounted from $18K in past)
    • Free parking
    • Willing to reduce rental with higher room commitments
    • Note: food & beverage totals exclude restaurant sales.

Next Steps:

  • Decision meeting: July 14th (supplemental meeting).
  • Information will be posted in advance; meeting will focus on the vote.
  • Some quotes expire end of month.
  • Additional quotes pending: Novi Sheraton, Dearborn Doubletree, Novi Hilton (near Suburban Showplace).

Upcoming Events

Completed Events

  • Linnea’s table top therapy (3/31): 3 attendees.
  • April Tech Event (4/26): 12 tickets sold, $50 donations.
  • Masquerade (5/17): 132 participants.
  • Alma Linux Install (6/20–6/21): 6 attendees, $360 raised (minus PayPal fees).
    • Possible follow-up: August 15th, 7pm.

Upcoming Events

  • Beer with the Board (7/25): Organized by Heidi, all board members welcome, free event (self-pay drinks).
  • Board Game Event (Fall): Updates pending.
  • Workshop on Accessible Meetings: Planned hybrid event, cost = venue space only.
  • Board D&D Fundraiser: Date/format to be set offline.
  • Horror-based RPG (October): Possible venues — Liberty Center, B. Nektar.

Pending Community Events

  • Stitch and Bitch
  • Miniature painting
  • Picnic at the park
  • Quarterly gaming days
  • Dice Olympics (Misha’s idea): Gillian has not heard back after multiple messages; Heidi received partial response. Likely winter timeframe.

Proposal: Rename “Penguicorp” back to “Penguicon”

  • James Brown is awaiting review from lawyer; no updates yet.

Officer/Subcommittee Updates

  • General: Subcommittees should recruit more community members and hold public meetings (quarterly if monthly is too much).
  • Operations:
    • Restricted Attendance policies under development.
    • Con Committee Charter (Conchair roles) being worked on.
    • Gaming by-laws discussion still pending.
    • Community Events Charter discussed.
  • Communications (Jessica):
    • Next newsletter release: July 6, 2025.
    • Topics: upcoming events, fundraising (Lloyd), rookery membership updates, next benefit, website/social media updates, meeting minutes, financial report.
  • Technology (Paul):
    • Slack: Reviewing use and whether Pro tier is needed.
    • Account review/deletion in progress.
  • Sponsorship (Benny):
    • Need leadership.
    • Goal: Revitalize for 2026 preparation.
  • Community Events (Ska):
    • Ongoing planning.

Next Meeting

  • Scheduled for July 28th.

End of Meeting

Motion: End the meeting.

  • Proposed by Heidi.
  • Seconded by James Brown.
  • Vote: Unanimous approval.