Penguicon Board Meeting Minutes, Aug 25, 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, Jessica McQuiston, James Brown, Lloyd Williams, Paul Keyes, Chelle Green, Ska Green, Heather Williams, James Hice, Ian, Wayne, Bagel

Called to order: Heidi

Old Business

Michigan Sales Tax Update

  • Update provided from accountant: forms for 2023 and 2024 were not filed.
  • Organization should not be charged sales tax due to tax-exempt status.

Update of Official Address

  • Legal follow-up still pending.

New Business

Meeting Minutes Updates

  • A community member asked about the posting of the 7/25 meeting minutes.
  • Confirmed: all minutes have been posted (except the current meeting).
  • Available at: https://penguicorp.org/

Penguicon 2026

Conchair/Concom Updates

  • Upcoming concom meetings scheduled:
    • Sept 20
    • Oct 11
    • Nov 8
    • Dec 13
    • Jan 17
    • Feb 14
    • Mar 14
  • Status of concom reviewed.
  • Concom email setup in progress.
  • Budget review pending among officers.
  • Ticket sales coordination ongoing.
  • Website: basic setup complete; will integrate with password manager.
  • Hotel: registration link ready, holding until ticket sales begin; staff rooms available.
  • Hotel liaison designated.
  • Merch: exploring Redbubble-style option (20% revenue share).

Proposal to Rename Business

  • Legal review still pending.

Revised Code of Conduct

  • Draft circulated; vote scheduled for next meeting.

Upcoming Events

Completed:

  • Linux Install (Aug 15): Raised $100.
  • Board Game Event (Aug 23): ~21 attendees, $235 in donations.

Planned:

  • Workshop on Accessible Meetings: hybrid, low-cost venue.
  • Board D&D fundraiser (streaming).
  • Tech event (Bluetooth speakers) planned for late fall.
  • Horror-based role-playing event in October: potential locations discussed.

Officer/Subcommittee Updates

Conchair/Concom

  • Confirmation of concom members.
  • Timeline and budget review ongoing.

Operations Subcommittee

  • Restricted attendance policies being developed.
  • IT Committee Charter and Community Events Charter in draft.
  • Storage unit inventory planned.

Communications Subcommittee

  • Next newsletter release: Sept 7.
  • Topics: upcoming events, fundraising update, 2026 hotel status, Rookery benefit, financial report, updated code of conduct.
  • Deadline: Sept 4.
  • Meeting minutes, financial updates, and website content to be posted by next meeting.

Technology Subcommittee

  • Account review and deletions pending.
  • Onboarding support needed for new team members.
  • Tech committee meeting set for Sept 15 to discuss password manager and future events.

Sponsorship Subcommittee

  • Revitalization needed for 2026 prep.
  • Concom will assume responsibility.
  • Sponsorship documentation to be shared with leadership.

Community Events Subcommittee

  • Planning board and concom bonfire event on Aug 29.

End of Meeting

Motion to Adjourn

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