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, James Brown, James Hice, Paul Keyes, Chelle Green, Heather Williams, Ian, Jessica McQuiston, Lloyd Williams, Ska Green, Wayne

Called to order: Heidi

Old Business

Michigan Sales Tax Update

• No response yet from accountant; last communication was a request for officer list for 2024.

Update of Official Address

• Legal follow-up still pending.
• Organization will continue using “Penguicorp” as a DBA.

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New Business

Meeting Minutes Updates

• August minutes confirmed as updated on website.

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Penguicon 2026

Conchair/Concom Update

• Email setup needed for Makers Market lead.
• Hotel contract requires adjustment if selling out the block is desired. Current contract: 250 rooms per night, hotel has 375 rooms.
• Discussion on kids’ attendance, plan to implement reduced pricing.
• Guest of Honor confirmed, additional confirmations pending.
• List of unfilled roles to be created; call for volunteers to be posted on social media and website.

Budget

• Budget reviewed and discussed.
• Potential cuts: ConSuite and A/V.
• Sponsorship officer needed; call to go out soon.
• Without sponsorships, break-even is at 700 attendees at $90/person.
• Sponsorship expectations: $15–20k.

Motion: Approve $76,000 budget

• Proposed by Heather
• Seconded by Jessica
• Vote:
  • Ron – Absent
  • Chelle – Aye
  • Lloyd – Aye
  • Gillian – Aye
  • Paul – Aye
  • Jessica – Aye
  • James H – Aye
  • James B – Aye
  • Meph – Absent
  • Heidi – Aye
• Result: Motion Passed

Tickets

• Pricing set: $80 pre-registration / $90 regular (post-December) / $100 at the door.
• Goal to launch tickets and hotel link by Friday.

Website & Hotel

• Updates ongoing.

Merch

• Vendor set up; contract signed.

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Proposal to Rename Business

• Legal review still pending.

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Revised Code of Conduct

• Draft under review.

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Upcoming Events

• Workshop on Accessible Meetings: Postponed until later.
• Board D&D Fundraiser (streaming): To be organized, call for volunteers planned.
• Tech Event (Bluetooth Speaker): Organizer absent.
• Horror-based Role-Playing Event: Interest expressed, possible venues under consideration.

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Officer/Subcommittee Updates

• Conchair/Concom: No additional updates.
• Operations Subcommittee: Working on charters; members encouraged to participate.
• Communications Subcommittee:
  • Next newsletter: Oct 5 (deadline: Oct 2).
  • Rookery discount discussion ongoing.
  • Social media and website updates in progress.
• Technology Subcommittee:
  • Email problem resolved in Bitwarden; system ready to manage passwords.
  • Mail routing ensures backups of all Google Mail.
  • Additional IT staff being considered.
  • Five laptops set up for ConCom use.
• Sponsorship Subcommittee: Lead not yet confirmed.
• Community Events Subcommittee: Covered earlier in meeting.

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End of Meeting

Motion to Adjourn

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