Penguicon Board Meeting Minutes, Jul 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

Heidi Hawkins, Gillian Mayman, Jessica McQuiston, James Brown, Lloyd Williams, Paul Keyes, Chelle Green, Ska, Heather Williams, James Hice, Ian, Meph (Norm Witte), Wayne

Called to order: Heidi

New Business

Michigan Sales Tax Update

  • Paperwork was received, scanned, and uploaded to the board drive.
  • The tax lawyer is on vacation.
  • A letter from the IRS confirming nonprofit status is in the board drive.
  • The lawyer is willing to use his address as the organization’s official address to prevent issues. James B has the paperwork, and Heidi will sign it.

Mask Policy Discussion

  • No comments were raised at the live meeting from the community.
  • Slides were presented summarizing community input from email and Discord.

Pros noted by community members:

  • Protecting vulnerable attendees.
  • Preventing spread of illness.
  • More inclusive for immunocompromised individuals.

Cons noted by community members:

  • Reduced attendance and participation.
  • Enforcement challenges.
  • Few or no other comparable events currently mandate masks.
  • Some asked what the “endgame” criteria would be to lift a mask mandate.

Board discussion highlights:

  • Suggestion to emulate another convention’s refund policy for sick attendees.
  • Concern about fulfilling hotel contract obligations if masks were mandated due to attendance risk.
  • Vendors indicated they would not attend if masks were required.
  • General agreement that ticket sales are critical as this is the main revenue-generating event of the year.
  • Concern about repeating past financial difficulties.
  • Consensus: follow State of Michigan guidelines; no mask mandate at this time.

Additional measures proposed:

  • Face shields will be brought to the con.
  • Contacts for air filters will be shared.
  • A “Core Public Health Policy” was presented to be included in the Code of Conduct:

Core Public Health Policy:
“If you are ill with anything that may be readily transmissible, do not come to Penguicon. If you need to skip the con because you’re showing symptoms of a communicable disease, contact us for a refund. We do not require masking or proof of vaccination at Penguicon. Harassing people who choose to wear masks will be treated as a violation of our code of conduct and constitutes Harassment. We reserve the right to change the policy should conditions dictate at the time of the convention. Penguicon will follow scientific public health guidelines of the State of Michigan on future decisions.”

Motion: Approve the Core Public Health Policy.

  • Motion made by Heidi.
  • Seconded by James B.
  • Vote:
    • Gillian – Yea
    • Jessica – Yea
    • Chelle – Yea
    • Heidi – Yea
    • Meph – Yea
    • James H – Yea
    • James B – Yea
    • Lloyd – Yea
    • Paul – Yea
    • Ron – Absent

Penguicon 2026

Hotel Contract:

  • Heidi presented changes requested for the contract.
  • Legal review will follow.

Motion: Grant Heidi authority to sign the contract once she and legal agree to terms.

  • Motion made by James B.
  • Seconded by Chelle.
  • Vote: Yes- unanimous.

Conchair 2026 Update:

  • Monthly meetings to be announced, first in August.
  • Concom assignments: Registration (Paul), Accessibility/Security (Chelle), Logistics (Ska), Operations (James Brown).
  • Budget determination pending.

Upcoming & Completed Events

  • Several community and tech events reviewed with attendance and revenue noted.
  • Upcoming events include Linux Install, Board Game events, and workshops.
  • Ideas under consideration: fundraiser streaming, horror role-playing event, and more community activities.

Officer/Subcommittee Updates

  • General: Subcommittees should recruit community members and hold public meetings at least quarterly.
  • Conchair/Concom: Confirm members, timeline, and budget.
  • Operations: Attendance policies being developed.
  • Communications: Newsletter release scheduled for August 5. Topics include events, fundraising, hotel update, rookery benefit, website/social updates, financials, and Code of Conduct updates.
  • Technology: Reviewing accounts, onboarding new member to Google tools.
  • Sponsorship: Leadership needed; revitalization for 2026 prep.
  • Community Events: Upcoming board game night and bonfire planned.

Next Meeting

  • Scheduled for August 25th.
  • Gillian will not attend; James Brown volunteered to take minutes.

End of Meeting

Motion: End the meeting.

  • Motion made by Jim.
  • Seconded by Jessica.
  • Vote: All in favor – Yes.