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, James Brown, James Hice, Gillian Mayman, Paul Keyes, Heather Williams, James Hice, Ron Blanchett, Wayne Garmil, Ian Sterrett, Sarah Hans, Norm Witte
Called to order: Heidi
Old Business
Michigan Sales Tax Update
- Resolved
Update of Official Address
- Heidi received a response:
- There are two ways to accomplish both of these. First is to adopt a Change of Resident Agent/Registered Office and separately to adopt an Amendment to the Articles of Incorporation. Second, is you could adopt Restated Articles of Incorporation (which would merge all the current amendments and any new changes you want all at once), which also includes the ability to change the Resident Agent/Registered Office. I lean towards the Restated Articles, as it is a bit cleaner, but you really could go either way. I’ve attached for reference all current articles and amendments thereto. Restated Articles would essentially combine all these into one. Let me know which avenue you want to take and I can get things drafted for you, if you like.
Keeping the Penguicorp name is easy. Once you file the name change or restated articles, we file a Certificate of Assumed Name (which the board would also approve). It lasts three years, I believe. You just have to renew it when it expires. It looks like you had a certificate of assumed name for “Penguicon” which expired in 2022 and was not renewed.
- There are two ways to accomplish both of these. First is to adopt a Change of Resident Agent/Registered Office and separately to adopt an Amendment to the Articles of Incorporation. Second, is you could adopt Restated Articles of Incorporation (which would merge all the current amendments and any new changes you want all at once), which also includes the ability to change the Resident Agent/Registered Office. I lean towards the Restated Articles, as it is a bit cleaner, but you really could go either way. I’ve attached for reference all current articles and amendments thereto. Restated Articles would essentially combine all these into one. Let me know which avenue you want to take and I can get things drafted for you, if you like.
- Restated Articles of Incorporation sounds like the best option to make sure everything is in one place.
- Will include treasurer and secretary in discussions to make sure they have record of it.
- Note – Since Shifman & Carlson, P.C. has given a large amount of free services this year totaling to a significant value, we should provide them with at least 2 comp tickets for their efforts. We also need to identify them as a sponsor in some way.
- Need to figure out a sponsorship
- At least 2 tickets
- General consensus was to do a Restated Articles
New Business
- September minutes confirmed as updated on website.
- Meeting minutes updates
- September on the website? – Yes
- Penguicon 2026
- Conchair 2026 Update
- Report of concom status
- Have most everyone we need
- Lloyd is doing assistant programing
- There have been track head volunteers
- Budget
- No money has been spend
- Community members are paying ticket fees
- Website
- Hotel
- As of 10/20 – 27 rooms booked should get update on 10/27
- GOH – Ryan Rows
- Tantrum Merch
- Website for merch will be launched this week
- Report of concom status
- Conchair 2026 Update
- Revised code of conduct
- Core Code of Conduct Policy – Draft
- The Board would like to continue refining the code
- Will continue to use the existing code
- Goal is to vote on the Code at next Board Meeting
- Upcoming Events –
- Completed Events
- Upcoming events
- Beer with the Board and Concom at B Nektar Friday 12/12/25 from 6-9pm
- Board D&D fundraiser streaming event??
- Lloyd is happy to make this happen if people are interested
- Lloyd will put out a call for volunteers
- Lloyd is happy to make this happen if people are interested
- Mephs tech event – Bluetooth speaker
- Completed Events
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.
Officer/Subcommittee Updates
- Conchair Concom –
- Operations Subcommittee –
- Storage unit has been inventoried
- Found a volunteer for to help on the committee
- IT Charter being worked on
- Operations Charter is being worked on
- Next Operations Committee meeting 11/10/2024
- Communications Subcommittee (Jessica)
- Newsletter
- Next: 11/02
- Deadline: 10/30
- Website and Social Media Updates 👍
- Newsletter
- Technology Subcommittee (Paul)
- Paul to start working on procedures
- Sponsorship Subcommittee (benny) → Who will be taking the lead?
- Lloyd will coordinate a sponsorship committee meeting within the next couple of weeks
- Community Events Subcommittee (Ska)
- Everything has been covered during the meeting
- Next meeting is 11/24
End of Meeting
Motion to Adjourn
- Proposed by Heidi
- Seconded by Multiple
- Result: Approved unanimously