Regular Meeting of Board of Directors
Minutes
Sunday,
July 22, 2007, Holiday Inn,
The regular trimesterly meeting of the Board of Directors of
SFSFC, Inc., met on Sunday,
July 22, 2007, in Board
Room of the Holiday Inn North First Street, San Jose CA. The meeting was
called to order at 1:07 PM, President David Gallaher presiding and Secretary
Kevin Standlee recording. Members present (*by telephone): James Briggs,
The Secretary announced that he had received the resignation of Tomoko Shintani. The resignation was unconditional and thus effective immediately upon receipt. Resignations do not need to be accepted.
The minutes of the regular meeting of March 17, 2007 were approved after minor corrections by unanimous consent.
The President has 90 days to appoint someone to fill the now-vacant seat on the Board. The President stated that he was not prepared to make an appointment immediately.
The Treasurer presented a written report (see Appendix C), Profit & Loss Statement (Appendix A) and Balance Statement (Appendix B) for the fiscal year ending June 30, 2007.
Per her statement at the previous meeting, the Treasurer submitted a proposed budget for fiscal year 2007-2008. (See Appendix D for final version as adopted.) Further discussion of the Budget was postponed until later in the meeting.
The Secretary discussed issues surrounding e-mail forwarding and aliases and the SFSFC web site. He will work with the Treasurer and Cheryl Morgan to get us set up to accept payments through PayPal again.
Ms. Price is now sole Chair of ConStruction with the
resignation of Ms. Shintani. She reported that the convention has been
postponed until November. A contract with the Holiday Inn San Jose (
There was informal discussion of scheduling the convention, arranging programming, and other matters relating to the convention, which led to a discussion of when to schedule the November SFSFC Board meeting. After this discussion, the President designated Sunday, November 11.
The status of an expected grant from FanimeCon/ARG is unclear at this time. There was further discussion of this and of how ConStruction should be promoted and to whom it should be marketed.
Mr. Howlett sent a long written report (see Appendix E), which is included as an attachment to these
minutes. We have a verbal agreement but no contract with HPEF, the sanctioning
body of the HPEF conventions. We have a letter of intent with the
On a motion by Mr. Standlee, the meeting went into Committee of the Whole, Ms. Cobb presiding, at 1:47. The Committee of the Whole rose at 2:14 and reported the following recommendations:
Motion 2007-04: HPEF Instructions
Moved, That the HPEF 2009 Committee is instructed to not sign any agreements with HPEF prior to the November 2007 Board meeting without the express permission of the President; and
That the HPEF 2009 Committee is instructed to submit to the November 2007 Board meeting a draft committee structure with some specific appointments.
Motion 2007-04 was adopted by unanimous consent
Mr. Howlett sent a long written report (see Appendix E), which is included as an attachment to these minutes. Mr. Glazer (co-chair of the committee) stated that he was a bit startled by the report. The committee as currently recruited includes Tom Whitmore, Programming, Elayne Pelz, Treasurer, and Jan Price, Hospitality. We need clarification of exactly when this bid is for.
The meeting recessed at 2:27 and reconvened at 2:45.
Mr. Standlee reported that the 2007 Scholarship Forms are online but not announced. We will do an announcement this coming week. Deadline is October 15; we'll need to turn around a decision quickly to give recipients a chance to book their trip.
The SMOFCon Scholarship Committee was continued by unanimous consent.
Mr. Gallaher reported, discussing the issues that arose at last year's WFC regarding staff and quality of presentation materials. He also discussed staff recruitment, and continued availability and interest from the hotel. We want to set up a web site or otherwise have material available to WFC board in advance of this year's WFC. This led to an informal discussion of technical issues such as the web site.
Decision on the 2009 site should be made at this year's WFC. The Committee moved the following:
Motion 2007-05: WFC 2009 Committee
Moved, To appropriate up to $500 to the WFC 2009 Committee for the purpose of sending a representative to the 2007 World Fantasy Convention to present our bid to the WFC Board of Directors; and
To continue the WFC 2009 Committee.
Motion 2007-05 was adopted by unanimous consent. If we are awarded the bid, the Committee intends to move that it be made a Standing Committee at the next Board meeting.
By unanimous consent, the meeting went into a Committee of the Whole and met as the Strategic Development Committee established by Resolution 2006-07, Nancy L. Cobb presiding, at 3:04 PM. The Committee of the Whole rose at 3:17 PM and moved the following.
Motion 2007-06: Continued Strategic Direction
Moved, That the Strategic Development Committee be continued through the November 2007 meeting;
That the ConStruction Committee established by Resolution 2004-23 be continued through June 30, 2010; and
That the ConStruction Committee is hereby directed to organize a 2009 ConStruction under the same conditions as the current series of ConStruction events and to publicize it at the 2007 ConStruction; and
That this motion supersedes and amends Motion 2007-02 as required, so as to put ConStruction on a two-year cycle rather than an annual one.
Motion 2007-06 was adopted by unanimous consent.
Mr. Clark reported that we will present appropriate gifts on behalf of ConJose and SFSFC to the Nippon 2007 committee. By unanimous consent, the committee was continued to the next regular meeting.
There has thus been no further progress in getting the books back into the hands of the corporation.
Mr. Clark moved the following resolution:
Resolution 2007-07: Bob Wilkins Grant
Whereas Bob Wilkins influenced a vast number of science fiction and fantasy fans in Northern California over a period of more than thirty years; and
Whereas Bob Wilkins is now suffering from Alzheimer's Disease; and
Whereas SFSFC would like to extend its appreciation to Bob Wilkins for his many years of service to the field, now therefore, be it
Resolved, That SFSFC grants $250 to the Alzheimer's Aid Society of Northern California for the care of Bob Wilkins.
Resolution 2007-07 was adopted by unanimous consent.
The Treasurer moved to adopt the revised budget (attached as an appendix), which shows a loss for FY 2007-8 of approximately $4,503. After further discussion, the budget was adopted by unanimous consent.
The November 2007 meeting will take place on Sunday, November 11, at ConStruction, at 1:30 PM.
By unanimous consent, the meeting adjourned at 3:45 PM.
Kevin Standlee
Secretary
[Approved: 11 November
2007]
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Jul '06 - Jun 07 |
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Ordinary
Income/Expense |
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Income |
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Convention
Income |
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Construction
2006 |
1,770.00 |
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Total
Convention Income |
1,770.00 |
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Interest
Income |
367.87 |
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Total Income |
2,137.87 |
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Expense |
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Accounting
Services |
150.00 |
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Conventions |
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Food |
1,714.24 |
Construction 2006 |
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Total
Conventions |
1,714.24 |
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Credit Card
Transaction Fees |
516.75 |
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Filing Fees |
57.00 |
Secretary of State,
ConJose FBN |
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Grants Made |
2,450.00 |
see * below |
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Internet |
116.35 |
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Meeting
Expense |
391.40 |
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Postage |
54.72 |
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Storage Unit |
792.00 |
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Tax |
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State |
10.00 |
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Total Tax |
10.00 |
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Total Expense |
6,252.46 |
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Net Ordinary
Income |
-4,114.59 |
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Net Income |
-4,114.59 |
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* SMOFcon
2006 - $950; WFC exploration - $500; LACon IV Internet Lounge - $1000 |
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Jun 30, 07 |
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ASSETS |
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Current
Assets |
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Checking/Savings |
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Bank of the
West Checking |
4,369.97 |
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Bank of the
West - Construction |
3,687.18 |
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Bank of the
West CD #1 |
3,543.31 |
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Bank of the
West CD #2 |
5,764.94 |
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Total
Checking/Savings |
17,365.40 |
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Total Current
Assets |
17,365.40 |
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TOTAL ASSETS |
17,365.40 |
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LIABILITIES
& EQUITY |
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Equity |
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Retained
Earnings |
21,479.99 |
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Net Income |
-4,114.59 |
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Total Equity |
17,365.40 |
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TOTAL
LIABILITIES & EQUITY |
17,365.40 |
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Current Status: we have
$17,365.40 in the bank in various accounts.
Due to minimum balances and CD maturity dates, only $4,057.15 is readily
available at this time. Both the main
checking account and the Construction account have $2,000 minimum
balances. Hopefully in the next month
Bank of the West will come up to speed with some other banks and reduce that to
a no-minimum balance account. If not, I
will be looking into changing banks to free up more of our funds.
We are now paying $45.95 per
month to keep the merchant account open.
I will be contacting our processing company to see if there are ways to
reduce that monthly charge, such as electronic statements, etc. Given the barrel of laughs I understand
opening the account was, I will not be closing it!
The following 2006-2007
Summary of corporate finances was prepared without audit from the books or
records of the corporation: Our only
income sources for the last fiscal year were Construction 2006 (83% of income)
and Interest earned (17% of income). Our
necessary business expenses (Accounting services, filing fees, merchant card
processing, internet, meeting expenses and postage) comprised approximately 21%
of our expenses this year. Construction
2006 was 27%, Grants Made (39%) and Storage expenses (13%).
Proposed budget for
2007-2008: The proposed budget for the
current fiscal year looks very similar to last year’s profit and loss
statement. We have committed to holding
Construction 2007 in November, along with issuing two SMOFcon grants and
continuing our WFC exploration efforts.
While we have not approved grants this year other than up to $1,000 for
SMOFcon and $400 to for the Friday night mixer at Construction 2007.
So, why is the proposed
budget almost identical to last year’s Profit and Loss statement if we’re proposing
fewer grants? Construction expense and
cc processing expenses are up.
2007 taxes: I have e-mailed Mr. Schaffer to see if he is
willing to continue as our accountant. I
have not heard back yet, but it is summer and I know he spends as much time as possible
with his children who live out of state.
If I have not heard back from him by the end of July, I’ll call and she
what is going on.
I expect to have the taxes
filed well in advance of the November 15th deadline for non-profit
filing (non-profits get an extra month after their fiscal year end to file).
Respectfully submitted,
Cindy Scott
Treasurer
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Jul '07 - Jun '08 |
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Ordinary
Income/Expense |
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Income |
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Convention
Income |
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Construction
2007 |
2,200.00 |
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Total
Convention Income |
2,200.00 |
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Interest
Income |
200.00 |
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Total Income |
2,400.00 |
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Expense |
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Accounting
Services |
150.00 |
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Conventions |
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Food |
2,600.00 |
Construction 2007 |
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Total
Conventions |
2,600.00 |
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