WCSFA MEETING MARCH 28TH, 1993 at the apartment of R. Graeme Cameron

MEETING BEGAN 7:00 PM, MARCH 28TH, 1993, at the apartment of R. Graeme Cameron. Present. WCSFA executive. President CIint Budd, Vice-President Garth Spencer, Secretary P. Graeme Cameron, Treasurer Donna McMahon, BCSFA Rep. Darryl Huber & Member At Large: Evelyn Beheshti.

STATUS OF VCON21 BIDS DISCUSSION

Clint and Donna have already met with the Chair of one proposed bid to discuss details and problems. There is the possibility a second bid is being organized. There is even the possibility that, should the one proposed bid be accepted as VCON by WCSFA, the other bid will proceed under the auspices or a different organization. Darryl commented this could lead to a more experienced volunteer base. In general it was felt that such a “schism” was not necessarily a bad thing for the local fan community, but could offer greater opportunities. Clint stressed the importance of keeping lines of communication open, and of offering WCSFA's collective experience (via proposed manual & guidelines) as a resource, Bids to be submitted in writing by first weekend In April.

QUESTIONS FOR THE BID COMMITTEE(S)

These would be designed both to illicit specific information so as to get an idea how well organized the bid committee is, but also simply to stimulate planning. Suggested questions Included:

* Who's on the ConCom? Give us some background?

Who's the G0H? What steps have you taken to get them? Who's your alternative?

What is the con's theme? How will you implement this?

Describe the facility. Why this one? What are the room rates? Proximity of stores, restaurants, etc. Do you have a letter of intent? Who on the staff have you talked to?

* How did you raise the deposit money?

* How is the committee structured? Flow chart of command?

And suchlike, just to help the committee define itself and its goals.

Donna proposed that WCSFA throw a party for VCON20 AND VCON21 ComComs in September for a sharing or experience, what works and why, the problems, etc. This to be an annual exchange of Con Information from one VCON ConCom to the next.

It was noted that Graeme could not be present during post‑submission meetings with the bid committee(s) as he works in the evenings.

It was further noted that Clint & Donna would be out of town at the April 17th vote on the bids, but that Graeme would present the WCSFA exec's recommendations and chair the discussion/vote by secret ballot.

WCSFA MEMBERSHIPS

WCSFA Membership is a bid condition for ALL members of the VCONConCom, otherwise WCSFA cannot function as legal umbrella for V‑Con. Cant have people spending WCSFA/VCON funds if they're not WCSFAnS. Too dangerous in terms of liability. Let ConCom clearly understand they are receiving something of value in exchange for their $5, let a letter of WCSFA obligations go with each receipt to new members. Memberships will consist of $24 (Individual) and $30 (family) of which WCSFA will retain 3$ per person and hand over the remainder to WCSFA. Associate memberships (no subscription to BCSFAzine or membership in BCSFA) can be purchased for $5.

Clint presented a motion that the above rates take effect April 15th, 1993. Passed.

It was also felt that membership continue in the freefloating vein, rather than begin and end at a fixed point in time. Further, it was suggested that BCSFA membership cards should be stamped "A sub‑committee of WCSFA" on the back, and that the President and Treasurer of WCSFA, and the Chair, Treasurer and info Officer of WCSFA be the five individuals (not 3 as mistakenly referred to in this issue's editorial) empowered to take WCSFA (BCSFA) memberships. All 5 should carry receipt books. in addition, the Treasurer of WCSFA is responsible for maintaining both the Full WCSFA membership list ‑‑which includes BCSFA, and the associate membership list‑‑which does not.

NEXT VCON REPORT

Should be due sometime in April, in more detailed form than the previous one.

PROPOSED CHANGES TO POLICIES AND PROCEDURES

That no cheques be issued by VCON"to cash", that petty cash be employed instead. Reason, that every expenditure be matched with a suitable receipt.

Clint presented a motion that all members of the core ConCom must belong to WCSFA as a bid condition. (Non‑core ConCom would not be listed ConCom but as 'volunteers.' Anyone listed as ConCom in V‑Con's program book would have to be a member of WCSFA.) Passed.

MEETING FINISHED 9:00 pm