WCSFA MEETING MAY 1ST 1993

MEETING BEGAN 5:30 PM MAY 1ST 1993 at home of Evelyn Beheshti (DeBrandt). Present: WCSFA Executive: Vice‑president Garth Spencer, Treasurer Donna McMahon, Secretary R. Graeme Cameron, BCSFA Rep Darryl Huber, Member at Large Evelyn Beheshti DeBrandt (functioning as Chair), BCSFA Rep‑Elect Lisa Smedman, VCON 20 Rep Steve Forty & Past President (of WCSFCCA) Al Betz.

‑ TREASURERS REPORT

Donna stated roughly $700 In new Royal Bank account. Remaining In Westercon Cdn. Trust bank account: $139.85, plus approximately $195 from closed Lougheed Mall account. The remaining Westercon debt is approximately $1,400. Time to close the books. Donna proposed the remaining Westercon funds be used to pay Vicki, Jackie & Rick approximately 20 cents on the dollar. Discussion.

MOTION: Moved by Donna that remaining Westercon funds be used to pay remaining creditors on a Pro Rata basis before May 31st. Seconded by Darryl. Passed: five in favour with one abstention.

Donna noted that the official WCSFA rates are: $24 for annual membership (of which $3 to WCSFA, $21 to BC5FA), $30 for family, and $5 for Associate membership.

‑ INVENTORY STATUS:

Garth, Al and Steve have completed WCSFA inventory of items owned by WCSFA (originally paid for by WCSFCCA). Steve added that inventory of BCSFA property should be included. Some of the latter, the club Gestetner for example, should be sold. Once complete, who should keep track of combined inventory? To be resolved at later date.

‑ VCON 20 REPORT

Steve stated break even point would be around 445‑450 guests! Current Con membership stood at 183. UBC wants up‑front payment of $5,859. Will be paid within the week. Steve suggested after VCON 20 a

party be organized to put remaining club V ‑Con supplies in logical order (all plates in one box, all plastic glasses in another, etc.).

‑ CURRENT STATE of BCSFA

Only two nominations at last meeting. Graeme for info officer/Editor and Lisa for Vice‑Chair. if no Treasurer Is forthcoming at May meeting, Donna‑‑ as Treasurer of WCSFA ‑‑will take on duties as Treasurer of BCSFA. Secretary position could be combined with info Officer/Editor. If no Chair is forthcoming) Lisa volunteers to resign as Vice‑Chair and be nominated as Chair. Al Betz offered to then accept nomination as Vice Chair. Lisa: "Then you'll have to do programming." AL; "No problem. Every meeting will be about Hugo Gernsback."

MEMBERSHIP DRIVE AT VCON 20

Lisa & volunteers will man a table. Graeme will provide past issues of BCSFAzine to hand out. Lisa offered to do a flyer, to go with registration kit? Graeme pointed out that the 'BCSFA table' is actually the 'WCSFA table.' Should be as clear as possible that BCSFA is a part of WCSFA, as is VCON, Lisa; be clearest if BCSFA was actually called WCSFA, but can't change name, can't deny twenty‑odd years of history and tradition. Volunteers should have an information meeting beforehand to avoid confusion over distinctions. Steve suggested the sign above the table refer to 'WCSFA/BCSFA" or 'WCSFA/BCSFAzine.' Hopefully new members can be attracted despite '2‑in‑I' nature of club (or is it 'I ‑in‑2'?).

PROMOTIONAL PLANS BCSFA

Lisa was keen on idea of expanding list of Book stores, etc., offering discounts to members. Perhaps reserve one page in BCSFAzine for ads, offer a one‑time article about the store in the zine. The more discounts offered, the more attractive membership appears. Lisa will act on this,

VCON 21 BID STATUS

Discussion: No actual motion was presented last meeting to invite Angela's bid. In rectifying this, should we not also invite any and all other late bids? No other bid known to exist. The initial deadline has passed Do not procedures call for late bids to be accepted after the current VCON? Should we therefore call for late bids according to our Policies & Procedures? And simply sell generic VCON memberships at VCON 20? Steve Forty pointed out far easier to sell memberships If we know what we're selling. Why not waive rules and at least look at Angela's bid, if it turns out not to be suitable, then can go back to generic membership sales. If worse comes to worse and no bid materializes, can always Issue refunds. Anyway, the need to get VCONs back on track and in the black calls for exception to rules.

MOTION: Darryl moved that it be resolved that the BCSFA meeting of May 22 be the next General WCSFA meeting. Steve seconded. Passed.

MOTION: Steve moved that it be resolved that written bids for VCON 21 now be entertained by the WCSFA executive. Darryl seconded, Passed.

MOTION; Evelyn moved that It be further resolved that written bids for VCON 21 be submitted no later than 5 days before the May 22nd WCSFA general meeting (I.e. no later than Monday, May 17th). Steve seconded. Passed.

It was then decided that the WCSFA executive would meet with the bid chair and 4‑5 members of her committee on the 22nd at 4:00 PM for 6090 minutes to discuss the bid, location presumably the same as the club meeting itself beginning at 7:00. (See Upcoming,)

MEETING ADJOURNED 7:00 PM.