GENERAL MEETING OF WCSFA - 2:15 PM. SATURDAY, JULY 24TH, 1993

VENUE: Room 2221 at Douglas College in New Westminster.

Present. WCSFA executive ‑ President CLINT  BUDD , Treasurer DONNA MCMAHON (also BCSFA Treasurer), Secretary R. GRAEME CAMERON (also BCSFA information Officer/Editor) and BCSFA Rep. LISA SMEDMAN (also BCSFA Chair), BCSFA Vice‑Chair AL BETZ was present as well.

The following members were present: Howard Cherniak, Lisa Cohen, Jim Ferris, Doug Finnerty, Doug Girling, Lisa Girling, Darryl Huber, Sandra Huibers, Eugene James, Allan Kelly, Delphine Kelly, Pasha Kesterton, Jo‑Ann McBride, Alexis McPherson, Lance Munro, Vicki Oates, Rick Smith, Tony Sommers, Garth Spencer, Sidney Trim, Dave Wilson, Rose Wilson,

CALL TO ORDER 2:15 PM. SATURDAY, JULY 24TH, 1993,

CLINT  BUDD  and LISA SMEDMAN co‑chaired the meeting. The two WCSFA recommendations placed before the membership were as follows:

MOTION  A):

I) That the club move in a new direction to rebuild its membership, morale and expertise through holding a series of events that will provide innovative ways to explore the interests of members.

2) That, instead of holding a full-scale VCON next year. the club sponsor a smaller  two day event with tightly focused programming. not called VCON . A different date and venue are also recommended.

MOTION  B)

3) The Board of Directors be authorized to approve events without calling a general membership meeting (as otherwise they would need to call a meeting every month or two).

CLINT BUDD then threw the meeting open to discussion

(What follows is the schematic gist of the ensuing conversation as recorded in my notes. While seemingly somewhat disjointed) It will give the members who were not present a glimpse of all the ideas and concerns expressed, as well as list the MOTION s voted on.)

DARRYL HUBER. suggested (3) be amended to Include a budget level.

CLINT  BUDD Are we willing to change what we're doing? We've been doing less and less as a club. Having more and more trouble putting on VCONS. A series of small events would be easier to handle, Not called VCON , but WCSFA presents ...whatever'.

 AL BETZ: Why does It have to he 'WCSFA presents? We've always used 'BCSFA,

CLINT  BUDD: Not wedded to using WCSFA, As long as it says WCSFA somewhere, for official purposes.

EUGENE JAMES: Why do we have two levels of executives anyway? It's just plain crazy.

CLINT  BUDD : Couldn't register as BCSFA, so registered as WCSFA But people like BCSFA for tradition's sake.

EUGENE JAMES: I know that. It's still too cumbersome.

LISA SMEDMAN: We've been exploring the idea of uniting the two executives,

AL BETZ: I'm on the BCSFA executive and this is the first I've heard of it. Don't like the idea of people going behind my back,

LISA SMEDMAN: I should say I have been thinking about it. Just mentioned it to others on an informal basis. It's something I want the club to consider in the near future,

CLINT  BUDD : Not the topic for today. Defer till later.

MOTION

CLINT BUDD : Since we're trying to cover as many types of events as possible, I move that the general membership adopt the recommendations of the advisory meeting of June 50th as described in Graeme 's editorial and Lisa’s article specifically.

ROSE WILSON: seconded,

AL BETZ: Wait a minute, Let's have some discussion here, The recommendations seem top heavy in my opinion, too many rules,

CLINT  BUDD : That's not our intention. We want the approach to be as open and as easy as possible. There are really only 3 conditions WCSFA must insist on a proposal: a brief description, a list of the people involved, and a projected budget. WCSFA must stand behind the little events just as it did for VCONs.

DONNA MCMAHON (or possibly it was ROSE WILSON ‑ my notes are unclear): We laid down expectations directed at a two‑day event. Our concern is we don't want to see VCON creep back in by the back door.

CLINT  BUDD: It is too difficult to hold a VCON AND revitalize the club. Beyond our resources. Hence the current proposals.

TONY SOMMERS: Lisa's article lists "no art show, no dealer's room, no separate video track, etc." What I want to know ls, “if someone includes, say, a video track in their proposal, will you automatically reject It?”

CLINT  BUDD: Lisa was referring to two‑day events ‑‑ which require qeneral membership approval, so we can't reject it, that's up to the membership, We want to avoid repetition of a VCON . But if the event is about video.., the reason for it must be convincing, not just something that's being done because It's always been done in the past.

LISA SMEDMAN: it's tempting to add this or that, but then you wind up with a massive concom. We want a small group of enthusiasts to pursue their particular interest in a focused event, a different group each time, a different event each time. So were not saying Thou shalt not' Were saying 'choose X, y or Z."

DARRYL HUBER: in other words, you can do X or V or Z, but not X and y and Z. See?

CLINT  BUDD ; But if the event is a video event, then of course video would be needed.

LISA SMEDMAN: The whole idea is to break up VCON and spread it over the year.

GRAEME CAMERON: It's a question of where we draw the line. Too many this‑and‑that added on and we've got another VCON , The idea is for each proposal to select a particular aspect of VCON .

DONNA MCMAHON: The focus will vary. It could be literary, or films, or just plain partying. The idea Is for the people involved to pick the part of VCON they're particularly enthusiastic about and go with it,

TONY SOMMERS: Okay, you've made it clear to me your recommendations are not restrictive.

LISA SMEDMAN: It's not that we would object to any one particular thing, its the adding on of things we would object to,

ROSE WILSON: I'd like to emphasize that we're not really talking about restricting a VCON , but of holding a whole bunch of mini‑VCON s.

CLINT  BUDD : And just for the next year or two. Hopefully a revitalized club would then be in the position to tackle a full‑scale VCON if we so desire, But we may wind up preferring mini‑VCON s,

LANCE MUNRO: Exactly what are we voting on here? It's really just the specific recommendations, right? The subsequent details listed in Lisa's article are really only guidelines. Don't need to vote on them,

CLINT  BUDD : Yes, I agree, [in effect abandoning previous MOTION] , we're entering unknown territory here and guidelines are useful, that was my point, I just wanted the guidelines to be accepted In principle. The actual MOTION  should be as general and flexible as possible, so let's go with 'A'.

EUGENE JAMES: I propose it be amended, where it reads "a series of events" it should read "one or more events".

MOTION

CLINT BUDD: I move that the club, move in a new direction to rebuild its membership, morale and expertise through holding one or more events that will provide innovative wars to explore the interests of members, and

that instead of holding a full‑scale VCON next year the club sponsor a smaller two‑day event with tightly‑focused programming, not called VCON) A different date and venue are recommended.

LANCE MUNRO: Seconded.

MOTION  PASSED UNANIMOUSLY. UNOPPOSED!

CLINT  BUDD Incidentally) I'd like to see a permanent phone committee created! Would be very useful. Help get people together for our first event, Hopefully we'd get a few new members through advertising. I we make an effort to learn who they are and get them involved, we'd widen the pool of people we can draw on for future events!

DONNA MCMAHON: I'd like to see us co‑ordinate with other clubs for one day events.

CLINT  BUDD : Let's talk about ideas for events,

EUGENE JAMES: I have a proposal, it's five pages long, but I'd like you to hear It.

(The following are excerpts to give the reader the basic idea)

Preamble: WCSFA is perpetually short of funds,,. this limits the club's ability to function..,

Problem: How to Put WCSFA on a sound financial footing by raising some serious money.,,,

Rationale: WCSFA has within its membership many very talented people, particularly in publishing‑related fields‑‑ i.e. writers, artists and editors. This is demonstrated by the BCSFA's Writer's Workshop where approximately half the members are either published writers and/or have worked professionally in publishing, We also have several accomplished commercial artist members,..

Proposal: That WCSFA support the development of a commercial quality book publishing project to be designed and put together by members. That the Writer's Workshop, with other persons co‑opted later (the Graeme?), functioning as a committee of WCSFA, act as the editorial board with collective responsibility for design of the book, content and publication, That final decision to proceed with actual publication rest with the WCSFA Executive Board,,,.

Details: (Topics included: look of book, province‑wide high school short story contest, comparisons with self‑publishing, possibility of grants, marketing possibilities, forming a registered company to acquire legal status as a publisher, much preliminary work could be done before spending money, etc.)

CLINT  BUDD : it would be nice if all proposals were as thoroughly plotted out as this one. We asked for innovative ideas, this is certainly a new approach.

EUGENE JAMES: The possibility or a government grant Is very real. I checked.

AL BETZ: But Is this the kind or thing we're talking about? How is this an event?

LISA SMEDMAN: A book release party would be an event.

ROSE WILSON: This proposal Is not an event, but we can support it.

AL BETZ: Where is the money to register?

EUGENE JAMES: It would cost about $400. The Writer's Workshop would be willing to hold events to raise the money.

CLINT  BUDD : Has anybody got any ideas for event events?

VICKI OATES: I've been thinking about running an art show in a gallery, with the best quality art we can get.

DARRYL HUBER: Have you been looking at community art galleries? Best chance for us to get in.

VICKI DATES: I've been looking at alternative‑art galleries. We'd get more people that way.

DOUG FINNERTY: Shouldn't we get MOTION  B out or the way before we discuss Ideas?

CLINT  BUDD : I wanted people to hear examples of the sorts or things that can be done, But okay, let's move MOTION  B.

DARRYL HUBER: I think it should be amended to read "events and activities up to a maximum of $i,000."

JO‑ANN McBride' Is that start‑up funds?

DARRYL HUBER: No, the budget.

LANCE MUNRO: Budget in what sense?

LISA SMEDMAN: Maximum total expenditure.

EUGENE JAMES: Shouldn't that be In the constitution?

DONNA MCMAHON: We're just setting out guidelines for the next two years In order to try stuff out, We want to be able to change the guidelines easily If we want to. Our formal constitution can be changed only with Provincial Government approval, and that's next to impossible.

EUGENE JAMES: Well, I can see an event failing because it wasn't advertised properly, and advertising is expensive. That's where I see a $1,000 budget hamstringing the effort.

(Various people proposed assorted inexpensive advertising methods,)

CLINT  BUDD : I think we should vote on the amendment to the MOTION .

MOTION

CLINT BUDD:

I move that Motion B, where it reads "events" be amended to read "events and activities with a total expenditure of up to $1,000" and that the line “A proposal with a higher Budget will require the approval of the general membership" be added.

Seconded (by Darryl? Notes unclear).

MOTION  PASSED UNANIMOUSLY, UNOPPOSED.

AL BETZ: (I think. Notes unclear.) I'm still uncomfortable with the idea of the WCSFA executive possessing the power of veto.

CLINT  BUDD : We've never asked for a veto nor even the right to exercise a veto. We all know you cant lead or push random.

LANCE MUNRO: But consider the implications. Suppose someone comes to you with a proposal having a budget less than $1,000 and you reject it? Isn't that a veto? … The general membership not being involved?

CLINT  BUDD : No, because in our Policies and Procedures every member has the right to demand a general membership meeting for a vote to reverse our decision, as long as they can get the support of 8 or 0 people to call the meeting. And of course anyone can bring up the subject at any meeting. So, no, we don't have a veto, if someone doesn't like the bid results they can call a general meeting, providing they have support, providing they advertise it ahead of time in BC5FAzine.

DONNA MCMAHON: The only reason we'd be likely to turn down a proposal is that it's too large or not well thought out.

CLINT  BUDD : Let's vote on the amended MOTION  B.

MOTION

CLINT  BUDD : I move that the Board of Directors of WCSFA be authorized to approve events and activities with a total expenditure of up to $1,000 without calling a general membership meeting. A proposal with a higher budget will require the approval of the general membership.

Seconded (by? Notes unclear).

MOTION  PASSED, WITH ONE VOTE OPPOSING.

AL BETZ: I believe in being on the record. I want the records to show I opposed this MOTION .

GRAEME CAMERON: So noted.

CLINT  BUDD: We need more people with ideas, and more people to work on them, I personally am keen on arranging a murder mystery night at the Robson Grill restaurant. They do a combination dinner and role‑playing murder mystery play. Could be great fun.

(RICK SMITH passes note to CLINT .)

CLINT  BUDD : Rick would like to speak on remaining Westercon debts.

DONNA MCMAHON: As Treasurer, I'd like to point out a few things. We've shut down the Westercon account and Intend to apply the funds to the remaining debts. There is no further incoming Westercon money. I'd like to point out that a lot of people, aware of our financial situation, have forgiven their debts! For example, though it's nothing to do with Westercon, Jackie Wilson forgave us the $300 we owed her for locker rental!

RICK SMITH: My approved budget was $1,400. I spent one or two hundred more. I'm willing to forgive some of it. But I don't think it's fair that I should take an in excess of a $1,300 loss.

DONNA MCMAHON: BCSFA has funds for its own purposes. WCSFA has only about $400! We have to live within our means. The question is, do we want WCSFA as a group to assume the responsibility of paying off the outstanding debts?

AL BETZ: I think it's fair to pay the debt when the money becomes available, at least to the extent of equaling the fifty cents‑on‑the‑dollar settlement we made with UBC. So, for Rick, that would mean $700.

RICK SMITH: That would be acceptable.

AL BETZ: What are our other debts?

DONNA MCMAHON: We owe Vickie Oates $120, Hugh Gregory $80!

LISA SMEDMAN: I'd just like to remind people we cant use BCSFA funds for this purpose. Our only income is in memberships, we need that to cover the cost of BCSFAzine.

EUGENE JAMES: So we need to raise money! How about a garage sale? They can raise huge sums of money.

DONNA MCMAHON: We need a MOTION . Westercon incurred the debts, but it's defunct. So's WCSFCCA. Yet the same people form WCSFA.

MOTION

AL BETZ: I move that WCSFA assume responsibility for the orderly payment of unsettled Westercon debts at the rate of fifty cents on the dollar,

Seconded (by? How could I miss recording three seconders in a row? Arrghl I must have been tired.)

MOTION  PASSED UNANIMOUSLY, UNOPPOSED.

LISA SMEDMAN: I think a garage sale is a dandy idea.

JO‑ANN McBRIDE: I've done several successful ones recently for other organizations. Let me organize this one.

CLINT BUDD : It's yours.

JO‑ANN McBRIDE: I'll have the information ready by the next BCSFA meeting!

AL BETZ: What? By tonight at 7:00?

(Laughter)

JO‑ANN McBRIDE: By next month's meeting.

CLINT  BUDD . Well, that's it. Let the records show that I am issuing a formal call for bid proposals for small events. Now let's go to dinner.

MEETING ADJOURNED AT 4:15 PM.