August 11th, 2001
Renfrew Public Library
Present: Clint Budd (VCON Society President), Nico Iormetti, Palle Hoffstein (a former VCON chair, contemplating a bid for VCON 27), Garth Spencer (Secretary), Paul Carpentier, Lorna Appleby, R. Graeme Cameron and Andrew Brechin.
The pre-meeting conversation among those present, or preamble to the meeting if you prefer, established some points of interest. We're better off financially than expected, partly due to VCON 27 proceeds going to service the VCON 26 debt, and partly due to half-a-dozen committee members writing off monies owed to them personally. Nico talked with Palle and handed over blank cheques and information to him, and some more information to Clint. Clint pointed out that if we do a grant application, it would look better to designate such bad debts as donations. Nico pointed out that at VCON 26, no-one was doing onsite registration, though Nico asked everyone, until Al Ferguson effectively sat down and worked on it full-time, with part-time help from Nico and Sylvia. (Note the ill-defined "we" above.)
Meeting called to order at 1:30 p.m.
Minutes of the Last Meeting were read in synopsis by Garth Spencer. The minutes were accepted as read.
Old Business
VCON 26 report. Nico has obtained financial information from Nikki Sturges, and has prepared a financial statement for VCON 26, as verified as he can make it. As he summarised it, VCON 26's outstanding debts amount to $327.92, not $3,000 as previously suggested.
Discussion following this report wandered somewhat over tangential issues. Lorna asked whether the VCON name is trademarked (it is), and gave us information about the previous and current domain name (Chris Sturges set up a VCON 26 page, with the URL www.con.org, but on a US server; Lorna now has an independent page set up with the URL www.v-con.ca.) Not everyone, however, has been apprised of this update. Garth made a note to spread the word, and offered to talk with someone he knows at Coastal Trademark Services (Kirsten Severson) if we have to clear up anything about domain name issues.
Lorna, Clint and Palle discussed holding a fundraising raffle. Lorna can supply some volunteers and a stack of raffle items for a raffle; Nico has a Torcon 3 membership, which was contributed to us for just such a purpose.
Palle moved to accept the VCON 26 financial report, Garth seconded, and the report was accepted unanimously.
Potential bid for VCON 27. Palle is awaiting response from some potential GoHs he has contacted, and a chance to settle on a hotel, before formally and officially submitting a VCON 27 bid, preferably to hold the convention in October 2002. Tim Powers, for example, turns out to be very busy in August 2001 and will not be able to respond to Palle until mid-September. Palle has also contacted Gary Gygax; Steve Jackson was also mentioned. Palle has a number of able people ready to serve on a committee, including a treasurer who actually lives near him (and who therefore should actually be easy to contact).
The subsequent discussion concerned the potential loss of momentum and motivation, versus the extra time such a bid affords for preparation of the convention, and the benefits of holding VCON on Columbus Day weekend. Palle pointed out that this is a long weekend in both countries. Lorna pointed out that the US Thanksgiving can reduce, rather than gain us members; it was also made clear that the US Thanksgiving in 2002 is on a Monday. Clint mentioned that he has talked to various people about the shift of date, and all approved the move to October.
Palle is open to more suggestions for GoHs. His proposed date is tentative, and can be moved. As for the venue, Palle wants it to be a different hotel – the Burnaby Radisson was rather expensive for what it offered, and as Paul Carpentier found out the hard way, the limited parking in the area is rather distant. Lorna mentioned that again the hotel screwed up the room bookings. It is a matter of interest that Lorna has comprehensive and recent information on area hotels, accrued for her Babylon-5 group, who want to hold a Lower Mainland convention. In addition, Palle has found a government website where you can input the expected attendance and fees for an event, and receive a list of area venues which may host it.
Clint brought up the possibility of making an application for a non-profit grant. Such applications require a financial statement, which we have, a mission statement, which we don't have, and "scholarships" (to assist people in attending.) Clint and Palle are both in favour of pursuing this option. Ed Hutchings was mentioned as a veteran of grant applications, but he was considered hard to get a hold of.
Clint moved, and Lorna seconded, that the general meeting authorize the VCON Society executive to accept Palle's formal VCON 27 bid when it is made, subject to a vote of approval at the Annual General Meeting (which will be held in October.) The motion was carried by 5 voting aye, Paul voting nay, and Clint and Palle abstaining.
New Business
Event proposal and request for VCON Society sponsorship. Clint proposed, on behalf of Donna McMahon and Sylvia Skene, that WCSFA (The VCON Society) sponsor a half-day science fiction event to be held in and with the Vancouver Public Library. Other sponsors will be asked to participate, primarily for publicity and donated raffle prizes.
Clint moved that we sponsor the event, and Graeme seconded. Clint distributed information about the proposed event, as appended.
In discussion, Paul asked about WCSFA and VPL splitting the raffle proceeds? Is the raffle a feasible means of fundraising? Lorna mentioned that she could contribute a whole stack of items for the raffle. Paul also mentioned that he sees a lot of inexpensive ways to do publicity, e.g. on the Web. The motion that WCSFA (The VCON Society) sponsor the event was put to a vote and the motion was carried, all voting aye except Nico, who abstained.
A more general discussion followed:
Nico asked, shall we keep the VCON account? There are at present multiple accounts going by different names, with different signing officers. There were varying opinions as to which account to keep and where, or for which purpose. Nico favoured the current account at the CIBC, which offers merchant services, but the branch is not open after 5:00 p.m. Palle thinks it just as well to keep it. Clint would rather close it out, and just use the WCSFA account, because we can then maintain one account – and thereby maintain a consistent, sustained record trail, which we have not done in the past.
Palle also favoured the account at VanCity, because the branch nearest him is open until 8:00 p.m.
Lorna mentioned PayPal, which is the easiest online credit-card system for online membership registration.
This segued into discussion of Chris Sturges' apparent confusion as to where the VISA imprinter was kept. It turns out that in fact this is at Clint Budd's place.
Clint discoursed on the lack of oversight he witnessed in the performance of VCON 26, meaning that the people who should have displayed some authority, e.g. VCON Society executives such as himself, were not separate from the VCON 26 committee.
Clint moved that Nico be formally added to the VCON Society executive. Garth seconded. All voted aye, except for Paul and Palle abstaining.
Graeme asked, could we not undertake some paid advertising for VCON, regardless of the view that it is not fannish? Clint is in fact planning to do so.
Palle asked for a point of clarification. He is trying to work up procedural booklets for each convention department; for the department of Publicity, who is handling which parts of the job, the committee or the VCON Society? He went down a detailed list, and Clint responded to each.
Clint moved that Lorna also be formally added to the VCON Society executive, as VCON Webmistress. Nico seconded, and all voted aye. Lorna proposes that Garth be her apprentice. Clint talked a bit about the distinction between the VCON Society and VCON, and between their websites.
Andrew led a discussion on matters relating to publicity and relations with the UBC clubs. It appears that they are simply not responding, due partly to conflicts relating to VCON's usual date, but the SFU clubs have been far more responsive.
Graeme moved we adjourn; the motion was carried by acclamation and the meeting adjourned at about 5:00 p.m.
A WRITER EVENT AT VPL
Vancouver is long overdue for a public science fiction book event. Other cities have recently held successful group signings for SF/Fantasy authors, but just signing books is DULL. We should Do Something Interesting!
Sylvia Skene and I are brainstorming ideas for a group event which we could stage at the Vancouver Public Library or some other likely venue this fall.
We are sending you this email in the hopes that you will write back and tell us what you think, what other ideas and suggestions you have, and whether you'd like to participate.
THEME: Future Vancouver (with an emphasis on the city's unique evolving culture.)
FORMAT: Half day at the Vancouver Public Library (or ?)
GUESTS: Local SF/Fantasy writers AND some other well known local writers/journalists (preferably with a book out). (Maybe a limit of ten total so it doesn't get cumbersome.)
Possible names we thought of (remember, we're still just brainstorming here): Chuck Davis, David Suzuki, Bill Richardson, Bill Deverell, Betty Krawczyk (environmental activist), Cynthia Flood, Douglas Coupland, Harbinder Singh Sewak (journalist, Asian Post), Larry Campbell (former Vancouver Coroner & scriptwriter for Da Vinci's Inquest.) Can you think of others?
Remember, he/she has to be comfortable with speaking in public, and be reasonably SF-friendly/speculative.
We'd also want a good MC to keep things moving, and to make sure everyone has a say (and no-one dominates).
ACTIVITIES:
Our current thoughts are to have 3 activities, no more than an hour long, with breaks in between. Not everyone needs to do everything. Some suggestions:
1. Short (e.g. 5 minutes) readings about Future Vancouver (or Pacific NW), or trends that a writer feels are related to our changing city – e.g. "expect to see more of this."
2. Pairs of writers (one mainstream, one genre) talk about issues and trends of interest. Some possible topics that occurred to us:
* Will we really go Green in 50 years? Is sustainability only affordable by the
middle class?
* Are we a mosaic or a melting pot? What will Vancouver culture be like?
* Will there be a gay community in future, or will gays integrate into the mainstream?
* Future Religion – there are hundreds of flavours in Vancouver already from Mormon to Orthodox Greek to Buddhist; what next?
3. Reach for the Future: Two teams of contestants compete to come up with good answers to questions. Of course there is no RIGHT answer to these questions. Audience applause will determine winners.
* In 50 years when Starbucks is dead and gone, what will be Vancouver's trendiest hot spots?
* Name your favourite not yet existing Vancouver landmark.
* What Vancouver landmarks should future generations demolish?
RAFFLE: We'd like to hold a raffle, with proceeds to the VPL for the purchase of SF/Fantasy books. We'd solicit prizes, such as signed books, a membership to VCON, etc.
SPONSORS: WCSFA. Also, should we try to get some other organizations on board? Possibilities: Vancouver Magazine, Georgia Straight, alternative music radio station, a local high tech company such as Ballard. We'd ask them to help primarily with publicity and donated prizes.
BOOKSELLER: We'd like to have a bookseller in attendance. The obvious first choice would be Duthie's.