February 8, 2003
Lifestyles Café, City Square Mall, Vancouver
Present: Paul Carpentier (prospective chair of VCon 28), Julie McGalliard, Palle Hoffstein (WCSFA Vice-President; Chair of VCon 27), Ray Seredin, Clint Budd (WCSFA President), Garth Spencer (of WCSFA Secretary), David Hale (webmaster of the BCSFA and WCSFA pages).
The meeting was called to order at 2:30 p.m.
Minutes of the Previous Meeting: Garth Spencer distributed copies of the minutes of the previous meeting. Moved by Clint Budd that the minutes be accepted as presented. Seconded by Paul Carpentier. The motion, as amended to include Barb Dryer among those present at the previous meeting, was passed unanimously.
Old Business: There was none.
Business Arising out of the previous meeting: Formally hearing and accepting Paul Carpentier's bid to hold VCon 28 in 2003.
Moved by Palle Hoffstein that WCSFA accept the bid for VCon 28. Seconded by Garth Spencer. Paul Carpentier reported that he now has a sufficient committee, and has both a letter of intent, and an unsigned contract with the Plaza 500 (VCon 27's venue), for the Canadian Thanksgiving weekend in October 2003. During the discussion that followed, Garth Spencer mentioned that Ditto 16 will also be scheduled for the same Canadian Thanksgiving weekend. One of the chairs of that convention, Alan Rosenthal, has pointed out to Garth that both the venue (Eugene, OR) and the focus of the attendees (fanzine fandom) lie at some distance from VCon. Paul Carpentier likewise pointed out that VCon draws "mainstream" rather than fanzine fans.
There followed a discussion about the value of name recognition with respect to Guests of Honour, which segued to the mechanics of the convention, the frequent mismatch between the hours demanded of people and the hours they're willing to put into the con, what kind or how much work people think a job takes (e.g. the video room, or the website.) Paul Carpentier is very willing to delegate work on VCon 28 to Palle Hoffstein, his vice-chair, not only programming but website development. Palle is willing to offer the use of his home address and his email for the use of VCon 28. Discussion also covered the Quest for the Mysterious Pre-reg List (which adventure has been accomplished by the brave Sir Palle Hoffstein), and whether the pogue who is doing the progress reports has his membership yet.
The motion was passed unanimously
New Business: Moved by Clint Budd that WCSFA combine the positions of Secretary and Treasurer; seconded by Garth Spencer.
Ray Seredin pointed out there has been no guarantee that both the said officers will or can be present, at a given meeting. Paul Carpentier pointed that in his experience, bylaws could make a position specific to a person, and thereby threatening the future conduct of business, or even the survival of a con. Garth Spencer admitted he is stuck on the continuing difficulty of getting a necessary officer – in the past the Secretary, in the present case the Treasurer – to show up when he is needed. Clint Budd maintained this is not an issue; he asked whether in fact there's enough work for two people to do? The current Treasurer apparently found the job pointless. Paul Carpentier supported making it possible to combine the positions, but not making it mandatory.
Clint Budd withdrew the motion, Moved by Clint Budd that WCSFA authorize the Secretary to act as a signing officer for the VCon account, and to act as Treasurer as need be. Seconded by Palle Hoffstein. Paul Carpentier asked whether this would limit the function of the other signing officers? How are the Treasurer's duties defined, anyway? (Garth Spencer made a note to send everybody present the relevant section of WCSFA bylaws, along with a draft of these minutes.)
The motion was passed, with David Hale and Julie McGalliard abstaining.
Discussion followed on WCSFA website content, such as a chronology of past Vcons (Garth Spencer made a note to send Paul Carpentier and David Hale a draft, in reverse chronological order.) Paul asked if WCSFA website can continue, independent of the webmaster's generosity. David proposes to burn a CD with backup copies of the website content, and send it to Garth.
Clint Budd adjourned the meeting at 3:36 p.m.
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