May 4, 2003
Home of Marilyn Blew - Burnaby
Present: Clint Budd, Garth Spencer, Paul Carpentier, Julie McGalliard, Chilam, Marilyn Blew, Brian Dubberley, Lorna Appleby, Fran Skene, Gregg Chamberlain, Duncan MacGregor, Barb Dryer, Kathleen Moore-Freeman. Regrets: Palle Hoffstein, Marie-Louise Beesley, David Hale. Absent: Nico Iormetti, Charles Austin.
(Note: Both Clint and Paul brought suggested agendas. They were combined so that the meeting covered a combination of topics from both agendas.)
Clint called the meeting to order at 2:18 p.m., and welcomed all present.
Minutes of the Last Meeting: The minutes of the last meeting being posted to WCSFA website, Clint moved to adopt the minutes as posted. Garth seconded. The motion was carried.
Committee of the Whole: Clint informed us the combined VCon 28 committee and WCSFA members present were to form a Committee of the Whole, and passed the chair to Paul Carpentier.
Paul welcomed all present to the meeting.
The Progress of VCON 28: Paul informed us there has been no deviation from the planned date for VCon 28, that is, October 10-12, 2003. However, Paul and his committee have had some continuing difficulty in securing a venue. VCon 28 has 96 advance memberships to date. The committee is filling out, but the chair is still looking to fill some critical positions.
Hotel: Palle Hoffstein, as Society Vice-President and VCon 28 Vice-Chair, is responsible for the hotel search, and is being assisted by Marie-Louise. Paul mentioned that in his view, VCon ideally should have 12,000 square feet of function space, but we tend not to occupy as many rooms as hoteliers would expect for that much use of space.
In discussion of the hotel alternatives now available, Paul indicated that the Plaza 500 is no longer interested in hosting VCon unless get twice the dollars they got for VCon 27. We can't afford it. Clint spoke of the Hilton at Metrotown Centre. Lorna mentioned that the mother of Jen Wong (the chair of Anime Evolution, an upcoming event at S.F.U.) is in the hotel industry. Lorna offered Paul Mrs. Wong's email address. Anime Evolution is looking at the hotel at Lougheed *amp; Austin in Coquitlam. Paul suggested the Surrey Days Inn, but Lorna reports that Anime Evolution approached them and found the current management opposed to hosting SF cons. The hotel at Lougheed Mall has no function space. Holding VCon at U.B.C. again is a tradeoff. It offers a whole new group to advertise to, but both we and U.B.C. Conference Services have had bad experiences with each other. Garth mentioned that we were about due now, anyway, to make another general survey of Lower Mainland hotels as convention venues, since Palle's survey was conducted in 2001.
In summary, any additional information on hotels will be welcomed by Paul (and Palle and Clint.) A decision on VCons venue should be made in two months, i.e., by mid-July.
Promotional Opportunities: Paul noted that this years Westercon (at SeaTac) and Comicon are coming up. Lorna mentioned Anime Evolution, to be held at S.F.U. Brian mentioned the once-a-year Annual General Meeting of the B.C. Inventors Society. Paul mentioned also the upcoming Torcon 3. Since very few of us seem to be going to the third Toronto Worldcon, could we at least take out some ads in their program book?
Fallback Position: This segued into a discussion of the countervailing influences against our promotions. If worst comes to worst, Paul's backup plan is to reschedule VCon 28 for May 2004. Garth mentioned that he had actually expected to hear at this meeting a motion to this effect.
Activities: These were discussed as places we could volunteer, and put flyers, or at least collect some contact information.
Website: This is currently Palle's bailiwick, albeit the website is hosted on Lorna's server. Fran asked, is any updating planned? Such material as there is on the VCon website refers to VCon 27. Clint recommends deleting all of this, or moving it to a separate area, and Paul approves this.
It appears that we have yet to get all the committee subscribed to Lorna's committee email list.
Vanishing Officers: Clint moved that any Board member, who misses two meetings per year, without sending any communication or regrets, shall be considered to have stepped down, so that he may be replaced. Kathleen seconded. The motion was carried unanimously.
Membership Rates: Changes in VCon 28 membership rates will depend upon when we decide to hold the con. July 15th was declared the postal membership deadline.
Paul moved to announce the new membership fee as US$40. With one vote opposing, all voted for the motion, and it was carried. (Date of membership rate hike has yet to be defined.)
Paul moved that a preregistration savings offer be announced for qualifying groups (qualifications have yet to be defined -GS.) Every six fans who buy memberships together will get their memberships for the price of five. This motion was carried.
Art Show: Chilam arrived and was informed that he will head up the art show, and Clint will assist. Paul wants to attend at least the first two art show meetings.
Vague and aimless discussion about contests followed. Paul noted that we need to define the contest prizes.
Registration: Kathleen asked what this department needs. Paul specified the information, manpower and office supplies required, e.g. a standard VCon registration form, preferably without a specific VCon number, date or price.
This segued to questions about where the VCon account is (the CIBC on West Broadway, one block west of MacDonald) and whether Charles Austin is in fact still the VCon committee's treasurer (he thinks he is, but he is not accessible.) Paul is going to tell him, very specifically, what Paul needs done.
Next Society Meeting: We decided the next Society meeting would be held on July 13th, at Marilyn Blew's again.
Next Committee Meeting: We decided the next VCon 28 committee meeting will also be a combined meeting with the Society and will take place May 18th, at a place to be announced. Paul will ask Palle to be our host.
Guests: Two have been approached, one has responded, to be confirmed after we confirm a hotel. More possible guests will be approached.
Domain Name: Lorna noted that VCon's domain name, v-con.ca, is up for renewal in March 2004 (Cost: $65.99CDN.)
Fundraising: Chilam had a fundraising idea: a benefit wine tasting. Further discussion will ensue at the May 18th meeting. Duncan had a more modest suggestion, on the order of bake sales.
Amid other vague and nebulous discussion, Garth delegated on disk membership records of some previous VCons to Duncan MacGregor, and the meeting adjourned at 5:00 p.m.
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