July 13, 2003
Days Inn Hotel, Surrey
Present in the 4th floor meeting room were: Clint Budd, Palle Hoffstein, Doug Finnerty, Tim Hoffert, Ray Seredin, Duncan MacGregor, Barb Dryer, R. Graeme Cameron, Garth Spencer, Lorna Appleby, Kathleen Moore-Freeman, Tim Yip, Marilyn Blew, Paul Carpentier, Julie McGalliard, Gregg Cairns, Chilam, Fran Skene. Regrets from Andrew Brechin and Marie-Louise Beesley.
Clint called the meeting to order at 2:10 p.m.
Minutes of the previous meeting were read by Garth Spencer (WCSFA Secretary.) Duncan mentioned a minor addition. Garth moved, and Duncan seconded, to accept the minutes as amended. The motion was carried.
Some of the members of the meeting made it known that Canada Post workers would be in a legal strike position on Friday, July 18, if their management did not conclude a contract agreement. This would certainly impact the mailing-out of PR#1.
Old Business/Business Arising:
David Hale has to bow out of his Webmaster duties, for entirely personal reasons. Clint suggests that we create a Director of Communications position, heading up the de facto committee in which Palle is already updating the VCon website that Lorna hosts, and Garth handles VCon print publications and BCSFA notices; Barb Dryer would join the committee for e.g. flyer distribution, and Duncan nominated Kathleen Moore-Freeman to be another member.
Clint moved that we create the "Director of Communications" position to head up the committee named above. Garth seconded, and the motion was carried.
Clint moved that the "ground rules" for handling WCSFA membership list responsibly be:
firstly, that the members' contact information be held private, and access be limited to the Society executives, VCon's chair, and the convention's Membership/Registration head;
secondly, that the list never be given out to anyone beyond those persons previously listed;
thirdly, that registration information shall require the correct name and current address and (optionally) the email, phone number, age and gender.
Discussion followed regarding requiring that VCon membership information include the members' real name, legal address, phone number and/or email. Palle pointed out that such requirements are already made by B.C. laws, and Clint added that they are nevertheless ignored (as when members buy "Guest of ..." memberships for others). We also discussed including a gender and an age-range field in membership records.
Palle, Paul, Clint and Fran discussed the wording of the motion, and including the phrase "anyone given responsibility for handling WCSFA membership database should have this information (access restriction) explained to them."
The motion was carried.
Preparations for VCON 29: Meeting as a whole: Palle (WCSFA VP), Clint (WCSFA President.)
Clint moved that WCSFA be empowered to arrange for a hotel ahead of time (i.e., more than a year before a desired VCon date), and also be empowered to invite Guests of Honour as far ahead of time. Chilam seconded.
Paul discussed the pros (i.e., the fact that he would like to respond to Robert Silverberg's and Esther Friesner's offer to attend as GoHs, not at the currently-planned, but at the following VCon.) Palle discussed concoms (i.e., their usual desire to choose their own GoHs.) Paul suggested adding the phrase "from time to time", i.e., WCSFA just prearranging matters for VCon 29 and 30. Clint withdrew the second part of his motion.
The redrafted motion was read: "Moved that WCSFA be empowered to arrange for a hotel ahead of time (i.e., more than a year before a desired VCon date) and (from time to time) to arrange for a GoH(s) ahead of time."
The motion, as reworded, was carried.
Clint moved that a VCON convention logo be chosen by the chair, in consultation with the Board of Directors. Duncan seconded. The logo that Clint is negotiating for is the image of the "rocket ship" metal sculpture at the southern end of the Cambie Street bridge.
The motion was carried.
WCSFA section of the meeting concluded at 2:50 p.m., and the VCon 28 section commenced.
Report on VCON 28: Paul Carpentier (VCON Chair)
We discussed the provisional VCon 28 flyer which Paul has produced. While it includes an email and URL, it could do with a phone number; after discussion, we concluded that Palle's home number is the best choice.
Duncan will write up a short biographical blurb on Jordin Kare. (What about Adrian Kleinbergen?)
Chilam reported that he has no information on the artshow prior to the last two years' attendees. He later added that it is Imperative that we repaint the artshow display boards. Discussion follows.
Gregg reported on entertainment sessions: There will be a dance.
Kathleen reported that there will be filking. She later added that a double room will generally be open for filking "and other strange things."
Marilyn will handle Membership/Registration, and will coordinate with Paul and Palle.
Palle is in charge of programming, gaming and the website. As far as programming and gaming overlap, any such programming awaits confirmation of gaming guests, and while none are yet confirmed, inquiries are coming in. Palle also discussed discounts to game publishers. As to the website, it is open to updates and new input.
Paul reported that the deposit has been given to the Days Hotel Surrey.
A general discussion followed: in this case revolving around choice of writer GoHs. The most general first choice appears to be Robin Hobb/Megan Lindholm, second choice R.A. Salvatore, and, we generally desired, a Canadian guest, e.g. Sean Russell.
Fran reported that the writer's workshop will consist of two groups; six pro writers have confirmed their involvement so far; entry fee is $11, as compared with $10 last year. (The 4th floor conference room we met in will be used for the writers' workshop.)
Karen Moore will be head of the Dealers' Room. Palle is to meet Karen but it must be soon. Palle, Paul, and Gregg discussed whether a table fee should continue to include two memberships as usual, whether the Dealers' and Artists' areas should be open to the public.
motion (???) Table fee is to include one membership, with a second one available at a discount.
Garth reported that he desperately needs all the blurbs he can get on every department for the progress report, which should come out, as he put it, "a week ago."
A question was raised by Barb Dryer about VCon's spelling. Our registered trademark (for the convention) is "VCON", in connection with the Society, it's "VCon."
Another "general discussion" ensued, segueing vaguely from Registration's to-do list to publicity to The Moving Van to someone's out-of-context remark about late bus service.
Lorna is minding the Video Room."Chang" is in charge of Hospitality.
Chilam reported on a promotional item: the peripatetic wine-tasting will now be held July 29th, still at the winery in West Vancouver, on Marine Drive between 24th and 25th, still at $25 a head, and now we can register by the 24th. This time, it was established that one can get there by the #250 or #253 (Horseshoe Bay) West Van bus.
Promotion of VCon 28 is planned at AE (Anime Exposition), July 25-27; at Con-Version, August 15-17; at the H.P. Lovecraft Birthday Convention (August 15-16, a gaming con in Vancouver's Marpole area); at Worldcon in Toronto (VCon may have a table, as well as a delegation present); and at Foolscap.
The email list came up for discussion. A general suggestion was made to email to Paul, rather than to write to the VCon committee list.
It was moved to accept the VCon 28 report to WCSFA, seconded, and carried.
Clint resumed the Chair at this point.
Clint said the Society hasn't had a Treasurer in some time. Kathleen Moore-Freeman has offered to serve.
Clint moved that WCSFA General Meeting appoint Kathleen Moore-Freeman as WCSFA Treasurer. Graeme seconded the motion. The motion was carried.
The next general meeting is scheduled for September 14th, again at the Days Hotel Surrey. We also scheduled BCSFA meetings at Kathleen's for August 23rd and September 20th, also to be noted in the BCSFAzine calendar.
The meeting adjourned at 4:55 p.m.
Items held over to next meeting:
Activities, such as library involvement, university/college involvement, business networking (book, game, comic, video), and/or one-day event (e.g. lecture, signing, reading)
Ongoing Internet/website development: get current information on the site; get all the committee onto Lorna's email list.
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