In Attendance
Board: Facilitator, Co-Faciliatator, Treasurer, Member at Large,
Members:
Guests: AF, BC
Call to order: 4:08pm Facilitator
Quorum Check: Pass
Ombudsmen Concerns
None known & Ombudsman is not present at this meeting
Treasurer’s report
| Period Start Bank Account Balance | 11/1/22 | $ 21,887.79 |
| Period End Bank Account Balance | 11/30/22 | $ 21,131.20 |
| Deposits/Credits | $ 28.83 | |
| Withdrawals/Debits | -$ 592.91 | |
| Total GoFundMe Donations in November 2022: | $ 0.00 | |
| Total Square Income in November 2022: | $ 28.83 | |
| Credit card payments | 11/15 | $ 785.42 |
Old Business
- Open Chair Positions: Events, Education, Discord, Public Relations, Outreach, Web Admin. The following positions are currently on hold due to a lack of a physical space: Facilities, Operations, Door, Kitchen, and Hospitality.
Priority of Positions: Events then Education followed by the remaining positions
Encourage members to consider reaching out to the Co-Facilitator if they have an interest in taking on a chair position or working as part of a committee.
- Open Board Position: 2 Open positions and no nominations came in. Need to get the message out to Members and make it clear that without members stepping up to fill positions that we are not going to be able to sustain the Organization much longer. Facilitator to post messages on FetLife and Discord. Board to send out private Discord messages or emails.
- Membership Pricing: suggested prices $15, $20, $25. Value of Membership should reflect the offerings. Consider special discounted prices during certain months or in conjunction with events.
Vote: Membership to be set at $20.
Yes: 4 No: 0 Abstain: 0
- By-laws: Only one change proposed regarding Revenue brought up by a Member.
3-4 Revenue
- The Board shall establish and regulate annual dues and door fees.
- Class and event fees shall be established by the board and/or events and education chairs. Class fees can be negotiated on a case by case basis depending on the needs and requirements of the presenters or event.
Board agreed that this change makes more sense and is clearer on the responsibility of specific Revenue Topics.
Vote: Accept above change to the Revenue section of the Proposed By-laws
Yes: 4 No: 0 Abstain: 0
New Business
- Vote Results: Membership expiration temporary suspension: Memberships expirations are temporarily suspended until 30 days after the new by-laws go into effect.
Vote Results: Yes: 4 No: 0 Abstain: 0 Total Votes: 4
- Vote Results: Open Ombudsman Position: Bartleby was elected to the Ombudsman position.
- Upcoming Meeting Dates (Jan/Feb/Mar): January 8, 2023, February 19, 2023 and March 12, 2023. February’s Meetings were moved due to a conflict with Super Bowl Sunday & it being the weekend before Valentine’s Day.
- FetLife Groups, Society Accounts, Pinned Posts: The Member at Large compiled several lists with links to all the FetLife Groups and Society Accounts. Access to some accounts needs to be established so that the accounts can be removed or secured. Discussion was had about changing the status of some of the Public Society Groups to private for archival purposes. There are too many Groups out there and it can create confusion and make the Society appear to be inactive when people get multiple groups from searches that haven’t been used in years. The Archivist account should be the Owner of all Society Groups with additional leaders being all Board Members. Additional Members like Committee Chairs should have appropriate access from their official accounts as needed. No member should have Admin/Leader access from their private account for safety. Pinned posts should be unpinned.and current relative posts should be copied, updated and posted from Official Society Accounts instead of personal accounts.
Society Groups: 9 total to be brought down to 1 Official Group with possible consideration of a future private Members Only group.
Society Accounts: 6 Governance Panel (missing Treasurer who will work on getting one established), 6 out of 9 Committee Chair Positions have official accounts ( Public Relations, Marketing, Events, Education, Outreach and Discord). The Positions without accounts currently don’t have a need for accounts.
- IRT: The IRT is still active and available for Society Members. The Member at Large is in contact with the Leaders of the IRT and will make sure that they have all the things that they need to continue to provide us with their services.
- Updating Historical Files: Updating of Historical Files has been neglected since they were compiled by the board in office in 2020. In the absence of an Archivist at this time the Member at Large will reach out to see if EmeraldAsh might be willing to continue to assist with keeping the files updated so that they are ready to be passed off to the next incoming Archivist.
- Society 101: Lady Rissa has agreed to help look over the old Society 101 and see what material can be repurposed into a new version to account for the lack of a physical space. We might need to hold a meeting to brainstorm content that needs to be added to the 101 to make it relevant to our current situation.
- Monthly Munch: We need to get this off the ground so that we can move forward with new by-laws if they are approved by the membership. In the absence of an Events Chair this unfortunately will fall on the Board Members who live in the CT area.
- Complaint Procedure: Several incidents have caused undo drama and discord when members/non-members have taken to posting to FetLife instead of voicing their concerns or issues to the Board or Ombudsman privately or using channels such as email or the Town Meetings to have conversations about situations they are unhappy about. We should encourage members to follow the complaint procedure and make sure that is available on the website, FetLife and Discord.
- Discord Updates: We need a number of updates to Discord in order to better serve the members. The server has been extremely quiet. Some changes to consider include More Members Only channels, cleaning up channels that don’t serve the members well, taking advantage of changes into the features and functions of Discord. Also brought up was consideration of a daily or weekly Question channel in which people could submit anonymous questions and server members could respond. Also discussed was possible ways to allow server members to ask controversial questions in which they might have a genuine concern or be seeking knowledge and have trouble finding reliable internet sources for their own research. Its easy to say “do your own research” but it’s a whole different thing to be able to vet those sources and know what the current changes are that have been taking place in the community.
Motion to Adjourn
Motion: Member at Large Second: Treasurer Time: 6:03pm
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