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MISFITS
Working Meeting Minutes
Thursday, April 24, 2008
Location - MISFITS Office, St. Paul, MN
In Attendance:
MISFITS Coordinators -
Matt, Jodie, Peter, Thomas, Elliott (Finance-Elect)
Post Mortems
- Spring Cemetery Crawl
– Had about 15 people attend. Was a success!
- Trivia Contest – 8
Teams participated.
Communication issues with the hotel were massive, but we
worked through them and the hotel was fine with our "last
minute" changes. Being that they'd given a not-even-close to
correct diagram to their setup crew the day before our
event, Dave felt they kind of had to put up with us not
liking that. Dave has already spoken with Ish about the
hotel and have names of people he and Ish will be working
with there.
Ish is giving them a heads up and Dave will be calling to
reserve a room for the Scavenger Hunt this week or next.
Dave also hopes to ask them for room diagrams for every
space so we know the exact sizes and can give them exact, to
scale, drawings of how we want our events setup before we
get on site. That should solve many of the issues with the
hotel.
It seemed like attendance was down this year. The
sub-committee is going to address attendance issues at their
post mortem. Consider advertising at local colleges for big
events.
Audience attendance seemed lower than in past years. At the
beginning of the first round, shortly after 6pm, there were
71 people in the room. That includes all participants and
staff. I know a few more showed up later, but not many. I'm
willing to say "about 75 people" for the attendance numbers.
Merchandise sales were about $500, mostly from t-shirts. 5
backpacks were sold. We had one person ask if we had any
MISFITS specific t-shirts. I told them we would have some at
CVG but that I'd only brought a subset of items for that
night. Note for next year: Only merchandise to bring is
mid-year t-shirts & MISFITS specific item (backpack, towel,
hoodie, etc.). Otherwise it's too much to setup & tear down.
Events
- Scavenger Hunt –
Postponed until October 4th, 2008. Peter will communicate to
clubs that each should consider fielding a team. Looking to
have electronic recycling at the event as well – Jodie is
concerned about advertising it too far out.
- MISFITS Picnic and Ice
Cream Social – We will have gaming and let MISFITS of
gaming know. We have June 14th and August 9th. Shelters
reserved 11 AM – 7 PM. Peter and Dave will cook. Dave will
make an announcement at concom about the correct date for
the picnic. Our budget is $275.00.
- GOT: Star Wars Exhibit
w/Peter Mayhew @ Science Museum – I heard from Perrin
that the Science Museum is not interested in having Peter
Mayhew give a presentation during the Star Wars exhibit.
We're going to find out if Mr. Mayhew just wants to go to
the thing anyway and have a bunch of MISFITS members show up
at the same time. Having the 501st show up in Storm Trooper
costume also came up. So I'm still not sending out details
about our GOT trip to the Star Wars exhibit yet. We need to
get these details worked out ASAP since general public
tickets go on sale in a couple of weeks.
- Writing Contest Update
– Contest is underway. We currently have 20 entries. 9 in
the Open category, 3 in the Poetry category, 2 in the Youth
1 category, 3 in the Youth 2 category, and 3 in the Youth 3
Category. Jodie sent the judges the first batch and more are
underway. Need to come up with language that states
published authors can’t enter.
Get Involved Meetings
- Q2 – Uptown Dunn
Bros. on Hennepin and 34th. Tuesday, May 20th Dave and
Thomas are attending, 6 to 8 PM.
- Q3 – Get Edina
Library after CONvergence and have the date set for
CONvergence.
Programs
- Space Camp – Dave
called Space Camp, left voice mail, and haven't heard back
yet. Their voice mail did say they were in the middle of
sending out 2008 scholarship acceptance letters, so they're
probably a little busy. Dave will call them again this week.
- CONvergence
Field Trip – Peter left two emails and two messages with
Dr. Vincent. Peter will stop by in person.
- Project Giving –
Will need to make a choice for Q3 2008
Room Parties
- Anime Detour Room Party
– Very well attended, went well. Lisa Gilbert hasn’t
approached Thomas about getting reimbursed yet. Lisa’s group
has first refusal to do their party again next year. We
should plug the geek prom at the party next year.
- CVG Room Party –
Still interested in the pizza idea and we need to badge the
room. Focus on “In the Schools” and Space Camp. Tang, Freeze
Dried Ice Cream, and Pizza. We can hand out a collectable
Ten Year button.
Club Updates
- Peter is going to explore
Google automatically pinging Club Heads or calling them on
the phone to get attendance updates. We could limit staff
perks for club heads if they continue to not get us the
information.
- Google Group Numbers:
Crafty Geek – 65 (was 63)
MISFITS of Gaming – 30 (was 28)
Geek Physique – 22 (was 21)
Geeks Read – 67 (was 67)
Read Book/See Movie – 45 (was 45)
MISFITS Announcement List – 176 (was 174)
Staff Appreciation
- Staff Jackets –
They're all handed out except for Erica's. I spoke with her
and she said I can hold on to it until the picnic. We also
have 1 M and 1 L that were mistakes by Shirtz that are
extras and haven't been given out to anyone yet. They
charged us half price ($19 each) for those. Thomas, can you
give us a total cost on all those? I know we're waaay over
our expected budget, but I don't think we'll spend this much
on staff gifts every year. Maybe every 2 - 3 years? 26
jackets given out + 2 mistakes by Shirtz = 28 jackets
purchased.
- Coffee Mug – Dave
gave Roger a MISFITS coffee mug for helping at the Trivia
Contest. He sat and fought the button maker for almost an
hour making those buttons.
Capital Expenditures
- Button Maker – The
CONvergence Coordinators proposed that...
The button maker we have has lifetime warranty, so we are
going to get that back from them for repairs before the
convention and they want to buy a second automatic one and a
cutting board for 50 bucks more. Somewhere between $500 to
$600 would get an automated button maker and the automated
cutting board. We would also buy a manual machine to loan
out to others. But we don’t loan out the thousand dollar
machine.
The MISFITS coordinators discussed the matter. Jodie would
like to explore the other manual button maker at a later
date but the MC’s agreed to pay half of the button maker
bill in exchange for our own button maker.
- Hotel Key Cards at
CONvergence – We don’t have a ballpark amount for key
amounts but it’s a good way to advertise our website. Peter
will get back to us with a price.
Budget
- Currently, we have
$37,505.69.
- Thomas just got access to
the bank website on Thursday.
- Amazon – we have a check
for all our missing checks - $416.68. Excellent! It’s set up
for direct deposit now.
- Thomas will also be
depositing the money from the MISFITS Trivia contest
merchandise.
- Windy and Ish audited
Thomas from last April to current (and also performed an
audit on the Society account). They will be done before May
15th.
- Still getting checks from
Kate. At some time, we should get a county record from the
office about the Kate thing.
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