WASFF Board Meeting 21 September 2003

Present:	Rohan Wallace, Jeremy Byrne, Mark Bivens, Ruth Turner, Peter Kelly, 
Shay Telfer, Steveg, M2,  
Apologies:	Jason Watson, Elaine Kemp, John Parker, Simon Oxwell, David Cake.
Observers:	Jenny Kelly.

Meeting opened: 1410

1.	Presentation of the minutes from the previous meeting.
The minutes were circulated. No changes or corrections were noted.

2.	Business arising from the previous minutes.
2.1	(2.0) GenghisCon/WASFF 
Summary of meeting held yesterday (20 September 2003):
If a merger goes ahead, the GenghisCon committee (incorporated as Genghis Conventions Incorporated) would become a WASFF subcommittee.
What liabilities?
What status (as a committee) and what representation.
Method for appointing WASFF to run GenghisCon (appointing the existing committee to do so) for 2004, with a review of how well this worked after the convention.
Jointly fund the seed monies and the surplus/loss.
M2 discussed this with the rest of the GenghisCon committee earlier today. 
M2 raised the question as to the progress being made on WASFF membership and the changes required to regulations required to make things happen in an effective manner. The primary issues that arises is that of the GenghisCon membership allowing attendance at the WASFF AGM without the need to purchase a SwanCon membership in order to do so.
2.2	(3.1.1) Borderlands III. 
The convention happened. A full report will hopefully be presented at the next meeting.
2.3	(4.1) Banking.
The accounts are still yet to be closed as Ruth has been unable to get to the bank during banking hours. This will happen soon.
2.4	(2.0) Ministry of Fair Trading documentation.
documents were submitted.
2.5	(2.0) Ticonderoga Publishing
A replacement cheque has been received from Russell Farr to acquit this item.

3.	Board Reports.
3.1	SwanCon 2002.
Nil report
3.2	SwanCon 2003.
Final books submitted. 
3.3	SwanCon 2004.
Updated financial report submitted by Jeremy. Chocolate fundraising is going well, films less well. This is partly due to attendances and partly due to the cinemas.
Insurance has gone up by $150.00. This is due to the global insurance situation, not the committee.
Still negotiating with publishers for funding for US guests. This, along with the insurance, is the most pressing issues at present. 
3.4	SwanCon 2005.
Steveg presented a preliminary budget for the convention. Plan for a 3 – 3.5 day convention due to programming considerations. Present breakeven is $104.00 per member, hopefully reducing to $90.00 if possible. Plans are for three main streams, a video stream and academic proceedings. 
The budget was discussed, the main issue was the cost of the venue. 
Timing of the convention was also discussed, with Easter being a possibility still, but not the preferred option. This will depend upon the presence of a suitable long weekend and on the venue being able to provide an appropriate pricing structure. 
Steveg mentioned that it may be worth contacting ANZAAS to see if they might contribute funds for an academic stream for 2004.
City of Perth grants would also be useful to apply for. 
The Board approved the provisional budget.
3.5	Borderlands III.
Held over until next meeting.

4.	General Business.
4.1	Request for grant for FTLRS.
A request for a grant has been received from Grant Stone and Wolf Bylsma to fund consumable materials for the radio show and also for recordings of authors reading their works.
The first part of this is costed at $504.00, with the second part being costed at $942.00 to make recordings of a work by three authors. 
This was discussed, particularly the second part, where some concerns were raised. 
The decision was made to fund the first part of the request, with a request for a tax invoice, and that Grant and Wolf be requested to provide a copy to the Battye Library for public access and archiving if there is not already such. The meeting decided that we would be happy to provide additional funds for that purpose. As to the second part, we would like to invite them to the next meeting to discuss this, along with the possibility of WASFF obtaining copies for our use.

Next meeting:  Sunday November 16 2003.
Usual time and place

Action list:
1.	Mark to contact Grant and wolf
2.	Ruth to close bank accounts