Attendance
Rohan Wallace, Msquared, Ruth Turner, Elaine Kemp, Ken McCaw, Dave Cake (arrive 12:30), Steve Gunnel, Chris Creagh, Shay Telfer, Matt Smith (arrive 12:26).
Apologies
Cathy Cupitt, Peter Kelly, John Parker, Jeremy Byrne

Start: 12:18

1.	Matters arising
1.1.	GenghisCon
•	Agreement between Genghis Conventions Incorporated (GCI) and WASFF to run GenghisCon 2005 together has been signed and entered into.
•	Both WASFF and GCI each have a copy of the agreement.

1.2.	Faster Than Light Radio Show
•	M² didn’t organise for FTLRS to come along.
•	M² to invite Grant to next WASFF meeting.

1.3.	PANIC
•	PANIC still want to go it alone (ie: incorporation).
•	Ruth might take a more active role in PANIC, to provide some experienced feedback to PANIC's enthusiastic but otherwise inexperienced board.
•	Justin is losing control of panic.
•	PANIC is now incorporated. 
•	PANIC will be 11/12 dec at UWA where JAFWA used to be; $22 for both days (anime club associate membership).

2.	Subcommittee reports
2.1.	Swancon 2004 (Chronopolis)
•	Jeremy’s report supplied (see email)
•	Outstanding Valhalla receipts (Doug Thorpe from Valhalla has not yet obtained them, probably due to being mothballed while the under-city rail is built on land that was occupied by Valhalla)
•	Several unpaid memberships (mostly committee) – this should not occur; if not paid up by next WASFF meeting, names must be named.
•	Swancon 2005 (XXX) money taken, needs to be handed to Swancon 2005 committee.
•	Jeremy to provide actuals/vs budget
•	Bank statements currently going to ruth not PO box; Ruth to sort this out.
•	Still getting bPay reports; this must be swapped over to Swancon 2005.
•	Expecting a deficit of around $1500, not including outstandings, which was figure authorised by the Board for newbie experiment; $1500 deficit includes returning of seed+10%.
•	Hotel has been paid, everything else also been paid, only (last?) progress report is not covered.
•	Met with hotel, they didn’t charge extra $600 for staff etc, regarding ball
•	Newbie was successful, based on feedback from newbies and other interested parties.  Minor problem is that next year’s Swancon will have capped attendance.
•	Hilton was great, they liked Swancon, Swancon liked them

2.2.	Swancon 2005 (XXX)
•	Swancon 2005 committee have lodged an ArtsWA grant application.
•	A progress report is due next week.
•	The mailbox key has been transferred from Swancon 2004 committee.
•	Money put into Swancon 2002 account by Swancon 2005 needs to be transferred to Swancon 2005.  The account had approx $2500 in it – the old Swancon 2002 account was going to become the Swancon 2005 account, but something changed.
•	bPay cafilities need to be transferred to Swancon 2005 account.
merchant fees appear to already be coming from sc2005 acct.  might be two bpay accts?
Sc2002 signatories have vanished
Budget - $1500 in hole due to excessive early memberships. Budget previously didn’t require fundraising, so can make up th e1500 with fundraising
Progress report will have tshirt order form
Fundraising operations have started, value not yet determined
Acct signatories might take a few weeks
Sc2005 want list of members from sc2004

2.3.	Swancon 2006
•	After much discussion with GCI, etc, the date is set to the March 6th weekend, which is 1st week of semester.
•	Approached several hotels for expressions of interest (incl Hilton).
•	Have guests, plethora of guests, not have any more, incl 3 major international guests, including Ippongi Bang
•	The committee has co-opted some experience – Wing Chung, John Parker, and possibly Rachel Turner.
•	Liaising with Anna Hepworth, Simon Oxwell, etc for more ideas and input.

2.4.	GenghisCon 2005
•	Budget presented by Matt (GCI's Treasurer).
•	Deposit paid to Trinity (venue), worked out accommodation costs, etc.
•	GenghisCon 2005 WASFF subcommittee will need a WASFF bank account.
•	Seed money needs to be calculated and transferred from WASFF and GCI.
•	Discussion of accommodation pricing structure.
•	Discussion of minions and minion treats budget.
•	Motion (Rohan): to approve budget as preliminary budget.  Motion passed without dissent.
•	Bank account to be created

2.5.	Wastelands
•	Nothing significant to report.
•	The Board need a budget vs actuals from John Parker.
•	Wastelands are not using a WASFF account.
•	John to send budget to the Board sometime through the next month.

3.	New conventions
•	Requirements under which spending can be made.
•	Requirements under which contracts can be made (eg: book venues, etc).
•	Approval for contract is implicit by budget approval.
•	If a category has a number of items, should still inform board of what’s going on.
•	Legal issues or liability issues must also be brought to board’s attention, includes things that not covered by budget, but covered by insurance,  eg – signing waivers for LARPing etc.  must go to the Board for approval.  WASFF might need legal advice.  If subcommittee has already obtained legal advice, WASFF will still need to see proof of advice.
•	According to Steve Gunnel, a waiver has no force under Australian law. Limits right to sue
•	Correct procedure – statement of indemnity. Steve to send copy to Chris Creagh.
•	Capital assets stuff
•	Treasurer should do stock take, assets tracking, register of assets
•	Subcommittees must alert WASFF treasurer to capital purchases,
•	Ruth to create definition of asset

4.	Insurance

•	Insurance due 31st august (price not specified).
•	Terms include “the annual conference” should be modified to cover all conferences (inc GC, WL, etc).
•	Maureen Gunnell to investigate insurance
•	Rohan mentioned somwething about SGIC.
•	Duty of disclosure - LARP weapons etc – call it sporting equipment.
•	Copies to administrator, treasurer, chair, current & next Swancon committee head (+all committee heads).

5.	Other matters arising
5.1.	Banking

•	Msquared not signatory yet, to do at end of meeting
5.2.	swancon.com domain registration

•	Board will swap cheque for registration of domain by Jeremy Byrne for keys to domain from Jeremy.

5.3.	Thanks from JAFWA.

•	JAFWA would like to thank WASFF for advice received regarding audit.

6.	Miscellaneous post-meeting discussion

•	Dave Dake mentioned the current worldcon and world fantasy bid for Australia.
•	World fantasy is more for pro writers etc than for fans.
•	USA cons are cheaper to run because guests not as expensive to fly, and USA hotels don’t charge for function space when lots of hotel space is used.
•	Ruth can’t get to stuff during work time
7.	Next meeting
•	Next meeting midday 19th September 2004
8.	Meeting closed
•	Meeting closed at 13:58