Minutes - 20050205
Open: 15:50
Present: PRK, Tori, Steveg, Cathy, Elaine, SDedman, Ghoti, Alistair,
Sarah
Apologies: Craig, Tiki
Correspondence Received:
o 3 replies re letters for sponsoring showbags. No from Colgate /
Palmolive, Contact local branch for Maccas, Drinks vouchers from HJs.
o Wine Fundraising & Membership money given to Steveg.
o Email from Huxters, Steveg replying.
o Email from Danny, Supernova unaware of Swancon.
o Emails from people volunteering for programming items or to help.
o Emails from people trying to book hotel. Online won't work, says it's
fully booked due to our block booking.
Action: Stephen to email flier to PRK by Sunday Feb 6th.
Action: PRK to print out single flier by Sunday Feb 13th.
Action: Stephen to arrange fliers to Supernova by Sunday Feb 20th.
Action: Elaine to follow up with Emerald re booking status by Tues Feb
8th.
Action: PRK to update web page re accomodation booking by Sunday Feb
6th.
Action: Elaine to follow up re Entertainment Card by Tuesday Feb 8th.
WASFF Update:
o WASFF are having books audited. Have requested that all receipts,
cheque
books, bank deposit slips, any records etc, be given to auditor.
o Still havn't heard from WASFF regarding outstanding money - $6,300.
Action: Steveg to follow up with WASFF in writing, again.
Action: Steveg to notify Ruth that there's no chance of them getting all
the records this close to the con. Records will be available
after the con.
Action CF: Elaine to send XXX Minutes to WASFF.
Action CF: Remind WASFF we still don't have BPAY.
Programming Update:
o Stephen spoke to Graham Mann & Grant Stone. Papers / volunteering
forthcoming.
o Awaiting to hear from Tess Williams and Glenda Larke.
o Sean Williams unable to attend.
o Fliers were handed out at Ghengiscon.
o Mark Bivens will run the Tin Ducks.
o Query regarding launch time for Swancon 31? Currently set to 1pm
Monday Afternoon.
o Breakfast of Champions will be going ahead - Danny to bring cereals
from Melbourne.
o From next programming meeting, will begin cutting out events with low
support.
o Suggestion to run Pizza night as a picnic outside the hotel.
Action: Sarah to check with 31 committee to confirm appropriate time.
Action: Stephen doing up more detailed programming meeting by Sunday Feb
13th.
Action: Alistair to coordinate Pizza on Friday.
PR2:
o Website was updated with PR2. Emails sent out. Bounce backs being
trimmed from the list.
o Everyone recognises Elaine's magnificence in handling the posting of
PRs
o 20 Hard Copies given to Elaine, she'll post them.
Action: Elaine to update list and forward details to SteveG.
Action: Elaine to post hard copies by Monday.
PR3:
o Needs to be sent out with nomination form.
o Draft Program & Tin Ducks Nomination form.
Tin Ducks:
o Mark Bevins running the Tin Ducks.
o Rowan counting votes.
o Still haven't heard back from Lily. No-one knows Tamara well enough.
Stephen knows someone who does sand blasting.
Action: Stephen to email content to Steveg by Sunday Feb 6th.
Action: Steveg to put CGI form on website for Nominations by Wednesday
Feb 9th.
Action: Elaine to put Nominations on LJ once they're on website.
Action: SteveG to approach Gary regarding stone blasted plaques.
Con Bags:
o Covered as correspondance. Letters still going out and being received.
Posters / Badges:
o Badge designs submitted.
o Tori spoke with Iggy, he's interested in doing the posters.
Action: Committee to review submitted badge designs.
Action: Tori to do up poster design and email to committee by Monday Feb
7th.
Action: Elaine to email Sarah, find out how many posters done
previously, and where.
Memberships:
o Rough count at 155 currently.
Action: SteveG to to Tactics and get updated membership list.
Treasurers Report:
o No changes since last time, no new cheques or bills.
o Haven't made as much membership money as expected, but with price rise
it's balancing out.
o Have spent less than we expected.
o Fund raising has been above budget.
o Overall, ahead of budget, assuming we can recover money from WASFF.
Fund Raising:
o Cheques given to SteveG for fundraising.
o Haven't been to Sado Island to review it.
Action: Sarah will be attending Sado Island to review.
Close at 17:05.
Next Meeting:
3pm, 12th Feb at 165 Gibbs St, East Cannington.