Minutes - 20050319
Open: 15:25
Present: prk, Tori, SDedman, Steveg, Elaine, Sarah
Apologies: Tiki, Cathy, Alistair, Craig, Ghoti
Correspondence Received:
o Three memberships by mail.
o Craig McBride definitely interested in Pizza Night.
o Cecelia Dart Thornton thing been sorted out.
o Madman fliers, Jesters stuff, Pan McMillan stuff, all arrived.
o Universal Pictures are couriering War of the Worlds Trailer 4pm Thu.
o Email from Jody at Emerald re setup for rooms.
WASFF Update:
o Substantial amount of money received in bank account - presumably the
money owing.
o Confirmed account details are correct.
o Paperwork for EFTPOS terminal sorted out.
o Audit successfully completed.
Programming Update:
o Program Book nearly finished - waiting for item blurbs.
waiting for guest Bios.
o M2 contacted us re page for WASFF in Program Book.
o Colin Sharpe will do layout.
o Pocket program is still mutating - final by tomorrow.
o Brian's artwork is fine for the Program Book.
o Brian confirmed cut down artwork is fine for Tin Ducks.
o Bar opening times and lunch details available to go into Programming
Book.
Action: Elaine to get Program Book cover card from Officeworks.
Action: prk to update blurb for fannish taste test.
PR4:
o PR4 was put on the website and emailed out.
Action: Sarah to email PR to Mikolaj.
Supplies:
o Charles is bringing his own coffee, we'll reimburse him.
o Have purchased beer for Charles.
o Have purchased tea and coffee stuff.
o Artline texta for people to lable cups.
o Couple of boxes of chocolates for thankyou gifts.
Action: prk to supply coffee machine.
Prizes:
o Art show donated by Lisa.
o Short Story prizes covered by Aus SF.
Action: Tori to speak to Empire / Tactics re prizes.
Action: Committee to speak with 31 committee re membership prizes.
Tin Ducks:
o Corrected voting forms have gone out.
o Artwork was simplified and emailed out.
o 100 forms to be printed out and made available.
o Gary is dropping over sample this weekend.
o Tin duck nomination info removed from web site.
Action: Steveg to view sample and go ahead and get plaques organised.
Action: Elaine dry transfer lectra set labels.
Con Bags:
o Most vendor fliers / freebies have arrived.
Action: Steveg to speak to Tactics re con bags.
Action: SDedman to hunt bags if Tactics not available.
Action: SDedman to let list know on Monday re bags for stuffing.
Posters / Badges:
o Different colours for Memberships.
o Full Membership - White ?
o Guest -
o Committee -
o Day memberships - Four colours.
o Under 18s - Put star on.
o Under 12s - Put two stars on.
o No room for posters at Cannington.
CF Action: Elaine to power up laminator and test on Alistair.
Action: Elaine to hunt through WASFF boxes for stars / paper / etc.
Action: Elaine to provide paper & stars to Sarah by WASFF meeting.
Action: Steveg & Elaine to go to Office Works and get supplies.
Action: Steveg to email Sarah membership list.
Action: Elaine to provide laminator & pouches to Sarah.
Memberships:
o Current tally is at just over 220.
o UNISFA and Tactics have been informed not to sell anymore.
o No more memberships to be sold by committee or anyone except Steveg.
Action: Steveg to update website re memberships.
CF Action: Elaine to email NZ folk a letter stating $75 membership at
the door.
CF Action: prk to update website - receipt books withdrawn end of this
week.
Dinner with Charles de Lint:
o 23 tickets sold, money collected for about half.
o Sarah to confirm with Restaurant on Monday / Tuesday.
Action: Sarah to email list this weekend with final reminder.
Treasurer's Report:
o Books have been updated as of last Tuesday.
o Core expenses are covered.
o Equipment costs aren't confirmed yet.
o Any expenditure needs to be cleared by Steveg.
Equipment List:
o Initial list is collated.
o SDedman to check archive for David Cake's requirements.
Action: Elaine to check with Hotel re microphones.
Sound Engineer:
Action: Elaine following up on quote with Gearhouse.
Fund Raising:
o Sarah's chocolate money handed over.
o Elaine's chocolate money handed over.
o $85 worth of chocolate given to prk.
Masquerade:
o Balloons at $100 for 100 balloons.
Action: Elaine to speak with Dave Cake re equipment pricing for
Masquerade.
Day Managers / Gophers:
o Still noone for Sunday.
Action: SDedman to follow up, or committee handle.
First Aid:
o Phone list sent out.
Art Show:
o Tiki has artshow in hand.
Hotel Liason:
Action: Elaine to confirm hotel is providing milk.
Action: Elaine to contact hotel re urn for tea / coffee.
Action: Elaine to contact hotel re equipment marked for hotel.
Action: Elaine to arrange phone line for EFTPOS.
Short Story Competition:
o Stories have been judged, 1st, 2nd and 3rd prizes awarded, along with
a couple of commendments.
Action: Sdedman following up with Cath re prize money.
EFTPOS:
o All arranged.
o Machine arrives on Tuesday.
T-Shirts:
o Order has gone in.
Action: Steveg to liaise with Elaine re collecting T-Shirts.
Pizza Dinner:
o Alistair has organised good deal with Pizza Haven.
Action: Elaine / Steveg to acquire raffle ticket books.
Closing ceremony:
o Thanks to people for equipment.
o Prizes for various things.
o Playing various videos.
o Speeches, etc.
Kids Program:
Action: Sdedman to coordinate equipment requirements with Children's
Programmer.
Action: Sdedman to obtain bunyip colouring in thing.
Close at 18:05