WASFF Board Meeting - 10th April 2005
1  	Meeting Opened
•	Meetingstart: 1:19pm.
•	Attendance: Rohan Wallace (Chair), Msquared, Matt “Firebird” Smith, Ruth Turner, Peter Kelly, Shay Telfer, David Cake (arrive 1:27pm), Elaine Kemp (SwanCon 2005 rep.), Ken McCaw (SwanCon 2006 rep.), Michael Dawson (SwanCon 2007 rep.)
•	Guests: Jenny Kelly, Mark Turnley
•	Observers: April Rutkay (SwanCon 2007 Treasurer)
•	Apologies: None.
•	Absent: Jeremy Byrne.
2  	Matters arising
2.1  	Swancon 2004 Treasurer
Jeremy Byrne has handed a cashbook summary spreadsheet over to Ruth, but has not yet handed over any physical materials related to the Treasury.
Jeremy has asked that the Board reconsider relieving him of Treasurer duty, as he is in a position to follow up on the current outstanding Treasury issues.
Discussion of this was postponed while Jeremy was called to see if he was on his way to the Board meeting.  This discussion resumed toward the end of the meeting, as Jeremy had not called back.
The main outstanding issues to be dealt with are:
•	Outstanding receipts
•	Chequebook
•	Chocolate sales reconciliation
It was noted that the books should have been finalised and handed over within 3 months of the convention as per Regulation 4.15.
The Board has decided that it will stand by its decision to relieve Jeremy of Swancon 2004 Treasurer duty, but would greatly appreciate his assistance in resolving the outstanding issues.
2.2  	WASFF bank accounts
2.2.1  	Signatory issues
The current situation for bank signatories is unworkable with approximately 13 signatories across six accounts, and a requirement for all former and new signatories to be present when changing signatories.
The most rational option appears to be to reduce number of signatories on each account (eg: two Board members plus two subcommittee members).  This may represent a problem due to a possible interpretation of the Regulation that controls signatories.  Regulation 5.9 reads:
5.9	[...] In the case of sub-accounts of committees, cheques shall be signed by two different members of that committee, or by two different members of the Board.
This could be interpreted to mean that signatories can only be two Board members or two subcommittee members, but not one of each.  If interpreted thus, a 2+2 signatory arrangement would not work if s signatory were to become unavailable.
Ruth proposed a new By-law be made in accordance with Constitution section 13.4:
The Board shall interpret Regulation 5.6 such that bank cheques shall be signed by two signatories.  The signatories can be at least one of two different members of that committee and/or at least one of two different members of the Board.
Michael seconded the proposal.  The proposal was carried.
To fix this interpretation more permanently, the Board will propose a more explicit version of Regulation 5.6 be instated at a special General Meeting to be held immediately before the next Board meeting.
As part of a long-term solution to the general signatory problem, Ruth will investigate what sort of signatory arrangements are possible at Bendigo Bank.  Things that must be considered for banking include B‑Pay and EFTPOS.
2.2.2  	Swancon 2007 bank account
The Board decided that the WASFF account currently designated as the Swancon 2004 account be renamed to “Swancon 2007” and the signatories will be Rohan Wallace (Chairman), Matt Smith (Treasurer), Michael Dawson (SwanCon 2007 Convener), & April Rutkay (SwanCon 2007 Treasurer).  Motion carried unanimously.
2.2.3  	WASFF's Operating Account and Term Deposit
The Board decided that these WASFF accounts would have signatories changes to Rohan Wallace (Chairman), Matt Smith (Treasurer) and Msquared (Administrator).  Motion carried unanimously.
2.3  	Second Postal Box
There is another Postal Box has been used by Swancon conventions in the past, but this no longer appear to be the case.  After discussion it was revealed that some personal PO boxs of someone on the corresponding committee, and they were only using it to receive important or urgent documents.  They were still using the WASFF box as their primary mail contact point.
2.4  	GenghisCon 2006 contract
Genghis Conventions Inc's current President (Mark) was present to discuss the current state of the draft agreement between Genghis Conventions Inc (GCI) and WASFF to run GenghisCon 2006 as a WASFF subcommittee project, as per GenghisCon 2005.
Mark indicated that a possible option would be for GCI to supply all seed money, rather than 50/50 split with WASFF.  Rohan asked what the return would be if there was a surplus, and Mark responded that he would be happy for WASFF and GCI to split it 50/50, as per the previous year's agreement.
Another option proposed by Mark would be for GenghisCon 2006 to budget less conservatively, and have GCI raise funds to make up any deficit in the budget.  Although this would ensure that GenghisCon 2006 would not make a loss for WASFF, it would also reduce the likelihood that WASFF could earn any surplus.  By running GenghisCon 2006 WASFF would be assuming a certain amount of risk, and therefore it would be reasonable that WASFF could expect a return.
The current draft also includes a new clause that, in Rohan's opinion, only restates some of the other clauses, so in principal he's happy to see the final contract with minimal changes from the current draft.
Another issue that was raised during this discussion is that of GCI's position within the WA SF community.  The most significant difference between WASFF's and GCI's constitution is that one of GCI's explicitly stated goals is to run an affordable convention.  Although WASFF's doesn't state this, it is still within the scope of WASFF's current goals to do so, and in fact by running GenghisCon 2005 it has done exactly that.
2.5  	Swancon 2006 hotel contract
Although the Swancon 2006 budget has in principal been approved, there are two issues with respect to the hotel contract:
1.	The amount of the contract exceeds “more than 40% of WASFF's total liquid assets less liabilities”, according to Regulation 5.9.  (The contract value is $4700, WASFF's uncommitted funds are approximately $9000.
2.	The contract has not yet been fleshed out in detail.
The first issue is simply a matter of approval from the Board.
The second issue was discussed in depth by the Board, and needs resolution before the Board will give approval.  Since contractual details have not been finalised in the exchange so far between the hotel and the Swancon 2006 subcommittee, the Board considers there to be too high a risk of variable costs down the track, or even the possibility that the hotel or even the subcommittee may decide to pull out later as more conditions come to light.  (The Board acknowledges that the risk of pulling out entirely may be low, but the consequences are substantial relative to the level of risk.)
2.6  	2005 WASFF audit
The audit of the books for WASFF for WASFF's 2005 financial year finished with some recommendations:
•	WASFF needs to develop a standard method of accounting
•	WASFF needs to communicate this method to all subcommittee treasurers and educate them in how it works and how they can meet their obligations
•	The Board Treasurer must take responsibility for subcommittee treasurers
In line with these recommendations, and with a discussion at the recent WASFF AGM, the WASFF Treasurer will start meeting with subcommittee treasurers regularly to develop a standard method of accounting and help maintain communications between the treasurers.
2.7  	Appointment of a 2006 WASFF auditor
The Board invited Jenny Kelly to audit the books again for the year of 2006.  After discussion and negotiation, Jenny is happy to audit the WASFF financial books for 2006 for an agreed fee of $400, to include an audit of the GenghisCon 2005 and Swancon 2004 books (which were not available during the WASFF audit for 2005) and an update of how well WASFF is following the recommendations of the 2005 audit.
Ruth moved that WASFF appoint Jenny Kelly as auditor for the current WASFF financial year and that the fee paid be $400.  Peter Kelly noted his interest in that the Auditor is his wife and abstained from discussion and voting.  The motion was carried.
2.8  	Internet-related issues
swancon.com and sf.org.au are currently hosted on hardware that is showing signs of aging and becoming unreliable.  The Board approves a donation of $50 to bur.st, which in turn will provide hosting of the domains and related websites for swancon.com and sf.org.au.
The old hardware currently also hosts eidolon.net, which will also have to find a new hosting solution.  The Board approves donation of the hardware to eidolon.net.
Migrating swancon.com and sf.org.au from the old hardware and donating the hardware to eidolon.net should solve all of WASFF's current hosting problems.
2.9  	Asset register
Ruth currently has the asset register, and will hand it over to Firebird (Matt, WASFF's new Treasurer).
The WASFF laminator is intermittent (only works two out of  three times), and may be devalued accordingly on the asset register.
2.10  	WASFF mailing list
Michael Dawson and Chris Creagh need to be added to the WASFF mailing list.
2.11  	Swancon 2007 budget
2.11.1  	Swancon fund-raising
A discussion about Swancon 2007 raising funds occurred.  The result of the discussion was that Swancon 2007 can not raise funds without Swancon 2006's permission, as per Regulation 4.16:
4.16	The committee shall have the right to fundraise during the period the convention is current and have the right to give or withhold permission for fundraising to the successive conventions during that period.
Ken, the SwanCon 2006 rep. noted they were willing to allow certain fund raising, which will be discussed further between the subcommittees. 
2.11.2  	Swancon 2007 seed
Swancon 2007 wants seed money for flyers, T-shirts, and a bid party at Thylacon, as they will be bidding for the 2007 Natcon.
As soon as Swancon 2007 supply an acceptable budget, the Board will authorise the seed funds to be transferred.
3  	Next meeting
The next meeting of the Board will be held immediately following a Special General Meeting at 1pm on Sunday the 21st of May at 1/110 Bessell Ave, Como.
4  	Meeting closed
This meeting of the Board of WASFF was closed at 3:58pm.
5  	Action items
5.1  	Msquared
•	Issue the minutes to the Board
•	Send a copy of the Red Book to Dave
5.2  	Ruth
•	Send reminder to Jeremy to issue an invoice to WASFF for swancon.com
•	Send receipt for Wasteland money to John
•	Investigate signatory arrangements and account types at Bendigo Bank
•	Send current asset register to Firebird
5.3  	Dave
•	Create a place on sf.org.au for subcommittees to upload minutes
•	Create a Wiki for the Red Book and associated knowledge
•	Discuss progress of WASFF-funded FTLRS project with Grant Stone
5.4  	Shay
•	Remind Sarah Xu to print T-shirts
•	Send a copy of the Red Book to Dave
5.5  	Ju
•	Send a copy of the Red Book to Dave
5.6  	Chris
•	Email receipt book lists to Ruth
5.7  	Elaine
•	Email receipt book lists to Ruth
•	Track down Warren
5.8  	Steve
•	Send box of things to Ruth for storage purposes
5.9  	Rohan
•	Ask Jeremy to hand over books as they are, with appropriate notes
•	Remove Shay from BPay report address
5.10  	Firebird
•	Issue chequebook to Swancon 2005
5.11  	Jeremy
•	Add Chris Creagh and Michael Dawson to the WASFF mailing list
•	Subscribe Dave Cake, Msquared, Firebird, Peter, Shay, and Rohan to a technical discussion list for discussion of resolution of hosting issues (eg: sftech list)
•	Hand over all Swancon 2004 materials to Firebird (WASFF Treasurer)