2009 October 25!! Annual Meeting

[kjayers]

The Annual Meeting of the Altonimbus Entertainment Membership has been scheduled for October 25, 2009, at 1:30 PM in the Pavilion Room of the Portland (Downtown) Hilton at the corner of 6th and Taylor.

Preceding the meeting will be a "Hotel FAQ" led by Dawn Hewitt, at 12:00 PM.  This will be a one-hour educational session about the relationships between conventions and hotels and why we do or don't do certain things.  There will be a 30 minute break between this session and the meeting.

Agenda for the Annual Meeting:
Establish Quorum
Ratify previous minutes
Reports
-   Facilities Liaison
-   Publicity
-   Relations
-   Programming
-   Operations
-   Treasurer
-   Secretary
-   Vice-Chair
-   Chair
Unfinished Business (none)
New Business
-   Elections (President, Operations, Programming, Publicity, Relations)
-   Other new business (please email secretary@kumoricon.org if you have an item you’d like to present for a vote)
Good of the Order
-   Suggestions for Board-Elected positions
Adjourn.

If you cannot make it to the meeting, you may designate someone as your proxy by using this form.  Your proxy may use your vote however they wish, so choose with care.  Also, a person can hold proxy for only two other people.

See this board for nominations and suggestions.

[camname21]

Where?  Its not yet listed on the main site's calendar ether.

[JeffT]

We're still working on the location. We're aiming for the hotel but can't guarantee that yet.

Hold on--it'll be on the calendar later today. We've just barely solidified the date so it hasn't been updated in every place yet.

[camname21]

And how did you get the date down?  Talking behind our backs for secret meetings eh? Damn board hehehe ^.^

[JeffT]

The dates have always been set by the board for the general and annual meetings.

There are certain restrictions, such as:

The Annual Member Meeting must take place between 18 and 90 days after the convention. (During the month of October is typical for this, in practice.)
Any official Member Meeting must be on a Saturday or Sunday.
The Annual Member Meeting (but not all meetings) must be in Portland.

You can read our bylaws for more details on this. (See section 10.B in particular, though parts of the bylaws outside this section may have an impact on the requirements.)

[camname21]

Ah right in the bylaws, was more a joke I'm sure you understood.  And their talks being phone calls of convenience.  Anyhow, month and a half away, that sure gives some breathing room and time to figure stuff out so that's cool. 

[Gatomon02]

I won't get off work till 2PM.  Hoping I can make it in time to throw my hat in for Promotions Manager again.  If I cannot make it though, how would I be able to throw my hat in for the position?

[JeffT]

Adam, I'm definitely mentioning you to Cassie for that position (or the new director if it is somebody else). To make doubly sure, you can send an email to publicity@kumoricon.org after elections.

[Gatomon02]

Thanks Jeff^^

[camname21]

You can also have someone stand in for you, like be your avatar.  Just make sure they know how you want them to represent you.

[Slash5150]

Two questions.

1) If this is done at the hotel, is there some way to work with the hotel so that anyone attending the meeting doesn't get slapped with ridiculous parking fees. 

2) What if there was a new position that one wanted to introduce?  Where/how would one go about that?

[Rathany]

2) What if there was a new position that one wanted to introduce?  Where/how would one go about that?

You would let the relevant director know, after they are elected or appointed. 

[Meganekko]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
(or something along that nature)

Do I go about submitting this directly to the Secretary, or should I also follow this up with figuring out who would be the person higher in the command chain who would have control over the Bag Check?

[Slash5150]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

[Rathany]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
(or something along that nature)

Do I go about submitting this directly to the Secretary, or should I also follow this up with figuring out who would be the person higher in the command chain who would have control over the Bag Check?

This would likely go under Operations.  So, you'd talk to the new Operations Director. 

[Rathany]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

You mean, combine them into one section?  Right now they are separate sections, both under Programming. 

[Slash5150]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

You mean, combine them into one section?  Right now they are separate sections, both under Programming. 

I mean pull it from programming all together.  Again, I don't know the logistics/all of what goes on, but IMO give gaming its own director and take care of table top and console, then have programming be like panels, viewing and events.

[Rathany]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

You mean, combine them into one section?  Right now they are separate sections, both under Programming. 

I mean pull it from programming all together.  Again, I don't know the logistics/all of what goes on, but IMO give gaming its own director and take care of table top and console, then have programming be like panels, viewing and events.

Well, you can propose anything you like.  You'd have to write up a detailed proposal and present it to the next Board at a meeting. 

Having a separate Gaming Director would not lead directly to more staff, budget or space.  I think you might want to think over what you are trying to accomplish and see if this is the best way to go about it.  Also, understanding our structure might help you.  Please look at the organization charts on the front page and read our new bylaws carefully before doing anything.  Basically, make sure you understand how we actually work before calling for change. 

[Slash5150]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

You mean, combine them into one section?  Right now they are separate sections, both under Programming. 

I mean pull it from programming all together.  Again, I don't know the logistics/all of what goes on, but IMO give gaming its own director and take care of table top and console, then have programming be like panels, viewing and events.

Well, you can propose anything you like.  You'd have to write up a detailed proposal and present it to the next Board at a meeting. 

Having a separate Gaming Director would not lead directly to more staff, budget or space.  I think you might want to think over what you are trying to accomplish and see if this is the best way to go about it.  Also, understanding our structure might help you.  Please look at the organization charts on the front page and read our new bylaws carefully before doing anything.  Basically, make sure you understand how we actually work before calling for change. 

By no means would I believe it would make more staff budget or space appear.  But it would split programming duties up a bit.  Again, I don't know how Jaki feels on any of the proposals, but on paper, I think it would make things easier.

[Meganekko]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
...

This would likely go under Operations.  So, you'd talk to the new Operations Director. 

So send the issue and my plans to the secretary and/ then talk to the Operations Director, or head straight to the new Operations director upon their election?

More over as it stands, I am not a member presently so would I again contact the current head of Operations to become a member before the October 24th meeting?

[Rathany]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

You mean, combine them into one section?  Right now they are separate sections, both under Programming. 

I mean pull it from programming all together.  Again, I don't know the logistics/all of what goes on, but IMO give gaming its own director and take care of table top and console, then have programming be like panels, viewing and events.

Well, you can propose anything you like.  You'd have to write up a detailed proposal and present it to the next Board at a meeting. 

Having a separate Gaming Director would not lead directly to more staff, budget or space.  I think you might want to think over what you are trying to accomplish and see if this is the best way to go about it.  Also, understanding our structure might help you.  Please look at the organization charts on the front page and read our new bylaws carefully before doing anything.  Basically, make sure you understand how we actually work before calling for change. 

By no means would I believe it would make more staff budget or space appear.  But it would split programming duties up a bit.  Again, I don't know how Jaki feels on any of the proposals, but on paper, I think it would make things easier.

As someone with a few years of upper-level experience with Kumoricon, to me it sound like that would complicate things needlessly.  Sometimes splitting things out makes it harder.  There is a weird split in duties between Publicity and Relations, for example, and this makes things more complicated, not less.  

But, if you want to go forward with this you will have plenty of time to learn our logistics and structures.  We'd have to schedule special meetings to even try to get something like this passed before elections.  So, this would likely be a proposal for the 2011 con, not 2010.  In my experience, any idea that the staff take seriously, gets proposed at one meeting and not voted on until the next.  

[Jamiche]

I would also like to put in a request for serious thought that gaming (Tabletop and console) be made into its own section/department.

There are some strong reasons and arguments that I can put into why I believe this.

This has been discussed before.  Gaming, both Tabletop and Console, are under Programming.

[Rathany]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
...

This would likely go under Operations.  So, you'd talk to the new Operations Director. 

So send the issue and my plans to the secretary and/ then talk to the Operations Director, or head straight to the new Operations director upon their election?

More over as it stands, I am not a member presently so would I again contact the current head of Operations to become a member before the October 24th meeting?

Talk directly to the new Director of Operations.

There is not a way to become a staff member before elections.  To be a staff member for the 2008-2009 con year, you need to have worked as staff on the 2009 con ... and, well, Kcon 2009 is over.  Staff sign up ended at the last meeting before the con.  Anyone may speak at elections.  Voting rights must be earned.  

[Meganekko]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
...

This would likely go under Operations.  So, you'd talk to the new Operations Director. 

So send the issue and my plans to the secretary and/ then talk to the Operations Director, or head straight to the new Operations director upon their election?

More over as it stands, I am not a member presently so would I again contact the current head of Operations to become a member before the October 24th meeting?

Talk directly to the new Director of Operations.

There is not a way to become a staff member before elections.  To be a staff member for the 2008-2009 con year, you need to have worked as staff on the 2009 con ... and, well, Kcon 2009 is over.  Staff sign up ended at the last meeting before the con.  Anyone may speak at elections.  Voting rights must be earned. 

Awesome, thank you Rathany. 
My main concern was would I able able to attend rather than voting, and now I know who to talk to.

[Rathany]

Since I have been rallying on the forums for this, I have a new issue/new position I'd like to have put to a vote;

The Independent Bag Check and the position being Head of Independent Bag Check Operations
...

This would likely go under Operations.  So, you'd talk to the new Operations Director. 

So send the issue and my plans to the secretary and/ then talk to the Operations Director, or head straight to the new Operations director upon their election?

More over as it stands, I am not a member presently so would I again contact the current head of Operations to become a member before the October 24th meeting?

Talk directly to the new Director of Operations.

There is not a way to become a staff member before elections.  To be a staff member for the 2008-2009 con year, you need to have worked as staff on the 2009 con ... and, well, Kcon 2009 is over.  Staff sign up ended at the last meeting before the con.  Anyone may speak at elections.  Voting rights must be earned. 

Awesome, thank you Rathany. 
My main concern was would I able able to attend rather than voting, and now I know who to talk to.

Oh, yeah, you can totally attend   It tends to be a looong meeting.  So, bring a book in case the ins and out of various issues wind up boring you.  You might be fascinated, who knows?  I was pretty overwhelmed by my first elections meeting

[Meganekko]

Oh, yeah, you can totally attend   It tends to be a looong meeting.  So, bring a book in case the ins and out of various issues wind up boring you.  You might be fascinated, who knows?  I was pretty overwhelmed by my first elections meeting

Haha, I'll probably just bring a note pad so I can keep track of who's who.  I'm pretty interested in seeing how this meeting goes.

[superjaz]

@ Megannekko, i am jasmine nice to meet you!            so the 24th , i do hope It is some where with free parking

[RemSaverem]

I parked less than a block from the Hilton for only $6 for the whole day on con Saturday (though I did have to move the car before 1 am). Parking is not as outrageous as I'd feared!

I was wondering if there were any chance the meeting would be moved to Sunday?
Last year I believe it started at 11. This year it's starting at 1. I am much relieved it is starting at 1. Much easier on those of us commuting from far away. Thank you!

[Kurokaizoku]

If we have the meeting at Hilton, NikeTown parking is 3.95 all day weekends.

[kjayers]

*** The Portland Hilton is not available on this date.  Depending on the venue chosen, the date MAY change.***

[RemSaverem]

*** The Portland Hilton is not available on this date.  Depending on the venue chosen, the date MAY change.***

I would be happy if it moves to the 25th. Or the weekend (17th or 18th) before or the weekend after (we could have a Halloween cosplay party?). Is there any talk of moving it to earlier than the 17th? That would be pretty rough for me personally (and I think we have to give at least 2 weeks' notice, right?).

[camname21]

As awesome as it would be to have, first the staff meeting on halloween followed by a bitchin party, I have SERIOUS doubts that a lot of people would even show up due to other holiday plans.  However, maybe we could still have that bitchin halloween party.  Anyone want to organize one? Hehe, okay well i tried... 

[Faaedab]

To bring up the parking issues with the con itself for next year, would it be at all possible to talk to lloyd center and see if they would allow us to use their outside parking area as a park and ride? I did that at my own risk this year and it worked out amazingly well, it would just be nice if it were possible to do that without any fear of being towed, and the max took me within 2 blocks of the hotel so it worked out that way too. Just a thought though.

[Meganekko]

*** The Portland Hilton is not available on this date.  Depending on the venue chosen, the date MAY change.***

I would be happy if it moves to the 25th. Or the weekend (17th or 18th) before or the weekend after (we could have a Halloween cosplay party?). Is there any talk of moving it to earlier than the 17th? That would be pretty rough for me personally (and I think we have to give at least 2 weeks' notice, right?).

The 17th/18th is the weekend of a Sakuracon meeting I believe, but may be wrong.

I'd like to see the meeting at the Hilton, but wherever is possible is fine too I suppose.

[kjayers]

... (and I think we have to give at least 2 weeks' notice, right?).

According Article 10 of the new bylaws, date and time must be announced at least 10 days in advance, and the location must be announced at least 4 days in advance.  Certain restrictions apply to when and where the meeting can be scheduled in order for voting (such as election of officers) to take place.

See Article 10, Section B, paragraphs 4 and 5 for details.

[superjaz]

i would just like as much notice as possible i hate it when i can't make it due to date change or short notice

[kjayers]

i would just like as much notice as possible i hate it when i can't make it due to date change or short notice

You're not the only one *wink* 

We'll do our best to get something solid ASAP.

[RemSaverem]

i would just like as much notice as possible i hate it when i can't make it due to date change or short notice

You're not the only one *wink* 

We'll do our best to get something solid ASAP.

As someone who lives far from Portland and who frequently has weekend obligations (including spiritual practice), it is genuinely frustrating to have so little notice about meeting dates and locations and when those change. *sigh*

I guess I would like at least to know, if anyone knows, whether it is more likely that the date will no longer be the 24th, so that the meeting can be at the hotel; or if it is more likely that the date will remain the 24th, but the location will change.
Does anyone at least know which weekends are under consideration, or whether it is more likely to be on a Saturday or a Sunday?
Thanks and love!

[kjayers]

Here's the final word:
The Hilton has available space on October 25, and the executive decision was made to take advantage of that. 

The annual meeting, including election of Member-Elected Board Positions, will be held on October 25, 2009, at 1:30 PM. 

Preceding the meeting will be a "Hotel FAQ" led by Dawn Hewitt, at 12:00 PM.  This will be a one-hour educational session about the relationships between conventions and hotels and why we do or don't do certain things.  There will be a 30 minute break between this session and the meeting.

[pyronine]

You moved the date    i had it in my schedule for sat the 24th, Now i hope i can attend it, As i was requested to do so by a few people in ops.

[RemSaverem]

Here's the final word:
The Hilton has available space on October 25, and the executive decision was made to take advantage of that. 

The annual meeting, including election of Member-Elected Board Positions, will be held on October 25, 2009, at 1:30 PM. 

Preceding the meeting will be a "Hotel FAQ" led by Dawn Hewitt, at 12:00 PM.  This will be a one-hour educational session about the relationships between conventions and hotels and why we do or don't do certain things.  There will be a 30 minute break between this session and the meeting.

Thank you! This is very exciting! I believe it is an excellent choice on the part of the Execs to hold this Q and A. Help folks who have been talking on the forums, speculatively, get grounded in the realities of what is and is not possible for a Facilities Liason or a Board to try to negotiate, etc. Really looking forward to it!!

[Shingami_lover]

What room is going to be held in?

[RemSaverem]

Will there be staff signups at this meeting? Or will that wait until the November meeting, as it did last year?
Thanks again, everyone, for finalizing this so quickly!

[Rathany]

Will there be staff signups at this meeting? Or will that wait until the November meeting, as it did last year?
Thanks again, everyone, for finalizing this so quickly!

The Staff-elected people will need to appoint the Board-appointed people and vote to okay the staff policies, or vote to make changes, before staff sign up can occur. 

[kjayers]

What room is going to be held in?

We'll let you know as soon as possible.

[Shingami_lover]

What room is going to be held in?

We'll let you know as soon as possible.

Ok thank you

[Rathany]

Post about my Hotel Q&A is here: http://www.kumoricon.org/forums/index.php?topic=11493.0

[RemSaverem]

Will there be staff signups at this meeting? Or will that wait until the November meeting, as it did last year?
Thanks again, everyone, for finalizing this so quickly!

The Staff-elected people will need to appoint the Board-appointed people and vote to okay the staff policies, or vote to make changes, before staff sign up can occur. 

That's logical, thank you. I asked because some of the CS staff live in Washington and have to get time off for meetings, and wanted to be selective to attend one at which they could sign up again.

[kjayers]

The Annual Meeting of the Altonimbus Entertainment Membership has been scheduled for October 25, 2009, at 1:30 PM in the Pavilion Room of the Portland (Downtown) Hilton at the corner of 6th and Taylor.

This is the big room to the right at the top of the pretty stairs from the lobby of the Main (not Executive) Tower.  In the elevator, it is the PL level.

[Rathany]

The Annual Meeting of the Altonimbus Entertainment Membership has been scheduled for October 25, 2009, at 1:30 PM in the Pavilion Room of the Portland (Downtown) Hilton at the corner of 6th and Taylor.

This is the big room to the right at the top of the pretty stairs from the lobby of the Main (not Executive) Tower.  In the elevator, it is the PL level.

AKA Live 1.