WCSFA MEETING MINUTES JANUARY 16TH, 1993
as taken by Graeme and printed in BCSFAzine

            VENUE: House of Evelyn Beheshti & Don DeBrandt.
            PRESENT: President Clint Budd, Treasurer Donna Mcmahon, Secretary R. Graeme Cameron, Member-At-Large Evelyn Beheshti & BCSFA Rep Steve Forty.            BEGAN: 3:00 pm.

SUBJECT: TRADEMARK:
            - Donna proposed that we request BCSFA President Darryl Huber to put the transfer of ownership of the ‘VCON’ trademark from BCSFA to WCSFA on the BCSFA agenda, but that we wait until BCSFA is incorporated as a standing committee of WCSFA. Passed.
            - Donna noted that all paperwork concerning the trademark including the registration papers has been transferred to WCSFA archives by Mike Bailey.
SUBJECT: OUTSTANDING WESTERCON DEBTS:
            - Donna announced that the Adanac Custom Brokers debt ($1,248.55 Cdn.) has been paid. Adanac settled for 50 cents on the dollar ($624.27).
            - All other debt questions to be deferred till after WCSFA is registered.
            - Balance of funds on hand are as follows:
                        - $13.52 U.S. funds.
                        - $800.14 Cdn. in regular account.
                        - $139.60 Cdn. remaining in Westercon account.
SUBJECT: WESTERCON MASQUERADE TAPES:
            - Mike Bailey has two dozen copies, plus receipts. It is clear the list of those who purchased them is not complete. In addition, Mike’s mailing of address confirmation queries has met with poor response. A notice should be placed in BCSFAzine requesting those who paid for the tapes to get in contact with ? Evelyn Beheshti volunteered to take over the tape distribution from Mike. She can be reached c/o BCSFAzine.
SUBJECT: REGISTERING WCSFA:
            - Donna produced three forms to be sent in to the Provincial Government; an application for incorporation, a list of Directors of the WCSFA Board, and a list of their addresses.
                        - The original copies of all three documents were then signed by those present, to be sent in as soon as possible.
SUBJECT: ESTABLISHING WCSFA POLICY:
            -  Donna presented agenda for upcoming discussion of WCSFA policies and procedures.
SUBJECT: VCON 20 FINANCIAL REPORT:
            - Donna moved that WCSFA ask VCON to present a financial report next meeting. Passed.
            FINISHED: 4:00 pm.

WCSFCCA  AGENDA
(Western Canada Science Fiction Convention Committee Association)

1. Where do we go from here?
         a)          Re-register WCSFCCA.                                     Cost?/Time?
         b)          Let WCSFCCA lapse and register a new
                  association to do the same thing                  Cost?/Time?

2. What is the purpose of WCSFCCA?
         a)          auditor for BC SF Con committees?
         b)         overseer of management of  BC SF Cons?
         c)         advance bookings for BC SF Cons?  SUGGESTION:
i)   Establish most-desired SF Convention needs for BC SF Cons;
ii) Research convention hotel facilities in Vancouver (area)
         d)         property manager for BC SF Cons (and BCSFA?)
         e)         legal umbrella for BC SF Cons (and BCSFA?)
         f)          repository of records and expertise (BC SF Cons (and BCSFA?)

3. Should we make BCSFA a committee of WCSFCCA?  If so:
          should BCSFA
         i)  have the WCSFCCA Executive serve for both? or
         ii)   have its own elected executive?  what size?* or
         iii) have WCSFCCA appoint an executive for BCSFA?
         *SUGGESTED (3)-person exec:        
         Info Officer (BCSFAzine/Minutes)
         Program Director (Meetings/Parties - program, location, publicity);
         Membership Secretary (Treasurer/Membership Records)
         Chairman chosen by the committee (or in Rotation)        

4. Things that we need:
>The most current WCSFCCA financial statement; an inventory of what WCSFCCA owns & where it is; the original WCSFCCA procedures/bylaws; all other WCSFCCA records, i.e. previous bank statements, papers from Registrar of Societies, trademark paperwork for "VCON", correspondence, etc.

>The final written Westercon audit report; a summary of the final legal position of Westercon/WCSFCCA; Westercon registration records.

>Records of ALL SF Cons that WCSFCCA has sponsored (as complete a collection as possible)
        
>Decision on inventory (once we know what and where) -- what to keep or trash;                                      somewhere to store what we keep---art boards, files, etc.
        
> Decision on a detailed outline of bidding procedure for VCONs; and a detailed criteria on which WCSFCCA accepts a bid.

> Decision and action on Accessibility: i.e. WCSFCCA /BCSFA Records and          Equipment i.e. Archives, Club computer, Photo-copier
WCSFA  AGENDA 2
(West Coast Science Fiction Association)

Qualifications for Directorship of WCSFA:
         1. Has worked as a responsible member of a VCON at some time
         2. Has had a responsible position on a SF Can committee within the previous 3 years.

VCONs must keep books: Standardize accounting set-up (WCSFA should provide standard form) - or alternative form i.e. one-write; double-entry
         Expense Categories for accounting:
                  Hotel
                  Guest Expenses (Hotel?)
                  Postage
                  Office Expenses
                  Publications
                  Hospitality

Specify legitimate and non-legitimate expenses:
         i.e. non-legitimate expenses include memberships, travel, room costs for other Cons
         i.e. legitimate $50.00 costs for promoting VCON at another con
... unless specific permission from WCSFA.
Standardize expense categories.

Who are WCSFA members? How? Members are members of WCSFA and therefore eligible for BCSFA membership
         Add $1.00 to membership; give all but $1.00 to BCSFA.
BCSFA executive:          Treasurer/Membership
                                    Publicity/Meetings
                                    Information Officer/Newsletter
Signing Authorities: V/Con + WCSFA + BCSFA
         WCSFA:         Treasurer + 2 other directors
         BCSFA:         BCSFA Treasurer, WCSFA Treasurer, either of other BCSFA exec
         VCON:         WCSFA Treasurer, VCON Treasurer, VCON Chair
keep all accounts in the same financial institution for ease of transfer.
(Where are BCSFA’s accounts NOW? VCON’s?)

WCSFA AGENDA
March 28, 1993

1.         STATUS OF VCON 21 BIDS - DISCUSSION
•          Arrange to contact bid committees and give them list of questions, meeting dates

2.         QUESTIONS FOR THE BID COMMITTEE(S)
•          Who's on the ConCom? Give us some background...
•          Who do you propose to have as GOH? What steps have you taken to get this person?
•          What is the theme of the Con? How will you implement  this?
•          Describe the facility.  Why have you chosen this one?  What are their rates for rooms & function space?  Proximity of: parking, restaurants, groceries, liquor store.  What steps have you taken to acquire this facility?  Who on staff did you talk to?
•          Detailed projected budget
•          How did you raise the deposit money?
•          What else did you want to say about your bid that we haven't covered?

3.         WCSFA MEMBERSHIPS
•          discussion of projected WCSFA budget (annual filing fees, office supplies, printing, contingency fund)
•          establish how to handle collection and distribution of membership money
-         Membership rates, expiry date
-         Date this takes effect (May 1 or before BCSFA meeting?)
•          Registration of WCSFA memberships

4.         NEXT VCON 20 REPORT

5.         PROPOSED CHANGES TO POLICIES AND PROCEDURES
•          wording about what constitutes a con committee member
•          $20 max on cheques to "cash"
•          add WCSFA membership for ALL listed ConCom members as a bid condition.

6.         DATES OF UPCOMING MEETINGS

7.         OTHER BUSINESS