MVK Board Meeting Minutes
Date: March 31, 2009.
Location: Firehall library meeting room, 1455 W. 10th, Vancouver BC
Attending: DrM, GF, PT, WO, LR, Keith L.
Called to order: 1846h
Chair: LR
Secretary: PT
Approve previous minutes, with amendments by GF: Carried.
For current agenda, minor additions.
April 4th Planning
Change rule regarding board members getting into events for free.
DrM motioned that it should be changed that board members doing work outside of parties should be recognized for purposes of admission, including board meetings and other work. Hours to registered with volunteer coordinator. Board’s response is to exclude board meetings, but information booth duties, committee meetings, work parties and other events count. (E.g. graphics person, newsletter help)
Motion: volunteer work done outside of event time, including but not limited to information booth appearances, committee meetings, work parties, graphics work, newsletter help, etc. but excluding munches, board meetings and retreats, counts towards event admission, when reported to the volunteer coordinator. Carried unanimously.
GF will be away April 4th. Duties split between PT and LR.
Snack bar manager? Sherry not available. DrM will do setup and volunteer briefing, WO will do teardown and final count. DrM will talk to Sherry about price sheet.
Robert (aka Bambam) is confirmed to do the massage table. DaM not sure where to set up. LR not clear about play versus massage. GF says this is not for money. Only accepting donations and practice time. Where will this be? GF says near the aftercare area. DM territory. How will they respond to it? Also have to move through the dungeon area. Mezzanine balcony is too narrow. LR says near the snack bar. May have to reposition the speaker. Sign at front. We ask him for gesture donation if he makes any money.
Action GF: confirm arrangements with Bambam.
Projection handled by LR.
May 5th Planning
VASM event in afternoon. Agreed on $5 per head. Not certain how many volunteers VASM will contribute and what times it will run.
Call to DaM. Says she got an email from VASM leadership. Loadin 12:30. Party is 2pm-5:30pm. $20-25 members, non-members $30-35. DaM estimates 20 ppl attending.
LR: should it be on our May poster? DaM says yes. Ask Claude for VASM logo. VASM’s men-only event.
Action PT: email Claude and get information to add to our posters.
Workshop: Keith L is willing to help. LR asks him to come and help on April 4th. He will help with setup and most of the party. LR asking him to be more involved with organization on a planning level, especially how to set up dungeon. KL should be part of party coordinator. No specific person to answer to, but he should report to party coord (i.e. LR), and later become more independent. E.g. KL do setup, LR to teardown.
WO: Ideally, nobody should have to do the full day.
LR will start training KL this Saturday.
Action PT: Let KL into private wiki
Education coord: PT made pitch to Ilya about it. Estimates he is 50/50
June workshop: Luis for knifeplay in June workshop. Also talked to Kelly about needleplay. Elwood is another possibility. DrM suggested Lord Braven. LR will approach him.
July workshop: LR will try to work schedule as far ahead as possible. Asks board to look for possibilities. Jenn de Roo.
June: afternoon or dinner community discussion on the DM team.
Volunteer and board member
GF Halfway through year, need to update paperwork.
PT says we need to make recruitment a higher priority, especially for the next AGM. GF says we need to be more forward with recruiting. WO says we could put placards on tables at events. LR suggests approaching BoP, VASM and other groups. We’ve limited ourselves into our own group. We could have people on more than one board, experienced people.
Taboo Abbotsford Debriefing
PT says Aaron has asked him to be future MVK/Sin City liaison.
Lots of communications gaps between board and Gravedigger.
Action LR: have private conversation with Gravedigger regarding his role in MVK.
Is there a rule regarding directors attending a minimum number of meetings?
Aaron will display our only banner at Sin. DrM may be able to swing a deal on a new banner.
Membership Committee
PT ammends 0.6 verison of member policy that it should be presented in conjunction with a detailed explicit privacy policy.
GF Presentation should not include expulsion policy in promotional materials, though available on site.
DRM: who stores the member information, who has access, how it can be used.
Action PT: draft privacy policy.
WO: Add “In the extraordinary circumstance of expulsion”
Motion to adopt membership policy version 0.6 with amendments: Carried.
Action PT: get someone to design membership card.
5 Min Recess
Pride Committee
LR added new information to wiki about Pride, including subsidy for non-profit. We could apply for non-profit subsidy. DrM says the subsidy is for groups that couldn’t otherwise enter. Should we apply, as we did enter on our own money last year?
Early bird deadline is April 23rd. LR would like a timeline and budget by mid-April.
DrM set up Facebook group about the pride committee. Unclear about privacy settings.
Action DrM: set up timeline and budget for April 15th.
PT & DRM wants us to have a workshop party on Pride weekend. GF says we might not get enough people for a viable event. LR thinks it is worthwhile.
Action PT: confirm Xtra West Guide deadline
Eastside Pride in late June in Commercial Drive. Same cost as festival on Sunset Beach
PT says VD and Pride should be siloed projects: kept separate. GF says we do not have enough volunteers to have two separate groups for both a workshop party on Saturday and do Pride Parade/Festival on Sunday. DrM thinks it is possible to do both, will take responsibility for Pride volunteer recruitment, asking if they will withdraw their work on Saturday.
GF: will our volunteers for Saturday be busy doing Pride things?
LR asks that we set up there is no personnel overlap between the two projects.
GF and DrM will cooperate on Pride weekend recruitment.
DrM suggests member-only party on Pride? LR: what is different, what is the draw? GF: different venue? Joint party with VASM or BoP?
Action LR contact BoP re joint party for Pride.
Action DaM contact VASM re joint party for Pride.
Remainder go to committee
Action DrM call committee meeting
New business
Newsletter content
Policy regarding newsletter content, especially editorials. LR prefers informational articles to editorial articles. Not opinionated.
GF says editorials may generate drama in the community. Lots of forums for opinion writing.
DRM: add disclaimer.
Less opinion in future editorials?
Motion to restrict content of future newsletters to news and informational articles only: DrM opposed, PT abstained. Carried
In Camera
Next Meeting
DrM asks for more convenient to her location. PT points out that this is one of the few free meeting rooms that can be booked in advance.
LR will be at her office until end of May.
Set next board meeting April 16th, Thursday. Location to be determined. (Firehall only available on Tuesdays and Wednesdays)
Moved to adjourn.
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