GPACG Minutes from 17 Oct 1998
Attending were Peggy Kennedy, Vincent Vaughn, Brenna Sharp, Annika johnson and Tim Ellis .
The business meeting itself was pretty casual, consisting of telling how each of us got involved in costuming, and formalising conclusions tha had been made at the previous meeting and in the interim into actual decisions. These were the roster of officers (see inside back cover), setting annual dues (also on inside of back cover) and general purpose of the group.
The meeting then evolved/devolved into costuming talk and related matters
GPACG Minutes from 21 November 1998
Attending were Peggy Kennedy, Mike Shkolnik, Brenna Sharp, Vincent Vaughn, Ula Cimmiyotti and Annika Johnson .
Treasurer's Report:
As of this time, Peggy Kennedy, Vincent Vaughn, Brenna Sharp, Ula Cimmiyotti and Annika Johnson are paid members of the GPACG.
We have a total of $90.00 (4 Full Memberships and 1 Associate Menbership) which breaks down to $37 waiting to be sent to the ICG and $53 belonging to our chapter.
No money was sent out as no bills were presented to the Treasurer at this time.
Brenna Sharp and Annika Johnson kicked around some ideas for fund-raising and this is what we came up with:
Sales booth at Cons: sell memberships, corset supplies, books, trims, and have a raffle.
Room sales at Cons: do chocolate tastings, sell memberships, have a kissing auction.
Question to Peggy Kennedy: How do you want to handle sales of the Kennedy Compendium (How to Run a Masquerade)? Also did you have any during OryCon? Brenna Sharp reported that she was asked regarding the Compendium, if they were available.
Discussion: Report accepted by vote.
Peggy said that although she knows where the Compendiums are in her house, she did not have any at the convention. She would like to sell them for $8, donating $1 to the chapter per Compendium sold and retaining the balance.
Peggy said she also has copies of the Program Book, Costumers' Conceits, from Costume-Con 7 which can be sold. She suggested a price of $1.50 to $2. There are some good articles in there.
Vincent said he has some T-shirts printed with his artwork available, as well.
President's Report:
The ICG President's Message was received from the ICG President, Byron Connell. Among other things it says our petition was received, is in good order and will be voted on at the next Annual Meeting. This letter is availalbe in it's entirety for reading in the Secretary's files.
The minutes of the last meeting were read and accepted by vote.
Vice President's Report:
The Friday night party at OryCon was well-attended. About 60-75 people came to visit starting at 11:40 and not ending until 2:15. Now remember, it was posted as running from midnight until 2! They came early, stayed late, talked a lot and had something to eat. There were costumers and non-costumers, some from California, Washington and other areas as well as Oregon. We had good feeback onit the rest of the weekend.
The Sunday party wasn't so well-attended with only 3 non-guild people stopping by, probably because we weren't able to post those notices until Sunday morning at about 10. People had already made their plans for the day by then.
Food leftovers from Friday night's party went to a very appreciative late night Con Office crew and Hospitality.; leftovers from Sunday went to the Drowned Duck/Dead Dog Party in Hospitality which was also very appreciative.
Now onto more business-like matters. In remembering past experiences with volunteer groups, I recommend that we institute the following:
1) Guild officers who do not appear and do not send written reports for two consecutive business months be placed on probation.
2) Guild officers who do not appear for three consecutive business months, regardless of reports sent in, be removed from office.
3) Nominees fro any guild office be regularly-attending paid members.
4) Officers must maintain their paid status during their term of office.
There is also the matter of voting majorities. We need to decide if "majority" means simple majority or more. If more, then how much more? 2/3? 3/4? or something else? simple plus one? what? We need to decide this at the next meeting at the latest.
Discussion:There was a fair amount of discussion on the recommendations and some other proposals were set forth. It was decided by vote that we need to work on a set of by-laws for the chapter that would include these points and the Editor was instructed to publish these in their current amended state for inclusion in the newsletter. In this way, members can read them at their leisure and vote on them at the next meeting.
Secretary's Report:
No correspondence this month.
I recommend that as a method of ensuring the accuracy of published minutes that a t the beginning of each meeting, the minutes of the previous meeting be read and approved as published, if acceptable. If there are correction, etc., to be made to them, it can be done at this time until the minutes are approvable by the majority present. Remember, the published minutes are the official business meeting record of the chapter.
Also along the lines of official records, I recommend that each officer make two copies of their monthly report. One copy should be retained in that office's records and the other should go to the Editor for inclusion in the published minutes. I also rebommend that all bills be considered valid for presenting for re-imbursement upto three months after their incurrment. If they are older than three months, they are no longer guild responsibility. This will enable the Treasurer to maintain more up-to-date and accurate books.
Discussion: There was more discussion and the same instructions to the Editor as in the discussion of the VP's report.
Also brought up was the eligibility of Ula Cimmiyotti for Secretary. As she is acceptable to the voting members, the current Secretary, Brenna Sharp, resigned citing the wearing of too many hats. Ms. Cimmiyotti was then nominated, seconded and duly voted into office. She takes the post officially on 1 December, 1998. (See the List of Chapter Officers on the inside back cover for contact information.)
Editor's Report:
I've decided to print the newsletter at home on our own printer, at least for now. Our circulation is currently small enough and after seeing commercial photocopying quality and prices, I know I can do better for less this way.
I've also invested in a deep-throat stapler that the guild now has use of for newsletter, pamphlets, etc. Kinko's had misquoted the stapling cost the first time. It isn't 5 cents a staple, it's 10 cents a staple, which makes the newsletter 20 cents just to staple. Forget that! I just got 15 thousand staples for $2.98! (Okay, so the stapler cost me $25. I have been wanting one for years anyhow.)
In the coming print run, I will be better able to figure out how much it costs me for paper, ink and staples at home and will then be submitting an averaged billing based on that. Each mailed newsletter is 32 cents inpostage, however, so I will continue to hand-deliver as many as I can and bill for stamps used on the remainder.
Mass print runs like the brochures that went out at OryCon will possibly continue to be done commercially, especialy if they have a lot of graphics. Two hundred copies with four photos each was taking too long on our printer. I needed a longer headstart on that.
And speaking of stuff that went on at OryCon, about 50 of the brochures were picked up by various people from the freebie table and 10 of the comp newsletters were specifically given to interested individuals who wanted to know when meetings were.
On a slightly different note, I would like to use other people's costume and accessory photos for cover art, also concept art and finished garments comparisions. (Be warned! I have a camera and I'm not afraid to use it! Hee hee!)
Discussion: It was stated that the Local Meeting Schedule was not noticeable enough in it's current format. Some changes were discussed. They will be experimented with int he coming months.
A suggestion was made regarding the Book Rate postage from the Post Office. Brenna said she would check into it.
Ula offered to run off the circulation copies on the copy machine where she works. It's only about 9 months old and compared to Kinko's 4-5 year old machines, should do an acceptable job. She said we could make the copies for free if we supply the paper.
New Business:
Peggy has obtained information from Sure Way Trading Enterprises, Inc., a silk importer, regarding their stock. Their price list seemed quite good with a few items that might be absolute gems. They sell swatch collections of white/natural ($15), dyed ($25), and printed ($25?). As several people showed interest in having ht white/natural and the dyed swatches and it was too large an expenditure ($40) for the general fund, it was decided that they would chip in on a set. If anyone is interested, they should please tell Peggy. She'll be handling the order.
At this point, it appeared that the business part of the meeting was concluded, so by vote, it was closed.
In the costuming part of the meeting, Mike showed some projects that he is working on and got some ideas from people. He also showed us some of his latex work and gave some pointers on it.
In the course of much general costume kibbitzing, we were reminded that Mike had never been to Fabric Depot. Ula mentioned seeing some fabric there that Annika might need for a project and, since it was getting late and people were done with talking and ready to go home, it was off to Fabric Depot for those of us who hadn't gotten our fill yet. A good time was had by all. (Ed.- So how do you describe a costumer's first trip to Fabric Depot?
GPACG Minutes from Dec 1998
Attending were Peggy Kennedy, Brenna Sharp, Ula Cimmiyotti, Annika Johnson, Vincent Vaughn, Tim Ellis. Mike Shkolnik arrived late.
President's Report:
The President's Message for November was received, a copy is available for review from the Secretary.
Vice President's Report:
Present; no report.
Secretary's Report:
The change over from Brenna happened on Dec. 1, all records appear to be in order.
Treasurer's Report:
As of this time, we have two new members, Tim Ellis and Mike Shkolnik. They join Peggy Kennedy, Vincent Vaughn, Brenna Sharp, Ula Cimmiyotti and Annika Johson as paid members of the Greater Portland Area Costumers' Guild.
We have a total of $130.00 for six Full Memberships and one Associate Membership. Which breaks down to $55.00 waiting to be sent to the ICG, and $75.00 belonging to the Greater Portland Area chapter.
No money has been sent out, as no bills have been presented to the Treasurer.
Editor's Report:
The book rate for postage is based per pound not by ounce, and the bulk rate has a 200 piece minimum, neither option is feasible at this time.
The cover art for the December issue was by Silvain Despretz, this was omitted from the credits because it was unknown at time of printing.
A phone/info list will be published in the next issue of Critical Measure. This list will be distributed only to paid members.
Old Business:
Peggy will be ordering the fabric samples from Sure Way Trading Enterprises, Inc.
New Business:
Peggy suggested selling buttons/pins as a fund-raiser.
The rest of the business section of the meeting was spent reviewing and changing the proposed by-laws.
There was no craft section due to prior engagements for most attendees.
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