ConCom/Open Meeting Agenda
Sunday, February 21, 2016
Space Allocation Update: Expansion to Sheraton
Board administrative support position CORRECTION please send interest in this position
to [email protected]
Upcoming Member Advocate Election
Member Advocate Concerns
Department Announcements
Facilities
Resume
All Departments should have electronic copies of last year’s Resume documents. If you don’t have these documents or haven’t heard from us, please send an email to resume@convergence‐con.org as well as letting us know at the meeting today so we can watch for your incoming transmission.
The Resume Deadline remains the April Con‐com and the May Con‐Com continues to be the Final Sign‐off date.
Decor
We were looking for any diecast vehicles (like Match Box or Hot Wheels) on a geek theme (Ecto 1’s, Batmobiles, Deloreans, etc). We are looking for non‐collectibles as they may not be returned in the same condition. Donations can be dropped off at GPS as well.
Hospitality
Cof2e2
At the behest of the DoubleTree, and to avoid additional fees, COF2E2 will have new hours for 2016. Our beloved coffee shop will be open at 3pm on Thursday of convention week and will close at 6 a.m. on Friday morning. F2E2 re‐open at 12 noon on Friday and close at 6 a.m.Saturday morning; then reopen and 12 noon Saturday and close at 6 a.m. Sunday morning; opening for the final time at 12 noon Sunday, and close at 5pm Sunday.
Thurs 3pm ‐ Fri 6am
Fri 12pm ‐ Sat 6am
Sat 12pm ‐ Sun 6am
Sun 12pm ‐ Sun 5pm
Those seeking caffeine during F2E2’s closed hours (6a ‐ 12p) may seek their favorite caffeinated beverage at one of the nearby options: the hotel’s own coffee bar, Caribou across the parking lot, or Starbucks across the street.
Information will be disseminated to the public within 2 weeks. Hours will be updated on CON website.
Nerfhearders
The Nerfherders are doing the annual gaff tape order. There will be a google form sent to the department emails. This will include the colors available the price for the roles. We have found that if you need only black 2″ it is cheaper to order through amazon, and free shipping if you have prime.
The deadline for getting the order to Nerfherders is the April meeting. The order will take place for delivery in May to have by the June meetings.
Operations
As in previous years, Operations will begin providing radio training sessions to the members of ConCom in March. There are three types of radio training being offered to members of ConCom this year.
Department specific radio training: Operations can be invited to provide training to the members of a department that is tailored to the specific needs of a department, focusing on the manner in which individuals will use radios while on duty. Department specific questions and procedures specific to particular departments will be able to be addressed in depth. Any department interested in arranging an individual training session should contact Operations@convergence‐con.org. We strongly suggest making use of this option.
In‐Depth Radio Training: This form of will take place during the working portion of all remaining ConCom meetings. Discussion will be limited to general use radios at the convention, but radio features, functions, and procedures will be covered in detail.
Brief Radio Training: 10 minutes or less! This form of training is intended for experienced CONvergence Radionet operators who are seeking only to fulfill the yearly training requirement. This will also be held during the working portion of each of the remaining ConComs, and will begin shortly after and run concurrently with the in‐depth sessions.
Everyone who intends to use a radio at the convention must attend a radio training session each year. Please make every effort to do this before the convention.
Administration
Registration
As of 1/31
2016‐3315
2015‐3694
Down 379 or 10%
As of 2/21 3406
Logistics
Storage Unit guidelines
We no longer use the Waterbury location for any storage. Items are either stored in the pods and are not accessible during the year. Or they are in secure storage and are accessible when arranged for with the quartermaster (see below).
We are using Lock‐up Secure Storage in Bloomington located at 221 American Blvd. West Bloomington, MN 55420.
Reason:
In the past most of our locations have not been truly secure. We are getting in more expensive equipment for various departments and it was felt a more secure location was needed to be acquired. We also needed a temperature controlled site for electronics.
Access:
Lock‐up is available year round to department heads or sub‐heads that require access. Specialists must be accompanied by the department head or sub‐head.
The following individuals have keys to the facilities:
Quartermaster (Head of Logistics): Steve Erickson – [email protected]
Administrative Director: Liz Hernandez ‐ [email protected]
Head of Finance: Thomas Keeley ‐ [email protected]
To gain access (please start with the Quartermaster): Fill out the following form which can be found at http://www.convergenceevents.org/departments/logistics/logisticsrequests/ The form will automatically be sent back to the Logistics Email at logistics.convergence‐com.org , Make sure to include:
- Date: you would like access
- Time: you would like to meet to gain access. The preferred time to go over to the storage unit would be during the working portion of the Concom meeting. If this is not possible the Quartermaster requests times to be after 4:30 week nights or before noon on weekends.
- Your department
- What is being removed from the unit
- Expected length of time you will have the item(s)
- Date: You will be returning the item(s)
- Time: You will be returning the item(s)
Try to contact us at least a week in advance.
Either a department head or sub‐head needs to be present.
Please make sure your vehicle is large enough to transport your item(s).
You should expect a reply within 24‐48 hours of the form being sent. If you do not, please contact the Administrative Director for follow up.
If you are not wanting to have items delivered to your home, we are able to take deliveries at the Secure Lookup location. Provide the following address:
Your Name
CONvergence
221 American Blvd. Unit 1015
West Bloomington, MN 55420
The form should be posted out to the Convergenceevent.org website later this week.
If there are any questions please contact the logistics team at logistics@convergence‐con.org
Activities
Programming
One‐Way Halls
Building on our experience from last year’s test, we are making the Atrium level walkways in the North Tower one‐way during programming hours. NerfHerders has agreed to handle the signage and communications with publications, etc. about this.
We are not planning on having “enforcers,” but hope the signage will be enough along with peer pressure. Con‐com members can help with the latter.
We hope that over the next couple of years, this will become habitual.
Hours of Operations Departments
For departments that have regular hours (e.g., Registration, COF2E2, Art Show), we are including them with the on‐line schedule available through Sched. We have loaded the information from last year. If you are changing your hours, please let us know (programming@convergence‐con.org) as well as Publications.
Productions
CVG‐TV
CVG‐TV would like to help your department or other CONvergence‐related entity send your message to the masses! Send us your PSAs or commercials and we can broadcast them immediately on the CVG‐TV YouTube channel, or broadcast within the hotel on CVG‐TV during CONvergence, or both!
Examples include:
- Publicity for events and/or panels
- Public notices of important information
- Performances in HarmCon, etc.
- Paid commercials for Dealers Room (contact us for rates information)
- Other Important Things!
The technical specifications for your PSAs are the same as last year, and can be found at the CVG‐TV page on the CONvergence website:
http://www.convergence‐con.org/at‐the‐con/services/cvg‐tv/
If you have any questions, you can reach CVG‐TV at cvgtv@convergence‐con.org
Systems
No department announcements
Partners
JOFshop
JOFshop, the monthly salon series for the journeyfolk of fandom to collaborate, discuss issues related to convention running, share ideas, and to learn from each other, will have its next meeting at the Waterbury on Sunday March 20 at 1pm. The March meeting will be an interactive workshop on drafting volunteer descriptions that can establish clear expectations and entice the types of volunteers that you seek to join you. Bring your notes, laptops/tablets, existing job descriptions, and departmental goals for brainstorming, description revisions and discussion.
GPS
GPS Annual Membership Meeting/Elections are coming in May. There are 3 director positions up for election, and 2 for confirmation. See the link for more details.
Auction Donations Are Being Accepted ‐ We’ve got upcoming auctions at both CONsole Room (the Doctor Who convention) and CONvergence (this year’s theme is “And how do we GET there?,” a celebration of the great vehicles and transport of science fiction and fantasy. We’ll be taking donations at CVG concom meetings, and can make arrangements to take them at the center. If you plan on delivering your donation to a convention, we’ll be taking them Friday and Saturday at CONsole Room, Thursday, Friday, and Saturday at CONvergence. Please complete the our Donation Online Submission Form to arrange delivery.
Program News
Heads up writers and graphic artists! The GPS Writing Contest submission window now open through 11:59pm May 15. Please help spread the word.
UPCOMING EVENTS
Sun Feb 28 & Sat Mar 12 | 12pm ‐ 4pm | Make It Sew Saturday Sewing Salon
Space. The final frontier…
Working on cosplay pieces for con? Here’s a chance for the various sewing people and organizations in the Twin Cities to come together and get their sewing groove on. Sponsored by Crafty Geek. Note: We’ll be in 107, this is a great opportunity to spread out your fabric and get some cutting done!
Don’t have something to sew? No problem. Come in to hangout and get your craft on during this extended meetup.
Sat Mar 5 | 1 p.m. ‐ 5 p.m. Ingress First Saturday at U.G.G. Open Gaming
Fri Mar 11 | 7pm ‐ 9pm | Edutainment Video Discussion ‐ Topic TBA, room 107
Sat Mar 12 | 6pm ‐ 10:30pm | GPS Movie Night ‐ Celebrating Kurt Russell’s 65th Birthday
It will take you a million light years from home. But will it bring you back? In 1928, in Egypt, a strange device is found by an expedition….
Some people pick the damnedest places to start a fight! Directed by thrill master John Carpenter, this edge‐of‐your seat adventure stars Kurt Russell as Jack Burton, a tough‐talking, wisecracking truck driver whose hum‐drum life on the road takes a sudden supernatural tailspin when his best friend’s fiancee is kidnapped.
Join your tribe for an evening of film and fun in the big room at GPS Event Horizon. Located at 1121 Jackson St NE in Minneapolis. As always, feel free to bring your own snacks (or dinner!), beverages, and a comfy chair. We will have some snacks and soda available for sale.
Mon Mar 16 | 6:30 p.m. – 9:30 p.m.| GPS Arts Initiative ‐ Figure Drawing Salon
Sun Mar 20 | 4pm ‐ ypm | JoF Shop
The Journeyfolk of Fandom believe that we, as con runners, all benefit from sharing knowledge. Everyone, from the top to the bottom of our respective organizations, has something to learn and something to share, and this is the place to do it. The March topic is communication techniques. We’ll be in rooms 106.
Supporting Membership ‐We provide support and activities throughout the year to our members, our partners, the geek community at large, and the general public. If you like what we are doing and would like to support GPS directly, please consider joining us as a supporting member. Also, please help spread the word about the drive.
June 4, 2016 | 5pm start | Pirate Cruise Fundraiser ‐ St. Croix Boat & Packet Co. Stillwater, MN. http://m.bpt.me/event/2277328 . Just a reminder, start saving your doubloons and work on your garb.
Upcoming for GPS
Pride Committee has formed. Want to rep your organization at the booth or in the parade? Please email [email protected].
Mark your Calendars
Sat Apr 2 ‐ GPS Team Trivia Challenge
Sat Apr 23 ‐ GPS UGG ReCon ‐ Miniatures Gaming
Sat Apr 30 ‐ International Tabletop Game Day with U.G.G.
Mon May 16 ‐ GPS Annual Membership Meeting/Elections
Fri May 20 ‐ Sun May 21 ‐ Art‐A‐Whirl@GPS
Sat Jun 11 ‐ GPS Annual Picnic
Reminders:
Communications for any convention‐related business between your department and GPS should go to [email protected].
Site request link for Event Horizon in the Waterbury is: http://tinyurl.com/sitescheduling
ConCom Agenda
(Details to be communicated during the Divisional Meetings)
Space allocation update/expansion to Sheraton: Dealer’s Room will be moving to the Sheraton for the 2016 convention. This will allow for the expansion of Mainstage into the space formerly occupied by the Dealer’s Room.
A preliminary map will be sent out with the notes for this meeting. The Volunteers Department will be sharing space with Registration.
The space in CONvergence Central formerly occupied by Volunteers will be used for Fan Tables. If you know a group interested in a fan table, please have them contact Exhibits@convergence‐con.org .
Board administrative support position
Convergence Administrative Support
JOB DESCRIPTION
POSITION TITLE: Admin Support
SUPERVISED BY: Board of Directors
TITLES SUPERVISED: N/A
POSITION SUMMARY:
Provides administrative support to the Board of Directors to facilitate the effective functioning of the organization. This position requires a candidate who is flexible, proactive, resourceful and efficient with a high level of professionalism. Strong decision making ability and attention to detail are equally important for excellent interpersonal and communication skills, experience.
POSITION RESPONSIBILITIES:
- Provides administrative support to the Board of Directors, including but not limited to: assisting with maintaining calendar, supporting ConCom General Membership meetings, providing updates as necessary, preparation of correspondence, reports and charts, managing calendar and schedule. Maintains files and records as appropriate.
- Assists with staffing the Board of Directors and facilitating meeting logistics and details, including scheduling and administratively supporting the production of Board meeting information packets, etc.
- Assists with the coordination of events and special programs.
- Professionally represents CVG in all engagement activities and meetings, as appropriate.
- Other duties as assigned.
QUALIFICATIONS:
Be a member with current voting rights
Have been eligible to vote for no less than two years preceding the current appointment
Be 18 year of age or older on the day of the appointment
Preferred Requirements:
- Previous Administrative experience
- Exceptional time management, prioritization and project management skills; capable of handling a variety of projects simultaneously (mostly self‐directed) in a timely manner to meet deadlines
- Ability to relate to people from diverse socio‐economic and cultural backgrounds
- Proactive, takes initiative and demonstrates ability to anticipate and manage issues
- Exceptional flexibility and proven ability to reprioritize work and schedules as needed
- Strong problem solving and follow up skills
- Demonstrate good judgment and professionalism while exhibiting flexibility and versatility to provide support
- Excellent verbal and written communication skills
- Ability to deal with confidential information
Upcoming Member Advocate Election
The initial six‐month term (currently held by David Kraft) is expiring in April. An election for this MA position will be held at the April convention committee meeting.
The deadline to declare an intention to run is March 15, 2016, 11:59 pm Central time. Declare intent to run via email to [email protected] .
The process for the election will be reviewed at the March convention committee meeting; the actual election will be held at the April convention committee meeting.
Member Advocate concerns
At the February ConCom meeting we considered several issues with regard to the Member Advocates, 2 policy issues and one personnel issue.
Policy Issue #1: If a Member Advocate at some point leaves the ConCom for whatever reason, what impact does this have on their eligibility to be a Member Advocate. Three options were presented:
Option 1‐Ineligibility: Should a Member Advocate be removed from ConCom, they become ineligible to hold the position and are removed. A process for replacing MA by appointment or special election will need to be defined.
Option 2‐Grandfathered in (Need a better term)‐Once elected, a Member Advocate holds the office until the term is up unless removed from the position.
Option 3‐ConCom‐In this case, becoming a MA makes them a member of ConCom since it is it’s own department. The implications for this are that once elected, one would not have to be part of another department in order to be eligible.
Motion to move point one to the March meeting
Motion made by Eric, second Sean
Motion passed
Policy Issue #2: What is the process for removing a Member Advocate?
The suggestion brought forward for consideration was that when issues occur warranting the removal of an MA, that the issue be placed before the MAs to consider for consensus and brought forward at the next ConCom meeting for deliberation by the ConCom. Special Exception: If the matter occurs during the Convention and is considered egregious enough to put the Convention at risk (e.g. being physically or verbally abusive, intoxicated while on duty, breaching confidential information in a public forum, etc.) the Board may, with a majority vote, suspend the MA for the remainder of the convention. In this rare instance the
Board will seek the consensus of the other MAs, if possible, before taking action, and present the facts, including reasons for steps taken, to the ConCom at the post mortem for deliberation and a vote by the ConCom to either reinstate the MA or to ratify the Board decision.
Motion to move point two to the March meeting
Motion made by Ken, second Sean
Motion passed
For the specific personnel issue, it was announced that David had been removed from his position in Nerfherders and that the heads of Nerfherders and Ops had suggested he not interface with the public. A concern was raised regarding discussing the issue for HR reasons and the ConCom voted for the Board to seek counsel from HR consultants regarding what could and should be disclosed to the ConCom and to bring back the information at the March ConCom and tabled the disclosure of the information and the deliberation on what action the ConCom would like to take regarding David until that time.
The ConCom voted to allow David to remain in his role in a limited capacity described (not individually acting, but rather working with the other Member Advocates and taking group actions) until the March ConCom meeting when the Board returns with the counsel from HR professionals regarding what can and should be disclosed regarding the situations that have transpired.
Future meeting dates (subject to change)
Confirmed Meeting Dates:
Sat, March 19 @ Hallie Q. Brown Community Center
To be confirmed
Sun, April 17th
Sat, May 14th
Sun, June 5th
Sat, June 18th
Sat, July 16th (Post Mortem and Volunteer Party)