Minnstf Recurring Annual Tasks
January: read this list into the minutes so we have a recent copy if the wiki goes down.
January: pay GPS $200 as per our cooperative agreement with them.
Pay the rent on the PO box, annually in October. We are notified of this by e-mail to board-at-mnstf-org on the first of the month for a bill due at the end of that month. Possibly we also get a paper bill in the PO box. As of June 2021, this is an automatic credit card payment.
Proposals for future Minicons: Solicit starting 18 months prior to the desired Minicon, requesting that bids be in to the board by January 31 (approximately 14 months before the proposed convention), with earlier being better.
Proposals for next year’s fallcon: Solicit at and immediately after the current fallcon, if any, or sometime in the fall if we're skipping a year. Due to the board by February 15, approximately 8 months before the proposed convention.
Convention preliminary finances: Due to the board one month after convention. Should include gross income, gross profit, and amount given to the board. Final finances must be done "within six months of the convention or by thirty days prior to the deadline for filing Society tax returns for the tax year in which the convention was held, whichever is earlier", as per the bylaws.
ASCAP: Due maybe March 31 for previous year, although they are not very clear. To be done by the MnStf Treasurer at the direction of the board.
Voting meeting: The membership secretary and outgoing president should make arrangements for nomination and voting meetings. The board should check over and update the information for new board members. The voting meeting must happen before March 31, typically before Minicon. There are two nominating meetings that must happen before then. At the first meeting of the new board, review the mailing lists and forwarding addresses: The board-chat mailing list is currently administered by Scott Raun and DD-B. Currently the board-at-mnstf forwarding address goes to Scott. Remember to switch the president-at-mnstf forwarding address sometime between the voting meeting and Minicon.
Officers: Chosen by the new board at the voting meeting or as soon as possible thereafter. Names and positions of officers should be submitted to the MnStf webmaster.
Convention incident info: More than a month before Minicon, and other cons, forward any relevant information about incidents at previous cons to the upcoming con.
Taxes: Due May 15. At this point, since we gross under $50k, we only have to file the 990N “postcard.” Scott has been doing this. Scott reminds himself to do it with Chrome to make PDF generation easier. https://sa.www4.irs.gov/epostcard/secure/home/ is the IRS page to start on.
With the taxes (actual deadline Dec 31): Renew Minicon assumed name (as of 2020, must be paper filed). https://www.sos.state.mn.us/business-liens/business-forms-fees/assumed-namedba/ is the SoS page to start on.
With the taxes (actual deadline Dec 31): Annual renewal with the Minnesota Secretary of State for Minnesota Science Fiction Society. Here's where we do it.
May: If we want to continue annual book donations (done in 2020 and 2021), get it going.
June: Annual domain registration renewal and contact information verification through GANDI. Current domains are mnstf.org and minicon.org. GANDI sends notifications to the address they have (board-at-mnstf), who needs to confirm information.
October: Confirm Give-To-The-Max account so we can get our donations.
Every December (this timing is arbitrary): Review what address we have on file with the state of Minnesota or whoever else won't use the PO Box. As of 2020, this is Scott and Irene's house.
Feb/March-ish, July-ish, Oct/November-ish: Get a report from the Quartermaster.
January, April, July, October: Send bills for past due accounts.
June, December: Send notice to concoms reminding them how voting member status works.