Blog

Upcoming Con Organization Meetings

IT’S TIME TO GET ORGANIZED!

The WCSFA board has been working hard in the background on initial preparations towards hosting two, 2-day, mini-cons in 2017—Nothing But Games (NBG), in mid-June, and VCON Relaxicon 41½, in late October—and now it’s finally time to start getting the REAL work done.

We will be holding introductory organizational meetings to bring together people willing and able to volunteer their time and efforts towards each mini-con’s Con Organizing Committee (ConCom). Each ConCom will be responsible for managing the many moving parts needed to put on their event, requiring dedicated individuals with a variety of skills and experience. WCSFA-level appointees will have primary responsibility for coordinating volunteers, marketing, social media, sponsorships, and event financials, though, if possible they, will work in conjunction with others on the ConComs.

Introductory Organizational Meetings
NBG Meeting
WED 29 MAR @ 6:30 PM, 2 -3 hours

Relaxicon Meeting
SAT 01 APR @ 1:00 PM, 2 -3 hours

Meeting Location
7842 Express Street, Burnaby (Fired Up Events) [map]

Anyone with the interest and the availability to do so is welcome to come out to the meetings for, and work on, either or both committees. What matters most is that you have a genuine desire to participate, a willingness to do your best and dedication to seeing your commitments through to their end.

If you are interested in participating on either or both ConComs but will be unable to attend the initial meeting (or missed the meeting), please let us know by contacting us.

We have included some basic information about each of the mini-cons below. Click on a button to go directly to the relevant section.

Nothing But Games   VCON Relaxicon 41½

Chairpersons Needed
Committee Chairpersons Needed

Each committee will require a designated chairperson to take charge of the overall direction and delegation of the committee’s activities, to work with the WCSFA treasurer, and for making regular status reports to the WCSFA board. If you would be interested in taking on this role for either committee, whether individually or in conjunction with a co- or vice-chair, please consider letting us know prior to the meeting by contacting us.

Nothing But Games

Games, games and more games!
  • What: 2-Day, 24-Hour Gaming Convention
  • When: June 17, 2017 @ 10:00 AM to June 18, 2017 @ 6:00 PM
  • WhereTBA
  • Rates All Ages: TBA
NBG Introductory Organizational Meeting
WED 29 MAR @ 6:30 PM, 2 -3 hours
7842 Express Street, Burnaby (Fired Up Events) [map]

Imagine taking all the gaming from VCON, all the gaming from Northwest Fan Fest, and a dash of gaming you might not have seen before and smushing it all together into a 2-Day Gaming-Only extravaganza. That’s Nothing But Games.

The event will hopefully include as many of the following types of gaming as the volunteers on the NBG ConCom can support:

  • Tabletop Gaming
  • Modern and Retro Console Gaming
  • Retro LAN Gaming
  • Handheld Gaming
  • Participatory Gaming (e.g. Human Battleship, Fandom Feud, Kill Dr Lucky in the Flesh, etc.)

There will be space set aside for a small number of scheduled panel sessions (1 or 2 an hour); a select number of vendors (eight to ten booths); some fan organization tables; and a low-key hospitality room.

We have also arranged to bring in several cabinet arcade games, and a pair of custom designed starship bridge sets running the Artemis Star Trek Bridge Simulator.

To be successful, the NBG ConCom will need people who can coordinate hosts, schedules and tournaments in the different game areas; find gaming-related programming guests and schedule panels; manage vendor applications; run onsite registration; run con operations; and run hospitality.

VCON Relaxicon 41½

Costumes, Writers and Games. Oh My!
  • What: 2-Day “Relaxed” VCON (smaller footprint, just as friendly)
  • When: October 28, 2017 @ 10:00 AM to October 29, 2017 @ 6:00 PM
  • Where: Sheraton Vancouver Guildford Hotel (2nd Floor only)
  • Early Weekend Rates: Adult $35; Student/Senior $30; Teen/Youth $15
  • Summer Weekend Rates: Adult $40; Student/Senior $35; Teen/Youth $20
  • Full Weekend Rates: Adult $45; Student/Senior $40; Teen/Youth $25
  • One Day Rates: Adult $25; Student/Senior $20; Teen/Youth $15
Relaxicon Introductory Organizational Meeting
SAT 01 APR @ 1:00 PM, 2 -3 hours
7842 Express Street, Burnaby (Fired Up Events) [map]

VCON has always been a relaxed, friendly convention where we know that the pros are fans too; chatting up your favourite author or scriptwriter over a beer (or coffee) in hospitality is just the way we roll. This year will have most of what we’re known for, just scaled back a bit.

So we’ll have panels, readings, and even some workshops, just fewer running simultaneously than usual. We’ll have some space set aside for both console and tabletop gaming. We’d like to fit a little participatory gaming (e.g. Human Battleship, Fandom Feud, Kill Dr Lucky in the Flesh, etc.) into the schedule. We’d love to see an art show and a costume contest. It would be nice to have a cabaret dance as well. We will have a vendor hall and space for fan organizations. And, when you need a break, our (im)famous Hospitality Suite and Tap Room will be available, there will surely be Room Parties on Saturday evening, and there’s definitely gonna be a Dead Dog Party.

Exactly what will end up on the weekend’s “playlist” depends a great deal on who joins the ConCom. It will need people to find programming guests and schedule panels; coordinate the hosts and schedule for each gaming area; manage vendor applications; run registration; run con operations; run hospitality and the tap room; and manage fan organizations and room parties.

For participatory gaming, the ConCom needs someone who is interested in finding and coordinating individuals and groups interested in running such events and then working with programming to have them scheduled appropriately.

For an art show, the ConCom needs an Art Show Director who is capable of handling artist applications, coordinating the gallery setup, managing the gallery space, organizing GoH award selection, handling artwork sales and coordinating gallery take down.

For a costume contest, the ConCom needs a Costume Contest Director who can arrange for suitable judges, has a good sense for the rules for the event, can find (or be prepared to be) an MC for the event, and can obtain prizes for the winners.

For a cabaret dance requires someone able to find DJ’s willing to volunteer time to play dance music, decide what, if any, decorations will be set up, take applications for and schedule fan performers and find (or be prepared to be) an MC.

Seeking Individuals for WCSFA Volunteer Appointments

HELP WCSFA “DO ALL THE THINGS”!

The WCSFA board has a number of appointed volunteer positions at the top level of the organization that it is looking to fill. Each position is year-round and requires an individual willing to dedicate their time and efforts to getting the necessary work done on a regular basis.

At this time we are looking for people with previous experience and skills, no matter how obtained, that would allow them to pick up the job and run with it.

If this is you, and you are interested in helping WCSFA do more and better for our community of fans, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org with information about yourself and the skills and experience you have that would make you suitable for the role or roles for which you wish to be considered.

Must-Fill Positions

WCSFA Volunteer Coordinator

Responsible for connecting with and organizing people interested in helping out at WCSFA events and pre- and post- event activities, either on a short-term or long-term basis. Will round up and schedule volunteers when and as needed and will help organize WCSFA sponsored Volunteer Training sessions offered through Fired Up Events. Will coordinate with and may mentor Volunteer Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest)

WCSFA Social Media Coordinator

Responsible for owning and administering activity on all WCSFA owned social media properties including those for the organization itself and those dedicated to WCSFA’s major events (VCON and Northwest Fan Fest) and the WCSFA.org blog. Will work closely with the Marketing Coordinator to get marketing materials posted in appropriate locations. For event-related properties, will coordinate with and may mentor Social Media Coordinators on the committees dedicated to those events.

WCSFA Marketing Coordinator

Responsible for all marketing and public relations for WCSFA and WCSFA events such as crafting and distributing press releases, developing marketing campaign materials, and arranging all external advertising. Will work closely with the Social Media Coordinator and Sponsorship Coordinator. Will coordinate with and may mentor Marketing/PR Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest).

WCSFA Sponsorship Coordinator

Responsible for locating and bringing in both major and minor sponsors for all WCSFA events but especially our major ones, VCON and Northwest Fan Fest. Will be responsible for negotiating major sponsorship deals and for tracking the list of minor sponsors. Will work with the Marketing Coordinator to make sure marketing materials include all key sponsors. Will coordinate with and may mentor the Chair and Sponsorship Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest).

WCSFA Youth Committee Chair

Responsible for organizing and presiding over a committee of young WCSFA members (up to age 25) tasked with providing input, generating ideas and planning programming to help WCSFA attract and keep more of their peers as paid members preferably without drastically altering the core nature of individual events. The committee would initially focus their efforts on VCON, for which this is a particular concern.

Would-Like-To-Fill Positions

WCSFA Fundraising Coordinator

Responsible for planning ways to raise funds for WCSFA, for specific events, for designated charities, or other reasons. Methods may range from a silent auction – alone or in conjunction with an event – up to a ticketed dinner and dance event, and anything in between. The Fundraising Coordinator would also be responsible for obtaining donations to use as silent auction items or event door prizes and would work closely with the Sponsorship Coordinator on this front. Will coordinate with and may mentor the Chair and Fundraising Coordinators on the committees dedicated to major events (VCON, Northwest Fan Fest)

WCSFA Campus Committee Chair

Responsible for organizing and presiding over a committee of individuals currently attending local post-secondary institutions dedicated to promoting WCSFA itself and WCSFA events on local campuses. Will work closely with the Volunteer Coordinator, the Marketing Coordinator and the Youth Committee.  Ideally, this role will go to someone who attends or works at a post-secondary institution, although we will consider anyone who can show appropriate experience and networks with one or more local campuses.

WCSFA Website Content Coordinator

Responsible for the content on all WCSFA web properties (WCSFA.org, VCON.ca, NorthwestFanFest.com). Will create, update and delete content when and as necessary. Will work closely with the Marketing Coordinator and the Social Media Coordinator (who will be responsible for blog content on WCSFA.org and who will need to know about updated or new content). May appoint Website Content Assistants to work as copywriters and copy editors. For our event-related web properties, will coordinate with and may mentor Website Content Coordinators on the committees dedicated to those events.

VCON To Have Breakout Year in 2017

WCSFA Says: We’re Doing All the Things!

The West Coast Science Fiction Association (WCSFA) announced today that 2017 would be a “breakout year” for VCON– that is, they will be breaking out individual aspects of their annual three-day event into several, smaller, tightly focused events scheduled throughout the year.

VCON, the signature event for WCSFA is a long established general SF convention lasting three days but “Three days a year isn’t enough!” according to Chris Sturges, WCSFA president. “We have many more ideas and plans than we can fit in, we need more time! We tried the time travel convention (VCON 40), but that didn’t work.”

With that in mind, WCSFA is announcing a series of events in 2017, to allow more people to attend VCON related-events, and to bring the ideas and strengths of our volunteers to the forefront. So far we are planning:

VCON Relaxicon 41 ½.
We’re scaling back the traditional VCON just a bit, focussing more on people getting together with people. We want to make sure people have time to relax and enjoy the community that we’ve all worked to build. We can confirm that this event is a go and will be held 28-29 October 2017 at the Vancouver Guildford Sheraton Hotel.
Nothing But Games.
A 2-day event featuring tabletop and board games, console gaming, stand up arcade games, a Magic Tournament, head to head Artemis bridges, and much more.
All the Art.
A high profile art show featuring the best artists from our art show and invited guests, celebrating Science Fiction and fantasy artwork of all mediums.

We have many more events on our list, but we need your help! If you have an idea for an event or would like to help with one of the planned events, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org.

WCSFA Takes on Stewardship of Northwest Fan Fest

Northwest Fan Fest: We’re not Dead Yet!

The West Coast Science Fiction Association (WCSFA) and The West Coast Fan Society (WCFS) announced today that the show will go on, as WCSFA agrees to accept stewardship of the Northwest Fan Fest convention (previously supported by WCFS) to ensure it will continue as the popular festival of genre media, cosplay and gaming that is has become, and will have the opportunity to grow to its fullest potential.

In the immortal words of Cameron Locke, president of WCFS, “The rumours of NWFF’s demise are greatly exaggerated!”

This year will see several smaller events hosted by WCSFA to promote all the most vital elements of NWFF and keep the heart of NWFF pumping.

“Northwest Fan Fest fills a vital niche in our community, it’s our duty to support it and help it grow,” said Chris Sturges, president of WCSFA, “We are planning a number of smaller events this year to support the community that puts on and attends NWFF.”

The events planned so far include a Walkoff-Rager event, a Gaming-only event, a Costume and Cosplay workshop series, and a Cosplay picnic. If you are interested in helping with these events or have an idea for a fan event, please contact the WCSFA Secretary at secretary [at] wcsfa [dot] org!

TEDxStanleyPark Fundraiser

TEDxStanleyPark
(March 4, 2017 at 10:00am – 6:00pm)

The West Coast Science Fiction Association (WCSFA) has made a fundraising arrangement with TEDxStanleyPark  for every ticket sold using our promotional code a portion of the price will be donated to our organization.

Curious about what TEDxStanleyPark is? Well, here’s what they have to say on their website:

TEDxStanleyPark is one of the world’s largest TED conferences. High-impact talks address a diverse range of humanity’s tough challenges and offer practical and optimistic solutions. These talks inspire, stimulate and activate thoughtful optimists with open minds and big hearts to move the needle toward a better world. The ‘TEDxStanleyPark’ name was inspired by Vancouver’s iconic Stanley Park – both the park and the conference inspire, stimulate and activate their visitors; the TEDxStanleyPark conference is held in downtown Vancouver and NOT in Stanley Park.

For additional information about the event, including the list of speakers, visit the TEDxStanleyPark website.

Buy Tickets

Even if you’re not able or inclined to purchase tickets yourself, please help us out by sharing this post – the wider the distribution the better!

VIP $127
VIP tickets entitle you to an unreserved seat in the Orchestra Right Centre, Centre and Left Centre sections. A continental breakfast will be served nearby starting at 8:00 am.
General Admission $97
General Admission tickets entitle you to an unreserved seat in one of the General Admission sections on the Main Floor, Mezzanine (2nd floor) and Dress Circle (3rd floor). A continental breakfast will be served nearby starting at 8:00 am.
Balcony $77
Balcony tickets entitle you to an unreserved seat in the Balcony section on the 3rd floor. A continental breakfast will be served nearby starting at 8:00 am.

 SPECIAL: Early Bird Seat Sale 

Wow! TEDxStanleyPark is offering a special “early bird seat sale” which includes a five (5) bonus package worth $255 for every early bird TEDxStanleyPark ticket bought.

 YES! 
Five (5), fun bonuses worth $255
with EVERY ticket!

BUT – this special expires either when they sell out or on December 31, 2016, whichever comes first, so NOW really is the time to pick up your tickets for the event. (Consider, they could be a great last minute holiday gift!)

Details about the five bonuses that will be included with your purchase follow.

Buy Tickets Now!

Float House Sensory Deprevation Tank
Woman floating in a sensory deprivation tank
Float House

Float House will give you an introductory float in its
Sensory Deprivation Tank. Conditions apply.

Retail value $75.

Guiides.com Stanley Park Tour
Stanley Park Sea Wall
Guiides.com

Guiides.com will give you a guided running, cycling or foraging tour of Stanley Park. Conditions apply.

Retail value $45.

Museum of Vancouver Tickets
Museum of Vancouver/Vancouver Planetarium building
Museum of Vancouver

Museum of Vancouver will give you 2 tickets to explore the Vancouver history galleries and exhibitions. Conditions apply.

Retail value $30.

Yuk Yuks Comedy Club Tickets
Laughing audience
Yuk Yuks Comedy Club

Yuk Yuks Comedy Club will give you 4 tickets to a stand-up comedy show. Conditions apply.

Retail value $40.

Elegance MD MediSpa MediCupping Massage
MediCupping Massage
Elegance MD MediSpa

Elegance MD MediSpa will give you a 30-minute MediCupping massage. Conditions apply.

Retail value $65.

Call for Bids to Run VCON 42 in 2017

Call for VCON 42 Bids

To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

The West Coast Science Fiction Association (WCSFA) is now accepting applications from groups of fans interested in becoming the core of the organizing committee (ConCom) for the VCON 42 convention, to be held in October 2017 at a venue still to be determined.

In order for a committee bidding to run VCON to be considered, the requirements and procedures noted here must be met.

Completed bid information must be submitted to the WCSFA Board Secretary (secretary [at] wcsfa [dot] org) no later than MON 31 OCT, 2016.

The WCSFA board highly recommends that anyone interested in being a VCON bid chair contact us to formally declare yourself much earlier than the bid deadline so that we may provide you with information and documentation that will be useful for developing your bid.

WCSFA exists to support fan-run events like VCON and is ready to provide any declared bid chair with assistance to help bring about a strong bid. Such assistance may include but is not limited to access to shared resources, forwarding names of potential ConCom volunteers who come forward during the course of the bid process, financial budget advice, and specifics for required and traditional event activities.

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

PS: If you’re interested in helping to organize the event but don’t particularly wish to be a bid chair (and thus “in charge”), please let us know. We can then connect you with declared bid chairs and you can discuss where you would best fit in their organization.

Jump To:
[Committee Requirements] [Budget Requirements] [Programming Requirements] [Bidding Procedures] [Contact Us]

Committee Requirements

A committee list with the names of at least five people with appropriate previous experience who will assume responsibility for the convention. This list must include the Chair, at least one Vice Chair, and a Treasurer, plus at least two others from the provided list of department heads.

Required Positions

  • Chair
  • Treasurer
  • Vice Chair (at least one)
    • Vice Chair, Business (Finances, Registration, Public Relations & Publications)
    • Vice-Chair, Front of House (Events, Exhibits, Program, Tech/AV)
    • Vice-Chair, Back of House (Venue, Hospitality, Operations, Services)

Department Heads

  • Business Division
    • Registration
    • Public Relations (promotions & publicity)
    • Publications (program book content & ads)
  • Front of House Division
    • Programming
    • Art Show
    • Vendor Hall
  • Back of House Division
    • Venue
    • Hospitality
    • Operations
    • Volunteers
This list does not include all possible departments your committee might have, only the ones the WCSFA board considers to be the most important for a committee to successfully run VCON. WCSFA can provide interested parties with a complete list of recommended departments and their responsibilities on request.

If there are multiple bids it is acceptable for them to share some members – e.g. the same person could be the Art Show Director for more than one bid, or the Vice Chair, Front of house for one bid could be the Programming Division Head for another – with the following restrictions:

  • A bid CHAIR may serve on another bid committee, but NOT as CHAIR, TREASURER or any VICE CHAIR
  • A bid TREASURER may serve on another bid committee, but NOT as TREASURER or CHAIR
Budget Requirements

A realistic, written, preliminary budget for the convention.

Samples from previous years and assistance will be provided by WCSFA in advance if requested.
Programming Requirements

One or both of the following:

  1. Name(s) of prospective Guest(s) of Honour who have indicated they are willing to attend if formally invited, and estimated expenses of bringing them.
  2. A theme for the convention, and suggested programming to go with that theme.

WCSFA recommends planning for an Author Guest of Honour, an Artist Guest of Honor and up to two additional Guests of Honour from any appropriate fan area.

VCON’s standard policy is that guests ARE NOT PAID appearance fees. Guests of Honor expenses may thus only include the cost of travel, hotel accommodation and a daily honorarium (currently at $50/day) for each scheduled convention day the guest will be in attendance.

Bidding Procedures

WCSFA will provide copies of the bylaws and any other relevant documents to announced bid committees.

A vote of members of WCSFA who are in good standing will be taken at a general meeting to select a bid from among those that are brought forward. This meeting will be held no later than three weeks prior to the current year’s VCON, so as to provide time to generate publicity material in time to be distributed at that event.

Prior to this general membership meeting, the WCSFA Board will meet with the declared bid committee(s) to formulate a recommendation to take to the general membership. If the WCSFA executive feels that no acceptable VCON bid is forthcoming, they may recommend that no convention be held the next year unless an acceptable bid is presented within four months of the current year’s VCON. In the event of a late bid, another general membership meeting shall be called and vote taken.

Contact Us

For additional information about this Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following:

Notice of WCSFA July 2016 SGM – Getting There

Notice of
West Coast Science Fiction
Association
Special General Meeting
•••
Getting There

Date SAT, 23 JULY 2016
Start Time 2:00 PM – doors open 1:30 pm for sign-up, sign-in, and proxy registration
End Time 4:00 PM – clean-up volunteers may stay until 4:30 pm
Location Bonsor Recreation Centre, Multi-Use Room #1
6550 Bonsor Ave, Burnaby, BC (near Metrotown) – Google map
To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

This is a follow-up post containing directions to the upcoming WCSFA Special General Meeting. It contains information on the location and how to get there whether driving or by taking transit.

See you there!

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

Bonsor Community Centre

Where It Is

Bonsor Park is a modest park located just SE of the eastern end of the Metropolis at Metrotown Mall which is presided over by the Bonsor Recreation Centre. The Bonsor Recreation Centre is officially at 6550 Bonsor Avenue, at the corner of Bonsor and Bennet, but is accessible from several other directions. The park itself is framed by Bonsor Ave. (NW), Bennet St (N), Nelson Ave (E), Jubilee Ave (SE) and Central Boulevard (SW). The aptly-named “Brief Street”is actually the access road for one of the community centre’s parking lots.

Navigating The Building

Multi-Use Room #1 of the Bonsor recreational complex is on the second floor. It is on the same side of the hallway as the “Arts Room” projecting sign, and more nearly opposite the washrooms.

Inside access is by open-frame stairs or elevator from the main floor entrance lobby, which is at the SE side of the building. Outside access is by stairs on the SE side of the building, or by wheelchair ramp up the SW side.

If you use the outside ramp, turn right at the top and go to the farthest door along/around the courtyards. This is the only second-level door available for general entrance (Other doors may be open for the benefit of people using rooms on that side of the building. Don’t walk through someone else’s meeting or practice!)

Getting There

By Car

(From nearest major roads. Also, see Google Map)

Nelson Avenue (N-S) provides east-side access from Kingsway Avenue and from Imperial Street. Central Boulevard (NW-SE) provides south-side access from Willingdon Avenue and Imperial Street.

PARKING
There is plenty of parking around 3 sides of the recreation centre. There is NO parking on Bonsor Avenue, which divides the recreation centre’s territory from Metropolis at Metrotown.

Parking is free, but only allowed while using the Bonsor Recreation Centre. Do not leave your car in the lot and go to the mall. Use the mall’s own parking for your before/after shopping run. The nearest mall parkade access is at the intersection of Bonsor Ave. and Bennett St.

By Transit

Make your best way toward Metropolis at Metrotown Mall, aiming for either the SkyTrain station or the bus loop. As you get near the Mall, check your arrival time against the #100 and #144 bus timings, noted below.

There are two (2) bus routes, the #144 Metrotown/SFU and the #110 Metrotown/Lougheed Station, which both approach and leave the Metrotown Bus Loop via Bonsor Street. There are stops in both directions at the intersection of Bonsor Ave. and Bennett Street.

On Saturdays, each of these buses runs every 30 minutes:

  • The #144 arrives at the bus loop just before the quarter-past and quarter-top points; it departs just after the hour and half-hour.
  • The #110 arrives at the bus loop at the xx:25 and xx:55 points; it departs at the xx:19 and xx:49 points.

WALKING FROM METROTOWN BUS LOOP
Walk under the escalator, and dodge left around the end of the fence rail that divides the bus loop from the stairs up toward Central Boulevard. Walk two (2) short blocks along the north side of Central Boulevard to Bonsor Street and cross it. The recreation centre is ahead and to your left, beyond a grove of tall evergreen trees. Take the diagonal path into the nearest parking lot. Either walk around the building to the right to get to the main doors or use the visible outside switchback wheelchair/trolley ramp to get up to the second level’s outside courtyards and the handicapped entrance.

WALKING FROM METROTOWN SKYTRAIN STATION
At the concourse level, do not take the usual left turn toward the overpass to Metropolis at Metrotown mall. Instead, go straight ahead, down the nearest exit stairs, and walk (SE) less than a block to the second of two crosswalks and cross Central Boulevard to the Metrotown Bus Loop. Once across the road, turn right and then follow the directions for walking from Metrotown Bus Loop, above.

NOTICE: SkyTrain Handicapped Access
The elevator at Metrotown Station is currently out of service due to construction. Anyone with mobility issues must travel to Patterson Station instead and take the special accessible service shuttle to Metrotown Station. (Consult with Translink for times.) Proceed from Metrotown Station bus loop as per general transit and foot access instructions.

 

WALKING FROM INSIDE METROPOLIS AT METROTOWN MALL
One ground-level exit leads out very close to the Bonsor Recreation Centre – the “Bennett Street/Firefighters’ Hall” marked exist near the Bay. Go out the broad corridor by the Disney Store. This leads directly to the intersection of Bennett and Bonsor. USE THE CROSSWALK to your left (traffic is fast and strange there – don’t chance it!). A scrolling LED sign for the recreation centre is off to the right a little. Go CLOCKWISE around the building to get to the main entrance, or COUNTER-CLOCKWISE to get to the outside wheelchair/trolley ramp.

Contact Us
If you have queries about this SGM, the Call for VCON 42 ConCom Bids, WCSFA or other items.

For additional information about this SGM, the Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following:

Notice of WCSFA July 2016 SGM

Notice of
West Coast Science Fiction
Association
Special General Meeting

Date SAT, 23 JULY 2016
Start Time 2:00 PM – doors open 1:30 pm for sign-up, sign-in, and proxy registration
End Time 4:00 PM – clean-up volunteers may stay until 4:30 pm
Location Bonsor Recreation Centre, Multi-Use Room #1
6550 Bonsor Ave, Burnaby, BC (near Metrotown) – Google map
To: All Current WCSFA Members and Interested Parties
From: West Coast Science Fiction Association 2016 Board of Directors

All current members in good standing of the West Coast Science Fiction Association (WCSFA) and other interested parties are invited to attend a Special General Meeting for the purpose of discussing and voting on changes to our bylaws and a call for bids from teams interested in running VCON 42 in October 2017.

Details for the date, time and location are noted above, information on how to get to the site by Transit or from inside Metrotown Mall will follow. See below for details of the planned SGM agenda, proposed motions, member qualification, proxy voting requirements and contact information for further queries.

Yours,
Jenni Merrifield : secretary [at] wcsfa [dot] org
2016 Secretary, West Coast Science Fiction Association

Jump To:
[Planned Agenda] [Call For Bids[ [Changes to Bylaws] [Member Qualification] [Proxy Voting] [Contact Us]

Planned Agenda

  1. Call to order
  2. Acceptance of Proxies
  3. Adoption of the rules of order
  4. Discussion and voting on Proposed Motion to Call for Bids for VCON 42
    See the Call for Bids section for details
  5. Discussion and voting on Proposed Motions for Changes to Bylaws
    See the Changes to Bylaws section for details

    1. Motion One: Remove Vice Chair Venue Negotiation Clause
    2. Motion Two: Remove Vice Chair Organizing Committee Restriction Clause
    3. Motion Three: Elections to be to the Board as a Whole
    4. Motion Four: Board Seats to be Split Into Two Groups with Two Year Terms.
  6. Closing Remarks
  7. Adjournment
Call for Bids
The following motion proposing that WCSFA publish a formal Call for Bids for VCON 42 will be discussed and voted on at the SGM.

Proposed Motion

As no one has put forward their name as a potential VCON 42 Chair from among the currently active members of WCSFA and the VCON 41 ConCom:

“The WCSFA board to publicly distribute a formal Call for Bids for VCON 42 ConCom to all WCSFA members and through social media channels, no later than 31 JUL 2016, with the deadline for interested parties to put forward a bid set no later than 21 AUG 2016.”

If one or more bids are received by the deadline:

“The WCSFA Board to schedule a Special General Meeting to be held sometime between that deadline and SUN 04 SEP, 2016 for the purpose of presenting and voting on the bids and such other business as may be required to be done at that time.”

If no bids are received by the deadline:

“The WCSFA Board to schedule a meeting where they will decide whether to recommend VCON 42 be delayed until 2018 with another Call for Bids going out in the New Year for consideration at the AGM, or to recommend another Call for Bids for 2017 be made immediately with a deadline of 31 OCT 2016, and a follow-up SGM scheduled between then and SUN 13 NOV 2016.”

Purpose:  At the 2016 AGM a motion was passed that, as no one had stepped forward for election as the VCON 42 chair, the WSFA Board would hold an SGM approximately three months later for the purpose of finding a candidate for the position and such other business as may be required to be done at that time. Unfortunately, the attempt to find a candidate from among currently active members of WCSFA and the VCON Concom has not been successful. The board wishes to try a ConCom Bid format, much like what was originally used by the organization, rather than the election of only a Committee Chair. The bidding process will be based on those used earlier in WCSFA’s history combined with current WCSFA board policies and modern fan convention running best practices.

A preliminary draft of the planned Call for Bids text will be made available at the meeting.

Changes to Bylaws
The following motions proposing changes to the WCSFA bylaws will be discussed and voted on at the SGM. View a copy of the current bylaws.

Proposed Motion One

Remove Vice Chair Venue Negotiation Clause

To remove the following clause from WCSFA Bylaws Part 7 (Duties of Officers), Section 41, article (2):

“The Vice President is charged with the duty of negotiating for and signing the contract for the venue(s) where a major society-sponsored event will be held”

Purpose: To move duties currently assigned to the Vice President to the Policies and Procedures document so that it can be adapted from time to time by the WCSFA Board of Directors without requiring a Special General Meeting. In this case, the current requirement is incorrectly specified as negotiation of venue contracts are usually done by the event chair and/or hotel liaison, with overview and signing authority provided by the vice-chair.

Proposed Motion Two

Remove Vice Chair Organizing Committee Restriction Clause

To remove the following clause from WCSFA Bylaws Part 7 (Duties of Officers), Section 41, article (3)

“The Vice President shall not hold a position on any active committee formed for the purpose of organizing a major society-sponsored event.”

Purpose: To move duties currently assigned to the Vice President to the Policies and Procedures document so it can be adapted from time to time by the WCSFA board of directors instead of a Special General Meeting. In this case, the restriction has been deemed onerous and should be adjusted on a case by case basis.

Proposed Motion Three

Elections to be to the Board as a Whole

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (2):

“Separate Elections for each office to be held”

with the following:

“Future candidates will stand for election to the board as a whole and all offices shall be filled from within and by vote of the Board of Directors”

Purpose:  To allow more flexibility on filling board positions and to better support the sharing of knowledge across different board positions.

Proposed Motion Four

Board Seats to be Split Into Two Groups with Two Year Terms

Option A (language to be used if proposed Motion 3 passes)

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (1):

“The directors must retire from office at each general meeting when their successors are elected”

with

“Seats on the Board of Directors will be split into two groups, with each group to be elected for two-year terms in alternate years.

(a) Group 1 to be a minimum of three and a maximum of five seats.
(b) Group 2 to be a minimum of two and a maximum of four seats.”

Option B (language to be used if proposed Motion 3 fails to pass)

To replace WCSFA Bylaws Part 5 (Directors and Officers), Section 26, article (1):

“The directors must retire from office at each general meeting when their successors are elected”

with

“Seats on the Board of Directors will be split into two groups, with each group to be elected for two-year terms in alternate years.

(a) Group 1 to be President, Treasurer, a Member at Large and up to two additional Members at Large.
(b) Group 2 to be Vice President, Secretary, and up to two additional members at large.”

Purpose: To allow for a continuity of personnel in the board so that ongoing major events can more smoothly continue as intended.

Member Qualifications
You are a WCSFA member in good standing for this Special General Meeting:

  1. You had a membership to VCON 40
    WITH THE EXCEPTION OF the following types of complimentary day or weekend memberships [*]:

    1. volunteer
    2. program participant (NOT including Guests of Honor)
    3. fan club/organization representative
    4. media/press
  2. OR You have purchased a membership for VCON 41
  3. OR You have paid the $5 WCSFA membership fee at any time after 24 JULY, 2015,

AND

  1. You do not currently owe any debts to WCSFA.

Members in good standing who are aged 13 and older as of the date of a General Meeting are also Voting Members and are eligible to vote on any motions made during the meeting. Members who are aged 19 and older are eligible to run for election to the Board of Directors or put forth a bid to run an event.

[*] Although these specific complimentary membership types DID NOT include membership in WCSFA these valued event participants are being notified of this SGM at the request of the WCSFA 2016 President, Chris Sturges. You are not only welcome to attend the SGM as an observer but you may become a voting member by purchasing a $5 voting membership or a weekend membership to VCON 41. These can both be done, in advance, through Eventbrite at http://vcon41.eventbrite.ca/#tickets or on-site at the SGM, during the “sign-in and sign-up” period between 1:30pm and 2:00pm

If you are not sure whether you have a current WCSFA membership, please contact the WCSFA Secretary (secretary [at] wcsfa [dot] org), before FRI 22 JULY, 2016 to check your status.

For members who are unable to attend in person,
proxy voting is allowed.
Instructions on how to set up a proxy vote
can be found in the next section.
Proxy Voting
How to Set Up A WCSFA Voting Proxy

A WCSFA member in good standing may give their proxy to any other member in good standing. A proxy is only valid for a single general meeting and may be provided as described here

  1. A proxy is given by providing written notice to the directors indicating the following:
    1. the member in good standing to whom the proxy is being given,
    2. the date of the general meeting at which the proxy will be valid, and
    3. the specific motions, resolutions or elections to which the proxy is to be restricted if any.
  2. Notice of proxy may be provided to the directors in the following ways:
    1. as a paper notice, submitted personally, by mail, or by fax, that is both dated and signed by the member giving the proxy, or
    2. as an electronic mail message sent to the electronic mail addresses of the President, the Vice President and the Secretary from the registered email address of the member giving the proxy.
  3. All notices of proxy must be received by the directors prior to or at the start of the general meeting at which the proxy is valid.

A paper note may also be given to the member who will hold the proxy and handed into the board prior to the start of the general meeting or you may make arrangements to deliver it by hand, mail or fax with any current board members.

As noted in instruction step 1.c the member must choose whether their proxy is applicable to ALL motions, resolutions and elections to be voted on at the meeting or is restricted to only some. Restrictions can be applied by, for example, naming specific, individual motion(s) or resolution(s) noted on the agenda, specifying it is only for elections of members of the WCSFA Board of Directors, etc.

NOTE

With a proxy, your vote will be assigned the same value as that of the person holding your proxy. That is, you may not choose to specify what your vote choice is independently of that person.

Contact Us
If you have queries about this SGM, the Call for VCON 42 ConCom Bids, WCSFA or other items.

For additional information about this SGM, the Call for VCON 42 ConCom Bids, or anything else related to WCSFA, VCON or it’s other events, please feel free to contact any of the following: