July 2013 Board Notes

Date:

07/15/2013

Attendance:

Board Attended: Lauren, Kim, John, Michael, Brian, Rin, Andy, Damarra (late)
Board Absent:
Observers: Kale, Gifford, Heather, Jo Thomsen, JayCollette Herald-Gordon, Christopher Picotte, Anita Phoenix, Kraig Finney, Charles Piehl

Notes:

open discussion: R.K. situation [Gifford]

will not bar him from Detour because of unsettled legal status (no charges have been filed)
will cease any interaction with Kronos LLC room parties, programming or business transactions as long as he is involved
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concerned about blowback if something happens b/c of his presence [Rin]
ATC may be liable for defamation of character if charges turn out to be false [Mike]

question: why we can't use our prerogative to ban anyone for any reason? [Jo]
banning should be used only for clear-cut reasons [Gifford]
there are instances of overpromotion and improper use of Detour photos and false allegations as additional incentive for total media ban [Lauren]

want to revisit ATC anti-harassment policy to confirm proper course of action [Jo]
Rin can be point person for any revisions
short training would be helpful [Brian]
maybe after the new year, or shortly before the con? [John]


open discussion: Anime Fusion's equipment request [Chris, Anita, Kraig]

process would be easier with a checklist [Heather]
checklist would be easier to compile if department heads submitted updated inventory lists [Kim]

walkie-talkies aren't on original request [Chris]
those can be added, along with the associated tech fee [Lauren]

► approve Anime Fusion's equipment request
vote passes with no objections


Social Outreach Services [Heather]

upcoming events:
Kotatsu - Tuesday, 8/6, at the IHOP behind MoA
St. Paul Saints baseball day
State Fair

August picnic may or may not have a staff meeting attached
can extend picnic reservation for $60, which would be cheaper than reserving meeting space at the hotel ($125)

printed flyers
theme decorations for room parties

GPS would like a small ATC banner for events like Pride (~$30-$50 at Staples, Vistaprint)
another larger ATC banner would also be helpful, for permanent placement in room 107 [Charles]
► purchase small banner
vote passes with no objections

question: would additional clubs be under SOS or ATC?
technical distinction made between clubs (regular meetings) and SOS (semi-/irregular meetings) [John]
► create officer position to be the liaison for clubs
vote passes with no objections


Anime Movie Night [Mike]
will not show Vampire Hunter D: Bloodlust b/c U.S. rights are up in the air


financials [Kim]

official decline letter received, regarding our attempt to be exempt from sales tax
unsuccessful attempt to contact MN Bonsai Society regarding the donation; money will go back into general fund
St. Paul Library has anime club at Dayton's Bluff
Andy's financial breakdown was remarked for its detail, but general categories were recommended for dissemination 


Jayson as successor for Detour chair [Gifford]

the Board would like to question him directly [Mike], so his presence is requested at the next board meeting [Lauren]
Gifford reiterates his support for Jayson, in part because he sees leadership qualities similar to Kale and himself


GPS partnership agreement [Lauren]

feedback from Board:
Brian proposes funding plan
Kim feels pressured into giving $20,000, would be more comfortable with $16,000
Lauren is wary of cutting off support prematurely to an entity that is just starting to figure out how to raise funds
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Heather and Gifford strongly support the space as being integral for the community
John would rather go with a 2-year agreement for more flexibility; others note that more money can be given at any time

feedback from Charles:
would corporate donors be excluded from private donors?
likes the idea of base plus matching
want to look at proposal in contract language
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CONvergence has pledged an increase in their contribution
contract date is May 1st

► conceptual 3-year payment plan of  ████████████████████████████████ REDACTED PER AUGUST MEETING
vote passes with no objections


initiatives proposed in previous meetings [Lauren] (assigned point person in italics, where applicable)

supported: typed inventory of rentable equipment (Gifford)
supported: how-to for creating anime club (Brian)
supported: booth at Lantern Lighting Festival (JayColette)
tabled: award for anime industry, similar to Hugo, to be presented at Anime Detour; John and Mike will investigate logistical possibilities
supported: change bylaws on voting rights to include hours spent on other events (Lauren)
budget to promote Movie Night - Mike will submit own budget
supported: weekend LAN/console/tabletop gaming party (John); unsure whether it'd be clubs or SOS
supported: folded pamphlets that would have more content than rack cards (Damarra)
supported: sign for GPS ATC office (Shannon Townsend)
supported: typed inventory of ATC stuff (Gifford and Kim)


► create officer to advocate and promote Community Fund and other charitable endeavors (PR, communications)
vote passes with no objections

► associate tech fee (equivalent to the cost of a 20-hour battery) with renting ATC radios
vote passes with no objections

► approve Anime Fusion's additional request for radios
vote passes with no objections    


Lauren will speak on ATC Board matters at next Detour meeting
Andy will include verbiage of election results into posted bylaws