October 2015 Board Notes
Attendance:Board Attended: Lauren, Kim, Troy, Kevin, John, Michelle, Connie, Dave
Observers: Kale, Heather, Jayson, Morgan, Eric, Amine Con Rep
Troy will do board announcemts at the next Detour meeting
Animini Con Rep Read a letter on behalf of Ryan.
Con falls on same weekend as wizard world
They signed a contract early with the hotel
Addressed the incident at Meta Con
Heather- Sold ad space to Eagle Anime
Swap Meet –Making Flyers to advertise at fusion, may need help running concession stand
Kotatsu and movie along with other events
Has an idea for a rummage sale, has not given it a lot of though
SOS Budget – Heather
Hand out of her budget
Kim-Going back to 2 picnics? Camping?
Heather- That’s the idea. We do what we can for the staff. Everyone had a good time at Johns camping event.
New Years the same
Outpost won’t cost as much as last year. Left over supplies
Cosplay- People did not know workshop items were covered/
Will it be bigger next year? –Kale
Everyone had a good time. Even the staff who just chatted.
Took in half of what we spent.
Shelving unit for Merchandise
Square reader to take cards at events
1st year we made an attempt to recoup funds $320 this year.
Lauren- Still going to do it (dance) need more help? Will be in summer, most likely Jan or Feb.
Dave – What happened to shelving unit?
Everything is now in the garage.
Vote now or after all budgets?
Lauren- 1k increase from last year. Objections?
Vote- all in favor, budget go though
Morgan (Coordinator update)
Keep trending up
ATC is growing
Jayson- Did you get my email?
Morgan- Saw that and wants to discuss this with you.
Lauren- Is the Halloween ball on Halloween?
Morgan- Will be happy to email and say we have an event and have to decline.
Kare 11 will be there
With these companies being there Morgan is willing to post about this on Facebook.
Get the email on Attack on Titian movie? Troy
Yes and will post about it. Morgan
Media Budget (Morgan)
Forgot to add budget for commercial but have no idea how much is cots. For closed circuit to run during Detour.
Lauren- WE were going to borrow a camera and hope someone has editing skills
Michelle, Eric and Troy know how to edit.
Mixed on the ball because it is 21+
Jayson suggests reaching out to the hotel and finding out more information on this event.
Dave suggests promoting for good relations and exposure.
DaisoCon- Why are we going to Wisconsin? Dave
Eric- To promote what we do. Get out name out further.
If we are looking at bigger venues we need to get our name out .John
Getting our name out there is not as important as promoting the LEG FUND. -Dave
Room Parties needs new sings.-Eric
What is the $600 for printing? _Dave
The signs are not under decorations, they are under printing.-Eric
We usually go to Kinko’s to print flyers, E Signs make our signs. Going for more permanent signs this year. Eric
Good ways to build a base. Need a way to ship the posters and prizes. -Morgan
Giveaways drives the feeds. Went up when giving the Wizard World passes by 30 people on each network. Morgan
All in favor
Out at Ausum pumpkin trolleys event this past weekend. Made Expanding at steps of hope- 2 table, cosplays as it is Super Hero theme
Socks and Scarves
Pancakes – Raised funds for Japanese fund
Light the night –bike reflectors
Looking at major companies to help sponsor the Community Fund
Keep Dialogs with GPS and other cons so they can help at events and get the name out
Robotics team page
Mission Statement for the Charity Department
Toys for Tots- Troy Email. Donate time at a food Shelf during holiday season. Troy will look in to this and update Kale.
Red Cross card program for the troops.
All in favor
Clubs – No Budget submitted, No Coordinator
Talked to Ted about Anime showings
The $209 was that all on food? Dave
No that was for videos and the cabinet
Add $225 for a second club? Yes
All in favor
Moving forward with division heads, working on projects though out the year.
Looking at polices, like bylaws example disinaplary
Will bring to the board to vote on, ATC can use this as well
Matt M. has requested the replacement of 2 remotes
This is the first time it’s been brought up to us, past date.
$140 total cost.
Send a check to get him out of hair? Dave
Spreading the word on past date replacements
Matt was the head at the time, was aware of all dates and the process. Knew Ryan was submitting for damaged items.
Pay and make go away or stay firm? –Dave
Was giving one controller so only out 1. On AD side look at policy for replacements. Do not bring collector editions.-Troy
Sing off and catalog for rare, collector items-Jayson
The Matt issue is an Anime Detour issue. Not a board issue.
He is past date and knows he is past the date. –Troy
Reaching out to them.
Getting a hold of specific people is hard.
394 Double Tree to small
Hyatt did not get back
River Center has outside contracts. Bigger project than expected. Kari now has the time to work on this.
Double Tree tour date in email. Late October , Early November
All agree on Nov date.
Look at website with eye to editorial. Was looking at the cap explanation. Safety still called Security. Take a look at the information on the site that relates to the Chairman.-Lauren
No Budget at the moment.
24th is the budget date
Not much going on now
Still 5 outstanding budgets (Anime Detour)
Emailed out reminders they were due yesterday
Loan payment made. Can move forward. The first payment has been made.
Miss one do we let them know they are back on hold? _Eric
Did we explain that if miss a payment automatically not on staff? _Dave
Sent the email explain payment schedule and the consequences.-Lauren
If miss a month the next month has to be 2 payments. –Lauren
Deadline wad the 1st, made payment on the 5th.
Taxes are getting started.
Were not lied to. GPS will not exist without funding form others. To be self sufficient we need to charge more for the rooms.
GPS is a Charity
Money goes to Rent, matincance and storage (lockers)
Clubs that have outgrown living room come here
Project Light House- we cannot do this without your help
We are a charitable org asking for your help
Continued $8 k matching, we are trying to do our best.
People perceptions were skewed.
We get 8k, we match 8k
Originally wanted 20K
We have the infrastructure to do Project Light
Like to have a 2nd on the site committee- communicate what we do.
See hand out for more details
What are the # we need to meet to keep office? Jayson
We can’t decide at this time.
1k decrees, did you think of doing 500? _Jayson
Talked with Kim and decide on this in good faith.
Cost of Rent has gone up-Dave
Total operating budget
2014 were in the black
This year going to be down 8k,
Garage sale did better, Migration did better
Have supporting membership cards at Source
Going to be stable on current donation?-Jayson
We will be fine till the end of 2016-Dave
We don’t keep things private.
Lauren- The board that worked on the original agreement, 20k, was comfortable with 20k. Were running under assuming that they were going to get grants from Target and such.
Last board was vocal about stepping down in the amount given. Wants GPS to be more autonomous
This should not infuluce the decision.
What # are you comfortable with, Kim has stated her comfortable amount.
Last time we did not have an advocate for GPS. Were not sure where our funds were going. Dave being hear and being passionate helps. Not sure we want to scale down. –Jayson
Think we should give more than this? Lauren
What do we gain with step down?
We gain nothing, keep what we were doing. Felt mislead at the time. Financially we do not need to step down. Thought it would help push getting extra donations or sponsors. Don’t want them to rely on us.-Kim
The fact that we are having a hard time booking here means they are doing a good job. How much value do we get out and how much is them assuming we will give a big chunk of money
We are currently at 8k; you show us you are making an effort to find partners