Attendance
Board Attended: John Koniges, Kim Hofer, Tristan Anderson, Kevin Ehrler, Michelle Clark, Jay Bottem, Christina Kramer
Board Absent: Anthony LaBerge
Observers: Troy MacDonald, Heather Bufkin, Erick Hofer
Notes
Meeting called to order 18:30
Agenda: Recap off cycle board actions and votes
- Took an email vote about helping Chris Ayres $3070.80 called a vote and it passed
- 5 for none opposed
- Wanted to double check to make sure that this is fine to do tax wise, and it is as it is a new year, based off of actual year
Agenda: Open Session
- The ATC Website is still pretty low on content
- No new Social Media Posts
- Front page has not been updated in a long time
- About us and bios need updating
- Can we add the Vision Statement to the front page?
- Recording Board Meetings
- In some cases the notes have been unclear so it would be nice to have a recording to reference for clarity.
- This has been discussed in the past, we do have insurance now if something is said that could result in litigation.
- There is a difference between people coming to listen, and having a recording online.
- While a lot of city offices offer recordings, not all organizations do.
- Some things could be said that do not need to be put online.
- Have found multiple tech staff to volunteer for editing
- Could look into doing audio only, with transcriptions
- This would make a number of the board members much more comfortable then being on camera
- Audience members could also be captured on audio and they might not feel comfortable giving feedback when being recorded
- Audience audio could be edited out and just have any feedback or questions transcribed
- Also could possibly have the audio and transcription available on request instead of just being posted on the website.
- John I. and Tristan A. will work on drafting a proposal for this in the next meeting.
Agenda Planned Discussions from scheduled visiting parties/ATC Partners
- No Updates
Agenda Equipment Rental Requests
- No Updates
Agenda Coordinator Updates
Anime Detour
- The program guide deadline is this week, a lot of departments are communicating with themes
- Waiting on one or two guest contracts
- Current registration rate is approx. 300 short of last year
- Has a goal of 50 registrations at AMKE
Charities
- New procedure for Charitable Giving
- The April meeting will be the meeting that we receive the proposals
- The May meeting we will be presented with proposal options and vote
- This allows us time to vet the charities
- Greg Ayres is recovering – hotel was paid
- Carrie Savage is heading back to LA to find work looking for help with travel
- Also possibly looking for help with taxes
Clubs
- No Updates
Community
- No Updates
SOS
- Outpost Anime was last month, the attendance similar to previous years.
- Did receive more donations and concession sales, just under breaking even.
- Sold $37 in Detour Merch
- SOS Team meeting had 4 new faces, things are looking really good now
- Looked into planning Cosplay on Ice dates
- Looked into planning Cosplay Picnic at Como dates
Finance
- We are about 500 registrations short of getting to the black line. Hoping will reach it by the end of February
- Accounts
- Bank at $293,936.62
- Edu at $2,262.16
- Leg at $16,221.48
- Lease for storage unit, ends at end of April must sign a new one by end of February or give two months notice
- Board proposes to sign a 3 year contract for new storage unit due to how much space it has and is a good location
- 6 in favor none opposed
- Board proposes to sign a 3 year contract for new storage unit due to how much space it has and is a good location
- Save Point – waiting on 5 cords and to give them a refund check for $40
- Have reached out to contact Shauna many times and have not heard back
- As it has been over the 30 days stated in the contract, they will not be receiving the refund check
- As a side note we have had issues with them 4 years in a row, where they lose equipment and are uncommunicative.
- Presented the 990 draft for taxes, will be filing tomorrow, need board resolution that it can be filed
- 6 in favor none opposed
- Once completed a pdf version will be put on the website
Agenda Updates on current Board projects
Storage Locker Security
- Tristan will work on a budget proposal to put a security camera in the storage locker
- Some staff have not felt comfortable being there alone
- The property manager has the right to unlock the door and walk into the unit without knowing what is going on
- Tristan would be able to install himself
- The camera would just be recording, not streaming (due to internet costs) and only specific people would have access to pull the recording
- Insurance company would need to be updated
- Can be installed onto our equipment (a shelf) vs on a wall of the unit itself to make sure no damage is done to the unit
- Would want it to be motion activated so only recording when necessary
- There was discussion on whether or not a sign needs to be hung, this can be decided later
Attendance Policy Board Members and Coordinators
- Interested in looking at a bylaw change to institute an attendance policy for board members and coordinators
- Coordinators have a lot of out of meeting responsibilities vs the board members primarily doing their job at the board meetings
- When we have an even number of board members present, there is the possibility of a split vote
- We do already have tools in place for issues with attendance. President needs to talk to board member
Defining Quorum
- Kevin has presented 3 proposals to update the By-Laws to include our definition of quorum
- See attachment
- These can be voted on after the convention
Coordinator Realignment
- See summary document that explains the proposed changes.
- Michelle volunteered to take inventory at GPS and then when items are used whoever uses them updates the inventory.
- The secretary ordering the supplies can be revisited in a few months to see if it is working
- Anton suggestion charitable giving could be moved under the new community role
- This would make that department too large so will not be doing this
- Definition clarifications:
- Community – table events – public face
- Charity – financial donations
- Communications – public presence
- Proposed vote to change the current coordinators and expand roles as stated in the summary document
- 6 in favor, none opposed
- The Job requirements for the Communications Coordinator will be posted
- Community will be handled by Eric in the interim, but this position will also be open
- Propose that Eric be the interim for Community
- 6 in favor, none opposed
- Propose that Eric be the interim for Community
Break at 7:41 Readjourn at 7:55
Anime Twin Cities Membership
- After the last meeting a policy was put in place that the staff can earn a free badge for the next con cycle. However as a result they would not be a member of Anime Twin Cities and as such would not have voting rights.
- Currently there is a bylaw that states the ATC membership cannot be given away at no cost.
- We need to look into more ways to communicate that Anime Detour is part of Anime Twin Cities.
- View: Those that want to have voting rights for ATC should contribute the $15 membership fee to help support the organization.
- Will need to look into a way to sell just the membership on its own.
- Possibly will reduce the voting populace by a large margin.
- View: Looking into a bylaw proposal that those who qualify for the free staff badge would also earn ATC membership at no additional cost.
- Will need to look into federal laws about volunteer compensation.
- John K. and Tristan A. will do more research and form an actual proposal for this.
Anime Twin Cities Eligibility to Vote Requirements
- Looking into having the board meetings count towards the 60% of attendance needed to earn voting rights.
- Audience is neutral at board meetings, vs at a club or planning meeting they are participating
- John K. will look into writing a proposal in terms of bylaws for this
Anime Twin Cities 5 Year Plan
- See attached draft for plan
- As this is just a draft, the document can be commented on, and rewritten, it is not being voted on today.
- Need to clarify document:
- Additional funds outside sources (outside of ATC)
- 20k increase each year not additional each year
- Attendance targets could be unrealistic – staff might have to work more to meet goals – this can conflict with coordinators goals and does ATC want to override coordinators
- How to build attainable goals that are actually actionable vs just nice words
- Coordinators do write goals every year, so maybe this document would be handled by coordinators
- ATC Is org, coordinators work for org technically, makes logical sense to set overall goals, and coordinators set goals to help contribute to goal in long term scenario
- What do we want board to do in regards to coordinators actions
- Goal of document is to tell coordinators what we want to be, and work with them to figure out what we want all together
- Trying to align tasks with our vision and mission statement.
- Want to make sure we are included some amount of no cost events for community
- SOS is our way of giving to the community at no costs
- Make sure we review what we are proud of and don’t want to give up
- Marketing – how to market AD and how to market ATC
- Charitable giving – want to see if we can work with organizations that align to our vision statement
- This document will continue to be worked on, goal will be to complete before coordinator goals are due
Motion to adjourn 9:07pm passes