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
Agenda Equipment Rental Requests
Agenda Coordinator Updates
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
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
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
We are about 500 registrations short of getting to the black line. Hoping will reach it by the end of February
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
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
Kevin has presented 3 proposals to update the By-Laws to include our definition of quorum
These can be voted on after the convention
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
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
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