August 2020 Board Notes




Board Attended: Tristan Anderson, Kim Hofer, Christina Kramer, John Itzin, Hotura Vo, Anthony LaBerge
Board Absent: Ashley Rahn, Michelle Clark


Meeting called to order 18:32


  1. Recap off cycle board actions and votes

    • Board Position Announcements

      1. Still discussing open coordinator positions

  2. Open Session (First 30 minutes)

    • None

  3. Planned Discussions from scheduled visiting parties/ATC Partners

  4. Equipment Rental Requests

Coordinator Updates

  • Anime Detour

    • First official staff meeting was last month

    • Department head meeting as well

    • Going to have conversation with hotel to see if they have any information they can provide about April and additional safety precautions

    • Have not yet opened registration, want to have clear answers and information for the public before opening. Want to know what precautions and safety measures can be taken. 

    • Will be announcing some changeover in some positions, some department heads are stepping back

    • Looking into making Staff Intake an online process

    • Looking into editing and distributing the staff handbook

      • Wants to have an annual acknowledgement of being aware of handbook and other policies 

    • Identifying new methods for recruiting staff

  • Charities

    • None

  • Communities

    • None

  • Communications

    • None

  • SOS

    • Did online version of cosplay picnic, bigger turnout then most online events

    • Looking into doing a gaming event, Tabletopia is an app they are looking into as it seems to be free for guests if SOS hosts it 

      • Event This Thursday 630 pm to try to test out

      • Having meetings to coordinate every other week

      • Working with John Koniges to cross promote the Go Club, as they have been doing digital meetings 

      • Trying to get the event calendar in Discord, but requires permissions to integrate

        • Need to look into more information about this

      • Tristan looking to cross promote position opening across different communities

        • Posting information this week, close it on the next board meeting

        • Dates can fluctuate, maybe look into external volunteer site

    • Finance

      • Bank Account Balances:   $209,850.09 - 

      • Education/Scholarship Fund: $2,262.33 - 

      • LEG Fund: $10,892.01.       

      • We received an online donation of $50.00 last Thursday from a Michael Crist - thank you.

      • Tristan met me at the bank on July 30th and he has been added to all the bank accounts

      • Heather - I haven't seen the refund check either at my home or the PO Box from St. Paul parks yet.  Did they give you a time frame?

        • 4-6 weeks lead time, Heather will reach out to find out. 

Updates on current Board projects

  1. Bylaws Revision

    • Ashely is working on it, but has hit a wall and has reached out for assistance and will hopefully get updated this month

    • Trying to eliminate loop holes

    • We are open to any comments or participation on bylaw rewrite

  2. Recording Board Meeting

    • As the bylaws have not been completed this is being pushed to October

  3. 5 Year Plan

    • As the bylaws have not been completed this is being pushed to October

Meeting Adjourned 19:05

Open Board Projects/Future Meeting discussions (sorted by due date):

  • Meeting Month <Caretaker(s)> - Example Project 

  • August <John> - Recording Board Meetings

  • August <Tristan> - 5 Year Plan

  • October - Annual Report for ATC/AD