Board notes: August 11, 2020

Attendance

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

Notes

Meeting called to order 18:32

Agenda

  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