Starting 2019 13-17:   $40 Flat Rate

meeting and index should be adjusted

The Anime Twin Cities board removes their restriction on the Anime Detour cap, and allows the Anime Detour Coordinator and their team to determine what the cap should be. 

Meeting/index should be adjusted to 2019.08.13.1

• Proposal for LEG Community Fund
  • ATC would seed the fund for $5000 each year until we cap, should match up to another $5000
  • Tier mention and sponser badge
  • Add a donation site to the fund
  • Must be short a 1/3 or less - can give $10k maximum
  • Organization must have open books for us and cannot request donation after $2000
    • Must be member of the geek community - must be a part of the larger geek community
    • Would be at the persons’ discretion
    • Edit: “Must be a contributing member of the geek community” - may not succeed $11,999.99 because it will become taxable on a federal level
    • Our  fund is not available to board members of ATC or staff member of Anime Detour; this is for our community - we take care of our own
    • Fund would have a cap - “Cap may not be lowered below the current levels”
    • Matching of funds happens at the end of the year (Giff proposed end of fiscal year) - go with the end of the year, longer term fund
    • Kim: move to its own savings account fund
    • Will be a multi-organizational network of funds to assist the geek community; site to coordinate what we’re giving; must have clarity on these funds; each convention would have its own
    • If they contribute on the website you are a member of ATC
  • Anton moves that with the exception of staff edits, the proposal moves forward with the known addendums to the staff to delegated $5000 for seed funds (with the caveats for further discussion and the work)- But will release the funds; Damarra second; All opposed; Kale abstained

Publish financial summary pie charts and blurb

approve policy after Rin incorporates edits that have been discussed

Grant Anime Detour Chair (or whoever s/he delegates) authority to determine who gets permission to use Detour logo

• Explicitly state all details of what is being voted on and its results.
• Have Secretary read aloud typed vote details before vote is cast and send out results within 48 hours

Lauren's motion to approve policy with Rin's edit, seconded by John

motion to vote on instituting policy with the understanding that Coordinators will meet to create a form for handling complaints that they will review with the board once they have 

Any insurance claims must be voted on by the board

Having looked over all the notes, we have redacted 3-4 times. We redacted a legal situation, a name, a contract process we wrote the wrong name on. I believe there are the only times.

If we are stating opinions on people, we should use initials epically if we do not have the consent or they are not at the meeting. I do feel the comment in question;

Vote on mission statement. Votes for change. 

$45 at con

$50 Until Feb 1st

$60 Until Cutoff

$75 At the door

Andy Submitted a fully worded policy on a branding procedure for ATC and other branches.

This procedure outlines the steps involved in considering possible changes to Anime Twin Cities’ branding elements, which include, but are not limited to, logos and mascots. This procedure has three stages: Ideation, Development, and Review & Approve.

Troy Motions to approve the branding procedure as written. Kim Seconded. All in favor with Renee abstained. Motion Passes. 

Andy Motions to approve with changes about renting prior to Anime Detour. Kim Seconded. All in Favor. No abstentions.

Motion to approve the concept of the policy indexing to be maintained by the Secretary. Troy Motions. Renee Seconded. All in Favor.

Motion to keep regular badge price at $45 of early bird price and any potential 24h online opening after

Starting 2019 6-12:   $15

Rental policy approved by the ATC board at the January 2018 board meetingMotion to set the pricing at $150 for the nonrefundable rental fee, and a deposit of $200 conditioned on return of equipment once inspection and approval has been obtained.

Vote to keep the badge prices for 2020 the same as 2019. Andy motions. Tristan seconded. All in favor unanimous among all present.

Allow for Sunday walk up price at what ever the price for atc membership, currently $15. Starting ad 2020. Troy you and registration can determine how best to disseminate. Andy motions. Tristan seconded. All in favor. Unanimous among all present.

Cancellations of an Anime Twin Cities Board Meeting must approved by a majority vote of Anime Twin Cities Board members. In cases of extreme endangerment to the board and membership a single meeting may be canceled by the President, or Vice-President in the absence of the President. All due diligence will occur to attempt to give at least a minimum 48 hour public notice of the board meeting cancellation; special attention will be given to communicate with our membership and partner organizations when such an event occurs.

Anime Twin Cities Board Meetings shall happen on the 2nd Tuesday of every Month. Permanent (three or more meetings out of alignment in any given calendar year) changes to this schedule must be unanimously approved by the full board, including secretary, in a meeting no less than one month before a board election period or during the last meeting of an outgoing board. Temporary changes to this schedule must be approved by a 5/7th or greater majority. All due diligence will occur to give a minimum of 48 hour public notice of a board meeting being rescheduled; special attention will be given to communicate with our membership and partner organizations when a change occurs. To facilitate board and membership schedules, no meeting may be rescheduled without a minimum 72 hour notice before the new meeting is set to occur. This policy only applies to the public regularly scheduled meetings.

Tristan motioned to VOTE: Contingent on the logistics being figured out before first con in May, Approving a $5 discount based on current pricing tier for AtCon ambassador tables (not to go below Sunday registration price).  Seconded by Jay.  All present Board members approved.  Vote passes

We will begin keeping track of attendance at board meetings. 

All ballots for elected offices in Anime Twin Cities will show the number of board meetings that person has attended in the last 12 months.

Proposal that Anime Detour staff badges will be free to all staff that meet the requirements set by the Anime Detour Coordinator for the previous year. 

Coordinator positions will be reduced from 5 to 4, with Clubs being merged into Community. 

Media Relations title has been updated to Communications

Some responsibilities for coordinators have been rearranged. 

If or when an anime detour badge is rolled over, the ATC membership and dues are included as well.   

The ATC board of directors can not dictate to any coordinator what the responsibilities of the coordinator's staff are, or how those staff are to fulfill those duties.

Electoral Procedures for Anime Twin Cities

The procedures by which a member wishes to be considered a candidate for a position on the Board of ATC.

A member is not eligible to be a candidate if:

1) the member is not in good standing (suspended, banned, or currently being investigated for activity that will result in the former two conditions)
2) a current coordinator

A board member is expected to:

1) be 18 years old or older
2) experiences working with non-profit organizations, volunteer organizations, etc. and agree to attend the board training by the organization. 
3) has the capacity to commit to 3-4 hours a week of board related work
4) Reside within state geographic bylaw boundaries

The organization would like to see these characteristics from a candidate:

1) Some history/involvement with ATC events
2)  Attend ATC events as a representative
3) Ability and willingness to regularly attend the monthly board meetings

During the period up to the election, candidate is required to:

1) Prepare and deliver a 2-3 minute oral presentation specific to ATC, including their goals for serving on the board and positions on the future and operation of ATC. This should be viewable by at least all members.

2) Each candidate will participate, with a membership audience, in a question and answer session with current board members and coordinators. This session will be up to 30 minutes in length.

3) Each candidate will participate, with a membership audience, in a question and answer session with the organization's membership. This session will be up to 30mins in length.

Alcohol may be provided by ATC for approved events, including the industry mixer and other similar industry events. When alcohol is provided by ATC, no member or attendee under legal age may take part in consumption of any alcoholic product. Those who choose to consume any alcohol take full responsibility for the consumption and their own actions. Further policies and limitations surrounding events where alcohol is provided will be under the scope of the coordinator running said event.

The Anime Detour Coordinator (Chair) may delegate contract signing authority to selected individuals. This delegation must be documented, specifying the individuals, their roles, and the scope of their authority. Contracts over $5,000 require  approval from the Board of Directors before signing. The board must be made aware of any such delegated individuals at least 48 hours before their contract signing authority takes effect.

Signed contracts must be promptly uploaded to the ATC Documents shared drive, properly labeled with relevant details. A copy or notification must also be sent to the board email as well.

Conflict of Interest Policy

Anime Twin Cities

1. Purpose

The purpose of this Conflict of Interest Policy is to protect the interests of Anime Twin Cities when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, director, or staff member. This policy is intended to supplement, but not replace, applicable state and federal laws governing conflicts of interest for nonprofit organizations.

2. Definition of Conflict of Interest

A conflict of interest exists when a person in a position of authority within the organization—such as a board member, coordinator, or volunteer—could personally benefit, directly or indirectly, from a decision they are involved in making.

Examples of conflicts include, but are not limited to:

• Having a financial interest in a business that provides goods or services to the organization.

• Holding a position in an outside organization that may compete with or benefit from Anime Twin Cities's activities.

• Receiving compensation or gifts from parties seeking to do business with the organization.

3. Duty to Disclose

Any individual with a potential conflict of interest must disclose the nature of the conflict to the board or an appointed committee. Disclosure must be made as soon as the conflict is recognized and documented in meeting minutes.

4. Procedures for Addressing Conflicts

1. Investigation and Review: The board or designated committee shall review the disclosure and determine whether a conflict of interest exists.

2. Recusal: The person with the conflict must not participate in discussions or votes related to the matter.

3. Decision-making: The board or committee will decide on an appropriate course of action to mitigate the conflict. This may include:

   • Approval of the transaction with appropriate safeguards.

   • Prohibition of the transaction.

5. Documentation

All conflict of interest disclosures and the board’s or committee’s decisions will be documented in meeting minutes.

6. Violations of the Policy

If the board has reasonable cause to believe that an individual has failed to disclose a conflict of interest, it shall inform the individual and provide an opportunity to explain the alleged failure. If the board determines that a violation has occurred, it may take appropriate corrective action.

7. Annual Disclosure Statements

Each board member and coordinator shall annually sign a statement affirming that they:

1. Have received a copy of the Conflict of Interest Policy.

2. Have read and understand the policy.

3. Agree to comply with the policy.

8. Periodic Reviews

To ensure Anime Twin Cities operates in a manner consistent with its charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews will be conducted. These reviews will include, but are not limited to:

• Whether transactions are conducted at arm’s length and serve the organization’s best interests.

• Whether compensation arrangements and benefits are reasonable.

Whistleblower Policy

1. Purpose

The purpose of this Whistleblower Policy is to encourage board members, volunteers, and other members of Anime Twin Cities to report unethical behavior or suspected violations of the law without fear of retaliation. Anime Twin Cities is committed to maintaining the highest standards of integrity and accountability in all its operations.

2. Scope

This policy applies to all board members, coordinators, members, volunteers, and contractors of Anime Twin Cities.

3. Policy Statement

It is the policy of Anime Twin Cities to ensure that concerns about unethical conduct, violations of organizational policy, or illegal activities can be reported and addressed in a timely and appropriate manner without retaliation.

4. Reportable Activities

The following activities should be reported under this policy:

• Fraud or financial misconduct

• Embezzlement or theft

• Violations of federal, state, or local laws

• Unsafe working conditions

• Discrimination, harassment, or abuse

• Conflicts of interest

• Significant violations of organizational policies

5. Reporting Process

1. Initial Reporting

   • Reports can be made verbally or in writing to the Board President and designated Compliance Officer.

   • If the concern involves either of the above, reports should be directed solely to the alternate receiver.

2. Confidentiality

   • All reports will be handled with discretion and confidentiality to the extent possible, consistent with the need to conduct a thorough investigation.

3. Investigation and Follow-Up

   • The designated Compliance Officer or relevant party will conduct an investigation promptly.

   • Appropriate corrective action will be taken if warranted by the investigation.

4. Retaliation Prohibited

   • Anime Twin Cities strictly prohibits any form of retaliation against individuals who make good-faith reports.

   • Retaliation may include termination, demotion, harassment, or other adverse actions. Such behavior will result in disciplinary action, up to and including termination.

6. Acting in Good Faith

Anyone filing a report must act in good faith and have reasonable grounds for believing the information disclosed indicates an improper activity. Reports that are found to be intentionally false or made maliciously may result in disciplinary action.

7. Questions or Clarification

Questions regarding this policy should be directed to any of the members of the Board of Directors.

8. Approval and Review

This policy was approved by the Board of Directors on [Date] and will be reviewed periodically to ensure it remains effective and compliant with applicable laws.

Coordinator Review Policy

Anime Twin Cities

1. Purpose

The Coordinator Review Policy provides clear guidance and standardized procedures to ensure that all reviews are thorough, consistent, and aligned with the organization's goals. By documenting these procedures, the organization aims to maintain accountability, facilitate continuous development, and ensure that each coordinator operates effectively.

2. Scope

This policy applies to ALL coordinators under the governance of the board of directors.

3. Review Process Timeline

Frequency: Reviews are conducted annually, commencing within 30 days following the conclusion of Anime Detour.

1. Notification and Collection Phase - Initiated within 30 days post Anime Detour, this phase lasts a minimum of 2 weeks.

2. Evaluation Phase - Spanning no more than 2 weeks.

3. Formal Review Phase - Conducted during the next Anime Twin Cities Board meeting following the conclusion of the Evaluation Phase.

4. Responsibilities

• Board of Directors

  • Oversee the annual review process.

  • Communicate the process and procedures as outlined in this document.

  • Ensure each board member provides input into the reviews as appropriate.

  • Seek candid feedback from individuals working with the coordinator at both peer and direct report levels.

  • Condense feedback from various sources and compile a feedback document for each coordinator, outlining feedback from the completed operating cycle.

  • Provide continuous feedback throughout the operating cycle to ensure effective coordinator performance.

• Coordinators

  • Submit a self-assessment to the board.

  • Draft goals for the upcoming operating cycle(s), adhering to the S.M.A.R.T. goal format.

  • Encourage peers and direct reports to provide candid feedback to the board.

5. Review Process

1. Notification and Collection Phase

• This phase should commence within 30 days following the conclusion of Anime Detour.

• The phase should remain open for a minimum of 2 weeks to allow sufficient time for feedback.

• The board secretary shall notify each individual or group under review, requesting self-assessments and goals.

• The board secretary shall request feedback from the coordinator's peers and direct reports.

• The secretary shall collect and store all received feedback. Any feedback given directly to board members should be provided to the secretary for documentation to ensure its availability in the next phase.

• The board shall appoint itself as a whole or establish a committee to draft the initial feedback documents for each coordinator.

2. Evaluation Phase

• This phase begins immediately after the conclusion of the Notification and Collection Phase.

• It should last no more than 2 weeks.

• The board or established committee shall draft a combined feedback report for each coordinator.

  • If a committee is appointed, the report must be sent to the board for review and ratification at least 5 days prior to the review meeting to allow sufficient time for review and adjustments.

• A copy of the final feedback should be provided to each coordinator no less than 3 days before the formal review session.

• The board is encouraged to use a standardized feedback form each cycle to ensure consistency within the reviews.

3. Formal Review Phase

Purpose: The purpose of this phase is to officially document and publicly provide reviews to ensure transparency.

• The board shall conduct a high-level review of each coordinator's performance and goals for the next operating cycle during a public board meeting.

• If a coordinator is unable to attend the board meeting:

  • The review may be postponed for up to two meetings, or

  • The review may be conducted outside of a scheduled meeting, with the results of the feedback and goals presented at the next available public board meeting.

6. Record Keeping

• All final feedback reports and goals must be filed and securely stored within the current Board’s document retention system.

• All feedback must be filed and securely stored alongside the reviews. Redactions of feedback sources are permitted upon request by the individual providing the feedback.

Ban List Policy

Purpose

This policy is designed to protect the safety, dignity, and well-being of individuals involved with Anime Twin Cities, including members, volunteers, staff, and participants. The ban list exists as a tool to address serious misconduct and to prevent harmful behavior from recurring within the organization’s activities and spaces.

1. Scope

This policy applies to all individuals participating in or attending any Anime Twin Cities activities. Including, but not limited to; in-person events, online communities, and communication channels.

2. Grounds for Being Placed on the Ban List

An individual may be placed on the ban list for engaging in any of the following behaviors:

• Harassment or Bullying: Physical, verbal, or online harassment, including unwanted attention or behavior that creates a hostile environment.

• Discrimination or Hate Speech: Acts or language that promote discrimination based on race, ethnicity, religion, gender, sexual orientation, disability, or other protected characteristics.

• Violence or Threats: Acts of physical violence, threats of harm, or any behavior that endangers others.

• Theft or Property Damage: Stealing or willfully damaging organizational or personal property.

• Sexual Misconduct: Unwanted sexual advances, inappropriate comments, or other forms of sexual harassment.

• Violation of Organization Policies: Repeated violations of the organization’s policies, including those related to safety, security, and ethical standards.

• Illegal Activities: Any activity that violates local, state, or federal law while participating in the organization’s events or using its resources.

  • Anime Twin Cities reserves the right to also issue a ban should any known criminal charges against any individual(s) come to light.

• A vote of the Board of Directors for any actions not listed above.

3. Types of Bans

• Preliminary Ban: At the discretion of specific event’s coordinators, if they need to remove someone for the duration of the event. (short term ban while an investigation is in process)

• Temporary Ban: Prohibits the individual from participating in organization activities for a specific period (e.g., six months, one year).

• Permanent Ban: Permanently excludes the individual from all organization activities and spaces.

• Conditional Ban: Requires specific actions (e.g., counseling, written apology) before participation can be reconsidered.

4. Process for Placement on the Ban List

• Documentation: An individual’s actions must first be documented either via written submission or incident report. 

• Incident Report: If an incident report doesn't already exist one is made. 

• Investigation: An investigation of the incident, including gathering statements from involved parties and reviewing relevant documentation, will take place within 14 days from the initial notification.

• Decision: Once the investigation is complete, a decision on whether to place the individual on the ban list and determine the type and duration of the ban, will take place within 7 days. The ban will take effect immediately following the affirmative vote.

• Notification: All reasonable efforts will be made to notify individuals placed on the ban list via email or certified mail, which will include:

  • The reason for the ban.

  • The duration of the ban.

  • Information about the appeal process (if applicable).

• Record Retention: All documents gathered and created during this process must be filed and securely stored within the current Board’s document retention system.

5. Appeal Process

Individuals placed on the ban list may appeal the decision. Appeals must be submitted in writing within 30 days of notification and include:

• Full legal name and contact information.

• A clear statement of the reason for the appeal.

• Relevant supporting information or documentation.

The appeal will be reviewed within 60 days, at which time a final decision will be issued.

6. Confidentiality

All ban list decisions and related investigations will be handled with strict confidentiality. Information will be shared only with those directly involved in the process or as required by law.

7. External Reporting

For incidents involving serious or illegal behavior (e.g., assault, theft, harassment), the organization reserves the right to report to law enforcement or relevant authorities.

8. Review and Updates

The ban list will be reviewed annually to ensure fairness and accuracy. Individuals may request reconsideration if new evidence becomes available or after the ban period has expired.