July 2017 Board Notes

Date:

07/11/2017

Attendance:

Board Attended: Andy Tso, Renee Vandervelde, Kevin Ehrler, Troy MacDonald, Joe Opsahl, Stephen Gifford, Kim Hofer, and Megan Stob
Board Absent:
Observers: Jayson Stob, Kale Ganann, Morgan Niemeyer, Shanna Opsahl, Rachel Tippet, Patrick Cameron, Geordan Tobin, Val Campion, Ali Cassel

Notes:

Agenda Items

  • Open Session
  • Coordinator Updates
    • Anime Detour
    • Charities
    • Clubs
    • Finance
      • Audits
      • Ratify Double Tree Bill Payment
    • Media Relations
    • SOS
  • Studio Ghibli Fest- Kiki’s Delivery Service
  • GPS Byte Fundraiser Inquiry
  • Anime Fusion Equipment Request
  • Game Plan for Ai-Kon visit?
  • Review Policies
  • Procedure for re-branding
    • This is NOT a commitment to change the existing branding (ATC/AD logos, mascot, etc.) at the present time, just an attempt at outlining steps to follow if a branding change is considered at some point
  • Intro to Coordinator Reviews

 

OPEN SESSION

GPS

Fundraiser at Byte

  • Where: Byte Minneapolis: 319 1st Ave. N., Minneapolis, Minnesota 55401
  • When July 22nd starting at 10 am until July 23rd at 1 am.
  • This is our first fundraiser with them, a portion of the proceeds will be going to GPS and an auction will be held at 8:30 pm. This is a 21+ event and you must be present to win the raffle prizes.
  • Would like to know if our partners would like to partner with us for this or future fundraisers with Byte. Decision is to revisit at the August meeting as GPS is planning on hosting another event in August. We would like to know how this first one goes.
  • Dave or another GPS board member will send us information following the event at the end of the month. 

Site Concerns

  • Working to schedule the next site coordinator meeting, if there are any issues you have with the facility please let us know. For Anime Twin Cities the individuals on the site committee are Anton and Damarra.

COORDINATOR UPDATES

Anime Detour

  • Similar experiences noted with CONvergence.
  • 20th of July meeting with the new GM of the Hyatt.
  • Gave the Hyatt our room allocation information from the last year. Did ask about our numbers and why we didn’t hit 100%. Explained we didn’t have pass key and that caused some issues.
  • Opened new positions; marketing, define what Media Relations is so we can define what we want marketing to do. Working towards this goal of clearly defining these roles. Andy and Troy working on this with Morgan.
  • Also opened Merchandise, Marketing, Safety and Photography department head positions. Applications closing on August 8th.
  • Getting ready for the next year. 

Charities

  • Had meeting yesterday.
  • Michele is looking at the Normandale Tour, for the Japanese garden, working with them to show us where our money is going.
  • Lauren has spent the day any documentation of any requests for the leg fund, kale will forward.
  • AUSM is going to be here Friday for Tsuinshi, execs coming to talk to us about sensory friendly events.
  • Spending money JDRF masquerade. There are 10 open spots at the table for the masquerade. Kale will send out an inquiry email to find out who would like to attend.
  • GPS holiday sale to piggy back on a fundraiser event Christmas Cosplays with Santa. Little bit of everyone there. Look at how to get people the photos working that out. Also looking at the possibility of having Hot cocoa and cookies for sale as well.
  • Missing children of Minnesota, Michele is reaching out to see if we can have them come in and do a panel at detour.
  • Macadamia is coming up working on what to post on social media, stressing the importance of the event and how it benefits educational opportunities.
  • Updates on our Socks and scarves drive for The Simpson house, currently we are overloading them on things they already have, we are reassessing to work on bringing them things they really need!

Clubs

  • Working on FFIV Free Company to expand, and other detour related items

Finance

  • The check has been written for the hotel.
  • As of this morning we have $298,978.73 USD in the bank. The education fund is sitting at $10,443.04 USD. And the Leg Fund is at $18,369.05 USD.
  • We received a donation from Microsoft.
  • The room party at CONvergence brought in about $248 USD in donations.
  • Received some Thank you letters from The Red Cross Gala, The Normandale Community College Foundation for the Japanese Garden, Saint Paul – Nagasaki Sister City Committee, Operation Hammond First Response Inc., Como Friends and the Japanese Garden, and the Japanese American Citizen League.
  • Email vote Ratified- to go over the allotted budget for Anime Detour to pay the Bill for the DoubleTree. Six in Favor, Renee  Abstained. Vote Passes

Media Relations

  • We received more likes on social media after CONvergence.
  • We are going to Canada soon, going to go pick up items to have their guests sign for our charity auction.
  • The next Studio Ghibli fest is the following weekend after this, working on the giveaways for tickets. Should be up this week once we receive their press release. 

SOS

  • July Kotatsu is tonight, so Heather will not be present at the meeting
  • CONvergence was this past weekend, Heather reordered business cards and color handouts, and a batch of updated event schedules. Unsure of how many were distributed. Had also made some full-page color prints promoting specific events, which were intended for the plastic sheet holders, were not at the convention so unable to display them.
  • This Saturday is the Cosplay Picnic, anyone from the board available to represent ATC?
    • Event starts at 10am and goes until 2 pm.
    • Have a retractable banner ordered for this weekend. Uses artwork that features the construction girl and the new white haired mascot (the same characters that are on the Outpost banner). The goal is to have a similar banner for all of our regular annual events.
  • SOS has reserved space at GPS for another Movie Marathon in September and the Cosplay Fest in November.
  • The next SOS meeting is on the 25th. 

Agenda - Anime Fusion Equipment Request. Joe Motioned, Troy Second. Motion Passes with one abstention.

Agenda- SCSU esports: would like more information of what they would like from us. Joe to follow up.

Agenda- Ai-Kon visit? As we are going to more conventions, might be beneficial to have a standardized report for the convention something we can look back to, something we can learn.

Details to be included on convention reports are; the name of the convention, location, dates, and attendance. As well as any information they can gather about their volunteer or staff perks. This report would include a full roster of who attended and represented Anime Twin Cities, as well as when they worked and what duties they held. Finally any contacts that they received from attending the convention; these can include dealers, staff members, guest of honors, and any other industry individuals.

We will test drive this idea during the Ai-Kon trip and re-visit to discuss any further information we would like to see.

Agenda- This is geek has a 10x10 table at Fan fest. This is geek would like to know if Anime Twin Cities would like to share this table and split the cost. $300 total, so ATC’s portion would be $150. The cost would come out of Morgan’s Budget.

Motion- For Anime Twin Cities to share a table at Fan Fest at the cost of $150. Gifford Motioned, Troy Seconded. Motion Passes with One abstention.   

Agenda- Review Policies

For the Policy review, if there is no change to the policy being read as-is, it will be subject to an up-and-down vote. If there is a change to the policy being read as-is, the revised policy will be subject to a procedural vote. 

  1. Board may choose, on a case-by-case basis, to redact names from published meeting notes for the purpose of maintaining confidentiality. Motion Passes.
  2. Board members shall use only Anime Twin Cities/Anime Detour email addresses for official emails to outside parties. Motion Passes.
  3. Specific details of contract negotiations shall not be included in published meeting notes until all relevant documents have been signed. Motion Passes.
  4. Outside parties must have permission in written or electronic text from the board in order to use the ATC logo. Changes made to policy: All parties must have prior permission either in written or electronic text from the media relations coordinator in order to use the Anime Twin Cities logo. Joe Motions. Troy Seconded. Motion Passes with no abstentions.
  5. Promotional material shall be stored at the Waterbury building when not in use. Changes made to policy: Promotional material shall be stored at the main ATC office when not in use. Andy motioned. Renee Seconded. Motion Passes with no abstentions.

  6. Board shall publish financial summaries with pie charts. Changes made to policy: Board shall publish financial summaries with visual aids on ATC website. Joe motioned. Stephen seconded. Motion passes with no abstentions. 

  7. Board shall publish list of beneficiaries of Charitable Giving meeting on ATC website. Motion Passes.

  8. Board officers and coordinators shall submit bios for ATC website. Motion Passes.

  9. Board meetings shall be on the second Tuesday of every month. Motion Passes.

  10. The first board meeting involving the incoming board will be the charitable giving meeting, followed by the projects meeting, then the cap disscussion meeting, and then the coordinator reviews meeting. Changes made to policy: Items to be completed by the incoming board include the projects meeting, cap discussion meeting, and the coordinator reviews, these must be completed by the end of the fiscal year. Stephen motions. Joe Seconded. Motion Passes with no abstentions.

  11. Charitable contributions shall be determined only at the annual charitable giving meeting. Motion Passes.

  12. If there is a board vote outside of a board meeting, the board members unable to vote must be notified by phone within 24 hours of the vote passing or failing. The vote must then be ratified at the next board meeting and logged in the notes. Changes made to policy: If there is a board vote outside of a board meeting, the board meembers not voting must be notified by phone and email within 24 hours of the vote passing or failing. The vote must then be ratified at the next board meeting and logged in the notes. Renee Motions. Kevin Seconded. Motion Passes with no abstentions. Discussions to be held regarding emergency votes- Suggestions include in case of a vote outside of a board meeting a constious effort must be taken to contact non present board members via phone or email Renee is creating a policy.

  13. The secretary shall read aloud the matter being voted on, in its entirety, before votes are cast, and send out the vote results within 48 hours. Changes made to policy: The secretary shall read aloud the matter being voted on, in its entirety, before votes are cast, and send out the vote results within 72 hours. Andy Motions. Troy Seconded. Motion Passes with no abstentions.

  14. The Secretary shall be responsible for answering outside correspondence and directing it to the revelant party. Motion Passes.

  15. The Secretary shall hold candidacy statements for board elections and post them simultaneously on the ATC website at the approved date. Changes made to policy: The Secretary shall hold candidacy statements for board elections and post them simultaneously on the ATC website at the approved date, except when the secretary is up for election. Andy motions. Troy Seconded. Motion passes with no abstentions.

  16. The Secretary shall compile the annual coordinator reviews. Motion Passes.

  17. Members of the board immediately preceding the current board may submit coordinator reviews. Motion Passes.

  18. Coordinators’ budgets shall be determined at the end of the fiscal year. Motion Passes.

  19. Coordinators shall be removed from the ATC Board email list. Changes made to policy: Coordinators shall be included on the ATC Board email list. Andy Motions. Troy Seconded. Motion Passes with no abstentions. In cases where private conversations must occur, we will use the Private ATC Board Slack channel.  

  20. The Detour Coordinator shall handle any issues pertaining to documents distributed at Anime Detour by outside parties. Motion Passes.

  21. The Detour Coordinator shall be authorized to delegate permission for outside parties to use the Detour logo. Changes made to policy: Both the Anime Detour Coordinator and the Media Relations Coordinator shall be authorized to delegate permission for all parties to use the Anime Detour logo. Joe Motions. Stephen Seconded. Motion Passes.

  22. If Anime Detour pre-registration sells out in a given year, the Charities Coordinator shall auction off 10 Detour memberships for that year. Changes made to policy: If Anime Detour pre-registration sells out in a given year, the Charities Coordinator may auction off 10 Detour memberships for that year. Stephen Motions. Renee Seconded. Motion Passes with no abstentions.

  23. The Media Relations policy shall be published on the ATC website. Motion Passes.

  24. The Point of Contact policy shall be published on the ATC website. Motion Passes.

  25. The Anti-Harrasment policy shall be published on the ATC website. Motion Passes.

  26. Tips for hosting an ATC event shall be published on the ATC website. Motion Passes.

  27. ATC Policies shall be published on the ATC website. Motion Passes.

  28. Alcohol Policy: Alcohol is prohibited at ATC events unless expressly permitted by the Board-appointed Coordinator overseeing the event. In such cases alcohol may be allowed within the confines of any policies set by the Coordinator for the event, but ATC itself will not purchase, supply, or distribute any alcoholic beveraged. Under no circumstances may attendees under the legal age consume alcohol at an ATC event. Those who choose to consume assume sole responsibility for their actions. Motion Passes.

  29. Applicants for the LEG Fund must complete and submit the appropriate form to be eligible for funds. Motion Passes.

  30. Outside parties wishing to borrow ATC equipment must complete and submit the Equipment request form per the form’s instructions to be considered for approval. Motion Passes.

Agenda- With each policy have a board member take 1 and look it over.  Joe: Anti-Harrasment Policy. Stephen: Media Relations Policy. Troy: Point of Contact Policy. Andy: ATC policies. Kevin: Tips for hosting ATC Events.

Agenda- Procedure Rebranding; Andy to make changes and Email a full written out policy to the board to be voted upon.

Agenda- Coordinator Reviews. This year the secretary will not be compiling the coordinator reviews, Megan has abstained herself. Rachel Tippet will compile the reviews. The Deadline for reviews is August 31st. This years reviews board members will be using SMART feedback. See https://seismic.com/blog/post/get-smart-to-provide-better-feedback/ for detailed information. 

Agenda: Audits- Kim reached out to a few companies MAP has a year end financial assessment that costs $125 an hour and takes about 10-16 hours to complete. Currently they are not taking on any new projects and cannot commit to doing an assessment this year. Other options start at $6,000 for an audit. As we are a fiscal year and not a calendar year this may benefit us, Kim looking into when we could possibly get on the calendar without committing.

Joe motioned to adjurn the meeting. All in Favor. Meeting adjurned.