Meeting called to order 18:33
Recap off cycle board actions and votes
No Donations have been allocated as of yet.
Michelle will look into reaching out with LEG fund information for 2nd Harvest
Open Session (First 30 minutes)
Vote to rescind previous motion of bylaw change from article 3 section 3 last section
Will email membership advising this will no longer be happening, will send full bylaw change
Planned Discussions from scheduled visiting parties/ATC Partners
Equipment Rental Requests
Executive meeting on Saturday for closing out the last cycle, looking to proceed forward as we can with whatever restrictions there may be for the 2020-2021 cycle.
Looking at staff handbook to make sure it accurately reflects information that is relevant before disseminating it back out for feed back or staff utilization, wants physical copies if physical meetings are available, as well as implementation into the staff list, as well as viewable by anyone at anytime. Clarifying disciplinary process and promotions. And clarifying mission for AD.
In flux for closing this cycle, looking at holding a virtual meeting this month, possibly a Q&A looking for flexibility in meetings as July would be first meeting in new cycle.
Looking at ADs relationship with Minneapolis PD, not obligated to work with them, looking at alternatives.
Looking at doing a meeting similar to board meeting, with executive team and livestream and the chat. Not a normally scheduled cycle meeting, will not count to totals, just will be a Q&A that people can attend if they want.
Looking into livestreaming meeting real time for staff, even without Covid restrictions.
Will finalize letter for charitable giving not happening, tonight or tomorrow.
LEG fund is for people to reach out when they need a hand
People that want to get involved with charities please email either the Board or Charities email
Got an email about cosplay/anime club for kids
Waiting on clarification for position
Waiting on clarification for position
Still running the discord
Plans got derailed due to protesting
Team has been doing some social hours anyway
Kayla will be taking over a lot of it until Heather has more time
Cosplay picnic is cancelled, will look into getting refunded from park
Very little income and a lot of money going out
Believe have processed most refunds, except about $2000 just some artist alley and attendees haven’t cashed checks.
Case by case review for people who want refunds though it did close on 6/1/20.
Would normally start thinking about the budget cycle for Detour, will cover that privately with Troy in the next couple of weeks.
Updates on current Board projects
Proposal for recording board meetings
Postponing to August due to Bylaw Revisions
5 Year Plan
Postponing to August due to Bylaw Revision
Proposal for waiving Anime Twin Cities membership costs for Anime Detour staff who meet requirements for free badge
Based off of a lot of research, looking at trying to drop this subject
Have to have membership to to be a member ie run for something, vote for something, also to have the ability to suggest bylaws or request records, AD is a members only event, why buying a membership is very important
Currently bylaws allow for complimentary/honorary members - but do not have voting rights or membership rights
Basically seems like not allowed to have free badges
Troy - that will significantly affect the convection, microsoft, sony, burlesque people, etc, they all get free badges
Seems like we are going to need different kinds of membership
Ashley will look into it, about if it is OK to have people that are part of a production, they don’t necessarily have to have membership
Could try to pool info from other anime conventions
Currently exhibitor badges are part of departments budgets
Will be finished up for the next board meeting
Coordinator selection process
Past process- open up to applications, take applications, then close them after getting some, board interviews them, and chooses who they think is appropriate, and the board makes that vote, it is an appointed position so no membership votes
Ideally we would want it posted on all available media
Should be mandated that they are posted to the outside world, not just emailed to staff
Difficult to coordinate as we haven’t had a permanent social media person in awhile
Communications on: ATC page, ATC Staff Page, ATC website, ATC Staff email, can discuss with coordinators to see if they can promote as well, could also ask an external group to share the posts as well (ex Twin Cities Geeks or WRAC), Twitter, Insta
Get posts made by 6/12/20
Advertise positions with interest with a deadline of 7/1 for applications
Announce decision by next months board meeting
Member at Large fill in - send email that member at large is open
Boards pick will be announced at July board meeting, and then will be sent to members for ratification in time to begin serving at the August board meeting.
Goals will be written next month
Should send out previous years goals, when soliciting reviews
Open Board Projects/Future Meeting discussions (sorted by due date):
Meeting Month <Caretaker(s)> - Example Project
June <Tristan/Ashley> - Proposal for waiving Anime Twin Cities membership costs for Anime Detour staff who meet requirements for free badge
June <President> - Board Members’ Projects
June <President> - Coordinator Reviews
July <?> - Review ATC policies
July <?> - Coordinator Goals
Meeting called to adjourn at 10:22 PM
The below can be discussed via email if any of these projects still need to be done.
Board Members’ Projects (written last summer)
Board notes from July 12 has list
Policy Indexing (Tristan)
Done and organized, need to get them loaded on website still
Updating bylaws on website
Looking for votes from previous meetings for missing bylaws on website
Rules for appointing board member midterm
Annual locker inventory (Kim) adding to board projects
Board member bios and photos (Secretary) Should be a June item annually. Tony and John need to submit to IT.
Timeline for LEG recipients for website content
List of charities we donated to for website content
Coordinator Web Pages
Pictures for SOS Already there
Artwork for GPS dropping
Intellectual Property Document
ATC Vision Statement need to get on website
Trademark infringement letter Troy was going to pull some examples of C&D letters.
Lauren wonders if our lawyer can send us a blank template
Sign for ATC office DONE
Standard Ad for convention cycle more AD than ATC so dropping.
Annual Report for ATC. Combined with AD. Andy and Troy were to discuss. Troy has some information, John offering to assist with Troy.
Need to update website for board members
July Lauren to present ethics and attendance proposals
End of May Locker inventory due
Troy wonders if we have a business plan and thinking we should have one.
We have visions/mission of where we want to go but no plan to get there
Troy willing to help
John will own, and reach out to the entire board.