October 2020 Board Notes

Date:

10/13/2020

Attendance:

Board Attended: Tristan Anderson, Kim Hofer, Christina Kramer, Hotura Vo, Ashley Rahn, David Vetrovec
Board Absent: John Itzin, Anthony Laberge
Observers: Troy MacDonald, Heather Bufkin

Notes:

Date:

10/13/20

Board Attended: Tristan Anderson, Kim Hofer, Christina Kramer, Hotura Vo, Ashley Rahn, David Vetrovec
Board Absent: John Itzin, Anthony Laberge
Observers: Troy MacDonald, Heather Bufkin

Meeting called to order 19:00

Agenda

  1. Recap off cycle board actions and votesOpen Session (First 30 minutes)

    • Thanked Heather for service on SOS

  2. Planned Discussions from scheduled visiting parties/ATC Partners

    • NA

  3. Equipment Rental Requests

    • NA

Coordinator Updates

  • Anime Detour

    • Had discussions with Hotel about what their current conditions are now, and try to extrapolate what a convention in April would look like.

    • Discussed possibility of not having physical convention in 2021

    • Holding pattern for figuring out where we are with the budget

    • Continuing to monitor things nationwide/statewide for changes to current policies

  • Charities

    • No updates, Dave would like to make it his task to find a coordinator and build a team for this department.

  • Communities

    • No News and No Applicants, will be expanding range for posts to find a coordinator.

    • A Cosplay Tweens group has reached out and we have posted some of their content on social media.

  • Communications

    • No News and No Applicants, will be expanding range for posts to find a coordinator.

  • SOS

    • Prepared for possibility of hiatus, if unable to get an interim board member to cover until the coordinator position is filled. 

    • Eric and Julie will probably keep chatting with people on the discord, but most likely will not be able to do any events.

    • SOS is not really designed well for remote events.

    • Detour service pins and keys will be dropped off at the office by the end of this week. 

    • Has SOPs for major events, and is more than happy to help out when back in person

    • Troy mentions that we are down to one coordinator, a lot of it is covid related. Should we plan to put things on hiatus vs having to put them all under board oversight. 

    • Heather thinks we need to look into why it is so difficult to fill leadership roles in our organization.

      • David mentioned that it is like that throughout convention space in general.

      • Troy mentions need to look internally and externally

      • Hotura mentions having issues with clickyness internally so it can be hard to get new people 

        • Lots of agreement

      • Did try to post on an external volunteer site, but have not gotten anything out of it. 

  • Finance

    • Bank Account $203,387.51

    • Scholarship $2,262.37

    • LEG $12,998.19

    • Minimal income

    • Working with Angel Accounting on 1099 paperwork

Updates on current Board projects

  1. Bylaws Revision

    • Specifying voting timeframes

    • The board proposes that we vote upon and then 

    • Tristan proposes that we present the bylaw changes to the eligible voting members

      1. 2nded by David

        1. All in favor

      2. Cannot happen until 11/15/20 during the Anime Detour Meeting

        1. Will send notification with rewritten bylaws within 1 board meeting AND 1 week prior to 11/15/20

        2. Voting will have to take place during the meeting between 1-4pm

  2. Annual Report for ATC/AD

    • This is the first year we were looking at doing an annual report, it has not been finished yet. Move to November. Board as a Whole Project. 

Break from 20:03 - 20:35

  1. ATC Budget Discussion

    • We have been looking into trying to get grants for ATC 

      1. If anyone would like to assist with this reach out to the board or Tristan

        1. What is the realistic time frame for grants?

          1. Most have a specific timeline about getting them and when they are disbursed. Say if their deadline is closed 12/31/20, then they would most likely be disbursed 1st quarter

        2. Troy sent an email about the Cares Act applications, deadline end of December, needs to be looked into.

          1. Per Christina F, we do qualify for EIDL grant if still available through the CARES Act

        3. Would be happy to help with online con if we have to instead of in person event

        4. Can’t say why we haven’t done much for grants, cannot speak for people’s personal time, we have been very focused on bylaws.

        5. We need to know what our options are

        6. The board needs to do our due diligence and find out what we can do, we will not be ignoring this for a month. 

        7. This is an unusual period, with unusual circumstances, there are many aspects that need to be considered.

        8. Covid has shown us we cannot rely on AD registrations to cover ATCs budget. We have to look into other sources of income.

        9. Cannot in good conscious vote to approve a budget in the current time frame

        10. Troy has not yet presented the budget for a vote. Does not believe we can monetize a digital convention. As of right now the board does not have enough funds to cover Anime Detour without new registrations, which we are unable to project this year due to current events. 

    • We do not feel comfortable making a budget decision this evening, so we are going to be moving this discussion to the November Board meeting.

 

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

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

  • October <Ashley> - Bylaws Revision 

  • October - Annual Report for ATC/AD

  • December <John> - Recording Board Meetings

  • December <Tristan> - 5 Year Plan

Meeting Adjourned 20:51