March 2019 Board Notes

Date:

03/12/2019

Attendance:

Board Attended: Andy Tso, Kevin Ehrler, Tristan Anderson, Kim Hofer, Michelle Clark, Jay Bottem
Board Absent: Megan Stob, Robert Thell
Observers: Äge Nelson, Heather Bufkin, Kat Pepmiller, Lauren Ganann, Troy MacDonald

Notes:

Meeting called to order 18:35

 

Open Session:

  • Andrea (Anime Director for St Paul public library) to address Charity givings.
    • Charities didn’t receive a request
    • Friends deals with requests
    • She deals with anime clubs and lounge
    • Charity givings meeting happens in May.
    • Michelle: Part of reason St. Paul library was skipped last year, was because we didn’t receive any information about how the money is being spent and unsure of how the money was being spent.  Request to include said information in future requests.
    • Open to any charitable givings this year.  Have done pancake breakfasts in past, open to other thoughts.
    • Troy: Do you have a number you would need to continue supporting anime stuff for next couple months?
      • About a $1000
    • Andy: Precedent for giving in past?
      • Kim: Decided before, we really want to constrain it to the month of May and not go outside those parameters.  We have encouraged people to send requests before the May meeting in the past.
    • Troy: Can you speak to the impact if you don’t receive funds until the next cycle?
      • Currently have 3 anime clubs.  Funded crunchyroll subscription.  We would not be able to do any arts and crafts/cosplay/drawing/origami with youth anime clubs.  May limit promotion and preparation for their mini convention.  Pay to go to obon festival and activities there so may not be able to do that. 
    • Troy: Any impact on planning in participation in manga reading lounge?
      • Getting floated for prizes so should still be able to have manga reading lounge, just may not have as many prizes.
    • Kim: Checks go out right away, will be sent before End of May.
    • Michelle: Any objections to say it’s acceptable to put out a donation tip jar for the space they are helping with at Anime Detour?
      • Troy: No objections.
    • Michelle: They are letting some organisations have facetime in front of consuite for donations.  Could look into that.
  • Anime Detour (Kevin presenting for Evan Miller)
    • Andy motioned to VOTE: To have free trip to auction off on Anime Twin Cities Charity Auction.  Tristan Second.  All members present approved.  Vote passes.
    • Plan came in 1 hour before meeting so many of the board hasn’t had a chance to read it and wants to understand it before approving.
    • Promise to have a decision on final vote before Staff meeting on Saturday.
    • Kevin to contact Evan with board information.
  • Ben Storage Locker
    • Locker space being used for workspace more
    • Possibility of moving to a 1800 or 1200 sq ft space depending on which one opens up across the hall.  This would give us more workspace/easability.
    • There would be a small increase to rent.
    • Tristan: We should do it depending on cost.
      • Been doing a lot of work in very little space.  Previously did it in private garages and prevented use and caused transport.
    • Currently paying $700/mo for rent and about $20 for utilities
    • We were just shy of $900/mo at old space and was told we were going to see a significant increase.
    • Andy not comfortable without full board here, asking Ben to send information to the board email with all cost data once obtained.
    • Board has no objection with looking into it.

 

Coordinator Updates

  • Troy (Anime Detour)
    • PreReg is closed.  We are ahead of where we are last year, but we closed two weeks earlier.
    • Everything on track.
    • Kim: Haven’t seen email for Staff Dinner Yet.
    • Kim: Count for sponsor breakfast?
    • Talked to Hyatt last week about internet.  Getting that sorted out.
      • Company that took for for the last year, sent us a quote that was double from last year.  We sorted out some discrepancies, and are down to a better number.
      • Should have this contract signed tomorrow or Wednesday.
      • Working on a RSVP system for staff for staff dinner to save money/save food.
      • We don’t have access to offices on left side of hallway, rooms moving around, having green room for guest of honor elsewhere. 
  • Charities (Kat)
    • Making sure things are in place for groups that will be at Detour
    • Have quiet room for Ausim.
    • Kim handed information about an Ausim event coming up and will chat with Kale about what we did before and putting that in place and moving forward.
    • Handed a letter to Andy this evening.  When took this position expected work life to ease up and have time to focus on what needs to happen and the charities with ATC will move forward.  This isn’t happening.  If I don’t stop back from many things to focus on real life/job, I could be looking at no job.  Don’t feel capable to give the time/energy/focus to be a coordinator. 
    • Will continue to do what can do until we find a new coordinator to fill the position.
    • Andy: Appreciate work put in during your stint.
    • Äge: If you want to send me details about Ausim thing for the newsletter.
  • Clubs
    • Erick has a new shift so can start showing up to meetings next time.
  • Communities (Lauren)
    • I need information from people.  Supposed to be writing policy on ethics, code of conduct, attendance policy, etc...
    • I need content for Anime Detour’s ATC Room Party.
    • If want to add to flyers need it by Friday if needing printing.
    • Coordinators send information sooner than later.
    • Board members who have opinions send that as well.
    • If we have ATC panels going on this weekend, room party staff wants to know.
      • Board Panel Saturday 1:30 (mostly a president panel)
    • Had two equipment rentals last weekend, both have been returned.
      • Consuite peculators in good condition.
      • Spent extra time cleaning them out
      • Needs approval to give $75 deposit back..
      • MidWest PHP returned panel kits missing one 5’ cable, told Ben about it on return.  Said will pay for the cable.  Cable checked good.  Needs approval to refund deposit less 5’ cable.
      • Michelle motioned to VOTE:  Refund money to return deposits per rental agreement less the 5’ cable cost.  Tristan Second.  Approved with all present board members.  Vote passes.
  • Media Relations (Age)
    • Newsletter will be sent out on April 5th.
    • If you have anything for the newsletter before detour that also works.
    • Hopefully after Detour will start publishing more ATC videos on the official ATC YouTube channel for newsletters.
    • Tristan:  Will we be creating separate ATC and AD YouTube Channels?
      • Yes.
    • Andy: Do you plan to recap Detour in the next newsletter?
      • Yes, recap of Detour and upcoming event in April.
    • Link ATC and Detour YouTube Channels?
      • Troy: Yes.
  • SOS (Heather)
    • Cosplay on ice happened, drew probably double the people since last year.  Photos are online already.  Tons of previous people and new people and they want to do it some more.
    • Akihabara contract came back
    • Dates reserved for the staff picnic and cosplay picnic
    • With declining turn out and because of the post meeting BBQ thing went well, we will only do one staff picnic this summer in June.  And plan to do another BBQ during an early Detour meeting.
    • Also have a billion receipts.
  • Finance (Kim)
    • Not a lot going on
    • This month did two separate reports with extra breakdown
      • Reports handed out “Expenses by Vendor Summary” and “Sales by Customer Summary” including “Detail” reports of both.
    • Money: $321,097.84 in bank
      • Education fund: $1,312.67
      • LEG Fund: $12,222.75
      •  Anton still working on Chris’s money hopefully will be done soon
    • About only money coming in is dealer’s money about $13k still coming in.
    • About $87k to the good.
    • Expecting a lot of income on Friday of con.
    • Merchandise did about $10k last year.
    • Did get Anime Smile for Oct>Dec, includes the anniversary bonus:  $164.10 earned.

 

Vote Ratifications

  • Andy motioned to VOTE: To ratify PHP equipment request , michelle seconded, approved unanimous amongst all present.  Vote passes.
  • Andy motioned to vote VOTE: To approve Akihabara contract, michelle seconded, approved unanimously amongst all present.  Vote passes.

 

Badge Pricing (via John and Andy Email)

  • Clarissa needs to know what prices are so she can adequately list them.
  • Clarissa wants to keep 2020 prices the same
    • We are stable/declining so we shouldn’t raise prices to scare away people.
    • This is John’s and Clarissa’s opinion.
  • If we want to raise the price we should do it at least two years out (2021).
  • Doing prices way early help do a plan.

 

  • Sunday Day Badge Pricing
    • Wants us to consider a Sunday daybadge price since it’ll only give them a few hours to enjoy the convention.
    • Registration doesn’t open till 9 or 10am on Sunday, most con is done by 34pm.
    • Anything over $20 is hard to swallow.
    • Lauren: We were talking about a pay the door rate and it rolls over to next year. 
      • By laws require $15 of badge price to go for ATC membership
      • We could do register for next year at full price and get sunday this year for free.
    • If we do it unpublished they’ll find out at time of registration
    • Troy: Is there a downside to letting them come in for $15?
      • Michelle/John: $20?
    • Troy: What’s the focus? Doing this for families?  $75 at the door spooks them?
      • John: 810 a year come on Sunday
      • We can try to upsell, and have them register for next year at the same time.
    • Lauren:
      • $45 for next year, and any adults pay $15 for ATC dues for this year for a badge?
    • Andy: Kim as treasurer do you have thoughts either way?
      • Kim: No, less than a dozen people come on Sunday.
    • Andy: With concept to attract potential newcomers... would be more comfortable to have a rate for just Sunday than include next year, instead of forcing their hand to come back next year.
      • Tristan:  Only reason using $45 as benchmark, if we are charging them $20 and want to do next year...can you do it for just $25 and do the same rate?   Preventing this kind of concept.
    • John:  Minor badges...$15 at ATC membership rate (including under 18,currently $35) for Sunday.
    • Troy: Agreeing with John/Andy...only Sunday so we can keep it affordable for families.
    • Lauren: Recommend doing this for 2020 cycle first, and advertise it.  To prevent the secret 500 at door registrations.  You’ll get people who just want to go to Dealers/Art/Charity and the people who paid you $50 for this already will be mad.  You need to be upfront about this before you take $1 from anyone.
      • Andy: Can we do it this year and advertise it?
      • John:  Too late, you’ll guarantee they’ll be angry about it, and will make it look like we are desperate for registrations.
      • Troy: They’ll only have a few hours, so it’s a justification for the discounted price.
      • Andy: Inconsistent with our preference for transparency.
      • Michelle: As Clarissa said don’t do it this cycle, but do it later cycle.
        • John: This was the one exception to that actually.  Also Registration doesn’t open until Noon on Sunday.
      • Lauren: One of the things supposed to do as community coordinator is to encourage people to sign up for ATC memberships... if we want to do this and do it a year out, why don’t we do it a year out, and say ATC members can come into Detour on Sunday with ATC memberships.  We can advertise this year around at SOS events.
      • ATC memberships are only valid until day before Detour, so can’t use last year’s badge to get in on Sunday if we do Lauren’s idea.
      • Too soon to make this kind of decision for 2019, we need to plan this out and communicate this out better.
      • What is thought about tieing Sunday into ATC membership?
        • Helps show distinction
        • Hard to spend $15 in 4 hours.
      • Andy will send out an email to full board and hope to reach a consensus by this weekend’s meeting.
    • 2020 Registration Prices
      • Registration wants to keep same in 2020
      • Troy: Raising it for a bunch of reasons doesn’t seem best.
      • Consensus about keeping prices in 2020
      • Andy to send out email to this effect to get full board approval before Saturday.

 

Tristan - Email about Ambassador Table Registration Prices

  • Looking for special rate for registering
  • Most other tables offering lowest rates
  • Troy: Normally see about $5 off their current rate if registering.  Don’t see anything wrong with offering that.  Do we feel comfortable offering after Detour 2019 for the 2020 cycle? 
    • Kim: May/June registration not open yet so may be unrealistic
      • Paper is difficult for this time frame
  • Äge: Have to agree with Troy.  It’s almost expected to have a discount rate.  Don’t feel people will feel it’s unfair if people got a discount at special booth vs online.
    • Andy: Issue with this year was we have already visited cons for this year.
  • John: We could give them the last tier rate instead like a timediscount.
  • Ally: If Acen is next to us with a cheaper rate and bigger con, if we are more expensive it could sway them to Acen instead of us.
    • Troy: Less comfortable to begin trying to compete with prices of other tables.  Our tiers are our appropriate prices.  If we are agreeable to $5 off that tier... As far as the theory behind it is to get our name out there in the region.  That’s why we haven’t made decisions to get down to like Ohio until we really saturate out of the regional area. 
  • Michelle: This isn’t something we are hiding, this is a specific discount for being at certain cons. 
    • Troy: Acen has a page that lists what cons they'll be at to get the special rate.
  • Andy: Would this discount only apply to adult badges?
    • Yes.
  • Sponsors?
    • No.  Sponsors have no discounts.
  • When is first con visit after Detour?
    • May at Acen
    • Andy: Paper registrations if online hasn’t opened?
      • Do we have to only take cash?
      • Square invoice later?
    • 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.

 

Proposals for Cancellation and Rescheduling of Board Meetings - Kevin

 

  • Handed out
  • Looking to add policies in place about meetings.
  • Please read and review for future discussion

 

St. Paul Library - Troy

  • Generally from our people:  We get quite a few letters telling us how they spent money.
  • We got no acknowledgement they even received the money.
  • Last time they sent us a request for $3k for tablets and supplies, and we just kept sending them $3k.
  • Most charities we give more than $500 too we kinda know what they do with it.
  • Troy: Have we contacted them to ask if we don’t know?
    • Charities reached out and didn’t get a response
  • Troy: Anything in place/consider anything in place: Do we send a letter to the groups that we sent or requested money to remind them our charitable giving is upcoming and to submit?
    • John: Probably worthwhile to let groups know our processes.  We are more formal now.  This is more additional work for charities department, but good to send a letter.

 

Proposal for Recording and Uploading Board Meetings - Tristan

  • Has had multiple responses thanking for the AD meetings being done.
  • Had several people not on board willing to help edit/upload.
  • Haven’t been able to find someone to do transcriptions for reasonable prices (found $150/recording)
    • Reached out to CONvergence, since they do it, but haven’t had any responses in multiple attempts to contact.
  • Would be exclusively the board on the camera, not the attendees.
  • John: AD meetings is a lot of information, ATC are open to the public.  We have a lot of discussion about legal things here, and worry about this opens us legally if things are discussed.  If the video exists it can be subpoenaed.   
    • Andy: Not comfortable filming board meetings
    • John: Like Kevin has said meeting notes should be minutes not verbatim notes
    • Lauren: We had an issue in the past with issues of someone being talked about in meeting notes and we had to redacted the person’s name from the board notes since it came up in Google searches.
    • Kat: Coming from this from an insurance standpoint.  I do not believe this board has directors and officers coverage.  This insurance protects you from a legal situation.  If we had something like this in place, then video recording in place something would be there to take care of you.  Video would have a clear picture of what is said vs meeting notes.  If you don’t have an umbrella policy covering you individually they can take everything. 
      • Lauren: This is something our MAP trainer recommended we get.

 

Motion to adjourn by Tristan, seconded by Michelle.

Meeting Adjourned @2050