April 2014 Board Notes

Date:

04/14/2014

Attendance:

Board Attended: Lauren, Kim, Damarra, John, Michael, Rin, Brian, Andy
Board Absent:
Observers: Kale, JayColette, Heather, Sari Hagen, Kevin Ehrler

Notes:

will look into liability insurance [Kim]

SOS [Heather]

2nd Harvest - participatory status is uncertain, due to space filling up faster than expected
picnics have been posted on Facebook

where are sign-up sheets from ATC Room Party at Detour?

  • currently with Logistics?
  • in storage locker?
  • with rest of room party stuff?

Dance

  • committee currently consists of Lauren, with Richard Townsend DJing
  • Dave Vetrovec will find a Japanese holiday on which to base it
  • look for a venue more suitable than the Waterbury [Lauren], like the Ramada MoA ballroom [Brian]

has submitted attendance log to Andy for ATC voting requirements

bake sale at AIDS Walk, cash only [Lauren]

Detour [Jayson]

add meeting dates in August and November for department heads, division heads

  • apart from regular meetings
  • talk about leadership to develop younger staff

question: has Waterbury meeting dates been submitted to GPS? [Heather]

Clubs [JayColette]

acquired lots of contact info at Detour
feedback from groups wanting to join Directory
would like form ultimately turned into website [Brian]
for next FY, would like money set aside to help Clubs acquire anime [Brian]
no formal meetings thus far, although there was a 10-15 minute discussion with Ted in the hot tub at Detour

budgets for all Coordinators should be determined around the same time, at transition of FY

Charities [Kale]

attendance: himself and Charlotte
gotten testimonial quotes from Anton and Greg Ayres for letter
no further info from Micah about scholarship fund

fundraiser ideas

  • bike ride for diabetes over Memorial Day weekend
  • do a 5k walk somewhere in Twin Cities
  • a 5k event at Detour was suggested by a staffer [Andy]
  • get a company to sponsor walked distance at Detour, supply with pedometers [Rin]

recyclables?
matching deadline for community funds is end of FY
question: room party checklist for next year? does projector need to be replaced? [John]

finances [Kim]

Detour summary:

  • added $120 to LEG fund
  • sold 15 polo shirts (sell more at postmortem [Michael])
  • Charity Auction brought over $17K
  • 172 registrations for AD 2015 (Clarissa can send e-mail reminder that staff can still register at postmortem [Sari])
  • Merchandising brought in over $10K

Quad Cities Anime paid for training and for radios
>$302K in account, >$8.7K in community fund
Tech, Registration, Video, Merchandising have submitted inventories; Publications, IT have no substantial inventory
Anita's injuries are being handled through general liability

quick hits

[Brian]
How to Start an Anime Club form is available for editing
edited generic ATC anti-harassment policy for elaboration / extraction

[Andy]
financial statements are done from 2005-2013
ATC Board election updates

[JayColette]
Pride Parade participation is not happening this year; will look toward next year
no update on Lantern Lighting Festival

[Lauren]
will provide material for newsletter
polo shirts exist

[Michael]
no update on gaming event
movie series is on hiatus

[Damarra]

potential issue with community outreach project

ATC no-alcohol policy

  • how to reconcile with Detour's dead dog party?
  • should we make policy formally apply to room parties?
  • if Detour becomes a dry con, alcohol will move from room parties to private hotel rooms, spreading the problem [Jayson]
  • is room party considered private space or ATC space?

â–º written policy should be a committee effort involving Jayson, Heather, JayColette, Rin [Lauren]
vote passes with no objections

[John]

trademarks

  • ATC is now officially trademarked as a charity; will try to trademark Anime Detour as an event
  • will create a letter authorizing third-parties to use images for five years, after which they'll need to reapply
  • need to know which FB pages are officially sanctioned, as all communication should be funneled through official channels, rather than through disparate department pages
  • should put the TM on website logo

â–º grant Anime Detour Chair (or whoever s/he delegates) authority to determine who gets permission to use Detour logo
vote passes with no objections

should define better how Detour images are accessed and used, will consult with Jayson [Sari]
will communicate procedure to Detour staff at meeting after postmortem [Jayson]

who's squatting on the flickr/animedetour?

web matters

  • ATC website is outgrowing its current design; will set up feature request
  • question: will ATC require its own webteam? [Lauren]
  • rather, Webteam will probably eventually be pulled out of AD and into ATC
  • question: how to resolved the loss in staff status for at least four people?
  • question: can an ATC Webteam be considered a pseudo-department, since they're consulted often at meetings? [Jayson]

Detour podcast went well, with an excellent interview of Dai Sato; eventual release TBD