Minutes:12 DEC 2012 Board Meeting Agenda

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Action items followup

  • Let's check in on the remaining action items.

501c3 update/future

  • An update on things after Nate Y.'s chat with Matt Bower.

Finances

  • Where are we at for January?
    • Josh/Khevna: Things are looking much better. After paying for the significant items (Rent, MYTH, Internet, iQguys), we have around $1,500 left over. We have >two more weeks in this month to raise another $1,500.
    • Josh/Khevna: Membership income this month appears to be around $1,300, that's about $200 more than the average for this year, January should be even better.
    • Josh/Khevna: Gaming Station income is up about $100
    • Josh/Khevna: Bright Futures income has helped, and is expected to bring in another $400 over the next few weeks (after paying for staff)
      • It has brought in an additional $350 p/month (after paying staff) for the past two months.

Newsletter

  • We need to do another one of these. Let's discuss some content for the next one (and also a proposal on its format!).

D&O Insurance

Quick update... Mostly a reminder to Nate Y. to finish this.

Taxes

  • JGW: I believe we owe for the past three years at this point.
    • Nate Dotz gave us the contact for a lawyer, I have not called him yet : / (I am not sure if this was specific for 501c3 filing process, or our general tax needs. Regardless, I have not made the phone call)

LoL Event

  • JGW: LoL Tournament was a great success in bringing new gamer faces to the place.
    • It took about ~100 man hours of work (not including marketing), and the place was effectively closed / non functional for other uses for two days
    • We brought in about $50 as a result. Normal Saturday business probably would have brought in ~$100
      • It seems to be general consensus that in the current space, it is difficult to run an event at the right size that is fun, low stress, and worthwhile. It seems like events of this size would not make sense to do very often (ie: Maybe quarterly). That being said:
        • John Spiher is looking into alternative ways to run external events with our name attached to it.
        • Dana had some good suggestions on running more of a ladder or league type event on a weekly/biweekly basis. Similar to having a 'build' night, maybe we could have a gaming night?

Roles & Responsibilities

  • Taylor Gest = Promotions
    • Talked w/Taylor recently. His current job is pretty much taking pictures and posting simple updates to AHA space. It would be nice to find other ways to get him involved.
  • John Spiher = Promoting Gaming Madness
    • Talking regularly with him. Trying to figure out best ways to integrate space, community, existing staff, with his interests.
  • Jon Huhn = The Cleaner
    • Could use some clarification about expectations / goals.
  • Dana Nelson = Grant Writing
    • Goal of one grant submission p/month
  • Jess Yaeger = Accountant
    • Keeps the books up to date, except this week.
  • Jessica Lannen = Shift + Craft Area
    • Need to discuss / make sure she's checking up on craft area weekly during shifts.
  • Isaac Perez = Shift + Assist w/Computers
    • Need to discuss w/Dan to make sure computer situation continues to improve
  • James Hearn = Shift + Assist w/Computers
    • Need to discuss w/Dan to make sure computer situation continues to improve
  • Jamie Finerman = Membership Duties
    • Is converting our current google doc data into Quickbooks so we have a centralized place for all membership information. Goal of January 2013:
      • Handling new membership emails / communication
      • Almost everything occurs in QB.
      • Past due membership hounding
      • Communicating w/members to ensure things are going smoothly
  • Khevna Shah
    • Making sure bills are paid
    • Reviewing finances monthly, submitting information / reports to board.
    • Goal of January 2013:
      • Make sure we have a working budget
      • How to allocate finances when we have extra to spend.
  • Josh Williams = Shop Manager ?
    • I need to clarify what my goals / responsibilities are
    • Currently attempting to keep all the above people connected, functioning, and place existing on a day to day basis.
    • Currently spending ~25 to 30 hours p/week managing Bright Futures
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