Mindbridge Foundation

Mindbridge minutes Wednesday, 3 May 2006

• The meeting was held in Iowa City at 6:00 pm, at The Mill
• The meeting was called to order by Catherine Schaff-Stump
• Treasures report by Jon Maakestad
  • checking account balance: $9,772.30
  • AnimeIowa account balance: $23,164.00
  • ICON account balance: $1,215.80
  • Gamicon account balance: $1,915.74
  • This is actually short a bit, because there is money sitting in Paypal.
• The minutes from last time were not read by Christine Cromwell, people may read them on the Mindbridge website
• AnimeIowa report
  • The next meeting will be May 13, 2006, Jon Maakestad said, he also said to have your mother sign up for the masquerade.
  • still completing the contract, we are penciled in at the Paramount in Cedar Rapids (for the masquerade)
  • the convention will be at the Crown Plaza, two blocks from the Paramount
  • Heidi Henson, the logistics person for AnimeIowa, visited the meeting
• Icon report
  • Josh Elliot said the dealers mailing will be going out in a few weeks
  • Lindsay Jones said things were going well
• Gamicon report
  • Brian Womachka said the general meeting was held last week
  • they have a flyer ready
  • there is an online panel discussion, a 24 hour gaming room, the survival pack will be back
• Pre-Planning Committee report
  • Dan Wojcik and James Osvald will be meeting with the Marriott for Icon 32, 2007
  • The proposal has been given to the board
  • They are thinking of holding AnimaIowa 2007 at the Coralville Convention Center, the Convention Center will have a bid for us next month, it will open August 2006
• Costume Con 24 will be the last weekend in May at Hotel Fort Des Moines
• Art Show Policy Vote
  • discussion continues regarding copyright issues
  • Bryan Stump said if the art is a parody, and not to make money, but is challenged in court, it usually goes to the ones with the most money, judges have been awarding $150,000 per item
  • Cath Schaff-Stump said the best place for protection is a change of medium, paint pictures of B5 characters, the Andy Warhol effect, if get permission it is okay
  • the Con can display but not sell
  • a vote was held for the art policy: 13 approved, 0 opposed, 2 Joshes (abstained)
  • the art policy will go into effect January 2007
• Storage locker inventory
  • Marty Milder would like to inventory the storage locker Saturday, May 20 at noon
  • the rain date will be Sunday, May 21, 2006
  • the storage locker is located at the Penn Street Mini Storage, #21 (take exit 4 off I-380 and go east about 1.4 miles, Penn Street Mini Storage is on the left/north side of W Penn Street, 1020 Penn St, North Liberty, IA)
  • we will remove the totes, rearrange
• Update on personnel issues: Pending board meeting
  • the board will be discussing the following issues:
    • personnel issues
    • board member rotation will be considered, some members are permanent with no end to the position
    • board member to replace Josh Hammel
    • advertising team
    • pre-planning members for con
• June 2006 meeting
  • Cath Schaff-Stump will be in Russian, congratulations to a new Fulbright Scholar
  • Brian Womachka will run the June meeting
  • the June 2006 meeting will be held at The Mill at 6:00
• July 2006 meeting
  • there was discussion about the July meeting which is suppose to be in Cedar Rapids or North Liberty
  • originally we were going to alternate between Cedar Rapids (CR Public Library or Denny Lynch’s house) and North Liberty (Pizza Ranch on Dubuque St) every three months
  • some people thought North Liberty was not central enough and that the meeting should be in Cedar Rapids
  • some one suggested having a cook out at Denny Lynch’s house
  • Christine Cromwell will contact Denny to see if we can do this and what he would require of us
• Bids for AnimeIowa 2007
  • Dan Wojcik is ready to accept bids for AnimeIowa 2007
  • a statement will be added that by attending AnimeIowa, a person gives permission to have their pictures used
  • Tracie Michlin said that we should give everyone an out in case they didn’t want their picture used
  • Jon Maakestad will post three refund policies options for us to look at and consider for con membership
• meeting was adjourned

Mindbridge minutes Wednesday, April 5, 2006

• The meeting was held in Cedar Rapids at 7:00 pm, in the home of Denny Lynch
• The meeting was called to order by Catherine Schaff-Stump
• Treasures report, supplied by Jon Maakestad, was read by Christine Cromwell.
  • checking account balance: $9,622.30
  • AnimeIowa account balance: $18,507.00
  • ICON account balance: $695.80
• Gamicon report and bid vote
  • there is only one bid to vote on
  • Catherine Schaff-Stump asked if the goal will be to increase attendance or to maintain the status quo
  • Steve Tait said he was interested in advertising, like writing to gamers magazines
  • Fred Coverdill asked what we do outside of a postcard flyer for advertising
  • John Frick said they were planning to send out postcards, flyers, and a second postcard
  • Brian Womachka and Steve will help with advertising
  • Catherine asked Brian if there was anything else
  • Brian said the budget was balanced, they should make $100 profit, and have an attendance goal of 266
  • Steve asked if we had weather insurance
  • Cath said not, just insurance for terrible things like injuries
  • Brian added, or hotel cancelations
  • Cath held the vote, there were 10 votes and 4 proxies approving the Gamicon bid, no opposed, and no Joshes
  • a question was asked if we knew the guest of honor
  • Brian said they were waiting until it was official
  • Denny Lynch suggested inviting Miyazaki
• ICON report by John Frick
  • John Frick said the contracts are signed for the artist and guest of honor
  • registrations are being sold
  • there is a positive bank balance
  • things are coming along well
  • Jennifer Todd asked where information will be posted
  • John said on the ICON list (on the ICON Yahoo group)
• Preplanning Committee report by Catherine Schaff-Stump
  • ICON:
    • there is a bid with the Clarion, with Zazaa, the Clarion is under new management
    • Shannon Finnegan was to send an ICON bid for 2007 to Michele and Jon this week
  • AnimeIowa:
    • Laura Thomas replaces Ryan Hammel for AnimeIowa Preplanning
    • Steve Tait asked about the absent member policy
    • Cath said the board can decide to waive the normal attendance
    • John Frick would like to volunteer to sit in on meeting for ICON to learn how to run cons
    • Cath reminded everyone that AnimeIowa does have a continuity, and there are about 350 people who attend ICON from which to draw new people, but there is a “graying of cons” taking place all over
    • Fred Coverdill suggested contacting high school students
    • Cath still thinks the current base is the best place to draw from
    • John said it would be good to get better guests
    • Cath said it would be good to build towards this goal
    • Marty Milder said better guests cost more money, with a limited budget can we do this?
    • Cath said we need to ask ICON attendees, we need a poll to see what they want more, to see a guest or to hang out with their buddies
    • Steve said, rather than a guest, ICON 13 had a guest fandom, 25-30 people said they never knew there was a SciFi Convention in Iowa City
    • Brian said Critical Hits Games in Coralville had never heard of Gamicon
• Old business - Art Show and copyright policy
  • Cath said we will vote on it next month (May meeting) The policy goal is to make up legal
  • both Denny Lynch and Jenny Todd talked bout parody art being sold at ICON
  • Bryan Stump said it is not legal, for example, Miyazaki is now with Disney
  • Steve Tait asked about selling mass produced, used art
  • Cath said it isn’t allowed, that is more of an auction item
  • enny said the movie industry want to eliminate videos, DVDs, CDs, and sheet music, from second hand sales
  • Jenny asked about the Dealers Room
  • Cath said the Dealers Room has not been addressed yet, it will need a separate policy
  • Marty Milder asked about the scenario that someone, in exchange for art, agrees to donate a sizable amount to a charity
  • Cath said to let her know if there are any more issues and it will be put on the agenda for next month
  • the reason for the policy is that both AnimeIowa and ICON get a cut from the art show
• Old business - storage locker inventory
  • Marty Milder will set a time in early May to take an inventory
• New business - personnel issues
  • 1we will need a new treasurer within a year, March 2007, the books and receipts are organized well
  • Christine Cromwell said she prefers being a treasurer over a secretary, that is usually what she has been in past organizations, and she holds a Certificate in Accounting from Northwestern University
  • Fred Coverdill said his father, Fred Coverdill Sr, would be willing and able to be the treasurer, Fred talked to his father on his cell phone
  • Steve Tait, lives in Springville (about an hour from Iowa City), but he would be willing to help
  • Cath thinks it would be easier to find a secretary than to find a treasurer
  • 2we will also need a database manager
  • the registration system is dreadful
  • John Frick asked if we need a database vs. access - John has done database but cannot volunteer for management due to his current job
  • Cath said the board needs to look at the issue
  • Cath said Josh Goldsborough also is good
  • Brian Womachka said Jeff Strauss (a Con com member) might be interested
  • Marty Milder said we need to create a document about what exactly is the needed from a database
• New business - board member terms
  • Ryan Hammel is being replaced as a board member
  • the term is up in October 2006
  • the floor is open for nominations, write or call the board with names
• New business - board structure
  • currently there are two permanent board members with no number of years given for their terms; two board member positions with 2-year terms who can serve on Con Coms; and one 1-year term board member
  • originally the Mindbridge vision guided the group, now the group itself, the members, guide the vision
  • one suggestion is to have five board members with staggered terms, such as 3-year terms
  • Jenny Todd likes the 1-year rotating term, it is useful
  • John Frick thinks 3-years is excessive, go to 2-year terms
  • Steve Tait thought the permanent board member names were used so that the same names would go on the tax forms each year
  • John said we could have one name repeat from the previous tax year, each time
  • the board will continue discussing this issue/li>
• Tammy Siler Jones to read in North Liberty
  • Tamara Siler Jones will be reading and signing at the North Liberty Library on Thursday, April 6, 2006, at 7:00 pm.
• the May 3, 2006 meeting will be in Iowa City at The Mill

Renowned Iowa author, Tamara Siler Jones will be reading and signing in the Gerdin Conference Center, at the North Liberty Library on Thursday 6th April 2006 at 7:00pm. Tammy's published works include Ghosts in the Snow and Threads of Malice.

North Liberty Library
520 W. Cherry St.
North Liberty, Iowa 52317
Phone: (319) 626-5701

We would like to remind you that the next Mindbridge Monthly Meeting is coming up this week.

Date: Wednesday April 1, 2006
Time: 7:00PM - 8:00PM CST (GMT-06:00)

Monthly Mindbridge Meeting at The Lynch Casa, 68 36th Ave. SW
Cedar Rapids, IA 52404-4056 Phone: 319-365-5857

NOTE: Please note that the April meeting will be held an hour later than usual and will be at Denny Lynch's house rather than the Mill!

Mindbridge minutes, Wednesday, March 1, 2006

• The meeting was called to order by Catherine Schaff-Stump
• Treasures report was read by Jon Maakestad.
  • checking account balance: $9,682.30
  • AnimeIowa account balance: $15,00.00
  • Icon account balance: $1,170.40
  • Gamicon account balance: $5,867.81
• Gamicon report was read by Michele Maakestad
  • the badge count was 197, down from the usual 250
  • because there was no guest of honor, the budget is okay
  • we went a little over on the cost of the program booklets
  • a Mindbridge meeting took place Sunday morning at 10:00 am
  • at the meeting, a bid was given for next year’s Gamicon
• Jon Maakestad notified Mindbridge members that he will retire
  • Jon presented and read a letter of his intention to retire from the treasure position, effective March 1, 2007
  • Jon wants to teach/train a new person
• discussion about board positions
  • Michele Maakestad said the board has discussed redesigning the board to remove “permanent” from the positions
  • Michele also said she has resigned her position from the art committee, so we are looking for a replacement(s)
  • Catherine Schaff-Stump reported on another resignation
    • at the March 11, 2006 meeting, the resignation of Kate Carey from Concom was accepted
    • Kate will continue on the AnimeIowa staff
    • Concom is looking for a new con suite head to be the masquerade director
  • AnimeIowa question
    • James Osvald asked if there was an approved Paramount bid for AnimeIowa, has anyone seen the contract
    • Catherine Schaff-Stump has been in contact with Laura Thomas, Catherine takes it as a good sign and is not concerned
  • AnimeIowa question
    • James Osvald asked if he should look for a Coralville or a Cedar Rapids location for the next years’ convention
    • James also expressed the desire not to be the contact person, preferring the cons make the hotel contacts
  • Icon report
    • Lindsay Jones reported that the pre-preregistration is over
    • there is still a discounted price of $40
    • Dee Cooper mailed her pre-preregistration Monday, would it be accepted; yes it would
    • there will be a meeting in the next few weeks
    • Michele Maakestad requested it be posted on the yahoo group, it will be
    • everything is in place
  • Zazza memorial
    • Catherine Schaff-Stump reported that Mindbridge sent a memorial of $100 to the Zazza Memorial
    • The Zazza family of the Clarion Hotel in Cedar Rapids, have been very helpful to Icon over the years
    • [note from Christine: the Zazza family has established two Kirkwood Community College scholarships, the Zazza Clarion Hotel and Convention Center Scholarship, which awards $500 each to two students from the Culinary Arts program]
  • Preplanning
    • Catherine Schaff-Stump needs a location for the 2007 AnimeIowa and for the 2007 Icon (Icon 32)
    • Gamicon is set for the Iowa Memorial Student Union for the next two years (February 2007 and 2008)
    • the Crown Plaza Hotel in Cedar Rapids would like to keep AnimeIowa, but the concom says it is too small
    • James Osvald will get the numbers from each con, then approach the different places
    • it was mentioned that the Collins Road Marriott Plaza did offer Icon a good rate not long ago, it was a comparable rate for a better hotel
  • Other projects
  • Game library
    • there will be a March meeting at Nigel Ray’s home
    • contact Michele Maakestad if you are interested in attending
  • Ad team
    • Catherine Schaff-Stump asked how to get in touch with Eric Tucker
    • Michele Maakestad said she would
    • Catherine asked to sound him out
    • James Osvald asked for Michele to give Eric his email since SFLIS (Science Fiction League of Iowa Students) can be used for cheap advertising
  • Copyright issue
    • Michele Maakestad reported that the copyright law information is too massive to fit on one page
    • there are three documents, including the pages on how to interpret the laws
    • Catherine Schaff-Stump wants to read it to see how user friendly it is
    • Fred Coverdill said he’d be willing to read them, could Michele post the links on the Yahoo group
    • Catherine reminded us that no law says that fan art can not be displayed, just that it cannot be used to make money
    • Bryan Stump read a document about copyrights that he proposed Mindbridge use
    • Michele says to add unless they have permission
    • Dee Cooper said, written permission to show
    • Catherine pointed out that someone in the Artist Alley at AnimeIowa might say, draw a Batman for me
    • Catherine reminded us of the Full Metal Alchemist issue, online Japanese sales to the U.S. but a U.S. company had exclusive rights and won the case
    • Dee said it is not our job to police
    • Josh Elliott said the cons are not making a profit, the artist is
    • Michele asked about costumes
    • Catherine said making and wearing costumes is not for profit, unless one was sold at auction and could be taxed
    • Catherine wants us to find legal writing to protect us
    • James Osvald said we are providing the space (implying some liability)
    • Michele said something will have to be printed on the forms vendors/people sign so they can be informed
    • Catherine said the board will finish this, there has been enough discussion
    • Following is the updated version of Bryan Stump’s copyright paragraph:
      

      In the interests of protecting the intellectual property rights of all artists, all items must be entirely the work of the individual displaying the piece to be eligible for sale or auction. Items for sale may not included copy protected or trademarked material, unless the artist can produce written permission from the individual or corporate holder of the intellectual property rights. Pieces portraying copy protected or trademarked material are eligible for display only. This rule applies to all art show art as well as art available for sale in the artist's alley.

  • Storage Locker policy
    • Marty Milder presented a storage locker policy
    • Following is the text of the storage locker policy:
      • All items in the storage locker must be the property of Mindbridge.
      • No food or drink unless it is sealed, tolerant of wide temperature swings (below freezing to 100˚F) and high humidity. Any items that attract insects or wildlife are not allowed unless protected and sealed.
      • Besides the items listed below, all items that can not be fit into a “standard” 18 gallon tote (16”h x 16”w x 24”d) are not allowed.
      • Office supplies.
      • T-shirts and promotional items.
      • Volunteer prizes.
      • Con suite bowls, utensils, toys and games.
      • The above rules can be superseded only with the content of three or more Mindbridge Board members and the notification of the storage locker manager.
      • The person in charge of the storage locker has the right to, without notice, dispose of any item found in the storage locker that is in violation of the above rules.
      • Anything in the storage locker that has not been used for more than one year, can be disposed of by the storage locker person, usually after consulting with the Mindbridge Board.
      • Anything in the locker as of 4/1/06 is Grandfathered in.
    • Marty said there were two 3x3x3 refrigerators that showed up and have never been used again, he wants to remind people there is limited space
    • There should be no personal property in there that we might be culpable for, or that they might want back in two years
    • There should be no foods, the storage locker is like an unheated garage
    • Michele Maakestad said to add temperature sensitive to the document
    • Catherine Schaff-Stump and Michele will modify the policy
    • Catherine said not bodies are allowed because they would not fit
    • Michele said the heat would not be good for them either
    • James Osvald said we’d need dry ice
    • Fred Coverdill said vacuum seal it
    • Marty said we should change the number of board members needed to change the policy from three to two
    • Catherine said the policy would be given to all the cons
    • Dee Cooper asked if we were going to vote on it
    • Michele made the motion to accept the storage locker policy
    • Dee seconded it
    • there were 14 yes with 3 Joshes
  • Social Activities
    • Christine Cromwell asked if there was any interest in going to the the IMAX to walk on the moon before it left
    • Michele Maakestad suggested Christine ask Jon and Rhianna
    • Catherine Schaff-Stump suggested to post it
  • ICon question
    • Peter Wezeman asked when an ICon program would be put together
    • Lindsay Jones said to go ahead and email the con with programing ideas
  • April 5, 2006 Mindbridge meeting
    • the next meeting will be held at Denny Lynch’s house in Cedar Rapids, at 7:00 pm
    • Catherine Schaff-Stump and Christine Cromwell handed out directions
    • Michele Maakestad pointed out that the exit to Denny’s is the some one as to the Clarion Hotel, except you turn east/right instead of west/left
    • Michele will not be there due to pet allergies, and will send proxies for voting
  • May 3, 2006 Mindbridge meeting
    • Catherine Schaff-Stump said the May meeting will be held at The Mill at 6:00
  • New Member
    • Steve Tait attended his second meeting at Gamicon, requested membership, and was accepted.