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Mindbridge Meeting Minutes March 1st, 2023

  1. Call to Order
  2. Minutes-waved
  3. Treasurer’s Report (Jon): Up $23,000
  4. IT Officer (Tony)
    1. Meeting this weekend for membership management database for selfservice of inquiry of points and use of points
      1. Reviewing opportunity to utilize new membership database as also functional for replacement of current registration database
      2. Current registration database has outdated and/or duplicate entries and data may not be worth exporting to the new database, instead potentially it may be worthwhile to start over with dataset going forward.
  5. Storage Manager (Pat)
    1. Gamicon load in load out happened
    2. Spoke to new storage place in Cedar Rapids Pat arranged meeting if you were interested in going with please contact Pat
  6. Convention Reports
    1. AnimeIowa (July 28-30, 2023)
      1. March 11 at the Hyatt in Coralville 2pm online and in person
      2. Looking for additional staff
        1. In desperate need of Project lead if interested contact execs at exec@animeiowa.com
          1. Tech
          2. Overnight bridge staff
          3. Rangers- helping with security and crowd control
          4. Community outreach
    2. ICON (Oct 13-15, 2023)
      1. March 11 at the Hyatt 4pm in Coralville online and in person
      2. Looking at alternate sites for 2024
        1. Looking into the Hyatt in Coralville
        2. Possibly Highlander Hotel in Iowa City
      3. Need person for Accessibility Head
      4. Will be going over the budget estimates between treasury and concom
      5. Proposal to update signage, will be sending information to treasury
      6. If interested in helping reach out on Discord
    3. Gamicon (Next Gamicon Feb 23-25, 2025)
      1. Next meeting March 19th 6:30 pm Online and possibly in person
      2. Happened really well $7k profit made
      3. 548 attending peoples & 71 sponsors
      4. $600 for Extra Life
      5. 4 new staff members
  7. Other Projects
    1. Game Library (Michele)
      1. 336 checkouts at Gamicon
        1. Up from 2020
        2. 145 games
        3. 191 Play to win
      2. 12 new games donated
      3. Got rid of some games at the Auction $152 raised
      4. Bracket to help choose games for the Game Library on Facebook
      5. Inventory in June
    2. Video Game Library (Adam)
      1. 198 games checkout
      2. Getting rid of Bluetooth 6 Ancker speakers , determining whether to keep or sell
        1. Need one for Mindbridge Meetings
        2. Possibly give them to Convention execs
        3. Please let Adam know if you are interested
      3. Switch was the most popular gaming system
      4. Selling the following, please contact if interested
        1. Classic systems
          1. PS
          2. SNS
          3. NS
        2. Gameboy Classic player on Gamecube
      5. Need staff for conventions
      6. Need to do proper audit looking at Sunday April 23th or Sunday April 30th if interested contact Adam
      7. Donations and sponsor are being accepted on Mindbridge website
    3. Book Group: On hold, Folks haven’t been able to make meetings, need to reorganize
  8. Old Business
    1. If there are any problems or questions address them to Sheril from now until April 5th meeting
    2. Sat March 18th at 1pm for the Treasurers Retreat at the Penticoff House. Online as well.
      1. Address is 6914 Amhurst Dr SW Cedar Rapids, IA
      2. If there is need for money please send information to Tony or Jon
    3. Masonic Friends and Family Game Day March 11th 9am-7pm at the Scottish Rite Temple
      1. 616 A Ave NE, Cedar Rapids, IA 52401
      2. Board games and RPGs
  9. New Business
    1. Anime Iowa needs more staff members for before and after convention
    2. Trek Museum-Voyage Home Museum in Riverside, IA home needs help moving things March 8th 6pm
    3. The board will take turns being the on call person to contact with issues, but Tony or Sheril will be running meetings. Will be proposed to put into bylaws in April. This is to prevent burnout.
    4. All Conventions need volunteers if interested in helping please contact

Next meeting will be Wed April 5th @ 7pm online and ARC in Iowa City in person.

Mindbridge Meeting Minutes Feb 1st, 2023

  1. Call to Order, Minutes-waved
  2. Treasurer’s Report (Jon): Up $2811
  3. IT Officer (Tony)
    1. IT Staff Meeting with all heads was initiated, not all were able to make it. We have scheduled a follow-up for Feb 12th
    2. Lyz, Amanda, and I have met to create the framework for the Membership Database. Next step is to work with Mark McKibben for a cloud-based location to host it.
    3. Laptop Hardware Review was performed. Determined hardware requirements and which devices meet said requirements. Will review at the upcoming treasurer’s report for available funds to determine which we can purchase, and which we will have to suffice without in interim. Ultimate needs are:
      1. 7 laptops, 5 tablets, 1 Microsoft Surface (hybrid tablet).
  4. Storage Manager (Pat)
    1. There has been another storage locker in CR that is less expensive than our current locker. Website: https://www.storelocal.com/storage-units/iowa/cedar-rapids/storelocal-storage-co-op-3501017
      1. Internal loading ramp
      2. Bluetooth locks
    2. Commitment to giving go-no go recommendation by Apr 5th meeting
  5. Convention Reports
    1. Gamicon (Next Gamicon Feb 24-26, 2023)
      1. Reg numbers are good
      2. Lots of play to win games
      3. Need Volunteers go to Gamicon website
      4. Next meeting Feb 18th 1-4pm stuffing programs
      5. 6:30pm Load up on Thursday Feb 23nd in IC
    2. AnimeIowa (July 28-30, 2023)
      1. Feb 11th at Hyatt and Zoom meeting at 2-4pm
      2. Still looking for staff members
      3. Staff Rooms will be open 20th of March maybe opening earlier
    3. ICON (Oct 14-16, 2022)
      1. Feb 11th 4pm at Coralville Hyatt and Discord
      2. Discord worked fairly well for meetings
      3. Guest of Honor Author has been named Lynne M. Thomas and Michael Damian Thomas
  6. Other Projects
    1. Game Library (Michele)
      1. New game called Old Salt
      2. New Donations came
      3. Getting ready for Gamicon
    2. Video Game Library (Adam)
      1. Getting ready for Gamicon
      2. Got an origami shelf
    3. Book Group: On hold, Folks haven’t been able to make meetings, need to reorganize
  7. Old Business
    1. If there are any problems or questions address them to Robin from now until March 1st meeting
    2. Gamicon new Bid Review and vote on it in Feb. Bid has been approved
      1. Gamicon 33 Arsenic Budget.xlsx
      2. Proposal for Gamicon 33 Arsenic
    3. Moving back to having an in person meeting – Online function will be Zoom for next meeting. Later this year will be moving to Discord.
      1. The Penticoffs March 1st meeting
      2. 6914 Amhurst Dr SW Cedar Rapids, IA
      3. April 5th in Tiffin place TBD
  8. New Business
    1. Amanda Bowersox’s Board Position will be up for election at the Gamicon Mindbridge meeting @11AM Sunday, Feb 23rd. 12pm will be a Gamicon meeting. There will be pizza.
    2. Sat March 18th at 1pm for the Treasurers Retreat at the Penticoff House.

Next meeting will be at Gamicon- Mindbridge meeting @11AM Sunday, Feb 23rd.

Mindbridge Meeting Minutes Jan 4th, 2023

  1. Call to Order
  2. Minutes-waved
  3. Treasurer’s Report (Jon)
    1. Up $1425.94
    2. Insurance is coming up next month
    3. Storage locker fees will be going up
  4. IT Officer (Tony)
    1. Discord server is up and running (Hooray!)
    2. There are a few laptops that are going close to obsolete
    3. Discussion about usage of Dropbox for cloud storage can be obtained for (estimated $3/month)
    4. Schedule meetings with other IT officers to go over password management
  5. Storage Manager (Pat)
    1. Jon is going to be sending information about increase of the price
      1. A new storage locker should be looked into
      2. Any ideas for new lockers should be sent to Pat.
  6. Convention Reports
    1. Gamicon (Next Gamicon Feb 24-26, 2023)
      1. As of January 2, 2023, we have 158 registered attendees, 43 of whom are sponsors.
      2. We currently have 58 scheduled events, but still have to put in the Double Exposure tournaments and GOH events. Still getting a steady stream of events coming in.
      3. The deadline to submit events to be included into the program book is January 15th. (events can still be scheduled after that date, but will not be added to the program books)
      4. Event sign up is expected to open for Sponsors on February 1st, and for all others on February 8th, and run through February 17th at Midnight.
      5. GM parties are scheduled for January 14th (Iowa City Area, location TBA), and January 15th (CR Area, location TBA unless someone at the meeting knows otherwise.) from 1pm-4pm.
      6. We will have staff meetings directly after those events.
      7. We are aware that people are being told by the hotel that the room block is full. Ryan has contacted the hotel, but at the time of this writing has not heard back.
    2. AnimeIowa (July 28-30, 2023)
      1. Registrations are coming in.
      2. Meeting Jan 14 at the Coralville Hyatt and online at 2pm, Holiday party (White Elephant $15 limit)
      3. Still looking for people to lead departments please email exec@animeiowa.com
        1. REVENUE team lead
        2. Scheduling team lead
        3. logistics project lead
        4. charity project lead
        5. tech project lead
        6. community outreach project lead
        7. contests project lead
    3. ICON (Oct 14-16, 2022)
      1. Meeting is going to be Jan 14th at the Coralville Hyatt Time TBD
        1. People are invited to the AI White Elephant Holiday Party
      2. Holiday Sale for Registration through the 15th of Jan
  7. Other Projects
    1. Game Library (Michele): Michele could use some assistance sometime in getting the items ready for auction (Gamicon). Contact Michele if you would like to help with that.
    2. Video Game Library (Adam)
      1. Still needs Staff for conventions
      2. Working on getting some fundraising information online
    3. Book Group: On hold, Folks haven’t been able to make meetings, need to reorganize
  8. Old Business
    1. If there are any problems or questions address them to Tony from now until Feb 1st meeting
    2. Review and discuss the Mindbridge Harassment Policy: This is still being reviewed
    3. Work on Database for Membership Management – Scheduled on Jan 21st
  9. New Business
    1. Review Mindbridge Discord Server and Information, Invite Link: https://discord.gg/PeZ2rCxfTa
    2. Gamicon new Bid Review and vote on it in Feb.
      1. Gamicon 33 Arsenic Budget
      2. Proposal for Gamicon 33 Arsenic
    3. April 2021 minutes by-law update, needs to get to Mark for updating on Website- Tony will do this
    4. Any agenda items that people would like to bring up at the next general meeting needs to be emailed to the Secretary -Jessica Penticoff at Rowanstarr22@gmail.com by the end of the day on Monday before the meeting on Wednesday. Otherwise it might not be discussed.
    5. Moving back to having an in person meeting
      1. The Penticoffs March 1st meeting, 6914 Amhurst Dr SW Cedar Rapids, IA
      2. April 5th in Tiffin place TBD

Next Meeting: Wednesday Feb 1st at 6pm online via Zoom.