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Mindbridge Meeting Minutes May 3rd, 2023

  1. Call to Order
  2. Minutes-waved
  3. Treasurer’s Report (Jon): a. Down $1461
  4. IT Officer (Tony)
    1. Progress is made on Attendance Database and spreadsheet
      1. Database is created – Going to reach out to past execs to get data to ensure that points are awarded where appropriate
      2. Will be uploading data in June, with plan to integrate database with web interface in July/August
      3. If anybody has SQL and web development skills and would like to help, please contact Tony and Amanda.
    2. Laptop bid submitted
  5. Storage Manager (Pat)
    1. Research completed on lockers, however move will be put off until after the Marriott in Cedar Rapids sale has taken place.
    2. Pat was able to negotiate a small lowering of fees on existing storage locker
  6. Convention Reports
    1. AnimeIowa (July 28-30, 2023)
      1. Next meeting is Sat May 13th at 2:30pm at the Hyatt in the Borlaug room on the 2nd floor in Coralville and also online
      2. Inventory at the storage locker Sat May 13th 10am-12pm
      3. Guest list is out
      4. Panel rough draft has been made
    2. ICON (Oct 13-15, 2023)
      1. Next meeting is Sat May 13th at 4pm at the Hyatt Borlaug room on the 2nd floor in Coralville and also online
      2. Looking at other venues incase the hotel changes
      3. Looking for paneling suggestions. If you have suggestions please visit this website.
      4. Looking for Fantable coordinator
      5. Website still doesn’t have Guest of Honor
      6. Fundraising Garage Sale May 6th in Iowa City.
        1. 809 Holiday Lane Coralville 52241 8:00am-1:00pm
    3. Gamicon (Next Gamicon Feb 23-25, 2025)
      1. Next meeting is Sat June 4th 6:30pm at The Maakstad house and online
        1. 130 Hackberry St, North Liberty
        2. 5:30pm for grill out bring your own food.
      2. Looking at other venues incase the hotel changes
      3. Waiting on Guest of Honor until hotel is decided
      4. Looking for volunteer coordinator
      5. Looking for Publicity Head/li>
  7. Other Projects
    1. Game Library (Michele)
      1. Game Library Inventory will be on Sat June 24th at 10am at the ARC 2401 Towncrest Dr 2401 Iowa City, IA. Across the street from the church of the Nazarene, two blocks from the old building
        1. Lunch will be provided
    2. Video Game Library (Adam)
      1. There will be an auction on Mindbridge discord Sat April 8th-May 3rd. Winners will be announced during the next meeting
      2. Video Game Library has completed the auction of items that started last month, and has raised $390. Will be contacting people with ways they can pay and get their items.
    3. Book Group: Thursday May 11th at Panera on Edgewood Rd in Cedar Rapids.
      1. We will be discussing the books that we have been reading and will be working on making a list of books for upcoming meetings.
      2. Thursday June Legend and Lattes by Travis Baldree
  8. Old Business
    1. If there are any problems or questions address them to Jenny from now until June 7th meeting
    2. Anime Iowa needs more staff members for before and after convention
    3. All Conventions need volunteers if interested in helping please contact convention concoms
    4. Signage has been added to the budget, but a bid needs to be submitted, Chelsea will draft up formal budget and present in an upcoming MB Meeting
      1. Three key signs that overlap for each of the conventions that are big. Looking at the retractable floor sign.
        1. Info
        2. Reg
        3. Volunteer
      2. Working on price points for the the requested signs
    5. Mindbridge Membership Meeting Sat May 13th Location:Hyatt Borlaug room on the 2nd floor in Coralville Ridge Time:1pm
      1. There will be drinks and food provided
      2. Robin’s board position is up for re-election
  9. New Business
    1. By-Law Policy Proposal – Mindbridge On-Call Board Representative Policy
      1. This is introducing, into By-Laws, the process of having an on-call rotation among the current Board Members. Mindbridge On-Call Board Representative Policy – Click here
        1. Updates discussed and suggested to this document have been made, feel free to review to ensure accurate
      2. Will vote on this at the upcoming June 7th meeting.
    2. Storage Locker Conversations
      1. Hold off on any decisions to move until after the Marriott in Cedar Rapids sale
    3. Mindbridge Laptop Acquisition and Lifecycle Proposal
      1. This is for acquisition of new technology and peripherals for Mindbridge use across projects, as well as reallocation of existing technology and peripherals. Bid for Laptop Acquisition and Future Acquisition Plan for Mindbridge IT – Click Here
      2. Will vote on whether to approve this at the upcoming June 7th meeting
    4. Other Upcoming Community Events
      1. Demicon happens May 5-7 in Des Moines, IA access their website here.
      2. Asian Fest in Iowa City Sat May 13 Noon – 6pm at S.T. Morrison Park
      3. Coralville Recycle Swap is 8:00 AM – Noon on May 13 – Coralville City Hall parking lot (this is a community garage sale where everything is free)
    5. Oliver Wenman and John Karels have been voted in as Mindbridge members

Next meeting will be Wed June 7th @ 7pm online and at the ARC in Iowa City ARC 2401 Towncrest Dr 2401 Iowa City, IA. Across the street from the church of the Nazarene, two blocks from the old building.

Mindbridge Meeting Minutes April 5th, 2023

  1. Call to Order
  2. Minutes-waved
  3. Treasurer’s Report (Jon)
    2. Down $5607
    3. Successful treasurer’s retreat budget has been made for next year
  4. IT Officer (Tony)
    1. Budgeted for new 8 laptops for next year
      1. Will be submitting bid soon
  5. Storage Manager (Pat)
    1. Sent numbers for new storage lockers, click here for more info.
    2. Based upon conversation, Pat is going to ask additional questions of Store Local and Green Acres to determine best options, and Board will give a formal recommendation at May’s Mindbridge meeting.
  6. Convention Reports
    1. AnimeIowa (July 28-30, 2023)
      1. Meeting Sat April 8th 2pm Hyatt in Coralville and online
      2. Still need staff
      3. Hotel sold out in 30 mins
      4. Still working on bringing up the
      5. Working on the Health policy. Everyone uses their best judgment.
      6. Theme submission open until May 6th
      7. Think Iowa City has grants available for events taking place in Iowa City
      8. Cedar Rapids Grant for events taking place in Iowa City
    2. ICON (Oct 13-15, 2023)
      1. Meeting Sat April 8th 4pm in Hyatt in Coralville and online
      2. Starting to work on ramping up work on the convention
      3. Cedar Rapids Grant for events taking place in Iowa City
    3. Gamicon (Next Gamicon Feb 23-25, 2025)
      1. April 23rd 6:30pm online and at the Maakestad house bring items to grill if interested. Grilling will be the hour before the meeting starts.
      2. Hackberry St, North Liberty
      3. Cedar Rapids Grant for events taking place in Iowa City
  7. Other Projects
    1. Game Library (Michele)
      1. Game Library Inventory will be on Sat June 24th at 10am at the ARC2401 Towncrest Dr 2401 Iowa City, IA. Across the street from the church of the Nazarene, two blocks from the old building
        1. Lunch will be provided
    2. Video Game Library (Adam)
      1. There will be an auction on Mindbridge discord Sat April 8th-May 3rd. Winners will be announced during the next meeting
      2. New arcade $326 Mortal Kombat
    3. Book Group: On hold
      1. 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 Amanda from now until May 3rd meeting
    2. AnimeIowa needs more staff members for before and after convention
    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 May. This is to prevent burnout.
    4. All Conventions need volunteers if interested in helping please contact convention concoms
  9. New Business
    1. Signage has been added to the budget, but a bid needs to be submitted, Chelsea will draft up formal budget and present in an upcoming MB Meeting
    2. Three key signs that overlap for each of the conventions that are big. Looking at the retractable floor sign.
      1. Info
      2. Reg
      3. Volunteer
    3. Working on price points for the the requested signs
    4. Gamicon would like to have money that is in Gamicon’s account put into a CD
      1. Seals away money for a rainy day and also has the money make more money!
    5. Good Shepherd Church 2900 42nd St NE Cedar Rapids, IA 52402. Will be hosting a table top game event proceeds will go to Suicide prevention Sat April 22 9am.
      • What: Roll on For Life 2 is a TTRPG charity event that benefits local charities that specialize in suicide prevention and awareness
      • When: Saturday April 22nd, 2023 at 9 am. Volunteers can show up as early as 8:30 am to help set up and do some play test if needed
      • Where: Good Shepherd Lutheran School, 2900 42nd St NE, Cedar Rapids, IA, United States, Cedar Rapids, United States
      • Extra info: there will be raffles for items donated by local game shops such and players as well as dessert auctions!
    6. Mindbridge Membership Meeting May 13th Location: TBD Time:TBD
      1. Looking into using the Hyatt Regency in Coral Ridge as the AI and ICON staff meetings are also that day. Announcement of date and time to be given at next MB meeting.

Next meeting will be Wed May 3rd @ 7pm online and at the Penticoff house 6914 Amhurst Dr Sw, Cedar Rapids, IA.

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.