{"id":159,"date":"2012-12-20T12:07:26","date_gmt":"2012-12-20T12:07:26","guid":{"rendered":"http:\/\/www.avacon.org\/blog\/?page_id=159"},"modified":"2014-06-19T11:12:12","modified_gmt":"2014-06-19T11:12:12","slug":"2010-meeting-minutes-2","status":"publish","type":"page","link":"https:\/\/www.avacon.org\/blog\/documents\/2010-meeting-minutes-2\/","title":{"rendered":"2010 Meeting Minutes"},"content":{"rendered":"<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nSeptember 17, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Donna Meyer<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>None<\/li>\n<\/ul>\n<p><strong><em>IT &amp; Communication report by Chris Collins<\/em><\/strong><\/p>\n<ul>\n<li>Discussed follow-up survey for convention attendees.<\/li>\n<li>Reported on website traffic and sources<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Reported on payment status to several service providers<\/li>\n<li>Reported on receipts and outstanding reimbursements<\/li>\n<li>Discussed follow-up survey for sponsors<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reported on attendance stats, no registration data was taken for at-door registrants<\/li>\n<\/ul>\n<p><em><strong>Operations report by Joyce Bettencourt<\/strong><\/em><\/p>\n<ul>\n<li>Will request final data from Audrey for hotel info<\/li>\n<\/ul>\n<p><strong><em><br \/>\n<\/em><\/strong><\/p>\n<p>Meeting adjourned at 6:30PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nAugust 14, 2010<br \/>\n3PM EST ~ PF Changs, Boston MA<\/strong><\/p>\n<p style=\"text-align: center;\"><strong>ANNUAL MEETING OF THE CORPORATION<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 3PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>Voting for officers for the 2010-11 term proceeded<\/li>\n<li>Officer appointments continued as is by unanimous vote.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010<\/em><\/strong><\/p>\n<ul>\n<li>Discussed last minute details about convention<\/li>\n<li>Reviewed schedules and timelines of activities<\/li>\n<\/ul>\n<p>Meeting adjourned at 3:30PM<\/p>\n<p>Minutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nJuly 30, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Donna Meyer<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>Reviewed accounting practices and process for submitting receipts for reimbursements.<\/li>\n<\/ul>\n<p><strong><em>IT &amp; Communication report by Chris Collins<\/em><\/strong><\/p>\n<ul>\n<li>Reviewed key communications in 2 weeks leading to convention.<\/li>\n<li>Requested feedback and contributions to final drafts of printed program.<\/li>\n<li>MOTION to purchase easels for display at convention by Fleep, Peter seconds. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<li>Discussed AvaCon Ball.<\/li>\n<li>Discussed UStream accounts and process<\/li>\n<li>Discussed logistics of schedules for board members prior to convention<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to make final payment to hotel by Peter, Fleep second. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<li>Discussed convention insurance<\/li>\n<li>Discussed signage needs and order<\/li>\n<li>MOTION to purchase final choices for tshirt and bags by Peter, Fleep second. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<\/ul>\n<p><em>Human Resources report by Donna Meyer<\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.<\/li>\n<li>Reported on badge design progress.<\/li>\n<\/ul>\n<p><em>SLCC 2010 Operations report by Joyce Bettencourt<\/em><\/p>\n<ul>\n<li>Reported on venue logistics.<\/li>\n<li>Reported on A\/V logistics.<\/li>\n<li>MOTION to select BBQ option for day 1 and Chicken\/Veg option for day two by Joyce, Fleep seconds. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<\/ul>\n<p><strong><em><br \/>\n<\/em><\/strong><\/p>\n<p>Meeting adjourned at 9:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<\/strong><\/p>\n<p style=\"text-align: center;\"><strong> AvaCon, Inc.<br \/>\nJuly 15, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>Tabled until future meeting to focus on SLCC.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Special Meeting<\/em><\/strong><\/p>\n<ul>\n<li>Keynote Speakers discussed<\/li>\n<li>MOTION to pay John Lester $500 speaker honorarium by Fleep, Peter second. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<li>MOTION to offer Dusan Writer free pass as honorarium by Fleep, Peter second. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<li>Life 2.0 film discussed<\/li>\n<li>Day Passes discussed.<\/li>\n<li>MOTION to pay hotel the next $10,000 by Peter, Donna seconds. \u00c2\u00a0Aye vote unanimous, motion passed.<\/li>\n<li>Check received from lead sponsor, Joyce to deposit<\/li>\n<li>Unregistered guests who have not paid for convention will be contacted and their discount removed.<\/li>\n<li>MOTD text discussed for Second Life.<\/li>\n<\/ul>\n<p><strong><em><br \/>\n<\/em><\/strong><\/p>\n<p>Meeting adjourned at 6:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<\/strong><\/p>\n<p style=\"text-align: center;\"><strong> AvaCon, Inc.<br \/>\nJuly 09, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>Expense Reimbursment Claim previously approved posted to website.<\/li>\n<li>Reviewed IRS regulations on raffled and games of chance.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Reported on venue details.<\/li>\n<li>Reported on current room block status.<\/li>\n<li>We have made our room block committment &#8211; yay!<\/li>\n<li>Still has not yet gotten quote for printed program.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of ticket sales.<\/li>\n<li>Reported on status of sponsorships.<\/li>\n<li>Discussed Google Ad Words and Ad Sense.<\/li>\n<li>Reported on TShirt &amp; Schwag status<\/li>\n<li>Discussed possible problem with PayPal payments.<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.<\/li>\n<li>Reported on badge design progress.<\/li>\n<\/ul>\n<p><em>IT &amp; Communication report by Chris Collins<\/em><\/p>\n<ul>\n<li>SLCC 2010 website traffic report.<\/li>\n<li>Reviewed upcoming message drafts.<\/li>\n<li>Discussed MOTD on Second Life.<\/li>\n<li>Discussed procedure for dealing with complaints and blog comments.<\/li>\n<li>Will send PDF Writer software to all.<\/li>\n<\/ul>\n<p><em><strong>SLCC 2010 Track Updates<\/strong><\/em><\/p>\n<ul>\n<li>Music &amp; Live Performance &#8211; Joyce<\/li>\n<li>Business &amp; Enterprise &#8211; Joyce<\/li>\n<li>Education &amp; Research &#8211; Chris<\/li>\n<li>Government &amp; NonProfit &#8211; Peter<\/li>\n<li>Health &amp; Support &#8211; Joyce<\/li>\n<li>Art, Machinima, &amp; Theatre &#8211; Donna<\/li>\n<li>Fashion &amp; Design &#8211; Peter<\/li>\n<li>Communities &amp; Social &#8211; Donna<\/li>\n<li>Technical &amp; Open Source &#8211; Chris<\/li>\n<li>InWorld SLCC &#8211; Chris<\/li>\n<\/ul>\n<p>Meeting adjourned at 8:30PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nJuly 2, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt (late)<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Donna Meyer<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>AvaCon website live.<\/li>\n<li>Conflict of Interest Policy draft reviewed.<\/li>\n<li>MOTION to pass Conflict of Interest policy by Fleep, Peter second. \u00c2\u00a0Aye vote unanimous. \u00c2\u00a0Motion Passed.<\/li>\n<\/ul>\n<p><em>Budget &amp; Financials report by Peter Lokke<\/em><\/p>\n<ul>\n<li>Reported on status of ticket sales.<\/li>\n<li>Reported on public budget to be posted to website.<\/li>\n<li>Reported on status of sponsorships.<\/li>\n<li>Reported on printed items spreadsheet.<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.<\/li>\n<li>Reported on badge design progress.<\/li>\n<li>In world kiosk complete.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>SLCC 2010 website traffic report.<\/li>\n<li>Reviewed upcoming message drafts.<\/li>\n<li>Invited SLCC booth to Chilbo Summer Faire.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Reported on meeting with Audrey and hotel staff.<\/li>\n<li>Discussed A\/V costs, wifi and internet access.<\/li>\n<li>Has not yet gotten quote for printed program.<\/li>\n<\/ul>\n<p><em><strong>SLCC 2010 Track Updates<\/strong><\/em><\/p>\n<ul>\n<li>Music &amp; Live Performance &#8211; Joyce<\/li>\n<li>Business &amp; Enterprise &#8211; Joyce<\/li>\n<li>Education &amp; Research &#8211; Chris<\/li>\n<li>Government &amp; NonProfit &#8211; Peter<\/li>\n<li>Health &amp; Support &#8211; Joyce<\/li>\n<li>Art, Machinima, &amp; Theatre &#8211; Donna<\/li>\n<li>Fashion &amp; Design &#8211; Peter<\/li>\n<li>Communities &amp; Social &#8211; Donna<\/li>\n<li>Technical &amp; Open Source &#8211; Chris<\/li>\n<li>InWorld SLCC &#8211; Chris<\/li>\n<\/ul>\n<p>Meeting adjourned at 9:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nJune 25, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>AvaCon website complete.<\/li>\n<li>IRS 501(c)(3) application requires Conflict of Interest Policy, Reimbursement form. \u00c2\u00a0Need to draft policies.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Hotel very happy with registrations.<\/li>\n<li>Discussed policy to deal with those who reserve rooms but are not registered for convention. \u00c2\u00a0Only those registered for convention can receive discounted rate.<\/li>\n<li>Has not yet gotten quote for printed program.<\/li>\n<li>Is checking on hotel ability to screen Life 2.0 movie.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of ticket sales.<\/li>\n<li>Reported on status of sponsorships.<\/li>\n<li>Discussed travel budget for board members.<\/li>\n<li>Checks received from bank.<\/li>\n<li>Reported on TShirt quote, will ship last year&#8217;s shirts to Joyce.<\/li>\n<\/ul>\n<p><em>Human Resources report by Donna Meyer<\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.<\/li>\n<li>Reported on badge design progress.<\/li>\n<li>Began in world kiosk building.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>SLCC 2010 website traffic report.<\/li>\n<li>Reviewed upcoming message drafts.<\/li>\n<li>Adding media page to website to link stories about SLCC.<\/li>\n<\/ul>\n<p><em><strong>SLCC 2010 Track Updates<\/strong><\/em><\/p>\n<ul>\n<li>Music &amp; Live Performance &#8211; Joyce<\/li>\n<li>Business &amp; Enterprise &#8211; Joyce<\/li>\n<li>Education &amp; Research &#8211; Chris<\/li>\n<li>Government &amp; NonProfit &#8211; Peter<\/li>\n<li>Health &amp; Support &#8211; Joyce<\/li>\n<li>Art, Machinima, &amp; Theatre &#8211; Donna<\/li>\n<li>Fashion &amp; Design &#8211; Peter<\/li>\n<li>Communities &amp; Social &#8211; Donna<\/li>\n<li>Technical &amp; Open Source &#8211; Chris<\/li>\n<li>InWorld SLCC &#8211; Chris<\/li>\n<\/ul>\n<p>Meeting adjourned at 9:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nJune 11, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present: Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>IRS 501(c)(3) application tabled until next meeting.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Problems with hotel website reservations was resolved.<\/li>\n<li>Joyce to schedule a meeting with Audrey, the liaison for the hotel and A\/V team, Donna may attend as well.<\/li>\n<li>Reported on current room block status.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of ticket sales.<\/li>\n<li>Reported on status of sponsorships.<\/li>\n<li>Discussed Google Ad Words and Ad Sense.<\/li>\n<li>Reported on TShirt quote.<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.<\/li>\n<li>Reported on badge design progress.<\/li>\n<li>Discussed first Track leader staff meeting.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Avacon.org website is nearly ready for unveiling.\u00c2\u00a0 Just need to update logo art.<\/li>\n<li>SLCC 2010 website traffic report.<\/li>\n<li>Reviewed upcoming message drafts.<\/li>\n<\/ul>\n<p><em><strong>SLCC 2010 Track Updates<\/strong><\/em><\/p>\n<ul>\n<li>Music &amp; Live Performance &#8211; Joyce<\/li>\n<li>Business &amp; Enterprise &#8211; Joyce<\/li>\n<li>Education &amp; Research &#8211; Chris<\/li>\n<li>Government &amp; NonProfit &#8211; Peter<\/li>\n<li>Health &amp; Support &#8211; Joyce<\/li>\n<li>Art, Machinima, &amp; Theatre &#8211; Donna<\/li>\n<li>Fashion &amp; Design &#8211; Peter<\/li>\n<li>Communities &amp; Social &#8211; Donna<\/li>\n<li>Technical &amp; Open Source &#8211; Chris<\/li>\n<li>InWorld SLCC &#8211; Chris<\/li>\n<\/ul>\n<p>Meeting adjourned at 8:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nJune 4, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Review minutes of previous meeting by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt meeting minutes seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>Suggestion to adopt new meeting rules by Peter Lokke.<br \/>\n<\/strong><\/em><\/p>\n<ul>\n<li>MOTION to adopt new rules seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>AvaCon, Inc. Business by Chris Collins.<\/strong><\/em><\/p>\n<ul>\n<li>Requested additional docs for IRS 501(c)(3) application.<\/li>\n<li>Reviewed and discussed draft org chart.\u00c2\u00a0 MOTION to adopt org chart seconded and passed.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations\u00c2\u00a0 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Reported on status of venue, room reservation process, reports for room pick-ups.<\/li>\n<li>Joyce to schedule a meeting with venue liaison and A\/V team, Donna may attend as well.<\/li>\n<li>Will request estimate for printing costs for printed program and see about discounts if paired with other printing needs for convention.<\/li>\n<li>Discussed special sponsorship opportunities.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of ticket sales.\u00c2\u00a0 Strong showing, sold out Early Bird ticket tier in less than a week.<\/li>\n<li>Reported on status of sponsorships.\u00c2\u00a0 Sponsorships higher than expected this early, well on track for targeted goals.<\/li>\n<li>Contract to retain AVENUE as media partner and sponsorship sales assistance executed.\u00c2\u00a0 Need to provide them with ad and emails.<\/li>\n<li>Reviewed t-shirts, totebag, and name badge\/lanyard options.\u00c2\u00a0 Peter will request samples of our initial selections for further review.<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reported on status of volunteers.\u00c2\u00a0 Intake so far is good, several returning volunteers.<\/li>\n<li>Reported on badge design progress.\u00c2\u00a0 Waiting final dimensions of badge holders to continue.<\/li>\n<li>Discussed badge requirements and workflow process for attendee images.<\/li>\n<li>Discussed open positions needed to be filled by volunteers.\u00c2\u00a0 Donna to draft known needs, all to send additional staff positions needed.<\/li>\n<li>Discussed weekly staff meetings.\u00c2\u00a0 MOTION to meet on Mondays at 4PM SLT \/ 7PM EST seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Avacon.org website structure completed, page content completed, post content in progress.\u00c2\u00a0 All to provide feedback upon review.<\/li>\n<li>SLCC 2010 website performing well, traffic\/resource stats show good traffic, relatively low bounce rate.\u00c2\u00a0 Will continue to monitor performance to adjust server resources as necessary if traffic spikes.<\/li>\n<li>Press releases and announcements sent through various channels on 6\/1.\u00c2\u00a0 Traffic spikes on website reflect the messages effect.<\/li>\n<li>Requested that all record any communications sent through various channels on the appropriate document.<\/li>\n<li>Provided staff needs to Donna for processing.<\/li>\n<\/ul>\n<p><em><strong>SLCC 2010 Track Updates<\/strong><\/em><\/p>\n<ul>\n<li>Music &amp; Live Performance &#8211; Joyce<\/li>\n<li>Business &amp; Enterprise &#8211; Joyce<\/li>\n<li>Education &amp; Research\u00c2\u00a0 &#8211; Chris<\/li>\n<li>Government &amp; NonProfit &#8211; Peter<\/li>\n<li>Health &amp; Support &#8211; Joyce<\/li>\n<li>Art, Machinima, &amp; Theatre &#8211; Donna<\/li>\n<li>Fashion &amp; Design &#8211; Peter<\/li>\n<li>Communities &amp; Social &#8211; Donna<\/li>\n<li>Technical &amp; Open Source &#8211; Chris<\/li>\n<li>InWorld SLCC &#8211; Chris<\/li>\n<\/ul>\n<p>Meeting adjourned at 8:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nMay 28, 2010<br \/>\n5PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 5PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Incorporation report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Discussed draft functional org chart and areas of responsibility, all to contribute to draft document.<\/li>\n<li>Requested additional paperwork for IRS 501(c)(3) tax exempt status application.<\/li>\n<\/ul>\n<p><strong><em>SLCC 2010 Operations\u00c2\u00a0 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Licensing agreement secured, fully executed copy on file.<\/li>\n<li>Venue contract signed and sent, waiting for our copies and more info from venue.<\/li>\n<li>A\/V quote received, discussed options.<\/li>\n<li>Will request estimate for printing costs for printed program.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Avacon.org progress tabled until SLCC 2010 website is in good shape.<\/li>\n<li>SLCC 2010 almost ready to go live.<\/li>\n<li>Social media site accounts established where needed and set up.<\/li>\n<li>Proposed Communication Channels strategy document.\u00c2\u00a0 MOTION to adopt seconded and passed.<\/li>\n<li>Code of Conduct and other convention policies reviewed.\u00c2\u00a0 MOTION to adopt policies seconded and passed.<\/li>\n<li>Communication to be sent to previous years&#8217; track leaders proposed.\u00c2\u00a0 MOTION to send message seconded and passed.<\/li>\n<li>Press release drafts in progress.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>All paperwork received and filed.<\/li>\n<li>All necessary accounts for ticket and sponsorship sales set up and working.<\/li>\n<li>Proposed contract to retain AVENUE as media partner and sponsorship sales assistance.\u00c2\u00a0 MOTION to execute contract seconded and passed.<\/li>\n<li>Discussed workflow for processing sponsorships and artwork.<\/li>\n<\/ul>\n<p><em><strong>Human Resources report by Donna Meyer<\/strong><\/em><\/p>\n<ul>\n<li>Reviewed workflow for processing\/assigning volunteer staff.<\/li>\n<li>Donna to draft document with positions needed and apx. staff required.<\/li>\n<li>All to send additional staff positions needed.<\/li>\n<li>Discussed weekly staff meetings, need to determine a time that works best for all.<\/li>\n<\/ul>\n<p>Meeting adjourned at 7:30PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nMay 21, 2010<br \/>\n4PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 4PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Incorporation report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>All certified incorporation documents received.<\/li>\n<li>Review of materials needed for IRS exempt 501(c)(3) status.<\/li>\n<li>Review of submitted corporate logos, tweaks suggested.<\/li>\n<\/ul>\n<p><strong><em>Second Life Community Convention 2010 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Update on licensing requirements to hold convention.<\/li>\n<li>Venues discussed, MOTION to send RFP through Boston Chamber of Commerce seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Avacon.org website up, email accounts being established.<\/li>\n<li>Staging site created, discussed contents.\u00c2\u00a0 MOTION to adopt design on site for convention seconded and passed.<\/li>\n<li>Review of submitted SLCC 2010 logo.\u00c2\u00a0 MOTION to adopt logo with minor revisions seconded and passed.<\/li>\n<li>Requested feedback on forms for website.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Discussed remaining accounts held by The Future United.\u00c2\u00a0 MOTION to create new accounts seconded and passed.<\/li>\n<li>Proposed sponsorship levels and presented document for review.<\/li>\n<li>Discussed partnership with AVENUE to assist with sponsorships.<\/li>\n<\/ul>\n<p>Meeting adjourned at 7:00PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nMay 7, 2010<br \/>\n4PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 4PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Incorporation report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>All documents filed, awaiting certified copies of documents which have been ordered.<\/li>\n<li>Application for IRS exempt 501(c)(3) status begun.\u00c2\u00a0 Need additional docs.<\/li>\n<li>Review of submitted corporate logos, tweaks suggested.<\/li>\n<\/ul>\n<p><strong><em>Second Life Community Convention 2010 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Update on licensing requirements to hold convention.\u00c2\u00a0 Chris to redline agreement and send for review.<\/li>\n<li>Venues discussed, MOTION to send RFP through Boston Chamber of Commerce seconded and passed.<\/li>\n<\/ul>\n<p><em><strong>IT &amp; Communication report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Avacon.org website hosting has been set-up, site design in progress.<\/li>\n<li>SLCC 2010 staging site hosting has been set-up, site design in progress.<\/li>\n<li>Discussed SLCC 2010 logo.<\/li>\n<li>Discussed using forms on SLCC 2010 website for info intake.<\/li>\n<\/ul>\n<p><em><strong>Budget &amp; Financials report by Peter Lokke<\/strong><\/em><\/p>\n<ul>\n<li>Collecting documents needed for bank account.\u00c2\u00a0 Chris to draft statement of nonprofit status.<\/li>\n<li>Discussed sponsorship levels for SLCC 2010.<\/li>\n<\/ul>\n<p>Meeting adjourned at 6:30PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nApril 23, 2010<br \/>\n4PM EST ~ Online Meeting<\/strong><\/p>\n<p><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Donna Meyer<br \/>\nAbsent: Peter Lokke<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 4PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Incorporation report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Signatures received for Articles of Incorporation.\u00c2\u00a0 MOTION to file document seconded and passed.<\/li>\n<li>Discussed IRS tax exemption requirements.\u00c2\u00a0 MOTION to table the discussion until next meeting seconded and passed.<\/li>\n<li>Establishing a corporate bank account discussed.\u00c2\u00a0 MOTION to table further discussion until next meeting seconded and passed.<\/li>\n<li>Discussed corporate logo and seal.\u00c2\u00a0 MOTION to table the discussion until next meeting seconded and passed.<\/li>\n<\/ul>\n<p><strong><em>Second Life Community Convention 2010 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Discussed licensing requirements to hold convention, all to contribute to draft document.<\/li>\n<li>Revisions needed to suggested SLCC 2010 logo, Joyce to clean up suggested copy.<\/li>\n<li>Venues discussed, Joyce reported on several options.\u00c2\u00a0 Chris to contact\/approach local Marriott.<\/li>\n<li>Tracks and expectations of Track Leaders discussed.\u00c2\u00a0 All to contribute to draft document of tracks and expectations.<\/li>\n<\/ul>\n<p><strong><em>IT &amp; Communications report by Chris Collins<\/em><\/strong><\/p>\n<ul>\n<li>AvaCon telephone number established and available for use.<\/li>\n<li>Staging site for SLCC 2010 created, work in progress.<\/li>\n<li>Avacon.org website hosting set up, work in progress.<\/li>\n<li>Joyce demonstrated website widgets used in another project as suggestions for SLCC 2010 website<\/li>\n<\/ul>\n<p>Meeting adjourned at 6:45PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n<p><center>&#8212;-<\/center><\/p>\n<p style=\"text-align: center;\"><strong>Executive Board Meeting Minutes<br \/>\nAvaCon, Inc.<br \/>\nApril 16, 2010<br \/>\n4PM EST ~ Online Meeting<\/strong><\/p>\n<p style=\"text-align: left;\"><strong>Board Members<\/strong><br \/>\nPresent:\u00c2\u00a0 Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer<br \/>\nAbsent: None<br \/>\nQuorum Present:\u00c2\u00a0 Yes<\/p>\n<p style=\"text-align: left;\"><strong>Proceedings<br \/>\n<\/strong><em>Meeting called to order at 4PM by Joyce Bettencourt<\/em><\/p>\n<p>&nbsp;<\/p>\n<p><em><strong>Incorporation report by Chris Collins<\/strong><\/em><\/p>\n<ul>\n<li>Presented the Articles of Incorporation for approval.\u00c2\u00a0 MOTION to approve the document seconded and passed.<\/li>\n<li>Presented the Bylaws document for approval.\u00c2\u00a0 MOTION to approve the document seconded and passed.<\/li>\n<li>Discussed primary place of business.\u00c2\u00a0 MOTION to approve suggested location seconded and passed.<\/li>\n<li>Discussed IRS tax exemption requirements, Clerk and Treasurer to follow up.<\/li>\n<li>Discussed corporate logo and seal, all to contribute suggestions.<\/li>\n<\/ul>\n<p><strong><em>Second Life Community Convention 2010 report by Joyce Bettencourt<\/em><\/strong><\/p>\n<ul>\n<li>Discussed licensing requirements to hold convention.<\/li>\n<li>Suggestions made about SLCC 2010 logo, all to contribute suggestions.<\/li>\n<li>Venues discussed, MOTION to approach local colleges and universities seconded and passed.<\/li>\n<li>Website design discussed, MOTION to create a staging site for convention seconded and passed.<\/li>\n<\/ul>\n<p>Meeting adjourned at 8:30PM<br \/>\nMinutes submitted by Clerk, Chris Collins.<\/p>\n<p>Return to <a href=\"http:\/\/www.avacon.org\/blog\/meetings\/\">Meetings<\/a> page.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>&#8212;- Executive Board Meeting Minutes AvaCon, Inc. September 17, 2010 5PM EST ~ Online Meeting Board Members Present: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt Absent: None Quorum Present: Yes Proceedings Meeting called to order at 5PM by Donna Meyer &nbsp; Review minutes of previous meeting by Chris Collins. MOTION to adopt meeting minutes [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":9,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-159","page","type-page","status-publish","hentry"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages\/159","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/comments?post=159"}],"version-history":[{"count":0,"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages\/159\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages\/9"}],"wp:attachment":[{"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/media?parent=159"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}