{"id":312,"date":"2014-01-07T01:00:18","date_gmt":"2014-01-07T01:00:18","guid":{"rendered":"http:\/\/www.avacon.org\/blog\/?page_id=312"},"modified":"2014-10-01T22:37:24","modified_gmt":"2014-10-01T22:37:24","slug":"2014-meeting-minutes","status":"publish","type":"page","link":"https:\/\/www.avacon.org\/blog\/documents\/2014-meeting-minutes\/","title":{"rendered":"2014 Meeting Minutes"},"content":{"rendered":"<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><\/p>\n<p style=\"text-align: center;\"><b>Date: Wednesday, September 30, 2014<\/b><b><br \/>\n<\/b><b>Time:<\/b> 5:30PM EST<br \/>\n<b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Jane Haniefy<br \/>\n<b>Absent:<\/b> Kathey Fatica<br \/>\n<b>Quorum present:<\/b> Yes<\/p>\n<h2>AVACON STAFF<\/h2>\n<ul>\n<li>\u00c2\u00a0<b>Personnel: \u00c2\u00a0<\/b>Discussed the new personnel that joined the 3D Content Creator team.<\/li>\n<\/ul>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>State Registration Updates<\/h4>\n<ul>\n<li><b>Virginia<\/b>: \u00c2\u00a0Waiting for certified copy of MA Articles of Organization in order to file the VA foreign nonprofit corporation registration.<\/li>\n<li><b>Texas<\/b>: \u00c2\u00a0Paper filing for registration is in progress.<\/li>\n<li><b>Florida<\/b>: Dept of Revenue Reemployment Tax &#8211; Chris sent a copy of our IRS determination and opted out of coverage for our one employee, who is also an officer of the company.<\/li>\n<li><b>Ohio &#8211; BWC<\/b>: Letter confirming registration and security access.<\/li>\n<li><b>MA &#8211; Dept of Revenue<\/b>: Certificate of Exemption ST-2 received<\/li>\n<\/ul>\n<h4>Workers Compensation Insurance &#8211; Brown &amp; Brown<\/h4>\n<ul>\n<li><b>Policy &amp; Invoice<\/b>: \u00c2\u00a0Chris completed the application and sent all necessary documents, and the invoice has been paid.<\/li>\n<li><b>Bond for Ohio Unemployment Insurance<\/b>: Underwriter has requested a current balance sheet to proceed with the bond.<\/li>\n<\/ul>\n<p><b>Bank of America Business<\/b><\/p>\n<ul>\n<li><b>Change of Officer Signing Card<\/b>: \u00c2\u00a0Chris sent the meeting minutes regarding change of officers to Joyce, Joyce will send the other required information.<\/li>\n<\/ul>\n<p><b>IMMERSIVE TECHNOLOGY ALLIANCE<\/b><\/p>\n<ul>\n<li><b>Press release approval<\/b>: \u00c2\u00a0Chris approved the Press Release Neil sent, Joyce will make a post about OSCC.<\/li>\n<li><b>Formally joining ITA: \u00c2\u00a0<\/b>Is there any additional paperwork that needs to be completed to formally join the ITA?<\/li>\n<\/ul>\n<h2>AVACON STAFF<\/h2>\n<h2>Growing the AvaCon Team<\/h2>\n<ul>\n<li><b>Director of Development Position: \u00c2\u00a0<\/b>Still open.<\/li>\n<li><b>3D Content Creator: \u00c2\u00a0<\/b>Hire more? \u00c2\u00a0Volunteer only?<\/li>\n<li><b>Web Development Engineer: <\/b>Still open.<\/li>\n<li><b>Marketing &amp; Communications: <\/b>Need to re-open<\/li>\n<\/ul>\n<h2>AVACON PROGRAMS &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference 2014<\/h4>\n<ul>\n<li><b>MOU Pending: <\/b>Chris sent the updated MOU Crista for signature<\/li>\n<li><b>Keynote Speakers: <\/b>Having trouble getting confirmation details, Chris will ping again.<\/li>\n<li><b>Load test costs: <\/b>Discussed reimbursing Justin for costs of load tests, need documentation for accounting purposes.<\/li>\n<li><b>Crowdfunder Campaign: <\/b>Joyce to update<\/li>\n<li><b>OSCC13 Conference Proceedings: <\/b>What is the status? \u00c2\u00a0Did we make a decision about an offer to last year\u00e2\u20ac\u2122s sponsors? \u00c2\u00a0Not one other single sponsorship has come in..<\/li>\n<\/ul>\n<p><b>Federal Consortium of Virtual Worlds<\/b><\/p>\n<ul>\n<li><b>Website: <\/b>Chris now has access to the administrative side of the website and will put up the basic information.<\/li>\n<\/ul>\n<h4>Metaverse Cultural Series 2014<\/h4>\n<ul>\n<li><b>Status of schedule: <\/b>Next event is scheduled for Saturday, October 11, 2014 &#8211; Tuna Oddfellow<\/li>\n<\/ul>\n<h4>Free Virtual Land for Social Good Organizations<\/h4>\n<ul>\n<li><b>Status of program: <\/b>No update this week.<\/li>\n<\/ul>\n<p style=\"text-align: center;\">Meeting adjourned at 7:24PM. \u00c2\u00a0Next meeting is scheduled for October 7, 2014 at 6:00 PM. \u00c2\u00a0Meeting minutes submitted by Clerk (Interim) Jane Haniefy.<\/p>\n<hr \/>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><\/p>\n<p style=\"text-align: center;\"><b>Date: Wednesday, September 17, 2014<\/b><\/p>\n<p style=\"text-align: center;\"><b>Time:<\/b> 5:30PM EST<\/p>\n<p style=\"text-align: center;\"><b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Kathey Fatica, Jane Haniefy<\/p>\n<p><b>Quorum present:<\/b> Yes<\/p>\n<p><b>WELCOME NEW MEMBER<\/b><\/p>\n<h4>Welcome Jane Haniefy<\/h4>\n<ul>\n<li><b>Appointment as Clerk (Interim)<\/b>: \u00c2\u00a0Chris Collins in her capacity as President appointed Jane Haniefy to serve as interim Clerk until a special election can be held.<\/li>\n<\/ul>\n<p><b>IMMERSIVE TECHNOLOGY ALLIANCE<\/b><\/p>\n<h4>Presentation to ITA Meeting<\/h4>\n<ul>\n<li><b>Joyce gave a presentation on Tuesday<\/b>: \u00c2\u00a0Talked about AvaCon\u00e2\u20ac\u2122s mission and our interest in standardization.<\/li>\n<\/ul>\n<h4>Membership in the Organization<\/h4>\n<ul>\n<li><b>AvaCon will become a member of ITA<\/b>: \u00c2\u00a0Opportunity perhaps to lead a working group on standardization<\/li>\n<\/ul>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Workers Compensation Insurance &#8211; Brown &amp; Brown<\/h4>\n<ul>\n<li><b>Policy &amp; Invoice<\/b>: \u00c2\u00a0The policy came in the mail today as well as the invoice which can be paid online.<\/li>\n<\/ul>\n<h4>Workers Compensation Insurance &#8211; Ohio Bureau of Workers Compensation<\/h4>\n<ul>\n<li><b>Managed Care Organization (MCO) Selection<\/b>: \u00c2\u00a0Must make a selection for AvaCon\u00e2\u20ac\u2122s MCO by 9\/21\/14 .<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to select Sheakley UNICOMP for our MCO in Ohio. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Bank of America Business<\/b><\/p>\n<ul>\n<li><b>Change of Officer Signing Card<\/b>: \u00c2\u00a0Joyce to get from branch<\/li>\n<li><b>ACH Credit MA and FL<\/b>: \u00c2\u00a0Joyce to talk with bank branch about ACH Credit for MA and FL<\/li>\n<li>We need to send Karan Nowakowski, the Small Business VP the following to help us sort the Change of Officers paperwork:\n<ul>\n<li>Meeting minutes that show current list of officers<\/li>\n<li>For each officer, their mailing address (will also need copies of license once each of us gets the officer change form sent to us)<\/li>\n<li>Link to our Guidestar report: <a href=\"http:\/\/www.guidestar.org\/organizations\/27-2428600\/avacon.aspx\">http:\/\/www.guidestar.org\/organizations\/27-2428600\/avacon.aspx<\/a><\/li>\n<li>Link to our website <a href=\"http:\/\/avacon.org\">http:\/\/avacon.org<\/a> and where they can find our various company documents: <a href=\"https:\/\/www.avacon.org\/blog\/documents\/\">https:\/\/www.avacon.org\/blog\/documents\/<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"text-align: left;\">Meeting adjourned at 6:58PM. \u00c2\u00a0Next meeting is scheduled for October 30, 2014 at 6:00 PM. \u00c2\u00a0Meeting minutes submitted by Clerk (Interim) Joyce Bettencourt.<\/p>\n<hr \/>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><\/p>\n<p style=\"text-align: center;\"><b>Date: Wednesday, September 10, 2014<\/b><\/p>\n<p style=\"text-align: center;\"><b>Time:<\/b> 5:30PM EST<\/p>\n<p style=\"text-align: center;\"><b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b> Yes<\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Workers Compensation Insurance &#8211; Brown &amp; Brown<\/h4>\n<ul>\n<li><b>Policy &amp; Invoice<\/b>: \u00c2\u00a0Policy and invoice were being sent to HQ address, nothing yet received.<\/li>\n<\/ul>\n<h4>Workers Compensation Insurance &#8211; Ohio Bureau of Workers Compensation<\/h4>\n<ul>\n<li><b>Managed Care Organization (MCO) Selection<\/b>: \u00c2\u00a0Must make a selection for AvaCon\u00e2\u20ac\u2122s MCO by 9\/21\/14 . Discussed the various options and their &#8220;report card&#8221; scores.<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to select Sheakley UNICOMP for our MCO in Ohio. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Bank of America Business<\/b><\/p>\n<ul>\n<li><b>Change of Officer Signing Card<\/b>: \u00c2\u00a0Joyce to get from branch<\/li>\n<li><b>ACH Credit MA and FL<\/b>: \u00c2\u00a0Joyce to talk with bank branch about ACH Credit for MA and FL<\/li>\n<\/ul>\n<p><b>Membership Nomination<\/b><\/p>\n<ul>\n<li><b>Membership nomination<\/b>: \u00c2\u00a0Kathey Fatica made a MOTION to nominate Jane Haniefy as a member of the Executive Board. \u00c2\u00a0Joyce Bettencourt SECONDS the motion. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<h2>AVACON STAFF<\/h2>\n<h4>Payroll Processing<\/h4>\n<ul>\n<li>Bi-weekly pay period &#8211; Sunday 12:01 AM EST to next week following Saturday 11:59 PM EST<\/li>\n<li>Payroll is processed on the next Wednesday following the end of the pay period<\/li>\n<li>Direct Deposit will be preferred form of payment, provided free as part of our payroll service from Intuit<\/li>\n<li>See Payroll calendar: \u00c2\u00a0<a href=\"https:\/\/www.google.com\/calendar\/embed?src=avacon.org_emc28uaqj92279169cphidl0uo%40group.calendar.google.com&amp;ctz=America\/New_York\">https:\/\/www.google.com\/calendar\/embed?src=avacon.org_emc28uaqj92279169cphidl0uo%40group.calendar.google.com&amp;ctz=America\/New_York<\/a><\/li>\n<\/ul>\n<p><b>Time Tracking<\/b><\/p>\n<ul>\n<li>Discussed the current time tracking process and how to make it easier to use.<\/li>\n<\/ul>\n<h2>AVACON PROGRAMS &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference 2014<\/h4>\n<ul>\n<li><b>MOU Pending: <\/b>Chris sent the updated MOU Crista for signature<\/li>\n<li><b>Keynote Speakers: <\/b>The third keynote speaker has yet to confirm, Chris will ping her tomorrow.<\/li>\n<li><b>Gold Sponsor &#8211; IVECG: <\/b>The invoice has been paid.<\/li>\n<li><b>Crowdfunder Campaign: <\/b>Joyce to update<\/li>\n<li><b>OSCC13 Conference Proceedings:\u00c2\u00a0<\/b>In progress.<\/li>\n<\/ul>\n<p>Meeting adjourned at 6:58PM. \u00c2\u00a0Next meeting is scheduled for September 17, 2014 at 5:30 PM. \u00c2\u00a0Meeting minutes submitted by Clerk (Interim) Joyce Bettencourt.<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><b>AVACON, INC.<\/b><b><br \/>\n<\/b><b>2014 ANNUAL CORPORATE MEETING<\/b><b><br \/>\n<\/b><b>EXECUTIVE BOARD MEETING MINUTES<\/b><b><br \/>\n<\/b><b>Date: Saturday, August 30, 2014<\/b><b><br \/>\n<\/b><b>Time:<\/b> 9:00AM EST<br \/>\n<b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b> Yes<\/p>\n<h2>AVACON ANNUAL OFFICER ELECTIONS<\/h2>\n<h4>2014 Officer Nominations<\/h4>\n<ul>\n<ul>\n<li><b>President<\/b>: Joyce Bettencourt, Chris Collins<\/li>\n<li><b>Vice President<\/b>: Joyce Bettencourt, Chris Collins<\/li>\n<li><b>Treasurer<\/b>: Chris Collins, Kathey Fatica<\/li>\n<li><b>Clerk (Interim)<\/b>: \u00c2\u00a0Chris Collins, Kathey Fatica<\/li>\n<\/ul>\n<\/ul>\n<ul>\n<li><b>NOMINATIONS FROM THE FLOOR: \u00c2\u00a0Nominations from the floor may be taken prior to voting.<\/b><\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to nominate Joyce Bettencourt as Clerk (Interim). \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<h3>2014 Officer Elections<\/h3>\n<p><b>RESULT OF ELECTIONS &#8211; <\/b>The results of the 2014 Annual Officer Elections is as follows:<\/p>\n<ul>\n<li><b>President<\/b>: Chris Collins<\/li>\n<li><b>Vice President<\/b>: Joyce Bettencourt<\/li>\n<li><b>Treasurer<\/b>: \u00c2\u00a0Kathey Fatica<\/li>\n<li><b>Clerk (Interim)<\/b>: \u00c2\u00a0Joyce Bettencourt<\/li>\n<\/ul>\n<h2>AVACON ANNUAL CI POLICY REVIEW<\/h2>\n<ul>\n<li><b>Annual Conflict of Interest (Directors):<\/b>\u00c2\u00a0 All officers completed the annual Conflict of Interest form.<\/li>\n<\/ul>\n<h2>AVACON ANNUAL BUDGET REPORT<\/h2>\n<ul>\n<li><b>2014 Budget Report<\/b>: Chris Collins presented the most recent 2014 budget.<\/li>\n<\/ul>\n<h2>AVACON ANNUAL COMPLIANCE CALENDAR<\/h2>\n<ul>\n<li><strong>Annual Compliance Calendar<\/strong>: The Annual Compliance Calendar was reviewed:<\/li>\n<\/ul>\n<h2>AVACON STATE EXPANSION UPDATE<\/h2>\n<p><b>Workers Compensation Insurance<\/b><\/p>\n<ul>\n<li><b>Ohio:<\/b> \u00c2\u00a0Ohio is a monopolistic state, you can only register and obtain Workers Comp through their state website. \u00c2\u00a0This has already been done, there\u00e2\u20ac\u2122s an initial fee of $10 and then it will be based on payroll.<\/li>\n<li><b>All other states: \u00c2\u00a0<\/b>Brown &amp; Brown offered coverage for $755 per year for all other states. \u00c2\u00a0Full policy and invoice will be sent to 8 Billings Road and is payable on receipt.<\/li>\n<\/ul>\n<p><b>California<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration accepted, original documents received. Every foreign corporation must file a Statement of Information with the California Secretary of State<b> within 90 days after the filing of its initial Statement and Designation<\/b> and annually thereafter during the applicable filing period.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Waiting for copy of S&amp;D document, required for Exempt filing.<\/li>\n<li><b>Taxes, UI, other CA Taxes: \u00c2\u00a0<\/b>Cannot register until more than $100 has been paid to a CA employee in one quarter, as soon as that happens, must register within 15 days. \u00c2\u00a0Discussed UI benefits selection choices &#8211; pay premium or reimbursable method.<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of CA. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Florida<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration accepted, original documents received.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Application submitted, waiting for result.<\/li>\n<li><b>Taxes, UI, other FL Taxes: \u00c2\u00a0<\/b>FL does not have income tax, but still has other requirements like Reemployment Tax (FL\u00e2\u20ac\u2122s version of Unemployment Insurance). \u00c2\u00a0Registration has been submitted, waiting for result.<\/li>\n<\/ul>\n<p>Chris Collins made\u00c2\u00a0a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of FL. \u00c2\u00a0Kathey Fatica\u00c2\u00a0SECONDED\u00c2\u00a0the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Kentucky<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration accepted, Certificate of Authority Received.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Application submitted, waiting for result.<\/li>\n<li><b>Taxes, UI, other KY Taxes: \u00c2\u00a0<\/b>Registration has been submitted, waiting for result.<\/li>\n<\/ul>\n<p>Chris Collins made\u00c2\u00a0a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of KY. \u00c2\u00a0Kathey Fatica\u00c2\u00a0SECONDED\u00c2\u00a0the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Ohio<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration accepted, License received.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Application submitted, waiting for result.<\/li>\n<li><b>Taxes, UI, other OH Taxes: \u00c2\u00a0<\/b>Registration completed.<\/li>\n<\/ul>\n<p>Chris Collins made\u00c2\u00a0a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of OH. \u00c2\u00a0Kathey Fatica\u00c2\u00a0SECONDED\u00c2\u00a0the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>New Jersey<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration submitted, have not yet received a response.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Waiting for above.<\/li>\n<li><b>Taxes, UI, other NJ Taxes: \u00c2\u00a0<\/b>Waiting for above<\/li>\n<\/ul>\n<p>Chris Collins made\u00c2\u00a0a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of NJ. \u00c2\u00a0Kathey Fatica\u00c2\u00a0SECONDED\u00c2\u00a0the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Rhode Island<\/b><\/p>\n<ul>\n<li><b>Registration Status:<\/b> \u00c2\u00a0Registration accepted, Certificate of Authority Received.<\/li>\n<li><b>Exempt Status: \u00c2\u00a0<\/b>Registration Accepted.<\/li>\n<li><b>Taxes, UI, other RI Taxes: \u00c2\u00a0<\/b>Registration has been submitted, waiting for result.<\/li>\n<\/ul>\n<p>Chris Collins made\u00c2\u00a0a MOTION to elect the Reimbursable method for Unemployment Insurance in the state of RI. \u00c2\u00a0Kathey Fatica\u00c2\u00a0SECONDED\u00c2\u00a0the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><strong>Meeting adjourned at 10:59 AM<\/strong>. \u00c2\u00a0<strong>Next meeting scheduled for September 10, 2014\u00c2\u00a0at 5:30PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><b><br \/>\n<\/b><b>Date: Wednesday, August 13, 2014<\/b><b><br \/>\n<\/b><b>Time:<\/b>\u00c2\u00a05:30PM EST<br \/>\n<b>Location:<\/b>\u00c2\u00a0AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b>\u00c2\u00a0Yes<\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>State Business Registration Status<\/h4>\n<ul>\n<li>Applications have been completed in all states where we have a current volunteer: \u00c2\u00a0CA, FL, KY, OH, NJ, RI.<\/li>\n<li>Following successful registration, will need to apply for exempt status and solicitation permit\/license in each state, as well as resolve questions about UI and Worker&#8217;s Compensation Insurance.<\/li>\n<\/ul>\n<p><strong>Payroll Service<\/strong><\/p>\n<ul>\n<li><strong>Intuit Payroll Service\u00c2\u00a0<\/strong> was selected as the provider, direct deposit payment and state filing is included in the monthly fee.<\/li>\n<\/ul>\n<h4>UCF Contract<\/h4>\n<ul>\n<li><b>Contract Status<\/b>: \u00c2\u00a0All paperwork has been completed, first kickoff meeting scheduled for Monday, August 26, 2014 at 4PM EST.<\/li>\n<\/ul>\n<h4>Annual Officer Elections<\/h4>\n<ul>\n<li>Nominations for each office have been received, and pending nominations from the floor, the 2014-15 ballot is:<\/li>\n<li><strong>President: \u00c2\u00a0<\/strong>Joyce Bettencourt, Chris Collins<\/li>\n<li><strong>Vice President: \u00c2\u00a0<\/strong>Joyce Bettencourt, Chris Collins<\/li>\n<li><strong>Treasurer: \u00c2\u00a0<\/strong>Kathey Fatica, Chris Collins<\/li>\n<li><strong>Clerk (Interim): \u00c2\u00a0<\/strong>Chris Collins, Kathey Fatica<\/li>\n<li>Annual Corporate Meeting &amp; Retreat is scheduled for Saturday, August 30, 2014.<\/li>\n<\/ul>\n<h2>AVACON STAFF<\/h2>\n<h4>Growing the AvaCon Team<\/h4>\n<ul>\n<li>Filling open positions temporarily on hold during UCF contract startup phase.<\/li>\n<\/ul>\n<h2>AVACON PROGRAMS &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference 2014<\/h4>\n<ul>\n<li><b>MOU Pending:\u00c2\u00a0<\/b>Chris\u00c2\u00a0is waiting on signed MOU, the other party is currently out of the country, should be returning at the end of August.<\/li>\n<li><b>Gold Sponsor:\u00c2\u00a0<\/b>Received registration details for their vendor system, all information completed.<\/li>\n<li><b>Crowdfunder Campaign:\u00c2\u00a0<\/b>Joyce to update.<\/li>\n<\/ul>\n<h4>Metaverse Cultural Series 2014<\/h4>\n<ul>\n<li><b>Status of schedule:\u00c2\u00a0<\/b>Next event scheduled in September.<\/li>\n<\/ul>\n<p><strong>Meeting adjourned at 6:53PM. Next meeting scheduled for August 30, 2014\u00c2\u00a0at 5:30PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><b><br \/>\n<\/b><b>Date: Wednesday, July\u00c2\u00a016, 2014<\/b><b><br \/>\n<\/b><b>Time:<\/b>\u00c2\u00a05:30PM EST<br \/>\n<b>Location:<\/b>\u00c2\u00a0AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b>\u00c2\u00a0Yes<\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Risk Management &amp; Federal Regulation Compliance<\/h4>\n<ul>\n<li><strong>HR Manager<\/strong>: \u00c2\u00a0Position has been filled.<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to appoint Jane Haniefy as EEO Officer. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<h4>UCF Contract<\/h4>\n<ul>\n<li><b>Contract Status<\/b>: \u00c2\u00a0Fully executed copy of the contract has been received. \u00c2\u00a0First planning meeting to be scheduled for end of July.<\/li>\n<\/ul>\n<h2>AVACON STAFF<\/h2>\n<h4>Growing the AvaCon Team<\/h4>\n<ul>\n<li><b>Director of Development Position: \u00c2\u00a0<\/b>Position offer was declined, will go back to the application pool.<\/li>\n<li><b>3D Content Creator: \u00c2\u00a0\u00c2\u00a0<\/b>Position offer was accepted, initial start date will be determined after discussing with the candidate.<\/li>\n<\/ul>\n<h2>AVACON PROGRAMS &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference 2014<\/h4>\n<ul>\n<li><b>MOU Pending:\u00c2\u00a0<\/b>Chris\u00c2\u00a0is waiting on signed MOU.<\/li>\n<li><b>Gold Sponsor:\u00c2\u00a0<\/b>Payment still pending.<\/li>\n<li><b>Crowdfunder Campaign:\u00c2\u00a0<\/b>Joyce to update, need to discuss timeliness of responses<\/li>\n<\/ul>\n<h4>Metaverse Cultural Series 2014<\/h4>\n<ul>\n<li><b>Status of schedule:\u00c2\u00a0<\/b>Joyce to update<\/li>\n<\/ul>\n<p><strong>Meeting adjourned at 7:02PM. Next meeting scheduled for July 23, 2014\u00c2\u00a0at 5:30PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<\/b><b><br \/>\n<\/b><b>Date: Wednesday, June 18, 2014<\/b><b><br \/>\n<\/b><b>Time:<\/b> 5:30PM EST<br \/>\n<b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Board Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b> Yes<\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Risk Management &amp; Federal Regulation Compliance<\/h4>\n<ul>\n<li><b>Risk Management Plan<\/b>: \u00c2\u00a0Additional policies must be adopted for the risk management plan and compliance<\/li>\n<li><b>Annual Compliance Schedule<\/b>: \u00c2\u00a0All legal, financial, statutory, and organizational compliance requirements must be added to the Annual Compliance Schedule<\/li>\n<li><b>Records Retention Policy<\/b>: \u00c2\u00a0Governs the length of time documents and records must be kept for compliance.<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to adopt the Records Retention Policy. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<h4><b>Equal Opportunity Employment Policy<\/b><\/h4>\n<ul>\n<li>As a federal subcontractor, we are required to perform several functions to be in compliance.<\/li>\n<li>Required to post the <a href=\"http:\/\/www.dol.gov\/ofccp\/regs\/compliance\/posters\/pdf\/eeopost.pdf\">Equal Opportunity Employment is the LAW!<\/a> poster in a conspicuous place frequented by employees.<\/li>\n<li>Required to appoint an <b>Equal Opportunity Employment officer<\/b> who is responsible for receiving complaints and overseeing investigations into complaints.<\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to appoint Kathey Fatica as the AvaCon EEO Officer. \u00c2\u00a0Joyce Bettencourt SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<ul>\n<li>Required to include standard EEO language on ALL job postings or advertisements:<\/li>\n<li><em>AVACON IS AN EQUAL OPPORTUNITY EMPLOYER. \u00c2\u00a0All employment decisions at AvaCon are based on business needs, job requirements, and an individual\u00e2\u20ac\u2122s skills, knowledge, abilities, job performance and other appropriate qualifications, without regard to race, ethnicity, religion, national origin, ancestry, disability, medical condition, genetic information, marital status, sex, age, sexual or affectional orientation, veteran status, gender identity and expression, or any other characteristic protected by law. AvaCon is committed to the Civil Rights Act of 1964, Executive Order 11246, and any other laws or regulations relating to equal employment opportunity.<\/em>\n<ul>\n<li>Joyce to update all job postings with this language.<\/li>\n<\/ul>\n<\/li>\n<li>EEO blurb must be added to AvaCon official letterhead.<\/li>\n<li>AvaCon must have an Equal Opportunity Employment policy. \u00c2\u00a0<a href=\"http:\/\/avaconinc.wikispaces.com\/Equal+Opportunity+Employment+Policy\">http:\/\/avaconinc.wikispaces.com\/Equal+Opportunity+Employment+Policy<\/a><\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to adopt the Equal Opportunity Employment Policy. \u00c2\u00a0Joyce Bettencourt SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<h4><b>Anti-Sexual Harassment Policy<\/b><\/h4>\n<ul>\n<li>Reviewed draft policy \u00c2\u00a0<a href=\"http:\/\/avaconinc.wikispaces.com\/Sexual+Harassment+Policy\">http:\/\/avaconinc.wikispaces.com\/Sexual+Harassment+Policy<\/a><\/li>\n<\/ul>\n<p>Chris Collins made a MOTION to adopt the Anti-Sexual Harassment Policy. \u00c2\u00a0Kathey Fatica SECONDED the motion. \u00c2\u00a0The motion passed unanimously.<\/p>\n<p><b>Changes to Biographical Data Form<\/b><\/p>\n<ul>\n<li>In order to be in compliance with federal reporting requirements, changes needed to be made to the Biographical Data Form. \u00c2\u00a0We <b>cannot<\/b> ask that this form be completed until the decision has been made to hire a person<\/li>\n<\/ul>\n<h4>General Liability and Directors &amp; Officers insurance<\/h4>\n<ul>\n<li><b>Application Submitted received a quote -\u00c2\u00a0<\/b>more information requested<\/li>\n<\/ul>\n<h4>Contract Under Consideration<\/h4>\n<ul>\n<li><b>Contract Review<\/b>: \u00c2\u00a0Heard back from Mindy with our questions\n<ul>\n<li>8% F&amp;A rate was approved<\/li>\n<li>We are a first tier subcontract, which means we are required to comply with all federal regulations relating to first tier subcontract awards. (Various)<\/li>\n<\/ul>\n<\/li>\n<li><b>SAM\/CCR<\/b>: \u00c2\u00a0SAM registration has been completed.<\/li>\n<\/ul>\n<ul>\n<li><b>Legal Services<\/b>: Joyce can follow up on the SL Bar Assn. lead.<\/li>\n<li><b>Work Breakdown Plan<\/b>: Joyce to update<\/li>\n<\/ul>\n<h2>AVACON STAFF<\/h2>\n<h4>Growing the AvaCon Team<\/h4>\n<ul>\n<li><b>Changes to the Employment Application: <\/b><a href=\"http:\/\/www.avacon.org\/blog\/staff\/positions\/open-positions-application\/\">http:\/\/www.avacon.org\/blog\/staff\/positions\/open-positions-application\/<\/a><\/li>\n<li><b>Changes to the business process: \u00c2\u00a0<\/b><a href=\"http:\/\/avaconinc.wikispaces.com\/Processing+Job+Applications\">http:\/\/avaconinc.wikispaces.com\/Processing+Job+Applications<\/a> &#8211; Joyce needs to change the email address for any postings to ensure they go to <a href=\"mailto:hr@avacon.org\">hr@avacon.org<\/a> instead of board@avacon.org.<\/li>\n<li><b>Director of Development Position: \u00c2\u00a0<\/b>Received two applications.<\/li>\n<li><b>3D Content Creator: \u00c2\u00a0<\/b>Received one application<\/li>\n<\/ul>\n<h2>AVACON PROGRAMS &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference 2014<\/h4>\n<ul>\n<li><b>MOU Pending: <\/b>Chris sent the updated MOU for signature<\/li>\n<li><b>Gold Sponsor: <\/b>Sponsor agreement signed and executed, invoice sent for payment<\/li>\n<li><b>Crowdfunder Campaign: <\/b>Joyce to update, need to discuss timeliness of responses<\/li>\n<\/ul>\n<h4>Metaverse Cultural Series 2014<\/h4>\n<ul>\n<li><b>Status of schedule: <\/b>Joyce to update<\/li>\n<\/ul>\n<p><strong>Meeting adjourned at 6:59PM. Next meeting scheduled for July 9, 2014\u00c2\u00a0at 5:30PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><b>EXECUTIVE BOARD MEETING MINUTES<br \/>\n<\/b><b>Date: Wednesday, June 4, 2014<br \/>\n<\/b><b>Time:<\/b> 5:30PM EST<br \/>\n<b>Location:<\/b> AvaCon Grid \u00e2\u20ac\u201c Staff Zone Region<\/p>\n<p><b>BOARD MEMBERS<\/b><\/p>\n<p><b>Attendance:<\/b> Joyce Bettencourt, Chris Collins, Kathey Fatica<\/p>\n<p><b>Quorum present:<\/b> Yes<\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Risk Management<\/h4>\n<ul>\n<li><b>Risk Management Plan<\/b>: \u00c2\u00a0No update this week<\/li>\n<\/ul>\n<h4>General Liability and Directors &amp; Officers insurance<\/h4>\n<ul>\n<li><b>Application Submitted to Corcoran &amp; Havlin Insurance Group:<\/b> \u00c2\u00a0Chris spoke with the broker, he is still working on our quotes.<\/li>\n<\/ul>\n<h4>Contract Under Consideration<\/h4>\n<ul>\n<li><b>Contract Review<\/b>: \u00c2\u00a0Discussed the contract and various options. \u00c2\u00a0SAM\/CCR registration is still pending and the contract cannot be signed until this is completed.<\/li>\n<\/ul>\n<p>Kathey Fatica made a <strong>MOTION<\/strong> to postpone voting on the contract until we have secured D&amp;O Insurance. \u00c2\u00a0Chris Collins <strong>SECONDED<\/strong> the motion. \u00c2\u00a0<strong>The motion was passed unanimously.<\/strong><\/p>\n<p><strong>Meeting adjourned at 6:59PM. Next meeting scheduled for TBA\u00c2\u00a0at 5:30PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><strong>EXECUTIVE BOARD MEETING MINUTES<br \/>\nDate: Wednesday, May 28, 2014<\/strong><br \/>\n<strong>Time:<\/strong>\u00c2\u00a05:30PM EST<br \/>\n<strong>Location:<\/strong>\u00c2\u00a0AvaCon Grid &#8211; Staff Zone Region<\/p>\n<p style=\"text-align: center;\"><strong>BOARD MEMBERS<\/strong><\/p>\n<p><strong>Attendance:<\/strong>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica<br \/>\n<strong>Quorum present:<\/strong>\u00c2\u00a0Yes<strong>\u00c2\u00a0<\/strong><\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Risk Management<\/h4>\n<ul>\n<li><strong>Risk Management Plan<\/strong>: \u00c2\u00a0Chris talked about updates to the <a href=\"https:\/\/docs.google.com\/a\/avacon.org\/document\/d\/18ek_7YAoG4mhI9k2EA3bP7-dIy_CmyOnXKNYgLJTveQ\/edit#\">Risk Management plan<\/a> and additional requirements to meet industry standard guidelines, including:<\/li>\n<li>Volunteer Agreement &amp; Waiver &#8211; <a href=\"http:\/\/avaconinc.wikispaces.com\/Volunteer+Agreement+%26+Waiver\">http:\/\/avaconinc.wikispaces.com\/Volunteer+Agreement+%26+Waiver<\/a><\/li>\n<li>Standard Signature for all employees &#8211; <a href=\"http:\/\/avaconinc.wikispaces.com\/AvaCon+Branding\">http:\/\/avaconinc.wikispaces.com\/AvaCon+Branding<\/a><\/li>\n<li>Board needs to review bylaws and other key items annually or bi-annually to ensure they are up to date, Chris will compile a list\/schedule.<\/li>\n<li>Annual evaluations should be performed for all employees, including board members. \u00c2\u00a0We need to determine what the evaluation looks like and when it will be held.<\/li>\n<\/ul>\n<h4>General Liability and Directors &amp; Officers insurance<\/h4>\n<ul>\n<li><strong>Application Submitted to\u00c2\u00a0Corcoran &amp; Havlin Insurance Group<\/strong><strong>:<\/strong>\u00c2\u00a0\u00c2\u00a0Chris completed the insurance application and sent information to the broker. \u00c2\u00a0Current status, waiting on a quote.<\/li>\n<\/ul>\n<h4>Contract Under Consideration<\/h4>\n<ul>\n<li><b>Contract Review<\/b>: \u00c2\u00a0Chris completed the SAM\/CCR registration and all related certifications. \u00c2\u00a0She also requested a meeting but hasn\u00e2\u20ac\u2122t yet heard back on availability.<\/li>\n<li><b>Legal Services<\/b>: Joyce has been investigating legal resources that might be available to AvaCon. \u00c2\u00a0She is adding links to resources to the Trello entry. \u00c2\u00a0She\u00e2\u20ac\u2122s also contacted the SL Bar Association to see if anyone in that group provides any legal services.<\/li>\n<li>\n<ul>\n<li>We should develop an Impact Statement, ie here are the things we\u00e2\u20ac\u2122ve accomplished and the impact we\u00e2\u20ac\u2122ve had. \u00c2\u00a0Chris suggested having Michelle and Alan help develop a pamphlet or brochure. \u00c2\u00a0It might be easier if we were further along the \u00e2\u20ac\u0153professional services\u00e2\u20ac\u009d organization path, ie MFS.<\/li>\n<li>Somewhat an aside, but there are capacity building grants and funding, ie Taproot Foundation, match you with certain services and people resources. <a href=\"http:\/\/www.taprootfoundation.org\/\">http:\/\/www.taprootfoundation.org\/<\/a><\/li>\n<\/ul>\n<\/li>\n<li><b>Work Breakdown Plan<\/b>: Joyce copied the Statement of Work provisions containing the work descriptions and the general timeline to a Google Doc.<\/li>\n<li><b>Next Steps<\/b>: Joyce will continue working on the breakdown doc, Chris will follow up regarding meeting times. \u00c2\u00a0Next Wednesday at 4PM is still the best time. \u00c2\u00a0We will wait to make a decision on the contract until we\u00e2\u20ac\u2122ve had a chance to discuss the timeline.<\/li>\n<\/ul>\n<h4><\/h4>\n<h2>AVACON\u00c2\u00a0STAFF<\/h2>\n<h4>Growing the AvaCon Team<\/h4>\n<ul>\n<li><b>Discussed Open Positions: \u00c2\u00a0<\/b>Chris reviewed job descriptions for <a href=\"http:\/\/www.avacon.org\/blog\/staff\/positions\/\">three new open position postings<\/a>, for Director of Development, Web Development Engineer, and 3D Content Developer. \u00c2\u00a0Board approved posting all positions which will be posted on AvaCon website, via social media channels, LinkedIn, and other non-profit job post forums.<\/li>\n<li>\n<ul>\n<li>Joyce will post these to LinkedIn, Idealist, and other locations.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><strong style=\"font-size: 14px; line-height: 1.5em;\">Meeting adjourned at 7:02PM. Next meeting scheduled for June 4, 2014 at 5:30PM.<\/strong><\/h2>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><strong>EXECUTIVE BOARD MEETING MINUTES<br \/>\nDate: Wednesday, May 21, 2014<\/strong><br \/>\n<strong>Time:<\/strong>\u00c2\u00a05:30PM EST<br \/>\n<strong>Location:<\/strong>\u00c2\u00a0AvaCon Grid &#8211; Staff Zone Region<\/p>\n<p style=\"text-align: center;\"><strong>BOARD MEMBERS<\/strong><\/p>\n<p><strong>Attendance:<\/strong>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica<br \/>\n<strong>Quorum present:<\/strong>\u00c2\u00a0Yes<strong>\u00c2\u00a0<\/strong><\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4>Contract Under Consideration<\/h4>\n<ul>\n<li><strong>Contract Review<\/strong>: \u00c2\u00a0Discussed contract under review and various questions and concerns, Chris will schedule a follow-up meeting for discussion next week.<\/li>\n<\/ul>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">General Liability and Directors &amp; Officers insurance<\/span><\/h4>\n<ul>\n<li><strong><strong>Application Submitted to\u00c2\u00a0<span style=\"font-size: 1em; line-height: 1.5em;\">Corcoran &amp; Havlin Insurance Group<\/span><\/strong><\/strong><strong>:<\/strong>\u00c2\u00a0\u00c2\u00a0Chris completed the insurance application and sent information to the broker. \u00c2\u00a0Current status, waiting on a quote.<\/li>\n<\/ul>\n<h4>Risk Management<\/h4>\n<ul>\n<li><strong>Risk Management Plan<\/strong>: \u00c2\u00a0Chris introduced the draft Risk Management Plan in progress and discussed the process and next steps to complete the plan. \u00c2\u00a0We will hold a separate Board meeting dedicated to risk management in the upcoming weeks.<\/li>\n<\/ul>\n<h2>AVACON\u00c2\u00a0STAFF<\/h2>\n<h4>Growing the AvaCon Team<\/h4>\n<ul>\n<li><strong style=\"line-height: 1.5em;\">Discussed Open Positions: \u00c2\u00a0<\/strong>Chris reviewed job descriptions for\u00c2\u00a0three new open position postings, for Director of Development, Web Development Engineer, and 3D Content Developer. \u00c2\u00a0Board approved posting all positions which will be posted on AvaCon website, via social media channels, LinkedIn, and other non-profit job post forums.<\/li>\n<\/ul>\n<ul>\n<li><b>Employees vs Contractors vs Volunteers: \u00c2\u00a0<\/b>Chris\u00c2\u00a0reviewed key differences between the three types of positions and ramifications of each classification.<\/li>\n<\/ul>\n<ul>\n<li><strong>MA Labor Laws: \u00c2\u00a0<\/strong>Chris\u00c2\u00a0reported on her findings regarding MA requirements for Workers Compensation Insurance and Unemployment Insurance.<\/li>\n<\/ul>\n<ul>\n<li><strong>Payroll Service through Intuit: \u00c2\u00a0<\/strong>Chris completed the process to sign up for the Intuit Payroll service through Bank of America. \u00c2\u00a0We qualified for three months of free service while we&#8217;re learning how the system works.<\/li>\n<\/ul>\n<h2>AVACON\u00c2\u00a0ACTIVITIES &amp; EVENTS<\/h2>\n<h4>OpenSimulator Community Conference<\/h4>\n<ul>\n<li><strong>Fundraising Plugin: \u00c2\u00a0<\/strong>Chris reported that the issues with the fundraising plugin have still not been resolved, and as a result of the delay, her recommendation was that we move forward with an alternative payment process. \u00c2\u00a0Upon demonstration and review of the alternative (PayPal) method, it was agreed we should move forward without the plugin.<\/li>\n<\/ul>\n<ul>\n<li><strong>Sponsorships: \u00c2\u00a0<\/strong>Chris and Joyce discussed both the Crowdfunding Campaign levels and Sponsor levels. \u00c2\u00a0Chris will tweak some of the language prior to the announcement about the conference.<\/li>\n<\/ul>\n<h2><strong style=\"font-size: 14px; line-height: 1.5em;\">Meeting adjourned at 7:02PM. Next meeting scheduled for May 28, 2014 at 5:30PM.<\/strong><\/h2>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><strong>EXECUTIVE BOARD MEETING MINUTES<br \/>\nDate: Monday, March 10, 2014<\/strong><br \/>\n<strong>Time:<\/strong>\u00c2\u00a06:00PM EST<br \/>\n<strong>Location:<\/strong>\u00c2\u00a0Skype<\/p>\n<p style=\"text-align: center;\"><strong>BOARD MEMBERS<\/strong><\/p>\n<p><strong>Attendance:<\/strong>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica (absent)<br \/>\n<strong>Quorum present:<\/strong>\u00c2\u00a0Yes<\/p>\n<p><strong>\u00c2\u00a0<\/strong><\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">Bank of America Changing Officer Signatures<\/span><\/h4>\n<ul>\n<li><strong>Corporate Signature Card<\/strong>: \u00c2\u00a0Joyce will call to find out how to proceed to change signing authority.<\/li>\n<\/ul>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">General liability and Officers liability insurance<\/span><\/h4>\n<ul>\n<li><strong><strong>Joyce is working with\u00c2\u00a0<span style=\"font-size: 1em; line-height: 1.5em;\">Corcoran &amp; Havlin Insurance Group<\/span><\/strong><\/strong><strong>:<\/strong>\u00c2\u00a0\u00c2\u00a0She is in the process of completing the forms they sent for review.<\/li>\n<\/ul>\n<h4>GuideStar Company Profile<\/h4>\n<ul>\n<li><strong style=\"line-height: 1.5em;\">Updating GuideStar&#8217;s company profile: \u00c2\u00a0<\/strong><span style=\"line-height: 1.5em;\">Joyce mentioned the need for us to update our profile on GuideStar -\u00c2\u00a0http:\/\/www.guidestar.org\/organizations\/27-2428600\/avacon.aspx &#8211; since that is an important place for people to look up whether a company is legitimiate or not.<\/span><\/li>\n<\/ul>\n<h4>AvaCon Policies &amp; Documents<\/h4>\n<ul>\n<li><b>Standard Contract Language: \u00c2\u00a0<\/b>Chris drafted language for a Standard Contract that would be used in the event that AvaCon hires a Contractor or Consultant. \u00c2\u00a0Standard contract language reviewed and discussed. \u00c2\u00a0Chris Collins makes the MOTION to adopt the Standard Contract for AvaCon. \u00c2\u00a0The motion was SECONDED by Joyce Bettencourt. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<ul>\n<li><strong>Purchase Order Request: \u00c2\u00a0<\/strong>Chris drafted a form for a Purchase Order Request that would be used in the event that an employee of AvaCon needs to request processing of a Purchase Order. \u00c2\u00a0The Purchase Order Request form was reviewed and discussed. \u00c2\u00a0Chris Collins makes the MOTION to adopt the Purchase Order Request form. \u00c2\u00a0The motion was SECONDED by Joyce Bettencourt. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<ul>\n<li><strong>Purchase Order Form: \u00c2\u00a0<\/strong>Chris drafted a form for a Purchase Order that would be used in the event that AvaCon needs to procure small quantities of office supplies, equipment, or other goods and services. \u00c2\u00a0The Purchase Order form was reviewed and discussed. \u00c2\u00a0\u00c2\u00a0Chris Collins makes the MOTION to adopt the Purchase Order Form. \u00c2\u00a0The motion was SECONDED by Joyce Bettencourt. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<ul>\n<li><strong>Purchasing Procedures Policy: \u00c2\u00a0<\/strong>Chris drafted a Purchasing Procedures Policy that would govern all purchasing and procurement activities. \u00c2\u00a0The Purchasing Procedures Policy was reviewed and discussed.Chris Collins makes the MOTION to adopt the Purchasing Procedures Policy. \u00c2\u00a0The motion was SECONDED by Joyce Bettencourt. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<ul>\n<li><strong>AvaCon Employee Handbook: \u00c2\u00a0<\/strong>Chris drafted an AvaCon Employee Handbook that governs the conduct and responsibilities of AvaCon employees. \u00c2\u00a0The AvaCon Employee Handbook was reviewed and discussed. Chris Collins makes the MOTION to adopt the AvaCon Employee Handbook. \u00c2\u00a0The motion was SECONDED by Joyce Bettencourt. \u00c2\u00a0The motion passed unanimously.<\/li>\n<\/ul>\n<h2><strong style=\"font-size: 14px; line-height: 1.5em;\">Meeting adjourned at 8:02PM. Next meeting scheduled for March 17, 2014 at 6:30PM.<\/strong><\/h2>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n<hr \/>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><strong>EXECUTIVE BOARD MEETING MINUTES<br \/>\nDate: Wednesday, January 6, 2014<\/strong><br \/>\n<strong>Time:<\/strong>\u00c2\u00a06:00PM EST<br \/>\n<strong>Location:<\/strong>\u00c2\u00a0Skype<\/p>\n<p style=\"text-align: center;\"><strong>BOARD MEMBERS<\/strong><\/p>\n<p><strong>Attendance:<\/strong>\u00c2\u00a0Joyce Bettencourt, Chris Collins, Kathey Fatica (absent)<br \/>\n<strong>Quorum present:<\/strong>\u00c2\u00a0Yes<\/p>\n<p><strong>\u00c2\u00a0<\/strong><\/p>\n<h2>AVACON BUSINESS ITEMS<\/h2>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">Bank of America Changing Officer Signatures<\/span><\/h4>\n<ul>\n<li><strong>Corporate Signature Card<\/strong>: \u00c2\u00a0Joyce will call to find out how to proceed to change signing authority.<\/li>\n<\/ul>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">General liability and Officers liability insurance<\/span><\/h4>\n<ul>\n<li><strong><strong>Joyce is working with\u00c2\u00a0<span style=\"font-size: 1em; line-height: 1.5em;\">Corcoran &amp; Havlin Insurance Group<\/span><\/strong><\/strong><strong>:<\/strong>\u00c2\u00a0\u00c2\u00a0She is in the process of completing the forms they sent for review.<\/li>\n<\/ul>\n<h4>GuideStar Company Profile<\/h4>\n<ul>\n<li><strong style=\"line-height: 1.5em;\">Updating GuideStar&#8217;s company profile: \u00c2\u00a0<\/strong><span style=\"line-height: 1.5em;\">Joyce mentioned the need for us to update our profile on GuideStar -\u00c2\u00a0http:\/\/www.guidestar.org\/organizations\/27-2428600\/avacon.aspx &#8211; since that is an important place for people to look up whether a company is legitimiate or not.<\/span><\/li>\n<\/ul>\n<h4>AvaCon Advisory Board<\/h4>\n<ul>\n<li><strong>Invitation Draft Email: \u00c2\u00a0<\/strong>Joyce is working on the draft email.<\/li>\n<li><strong>Chris touched base with Justin:\u00c2\u00a0<\/strong>He&#8217;s onboard and will be back from vacation in mid-January.<\/li>\n<li>We&#8217;ll move ahead with contacting the people on our lists.<\/li>\n<\/ul>\n<h2>FINANCIAL<\/h2>\n<ul>\n<li><strong>Bank Balance &amp; Transactions Review: \u00c2\u00a0<\/strong>Reviewed bank and basic 2014 budget, completed transaction log for 2013.<\/li>\n<\/ul>\n<h4>Taxes &amp; IRS Stuff 2014<\/h4>\n<ul>\n<li><strong>2013 Bank Ledger Spreadsheet Updated<\/strong>: \u00c2\u00a0Chris completed the ledger for 2013, Joyce uploaded receipts and clarified charges.<\/li>\n<li><strong>2013 Bank Statements Downloaded<\/strong>: \u00c2\u00a0All bank statements from 2013 have been downloaded from the bank site and uploaded to our AvaCon docs.<\/li>\n<li><strong>2013 QuickBooks File: \u00c2\u00a0<\/strong>Chris and Jane reviewed how to enter payments and vendors. \u00c2\u00a0Chris and Joyce discussed accounting for the PayPal transactions and BoA transactions, probably best to just never keep a positive balance in PayPal.<\/li>\n<li><strong>1099-MISC: \u00c2\u00a0<\/strong>Waiting on the forms from the IRS to complete.<\/li>\n<\/ul>\n<h4>Payroll Service Options<\/h4>\n<ul>\n<li><b>Discussed Intuit Online Payroll through Intuit or through BoA:<\/b>\u00c2\u00a0 Joyce mentioned that her other company uses the BoA services, Chris think that may be the best option, probably the middle &#8220;Enhanced&#8221; option, see: \u00c2\u00a0<a href=\"https:\/\/www.bankofamerica.com\/smallbusiness\/online-banking\/payroll\/compare-services.go\">https:\/\/www.bankofamerica.com\/smallbusiness\/online-banking\/payroll\/compare-services.go<\/a>. \u00c2\u00a0At this point we don&#8217;t need it but when we&#8217;re ready this is likely the option we&#8217;ll take.<\/li>\n<\/ul>\n<h2>IT RELATED<\/h2>\n<ul>\n<li><strong>AvaCon Website:<\/strong>\u00c2\u00a0\u00c2\u00a0The refresh of the AvaCon public website was completed in December and so far the feedback has been very positive!<\/li>\n<\/ul>\n<ul>\n<li><b>AvaCon Grid: \u00c2\u00a0<\/b>Chris got the server provisioned from Limestone Networks, hostname grid.avacon.org. \u00c2\u00a0Chris also met with Michael and discussed contract negotiations, he is amenable to working as an independent contractor for a certain base amount and then if we hold special events, we would pay additional services for him. \u00c2\u00a0Chris will work on drafting the contract.<\/li>\n<\/ul>\n<ul>\n<li><strong>Wikispaces Wiki<\/strong>: \u00c2\u00a0Have we applied the TechSoup discount license for non-profits to Wikispaces?<\/li>\n<\/ul>\n<ul>\n<li><strong>Results of the MailChimp Email Campaign -\u00c2\u00a0<\/strong><strong>AvaCon New Year&#8217;s Update<\/strong>:<\/li>\n<li>Sent: \u00c2\u00a02226<\/li>\n<li>Opened: \u00c2\u00a0577 (27.7%)<\/li>\n<li>Clicks: \u00c2\u00a0193 (6.3% of sent, 18% of opened)<\/li>\n<li>Bounced: \u00c2\u00a0142 (8.5%)<\/li>\n<li>Unsubscribes: \u00c2\u00a013<\/li>\n<li>Abuse Report: 6<\/li>\n<\/ul>\n<h2>STAFF ISSUES<\/h2>\n<ul>\n<li><strong>Welcomed Jane Haniefy (Sine Whatever)<\/strong> &#8211; Jane will be assisting with bookeeping, payroll, and administrative\/HR functions.<\/li>\n<li><strong>Welcomed Michael Cerquoni (Nebadon Izumi)<\/strong> &#8211; Michael will be assisting with setting up and helping run a new AvaCon grid running OpenSimulator.<\/li>\n<li><strong>Social Media Manager<\/strong>: \u00c2\u00a0We have an applicant for the SMM position, Chris will forward her the link to the application and set up an interview for Wednesday next week.<\/li>\n<li><strong>WebDev<\/strong>: \u00c2\u00a0Joyce will touch base with Beth to find out her status and interests, we definitely want to move forward with the MFS website soonish, but not sure Beth is interested in that level of development.<\/li>\n<li><strong>Discussed Project Management\/TimeTracking software:<\/strong> \u00c2\u00a0Chris investigated a plethora of project management tools a few months ago and didn&#8217;t find any packages that seemed worth either the money or the overhead to administer or run the system. \u00c2\u00a0Joyce is interested in investing some too to see if we can find something that might meet our needs. \u00c2\u00a0For now we are trying out Trello as a To-Do list manager: \u00c2\u00a0<a href=\"http:\/\/trello.com\" target=\"_blank\">http:\/\/trello.com<\/a><\/li>\n<li><strong>Scheduling First Staff Mtg of the Year:<\/strong>\u00c2\u00a0 We&#8217;ll wait for a bit to schedule the first meeting of the year until we see about the SMM position.<\/li>\n<\/ul>\n<h2>METAVERSE FUTURE SOCIETY<\/h2>\n<ul>\n<li><strong>Membership Stuff<\/strong>&#8211; Renewed the domains\u00c2\u00a0<a href=\"http:\/\/metaversefuture.org\/\" rel=\"nofollow\">http:\/\/metaversefuture.org<\/a>\u00c2\u00a0and\u00c2\u00a0<a href=\"http:\/\/metaversefuture.com\/\" rel=\"nofollow\">http:\/\/metaversefuture.com<\/a>, to redirect to the .org<\/li>\n<li><b><\/b>We can talk about this idea with the advisory board.<\/li>\n<li>Need to re-send the link to the MFS feedback survey to get more responses:<\/li>\n<\/ul>\n<h2>AVACON EVENTS<\/h2>\n<h4>Metaverse Cultural Series 2014<\/h4>\n<ul>\n<li><strong>Think about Themes<\/strong>: \u00c2\u00a0Read\u00c2\u00a0<a href=\"http:\/\/www.theguardian.com\/commentisfree\/2013\/dec\/30\/we-need-to-talk-about-ted\">http:\/\/www.theguardian.com\/commentisfree\/2013\/dec\/30\/we-need-to-talk-about-ted<\/a>\u00c2\u00a0as background.<\/li>\n<li><b>Must have call done by next Wednesday.<\/b><\/li>\n<\/ul>\n<h4><span style=\"font-size: 1em; line-height: 1.5em;\">Opensim Community Conference 2014<\/span><\/h4>\n<ul>\n<li><strong>Crowdfunding plug-ins or sites<\/strong>: \u00c2\u00a0Indiegogo has the best non-profit terms, and there&#8217;;s the plugin Joyce sent. \u00c2\u00a0We need to circle back around with Overte and schedule the next meeting.<\/li>\n<\/ul>\n<ul>\n<li>Side note what if AvaCon could organize crowdfunding for the metaverse? \u00c2\u00a0AvaCon as the IndieGogo of the metaverse crowd&#8230; \u00c2\u00a0Could those donations even be tax deductible? \u00c2\u00a0We&#8217;d need to investigate that.<\/li>\n<\/ul>\n<p><strong>Meeting adjourned at 9:17PM. Next meeting scheduled for February 3, 2014 at 6PM.<\/strong><\/p>\n<p><strong>Minutes submitted by Interim Clerk, Chris Collins.<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"<p>EXECUTIVE BOARD MEETING MINUTES Date: Wednesday, September 30, 2014 Time: 5:30PM EST Location: AvaCon Grid \u00e2\u20ac\u201c Board Zone Region BOARD MEMBERS Attendance: Joyce Bettencourt, Chris Collins, Jane Haniefy Absent: Kathey Fatica Quorum present: Yes AVACON STAFF \u00c2\u00a0Personnel: \u00c2\u00a0Discussed the new personnel that joined the 3D Content Creator team. AVACON BUSINESS ITEMS State Registration Updates Virginia: [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":9,"menu_order":0,"comment_status":"closed","ping_status":"open","template":"","meta":{"footnotes":""},"class_list":["post-312","page","type-page","status-publish","hentry"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages\/312","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=312"}],"version-history":[{"count":0,"href":"https:\/\/www.avacon.org\/blog\/wp-json\/wp\/v2\/pages\/312\/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=312"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}