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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

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • None

IT & Communication report by Chris Collins

  • Discussed follow-up survey for convention attendees.
  • Reported on website traffic and sources

Budget & Financials report by Peter Lokke

  • Reported on payment status to several service providers
  • Reported on receipts and outstanding reimbursements
  • Discussed follow-up survey for sponsors

Human Resources report by Donna Meyer

  • Reported on attendance stats, no registration data was taken for at-door registrants

Operations report by Joyce Bettencourt

  • Will request final data from Audrey for hotel info


Meeting adjourned at 6:30PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
August 14, 2010
3PM EST ~ PF Changs, Boston MA

ANNUAL MEETING OF THE CORPORATION

Board Members
Present: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 3PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • Voting for officers for the 2010-11 term proceeded
  • Officer appointments continued as is by unanimous vote.

SLCC 2010

  • Discussed last minute details about convention
  • Reviewed schedules and timelines of activities

Meeting adjourned at 3:30PM

Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
July 30, 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

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • Reviewed accounting practices and process for submitting receipts for reimbursements.

IT & Communication report by Chris Collins

  • Reviewed key communications in 2 weeks leading to convention.
  • Requested feedback and contributions to final drafts of printed program.
  • MOTION to purchase easels for display at convention by Fleep, Peter seconds.  Aye vote unanimous, motion passed.
  • Discussed AvaCon Ball.
  • Discussed UStream accounts and process
  • Discussed logistics of schedules for board members prior to convention

Budget & Financials report by Peter Lokke

  • MOTION to make final payment to hotel by Peter, Fleep second.  Aye vote unanimous, motion passed.
  • Discussed convention insurance
  • Discussed signage needs and order
  • MOTION to purchase final choices for tshirt and bags by Peter, Fleep second.  Aye vote unanimous, motion passed.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.
  • Reported on badge design progress.

SLCC 2010 Operations report by Joyce Bettencourt

  • Reported on venue logistics.
  • Reported on A/V logistics.
  • MOTION to select BBQ option for day 1 and Chicken/Veg option for day two by Joyce, Fleep seconds.  Aye vote unanimous, motion passed.


Meeting adjourned at 9:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes

AvaCon, Inc.
July 15, 2010
5PM EST ~ Online Meeting

Board Members
Present: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • Tabled until future meeting to focus on SLCC.

SLCC 2010 Special Meeting

  • Keynote Speakers discussed
  • MOTION to pay John Lester $500 speaker honorarium by Fleep, Peter second.  Aye vote unanimous, motion passed.
  • MOTION to offer Dusan Writer free pass as honorarium by Fleep, Peter second.  Aye vote unanimous, motion passed.
  • Life 2.0 film discussed
  • Day Passes discussed.
  • MOTION to pay hotel the next $10,000 by Peter, Donna seconds.  Aye vote unanimous, motion passed.
  • Check received from lead sponsor, Joyce to deposit
  • Unregistered guests who have not paid for convention will be contacted and their discount removed.
  • MOTD text discussed for Second Life.


Meeting adjourned at 6:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes

AvaCon, Inc.
July 09, 2010
5PM EST ~ Online Meeting

Board Members
Present: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • Expense Reimbursment Claim previously approved posted to website.
  • Reviewed IRS regulations on raffled and games of chance.

SLCC 2010 Operations report by Joyce Bettencourt

  • Reported on venue details.
  • Reported on current room block status.
  • We have made our room block committment – yay!
  • Still has not yet gotten quote for printed program.

Budget & Financials report by Peter Lokke

  • Reported on status of ticket sales.
  • Reported on status of sponsorships.
  • Discussed Google Ad Words and Ad Sense.
  • Reported on TShirt & Schwag status
  • Discussed possible problem with PayPal payments.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.
  • Reported on badge design progress.

IT & Communication report by Chris Collins

  • SLCC 2010 website traffic report.
  • Reviewed upcoming message drafts.
  • Discussed MOTD on Second Life.
  • Discussed procedure for dealing with complaints and blog comments.
  • Will send PDF Writer software to all.

SLCC 2010 Track Updates

  • Music & Live Performance – Joyce
  • Business & Enterprise – Joyce
  • Education & Research – Chris
  • Government & NonProfit – Peter
  • Health & Support – Joyce
  • Art, Machinima, & Theatre – Donna
  • Fashion & Design – Peter
  • Communities & Social – Donna
  • Technical & Open Source – Chris
  • InWorld SLCC – Chris

Meeting adjourned at 8:30PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
July 2, 2010
5PM EST ~ Online Meeting

Board Members
Present: Chris Collins, Peter Lokke, Donna Meyer, Joyce Bettencourt (late)
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 5PM by Donna Meyer

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • AvaCon website live.
  • Conflict of Interest Policy draft reviewed.
  • MOTION to pass Conflict of Interest policy by Fleep, Peter second.  Aye vote unanimous.  Motion Passed.

Budget & Financials report by Peter Lokke

  • Reported on status of ticket sales.
  • Reported on public budget to be posted to website.
  • Reported on status of sponsorships.
  • Reported on printed items spreadsheet.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.
  • Reported on badge design progress.
  • In world kiosk complete.

IT & Communication report by Chris Collins

  • SLCC 2010 website traffic report.
  • Reviewed upcoming message drafts.
  • Invited SLCC booth to Chilbo Summer Faire.

SLCC 2010 Operations report by Joyce Bettencourt

  • Reported on meeting with Audrey and hotel staff.
  • Discussed A/V costs, wifi and internet access.
  • Has not yet gotten quote for printed program.

SLCC 2010 Track Updates

  • Music & Live Performance – Joyce
  • Business & Enterprise – Joyce
  • Education & Research – Chris
  • Government & NonProfit – Peter
  • Health & Support – Joyce
  • Art, Machinima, & Theatre – Donna
  • Fashion & Design – Peter
  • Communities & Social – Donna
  • Technical & Open Source – Chris
  • InWorld SLCC – Chris

Meeting adjourned at 9:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
June 25, 2010
5PM EST ~ Online Meeting

Board Members
Present: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • AvaCon website complete.
  • IRS 501(c)(3) application requires Conflict of Interest Policy, Reimbursement form.  Need to draft policies.

SLCC 2010 Operations report by Joyce Bettencourt

  • Hotel very happy with registrations.
  • Discussed policy to deal with those who reserve rooms but are not registered for convention.  Only those registered for convention can receive discounted rate.
  • Has not yet gotten quote for printed program.
  • Is checking on hotel ability to screen Life 2.0 movie.

Budget & Financials report by Peter Lokke

  • Reported on status of ticket sales.
  • Reported on status of sponsorships.
  • Discussed travel budget for board members.
  • Checks received from bank.
  • Reported on TShirt quote, will ship last year’s shirts to Joyce.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.
  • Reported on badge design progress.
  • Began in world kiosk building.

IT & Communication report by Chris Collins

  • SLCC 2010 website traffic report.
  • Reviewed upcoming message drafts.
  • Adding media page to website to link stories about SLCC.

SLCC 2010 Track Updates

  • Music & Live Performance – Joyce
  • Business & Enterprise – Joyce
  • Education & Research – Chris
  • Government & NonProfit – Peter
  • Health & Support – Joyce
  • Art, Machinima, & Theatre – Donna
  • Fashion & Design – Peter
  • Communities & Social – Donna
  • Technical & Open Source – Chris
  • InWorld SLCC – Chris

Meeting adjourned at 9:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
June 11, 2010
5PM EST ~ Online Meeting

Board Members
Present: Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present: Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • IRS 501(c)(3) application tabled until next meeting.

SLCC 2010 Operations report by Joyce Bettencourt

  • Problems with hotel website reservations was resolved.
  • Joyce to schedule a meeting with Audrey, the liaison for the hotel and A/V team, Donna may attend as well.
  • Reported on current room block status.

Budget & Financials report by Peter Lokke

  • Reported on status of ticket sales.
  • Reported on status of sponsorships.
  • Discussed Google Ad Words and Ad Sense.
  • Reported on TShirt quote.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.
  • Reported on badge design progress.
  • Discussed first Track leader staff meeting.

IT & Communication report by Chris Collins

  • Avacon.org website is nearly ready for unveiling.  Just need to update logo art.
  • SLCC 2010 website traffic report.
  • Reviewed upcoming message drafts.

SLCC 2010 Track Updates

  • Music & Live Performance – Joyce
  • Business & Enterprise – Joyce
  • Education & Research – Chris
  • Government & NonProfit – Peter
  • Health & Support – Joyce
  • Art, Machinima, & Theatre – Donna
  • Fashion & Design – Peter
  • Communities & Social – Donna
  • Technical & Open Source – Chris
  • InWorld SLCC – Chris

Meeting adjourned at 8:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
June 4, 2010
5PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present:  Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Review minutes of previous meeting by Chris Collins.

  • MOTION to adopt meeting minutes seconded and passed.

Suggestion to adopt new meeting rules by Peter Lokke.

  • MOTION to adopt new rules seconded and passed.

AvaCon, Inc. Business by Chris Collins.

  • Requested additional docs for IRS 501(c)(3) application.
  • Reviewed and discussed draft org chart.  MOTION to adopt org chart seconded and passed.

SLCC 2010 Operations  report by Joyce Bettencourt

  • Reported on status of venue, room reservation process, reports for room pick-ups.
  • Joyce to schedule a meeting with venue liaison and A/V team, Donna may attend as well.
  • Will request estimate for printing costs for printed program and see about discounts if paired with other printing needs for convention.
  • Discussed special sponsorship opportunities.

Budget & Financials report by Peter Lokke

  • Reported on status of ticket sales.  Strong showing, sold out Early Bird ticket tier in less than a week.
  • Reported on status of sponsorships.  Sponsorships higher than expected this early, well on track for targeted goals.
  • Contract to retain AVENUE as media partner and sponsorship sales assistance executed.  Need to provide them with ad and emails.
  • Reviewed t-shirts, totebag, and name badge/lanyard options.  Peter will request samples of our initial selections for further review.

Human Resources report by Donna Meyer

  • Reported on status of volunteers.  Intake so far is good, several returning volunteers.
  • Reported on badge design progress.  Waiting final dimensions of badge holders to continue.
  • Discussed badge requirements and workflow process for attendee images.
  • Discussed open positions needed to be filled by volunteers.  Donna to draft known needs, all to send additional staff positions needed.
  • Discussed weekly staff meetings.  MOTION to meet on Mondays at 4PM SLT / 7PM EST seconded and passed.

IT & Communication report by Chris Collins

  • Avacon.org website structure completed, page content completed, post content in progress.  All to provide feedback upon review.
  • SLCC 2010 website performing well, traffic/resource stats show good traffic, relatively low bounce rate.  Will continue to monitor performance to adjust server resources as necessary if traffic spikes.
  • Press releases and announcements sent through various channels on 6/1.  Traffic spikes on website reflect the messages effect.
  • Requested that all record any communications sent through various channels on the appropriate document.
  • Provided staff needs to Donna for processing.

SLCC 2010 Track Updates

  • Music & Live Performance – Joyce
  • Business & Enterprise – Joyce
  • Education & Research  – Chris
  • Government & NonProfit – Peter
  • Health & Support – Joyce
  • Art, Machinima, & Theatre – Donna
  • Fashion & Design – Peter
  • Communities & Social – Donna
  • Technical & Open Source – Chris
  • InWorld SLCC – Chris

Meeting adjourned at 8:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
May 28, 2010
5PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present:  Yes

Proceedings
Meeting called to order at 5PM by Joyce Bettencourt

 

Incorporation report by Chris Collins

  • Discussed draft functional org chart and areas of responsibility, all to contribute to draft document.
  • Requested additional paperwork for IRS 501(c)(3) tax exempt status application.

SLCC 2010 Operations  report by Joyce Bettencourt

  • Licensing agreement secured, fully executed copy on file.
  • Venue contract signed and sent, waiting for our copies and more info from venue.
  • A/V quote received, discussed options.
  • Will request estimate for printing costs for printed program.

IT & Communication report by Chris Collins

  • Avacon.org progress tabled until SLCC 2010 website is in good shape.
  • SLCC 2010 almost ready to go live.
  • Social media site accounts established where needed and set up.
  • Proposed Communication Channels strategy document.  MOTION to adopt seconded and passed.
  • Code of Conduct and other convention policies reviewed.  MOTION to adopt policies seconded and passed.
  • Communication to be sent to previous years’ track leaders proposed.  MOTION to send message seconded and passed.
  • Press release drafts in progress.

Budget & Financials report by Peter Lokke

  • All paperwork received and filed.
  • All necessary accounts for ticket and sponsorship sales set up and working.
  • Proposed contract to retain AVENUE as media partner and sponsorship sales assistance.  MOTION to execute contract seconded and passed.
  • Discussed workflow for processing sponsorships and artwork.

Human Resources report by Donna Meyer

  • Reviewed workflow for processing/assigning volunteer staff.
  • Donna to draft document with positions needed and apx. staff required.
  • All to send additional staff positions needed.
  • Discussed weekly staff meetings, need to determine a time that works best for all.

Meeting adjourned at 7:30PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
May 21, 2010
4PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present:  Yes

Proceedings
Meeting called to order at 4PM by Joyce Bettencourt

 

Incorporation report by Chris Collins

  • All certified incorporation documents received.
  • Review of materials needed for IRS exempt 501(c)(3) status.
  • Review of submitted corporate logos, tweaks suggested.

Second Life Community Convention 2010 report by Joyce Bettencourt

  • Update on licensing requirements to hold convention.
  • Venues discussed, MOTION to send RFP through Boston Chamber of Commerce seconded and passed.

IT & Communication report by Chris Collins

  • Avacon.org website up, email accounts being established.
  • Staging site created, discussed contents.  MOTION to adopt design on site for convention seconded and passed.
  • Review of submitted SLCC 2010 logo.  MOTION to adopt logo with minor revisions seconded and passed.
  • Requested feedback on forms for website.

Budget & Financials report by Peter Lokke

  • Discussed remaining accounts held by The Future United.  MOTION to create new accounts seconded and passed.
  • Proposed sponsorship levels and presented document for review.
  • Discussed partnership with AVENUE to assist with sponsorships.

Meeting adjourned at 7:00PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
May 7, 2010
4PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present:  Yes

Proceedings
Meeting called to order at 4PM by Joyce Bettencourt

 

Incorporation report by Chris Collins

  • All documents filed, awaiting certified copies of documents which have been ordered.
  • Application for IRS exempt 501(c)(3) status begun.  Need additional docs.
  • Review of submitted corporate logos, tweaks suggested.

Second Life Community Convention 2010 report by Joyce Bettencourt

  • Update on licensing requirements to hold convention.  Chris to redline agreement and send for review.
  • Venues discussed, MOTION to send RFP through Boston Chamber of Commerce seconded and passed.

IT & Communication report by Chris Collins

  • Avacon.org website hosting has been set-up, site design in progress.
  • SLCC 2010 staging site hosting has been set-up, site design in progress.
  • Discussed SLCC 2010 logo.
  • Discussed using forms on SLCC 2010 website for info intake.

Budget & Financials report by Peter Lokke

  • Collecting documents needed for bank account.  Chris to draft statement of nonprofit status.
  • Discussed sponsorship levels for SLCC 2010.

Meeting adjourned at 6:30PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
April 23, 2010
4PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Donna Meyer
Absent: Peter Lokke
Quorum Present:  Yes

Proceedings
Meeting called to order at 4PM by Joyce Bettencourt

 

Incorporation report by Chris Collins

  • Signatures received for Articles of Incorporation.  MOTION to file document seconded and passed.
  • Discussed IRS tax exemption requirements.  MOTION to table the discussion until next meeting seconded and passed.
  • Establishing a corporate bank account discussed.  MOTION to table further discussion until next meeting seconded and passed.
  • Discussed corporate logo and seal.  MOTION to table the discussion until next meeting seconded and passed.

Second Life Community Convention 2010 report by Joyce Bettencourt

  • Discussed licensing requirements to hold convention, all to contribute to draft document.
  • Revisions needed to suggested SLCC 2010 logo, Joyce to clean up suggested copy.
  • Venues discussed, Joyce reported on several options.  Chris to contact/approach local Marriott.
  • Tracks and expectations of Track Leaders discussed.  All to contribute to draft document of tracks and expectations.

IT & Communications report by Chris Collins

  • AvaCon telephone number established and available for use.
  • Staging site for SLCC 2010 created, work in progress.
  • Avacon.org website hosting set up, work in progress.
  • Joyce demonstrated website widgets used in another project as suggestions for SLCC 2010 website

Meeting adjourned at 6:45PM
Minutes submitted by Clerk, Chris Collins.

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Executive Board Meeting Minutes
AvaCon, Inc.
April 16, 2010
4PM EST ~ Online Meeting

Board Members
Present:  Joyce Bettencourt, Chris Collins, Peter Lokke, Donna Meyer
Absent: None
Quorum Present:  Yes

Proceedings
Meeting called to order at 4PM by Joyce Bettencourt

 

Incorporation report by Chris Collins

  • Presented the Articles of Incorporation for approval.  MOTION to approve the document seconded and passed.
  • Presented the Bylaws document for approval.  MOTION to approve the document seconded and passed.
  • Discussed primary place of business.  MOTION to approve suggested location seconded and passed.
  • Discussed IRS tax exemption requirements, Clerk and Treasurer to follow up.
  • Discussed corporate logo and seal, all to contribute suggestions.

Second Life Community Convention 2010 report by Joyce Bettencourt

  • Discussed licensing requirements to hold convention.
  • Suggestions made about SLCC 2010 logo, all to contribute suggestions.
  • Venues discussed, MOTION to approach local colleges and universities seconded and passed.
  • Website design discussed, MOTION to create a staging site for convention seconded and passed.

Meeting adjourned at 8:30PM
Minutes submitted by Clerk, Chris Collins.

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