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OutWorlders, Inc. Regular Meeting Minutes for 2021/06/20

Attendees: Robert Allen (Vice-President), Christian Hain (President), Andrew Segal (Event Coordinator), Andy Shavers (Secretary), Ken Fernandez, Brandon Welch, Leah Frey

11:03am - Called to Order

Reading and Approval of Minutes

May minutes approved.

Officer Reports

  • President: Submitted application for Grant Park for the anniversary party.
  • Vice-President: Cataloged all games in games library, bought more bins for games. Scouted new venues for future events with Christian and Andrew Segal.
  • Treasurer: No Updates.
  • Secretary: No Report.
  • Events Coordinator: Book Club: 6 attendees. A Luminous Republic by Andres Barba. Discussed meeting at the library or at Robert Allen’s home. July 17th next meeting will be reading the next two books in the fifth season trilogy. Werewolf game night: only one attendee, to begin meeting in person. Happy hour: first in-person meeting since the pandemic, 11 attendees. Mary’s was a very enjoyable venue for happy hour. Next Happy hour, July 15th. Anniversary Game Night: July 10th. Movie Night: Thunderforce, six attendees.
  • Public Relations Coordinator: five new memberships via Facebook. Brandon Welch was nominated as new public relations coordinator, was approved by three officers.
  • Internet Coordinator: Google ad has not received any hits, to delete the campaign and try to re-create it.
  • Historian: Vacant.

Special Orders

Brandon Welch was nominated and appointed as PR Coordinator.

Committee and SIG Reports

  • Bylaws Committee: Darie made notes about sections to cut or update. (add more inclusive statements to our mission, generalizing our purpose, and adding language that allows officers to volunteer time at events in lieu of annual financial commitments.) Darie recommends OutWorlders begin filing for 501(c)3 status before we finalize the bylaws. Due to the application backlog, it could take several months to be granted status. Additionally, we can back-date the start of the process to January 1, 2021. Doing so will allow us to give receipts for game library donations without having to review the previous year’s financial statements.
  • Out@theMovies SIG: Thunderforce, six attendees. Next movie TBD. July 10th
  • OutReaders SIG: Six attendees. A Luminous Republic by Andres Barba. Next books are July 17th

Unfinished Business

  • Merchandise: New merch to be posted online asap. Four new shirts and drinkware.
  • Game Library: Updated proposed “library card” to track gameplay at events. This card is intended to be loosely included in the box.
  • Black Lives Matter: due to inactivity, the motion has been closed.
  • Committees: Discussion of removing SIGS in lieu of committees to help disperse and better manage responsibilities of Outworlders.
  • Meetup: conversation to be resumed at a later date after more research.
  • Anniversary Game Day: Discussed food and drink preparations.

New Business

  • Committees: Discussion of removing SIGS in lieu of committees to help disperse and better manage responsibilities of Outworlders.
  • Pride: To sign up for bucket brigade in a timely manner, and inquire about a game space at pride.

12:40pm - Adjourned.

Submitted by Andy S. June 20, 2021