Atlanta OutWorlders Business Meeting Minutes for 2019/12/15

Attendees: Christian H, Eric M, Bryan F, Travis W, Elbot, Robert A, Robert M, Bil B, Vader, Leah F

11:09 - Called to order

Officer Reports:

  • President - updated Sponsorship Forms for 2020, with Christian; created OutReaders FB private group for book club, with Christian; created 2019 roadmap excel to provide notes and document accomplishments
  • Vice-president - held 2 bylaws meetings; discussed trademarking "OutWorlders" with Darie, since another group has claimed it
  • Treasurer - reports EOY surplus due to game night donations and bucket brigade
  • Internet Coordinator (position vacant, duties performed by Christian) - worked with Robert A, Travis W, and Eric M ti create OutReaders FB group; set up Google Ads account to advertise in Fulton, Cobb, and DeKalb counties
  • Public Relations Coordinator - added event pages and graphics on website and ran promotions for upcoming events on FB page, FB group, Instagram, and Twitter

Recaps:

  • Movie Night - held at Robert and Jack's house on 11/23/19; 13 attendees, none new; watched The Adventures of Priscilla, Queen of the Desert; potluck dinner and dessert challenge held; Robert A won the contest; no movie night for December, but a movie outing to see Cats voted on, to be held on 12/28/19, possibly at Phipps Plaza; January's movie will be Hedwig and the Angry Inch
  • Book Club - held 11/16/19 at the Kirkwood Branch library, discussed The Long Way to a Small, Angry Planet by Becky Chambers; December's book will be Old Man's War by John Scalzi, meeting 12/21/19 at Kirkwood to discuss; January's book decided to be Gideon the Ninth by Tamsyn Muir, meeting 1/18/20 to discuss
  • Game Night - held at Robert and Jack's house on 12/7/19; theme was ugly sweater; 49 attendees, including 6 first-timers; received $10 in donations; next game night to be held at the Metropolitan Branch library on 1/4/20, where there will be a White Elephant gift exchange; February site TBD, March at Paul's house

Elections (Special Order):

  • President-elect is Christian Hain
  • Vice-president-elect is Robert Allen
  • Secretary-elect is Leah Frey
  • Treasurer-elect is Bryan Farris

Unfinished Business:

  • OutReaders FB group needs to be moved under the OutWorlders FB page for admin purposes; also, remember to share any OutReaders post to the page
  • Register as a 501(c)(3) - progress suspended until bylaws are finalized
  • OutlantaCon - March 19 thru 22; suggested we add OutlantaCon sponsorship to the budget for 2020; silver level is $250 plus $12 service fee; also suggested, budgeting $350 for sponsorship and extras
  • Merchandise - Robert A suggests dice boxes made by husband for use as prizes or merch; can brand or add stencil of logo on the mat; also, Elbot offers to procure price sheet for stainless steel drinkware as an option for branding

New Business:

  • 2019 Roadmap Review - many goals met or exceeded this year, including coordination with other groups and virtual pay system being most important; a similar meeting will be held to determine the roadmap for 2020
  • Bylaws Update - 2 meetings held so far; plan includes board with 2 yr term; each board member is responsible for bringing in $35 at some point; no appointed positions, committees only; need at least 4 board members, maybe 10; an organization chart should be drawn up; vote for bylaw charges should hopefully be held in March and implemented ASAP
  • Prep for 1st Game Night of 2020 - make speech about 10pm, then White Elephant exchange; invite WerewolfATL to join us; Oscar should be contacted in re: elections/new officers; still need a location for the February game night

12:09 - Adjourned