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7/12/22 15:48Melissa PhelpsMelissa named the group Cultural Ex Soc inc Board.
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7/12/22 15:48Melissa PhelpsHello Everyone, our paperwork is now with the Bank
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7/12/22 15:48Melissa PhelpsWe will have an account shortly and I can�t be happier.
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7/12/22 15:51Melissa PhelpsI will be adding everyone to the paperwork and filing when I get home. Thank you all so much for being a part of this new chapter of Ohayocon
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7/12/22 16:36Melissa PhelpsThe board will oversee these committees: Executive,Audit,internal relations, external relations and Communications. Those staff members who already perform these functions are automatically placed on those committees.
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7/12/22 16:36Melissa PhelpsOur Chairman is Emily DeJesus
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7/12/22 16:37Melissa PhelpsPresident: Melissa Phelps
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7/12/22 16:37Melissa PhelpsTreasurer: Molly Phelps
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7/12/22 16:37Melissa PhelpsShe is also currently Acting Secretary
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7/12/22 16:37Melissa Phelpsinternal Communications: @Sophia Legrand
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7/12/22 16:38Melissa Phelpsexternal Communications: @Abby Berding
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7/12/22 16:39Melissa PhelpsExecutive Committee: Emily,Melissa and Cody
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7/12/22 16:39Melissa PhelpsEmily overseas this committee
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7/12/22 16:40Melissa PhelpsAudit will be all of us
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7/12/22 16:40Melissa PhelpsExternal Communications: @Abby Berding will oversee it r outreach
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7/12/22 16:41Melissa Phelpsinternal Communications: @Sophia Legrand will handle this position
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7/12/22 16:42Melissa PhelpsThose internal and external committees will need scope and members assigned
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7/12/22 16:43Melissa PhelpsI just didn�t feel like we could move until we had the legalities figured out
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7/12/22 16:43Melissa PhelpsThank you all for being patient
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7/12/22 16:49Sophia LegrandVery good
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7/12/22 16:50
Emily K. DeJesus
Cool
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7/12/22 16:50Melissa PhelpsOur paperwork it with PNC bank, and they were able to pull off all our paperwork from the web. I have copies of everything and molly will be keeping them
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7/12/22 18:45Melissa PhelpsWho else would like to sit on the Executive Commitee?
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7/12/22 18:45Melissa PhelpsI�ll add you to the committee
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7/12/22 18:45Melissa PhelpsGroup chat.
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7/12/22 18:46Melissa PhelpsJust fyi this is all a stop gap until we implement BaseCamp
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7/13/22 16:09Melissa PhelpsThere are 2 addendum for the bylaws I would like to place for consideration: 1 that we hold elections every year with half of the board being voted on so we are never starting from zero
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7/13/22 16:09Melissa PhelpsWe will also need to remove Katie and Al Nachman from the board officially
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7/13/22 16:10Melissa PhelpsAnd also to clarify that we will not be voting on vendors that we are related to
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7/13/22 16:11Abby BerdingI also think we need to get a Secretary so that 1 person is not responsible for more than one role.
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7/13/22 16:12Abby BerdingAlso make sure that there isn't certification that the secretary. I know with government boards there is a a class you have to take to be able to officially document. Not sure if there are requires of non profits too but we should check.
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7/13/22 16:26Melissa PhelpsI�ll look into it
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7/13/22 16:34Melissa PhelpsHere is good info on Secretary and their duties. https://boardable.com/blog/board-secretary/#qualifications
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7/13/22 16:36Melissa PhelpsI would consider us a small org and as such there are no requirements for being a secretary. However, this does look like a heavy PM role and I would like the person doing this job to take a pm class. Which we cover
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7/13/22 16:36Melissa PhelpsWe will cover
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7/13/22 16:36Melissa PhelpsBut it also looks like it�s something you can�t have a lot going on already� and intensive
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7/13/22 16:37Melissa PhelpsIs this something we can split amongst us. If you are running a committee, part of another one, and programming
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7/13/22 16:38Melissa PhelpsSophia in marketing, and the committee commitments it�s gonna be a lot
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7/13/22 18:11Sophia LegrandMy idea is to transition out of an operational role during CY24.
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7/13/22 18:12Sophia LegrandHopefully I will be able to telecommute to most things, though I am fine with driving as long as it is reasonable.
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7/13/22 18:31Melissa PhelpsWe can do lots of things each of us but I am concerned with overloading, also it may not be a big deal for 23 but in 24 we will need to go full out
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7/13/22 18:45Melissa PhelpsSo just as Abby said, one person one job plus committees
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7/13/22 18:48Melissa PhelpsGo team
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7/14/22 9:39Melissa PhelpsAlso, I�m going to just mention it. Please do not share information in that folder with anyone outside the board
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7/14/22 9:46Melissa PhelpsDo so is a breach of etiquette and we should discuss what can be said outside this room and what can. Sophia had an amazing response yesterday. For my part I just want everyone to know things are moving
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7/14/22 9:47
Emily K. DeJesus
So I shouldn't call ANN and tell them everything?
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7/14/22 9:47
Emily K. DeJesus
Interesting...
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7/14/22 9:47
Emily K. DeJesus
Lol
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7/14/22 9:47Melissa PhelpsAhahah�
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7/14/22 9:47
Emily K. DeJesus
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7/14/22 9:47
Emily K. DeJesus
I won't tell...
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7/14/22 9:48Melissa PhelpsAlso, we do need to get on the same page regarding what we stand for, how to best fulfill our articles of incorporation and protect the non profit
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7/14/22 9:50Melissa PhelpsIf we got our (3) status revoked during the first year it would be so many adjectives. But I tell you now. If that happens I�m taking my toys and going home. I�ll revert it back to an Llc and run it as the new designation charitable llc
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7/14/22 9:51
Emily K. DeJesus
64% needs to be cultural. Gotcha
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7/14/22 9:51Melissa PhelpsNothing would change, but this has been so much blood sweat and tears if we can�t get it together we will just go to a less rigorous method
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7/14/22 9:51Melissa PhelpsCultural is so loose too
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7/14/22 9:52Melissa PhelpsWe can tie anything into an educational teaching moment
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7/14/22 9:54Melissa PhelpsIf we can�t find a way to live within the new rules we will just make it so we have diff rules to play by
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7/14/22 9:54
Emily K. DeJesus
You know Darius Washington from AWA
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7/14/22 9:54Melissa PhelpsYeah
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7/14/22 9:55Melissa PhelpsIs he ok?
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7/14/22 9:55
Emily K. DeJesus
He has a plethora of panels
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7/14/22 9:55
Emily K. DeJesus
Culturally speaking.
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7/14/22 9:55
Emily K. DeJesus
Japan and the black experience. Black characters in anime.
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7/14/22 9:55Melissa PhelpsNoice.
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7/14/22 9:55
Emily K. DeJesus
Just to name a few.
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7/14/22 9:56Melissa PhelpsAbby, as external committee lead err whatever that is, should you contact theJapanese consulate or does it matter who
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7/14/22 9:57
Emily K. DeJesus
Darius's panel are so good. He was at expo this year. They invited him. I would never do expo again myself. But more power to him
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7/14/22 9:57
Emily K. DeJesus
I am just throwing ideas.
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7/14/22 9:57
Emily K. DeJesus
I have guest in mind already
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7/14/22 9:57
Emily K. DeJesus
For this new 501c3
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7/14/22 9:57Melissa PhelpsThe more things we have that are � educational the less pressure on the rest of the stuff we love
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7/14/22 9:58Melissa PhelpsI am trying to find out if it�s based on number of hours, events, footage
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7/14/22 9:58Melissa PhelpsBecause the dealers room looms large
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7/14/22 9:59Melissa PhelpsOh we could put the tiki matsuri in there!!!
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7/14/22 9:59Melissa PhelpsYuki
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7/14/22 9:59Melissa PhelpsAlso, the Red Cross will go in there
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7/14/22 10:00Melissa PhelpsIt�s just looking through our show in a new lense� a scary well regulated lense
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7/14/22 10:01Melissa PhelpsAlso, I have had ppl bring proposals to me, and as we now have a board I am bringing them to the board.
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7/14/22 10:01Sophia LegrandI'm sort of curious at whether there is or was ever an opportunity to do this as a 501c7. Would that have made this less stressful for you?
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7/14/22 10:02Melissa PhelpsWe were once offered the 501c5
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7/14/22 10:02Abby Berdingi think i can make an arugeement that most of our panels are culutral education
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7/14/22 10:02Melissa PhelpsWould that argument fly with someone not in this room?
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7/14/22 10:03Melissa PhelpsBecause tea time with Deadpool is a no go
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7/14/22 10:03Abby Berdingi think i could make a compiling argument on most
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7/14/22 10:03Melissa PhelpsCosplay, unless tied to Japanese culture also would not work
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7/14/22 10:03Abby Berdingand tea time is not coming back ever
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7/14/22 10:04Sophia LegrandI agree with Abby, it should be relatively straightforward to meet the educational requirements. It's sort of choosing to swim upstream, though.
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7/14/22 10:04Sophia LegrandBless that
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7/14/22 10:04Abby Berdingcould do it not work as they are stemmed from the japanese cultural and inspired by
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7/14/22 10:04Melissa PhelpsI could to, but the spin is real we can play with the boundaries later once we know how strict it this is
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7/14/22 10:04Melissa PhelpsNo
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7/14/22 10:05Melissa PhelpsI don�t think it would. Let�s look at otakon and acens panels
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7/14/22 10:05Sophia LegrandI know some attendees will be happy to see us focus on Japanese culture more, there is a vocal group, a vocal minority of people who have been disappointed by the shift away from anime and Japanese culture programming towards a general pop culture, middle ground
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7/14/22 10:05Melissa PhelpsAnd see what they do
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7/14/22 10:06Melissa PhelpsBenchmarking saves our butts
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7/14/22 10:06Abby Berdinghonestly we only had shift this year mostly due to covid and space restrictions.
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7/14/22 10:06Sophia LegrandI don't know Abby, I think over the last 10 years there has been a gradual but clear shift.
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7/14/22 10:06Melissa PhelpsThe last time we were Japanese focused was when Matt was programming