June 17 2024 Executive Board Meeting Notes

• Attendance: Ross Cowman, Chris Pramas, Beth Damis, Rei Kong
• Agenda:
  • Check-ins
  • Committee Review
    • Events and Trade
    • Membership
  • Discord
  • Wiki Access
  • Code of Conduct
  • Commitment Review
• Events and Trade Committee Review
  • Essen trip with Secretary of State has been postponed for 2024; looking to do in 2025 instead
  • Focus shifted to: What are fun things that can be done locally?
    • post-GenCon meetup in Seattle: co-sponsorship?
    • Ross agreed to host a fall TGA Summit
      • We need event insurance
      • We should reach out to local politicians to get more interest
      • Gala that is outside facing?
• Membership Committee Review
  • Review of Membership Onboarding Flowchart (in channel)
  • Who has access to the member info?
    • We want to limit the number of people that can access
    • Ross to put together a list of who has access to our digital accounts + set up a way of tracking “digital key holders” on airtable and moving forward will get approval for future keyholders
  • How do we provide legislature updates? Can Holly do this?
    • Newsletter could do this, ramp up when session is in
    • Comms person will manage this, will likely need to be a paid person?
    • Might want to hire a lobbyist in the future
    • Ross to start building more lobbyist relationships and find someone who will volunteer / work for low cost?
  • How soon can we get a comms person?
    • Beth reaching out to someone who might be a good fit, he is interested (John Grant)
    • Ross will connect with John
  • Do we legally need to provide the member anything when they become a member?
    • No
• Discord?
  • Propose sunsetting Slack and moving to Discord
  • Slack is not affordable with the number of people we organize
  • Over the course of next month, replicate structure onto discord and move official communications
  • Structure to have public channels and member channels
  • Boards/workgroups/meetings will be member only
  • Once we have a critical mass of people with roles functional, we’ll officially sunset Slack
  • Look at Women in Toys, Playtest NW, video game industry group, other non-profits etc Discord
• Wiki Access to Members only
  • Provides more value to be members only
  • Better to share resources with only team
  • Proposal: Let’s officially move the wiki access to members only
    • Unanimously passed
• Code of Conduct
  • Reviewed, can now be added to website
  • Propose: Implement as of July 1 and soft launch membership/discord at same time
    • Unanimously approved
• Commitment Review
  • Rai will have old notes uploaded to wiki for next meeting for review
  • Group will review and approve old notes at next meeting
  • Ross to put together a list of who has access to our digital accounts + set up a way of tracking “digital key holders” on airtable
  • Ross will connect with John Grant (on FB) via Beth introduction
• Meeting adjourned 5.15pm

[6.17.24 - rtk]