7/15/18 Meeting Minutes

Board of Directors Meeting and Volunteer Meeting

15th July, 2018

Meeting called to order at 12:33pm CDT and adjourned at 3:55pm CDT.

Board Members in Attendance

Attended by: Heather Decker, Ross Hersemann, Tom Caprel, Chris Weiss and Ali Cedroni. Joined by Ryan Sizemore during volunteer segment.

Absent board members: None

Agenda

– Educational Games Panel – August

– End of Summer Picnic at Montrose Beach – September 2

– Spooky Game Jam at 2112 – October 12-13

– Extra Life – November 4

– Game Dev Holiday Mixer – December 11

– Know Your Rights Talk w/ EEOC Advocate – January

– eSports Panel with ESL and MLG – February

Meeting Notes

-Events postmortem: Galloping ghost, overall good event but the conversation got a bit rambly. Will focus more on pre-planning with the speakers to make sure they feel prepared and have a moderator to keep topics focused. The event was easily scaled down or up so cost was not an issue. We have room to improve our event marketing, considering focusing on having a more detailed schedule as soon as the event is published, and pulling in more people from outside of the typical game developer circles since most of our marketing is only through our facebook page.

-Budget: Want to focus on asking for sponsorship money all at once instead of before every large event. General reworking of our sponsorship emails and contact points.

-Upcoming events: Summer picnic needs a date, food, and a better way to communicate our location in the park. Teaming up with Voxelles and Sugar gamers again for Spooky game jam. Looking at providing snacks instead of meals to cut ticket prices. Also aiming to start on a friday rather than saturday to give people a rest day after the jam before returning to work. Also considering reaching out to sponsors for faster internet solutions.

-Website: Relocated to HQ account. Theme is outdated and will be updated by Tom and Chris asap.

-Social Media Guidelines: Drafting up a more specific guideline sheet covering things like consistency of event documentation and how to deal with unproductive commentary. Also might look into a specific volunteer to handle social media.

-Volunteer segment: Educational games panel is the next event. Considering filming promo videos for future events. Could begin filming B-roll at events. Summer picnic needs tables again, not sure if we want to buy or rent since renting is expensive and buying requires storage space. Spooky game jam needs volunteer shifts for event coordination and door shifts. May remove competitive aspect of the jam to foster a more learning friendly environment. Event banners are being created by Ryan. Extra life with IGDA Chicago may become the main Chicago event for Extra Life. Would like more student participation (reach out to high school/middle school programs). Can also reach out to IPG for running competitions or galloping ghost for arcade cabs. Need to focus on prizes and food sponsorships. Venue is already secured for Holiday mixer, just need to find food and prizes again. Could reach out to VGA.

Motion Summary

– Motion to approve ordering new business cards – Unanimously Approved

1/14/18 Meeting Minutes

Board of Directors Meeting and Volunteer Meeting
14th January, 2018
Meeting called to order at 12:55pm CDT and adjourned at 4:19pm CDT.
Board Members in Attendance
Attended by: Heather Decker, Ross Hersemann, Tom Caprel, and Ali Cedroni. Joined by David Olorundare, Rebecca Rothschild, and Amanda Hamrick during volunteer segment.
Absent board members: None

Agenda
– Slam Dunk GGJ with Sarah Sexton – January 19th
– Career Workshop and Microtalks – February
– GDC Midwest Mingle – at GDC
– Post-GDC Meetup – March
– Spring Jam – April
– Galloping Ghost Field Trip – May
– Educational Games Panel – June
– eSports Panel – July
– Know Your Rights Talk – August
– End of Summer Picnic – September 2nd
– Spooky Game Jam – October 12-13
– Extra Life – November 4th
– Game Dev Holiday Mixer – December 11th

Meeting Notes
-Year in review: Broke even on most events with a small profit on the summer picnic. Considering raising ticket prices slightly to compensate for inflation and growing the size of our events without making it difficult for people to attend (would like to be able to bring in non-local speakers). Overall events went well, but we want to focus on building up some cash to run larger events.
-Retrospect events: Food is the main area for improvement, would like to be able to scale food in case attendance numbers fluctuate more than expected. Since both Extra Life and Holiday Mixer donate towards Children’s hospitals and are around the same time of year so we received less donations at the Holiday Mixer. Summer picnic location can be better communicated, would like to use the same spot.
-Budget: Paying for video editing. Waiting on buying a card reader. Looking into buying our own tables.
-Event pitches: Galloping Ghost Field Trip, rent a bus from the city to galloping ghost and host talks by old school game devs. Spring Jam, Game jam to bring together devs, marketers, lawyers and other specializations. Slam Dunk GGJ, Still finalizing venue but all else is organized. Career Workshop, pre-GDC prep to feature microtalks about networking etiquette, what to expect from large conferences, and rejection. Will also host stations for resume feedback, practice pitching, and mock interviews. Educational Games Panel, looking to host at Harold Washington in June. eSports Panel, July looking to have reps from ESL and MLG. Know Your Rights, August how to recognize a toxic work environment and what rights full-time and contract workers have. Looking into having tables at both Manifest and DePaul capstone event. Lastly we want to start using Twitch to steam talks and panels, this should also cut down our need for video editing. Will have moderators on the chat.
-Volunteer feedback: Finding events is difficult for people who don’t use facebook. Need to make sure all events are up on Chicago Makes Games faster. Would like more inter-chapter communication. Can better utilize hashtags.
-Final notes. Designed IGDA Chicago GDC ribbons. Talking of adding a fifth board member. Would like to assemble a meeting for all Chicago game groups to help each other with this next year of events.

Motion Summary
– Motion to approve funds for video editing – Unanimously Approved
– Motion to approve major pillars 2018 Forecast Budget (Tom to follow up with final version including new events for vote within the next two weeks) – Unanimously Approved

9/24/17 Meeting Minutes

Board of Directors Meeting and Volunteer Meeting
24th September, 2017
Meeting called to order at 12:30pm CDT and adjourned at 3:19pm CDT.
Board Members in Attendance
Attended by: Heather Decker, Ross Hersemann, Tom Caprel, and Ali Cedroni in person at Zynga Chicago; Alex Damarjian via phone.
Absent board members: Brian Eddy

Agenda
– Spooky Game Jam on October 20-21st
– M+DEV on October 27
– Extra Life on November 4th
– Game Dev Holiday Mixer on December 12th
– Global Game Jam on January 26-28
– Global Game Jam Showcase in February
– GDC in March
Meeting Notes
– Looking for sponsorship and prizes for Spooky Game Jam. Location and event organization details have been solidified.
– Heather, Ross, and Tom will be heading to Milwaukee for M+Dev. Reminder to spread the word on social media.
– Ross is reaching out to various local studios for Extra Life hosting. Will continue speaking with more studios to expand to multiple locations.
– Holiday mixer will follow the same formula is past years. Still looking for sponsorship for raffle prizes and food. A new rule will be implemented to have board members abstain from entering grand prize raffle.
– Involvement will be minimal for GGJ, the last few years had low participation. We will most likely just be sending a few members to act as mentors for students at DePaul. Showcase may be skipped if participation is low again.
– We will be adding new volunteer jobs, specifically looking for “student ambassadors” for each of the local colleges and perhaps high schools to increase student participation. We will also be looking for social media organizer(s) and video editors. Job descriptions will be posted soon.
Motion Summary
– Appoint Ali Cedroni as Secretary – Unanimously approved

10/18/2015 Meeting Minutes

Board of Directors Meeting

18 October, 2015

Meeting called to order at 1:43PM CST and adjourned at 2:24PM CST.

Board Members in Attendance

Sheri, Neal, Patrick, Eric, and Heather in attendance in person at Zynga Chicago.

Agenda

• Motions

• Secretary Role

• IGDAF Grant for a Video Camera

• Harold Washington Library Collaboration

Motion Summary

Appoint Patrick as Co-Treasurer — Unanimously approved

Change Address To Patrick’s Address — Unanimously approved

Give Patrick Check Signing Authority — Unanimously approved

Get Patrick A Debit Card — Unanimously approved

Update Financial Policies (update Sheri’s email and update expense reimbursement form)  — Unanimously approved

Motion to approve new mission statement — Unanimously approved

Motion Summary

Board will decide on who will take the Secretary role after the election.

IGDAF Grant for a Video Camera

Board is investigating applying for an IGDAF Grant to purchase a video camera for use at events.

Next Meeting

Next meeting is November 1st.

6/8/2014 Meeting Minutes

Board of Directors Meeting

8 June, 2014

Meeting called to order at 12:00pm CDT and adjourned at 1:12pm CDT.

Board Members in Attendance

Attended by Sheri, Neal and Heather via Skype IM.

Absent board members: Eric and Patrick

Agenda

• June Networking Event

• July Business Panel

• July Summer Game Jam

• August Unity Event

• September End of Summer Picnic

• Accessibility Talk

Meeting Notes

• June Networking event is posted and just needs promotion. Venue has a few requests which the board agreed to.

• Summer Game Jam venue is likely locked and we’re looking to contact the exec list about prizes.

• September picnic needs to start planning so we can make it better than it was last year.

• Someone volunteered about doing an accessibility talk, maybe in October? Will continue discussions.

• Business Panel is pretty much all set, Neal will handle promotion of it as well via his company who is hosting the venue.

Motion Summary

• No motions were made at the meeting

Next Meeting

Our next official meeting will be on July 13th, 2014.

5/18/2014 Meeting Minutes

Board of Directors Meeting

18 May, 2014

Meeting called to order at 12:00pm CDT and adjourned at 1:00pm CDT.

Board Members in Attendance

Attended by Sheri, Heather, Patrick and Eric via Skype IM.

Absent board members: Neal

Agenda

• May Board Game Night

• June Event

• July Business Panel

• Summer Game Jam

• August Unity Event

• Newsletter

• Supporting Science Jam

Meeting Notes

• Board game event is ready to go with site and date secured.

• Patrick is working with David on ideas for the Business Panel panelists and hosts

• Eric is making progress on the August Unity event and locations for Summer Game Jam

• Trying to help out with Science Jam but been unable to get a list of places they’ve hit up already so to avoid double requesting assistance in fund raising.

• Due to June speaker event falling through Sheri will do a Q+A talk on Networking instead, just need a venue for it.

• Newsletter has slowed again so we need to work on addressing that somehow.

Motion Summary

• No motions were made at the meeting

Next Meeting

Our next official meeting will be on June 8th, 2014.

4/13/2014 Meeting Minutes

Board of Directors Meeting

13 April, 2014

Meeting called to order at 12:00pm CDT and adjourned at 12:55pm CDT.

Board Members in Attendance

Attended by Sheri, Eric, Neal, Heather & Patrick via Skype IM.

Absent board members: None

Agenda

• April Community Workshop Event

• May Business Panel Event

• June Out of Town Speaker Update

• Summer Game Jam

• Supporting Science Game Jam

Meeting Notes

• A tenative Summer Game Jam date was selected for July

• Community event is all setup and needs nothing more than final details before the event and a push to get more people to sign up.

• Board will do what it can to support the Science Game Jam

Motion Summary

• No motions were made at the meeting

Next Meeting

Our next official meeting will be on May 18th, 2014.

2/9/2014 Meeting Minutes

Board of Directors Meeting

9 February, 2014

Meeting called to order at 12:58pm CDT and adjourned at 2:20pm CDT.

Board Members in Attendance

Attended by Sheri, Eric, Neal, Heather & Patrick in person at Zynga’s offices in Chicago, IL.

Absent board members: None

Agenda

• Mission/Vision of the Chapter

• Approve New Chapter Bylaws

• Approve IGDA Chicago Board Member Guidelines

• Approve Elections Manual

• Approve Board Code of Ethics

• Approve 2014 Budget

• Election of officers

Meeting Notes

• Discussed the proposed mission/vision of the chapter (below). We agreed it was good and that we wanted to focus on keeping Chicago a “hub” of the Midwest.

“IGDA Chicago strives to enrich our local game development community through regular events that facilitate networking and professional growth, as well as coordination with local studios and educators to ensure Chicago thrives as the major game development hub of the Midwest.” – IGDA Chicago Vision Statement

Motion Summary

• Motion to amend IGDA Chicago Bylaws — Unanimously approved

• Motion to approve new IGDA Chicago Member Guidelines — Unanimously approved

• Motion to approve new IGDA Chicago Election Guidelines — Unanimously approved

• Motion to approve new IGDA Chicago Board Code of Ethics — Unanimously approved

• Motion to approve IGDA Chicago 2014 Proposed Budget — Unanimously approved

• Motion to approve splitting the upcoming Resume Workshop ticket sale profits, after fees, 50/50 with the workshop leader. — Unanimously approved; Sheri abstained from voting

• Motion to approve having Sheri lead the Resume Workshop event. — Unanimously approved; Sheri abstained from voting

• Motion to appoint Heather Decker Davis as Chair, Patrick McCarron as Secretary, Sheri Rubin as Treasurer of the IGDA Chicago Board of Directors. Each with two year terms. — Unanimously approved

• Motion to add Heather Decker Davis to the IGDA Chicago bank account as a co-signer and also issue her a debit card for the account. — Unanimously approved

Next Meeting

Our next official meeting will be on March 9th, 2014.

Proposed Event Roster

February:

• GGJ Play Party

March:

• Resume Quest

• IGDA Chicago Community Hour at GDC

• Post-GDC Meetup

April:

• Starting a Company Panel

May:

• Community 101 Workshop

• Board Game Night

June:

• Guest Speaker Event

July:

• Summer Game Jam

• Tentative Chicago Games Showcase

August:

• Unity Bootcamp

September:

• End of Summer Picnic

October:

• Chicago Game Jam

November:

• Breaking into the Games Press Panel

December:

• Holiday Charity Mixer

January ’15:

• GGJ

February ’15:

• GGJ Play Party

11/4/13 Meeting Minutes

Board of Directors Meeting

10 November, 2013

Meeting called to order at 12:01pm CDT and adjourned at 12:45pm CDT.

Board Members in Attendance

Attended by Sheri, Eric, Neal, and Heather via Skype IM.

Absent board members: Patrick

Agenda

Events

• November

• December

• January

• February

Elections

• Next steps

Meeting Notes

• November Event

• Heather will push out social for the event Thursday

• Heather will email the attendees and remind them to bring a pen or digital device they can make notes with

• Heather will reach out about holiday party sponsorship.

• Eric will ask Danny at the Emporium about food/snacks.

• We will continue to coordinate with Kyle through the email thread about the holiday party details.

• Tristin will be running the polls for our elections.

  • Election dates:

    • November 22nd – Nominations Close

    • November 25th – Polls Open

    • December 9th – Polls Close

    • December 11th – Announce Results

8/4/13 Meeting Minutes

Board of Directors Meeting

4 August, 2013

Meeting called to order at 12:00pm CDT and adjourned at 1:08pm CDT.

Board Members in Attendance

Attended by Sheri, Neal, Eric, and Heather via Skype IM.

Absent board members: Patrick.

Agenda

Events

• August

• September

• October

Board Business

• Regular Meeting Time – WhenIsGood results

• Chicago Google Docs

• Meeting Process Doc – Update/Review Implement

• IGDA Chicago General Docs

• Board of Directors

• Volunteers

• Social

• Blog

• Branding

Meeting Notes

Events

August

Eric is taking point on the picnic.

We had great responses to the call for volunteers from the survey! Eric will be finalizing the location then reaching out to the volunteers for help making it happen.

Eric put out a survey on Facebook to see what date works best for the group.

September

Patrick will be organizing a postmortem and tournament for Divekick.

The Chicago Game Jam should move to October so we don’t conflict with a charity game jam being hosted in September.

October

We will work with Marvin on establishing a date for the Third Chicago Game Jam and continue moving forward with planning for it.

Board Business

Regular Meeting Time – WhenIsGood results

We will continue to meet on Sundays, with the second Sunday of the month being our official meeting (when all board members should be present.)

Board of Directors

Patrick has joined the IGDA Chicago Board as of July!

We will need to have an in-person meeting to get the details worked out for the newly filled board.

7/14/13 Meeting Minutes

Board of Directors Meeting

14 July, 2013

Meeting called to order at 12:04pm CDT and adjourned at 1:07pm CDT.

Board Members in Attendance

Attended by Sheri, Neal, Eric, and Heather via Skype IM.

Absent board members: none.

Agenda

Events

• June Chicago Day of Game Dev Goodness

  • Brenda/John Event Survey Potential Questions

• July Event

• August Event

• September Game Jam

Board Business

• Chicago Google Docs

• Board of Directors

Meeting Notes

Events

June Chicago Day of Game Dev Goodness

Neal got video of the Brenda and John event from TFA. It needs processing so we can post it. He will follow up about photos.

Brenda/John Event Survey Potential Questions – we will decide what questions and responses to send out via Google Docs

July Event

Injustice Tournament at 1871, probably two brackets running, no food necessary. Must finalize the Meetup and get it posted/promoted.

August Event

Eric is working on a list of potential locations for the outdoor event.

September Game Jam

Working with Marvin Hawkins on getting this event going.

Board Business

Chicago Google Docs

We’re still working on transitioning some items.

Board of Directors

Eric has joined the IGDA Chicago Board of Directors as of June!

6/6/13 Meeting Minutes

Board of Directors Meeting

6 June, 2013

Meeting called to order at pm 11:58pm CDT and adjourned at 12:59pm CDT.

Board Members in Attendance

Attended by Neal, Sheri, and Heather via Skype voice.

Absent board members: none

Agenda

1. Board Status

2. John and Brenda Event

3. IGDA Midwest Symposium

4. Upcoming Events

   1. July

   2. August

Meeting Notes

Board Status

We need to appoint at least one new board member and determine the new chair.

Brenda and John Event

Flashpoint

28 NORTH CLARK STREET, SUITE 500, CHICAGO, ILLINOIS 60602

Pricing

• $20 at the door

• $15 regular

• $10 early bird

IGDA member 50% off

Heather will set up Eventbrite

IGDA Midwest Symposium

• report from each IGDA Chapter or representative

  • Ouya/Wideload, C2E2, game night tournament, upcoming Brenda and John and more to come this summer. Consistently valuable programming to our audience.

  • Promoting local games on the site, as well as keeping up our blog and newsletter to keep the community engaged

• Brief synopsis from each of us of what we would like to do to improve our local chapter

  • We’d like to plan events out further in advance

  • Continue to grow our volunteer base

Upcoming Events

• July

  • Game tournament envision by Zax Pearson late July or in August

• August

  • Ideas

    • Picnic / Social Board Game thing?

    • Email Exec list and see who is shipping games and might want to do a postmortem

    • Find a place to do Skype talks with remote speaker, do an informal poll to see what speakers people want to see

• September / October

  • Chicago Game Jam

    • Sponsors?

    • Volunteers

      • reach out to people who consistency attend our jams and see if they want to help plan

• General

  • Discipline-focused talks or panels

  • Event promoting the DIY game class David and Jay are teaching (student focus)

• Power Dinners?

  • We’ll resume Power Dinners once we have the board re-established

1/20/13 Meeting Minutes

Board of Directors Meeting

20 January 2013

Called to order at 10:21am and adjourned at 1:39pm.

Board Members in Attendance

Attended by Jay, Sheri, Neal, Jared and Heather in-person.

Absent board members: none

Old Business

Game Jam Panel

30-40 people, room packed.

Was really beneficial to students. Tons of great feedback.

Power Dinners

Wednesday the 23rd, at Wideload, 9-10 game company execs, likely 2 of our board members to be present.

Discuss sponsorships, get ideas about who we can bring in for sponsors.

Get events ideas from studios, ask for support.

New Business

Budget Overview

2012 Final

We ended the year positive

Caution: more expenses next year as we transition to the chapter formally paying for Meetup and web hosting

We were off budget this year but it was the first year.

Board members should be sure to collect receipts for all expenses.

2013 Forecast

Planned for four sponsors throughout the year (Jared)

Planned for workshops

Charity mixer at the end of the year

Conference, Chicago Game Jam expenses, etc. based off last year.

Budgeted in board meetings, power dinners, etc.

To achieve this: get the workshops going, paid event every other month.

Motion to approve the budget made by Jay, seconded by Heather, unanimous.

2013 Events, first six months

January

Global Game Jam

Mentors: two types

Scheduled mentors Saturday (come talk to these audio guys from 12-2) get help, etc.

Friday Night mentors who go around and advise

Support GGJ

February

GGJ Play Party

Structure it so teams can demo their games, then open it up for people to play them after the presentations.

Educational content – Judges from GGJ, producers of studioheads give feedback

Ask execs at power dinner to come give critiques, offer to support a top game (space, mentorship, monthly progress meetings, etc)

Location: DePaul

Date: Thursday February 21

March

Avengers Alliance/OUYA

Avengers Alliance postmortem, OUYA gets 30 minutes of speaking

Location: 1871

Also in March: Game tourney for people not at GDC

April

C2E2 (Tech Week replacement)

Inc IGDA Chicago logo in brochures, website.

Event is shifting towards games. They would like to do panels with us, offered us an expo space for showing games (30 x 20)

Either C2E2 brings down costs or we look at sponsors to offset the costs.

Perhaps partner with similar groups/retailers/etc

Perhaps run a suburban event in April, as well, for those not going downtown for the conference.

May

Microsoft/Xbox

Would like to talk about devs bringing their games to the platform (Bizspark)

Sponsored event (30 minute presentation, possibly pair with a postmortem)

June

Taste of Chicago Games – Games Showcase

Picnic/showcase

Location: suburbs?

2013 second half:

Late September / October – Chicago Game Jam

December – Charity Mixer

More Ideas:

Arcade event where past and present industry leaders in Chicago talk arcade biz

Jared will talk to the Temple Run folks about possibly coming out for an event.

Student event with classes for resumes, etc.

Working Group Status

Use Basecamp!

We should seek someone to be in charge of suburban events and take ownership of it (High Voltage.) We should address this at the next power dinner.

12/5/2012 Meeting Minutes

Board of Directors Meeting

5 December, 2012

Meeting called to order at 2:00pm CDT and adjourned at 2:32pm CDT.

Board Members in Attendance

Attended by Jay, Sheri, Neal, and Heather via Skype.
Absent board members: Jared

Agenda

North Star
Thought: Moving Chicago toward a community of studios who aren’t dependent on
outside money to sustain themselves, thus ensuring that we won’t have another EA/
Midway implosion.

To Keep in Mind

• Community outreach with local schools, press, investors, other professionals

• Bringing in a speaker

• Increasing our volunteer base

Old Business

1. Power Dinner

2. Chicago Toy and Game Fair Review

3. MK Game Night

New Business

1. December or January Event – How to Survive a Game Jam

2. January – DePaul Global Game Jam

3. February Event – Play Party

4. Budget Overview

5. Volunteer Progress

6. Updates

   1. Jay

   2. Sheri

   3. Heather

   4. Jared

   5. Neal

Meeting Notes

Agenda update: focusing on helping studios become more self-sustaining.

Power Dinner
We can also use it as an opportunity to reconfirm GGJ volunteers.
Maximum 14 people. RSVP, first come first serve.

ChiTAG
Everyone thought it was very successful! It looks like we’ll be able to have a presence next year, as well.

MK Game night
Rescheduling this… try to avoid other events.

How to Survive a Game Jam
Late December event, or perhaps in January. This will be at DePaul.

January
DePaul GGJ runs the 25-27th – support the event (ensure they have mentors, sponsors, getting the word out.)

February
GGJ Play Party
Teams demo their games, then everyone can play them.

Budget
Some slight revisions to accommodate event changes, but otherwise looks solid.

Volunteers
All board members are working on securing two volunteers to assist with chapter tasks.

11/7/2012 Meeting Minutes

Board of Directors Meeting

7 November, 2012

Meeting called to order at 2:02pm CDT and adjourned at 2:40pm CDT.

Board Members in Attendance

Attended by Jay, Jared, Neal, Sheri, and Heather via Skype.
Absent board members: none

Agenda

North Star
Make Chicago a game development mecca by bolstering the community: bringing
people together, promoting community events, helping game developers make better
games, and bringing up the nascent indie community in Chicago.

To Keep in Mind
• Community outreach with local schools, press, investors, other professionals
• Bringing in a speaker
• Increasing our volunteer base

Old Business
1. Power Dinner – Late December

New Business
1. November Event – GREE
2. Chicago Toy and Game Fair
3. MK Game Night
4. December Event – Jared
5. Workshops
6. New Volunteer Structure
7. Updates

7.1. Jay
7.2. Sheri
7.3. Heather
7.4. Jared
7.5. Neal

Meeting Notes

Power Dinner in December
To be hosted at Wideload, finalizing details.

GREE
Everything is go for the GREE event.

ChiTaG
We have five studios for Indianapolis and Chicago involved.

MK Game Night
We will add this event to Meetup.

December Event
Holiday party with charity aspects.
Consider not running with food to lower ticket cost.

Workshops
Jay would like to reach out to more individuals to see if they’d like to host workshops.

New Volunteer Structure
Each board member gets 2 volunteers to assist with specific aspects of chapter upkeep. We should have volunteers appointed in January.

10/3/12 Meeting Minutes

Board of Directors Meeting

3 October, 2012

Meeting called to order at 1:58pm CDT and adjourned at 2:37pm CDT.

Board Members in Attendance

Attended by Jay, Jared, Sheri, Neal, and Heather via Skype.
Absent board members: none.

Agenda

North Star

Make Chicago a game development mecca by bolstering the community: bringing people together, promoting community events, helping game developers make better games, and bringing up the nascent indie community in Chicago.

To Keep in Mind

• Community outreach with local schools, press, investors, other professionals

• Bringing in Money: Paid events, event sponsorships, organization sponsorships

• Bringing in a speaker

• Increasing our volunteer base

Old Business

1. Next Power Dinner

2. “Why Live in Chicago” website page

New Business

1. Chicago Game Jam Post-Mortem

2. Chicago “Summer of Arcade” Post-Mortem

3. October Event – Scholarships Presentation (Heather)

4. November Event – Paid

5. December Event – Holiday Party (Jared)

6. Workshops

7. Updates

   1. Jay

   2. Sheri

   3. Heather

   4. Jared

   5. Neal

Meeting Notes

Next Power Dinner
Planning next power dinner, in progress.

“Why Live in Chicago” website
Page in progress. (Jay is on it, will ask for help writing it up)

Chicago Game Jam Post-Mortem
The Game Jam went awesome! The judges were impressed by the quality of the games! Write-up coming soon.

Summer of Arcade
Summer of Arcade event went very well, too. Tons of great feedback!

October Event
Reaching out to volunteers for promotion, promoting to schools.

November Event
Planning in progress.

December Event
Networking/social event.

Workshops
Workshops were suggested: encouraging groups/individuals to hold workshops that we would help publicize and market

• we have the precedent on this from Keith Fuller having previously come in for a Project Management workshop the chapter endorsed.

• another chapter did an Unreal workshop, so we could consider doing topic-specific workshops as well

9/5/12 Meeting Minutes

Board of Directors Meeting

5 September, 2012

Meeting called to order at 2:04pm CDT and adjourned at 2:38pm CDT.

Board Members in Attendance

Attended by Sheri, Jay, Neal, Jared, and Heather via Skype .

Absent board members: none.

Agenda

North Star

Make Chicago a game development mecca by bolstering the community: bringing people together, promoting community events, helping game developers make better games, and bringing up the nascent indie community in Chicago.

To Keep in Mind

• Community outreach with local schools, press, investors, other professionals

• Bringing in Money: Paid events, event sponsorships, organization sponsorships

• Bringing in a speaker

• Increasing our volunteer base

Old Business

1. Next Power Dinner

2. Iron Galaxy + Robomodo Event – September 26

2.1. Sponsors

2.2. Event Promotion

3. Chicago Game Jam – Nerdery (Sept 28-30)

3.1. Sponsors

3.1.1. The Nerdery

3.1.2. Iron Galaxy

3.1.3. Wideload

3.1.4. Cloakworks

3.2. Volunteers

3.2.1. social media

3.2.2. team mentors

3.2.3. checking people in

3.2.4. help with running event

3.3. Speakers

3.4. Judges

3.5. Event Promotion

Meeting Notes

Next Power Dinner

• Jared is on it

Iron Galaxy + Robomodo

• Further promotion

General Sponsorship

• Food for an event

• Sponsor the chapter directly

• Software

Chicago Game Jam

• Jared created a Facebook event

• Will need more volunteers

• Sponsorship is pretty solid for this event

Why Live in Chicago page

• Find volunteers to populate this

Volunteers

• Find ways to help our volunteers continue to grow our volunteer base

October Event

• Get IGDA Scholarships talk

  • Heather

  • Sheri?

  • (more people?)

  • Contact Flashpoint

Year-End Events

• November event

• Holiday Party

8/1/12 Meeting Minutes

Board of Directors Meeting

1 August, 2012

Meeting called to order at 2:04 CDT and adjourned at 2:36pm CDT.

Board Members in Attendance

Attended by: Jay, Sheri, Neal, and Heather via Skype

Absent board members: Jared

Agenda

To Keep in Mind

• Community outreach with local schools, press, investors, other professionals

• Paid events, event sponsorships, organization sponsorships

• Bringing in a speaker

Old Business

1. July Power Dinner review

2. CityBuild

3. Volunteers Wanted page

   1. Newsletter

   2. Studios list

   3. Schools page

New Business

1. August Event

2. Reimbursements

3. Updates

   1. Jay

   2. Sheri

   3. Heather

   4. Jared

   5. Neal

Meeting Notes

July Power Dinner

• It overall went well

• We will work to increase communication with studios

CityBuild

• Neal will take point on CityBuild and get the ball rolling

Volunteers Wanted page

• Continue to reach out for volunteers to help with chapter tasks

August Event

• Focus on September events

Sponsors

• Jay is working with Jared on seeking sponsors

Reimbursements for Chapter Expenses

• Must be within 60 days

Updates

• Jay

  • “get the most out of your game jam” panel

• Heather

  • Educator/Studio dinner

• Sheri

  • Organizing volunteers for GGJ

• Neal

  • Future Tutorials – could leverage Code Academy classrooms

Motion Summary

Motion to approve the changes to the reimbursement document — unanimously approved.

Next Monthly Meeting

Wednesday, September 5th, 2012 at 2pm CDT via Skype.

7/11/12 Meeting Minutes

Board of Directors Meeting

11 July, 2012

Meeting called to order at 2:02pm CDT and adjourned at 2:23pm CDT.

Board Members in Attendance

Attended by: Sheri, Jay, Neal, and Heather via Skype

Absent board members: Jared

Agenda

To Keep in Mind

• Community outreach with local schools, press, investors, other professionals

• Paid events

• Paid sponsored “recommended professionals” page

• Bringing in a speaker

Old Business

1. Techweek

   1. Post-mortem

2. Volunteers

   1. Newsletter

   2. Studios list

New Business

1. July Power Dinner

2. July Event (Meet The Press)

3. Chitag?

4. Apprenticeships

5. Investors Page?

6. Updates

   1. Jay

   2. Sheri

   3. Heather

   4. Jared

   5. Neal

Meeting Notes

• Volunteers: we’re tracking them in a list of people who have volunteered and what for, and another list to track projects they are assigned to.

• July Power Dinner

  • Start getting involvement with planning events

  • Engaging outside the core game dev community

  • Techweek postmortem

  • Talk about getting active in ChiTAG

• Jay is going to the Nerdery next week, all welcome to attend, too.

• Neal is partnering with Citybuild, which organizes benefit concerts, coming to Chicago in August or Sept.

  • Interested in partnering with IGDA

  • High profile performers, events and activities

  • Want the tech community in Chicago more involved, get more awareness of the tech community in Chicago

  • Goal to get your ppl more involved in technology, entrepreneurship, etc.

• August Event

Next Monthly Meeting

Wednesday, August 1st, 2012 at 2pm CDT via Skype.

6/6/12 Meeting Minutes

Board of Directors Meeting

6 June, 2012

Meeting called to order at 2:02pm CDT and adjourned at 2:41pm CDT.

Board Members in Attendance

Attended by: Jared, Sheri, Jay, and Heather via Skype

Absent board members: Neal

Agenda

To Keep In Mind

• Community outreach with local schools, press, investors, other professionals

• Paid events

• Paid sponsored “recommended professionals” page

• Bringing in a speaker

Old Business

1. Techweek

   1. Banner

   2. Panels

   3. Equipment/Furniture

   4. Room setup

2. Getting More Help

   1. Volunteers for Techweek

   2. Volunteers for securing space

New Business

1. Game Jam in October?

2. Money procedures

3. Updates

   1. Sheri

   2. Heather

   3. Jared

   4. Neal

Meeting Notes

• Techweek

  • IGDA Chicago banner is printed, will be delivered to Jared

  • Neal is taking care of securing furniture and sponsorship

  • Heather will make a Google Doc for volunteer info.

  • Potential mixer at the The Emporium (Jared is working on it.)

• Finance policy

  • Forms for board approval.

  • Use of funds: event expenses, any other expenses must be approved by the board.

  • Google spreadsheet for expense-tracking.

  • Create a yearly budget in the fall for the upcoming year.

  • Jay will be giving everyone full access to the info at igdachicago email account.

• October Game Jam

  • We should do this again.

  • Collaborate with Indie City Games or Toy Studio.

• Separate Meeting for Executive List Survey

  • Schedule a separate meeting to discuss the results of the survey. (Next week, June 13th.)

• Summit Pass

  • Unclaimed pass to IGDA Summit, open to Jared or Neal.

• In-Person Meeting

  • During Techweek (June 25th) after 5:30pm expo closing: a dinner meeting.

Motion Summary

Heather made a motion to approve the financial policy documents, unanimously approved.

Next Monthly Meeting

Wednesday, July 11th, 2012 at 2pm CDT via Skype.