CMSA Board of Directors Meeting – March 2025

March 12 7:00 PM – 9:00 PM CT 2025
Google Meet

Minutes

• 7:00 – Approve Agenda 
• 7:05 – Approve January Minutes  January Minutes 2025 – motion approved
• 7:05 – Approve February Minutes February Minutes 2025 – contention on agenda item which was later redacted. Will motion for approval at April meeting.
  • Will return to this at the end of the meeting when Ed is on the call
• 7:07 – Approve Treasurer’s report Treasurer’s Report 2025-03-12
  • Looking into uncashed checks, duplicates, and voids
• 7:10 – General Updates and Procedures
  • Robert’s Rules of Order
  • Allow for debate without rushed votes
  • Secretary will take minutes and provide to members for approval/alteration during future meetings.
• 7:20 – Travel Committee
• 7:30 – BSA/CoH – Inclusive naming for divisions
  • BSA & CoH are working on a joint proposal to collect info from membership, help us decide what to do with that information, & guidance on socializing the new conventions with members & publications(?)
  • We’d like to make an announcement by the member party
  • They’ve recommended a town hall, which they have offered to help facilitate
  • Recommending to send committee invite to W+ commissioners
• 7:40 – Committee Member/Chair Details
  • Please share committee membership and chair persons with Ed for publication on website
    • Brief discussion led to a vote to publish committee chairs but not members
      • This was mentioned specifically to match this 
• 7:50 – Conduct Committee
  • Code of Conduct posted on website
    • Bill send CoC to board for approval
    • Ron was also working on it and both like Ron’s formatting better
    • Bill and Ron will coordinate on a combined version for approval by the next meeting
  • Other Updates
• 8:15 – Park District – Matt
  • Promised for permits by middle of February – still not received
  • Matt will be contacting Robert & Park Managers with updates this week
• 8:10 – Update on Luis’s requests
  • No updates – no news is good news
• 8:20 – Marketing Committee
  • Motion for Lad to become chair
  • Brainstorm on marketing needs – Lad
  • Online Store – Kevin
  • CMSA Member T-Shirt – Ron
  • Facebook/Instagram Update – Matt/Ed
• Facebook/Instagram Update – Matt/Ed8:25 – Update on Luis’s requests
• 8:30 – Events
  • Pride Parade
    • Bears Involvement – Kevin
      • Chris & Ben will take lead
      • Christina will set up a convo with the Bears with Chris & Ben
  • COH Gala – later this month
    • Non-profit and lowering reserves – discussing the potential of reserving a table for CMSA commissioners & leaders
    • Debate over the amount
    • Motion to approve table of 6 for $5,000 – approved with 2 objections
    • Discussion to increase table capacity – vote did not pass – Chris will send poll and revisit over text if needed
  • Pride Games w/ pro teams
    • Decided to advertise and provide promos if available, but not commit CMSA money to the cause
  • Member Party
    • Swag – $2,500 (Stickers, Coozy’s, Shades, Wristbands- ICandee)
      • Discussion expanded into where SWAG comes from (budgetarily) and when we should buy it
      • Much discussion around ideas of how to allocate funds
      • Creating a work group to determine how to move forward and will follow up with group over email
    • Additional Insurance Status
    • Motion to reduce Open bar from 3 hours to 2 hours – Ed Hayes
      • Allow for additional member participation above 500 members
      • Reduce CMSA liability
      • Tabled until RSVP information is collected

Draft Party Budget as of 3/12/2025

• After Party
  • Funding Decision

• Time Permitting
  • Expense Report Process and Timeline
    • Create protocol for this
    • Add details on intake form
  • How to handle eSports overall