Otaku Haven

# Otaku Haven LLC — Document Checklist

**Entity:** Otaku Haven LLC
**Trade Name (DBA):** Otaku Haven
**Entity Type:** Texas LLC
**Formation Date:** January 8, 2026
**Target Opening:** June 1, 2026

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**Legend**
- ✅ = **Acquired** — government filings, third-party agreements, external registrations, or standard forms obtained from vendors. Not in scope for Trail.
- ⬜ = **Produce** — documents Trail intents will create. These are the artifacts under test.

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## Intent 1 — Formation, Governance, and Brand (Sections 1 & 3)

### 1. Formation, Ownership, and Governance

- ✅ `01/03/2026` Business name search confirmation and reservation
- ✅ `01/08/2026` Certificate of Formation (LLC Form 205)
- ✅ `01/08/2026` Registered Agent Agreement
- ✅ `01/10/2026` Assumed Name Certificate (DBA — "Otaku Haven")
- ⬜ Operating Agreement
- ✅ `01/12/2026` Initial Resolutions / Organizational Minutes
- ⬜ Ownership / Cap Table Summary
  - Owner 1 — James Whitfield — 40% — Managing Member
  - Owner 2 — Kelli Nakamura — 35% — Member, Operations Lead
  - Reserved (future investor/partner) — 25%

### 3. Intellectual Property and Brand

- ✅ `01/28/2026` Trademark search summary (USPTO + anime IP check)
- ✅ `02/05/2026` Trademark application(s) filed for store name/logo
- ✅ `02/20/2026` Licensing/Authorization letters from anime IP rights holders
- ⬜ Brand Style Guide

**Intent 1 Production Count: 3**

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## Intent 2 — Strategic and Investor-Facing Documents (Section 4 + KPIs)

### 4. Strategic and Investor-Facing Documents

- ⬜ Executive Summary (2–3 pages)
- ⬜ Full Business Plan (includes SWOT Analysis and Use of Funds)
- ⬜ Pitch Deck (slide presentation)
- ⬜ Financial Model (3–5 year projections)
- ⬜ Risk Assessment and Mitigation Plan
- ⬜ Competitive Analysis Matrix
- ⬜ Marketing Plan
- ⬜ KPIs and Reporting Framework

**Intent 2 Production Count: 8**

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## Intent 3 — HR, Employment, and People (Section 7)

- ✅ I-9 Employment Eligibility Verification (federal form, acquired per hire)
- ✅ W-4 Forms (federal form, acquired per hire)
- ✅ Direct Deposit Authorization Form (via Gusto)
- ⬜ Texas-Compliant Employee Handbook
  - ⬜ Employment-at-Will Statement
  - ⬜ Timekeeping and Attendance Policy
  - ⬜ Scheduling Policy and Procedure
  - ⬜ Technology and Social Media Use Policy
  - ⬜ Code of Conduct and Anti-Harassment Policy
  - ⬜ Workplace Violence and Safety Policy
  - ⬜ Confidentiality and Trade Secrets / IP Policy
  - ⬜ Discipline and Termination Procedure
- ⬜ Job Descriptions
  - ⬜ Store Manager
  - ⬜ Assistant Manager
  - ⬜ Key Holder
  - ⬜ Sales Associate
- ⬜ Offer Letter Templates
- ⬜ New Hire Onboarding Checklist
- ⬜ Training Materials (Anime Product Knowledge Guides)

**Intent 3 Production Count: 5 top-level documents (Employee Handbook includes 8 subsections, Job Descriptions includes 4 roles)**

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## Intent 4 — Operations SOPs (Section 6)

- ⬜ Store Opening Procedures SOP
- ⬜ Store Closing Procedures SOP
- ⬜ Daily Cash Handling and Reconciliation SOP
- ⬜ POS Usage and Transaction Handling SOP
- ⬜ Returns, Exchanges, and Refunds Policy & SOP
- ⬜ Customer Service and Sales Floor Standards SOP
- ⬜ Inventory Receiving, Stocking, and Cycle Counts SOP
- ⬜ Visual Merchandising and Seasonal Reset SOP
- ⬜ Loss Prevention and Incident Reporting SOP
- ⬜ Safety and Emergency Procedures SOP
- ⬜ Vendor Consignment or Special Product Agreements SOP

**Intent 4 Production Count: 11**

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## Intent 5 — Finance, Banking, and Compliance (Sections 8 & 11)

### 8. Finance, Banking, and Insurance

- ✅ `01/28/2026` Business Bank Account opened (signature cards, resolutions)
- ✅ `02/15/2026` Insurance Policies (general liability, property, workers' comp, business interruption)
- ✅ `02/15/2026` Credit Card Processing / Merchant Services Agreement (Square)
- ⬜ Chart of Accounts and Accounting Policies
- ⬜ Inventory Valuation and Costing Policy
- ⬜ Cash Management and Internal Controls Policy

### 11. Compliance and Record-Keeping

- ⬜ Record Retention Policy
- ⬜ Data Security and Access Policy
- ⬜ Annual Compliance Checklist (Texas and federal)

**Intent 5 Production Count: 6**

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## Intent 6 — Vendor, Product, and Supply Chain (Section 9)

- ✅ `03/01/2026` Supplier Agreements / Terms and Conditions (initial vendors)
- ⬜ Master Vendor List
- ⬜ Purchase Order (PO) Template and Policy
- ⬜ Receiving and Quality Control Guidelines
- ⬜ Consignment and Local Creator Agreements

**Intent 6 Production Count: 4**

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## Intent 7 — Customer, Marketing, Data, and Community (Section 10 + Community/Events)

- ⬜ Customer Privacy Policy
- ⬜ Loyalty Program Terms and Conditions
- ⬜ Return/Exchange Policy (customer-facing version)
- ⬜ Website Terms of Use
- ⬜ Social Media Community Guidelines
- ⬜ Community/Events Plan

**Intent 7 Production Count: 6**

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## All Acquired — No Trail Production

### 2. Tax, Licensing, and Regulatory

- ✅ `01/15/2026` IRS Employer Identification Number (EIN) — 84-1234567
- ✅ `01/22/2026` Texas Sales and Use Tax Permit
- ✅ `01/22/2026` Texas Franchise Tax and Public Information Report setup
- ✅ `02/18/2026` Local business/occupancy license (City of Austin)
- ✅ `02/25/2026` Certificate of Occupancy / Zoning approval
- ✅ `03/05/2026` State and local signage/advertising permits
- ✅ Sales tax collection and exemption certificate procedures
- ✅ Health and Safety compliance documentation

### 5. Location, Buildout, and Facilities

- ✅ `02/10/2026` Commercial Lease Agreement — 2847 S Lamar Blvd, Suite 105, Austin, TX 78704
- ✅ `02/28/2026` Tenant Improvement / Buildout Scope and Quotes
- ✅ `02/28/2026` Vendor and Contractor Agreements (for buildout)
- ✅ Floor Plan and Store Layout Diagrams — 1,800 sq ft
- ✅ Equipment and Fixtures Inventory List
- ✅ Security Plan (cameras, alarms, tagging)

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## Summary

| Intent | Scope | Documents to Produce |
|---|---|---|
| 1 | Formation, Governance, Brand (§1, §3) | 3 |
| 2 | Strategic / Investor-Facing + KPIs (§4) | 8 |
| 3 | HR, Employment, People (§7) | 5 (+ 8 handbook subsections, 4 job roles) |
| 4 | Operations SOPs (§6) | 11 |
| 5 | Finance, Banking, Compliance (§8, §11) | 6 |
| 6 | Vendor, Product, Supply Chain (§9) | 4 |
| 7 | Customer, Marketing, Data, Community (§10) | 6 |
| **— All Acquired (§2, §5, misc)** | | **—** |
| **Total to Produce** | | **45** |

Intent 3 sub-items (8 handbook sections, 4 job descriptions) are nested under their parent documents and counted as part of the 5 top-level documents. Actual artifact count will be higher depending on whether subsections are produced as standalone files or sections within a single document.

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## Reference: Compensation Table

| Role | Count | Type | Compensation |
|---|---|---|---|
| Store Manager | 1 | Full-time, salaried | $65,000/year |
| Assistant Manager | 1 | Full-time, hourly | $20/hour |
| Key Holder | 2 | Part-time, hourly | $18/hour |
| Sales Associate | 4 | Part-time, hourly | $15/hour |
| **Total Headcount** | **8** | | |

## Reference: Technology Stack

| System | Product | Purpose |
|---|---|---|
| POS System | Square for Retail | In-store transactions, inventory tracking, receipts |
| E-commerce / Website | Square Online | OtakuHaven.store — product catalog, online orders |
| Accounting | Xero | GL, AP/AR, reporting, bank reconciliation |
| Payroll / HRIS | Gusto | Payroll, employee records, onboarding, time tracking, scheduling, benefits |
| Email & Productivity | Microsoft 365 Business Standard | Email, Teams, SharePoint, Office apps |
| Security Cameras | Per acquired Security Plan | Loss prevention, incident review |