2017 BoD Officers and Minutes

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2017 BoD Officers and Minutes

Postby Fiks » Fri Jan 27, 2017 1:03 am

These are the members of your Board of Directors for the year 2017:

Ian Crawford (Fiks), President
Robert Mott Sr. (Euric), Vice-President
Arthur Wahner (Dratz), Treasurer
Christian Dreeszen (Ka'a), Secretary
Jodi Van Tine (Raven), Liason
Justin Smith (Clenawe), King
Robbie Starks (Laoric), Prime Minister
Elisa Mott (Nakita), Alternate

Westmarch Board of Directors Handbook (pending vote)
Westmarch Land Audits Results Archive

Minutes for each monthly meeting shall be compiled as replies to this thread.
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Re: 2017 BoD Officers and Minutes

Postby Ka'a Acklie » Thu Mar 09, 2017 2:11 pm

Call to order January 27, 2017 WMBOD

Roll Call:
Arthur - Dratz
Ian - Fiks
Ka’a - Ka’a
Justin - Clenawe
Jodi - Raven
Robert - Euric
Elisa - Nakita (Alt)
Robbie - Laoric

Ground Rules
Fiks read his list of ground rules regarding:
Facebook chat group - Unofficial business only
CAAmtgard Forum - Can vote and have discussions there
Reiterated what the formalities of a BOD meeting and format

Officer Election:
Reading of the WM Corpora regarding jobs and qualifications
Fiks - Confirmed as President
Ka’a - Confirmed as Secretary
Dratz - Confirmed as Treasurer
Raven - Confirmed as Lesion
Euric - Confirmed as Vice President
Clenawe - King
Laoric - Prime Minister
Nakita - Alternate
Laoric abstained from all votes

Order of Voting shall be:
Arthur - Dratz
Ian - Fiks
Jodi - Raven
Justin - Clenawe
Ka’a - Ka’a
Robert - Euric
Elisa - Nakita (Alt)
Robbie - Laoric

Last Meeting Minutes Read
Voted to confirm previous meeting minutes

Old Business:
WM PayPal - no balance, no card swiper, only Robbie has access, no alternative users are available, Darkshore will use the WM Paypal account for prepay, discussed having it be the primary account for WM funds, discussion regarding fees, discussion regarding rotation of funds to avoid fees. 6 votes Aye to accept the bank account and PayPal as is

Discussion regarding how to sign forms. Robert will reach out to members to get people set up and present how to do it.

Ashenspire situation
Corwin is not in attendance for the meeting. He has the coffers and is currently trying to reboot the land. Issue tabled.

Land’s Audit
Fiks read the Corpora section regarding audits and gone over vague wording.
Motion that if a land did not meet due to weather that it needed to be a noted in the audit and request a holder in the sign ins, no requirement for a copy of the weather report, - 4 aye 2 nay 1 abstain
Motion that a placeholder needed for missing sign in sheets - 7 ayes
Motion to continue last BOD’s policy to required lands to show proof of active advertising - 4 aye 2 nay 1 abstain
Fiks pointed out that new monarchy might not be prepared for the requirement of active advertising. Raven brought up that if you go purely by the corpora that there would be a good chance that their land would fail the advertising requested. Ka’a pointed out that while the audit is the responsibility of the prime minister, the advertising requirement is on the monarch, who maybe unaware that they needed a picture of a hanging flyer. General discussion was had regarding how the BOD announced this interpretation after the audit period had ended and that the BOD hadn’t reached out to help prime ministers with audits as they had discussed.
Motion was made that we go by the letter of the corpora and that a flyer only was okay for the advertising requirement - 6 ayes 1 abstain
Ka’a will share her how to for how to for prime ministers that has a page by page review of how to fill out the audit. Link

Fiks requested that the BOD members look over the proposed BOD Handbook and vote on it at the next meeting

Motion for Audit meeting on February 9th at 6pm. 6 ayes

Ka’a will share with the BOD a worksheet for members to keep record of their findings with the goal that if all members fill out the worksheet that the audit meeting will not take so long. Link

Robbie will share where to expect audits to be made available to the BOD

Motion for meeting to adjourned - 6 aye
Lady Squire Ka'a F Acklie

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Re: 2017 BoD Officers and Minutes

Postby Ka'a Acklie » Thu Mar 09, 2017 7:09 pm

Call to order Febuary WM BOD meeting

Roll Call:
Arthur - Dratz - Treasurer
Ian - Fiks - President
Justin - Clenawe - King
Jodi - Raven - Liaison
Ka’a - Ka’a - Secretary
Robert - Euric - Vice President
Elisa - Nakita - Alternate

Order of Voting shall be:
Arthur - Dratz
Elisa - Nakita (Alt)
Ian - Fiks
Jodi - Raven
Justin - Clenawe
Ka’a - Ka’a
Robert - Euric

Absent - Robbie - Laoric - Prime Minister

Reading of Minutes
As Ka’a was unable to finish the minutes, so she read what she had.
Fiks picked up the remainder of the minutes from his notes.

Motion to accept minutes - 7 ayes

Old Business
Report for the digital signatures is not ready. Robert will finish up for the next meeting. Motion to tabled for next meeting - 7 ayes
BOD Handbook is a good start, but will need to be a living document and updated by each BOD. It will need to be reviewed and amended in November to prepare for the 2018 WM BOD. Motion to accept the handbook - 7 ayes

New Business
Prime minister and treasurer need to get together to audit the books as stated in the corpora. Motion to table till the next meeting - 7 ayes

Land Audits
Breaks will be taken on the hour.
Order will be in order of land status and then geography

Thor’s Refuge
They appear to have a complete audit. No missing sign in sheets

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Crimsonwood
Missing numbers for elections, Prime minister vote was noted as “unanimous”. Dates missing on sign in sheets, would like to see this corrected in future. Had an overage in funds which points to someone missing from the dues paid list. Some BOD members had issues opening the zipped files.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Wavehaven
Missing crown quals. Missing 2 sign in sheets, one for Feast of Mars and the other weather. No scores for quals or weaponmaster. Westmarch Crowns noted on the attendance sheet, but no one from the Wavehaven monarchy qualled there.

Arthur - P
Elisa - P
Ian - P
Jodi - P
Justin - P
Ka’a - P
Robert - P
Result: Pass

Siar Gaeta
Files need to be better organized. Looks to be complete. Reviewed and accepted advertising examples.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Seven Sleeping Dragons
Sign in scans are sometimes poor quality. Receipts are appreciated, but not required.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Fal Dare
Attitude noted, but that is not the business of the BOD. Audit appears to be complete.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Aureus Saltus
Clarified that they are Core. Some BOD members were unable to view. Clarified that it was on time and not late, and that it was sent in twice due to file issues. Ka’a and Fiks reworked the Google Drive permissions so that Ka’a and Fiks could copy it over to the WM Google Drive.

10min Break taken at 7pm

Reviewed the Ledger notes as there was a question regarding dues. There was an issue that members were not paying the correct amount of dues due to confusion. The members that were affected paid the difference.

Robert and Elisa were dropped from the call for unknown reasons. Quorum is still met though.

12/11 sign in sheet is missing. In the past there is usually 2 missing sign in sheets allowed.

Robert and Elisa rejoined the call. Got them caught up.

Discussed how many missing sign in sheets are acceptable. Motion to allow up to 2 missing sign ins before marking the requirement as failed - 6 ayes 1 nay

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Wyvern Spur
Appears to have a complete audit. Noted invasion days and that in future that missed days should be included in the average.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Mistyvale
Closed the bank account, because of the fees. Small error on the ledger, transposed numbers. Missing 12/24 sign in sheet that was later added.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Aegir’s Hall
Needs to better organize their audit, spell check should be run before turning, and separate line items for ins and out of midreign. Their ledger and handwritten books don’t match up for the last line item, however the date for the line is in January. Recommended that they get help.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent

Ashen Spire
They submitted an audit, however many items are missing, and the items provided are not within the audit period. They are not required to submit an audit, and they should focus on restarting the land. Liaison will reach out to them.

Arthur - F
Elisa - F
Ian - F
Jodi - F
Justin - F
Ka’a - F
Robert - F
Result: Fail

Belial Peaks
Some confusion regarding dues and how much they owe. There was an entry missing for dues on 12/28in the ledger. Missing sign in sheets for 11/20 and 12/4. Advertising missing as well. There were a few days they didn’t meet in December due to Triland events. Recommend that they stagger events in future as not to miss 3 weeks straight. Reviewed all required items and noted the ledgers did not match, there was 3 weeks straight they didn’t meet, and advertising missing. Recommended that they be more careful in future and plan Triland events more carefully.

Arthur - P
Elisa - F
Ian - P
Jodi - P
Justin - P
Ka’a - F
Robert - F
Result: Pass

Bremen’s Fortress
Requests that they list out individual dues paid on the ledger. There is concern that nearly the entire treasury was withdrawn and that the dues paid in the ledger and dues paid people listed do not line up. Concern that they are not keeping up the handwritten ledger and that numbers are rounded. Ka’a suggested that their books be audited. Unique sign ins are not correctly added, but they still hit their requirement. Would like to see better accuracy and detail overall.

Suggested that each BOD member adopt 2 lands to help with their audits. Concerns that ledgers are not being kept accurately could cause problems with the IRS and Westmarch should the kingdom be audited. Robert and Ka’a offer to reach out to lands that need help.

Arthur - E
Elisa - E
Ian - E
Jodi - E
Justin - E
Ka’a - E
Robert - E
Result: Excellent


Valley of the Fallen was late, and per the corpora it’s an automatic fail. It was turned in on February 8th. Scans for their sign ins were not turned in. They seemed to have scrambled to get it together. Recommended that the Liaison reach out to them. Lothar sent what he had after having a medical emergency, however the scans would still be missing, and it still would have been late.

Motion regarding if late audits will be an automatic fail per the corpora - 5 ayes, 1 nay, 1 abstain

Valley of the Fallen, Skyfire Bay, and Sunfire Valley
All automatic fails. Fiks was unable to contact anyone at Skyfire Bay. Clenawe will reach out to them.

Confirmed all grades.

Fiks opened the floor for any other issues that need to be addressed. Nothing was brought up.

Motion schedule the next meeting for March 9th at 7pm - 6 ayes, 1 abstain

Motion to adjourn meeting - 7 ayes
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Re: 2017 BoD Officers and Minutes

Postby Ka'a Acklie » Sat Mar 11, 2017 9:41 am

Call to order March WMBOD Meeting

Roll Call:
Arthur - Dratz - Treasurer
Elisa - Nakita - Alternate
Ian - Fiks - President
Jodi - Raven - Liaison
Robert - Euric - Vice President

Absent
Justin - Clenawe - King
Robbie - Prime Minister
Ka’a - Ka’a - Secretary

Robert and Elisa disconnected temporarily

Reading of last meeting minutes. Motion to accept the minutes as read - 5 ayes

Old Business
Digital signing report from Robert.
Reached out to several previous monarchs and prime ministers. Azus, and Kelevra gave feedback that there are several programs that link to Google Drive that can allow people to add signatures to a document. Azus brought up the tax forms and land contracts would be helpful but the tax forms have many people’s addresses, the Westmarch ledger should be visible, but not editable, on the Google Drive. Also, in the Google Drive are the monarchy award recommendations, complaints filed, and other documents that are not for the public. Ian has also uploaded a lot of heraldries to the drive.

Raven wanted clarification as to what Robert. Was he to present what documents we would esign, because she was under the impression that he was investigating ways in which to sign documents. Robert and Ian were under the impression that he was to get a list of documents we would use the Google Drive to pass around and sign documents.

Ian presented the following forms could be set up for digital signing:
Land Contracts
Land Waivers
Event Waivers
Permission Slips
EIN Request Form

The next step is to convert all these into a fillable pdf. Raven will try to convert a few and see how far she gets by the next BOD meeting.

Ian disconnected temporarily

Raven made the motion to try and convert the above list into fillable pdf forms - 5 ayes

2. Prime Minister and Treasurer financial audit. They went over the digital books on Google Drive, noted that it has not been updated this year, but it will be updated. They will go through the cash and physical ledger and bank statements on April 22nd. Motion to table discussion of the audit till the May BOD Meeting - 5 ayes

3. Follow up to land Audits.
Corvis of Ashenspire wanted to make sure that they submitted something and tried to organize their paperwork with guidance from Tevis. Corvis is concerned that only a handful of people are coming out and now his job is requiring him to sometimes work on Saturday and Sunday. He’d like guidance from the kingdom as to what he should do. Robert suggested a non weekend day, and Corvis said that it might work. Since Corvis is actively trying to reboot the land he will hold the land’s treasury and should it be decided to fold the land we’ll discuss what will happen to the treasury at that time. He will need to let us know if he decides to dissolve the land.

Reached out to Lothar in Valley of the Fallen. He understands the reason they failed. He thought midnight was a soft deadline and not a hard deadline. He will know for next time and will make sure it’s turned in on time if he does the next audit.

Ian disconnected temporarily

Motion to table this land audit indefinitely - 5 ayes

New Business
Westmarch Tax Filings are to be done.
There are 3 forms and addressed in the BOD Handbook, page 1-2

California Statement of Information (Form SI-100) may need to be filed if it was not last year, Ian will check. It’s due on April 30th, has a $20 fee. Arthur will need the money in and money out from the ledger, and the corporation name or EIN number.

The California Franchise Tax Board (Form 199N), due on the 15th of May, and can be completed online. Arthur will need EIN number, business address, basic officer information, and general ledger information.

Lastly the Small Exempt Organizations (Form 990-N) is also due on the 15th of May, and can be completed online. Arthur will need EIN number, business address, basic officer information, and general ledger information. There is no fee.

Motion to table till next BOD meeting - 5 ayes


Ian opened the floor for any other issues that need to be addressed.

Robert brought up that Ka’a had posted to the unofficial chat about helping lands with audits starting in April or early May and divining up the lands to BOD members. Motion to add this issue to the next meeting agenda - 5 ayes

Motion schedule the next meeting for April 6th at 6:30pm - 5 ayes

Motion to adjourn meeting - 4 ayes 1 abstain
Lady Squire Ka'a F Acklie

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