March BoD Meeting 3/12 @ 7:00PM

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March BoD Meeting 3/12 @ 7:00PM

Postby Fiks » Thu Mar 03, 2016 11:24 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 12th of March at 7:00PM for our monthly meeting. This meeting shall be conducted on Google Hangouts and can be viewed by anyone interested at this link: YouTube Broadcast. Shortly after the meeting, a video recording can be watched at that link. The agenda for this meeting shall be as follows:

Adjournment and Role Call

Old Business
Aureus Saltus petition to use WM EIN (tabled from 2015 BoD)
Westmarch Filings Status
Westmarch PO Box Status

New Business
Skyfire Bay Contract
Darkshore crats petition to use WM EIN
WM Monarchy request for financial audit of Mistyvale

Open Floor

Meeting Close
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Re: March BoD Meeting 3/12 @ 7:00PM

Postby ravenb » Tue Mar 22, 2016 1:19 pm

Westmarch meeting notes March 12, 2016
Rollcall: Present: Ian Crawford Fiks president, Marcus Bergman Colin vice president, Baylis Weaver Ubrick treasurer, Jodi Begley Raven secretary, Angel Traub Vidya liaison, Brian Wheeler Kalevra WM Monarch. David Zucker Azus not present, delayed expected shortly. In absentia: Mark James Water Hammer alternate.
OLD BUSINESS
1. WM PO Box status: Last meeting, we agreed that the Monarch, Prime Minister and Vice President should each hold a POB key. Robert Mott Sr. Euric still has all three keys, and is expected to be at Thor’s Refuge tomorrow 3/13/2016 to give the keys to Marcus Bergman for distribution.
2. Aureus Saltus petition to use Westmarch EIN number- will postpone until David Zucker arrives
3. Westmarch tax filings: Baylis Weaver has talked with David Zucker about this, and his plan is to have the Federal filing done by the end of March, the State filing by the first or second week of April. This includes a Statement of Information.

NEW BUSINESS
CONTRACT SIGNING
• At the end of the audit meeting Angel Traub brought up an item concerning the contract with Skyfire Bay. In a conversation February 15, April spoke with their current Champion (only contact she had via FB at the time), and was told that the current SB Sherriff was a kid and can’t sign Westmarch paperwork. Originally their mom signed the contract with Burning Lands. *Contract has to be signed by a legal adult, both the Monarch and Prime Minister, both of which have to be adults. So we will need to wait until they have new monarchy, to make sure that the officers of Monarch and PM both will need to be adults. According to the Corpora, all except Heir apparent will need to be above the age of 18.
• Other parks contracts: One of the parks Kalevra visited in SoCal, Bremen’s Fortress, gave him their contract. He was told they needed to sign it and back date it. Asks for six BOD signatures, and we will get as many BOD members as we have to sign it.
• We should be receiving a Belial Peaks contract and Valley of the Fallen as well. They will fill them out and mail them to the WM POB.
At 1950 hours, David Zucker Azus officially joined the meeting.
Any other outstanding contracts? Any mail yet? Angel will poke the two groups to remind them they need to get their contracts in, and Skyfire Bay needs to have a legal adult as Monarch. Is there a deadline for these contracts? Yes, one year from joining Westmarch (when the althing happened), which may be from Burning Lands corpora. So, that means that Skyfire Bay has until January, Belial Peaks and Valley of the Fallen is November. Bremen’s Fortress may have previously had a signed contract which was possibly lost, but Kalevra has a current BF contract which he will collect BOD signatures as he can.

OLD BUSINESS ITEM #2
Aureus Saltus petition to use WM Employer Identification Number (EIN#). David Zucker- AS wants to set up a demo at a local farmers market and they need to demonstrate a proper organization and needs our EIN# to do that. They are not expecting to collect donations. One of the problems is if they get too much money from donations, the IRS doesn’t like it if they get more than, say 22%, maybe 35%, from non-member sources (specifically monetary donations). This is the primary reason we have not handed out our EIN. Non-monetary contributions, e.g. goods, not as important. Risks to handing out EIN: too much monetary income, opening bank accounts, someone asking for legal identification of a corporation. We need control over what it is being used for and we have assurances that it is being used for appropriate things. Potentially, someone could still find all of this information with a tax-exempt search.
Victoria Frasier- booth as a non-profit at Farmers Mart and need EIN# to apply, with their main purpose of recruitment. Colin asked whose names are on the official paperwork from last year- that is the information that should be kept separate from EIN and not given out. Last year IRS requested principle officer which was Robert Mott Sr; California required principal officer and PM which was Robert Mott Sr and David Zucker, respectively, so depending on when Baylis files this year it will be either Kalevra or the next King.
Is there any other form of paperwork besides the EIN they could use? Good feelings about using different forms of recruitment such as this. They can be trusted if this is the only form of identification they can use. Maybe have their Monarch to see if there was an alternative? Would it be out of line to ask for a copy of the application from the Farmers Market?
Motion was made to contact AS Monarchy to request copy of filled out application for BOD review. As this is a weekly venue, no urgency so make the request to table and review at next BOD meeting. If it needs more urgent action, we can discuss and vote on BOD forum.
Angel Y
Baylis Y
Brian Y
David Y
Ian Y
Jodi Y
Marcus Y
Azus will contact AS to collect the application we request.



OLD BUSINESS ITEM #3
WM filing status: Azus and Baylis still need to get together and organize filings. The deadline is the end of May, but an agreement as to when we would get this done was as stated by Baylis in old business above. Motion to table further discussion until next meeting:
A Y
B Y
B Y
D Y
I Y
J Y
M Y

Revisit POB key: Keys have not been distributed, so we will table further discussion until keys have been distributed.
A Y
B Y
B Y
D Y
I Y
J Y
M Y
Marcus will agree to contact Euric about getting the keys tomorrow at TR 3/13/2016.

PETITION TO USE WM EIN# FOR DARKSHORE: David Zucker spoke with Mikezilla concerning funds for Darkshore for food. Mikezilla would like to contact vendors for food donations to try to get discounts. 501(C) 7 donations will not be tax deductible for the donors. Their food budget is realistic but is more than in Darkshore account, so discounts are good but they will need an althing. There is no Event Corpora section for Darkshore, so they don’t get free reign of funds. Darkshore funds were transferred to WM, so there is a Westmarch account for Darkshore but they still have to go through an althing to spend it. As this is more of a Corpora matter, the issue for the BOD is whether to let them use WM EIN# to get food discount.
The EIN# request form requires the identity of the organizations the EIN will be given to. Since no request form has been submitted yet, we need more information to make a decision, consistent with what the BOD is asking of Aureus Saltus. Mikezilla, watching this discussion, provided the names of Costco and Cash ‘n Carry as the vendors he is looking at. The EIN request form needs: Monarch or autocrat signature and date, requestor signature and date, need for EIN, if monetary donations are expected what is the expected amount, list of organizations you will be giving EIN to, if approved by BOD vote BOD president and treasurer signature and date, if denied reason why. Anticipated amount still unknown, and donation of goods not a big concern to IRS. Per Mikezilla- will have hard numbers this week when menu finalized. There is a deadline coming up concerning althing approval of funds. Do we postpone and discuss in the forums? This is a WM event, not an individual land, so we can open voting. A motion was put forth to provide Darkshore to use EIN#.
A Y
B Y
B Y
D Y
I Y
J Y
M Y
David and Mikezilla need to collaborate and collect required information and form completed and signed in the interim ASAP before Darkshore.

REQUEST BY WM MONARCHY TO CONDUCT FINANCIAL AUDIT OF MISTYVALE
Kalevra presented a request to audit MV, appropriate to cover WM, as the current PM of MV is in conflict with the person recently banned by MV for misuse of funds. It is the BOD prerogative to conduct audits of individual lands, and is not implying improper conduct. Two independent audits of their own, plus WM BOD audit have been conducted. They found improper practices with the previous PM, and the concern now is this current issue occurred six months before the first and was not found in the first audit. So it seems like either the audits weren’t done fully or maybe an issue with the current audit, so it would be proper practice for an independent party (not MV), as in the BOD treasurer review MV books and evidence that was found to make sure everything is correct. The result of the second issue is severe, and is potentially a ban for a very long time, so the Monarchy wants to make sure the books are reviewed and everything is correctly done before that happens.
Request supported by the Corpora Article X: Board of Directors, Section 2 Officers of the Board 3. The Board of Directors shall elect from their members a Treasurer who shall: a. work closely with the Prime Minister in monitoring the Kingdom funds, and b. Perform unsolicited audits of the Kingdom financial records.
It could be inferred that being a contracted land of WM, all MV and sponsored land financial records are property of WM. The request is supported by Corpora as there is a precedence there. Baylis has already reached out to current MV PM and has received the current financial information from their PM (yesterday), and will finish his review by next week. He will make a spreadsheet documenting any differences, and questionable transactions without receipts or with no logical explanation. Links can be provided to the BOD by Baylis. Financials will be checked against past two years of audits of MV, with a projected completion date by Friday. Kalevra requests any communication about either ban because of financial discrepancies with books be directly made to Kaytana, the current MV Monarch, as she has been personally involved in both and is the best direct source for information. Ian requests Baylis please post link on BOD forums when the review is organized. As the result of this audit determines whether or not a person has a Kingdom-wide ban, Kalevra requests so as not to leave this person hanging, please have this finished in a two week time frame.
Azus Kingdom PM is also empowered to perform Per Corpora: article ix, section 2, item 1. "The Kingdom may audit any sponsored chapter at any time to ensure the smooth operation of the sponsored chapter." Past audits have been saved by Azus on Google drive and link for MV audits will be provided to Baylis.
Colin helped with original discovery when Lady T took over as PM. He says there were written inconsistencies on some of the receipts, written after the fact by Kaytana, which were included with financial submission spreadsheets. Colin was the one who assembled the spreadsheets so can direct questions about spreadsheets to him. Noted that Colin is also married to Lady T (current MV PM). Kalevra’s concern is that Colin is also involved in possible litigation between Lady T and the person being banned, therefore possibly a conflict of interest? Everything needs to be above any question due to the severity of the implications. Thus this BOD audit is only an information gathering and review, and the BOD won’t have anything further to do with it unless it escalates. We will thus table this item and return to this next meeting. WM Monarchy will be free to do what they need to with the information.
Table to next meeting:
A Y
B Y
B Y
D Y
I Y
J Y
M Y

OPEN NEW BUSINESS: NONE
Motion to close and seconded: Vote to close
A Y
B Y
B Y
D Y
I Y
J Y
M Y
Meeting adjourned.
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