May BoD Meeting 5/21 @ 7:00PM

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May BoD Meeting 5/21 @ 7:00PM

Postby Fiks » Sun May 15, 2016 9:06 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 21st of May at 7:00PM for our monthly meeting. This meeting shall be conducted on Google Hangouts and can be view 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:

Call to Order and Roll Call

Reading of the last meeting's minutes

Old Business
Aureus Saltus Petition for the use of the EIN (acceptance of request form)
Westmarch tax filing status (acceptance of screenshots)
Westmarch PO Box Keys (update)
Land Contracts (SfB, BF, BP, VotF)

New Business

Open Floor

Meeting Adjournment
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Re: May BoD Meeting 5/21 @ 7:00PM

Postby ravenb » Tue May 31, 2016 10:00 am

Westmarch BOD Meeting Notes May 21, 2016

This fifth meeting of the 2016 Westmarch Board of Directors was called to order at 715 pm.
Roll call:
David Zucker (Azus) WM PM
Ian Crawford (Fiks) WM BOD President
Jodi Begley (Raven Skullsmasher) WM BOD Secretary
Marcus Bergman (Collin MacAbee) WM BOD VP
Mark James (Waterhammer) WM alternate
Reading of previous meeting minutes from April 23,2016 http://caamtgard.com/phpBB3/viewtopic.php?f=17&t=8619
Copy of minutes will be posted BOD meetings and officers thread once approved.
Vote to accept:
David Y
Ian Y
Jodi Y
Marcus Y
Mark Y
Minutes of April 23 meeting approved as read and will be archived.

OLD BUSINESS
I. Authorization of Aureus Saltus petition to use EIN# for Farmers Market
They have filled out the form, but Victoria needed to get it scanned and sent back. Motion to table until next meeting.
D Y
I Y
J Y
M Y
M Y
Motion to table to next meeting passed.
II. WM tax filing status
There were mistakes in the WM PO Box number on the forms. Copies of the three forms as submitted were posted in Tax Receipts for 2015 thread. There were mistakes on forms: missing a 9 in POB #. Therefore, corrections are needed on SI100 and FTB199N. We received reminder card to submit (not a confirmation of receipt) which Collin copied and posted. We can accept them as filed with mistakes, and then have Baylis post confirmation of corrections. Motion to accept the forms as filed with mistakes, with update on corrections made and confirmation from Baylis to be posted online. Will then accept the forms and close the matter.
D Y
I Y
J Y
M Y
M Y
Motion to accept forms as filed with updates to be made and posted passed. Item closed.
III. WM POB keys
We still don’t have key #3. Post office would not give Euric a replacement, so Euric was going to see if he could get copy made. Therefore there are two keys, the third is missing. Whoever is on the mailbox will need to show ID, and if someone else is added they will have to have Euric accompany them to be added. Are we OK with the WM PM not having a key, and then having the next PM work on getting a third key? Collin feels that there are enough MV and TR people locally that will be involved in Monarchy/BOD, and that they should be able work with a more geographically remote PM and adequately take care of getting to the mailbox and expediting materials to the PM. Currently Kalevra and Collin both have keys. Collin feels these two local people have been working well so far in monitoring the WM PO box. The last time Collin checked the PO Box was before Darkshore.
Collin motions to get a third key.
D N
I N
J N
M N
M N
Motion to get a third key fails. Therefore, we will only have two keys (Brian Wheeler and Marcus Bergman have the two keys).
Motion to close item.
D Y
I Y
J Y
M Y
M Y
Motion passes. Item of WM keys closed.
IV. Land Contracts
Skyfire Bay. Collin signed 5/1/2016. David mailed to Baylis to sign. Angel and Baylis need to sign Skyfire, and then give to Ian.
Belial Peaks; no contract yet.
Valley of the Fallen: Have not filed a contract yet but they are working on it. Lothar (founder) thought they had submitted a contract. Collin will check the mailbox and the liaison will follow up. We have made a contact but no contract.
Bremen’s Fortress. Collin signed- needs Baylis’ signature; Mailed to Baylis to sign. Only signature needed is Baylis.
Scans of BF and SFB made with signatures so far.
Valley of the Seers: messaged Baylis at the start of this meeting, asking as to how to go about joining Westmarch. Orlean is the VOTS contact, Alexander is the Sherriff. Kalevra, David and Ian have been the contacts from WM, possibly the liaison Angel will be added in the discussion with VOTS. We will consider Stryker also, as he is the founder of the VOTS park.
Two in process (SFB, BF), two not submitted (BP, VOTF), one interest in joining WM (VOTS).
Motion to table contracts.

D Y
I Y
J Y
M Y
M Y
Motion to table land contracts until next meeting passed.
NO NEW BUSINESS
BOD discussion
Question about can’t serve on two monarchy positions at the same time, but can you serve on two BOD positions. Monarchy relates to the Officers, Corpora section III. BOD is outside of that structure, so there are currently no rules about that, executive committee/Amtgard BOD as well. Corpora Committee is the place for that discussion-Article III/IV/X.
There is one restriction in the Corpora between Monarchy and BOD. Monarch and PM cannot hold a position on the BOD so the question came up in TR when you have a voted in BOD member, but then is also voted in as PM. What we did here last year with this BOD was that Collin assumed treasurer position, swapping with liaison member David, so David was both BOD member and PM but only got one vote. The extra vote went to the alternate. Technically that’s not how the Corpora is written. So as PM, he would not be able to perform the liaison duties on paper. But he could as a voted in member of the BOD. If anything, something needs to be added to the Corpora about what happens when an elected member of BOD takes over as Monarch or PM. Ideally the alternate member, if available, takes over the position vacated when a BOD member is elected as PM or Monarch. You would either have someone fill in or position goes vacant. This is definitely an item for Corpora committee to look at.
Victoria (from Aureus Saltus) messaged Baylis the EIN # request form during the meeting, so we will revisit now. Two pages were just submitted (via Google drive) during the meeting. Review of the information: could be cleaned up a bit, but really needs a specific address and contact info for the organization. Most of the information is provided through the Farmers Market website which has been previously provided by AS. Azus asked if there is any precedent. There has been no previous BOD which has had to approve use of the WM EIN#, therefore no precedent as to how to handle this. It was discussed previously a couple of years ago when TR did the Santa Parade. Should we ask for AS to add the contact information and resubmit, or accept as submitted?
David motions to copy the contact info from the website and accept the form.
D Y
I Y
J Y
M Y
M Y
Motion to accept IEN# request form with additional contact added information added, passes.
Item closed.

Clarification on vote about Aureus Saltus EIN# form approval. Signature requirement is that both BOD president and treasurer need to sign. As the President is present for this vote, that part of the requirement is met. The treasurer is not present, but form will be routed to Baylis for his signature. AS does not have the authorized form and EIN# yet pending the signatures.
Motion to close meeting.
D Y
I Y
J Y
M Y
M Y
Meeting adjourned at 8:06 pm.
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