June BoD Meeting - 6/18 @ 7pm

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June BoD Meeting - 6/18 @ 7pm

Postby Fiks » Mon Jun 13, 2016 10:01 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 18th of June 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
Land Contracts (SfB, BF, BP, VotF)

New Business
Bremen's Fortress EIN Request
Schedule Land Audits Review Meeting

Open Floor

Meeting Adjournment
"How harmful overspecialization is. It cuts knowledge at a million points and leaves it bleeding."—Hari Seldon
Grass grows, birds fly, sun shines, and brotha', I hurt people. Bonk!
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Re: June BoD Meeting - 6/18 @ 7pm

Postby Fiks » Sat Jun 18, 2016 6:36 pm

"How harmful overspecialization is. It cuts knowledge at a million points and leaves it bleeding."—Hari Seldon
Grass grows, birds fly, sun shines, and brotha', I hurt people. Bonk!
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Fiks
 
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Re: June BoD Meeting - 6/18 @ 7pm

Postby ravenb » Sat Jun 18, 2016 9:06 pm

WESTMARCH BOARD OF DIRECTORS MEETING JUNE 18, 2016
Meeting was called to order 7:00 pm
In attendance: Angel Traub BOD liaison
Baylis Weaver BOD treasurer
Ian Crawford BOD president
Jodi Begley BOD secretary
Marcus Bergman BOD VP
Mark James BOD alternate
Absent: Brian Wheeler WM Monarch
David Zucker WM PM

Meeting notes for the May 21, 2016 meeting http://caamtgard.com/phpBB3/viewtopic.php?f=17&t=8632 were read.
For clarification, abbreviations for Aureus Saltus should be AUS, and for Ashen Spire AS to avoid confusion and be consistent with past abbreviation.
Motion to accept.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Minutes approved as read and will be posted in the BOD meetings and officers thread.

NEW BUSINESS
I. LAND CONTRACTS

BREMEN’S FORTRESS: Baylis has mailed the contract to Ian, Ian had signed it and initialed it as complete, and sent it on to Bacchus. BF should thus have their contract back to them by Monday of next week. A scan of the contract has been uploaded to the WM Google drive, with a link in the forum post for this meeting (completed BF contract link). This item is complete.
SKYFIRE BAY: There are two copies: SFB wanted an original copy to be held by WM, and an original for themselves. We will keep “contract copy” and send that back. Koran Munafo was messaged last Tuesday for their mailing address, and we are still waiting for their address to return their completed contract. Ian will reach out again to get their mailing address, initial appropriately, scan, send back to SFB, and mail “copy copy” to Azus for WM files.
VALLEY OF THE FALLEN: we do not have yet. Collin has collected his, Jodi’s and David’s signatures and is trying to get the contract to Kalevra Bryan Wheeler to sign. Collin will either take to Bryan’s house or give to him at TR tomorrow with pick up of sign ins. As soon as Kalevra signs it, it will be routed to Angel and Baylis, and then to Ian for a final signature.
BELIAL PEAKS: Angel has tried contacting them, but has not gotten a definitive answer. Past sheriff said the PM and Regent would be responsible, but that was last term and this Sheriff is no longer in office. Angel will reach out to them again to get someone to commit to submit a contract.
VALLEY OF THE SEERS: still in the petitioning WM phase and hasn’t yet submitted a contract.
Collin last checked the WM POB Tuesday 6/14/2016. Ian requested that Collin make sure to check and fill out the “date received by WM” line on the contracts when he gets them as a couple have lacked this information.
Motion to table the land contracts until next meeting.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Land contracts item tabled until July meeting.

NEW BUSINESS
I. Request for EIN# by BF. Azus was contacted via Facebook by Kelsey, who had been contacted by Crixus at BF, requesting to use the WM EIN# to get a cheaper permit cost for a BF park event. He needed it by June 14 but didn’t submit a form. As this doesn’t have any kind of form, we will consider this as recorded and no further discussion at this time.

II. Schedule next two WM BOD meetings:
First, schedule August meeting as this is the land audit meeting, to give Azus and BOD time to prepare. Azus posted on BOD chat; once audit schedule is set he is happy to put out the calendar unless we decide someone else will announce it. June 30 is the last day of the audit period. Tentative audit due date is July 31. This gives lands time (a full month) from June 30 to July 31 to get audits turned in. Typically, we give the PM two to three weeks to collect and process the audit submissions, and last audit period we held the land audit BOD meeting 2 weeks and 5 days after the audit due date. This provided a reasonable amount of time to reply to lands who needed communication and corrections. So to be consistent this audit period, that would make it August 20. Discussion was made to start earlier or consider another night. Originally August 20 was the same day as Dunes Day, but Dunes Day has been rescheduled to September 10 (needs to be changed on the WM calendar). That means there is not this conflict if we hold our meeting on August 20. We will start the meeting earlier (6 pm) as it is a long meeting, the last one was at least 3 hours long.

A Y
B Y
I Y
J Y
MB Y
MJ Y
Motion passes. The WM BOD land audit meeting is officially scheduled for August 20 at 6 pm.

Second, schedule for July meeting: The third Saturday is July 16, but there are five Saturdays in July. Clan is the weekend of July 23, and Kalevra, Collin and Waterhammer will be unavailable July 23. Raven may be in southern California Saturday July 16. Collin made an argument that it might be better to have the meeting earlier in July (July 9) as opposed to later (July 30), in case anything comes up concerning the land audits. It would be better to have more time before the deadline to clarify items, and give lands time to make adjustments, before the audit deadline.
Motion was made to schedule the July BOD meeting for Saturday July 9 at 7 pm.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Motion passes. The July WM BOD meeting will be Saturday July 9 at 7 pm.

OPEN DISCUSSION
Will the land audits officially close July 31 at midnight? We will contact Azus to establish a concrete date and time. Discussion of who can make the official announcement was made. Angel and David will communicate and decide who will make the official announcement.

Motion to close the meeting.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Meeting adjourned at 735 pm.
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Re: June BoD Meeting - 6/18 @ 7pm (amended notes)

Postby ravenb » Mon Jul 11, 2016 11:30 am

WESTMARCH BOARD OF DIRECTORS MEETING JUNE 18, 2016 amended
Meeting was called to order 7:00 pm
In attendance: Angel Traub BOD liaison
Baylis Weaver BOD treasurer
Ian Crawford BOD president
Jodi Begley BOD secretary
Marcus Bergman BOD VP
Mark James BOD alternate
Absent: Brian Wheeler WM Monarch
David Zucker WM PM

Meeting notes for the May 21, 2016 meeting http://caamtgard.com/phpBB3/viewtopic.php?f=17&t=8632 were read.
For clarification, abbreviations for Aureus Saltus should be AUS, and for Ashen Spire AS to avoid confusion and be consistent with past abbreviation.
Motion to accept.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Minutes approved as read and will be posted in the BOD meetings and officers thread.

NEW BUSINESS
I. LAND CONTRACTS

BREMEN’S FORTRESS: Baylis has mailed the contract to Ian, Ian had signed it and initialed it as complete, and sent it on to Bacchus. BF should thus have their contract back to them by Monday of next week. A scan of the contract has been uploaded to the WM Google drive, with a link in the forum post for this meeting (completed BF contract link). This item is complete.
SKYFIRE BAY: There are two copies: SFB wanted an original copy to be held by WM, and an original for themselves. We will keep “contract copy” and send that back. Koran Munafo was messaged last Tuesday for their mailing address, and we are still waiting for their address to return their completed contract. Ian will reach out again to get their mailing address, initial appropriately, scan, send back to SFB, and mail “copy copy” to Azus for WM files.
VALLEY OF THE FALLEN: we do not have yet. Collin has collected his, Jodi’s and David’s signatures and is trying to get the contract to Kalevra Bryan Wheeler to sign. Collin will either take to Bryan’s house or give to him at TR tomorrow with pick up of sign ins. As soon as Kalevra signs it, it will be routed to Angel and Baylis, and then to Ian for a final signature.
BELIAL PEAKS: Angel has tried contacting them, but has not gotten a definitive answer. Past sheriff said the PM and Regent would be responsible, but that was last term and this Sheriff is no longer in office. Angel will reach out to them again to get someone to commit to submit a contract.
VALLEY OF THE SEERS: still in the petitioning WM phase and hasn’t yet submitted a contract.
Collin last checked the WM POB Tuesday 6/14/2016. Ian requested that Collin make sure to check and fill out the “date received by WM” line on the contracts when he gets them as a couple have lacked this information.
Motion to table the land contracts until next meeting.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Land contracts item tabled until July meeting.

NEW BUSINESS
I. Request for EIN# by BF. Azus was contacted via Facebook by Kelsey, who had been contacted by Crixus at BF, requesting to use the WM EIN# to get a cheaper permit cost for a BF park event. He needed it by June 14 but didn’t submit a form. As this doesn’t have any kind of form, we will consider this as recorded and no further discussion at this time.

II. Schedule next two WM BOD meetings:
First, schedule August meeting as this is the land audit meeting, to give Azus and BOD time to prepare. Azus posted on BOD chat; once audit schedule is set he is happy to put out the calendar unless we decide someone else will announce it. June 30 is the last day of the audit period. Tentative audit due date is July 31. This gives lands time (a full month) from June 30 to July 31 to get audits turned in. Typically, we give the PM two to three weeks to collect and process the audit submissions, and last audit period we held the land audit BOD meeting 2 weeks and 5 days after the audit due date. This provided a reasonable amount of time to reply to lands who needed communication and corrections. So to be consistent this audit period, that would make it August 20. Discussion was made to start earlier or consider another night. Originally August 20 was the same day as Dunes Day, but Dunes Day has been rescheduled to September 10 (needs to be changed on the WM calendar). That means there is not this conflict if we hold our meeting on August 20. We will start the meeting earlier (6 pm) as it is a long meeting, the last one was at least 3 hours long.

A Y
B Y
I Y
J Y
MB Y
MJ Y
Motion passes. The WM BOD land audit meeting is officially scheduled for August 20 at 6 pm.
AMENDMENT: As it has been discovered that the date for Dunes Day is in fact August 20 (was not changed from this date), the August WM BOD meeting will be scheduled for Saturday August 13 starting at 6 pm.

Second, schedule for July meeting: The third Saturday is July 16, but there are five Saturdays in July. Clan is the weekend of July 23, and Kalevra, Collin and Waterhammer will be unavailable July 23. Raven may be in southern California Saturday July 16. Collin made an argument that it might be better to have the meeting earlier in July (July 9) as opposed to later (July 30), in case anything comes up concerning the land audits. It would be better to have more time before the deadline to clarify items, and give lands time to make adjustments, before the audit deadline.
Motion was made to schedule the July BOD meeting for Saturday July 9 at 7 pm.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Motion passes. The July WM BOD meeting will be Saturday July 9 at 7 pm.

OPEN DISCUSSION
Will the land audits officially close July 31 at midnight? We will contact Azus to establish a concrete date and time. Discussion of who can make the official announcement was made. Angel and David will communicate and decide who will make the official announcement.

Motion to close the meeting.
A Y
B Y
I Y
J Y
MB Y
MJ Y
Meeting adjourned at 735 pm
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