July BoD Meeting 7/9 @ 7pm

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July BoD Meeting 7/9 @ 7pm

Postby Fiks » Sat Jun 18, 2016 7:52 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 9th of July 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, BP, VotF)

New Business
Audit Meeting Prep (Financial Records, Advertising Requirements)

Open Floor

Meeting Adjournment
"How harmful overspecialization is. It cuts knowledge at a million points and leaves it bleeding."—Hari Seldon
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Re: July BoD Meeting 7/9 @ 7pm

Postby ravenb » Fri Jul 15, 2016 10:51 am

WM BOD Meeting notes July 9, 2016
Meeting was called to order 700 pm
Roll call:
Angel Traub BOD liaison
Baylis Weaver BOD Treasurer
David Zucker WM PM
Ian Crawford BOD President
Jodi Begley BOD Secretary
Marcus Bergman BOD VP
In absentia:
Mark James BOD alternate
Bryan Wheeler WM Monarch
Minutes of the June 21, 2016 BOD meeting were read. Ian made a motion that the minutes be amended to show we had a vote to reschedule the BOD land audit meeting to August 13, due to a conflict with Dunes Day on August 20.
Vote was made to add the amendment:
Angel Y
Baylis Y
David Y
Ian Y
Jodi Y
Marcus Y
Vote was taken to approve the amended minutes.
A Y
B Y
D Y
I Y
J Y
M Y
Minutes were accepted with amendment and will be posted to the BOD minutes and officers thread.
OLD BUSINESS
I. LAND CONTRACTS
Skyfire Bay: Ian heard back from Koran, got the address, sent out July 6 and also sent a copy to Azus, who confirmed he received it. Status: Completed.
Belial Peaks: Angel has reached out twice to new Sheriff; June 19 and poked again today. She still hasn’t heard anything back yet. Angel had a question as to who is normally responsible- should be the Sherriff? - so she will wait to make sure she proceeds according to protocol. Since the contracts specify Monarch and PM, she will see if she can contact their PM (Serenity Collin) for a response. Status: Still open.
Valley of the Fallen: The contract was to go to Kalevra the next day after the June WMBOD meeting (6/19). Collin wasn’t at TR to hand the contract off in person, so the contract went to Tiberian to give to Kalevra, but Tiberian gave it to Effani instead since Kalevra was not at TR either. Kalevra cannot be reached currently as he is travelling and phone battery exhausted, so Collin will check with Kalevra to find out if he got the contract to sign. Status: In process with Kalevra as of June 19.
No new contracts. Mailbox last checked by Collin Wednesday July 6.
Motion to table land contracts
A Y
B Y
D Y
I Y
J Y
M Y
NEW BUSINESS
I. LAND AUDIT PREPARATIONS
As the next meeting will be land audits, we will have a discussion now in order to clarify what we will expect on some of the items that were difficult last audit, specifically proof of advertising and what exactly is a financial record.
A. Proof of Advertising
Cards and flyers are nice, but they need to be displayed or distributed, actually shown being used for advertising. Historically we have not required proof of its being used, just a current copy of flyer or card. If you can show a current flyer or card that’s nice, it’s proof, but if you show it is being used that is unassailably accurate. That’s the degree- minimal proof or demonstration of definite advertising and recruiting. Can you get an excellent for just having cards or a flyer, or does that require more definite proof of active distribution and use? What is the line between “That’s enough” (pass), and “Hey they are actively advertising and recruiting” (excellent)? Our conclusion last audit was that proof of advertising materials does not equal proof of advertising. Not everyone will interpret the Corpora that same way, as it is not clear.
“Article IX. SPONSORED CHAPTERS. Section 2. Audits, 2.a. ii. Proof of advertising their chapter, such as a flyer for a demo.”
Reviewing notes from the last meeting showed a note saying we were going to poke the next Monarchy about how they felt about this issue, but that hasn’t been done yet, and the Corpora Committee has not reached this section yet. Azus did start the discussion on FB, with multiple types of advertising, local advertising, more as an unofficial PM thing saying here’s what we had, rather than this is what the BOD is looking for. An official attempt was previously made to identify what the BOD wants specifically and turned down.
Advertising material per se is not proof of advertising. One is an action verb; one is a noun. Yes, you have the material, but did you use it? Tell us how you used it. Stuff without action is not proof.
So if we say, give us the copy of the card/flyer but also tell us what you did with it. Physical proof plus their word of their actions will qualify. However, if they say “Hey we handed out business card” but do not supply proof of having a card it will not qualify. So with this information, as the audit period ended 9 days ago, the lands should be able to go back and describe what they did with the advertising materials to meet this requirement if they have not already done so in their original submission.
As an example: Unassailable - TR picture of Alelia handing out business cards after River Cats game plus River Cats demo ditching pictures plus copy of tickets.
Material plus action of distributing it is required for meeting the requirement for advertising 100%.
Material only => not an excellent, but not a fail in itself, only in combination with two other areas that are insufficient. If there are two other “grey” areas, this would not make it fail, but definitely not an excellent.
Also, just having a FB group is not enough, there has to be some action, such as paying to promote page, or spreading via flyers or cards, that would be considered proof. Demo has to show up on Con schedule or photos of demo performance at the event.
Screenshots of websites: must be dedicated to a specific group; name, time, place, call to action to encourage people and provide information. Meetups are excellent. Craig’s list needs to show account history, recent payment to keep current, or a ledger that shows even a couple weeks to meet the minimum requirement even for an excellent.
B. Financial Records
Corpora Article IX. SPONSORED CHAPTERS
Section 2. Audits. 2.a.iii. Copies of financial records and ledger for the past six (6) months.
Section 2. Audits. 2.a. iv. Copies of bank statements, if applicable.
Last land audit meeting we interpreted that to mean not only did they have to have the ledger portion of the audit form filled out, but they had to show proof that there was a paper or electronic copy of a ledger that they were using. The audit form they fill out is IN ADDITION TO scanned paper ledger, pdf excel form and receipts to show they are keeping records. Ledger in audit form is enough for the ledger portion, but they still have to show they are keeping records, e.g. copies of receipts, e.g. dues and supplies, printed copy of ledger, screenshot of electronic ledger. WM does not consistently issue receipts for tithes.
When is the due date 30th or 31st at midnight? July 30 was due date previously posted by Azus, audit period Jan 1 to Jun 30, 2016. Discussion of whether to extend due date to MIDNIGHT JULY 31 was held, as it will give lands an extra day. Ian has offered post and help any lands with their audit submissions.
Motion to accept land audit preps as competed.
A Y
B Y
D Y
I Y
J Y
M Y
Accepted prep as completed.
Azus will make the announcement.
AUS, MV, CW and WS are already available for review in Google drive, and Ian requested that links be posted in land audit meeting thread as they become available.
Open floor: no items.
Motion to adjourn
A Y
B Y
D Y
I Y
J Y
M Y
Meeting adjourned at 743 pm
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