November BoD Meeting

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November BoD Meeting

Postby Fiks » Sat Oct 22, 2016 8:51 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 19th of November 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 same 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
Westmarch PayPal Update
Document Scanning & Digital Signing
Ashen Spire Financial Disposition

New Business

Open Floor

Schedule December Meeting

Meeting Adjournment
"How harmful overspecialization is. It cuts knowledge at a million points and leaves it bleeding."—Hari Seldon
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Re: November BoD Meeting

Postby ravenb » Wed Nov 23, 2016 5:20 pm

Westmarch BOD meeting notes Saturday November 19, 2016

SUMMARY
OLD BUSINESS
• October meeting notes read. Errors found and corrected. Item passes with corrections 4Y/0N
• PayPal (PP) update item tabled (PM absent. No information for review)
• Document scanning and digital item signing tabled (PM absent. No information for review)
• Ashen Spire financial disposition tabled (PM/Treasurer absent. No information for review)
NEW BUSINESS
• None
OPEN FLOOR
• Discussed reading of previous month’s minutes at start of meeting. Proposed new policy of condensing minutes as bullet statements or summary to shorten disproportionate time it takes to read minutes verbatim and posting as a summary at start of body of meeting notes.
• If there are errors in minutes posted in BOD meeting thread, other BOD members will add comments, which the secretary will review and change prior to the next meeting. If there are discordant comments, the president will review and clarify.
• Motion was made to present meeting minutes as a summary and allow corrections to minutes to be made by secretary/president, as BOD policy for future meetings. Motion passed 4Y/0N
• Collin will compile a document of items this BOD has discussed and implemented as policy, e.g. the policy just passed about meeting minutes, what we consider acceptable for advertising. He will create this document, which Ian will post in the “Important Documents” section of the website for future BOD review and reference. Motion made and passed 3Y/1N
Next BOD meeting scheduled for December 10 at 7 pm.

Meeting was called to order 1909
In attendance:
Ian Crawford BOD president
Jodi Begley BOD secretary
Justin Smith WM Monarch
Marcus Bergman BOD VP
In absentia: Angel Traub, Baylis Weaver, Robbie Starks, Mark P James


October 22 meeting notes read. Two errors found in financial discussion/audit of Ashen Spire.
Motion made to pass notes as read with corrections.
I Y
JB Y
JS Y
M Y
October notes will be corrected and posted.
OLD BUSINESS
1 PayPal update: Discussion on set up of WM PayPal account, readers, bank account setup. Robbie Starks is absent, so no information is available for discussion.
Motion made to table PayPal updates
I Y
JB Y
JS Y
M Y
Motion passed. PP item tabled to next meeting
II. Document scanning and digital signing. Ian/Robbie
Ian didn’t get a chance to play with the event guardian form and adding signature line. Robbie is absent so we have no information about digital form signing and scanning.
Motion was made to table digital form signing
I Y
JB Y
JS Y
M Y
Motion passed. Document scanning/digital signing tabled until next meeting.

Ashen Spire financial disposition. Baylis and Robbie are absent, so we have no information on this item. Motion was made to table to next meeting.
I Y
JB Y
JS Y
M Y
Ashen Spire financial review is tabled to next meeting.

NEW BUSINESS
None

OPEN FLOOR
A question was raised about, instead of reading the previous month’s meeting notes through, maybe we could post meeting notes and have members read before? When reading notes this time, Jodi realized that there were mistakes discovered by reading them. Would this be practical?
When Ian reviewed proper procedures for running a BOD, it emphasized you need a summary of the minutes to go over what happened, refresh it in everyone’ mind and put it on official record the minutes we are releasing to the people. It is a summary, not each individual line, e.g. cliff notes.
http://www.robertsrules.org/
Marcus gave an example of what a summary would sound like: “Meeting was called to order we had all in attendance except Jodi and Bryan. We approved previous month meeting. New business land contracts BP is a closed issue. VOTF, closed the land contract item. We had a vote, all were in favor unanimous. Item 2 of new business was WM PP proposal, motion made and was accepted to propose and give Robbie permission to set up a PayPal account all were in favor, new business….”
Read votes and subjects- is that acceptable? It needs to be that brief to avoid disproportionate time spent reading minutes versus actual discussion. This needs to be streamlined.
“Bullet points”- summarize any matter discussed, pros and cons, condense to essential essence- down to a sentence, maybe 10 words max per, votes and results of votes. For example, full detailed notes, cliff notes to read at next meeting (summary at top of actual minutes when posting for tldr version). Procedural recommendation for moving on from here, so we can set the procedure now for the next BOD.
Collin did point out the mistakes with AH/AS issue in the BOD meeting thread on November 6. Secretary can make corrections based on comments unless there are conflicting comments, at which time the president will make a final call? For example, in October minutes, Collin posted a reply advising check the AH/AS references. In the future, if the secretary sees someone making a suggestion, (s)he can verify and make the correction based on what they say, unless there is are conflicting comments, at which time the president will decide and clarify. We can always use the recording of the meeting for reference.
Motion to use this as a policy going forward
I Y
JB Y
JS Y
M Y
Motion passed to accept this as policy moving forward.


2. We keep putting in policies- does anyone write these down, or make as a collection of BOD policies, or “How to BOD book or pamphlet”. They are in the minutes. Something easier to read than Roberts Rules of order? For example, things like correcting issues in the minutes once posted, what we consider advertising, things we have discussed and agreed upon but we haven’t documented in a collection of “things”. It would definitely be a good idea to have a booklet the BOD has agreed to do policy-wise. If Collin wants to assemble a document on that, Ian will post in the website “important files” section and that way we will have it moving forward. Each year the BOD can review it in their January meeting, decide if they have any problems with previous BOD policies, discuss it, modify it, and vote to accept the policies and move forward from there. This would be a good efficient, streamlined and consistent way to do that.
Motion was made for Collin to compile a rules of order pamphlet for BOD going forward.
I Y
JB Y
JS Y
M N
3Y:1N Motion passes. Collin will create a rules of order document, pass it to Ian who will post it in the website to pass on the next BOD.
OPEN DISCUSSION closed.

Set date for December BOD meeting.
Proposed date: December 10 @ 7 pm. Alternative dates could be Tuesday 27th or Thursday 29th, as we need Robbie and/or Baylis present.
Motion made to schedule next meeting December 10 @ 7 pm,
I Y
JB Y
JS Y
M Y
Motion passed. Tentative meeting date set for December 10, 7 pm, pending communication with members not present.
Motion made to adjourn meeting.
I Y
JB Y
JS Y
M Y
Meeting adjourned 748 pm
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Re: November BoD Meeting

Postby Collin the Red » Thu Dec 08, 2016 9:47 am

I find no errors in the above minutes.
Baron Collin MacAbee current King of Westmarch
Squire to Sir Smiley
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