December BoD Meeting

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December BoD Meeting

Postby Fiks » Sat Nov 19, 2016 9:15 pm

The Board of Directors for the Kingdom of Westmarch shall be meeting on Saturday the 10th of December 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
H&R Block Sponsorship
BoD Policy Sheet
New Land Contracts

Open Floor

Schedule December Meeting

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: December BoD Meeting

Postby Collin the Red » Thu Dec 08, 2016 9:16 pm

H&R block offer
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Re: December BoD Meeting

Postby Collin the Red » Thu Dec 08, 2016 9:17 pm

H&R block "contract"
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Re: December BoD Meeting

Postby Collin the Red » Thu Dec 08, 2016 9:19 pm

BoD "Handbook" v0.2
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Re: December BoD Meeting

Postby ravenb » Fri Dec 09, 2016 12:23 pm

WM BOD Handbook recommendations
Procedure for POBox
There is an annual fee, which runs from January to December 31. This is paid from WM account by BOD treasurer> Kingdom PM?
The POB is held in Sacramento (address).
Kingdom Monarch and PM each have a key, plus one other BOD member who lives close to the POB location.
Keys get transferred------
PO Box should be checked weekly.

Tax filings
3 forms:
1. SI100 goes to CA Sec’y of State. Filed biannually. $20 filing fee. Deadline for filing is _______without paying a penalty.
2. 199N: CA Franchise Tax Board. Annual. Filing deadline is _____________
3. 990N: Federal IRS. Annual. Forms need to be filed by May 15.

Baylis also mentioned making a “how to” document, creating logins, in the May 2016 meeting. I wasn’t sure exactly what he was describing so maybe he can elaborate.
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Re: December BoD Meeting

Postby Collin the Red » Fri Dec 09, 2016 5:37 pm

Tax and PO Box info added

Due dates needed on tax stuff
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Re: December BoD Meeting

Postby ravenb » Mon Dec 19, 2016 2:34 pm

Westmarch BOD meeting December 10, 2016
Meeting was called to order 706 pm
In attendance:
Angel Traub BOD Liaison
Baylis Weaver BOD Treasurer
Ian Crawford BOD President
Jodi Begley BOD Secretary
In absentia:
Mark James BOD alternate
Justin Smith WM Monarch
Robbie Starks WM PM
Marcus Bergman BOD VP
SUMMARY:
November meeting notes (summary) read and accepted as read.
Old Business:
Pay Pal update: The account has been set up, but further discussion was tabled due to absence of PM.
Document scanning and signing: No new information was available so item was tabled.
AS financial disposition: no information is available so matter was tabled. The Treasurer will compile a report to present to the 2017 BOD at their January meeting.
It would be nice in general to have the outgoing BOD have an in-person hand off for the new BOD to provide an orientation for incoming 2017 BOD members.
New Business:
Collin had presented a contract and flier from HR Block. Since it has nothing to do directly with the organization of WM/Amtgard, it is not a BOD issue unless a contract is signed. Since it is from an individual member, it should go to the King first, and then be presented to the BOD when it involves a contract. Motion to dismiss passed unanimously.
WM BOD Handbook: Collin started a document outlining policies and important items pertinent to the BOD. The first draft contains a lot of land audit items, general information on PO Box and keys, tax filing, and copies of Corpora sections on land audits, with sections describing parliamentary procedures. Ian volunteered to work with Collin to create a second draft. It was agreed that it was a good idea to have this document. A motion was made for Ian and Collin to refine this document, make it consistent with
other WM documents in format, and present it to the incoming BOD at the January BOD meeting as part of our handoff. Motion passed unanimously.
New lands:
Two potential new lands:
Clockwork Spires: submitted a contract for an Amtgard park only at this time
VOTS: messaged Chris (VOTS Champion). He wasn’t sure which contract they submitted.
Angel will contact them both.
Collin has checked the mailbox and there are no new contracts and said he’d check again next week.
Schedule for next meeting will be determined by the new BOD, so that’s it for us!!
Motion to close meeting *sheds tear* passed unanimously
Last meeting of the 2016WM BOD was adjourned at 741 pm.
OLD BUSINESS
1. PayPal update
This was tabled from last month since we needed the PM present. Unfortunately, Robbie was still unable to make the meeting tonight. Ian has seen emails in the WM Gmail account with information indicating that the WM PayPal account is up and operational, but we still need information from the Crown and PM as far as protocol. Since we cannot get that information now, a motion was made to table this item until January.
A Y
B Y
I Y
J Y
Motion to table PayPal discussion passed unanimously.
2. Document scanning and digital signing.
Since Ian did not get information on this, and Robbie did not get a statement ready for this meeting, a motion was made to table the document scanning/digital signing item until January.
A Y
B Y
I Y
J Y
Motion to table this item until January passed unanimously.
3. Ashen Spire financial disposition
The Treasurer had planned an investigation of this item, but has not been able to do it yet. He offered to continue this investigation January 21 (work break). A report on this item before the end of the year would be nice to present to the next BOD, so a suggestion was made that sometime after the New Year he compile a report and present to the next BOD, possibly in person at the January BOD meeting. A special guest, i.e. a celebrity!
Ian is also planning on being present (if not president) at the January (new) BOD meeting to provide a handoff and present the BOD policies document to the incoming BOD. Having a handoff and some sort of information transfer between BOD’s would be nice, as it was awkward for us in January to come in without any orientation.
Motion was made to table the Ashen Spire financial disposition, and have Baylis compile a report to present to the next BOD in January 2017.
A Y
B Y
I Y
J Y
Motion passed unanimously.
NEW BUSINESS
1. Our BOD VP presented a contract with and flier from a tax preparation company (HR Block). He thought that WM might be interested in partnering with them. It is a partnership program, where HR Block signs on with companies who then promote HR Block for their employees so the employees receive a discount on HR Block services. How much are HR Block services normally? The link Collin provided shows the discount at a retail store is $25; discounts for online and software were 35 and 20% respectively. HR Block prices tend to be higher so how much of a benefit this would be is uncertain. Regardless, this does not have anything to do with Amtgard, Amtgard in California or the BOD in any way so this topic is inappropriate for discussion here. The only way it affects the BOD is if it involves the signing of the contract. It would be more appropriate, since it comes from a single member of the populace, if it was presented to the Crown first, and then the Monarchy can discuss it, and pass to the BOD if it gets to a contract level. If Collin wants to pursue this, he should present it to the King, and perhaps put it an althing, both valid suggestions. Motion to dismiss.
A Y
B Y
I Y
J Y
Motion passed unanimously.
2. WM BOD Handbook and collection of interim decisions made by current at the time BOD. Whew. It is a collection of standing policies, several from past and several from Current BOD. This is a work in progress. It contains a large proportion of land audit items, a section for general information, e.g. PO Box and disposition of the keys, tax filings, a section that copies land audit corpora sections with notes how it specifically affects us, and then cliff notes from Roberts Rules of order. Roberts Rules of Order is a massive document written in parliamentary terms and is hard to use. It uses a lot of antiquated English and much of it does not apply to us. Even the cliff notes have a lot of outdated phrases, e.g. different ways you can vote (we only use one of the five different ways listed, by roll call). The most important part is at the end where it says “most importantly be courteous”.
This is a good start. It is a good idea to have a document like this that is a summary of what we’ve done. The next BOD can amend and add what they do, with basic procedures for the next BOD. It needs smoothing out, make it easier to read and eliminate the irrelevant Roberts Rules items. How much more should we do? Everything looks roughly good. We use a very informal version of parliamentary procedures so this needs the most editing.
For example, Item 3. Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example:
1. Call to order. YES
2. Roll call of members present. YES
3. Reading of minutes of last meeting YES – but not verbatim per meeting 11/2016.
4. Officers reports. Only if part of old business or added to agenda
5. Committee reports. Only if part of old business or added to agenda
6. Special orders --- Important business previously designated for consideration at this
meeting. Only if part of old business or added to agenda
7. Unfinished business. Only if part of old business or added to agenda
8. New business. Yes
9. Announcements. We call it “open floor”
10. Adjournment. Yes – our favorite part
Each one has notes on how this BOD handles this. Then there is a list of what our procedural outline is:
1. Call to Order
2. Roll Call
3. Reading of the minutes (Cliff notes)
4. Old Business (this may cover 4-7 of above list)
5. New Business
6. Open Floor
7. Schedule Next Meeting
8. Meeting Adjournment

That and an outline of the informal procedures we hold our meetings is all we would need there. Ian was hoping to take some time to put this into design and spruce it up to be consistent with other WM documents. Ian will try to get together with Collin to do that. Everyone agrees it is a good start and a good idea. Do we agree that it’s a good start, but needs more work, and as far as the actual listing of policies we like what we see? There was a motion last meeting that this document was something we wanted and voted to have Collin put it together. Should we suggest to the January BOD to put into their old business or new business to discuss it? They would need to have a vote to accept our policies since none of this really is in the corpora (except for the copied excerpts). Also, it is not in a complete enough place to accept as reasonable policy. Motion was made to return it as needing more work and refinement, Collin and Ian do further refinements and make it compatible with other WM documents, and present at the next WM BOD meeting.
A Y
B Y
I Y
J Y
Motion passed unanimously.
3. New land contracts:
Clockwork Spires: has submitted a contract to be an Amtgard park, but so far has not submitted a WM contract
VOTS: Vidya has messaged Chris (current contact person), who said VOTS has submitted a contract but not sure which contract had been submitted. He will get back in touch with Vidya 12/11 with more information.
No current action is warranted now as likely no WM contracts have been submitted, Collin is checking WM mailbox regularly.
It will behoove the next BOD to circulate their audit procedure in January. It should definitely be a standard January procedure to let lands know “This is what we’re looking for” to prepare for the audits in February. There was an unofficial discussion to have BOD elections in December in anticipation of this, but that’s neither here nor there.
Open Floor
Justin Smith posted in the informal BOD Messenger thread: financial situation of AS should resolve, not sure amount of money rises to materiality. Handbook looks like a good start but could use some format improvements.
Schedule next meeting: no item since this is the last meeting of the 2016 WM BOD
Motion made to adjourn the meeting:
A Y
B Y
I Y
J Y
Meeting adjourned at 741pm.
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Last edited by ravenb on Thu Dec 22, 2016 1:06 pm, edited 1 time in total.
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Re: December BoD Meeting

Postby Collin the Red » Mon Dec 19, 2016 2:59 pm

You duplicated lines 7 and 8 of our current procedures.
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Re: December BoD Meeting

Postby ravenb » Thu Dec 22, 2016 1:07 pm

fixed
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