Westmarch Board of Director’s Meeting
May 17, 2018 7:00 p.m.
https://www.youtube.com/watch?v=I-22saaaKBE (May)
Call to Order and Roll Call
The meeting was called to order and a roll call was made.
Those in attendance are:
Ian Crawford (Fiks), President
Jodi Begley (Raven), Vice-President
Kim Richards (Gilchrist) (ElSpeth), Secretary
David Zucker (Azus), Prime Minister
Marcus Bergman (Collin MacAbee), Monarch
Robert Mott (Euric), Treasurer
Elisa Mott (Nakita), Liaison
Reading of the Last Meeting's Minutes
The meeting Ian Crawford’s notes from the April 2018 BoD meeting were read. A motion to accept the notes as read and accurate and voted on; passing unanimously.
Old Business
P.O. Box Keys update: the issue is still pending. A vote to table until the June meeting was made and seconded. The vote passed unanimously.
Feast of Mars 14 Monterey Parks Application. Autocrat, Matt Bryant supplied the new application and also an EIN request because the parks department is asking about it. Details about new questions from the parks department were discussed and clarified. Recommendations regarding the equipment, alcohol serving, and volunteer list questions, along with a beneficiary correction will be forwarded to Matt Bryant.
The EIN request form. The motion to approve the EIN form was made and seconded. The vote passed unanimously.
The motion was made to give Matt Bryant the BoD’s recommended corrections and blessing to submit the application, once corrected, to the Monterey Park’s Department. The motion was seconded and the vote passed unanimously.
A motion to table further Feast of Mars discussion until the June BoD meeting was made and seconded. The vote passed unanimously.
Elisa Mott reported on the Amtgard International—Westmarch Incorporated Fundraising. She reports she reached out to the Westmarch new monarch. Marcus Bergman reported that Tarathena Sager has accepted the volunteer position with this issue. Elisa will reach out to Tarathena Sager (Bill) and Jason Chapman (Gorin) for inclusion in a discussion group for the fundraising. Marcus Bergman requested to be added into that conversation as well. He also reported that the Circle of Monarchs has been informed that Amtgard International is requesting $1,000.00 from each Amtgard Kingdom for the 2019 budget. It is unclear whether the fundraising will alleviate the need for $1,000.00 or is in addition to that amount requested.
A motion to table the discussion on the fundraising until the June meeting, was seconded, and the vote passed unanimously.
New Business
Darkshore after-event report. Jodi Begley reported that she posted a spreadsheet on the forums with details on monies taken in at Darkshore. It also shows a summary of expenses, event costs, and totals. Estimated costs were $4,808.00; actual costs were $5,026.00. Income estimate was $7,000.00 (not including the $400.00 deposit); actual monies taken in were $ 7,096.94.
Jodi also reports she has reached out to the parks department regarding the higher cost of using the De Anza building and reporting issues with the declining condition of the kitchen facilities (with specifics on what appliances don’t work). The parks liaison is sending someone to inspect the kitchen. It is our hope the facilities will be repaired before Feast of Mars and/or we are issued a refund for the difference between the higher amount charged and the amount the kitchen building was rented to us for previously.
Jodi also talked with the parks liaison about the problems with the Civil War reenactment group occupying areas of the park we rented and also their ongoing cannon fire throughout the day. They had rented a separate area but set up on our rented space. We are asking for a reimbursement of money paid on an area we were unable to use.
The total net profit from this Darkshore, without any refunds or the deposit return, is $2,071.00.
A discussion ensued about whether the $400.00 of the Darkshore profit, which traditionally is put back into the Darkshore event fund, is enough. Jodi proposed changing that amount to a larger number to account for rising site costs. David Zucker pointed out that is a decision between the Darkshore autocrats and the Monarch. An althing vote would be necessary to raise the dollar amount if they so choose. Ian Crawford pointed out that this not really a decision for the BoD, other than to make a recommendation.
A motion was made to table Darkshore XXI and was unanimously agreed upon.
The next discussion item was Westmarch Wars. Ian Crawford reported we have not received an official application from the autocrat. Paul Wilkins was invited to join this BOD discussion to report on the event. He accepted and joined in.
Concerns were raised about wording in the contract forbidding bows and that a park ranger might not see Amtgard arrows as safe enough to be an exception. Paul reported having discussed this specifically with the contract company running the site. He says they have no problem with the safety of our equipment.
An additional concern was raised about whether the contract company approves of the activities planned for Westmarch Wars. Paul reports he has a verbal approval but nothing in writing. He further reiterated that the area rented is located away from day use areas.
A question was asked about leashing dogs on a limited length of six feet. Paul reports security will tell people with longer leashes about it. The BoD recommends he make this fact known to potential attendees prior to the event.
The contract restricts use of alcohol in day use areas and so the question of whether this applies to the area we are renting was raised. Paul reported that the limitation is for day use areas only; the camping area is not considered day use.
A clarification was asked for, regarding noisy generators. Paul assured the BoD that the area rented for Westmarch Wars is far enough away that any noise made by a generator wouldn’t be a problem.
The BoD is also recommending being proactive regarding policies of use of marijuana, despite it not being specifically limited on the application.
Next, a question regarding a paper form of the contract signed online—will one be available? Paul reports he doesn’t know but the contractors may not want to create a paper trail that could cause waves with the state parks. He clarified the role of the contractors as running the park. He paid the state through their online reservation website.
Last, a question came up with regards to the potential of limited fire use and no smoking imposed by the parks should there be a high fire danger in the month of August. Paul said he had no answer but would find out. The amount requested from Westmarch was confirmed as $1,700.00 and to be sent to kingdom althing for a vote. He also reports plans to obtain additional insurance over what the parks department is asking. However it was recommended not to spend the money if the parks department isn’t specifically asking for it.
A motion to table Westmarch Wars until the June BOD meeting was made and seconded. The vote passed unanimously.
The next issue is Audit preparation. It was decided to discuss this now, rather than wait another month. The official end of the audit period is June 30th. The due date for audits was clarified as August 1st at midnight. Requirements were discussed and clarified.
It was mentioned and recommended that the BoD members reach out to assigned land prime ministers, as has been done in the past. There are several groups with potential issues at this time who may need extra support. Kim agreed to compile a list of current Prime Ministers. There are sixteen active lands currently.
A motion for our current game plan is for Kim to compile the list; the BoD to contact those lands’ prime ministers; report in the June meeting, was seconded, and the vote passed unanimously.
Ashen Spire has sent a letter petitioning a name change from Ashen Spire to Nymyr’s Sanctum. They are requesting the start date remain the original starting date of Ashen Spire and that members’ start dates also remain the same. A new contract will be needed for Westmarch but it is unclear on whether Amtgard International Board of Directors will also need a contract. Until that is signed, audits will remain as Ashen Spire. Robert Mott agreed to contact AIBoD.
A motion was made for Robert to contact the AIBod and for us to contact Nymyr’s Sanctum to start on the contract paperwork for Westmarch. It was seconded and mutually agreed upon.
Open Floor
An issue with the Kingdom of Celestial Kingdoms was brought forth. A long and lively discussion ensued; however it was pointed out this is not a BOD issue. Advice was imparted and the issue abandoned.
Next was a concern about event funding with regards to money from one event falling over into the next and the time between when an event turns in funds after their event and the next event needing money for fees and applications early. Should bids be asked for earlier? Pros and cons were discussed and it was decided this was, again, not an issue for the BoD to decide and the issue set aside.
Schedule June Meeting
The next BoD meeting is scheduled for June 12th at 7:30 p.m. The motion was made and seconded. The vote passed unanimously.
Meeting Adjournment
With no further business, a motion was made and seconded to adjourn this meeting. The vote passed unanimously.
Transcribed by Kim Gilchrist—Westmarch BoD Secretary