2020 May BOD Minutes

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2020 May BOD Minutes

Postby NoctuaImmortuus » Mon Oct 19, 2020 2:31 pm

Westmarch Board of Directors Meeting Minutes – May 7, 2020
Date | Time 05.07.2020 | 7:05 PM | Meeting called to order by Jodi Van Tine

Roll Call

Old Business
• Review and Approve April 2020 Meeting Minutes
• PM Turnover
• Tax Filings: SI-100, TB199, IRS199-N
• Website Move
• Defunct Lands
• Westmarch Zoom Account
• Quals and Coronation

New Business
• Feast of Mars Bid (FOM)
• Open Discussion re: Audits and COVID 19

Next Meeting

Attendance / Roll Call

Committee Members: Brandy Lee DeMarco Rodney (present), Bryan Kloberdanz (present), Em Grandinetti (present), Jodi Van Tine (present), Justin Smith (present), Kiana Nicole Brown (present), Kim Richards (present)

Review and Approve March Meeting Minutes

Will forward meeting minutes to Bryan via Discord or via Kiana.
Jodi requested correct to dollar amount for Darkshore.
Justin motions to approve minutes with minor correction. Passes unanimously.
Review and Approve April Meeting Minutes
Jodi motions to approve. Em seconds the motion. Passes unanimously.

PM Turnover

Justin and Kiana have not been able to meet and complete PM Turnover.
Justin reads the requirements per the Corpora.
Justin and Kiana will coordinate time to complete the turnover. Justin and Kiana will meet at the Wells Fargo on Truxel and El Camino in Natomas – and will determine the meeting time as soon as possible.
Justin motions to table this until June 2020 meeting, Kiana seconds. Unanimously approved to table until June 2020.

Tax Filings: SI-100, FTB199, IRS199-N

Justin has filed the FTB199 and IRS199.
Justin did not file the SI-100 because it’s only required once every other year. There is a $20 fee to file this yearly.
This is closed.

Website Move

Brandy to schedule time with Ian to discuss gathering requirements.
Brandy motions to table until June 2020, Bryan seconds. Unanimous approval.

Defunct Lands

Kim received a list of defunct lands. Kim reached out to the lands regarding closing out – Sylvan Reaches responded and determined that they would like to opt out. They will be able to regain membership.
There is currently no way to opt out once a contract has been signed. Once a land, always a land.
Brandy motions to table until June 2020, Em seconds. Unanimous approval.

Westmarch Zoom Account

Brandy motions to move to June 2020 althing, Kim seconds. Unanimous approval.
Zoom is $14.99 a month. Justin shares concern that this is adding a significant expense to tithe revenue.
Jodi asks if there are any other options to host and record these meetings. Jodi would like to see Brandy get reimbursed.
“We are asking for $14.99 a month so that we can use it for BOD meetings, group meetings, etc.”
Jodi asked to include a description of the implications.
Brandy motions to rescind the motion to add to althing to June 2020, and table until June 2020 BOD meeting for next monarch. Kim seconds. Unanimous approval.

Quals and Coronation

Kiana debriefed quals experience. There was no submission form – the entries were difficult to organize.
Justin states that he does not think the process was something that could have done well – it’s difficult.
Jodi’s recommendation is that we use the learnings from this experience, and being able to apply this to a future situation if something like this would reoccur.
No one qualified for monarch.

Feast of Mars (FOM) Bid

Kim shared that there was only one bid – Etah and crew. The bid was accepted for some time in October.
Etah contacted Jodi and she provided him information for the parks department – and the schedule. Etah is looking to request Oct 22-25, 2020. Kim uploaded the bid and secondary answers in the monarchy drive so that the information is available.
Next steps: waiting for Etah to confirm the dates and make an official announcement. (Dependent on State of CA opening up for scheduling.)

Open Discussion re: Audits and COVID-19

Jodi states that there will be significant changes to lands’ quals and coronation this year. For the purposes of audits, many lands haven’t ran tourneys, etc. How do we judge audits?
Justin reads Corpora verbiage regarding Emergency information as part of mundane laws.
Jodi would like to revisit this topic in June, as July is when audits get submitted, due August 1.

Next Meeting

Em moves to schedule next meeting for June 18, 2020 at 7:00 PM. Clenawe seconds.
Unanimous.
Close meeting at 8:18 PM
NoctuaImmortuus
 
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