2020 March BOD Minutes

Forum for members of the Westmarch BOD

Moderator: ravenb

2020 March BOD Minutes

Postby NoctuaImmortuus » Thu May 07, 2020 6:35 pm

Westmarch Board of Directors Meeting Minutes – March 19, 2020
Date | Time 03.19.2020 | 7:22 PM | Meeting called to order by Jodi Van Tine

Agenda
Roll Call
Approve Last Meeting’s Minutes
Old Business
• Website Move
• LARP Insurance
• Azus’ Contract
• Ashen Grove Contract
• Darkshore Update
• Audit Debrief
New Business
• Mistyvale NPO
• PM Turnover
• Tax Filings: SI-100, TB199, IRS199-N
• PM Tithes
• Meeting Venue, Recording, Live Stream and Notes
• Defunct Lands

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, Kim Richards (present)

Approval of Minutes
Brandy read meeting minutes from last month. Move to vote last meeting’s minutes – unanimous approval. Minutes are approved.

Website Move
Jodi asked if anyone had information about moving the CA Amtgard website, and if anyone had contact with Alysia and Ian about the move. Jodi will reach out to them to discuss. Move to table to next month – unanimous approval.

LARP Insurance
Em reads the estimates for the LAP Insurance –
Jodi asked for clarification if the price was monthly, yearly, etc.
Jodi requests to have Em post the document.
Em shares details with the new numbers: 1 Million General Aggregate – Youth (17 Under) is $277.44, Adults (17+) at 194 adults is $1310.44 with the total $1590.88 for the plan. The company is called Westpoint Insurance. $4.99/youth, $6.76/adult member.
Justin shares that this is in excess of revenue, even with event revenue. Em clarified that it would be a per year fee. If we ask people to pay when they sign the waiver, then it changes us to a pay to play game, certainly against our charter.
Jodi says we need to change our fundraising, but not sure that we can cover the fees. Another concern is with the potential loss of income from events. Jodi asks if this also covers events. Westmarch became liable for a bill in SSD, $1300.00; there is no such thing as not being insured – we can be personally insured or insured through a company. We have a massive liability right now.
This policy does not include abuse of children; but it does cover officers in the case of being liable for something.
Dues income …
We need to be self-insured. Liability issue for officers – someone disagrees with a ban and decides to sue, then we have to accept it.
Justin moves to dismiss LARP insurance: Brandy and Po abstain, everyone else votes aye.

Azus Storage Contract
Azus hasn’t signed the contract yet – Jodi to follow up.

Ashen Grove Contract
Goes to althing in April.

Darkshore Update
Jodi has the waiver form to fill out and sign. Waiting to see what happens with COVID-19.
$3210.00 to $3110.00 because didn’t need 2 of the picnic sites, if we check in at noon vs. 2 PM.
Criteria to cancel and get money back except $10 reservation fee is 21 days before. We have decided to talk to them today and the office is closed. They open back up April 7th (according to recording today). Discussed with Kim, will wait until last week in April to decide if we move forward or postpone until later.
Permit and the castle is a moot point. Everything is ready to go, just waiting to see how things change in the next few weeks to move forward or postpone until later.
We are on hold, everything is set up. Jodi will reach out and find out – nothing to vote on, etc.
$2 parking – need to decide if people pay at the gate or we prepay.

Audit Debrief
We didn’t debrief last time. Would have prevented the emergency meeting.
Misinterpreted unique average – it’s not month-to-month, but it’s over the entire period. There are some parks that didn’t meet the unique month-to-month but they did meet it based on the uniques from the other months.
Officers – Kingdom Corpora states that all officers must remain dues paid, and we have some officers are not dues paid. It’s not a ding in the audit, if they are not dues paid.
Em and Kim discuss requiring dues paid and voting eligible, but agree that officers should be dues paid.
Article 3 Section 1.4 All kingdom officers must maintain.
Kim will take it to Corpora Committee.
One land was missing signatures on attendance sheets, but there’s no guidance around attendance sheets. There’s always been a signature. One land didn’t have any signatures – is that a legal waiver, is it actually important.
Justin, there are no requirements to have signatures; the only requirement is that we have a list of participants.
We dinged a park before for signatures – should we care?
Reasons for parks failing – not meeting weekly. Want to bring up ideas for how to help lands meet audit requirements. This will tie into COVID-19 and waiving attendance.

Mistyvale NPO
Recommend that no one take over the NPO, Justin 2nd; unanimously passed.
No members sign for the Mistyvale NPO.

PM Turnover
Tabled for the next meeting.

Tax Filings: SI-100, FTB199, IRS199-N
Justin status – he has not started them yet. He was not aware that he was responsible, but he can have them done quickly. Deadline is May 15th. Justin will complete the forms this next week.

PM Tithes
Tithes are due.
Meeting Venue, Recording, Live Stream & Notes

COVID-19
Justin says we can’t make changes. This is not the right venue. This is for an althing.
Because we review the audits – we should have a say in what’s acceptable.
Corpora needs to change.

Defunct Lands
What do we do with them? Contracts do not have expiration or renewal dates. How do we clean up the audit sheet? Dragon Spine has a thing where if you fail a certain number of audits, they send them back to a freehold.
Justin to follow up and let us know next meeting.

Next Meeting
Brandy moves to schedule the next meeting.
Em moves to schedule next meeting for April 16, 2020 at 7:00 PM.
Unanimous.

Close meeting at 8:49 PM
NoctuaImmortuus
 
Posts: 11
Joined: Thu Dec 26, 2019 9:51 pm

Return to BOD

Who is online

Users browsing this forum: No registered users and 10 guests

cron