December 2021 meeting notes

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December 2021 meeting notes

Postby ravenb » Sun Feb 20, 2022 5:47 pm

WM BoD Minutes December 2021

Westmarch Board of Directors Meeting Minutes
Date & Time: December 12, 2021, at 7:12PM | Meeting called to order by Amanda Giles
A video recording of the meeting is available at Facebook Live
Agenda
SCHEDULED - 11/14/2021 @ 7:00 PM PST
CALL TO ORDER
ROLL CALL
Amanda Giles
Brian Andrew
David Zucker
Eliot Richards
Grayson Grandinetti
Ian Crawford
Kim Gilchrist
Michael Rodney
ELECT A NEW VP
REVIEW AND APPROVE NOVEMBER MEETING MINUTES
OLD BUSINESS
* Wells Fargo Account Remediation
* BOD Insurance
NEW BUSINESS
* Quixotic Valley Contract
* Freehold of Valonde Discussion
* Defunct List of Lands
SCHEDULE NEXT MEETING
ADJOURN
Attendance & Roll Call (:)
Elected Members Present: Michael Rodney (Secretary), Ian Crawford (Treasurer)
Monarchy Members Present: David Zucker (Prime Minister)
Not in Attendance: Brian Andrew (Monarch), Grayson Grandinetti (Previous Alternate), Eliot Richards (Alternate-alternante),Kim Gilchrist (President)


Board of Directors
Monarch – Brian Andrew
Prime Minister – David Azuz
President – Kim Gilchrist
Vice President – (vacant)
Treasurer – Ian Crawford
Liaison – Amanda Giles
Secretary – Michael Rodney
Alternate – Grayson Grandinetti
Alternate-alternate – Eliot Richards


Review and Approve Previous Meeting Minutes
Approved

Old Business

Wells Fargo Account Remediation
• Wells Fargo account turnover. When things were changed over, Wells Fargo didn't do anything.
• Wells Fargo Corporate indicates Robbie Stark as CEO. Should have been removed and wasn't.
• To resolve this, we either need to all meet up in person, or adopt an Operating Agreement as authored and presented by David.
• Acting Chair will give a deadline to David to correct, sign, and submit Operating Agreement by November 6th, 2021. No protests. David will proceed.
• Update from David. Problems with mailing and currently in transit from Kim to Jodi. Should be traded off at coronation and presented to Wells Fargo the following week. Tabled until next month.
• David is on the account and has the card. Robbie Starks is still listed as the head. David recommends meeting some time after the holidays to meet and get that sorted. We are good for now.
• Motion to table to table until January, David. 2nd Michael. Approved.

BOD Insurance
• Should the Westmarch BOD acquire Directors and Officers insurance to protect us from liability?
• Amanda as Liaison will explore quotes and insurance information for us to talk about. Motion from David. 2nd Amanda. Approved.
• Motion to table until December – Jodi. 2Nd – Ian. Approved.
• Amanda has been researching the issue. Still trying to get quotes from 4 companies.
o Insuron - $103/mo
o Non-Profit Insurance Alliance - $600/yr – might not apply.
o Waiting to hear back from Affinity and Traveler's Insurance.
• Question: Does Westmarch have a “Do Business As” name. Westmarch Kingdom of Amtgard Incorporated – needs comfirmation.
• The more information she receives, the better it looks.
• Motion to table to table the item until next month. 2Nd – David. Approved.
Quixotic Valley Contract
We will need to setup the contract before next BOD Meeting. Email address of the Monarch has been sent to Jodi. E-Signatures will be acceptable for the new land sponsor form. Ian has found the old one and we can use that one as the new form. We might be able to set this up with.
Motion to use electronic signatures – Azuz. 2Nd – Ian. Approved.
We will try to use adobe first, then try other alternatives as necessary.
We may need an additional Quixotic Land Monarch email to complete.
Ian will attempt to configure the Adobe form and we will go from there.
Tabled until next meeting – approved.
David will work the contract in lieu of Ian.
Motion to table until next month. 2Nd – David. Approved.

Defunct List of Lands

Since we are down a few BOD members, Jodi would like to table the discussion until December.
Audit for lands who have not contacted Westmarch in a while should be performed.
The issue should be reviewed by the Monarch.
Motion to table until next meeting – Michael. 2nd – David – approved.

Website move
Brandy looked around for more reputable and affordable web hosts. NameCheap.com, which Brandy has used before, is the least inexpensive host that appears to be reliable. Shares screen: $2.18/month first year, $4.88/month after first year, plus $8.58 domain fee. Does not include taxes or any additional one-time fees that might apply. Wouldn’t know for sure until we are processing the move. Jodi asks about problems enumerated previous month; Brandy says this host appears to meet and even exceed our needs.
Ian asks about uptime. Brandy offers anecdotal evidence that she has a website there and she hasn’t had a problem with the websites she hosts with them being down. Jodi asks about Kingdom procedure for going ahead with switching hosts. Ian clarifies that we should only need a vote within the Board for the decision, and asks for a recommendation regarding which host they would prefer from Brandy and Bryan.
Bryan motions we go ahead with NameCheap.com as our webhost, Grayson seconds. No protests.
• Brandy Update: Still on the “to do” list. She will be working on it soon.
• January Meeting: Ian: Motion to table until February meeting. Brandy: 2nd. Approved.
• February Meeting: Christian motion to table until March, Ian 2nd. Approved.
• March Meeting: Update: Brandy: Website will be updated next weekend (March 27). Working with Ian to migrate data from old website. Ian: motion to table until next month. Grayson – 2nd. Approved.
• Brandy: Had an issue with some of the old forums and still working on moving it. Working with Ian and Support to help with the migration.
• Motion to table until next month – Brandy. 2nd Grayson. Approved.
• Motion to table until June – Michael. 2nd Jodi. Approved.
• Brandy needs to work with support services to see f they can help with out of date forum migrations without purchasing support. Kim: Can we archive? Yes, we can. She would need to have approval to go that direction and obtain approval of the move of the “caamptgard” URL name. Ian to look into that.
• Brandy moves to backup the existing caamptgard forums and download to Google Drive repository for posterity and create a new caamptgard forum in parallel. 2nd Jodi. Approved.
• New forums installed and tested. Working fine. Still needs a little bit of work. Difficult to work on with the full time job.
• Continue to table until next meeting.
• Brandy: Still having problems updating the site due to workload scheduling. Might be able work on it next weekend. Ian: Corpora updates have been done, but no change log. May version of Corpora has not been provided yet.
• Jodi: updates are a moot point until the website has been moved. David: caamtgard may not be needed as it should be in the ORK. Ian: request for API call to grab information from ORK and auto populate caamtgard. David may have that available.
• Motion to table until next meeting: Jodi. David: 2nd. Approved.
• Item move: Land and Corpora information out of date. Ian update: officers and land page has been updated. Still working on documents.
• Motion to table until next meeting: Jodi. 2nd Kim. Approved.
• No updates at this time – Brandy
• Brandy and David will continue to work on the website move.
• Motion to table until we receive an update from David and Brandy regarding the move – Jodi. Amanda 2nd. Approved.



New Business

TBD

TBD.

Schedule Next Meeting
January 23rd, 2022 7:00 PM

Adjourn Meeting (PM)
7:37 PM

Meeting Summary
N/A
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ravenb
 
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