BOD FEB MEETING MINUTES

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BOD FEB MEETING MINUTES

Postby Rose » Thu Mar 17, 2022 9:56 pm

FEB BOD Minutes
6:03PM Sunday February 20, 2022
Attendance & Roll Call
Elected Members Present:
Andy Brown, Christian, Jodie Van Tine, Jordan Jameson, Rose Brown
Arrived Late: Amanda
Monarchy Members Present:
David Zucker, Brian

Electing Officers
President: Jodie Van Tine
Secretary: Rose Brown
Treasurer: Christian
Liaison: Jordan Jameson
Vice President: Amanda

Review and Approve Previous Meeting Minutes
Rose asked if the minutes could be posted on Facebook for ease of access
Minutes were read aloud
Christian Motioned to accept. David seconded. Motion passed

Audit Review
Christian asked for a clarification on what lands had bank accounts.
The answers were TR, WS, WH, SG
There was some question as to when MV closed their account

Andy voted as an alternate, due to Amanda not being present.

AH: Did not submit an audit. Fail
Andy: Fail
Brian: Fail
Christian: Fail
David: Faili
Jodie: Fail
Jordan: Fail
Rose: Fail

It was discussed and decided to list all the parks that did not submit an audit at this time. All these parks failed:
Ashen Sprie
Aureas Saltus
Fal Dare
Skyfire Bay
Sunfire Valley
Sylvan Reaches
Belial Peak: Did not submit an audit

Bremens Fortress: Excellent
Andy: Excellent
Brian: Excellent
Christian: Excellent
David: Excellent
Jodie: Excellent
Jordan: Excellent
Rose: Excellent - Noted the flier was excellent.

Clockwork Spires: Excellent
Andy: Excellent
Brian: Excellent
Christian: Excellent
David: Excellent
Jodie: Excellent
Jordan: Excellent
Rose: Excellent - Lots of dues paid members, especially for a new park

Crimson Wood: Pass
Andy: Excellent
Brian: Pass
Christian: Pass - Had no leger in their audit. It was confirmed they closed their bank account.
David: Excellent - Noted they have the most stringent Covid Requirements
Jodie: Pass - No advertising
Jordan: Pass
Rose: Excellent - Their letter said they were doing recruitment on FB and Discord

During discussion of Crimson Wood, it was brought up that the corpora doesn’t require a physical leger beyond that is in the audit package, nor does it say that the audit form is an official document that can dictate policy.
Christian motioned to table the discussion, because it was a corpora issue. Jodie seconded. Motion: Table the issue for Brian to take to a corpora review, to look at whether the audit packet was an official document.

Christian suggested doing a formal audit on anyone who did not submit a ledger

Mistyvale: Pass
Andy: Pass
Brian: Fail - Pointed out audit was submitted a few hours late
Christian: Fail - Concerns about missing money. Moved to accept MV’s audit despite late submission. Christian also noted that MV needed a formal audit
David: Pass - Seconded move to accept MV’s audit.
Jodie: Pass
Jordan: Pass
Rose: Pass

Nymirs Sanctum: Excellent
Andy: Excellent
Brian: Excellent
Christian: Excellent
David: Excellent
Jodie: Excellent - Praises Good advertising, and kept receipts for their cash flow
Jordan: Excellent
Rose: Excellent - Praised consistent quality online meetings

Siar Geata: Motion was made to move SG to the bottom of the list to allow time for Amanda to show up

Amanda arrived. Andy stepped down from voting

Seven Sleeping Dragons: Excellent
Amanda: Pass
Brian: Excellent
Christian: Excellent - Complemented banner
David: Excellent - Noted that Crown Quals was not held due to Covid
Jodie: Did not vote aloud. Tabulated as an Excellent - Question about a new website? Had a great banner
Jordan: Excellent
Rose: Excellent - Complemented banner, and attendance by park photo

Thor’s Refuge: Fail
Amanda: Fail
Brian: Fail
Christian: Fail - Missing bank statements and leger. Needs formal audit
David: Fail
Jodie: Fail
Jordan: Fail
Rose: Fail - Did not list results for officer elections

Valley of the Fallen: Excellent - great work. Keep it up!
Amanda: Excellent
Brian: Excellent
Christian: Excellent
David: Excellent
Jodie: Excellent - Wished they’d written a letter
Jordan: Excellent
Rose: Excellent - Praised the flier, praised the work the PM put into the audit

Wavehaven: Pass - Make sure to have crown quals and list officer elections next time.
Amanda: Pass
Brian: Fail
Christian: Excellent
David: Pass
Jodie: Pass
Jordan: Pass - Noted they did not have crown quals results
Rose: Pass - Didn’t list results of officer elections

Wyvern Spur: Excellent - make sure and have crown quals next time.
Amanda: Pass
Brian: Excellent
Christian: Excellent
David: Abstain
Jodie: Pass. Voted Excellent for a tiebreaker
Jordan: Pass
Rose: Excellent - Praised the audit for effort and cool graphics. Noted that they asked about uploading waivers to the ORK. Answered that the ORK disabled that ability.

Quixotic Valley: Did not require an audit, as the contract is still pending.

Siar Geata: Excellent
Amanda: Pass
Brian: Excellent
Christian: Pass - Expressed concerns about bank statements. Discussion was held that the bank account being in a person’s name exposed it to risk due to lack of protections. Stated that the information about the park treasurer and bank holdings needed to be available to the members of the park.
David: Excellent
Jodie: Pass - Noted that the Kingdom BOD can conduct audits at any time.
Jordan: Excellent
Rose: Excellent - Gave an explanation about how SG handles their finances in response to Christian.

Christian motioned to table the discussion about SG’s bank account until Christian and David could contact SG about it. David seconded. Motion carried.

Audits complete

At this time, Jordan needed to leave. Andy stepped back in as an alternate.

Contracts - How to get Pending contract signed was discussed:

Methods put forward where: Using digital signature to docusign. Forwarding PDF and having a digital signature, sending for digital sign and snail mail for those unable to do it as PDF and printing it out and having socal people sign, then scan to Westmarch.
Talked about how long we have left to sign. It was decided in the interest of time Andy would print, gather SoCal signatures, and then send to David.

Motion was made To table the rest of this issue until the next meeting when everyone has signed.

Next subject: Platform for future meetings.
Option: meeting via SKYPE. Discord - does not go to Youtube. Discussed continuing with Jodi’s personal Zoom.

Motion to table till we sit down with Jodi and David to test.

Create a group forum for pre meeting discussions somewhere other than messenger in order to meet transparency requirements and how to Livestream going forward.

Discord and facebook were discussed.
Discord - good for writing but bad for recording.
Facebook - Good for discussion, bad for livestream some members had reservations due to there being some members who do not utilize and would miss information.

OBS was suggested - good for multiple systems.

Create a thread on discord with important stuff #BOD which only the BOD can comment on with announcements of the BOD and have Kyle set one up

Motion was made to utilize the discord and add all announcements there and close out facebook chats entirely. Minutes, Audit results and all announcements be added to the discord.

Motion passes.

Officers insurance

We are waiting to hear back from insurance companies with quotes.

Motion to table - Motion passed, tabled until March

Yearly Tax filings.
SI100 - Got notice from the Secretary of State that the SI100 is due to be filed by April 30th of this year. Fee is $25 and the paperwork with needs to be filed with CEO CFO and Secretary listed. David stated he will take care of this.

Motion to table until march. Motion passes.

199/N tax filing due May 15.
Motion to table until march. Motion Passes.
Motion was made to table both until March so that name changes will flow better. Motion passes.

Tithes to Amtgard -

Are Tithes to Amtgard Inc due or not due? We sent a message to Amtgard AI but have not heard back from them.

Motion to Table. Motion Passes.

Wells Fargo Bank Issues

David stated this is still being worked on. Wells Fargo is being difficult.

Motion to table until march. Motion passes.

Website move

Jodi stated we were working last year on figuring out what needs to be done to complete. Needs to be on our Radar to move the website and not let it drop. David stated that people who were working on it have moved on and we need to start from scratch at this point.

Motion to table to march motion passes.

Call for New Business:

No new business was put forth.


Parks have until the end of February to re-submit missing materials. If they do that, we will need to meet earlier concerning Audit Revisions. Only eligible park would be Crimson Wood. Discussed how much time we would need to collect. David stated he would contact the park and find out if they are able to submit missing items.

The missing items are:
Bank Accounts statements; election results; Ledger

Motion to give until the 27th to submit missing information - Vote by Feb 28th. Results to be posted by March 1.

Motion passes.

10. When to meet next:

Motion to meet March 20th At 6:00

Motion Passes.
Far dearer the grave or the prision illumed by one patriot name,
then the trophies of all who have risen on liberty's ruin to fame!
(Forget no the field, Thomas Moore)
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