BOD MARCH MEETING MINUTES

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BOD MARCH MEETING MINUTES

Postby Rose » Sat Mar 26, 2022 2:28 am

March BOD Minutes
6:11PM Sunday March 20, 2022
Attendance & Roll Call
Elected Members Present:
Amanda Giles, Andy Brown, Jodie Van Tine, Jordan Jameson, Rose Brown
Not present: Brian Andrew, Christian Prouty
Monarchy Members Present:
David Zucker

Review and Approve Previous Meeting Minutes
Update:
Ashen Spire has a name change and exists as other land.
Motion to add to new business - remove Ashen Spire from active land list.
Motion seconded and motion passed.

Motioned to approve minutes - motion passes.

2. Audits -
What should requirements be for Sign in sheets?
Discord was discussed
Requiring physical sign-ins was discussed.
Using the MORK was discussed.

Jodie Van Tine stated that we need to make the requirement solid for the future.
David Zucker pointed out that the issue should be going to althing, but has not yet been announced.
Jodie Van Tine stated that if it is going to Althing, we should just voice ideas for what to do.
Mork, Physical signs ins and discord were briefly discussed.
Motion was made to table the discussion of attendance documentation
Motion seconded and motion passes.

Rose Brown brought up issues of changing verbiage for Audit due date and having a separate ledger.

The Corpora does not state that a separate ledger is required. Parks have been hit for not having a separate ledger both in the most recent audit, and past audits. Several ideas were put forward to discuss more secure methods of ledger production. It was brought up that these would all be corpora changes, and outside the authority of BOD to require.

Motion to have Jodie Van Tine ask the king, Brian Andrew to open a discussion on; Should a Separate Ledger, apart from that included in the unofficial Audit worksheet, be required to be submitted as part of the Audit process or should the ledger in that document be succinct. Requesting discussion be posted on facebook, CAamtgard.com the discord forums so as many people as possible can see it:
Motion Seconded, Motion passes.

3. SG Bank Accounts:

SG closed their bank account:
Motion to close issue: Motion seconded. Motion passes.

Contracts: Quixotic Valley

The contract is signed by BOD members and has been sent to Quixotic Valley - waiting on them to sign.
Andy Brown asked if there is a time limit we need this by?
David Zucker looked it up in the Corpora and found: The BOD must sign within 30 days of petitioning the park sending the contract back to us.

Motion to table as we are waiting on Quixotic Valley:
Motion seconded, Motion passes

4. Platform for future BOD meetings.

Motion to table as relevant officers are not present:
Motion seconded, motion passes.

5. Officer insurance:

Amanda Giles requested Quotes from 4 companies; Insuron, The Non-Profit Alliance, Infinity, and Travelers insurance. Insuron and Non-Profit Insurance alliance do not insure 503c7s non-profits.

Affinityhas assigned us an agent (Kathy Strum), and the application has been submitted. We expect to hear back this week.

Travelers, application submitted. Waiting to hear back from the agent. Michele M. Lafeur.

In order to have 4 quotes to choose between two new insurance companies where contacted: Cover Wallet and Mallory Agency.

Cover Wallet gave an estimate of $95, the Agent assigned to our application is Chris Collins. He can see other Amtgard associations that are insured through his agency in New Mexico and Washington, which bodes well for our application being accepted.

Mallory Agency - application submitted.
We also had the California Association of NonProfits recommended to us, and will use it as a fallback: They have a nearby office and will hopefully be meeting in person soon. Overall, Cover Wallet seems to be the most promising application so far.

Motion to table to next meeting:
Motion seconded, Motion passes.

6. Tax Filings
No updates. Has not been filed. The two filings are not due till next month and May, respectively. Waiting as Wellsfargo checks our filings and we don’t want to confuse Wellsfargo any more by changing information on them. Not technically due as they need to be updated every two years but we do so more frequently as we have more frequent member turnover.

Motion to table:
Motion seconded, motion passes.

7. Amtgard Tithes:
Brian Andrew not present. David Zucker has not heard back from Amtgard AI.
Motion to table:
Motion seconded, Motion passes.

8. Wells Fargo banking Issues:

Officers went to Wellsfargo - Wellsfargo kept saying they needed different documentation, then on receipt said they needed further different documentation. 2 hours were spent at the physical location with no progress. They stated we need to have full names listed in minutes along with a list of all officers and positions. We need to have another vote to remove Robert Starks as CEO, as his membership was ended July of 2017.

Motion Made - Davdid Zucker moves, that as Robert Starks membership with Amtgard, Kingdom of Westmarch, inc was ended July 2017, the Board votes to affirm that David Zucker will have Robert Stark removed from all Westmarch's accounts with Wells Fargo in every association.

Motion was seconded by Rose Brown.
Amanda Giles voted yes, Andy Brown voted yes, Jodie Van Tine voted yes, Jordan Jameson voted yes, Rose Brown voted yes.

Motion unanimously passes

Motion to table Wellsfargo Issues:
Motion seconded, Motion passes.

9. Website move:

We need $20 to keep Westmarch.online, the placeholder for our new website while we set up the new stuff. There is a lot that needs to be updated, but if we want to continue with moving the website, we need to meet with people to copy current information from the current website and move it to the new host. The layout should look pretty much the same.

Motion to table:
Motion seconded. Motion passes.

10. New Business:

Ashen Spire is defunct:

Needs to be removed from the current list of Westmarch lands:

Motion to remove:
Motion seconded, Motion passes:

Working on Defunct lands:

Do we want to start work on removing all defunct lands?
The Corpora has no process to remove lands. Jodi Van Tine stated could contact the king, Brian Andrew, to put forward an althing discussion.

Motion for Jodi Van Tine to contact the king, Brian Andrew, and ask him to open an Althing discussion on: How to add a process in the Corpora listing requirements for removing defunct lands from the active lands list.

Motion seconded, Motion passes.

11. Next Meeting: Saturday April 23rd at 6:00 PM.

12. Meeting Adjourned at 7:40
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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Rose
 
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Re: BOD MARCH MEETING MINUTES

Postby Rose » Mon Apr 11, 2022 7:06 pm

For those who want it in attachment format.
You do not have the required permissions to view the files attached to this post.
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)
User avatar
Rose
 
Posts: 190
Joined: Wed Dec 12, 2007 2:37 am


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