November 2022 BOD Meeting Minutes

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November 2022 BOD Meeting Minutes

Postby Rose » Thu Dec 08, 2022 10:59 pm

BOD meeting Agenda

November 25th @ 6:14pm

1. Attendance & Roll Call:

Officer Members Present:

Amanda Giles, Andy Brown, Jodie Van Tine, Jordan Jameson, & Rose Brown

Not Present:

Ka’a Prouty

Monarchy Members :

Justin Smith, James Anderson

2. Review and approve

October 17th meeting minutes

Motion to Approve: Motion Passes

3. Platform for future BOD meetings

Discussed different options for trying to make the line streaming happen.

James Anderson will look into linking discord and OBS and see if he gets something running.

Motion to table. Motion passes.

4. Officer insurance: - Physical Address for Application Similar to Wells Fargo needed.

Address has been changed to match the bank. Relevant officers have a meeting on Thursday to get the paperwork, which will need to have the president's signature for. This is just for an initial quote.

We will get a quote response and will have a deadline to approve the quotes. Will go over that at the next meeting.

Motion to table till quotes received. Motion passes.

5. Ka’a Prouty having online banking access:

Relevant officer not present.
Motion to table. Motion passes.

6. Valonde Contract Status - Copy of contract sent?:

They received the contact, this issue is complete.

Motion to close. Motion passes.

7. Texas Principality Golden City - Request to remove from ORK December Deadline - Any Response?

Jodie Van Tine messaged Noah Parker and asked for the Principality to be removed from the ork. We relayed the previous requirements to joint Westmarch. Noah Parker stated that the land was set up in remembrance of a player, burning lands will be picking up the Principality and will no longer be listed under Westmarch as a principality.

Motion to close. Motion passes.

8. TR Banking issues - Liaison, Monarchy and Prime Minister report on update to securing closure of TR Bank Account. Jodie Van Tine to reach out to the account holder.

Jodie Van Tine reached out to relevant officers. Jodie Van Tine summed up the issues to date. The account holder has closed the bank account and sent proof. TR now has a cash box only account. It would have been nice to have a final bank statement, however it is too late and that is not available.

Motion to close.

Motion passes.

NEW BUSINESS:

Financial Summary of FOO, where and how was the money utilized?

The information was just submitted to the kingdom and there has been no time to review it.

Motion to table so relevant officers can review the information. Motion passes.

IBOD Funding Agreement:

Discussed the item. There isn’t really anything we can do but approve or stop being an officially recognized part of Amtgard. Rose Brown didn’t like the fact that Amtgard uses active players for emergency funds, but we have no recourse against it.

Motion to approve. Motion passes.

Post Office Box - Coming up for renewal.

We don’t use it much anymore and the bank no longer likes it for using as our post box.
There is a business where you get a mailing address and it forwards to your chosen actual address. Andy Brown said it was called a virtual office. What does our tax status require? Our tax status does not require a P.O. box. No, there is no benefit to WM for the P.O. box as far as tax goes. How much does the virtual office cost? And how much does the P.O. box costs $125 a year. It looks like at least one has $10 a month. The basic service gives incoming mail, 30 items, forwards to one recipient. This could be a good replacement and something worth looking into.

Motion to let P.O. Box close and look into virtual offices.

Motion passes.

Paperwork for Darkshore and Foo going forward. Kingdom to move forward to the BOD reviewing contracts instead of the event crat. The BOD will possibly be taking over event booking. We aren’t sure what this will look like. Who would handle reaching out and coordinating with the parks department> Probably the liaison.

Historically our BOD responsibility is not the creation of contracts but the review of contracts. If we want to expand our responsibility to coordination that would be liaison.

Before we used to have to wait till Jan to put in a bid for a date, but now we can do so 365 days in advance. We just need to get all the paperwork to be filled out and submitted for review, but we can tentatively reserve for both darkshore and FOM. That is the only real event change for this Darkshore and FOM.

Motion to table The paperwork for the Darkshore 2023 December for BOD review.

Motion passes.


SCHEDULE DECEMBER MEETING:

December 20th @7PM

ADJOURN MEETING

7:24 PM
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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