August 8 2022 BOD Meeting Minutes

General information, announcements, and discussions about Westmarch, Amtgard, and the LARPing life

August 8 2022 BOD Meeting Minutes

Postby Rose » Mon Sep 19, 2022 9:08 pm

BOD meeting Minutes
August 8 at 7:15 pm

1. Attendance & Roll Call:

Present: Andy Brown, Ka’a Prouty, Jodie Van Tine, Rose Brown

Not present: Amanda Giles, Jordan Jameson

Monarchy Members:

David Zucker Christine Stender

2. Review and approve July meeting minutes:

Motion to approve: Motion passes

3. Platform for future BOD meetings

Jodi Van Tine found how to youtube live, however needs more time to get it going. May ask for help with a trial run.

Motion to table until Jodi Van Tine can do research and figure it out:

Motion passes.

4. Officer insurance:

Need information from Amanda Giles.

Motion to postpone to the next meeting.

Motion passes.

5. Wells Fargo banking Issues: - Adding Ka’a Prouty and Justin Smith to Bank account

Got paperwork back from Ka’a Prouty, turned into Wells fargo. Should be good to go. When Ka’a Prouty tried to log in she was unable to do so. Ka’a Prouty was supposed to contact Wellsfargo to see if the issue could be resolved.

Ian Crawthord is also on the bank account. We need to remove Ian Crawthord, and then replace Dave Zucker with Justin Smith. Justin Smith will be calling Wellsfargo tomorrow to set up an appointment so that he can be added to the bank account. We need two people to be on the account so we really need to have Ka’a Prouty added so that we can remove Ian Crawthorn and Dave Zucker.

Item placed on hold until Ka’a Prouty returns to the meeting.

6. Website move - Unlocking CAAMtgard and moving information to new System

It’s done, the lands list is up to date, the officer list is up to date. We own our own domain and name and hosting is now in westmarch’s name and is paid through Westmarches Paypal.

Who is going to manage it? Right now the Monarchy will be the ones in charge of deciding that. It would be a good idea for a group to be set up to take over management, but those decisions will be in the hands of the Monarchy.

Motion to close out item:

Motion passes

7. Dark Shore - Breakdown of Financials

David Zucker made a post to the facebook. We made less than $5 profit. There was an issue returning the check from the Parks Department. The park has confirmed they returned the money, and we are waiting on paypal to get the money back to the Westmarch account. We cut the park a second check, as they refunded the first one. Ian Crawford is abreast of the issues, and everything is clear with the Parks Department, we are just waiting on Paypal to process the refund.

Motion to close:

Motion passes.

8. Petition for freehold of Valonde to join WM:

This item has been put on the althing. If it is refused we will have no more duties, if this passes we will need to begin to process the paperwork.

Motion to table pending althing results.

Motion passes

9. Results of research on what is legally required to be submitted to the state and Fed under our NPO 501C status

Every other year we are required to file an SI100 which lists our name, our mailing address, our chief executive officer (which for us is the King or Queen) and their mailing address, which is usually the P.O. Box, The name of the Secretary of the board of directors and the Chief Financial officer. It’s good to do it more often if there is a major change in officers, which happens a lot with our six month terms.

Federal Tax 199N: Our name, our mailing address, check a box that says we took in less than fifty thousand dollars, our website and our mailing address and the name of our principal officer which is the CEO, which for us is either the Monarch or our Prime Minister.

To state: How much money we took in. We put how much money Westmarch brought in, not sub lands because they have their own accounts.

Westmarch only counts how much we received in Tithes, how much we received in Donations and how much we made from Events. The individual land cash boxes do not feed into that. If Westmarch were to want to spend $20,000.00, we couldn’t just grab funds out of the sub lands coffers, because that is their own money, not Westmarches. So we don’t report that money.

The purpose for compiling the information was to report to the Monarchy on what is required for State and Federal Guidelines so they can make sure any changes to the audit process do not impact what is legally required for reporting.

Motion to close.

Motion passes

10. Texas Principality Golden City Status

Jodi Van Tine contacted Noah Smith - Asked if Golden City still wanted to join Westmarch. Noah Smith is going to check with the founders of Golden City. Most of the players who had wanted to join Westmarch have since retired, but he will check with the founders to see if they are still interested in being members of Westmarch. 6 Years ago there were several players who were more active in Westmarch than Texas.

If they don’t, then we will simply have to contact amtgard contracts and tell them to take Golden City off the list of Westmarch lands.

If they do, the Monarchy wants to offer them the ability to join as a shire. They would need to submit a contract. David Zucker says, how would we demote Golden City when they are a collection of parks?

Tirzah Brown states that it would probably go backward from the process to form a principality - Each land would have to be evaluated for land size status and then taken as an individual land. None of the lands under Golden City are even listed on our Ork as Westmarch lands.

If Golden City went through the process to join, and passed Althing which there is some indications that they did ( Though notes seem to indicate that Westmarch at least thought it was a mainly as a joke) then they should be given the option of remaining a land in Westmarch, even if the underlands are not part of Westmarch now. It would be our Kingdom's mistake, not theirs.

Not submitting an audit would be an auto fail, so having never submitted an audit they would have failed at least twice and would be up for demotion anyway.

Motion to table until we hear back from both the althing and Noah Smith.

Motion Passes.

NEW BUSINESS

1. TR Banking issues
Ka’a Prouty reached out to TR last audit period due to banking issues. It is difficult to ascertain what issues are new and which are ongoing from last term without her input.

Motion to come back to afterl Ka’a returns.

Motion passes.

2. Look into requiring lands to use audit form

Tirzah Brown - They are a good outline, but there are problems updating the official document and corpora items can update before the form is updated. If the form is a required document and doesn’t match the Corpora, that’s an issue.

Dave Zucker stated we could add something like, “If the Corpora doesn’t match the form, lands cannot be dinged for following the corpora instead of the form.”

This is not a BOD issue. The BOD can make recommendations. We would like for the packet to be required as it makes things easier for the BOD. We can make a recommendation but there isn’t anything for us to look through.

Andy Brown states that he is not in favor. He doesn’t feel like it’s a good move. Mostly because if the lands provide the information required, that’s all we can ask for. If we make the corpora say that forms required, then it’s required, but he feels like it’s draconian.

Ka’a Prouty states she is in favor as it makes the information easy to check and verify all in one place.

David Zucker makes a motion to have the Queen look into requiring the forms be used with the get out of jail free if any corpora amendments are passed before the form is updated.

As this motion is not unanimous a vote tally is taken in Alphabetical order

Andy Brown: opposed; Christine Stender: Aye; Ka’a Prouty: Aye; Jodi Van Tine: Aye; Tirzah Brown: opposed

Motion passes 4 to 2.

Motion to close:

Motion passes.

3. Is there anything the BOD could do to make having bank accounts easier for parks

How many parks have bank accounts? Technically 2.
Are they required: Only for principality
The problem of adding and removing people is big. It’s convenient for adding a paypal. Lands can get an EIN themselves. Pro of having a bank account is that it’s harder for people to physically pick up the bank account and walk off with it. Negative is all the different types of problems the kingdom has been having adding and removing people.

Westmarch could hold the funds for the individual lands. This could cause problems for Westmarch finances as the funds are not Westmarch funds. The recent problems have shown the importance of having multiple people on a bank account, so that funds can’t go missing if one person drops out of contact.

Motion to recommend an amendment to the Corpora requiring two people to be on a bank account.

Motion passes

It sounds like at this time, it doesn’t seem like encouraging the parks to have bank accounts is in the interest of the Kingdom. The banking issues outweigh the benefits, especially as most parks don’t have more than a couple hundred dollars.

Motion to close.

Motion passes.


4. CrimsonWood - change status from Fail to pass

We requested them submit the name of their PM and if their officers qualled. They submitted the information.

Motion to upgrade from fail to pass. 1 abstain, 4 pass

Motion passes - Crimson will be upgraded to pass.

Motion to close.

Motion to passes.

***As Ka’a Prouty is now Present we Circled back to Old Business item #5, and New Business item #1 as previously voted by the BOD.

Old Business item #5: Ka’a Prouty has been unable to log on to the Westmarch Bank Account online. Ka’a Prouty has contacted IT, however the issue has not been resolved. She has an appointment to go back into the bank, and hopefully can resolve the issue then.

David Zucker and Justin Smith will work on removing David Zucker and adding Justin Smith to the bank account pending positive election results. That will Leave Justin Smith and Ian Crawford on the account. Once the issues with Ka’a Prouty being able to log on and access the account are resolved, then they can work together to remove Ian Crawford from the account.

Motion to table until we can get a report from Ka’a Prouty on Log on issues

Motion passes.

New Business item #1

Ka’a Prouty summarized the issue which stemmed from the last audit period. The issue was handed over to the Kingdom Monarchy last semester. They did not check up on it, and did not realize it had been handed off. Robert Mott still has the account with TR’s name on it, which we need to be closed. He sent a gift card with some of the funds to the new Monarchy of TR, which left over $100 missing from TR funds.It would be good to have closure on the missing funds.David Zucker talked with the new TR monarchy on ideas on how to get into the account, but it was not successful. There isn’t much that the BOD can do. The major issue seems to be that the account is still open, with the park name being on the account.

We need to pass this over to the Liaison and the Westmarch Monarchy, who will talk to Robert Mott to have the account closed and to find out what can be found out about the missing park funds.

Motion to table this issue until the Monarchy and Liaison can work together to get this settled.

Motion passes.


SCHEDULE SEPTEMBER MEETING:

September 19, 2022 @ 7:00PM

ADJOURN MEETING

Motion to Adjourn

Motion Passes.

Meeting Adjourned at 8:47PM
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Re: August 8 2022 BOD Meeting Minutes

Postby Rose » Mon Sep 19, 2022 10:05 pm

For item 7 Darkshore Refund Ian Crawford was listed, but it should have been Justin Smith (the incoming PM.) An agenda item will be added for next Month's meeting to update the minutes to reflect the correct name.
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
 
Posts: 190
Joined: Wed Dec 12, 2007 2:37 am


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