BOD AUGUST 7 2022 MEETING MINUTES

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BOD AUGUST 7 2022 MEETING MINUTES

Postby Rose » Sun Aug 21, 2022 4:53 pm

BOD meeting Agenda
August 7 2022 5:00pm

Present: Amanda Giles, Andy Brown, Jodie Van Tine, Jordan Jameson, Rose Brown

Monarchy Members Present:

David Zucker Christine Stender

Elected Members:
Amanda Giles, Andy Brown, Ka’a Prouty, Jodie Van Tine, Jordan Jameson, Rose Brown


1. Attendance & Roll Call:

2. REVIEW AUDITS

Two parks were listed as wrong land size on the Audit Spreadsheet - Fal Dare should have been listed as a shire, and Mistyvale is a Duchy.

Motion made to list all lands that submitted no audit, vote on failing them as a group and skip them as we go down the list later.

Motion passes.

Aegir's Hall, Aureus Saltus & Belial Peaks were required to submit audits and did not do so.

Quixotic Valley does not need to submit an audit and will not be included in the vote.

Motion to fail the first list of parks

Motion passes.
















Ashen Grove:

Really nice business Cards - really nice.
They were also down for two months due to half their park having covid, with one of their main monarchy members being in the hospital in a coma for a few months. If the months they were dark are discounted, they maintain membership.

Jodi pointed out that they were working hard at facebook advertising. They’ve had a steady growth during the months that they have been open.

There was an issue that the Ledger appeared to have 2 people dues paid, whereas they listed 4. David Zucker explained that members had paid dues to the Kingdom directly, so the number actually represented 4 people. Their numbers were good, but it would be good in the future if they listed the members who paid dues, so that anyone looking at the ledger would know who had paid dues without having to reach out to the previous PM to get clarity.

Unanimously Voted Excellent.

Bremen's Fortress:

Hosted a joint quals with Valley of the fallen. Jodi liked their sign in sheets and their ledger. Rose liked the fact that their Ledger allowed for outside parties to leave comments for the park (Not that it was needed as the Ledger was very well put together) . Jordan noticed that some people had paid for the whole year, and asked how the Kingdom would need to track that. David Zucker stated that they would just need to remember to list that person for this tithes and for next tithes. It might be a good idea for the PM to list an annotation of this to make it clear, however it probably is not a big deal as it is listed for the person so most PM’s should be able to figure it out.

Unanimously Voted Excellent.

Clockwork Spires

They are looking to move up to a Barony: They did not have Photos of advertising, but they mentioned both advertising and doing a demo. There was an argument if there needed to be pictures of advertising in order to count, however Dave Zucker stated that the requirement was for there to be a written description so their statement that they advertised is good enough. They have had excellent growth and they have pretty much every position filled, which is an excellent indicator they are ready to move up in status.

Unanimous Excellent









Crimson Wood:

Rose had a question on what was required for quals results. Are they specifically required to list 1st 2nd and 3rd for each category, or is the winner sufficient? There is nothing that states it needs to be in a specific format, they listed that they held quals and had the winners. It was brought up that they did not list if the other officers outside of Regent Qualled or were Pro Tem, and it did not list if they had a PM. They do have a PM and they do meet office requirements for their land level. There was no letter, which is not required. They are a Duchy which needs 30 attendance, which they didn’t meet. Giving a pass on attendance was discussed, but several members did not feel this was valid. Their attendance was around 17 a month. It was discussed that a lot of their numbers were online, however it was stated that they were told they would not be hit for that. It was clarified that the number needed by Dutchy is 75% of 40 which is 30.

Vote was taken

Amanda Giles fail, Andy Brown Fail, Jodie Van Tine Pass, Jordan Jameson Fail, Rose Brown, David Zucker Pass, Christine Stender Fail

They will need to list their entire monarchy and their entire Quals Results.

Motion to talk about how to collect this at the end of the meeting:

Motion Passes.

(Later given a score of Pass due to having received information. - See endnotes and BOD discussion on discord for more information.)


























Fal Dare:

Fal Dare has had a lot of problems. They had their park, no one was showing up, the two people who were left because everyone else left and the current prime minister had no idea what to do for the Audit and helped them get the audit packedge put together and submitted. They posted a new facebook photo and are trying to resurrect their park again. Their old prime minister moved and the new monarchy basically started from scratch. They are very worried about going under, but are trying to resurrect. They have a really nice flier (Probably should get a dragon for it if they don’t have a bunch.) They did not have Crown elections, but they are not required to hold them. As there are only about 2 members it is likely they had a one two three not it election. It would be good for Shires to run Quals anyway if they're doing well and looking to advance, but it is not required. It was pointed out that Shires are *NOT* required to show election results.

They took their unique average for just the two months they were active. It throws off the numbers for looking at promotion 6 months from now, member stated that perhaps we should just give them a pass because of the numbers. Other members that we need to have a corpora supported reason in order to give them a ding. The question was raised of why they were unable to meet beforehand. Ashen Groves had members isolated because of having Covid, and then because they had people in the hospital. Was there a reason they couldn’t have met online or even every other week?

A lot of the members left and started another park, while leaving very few people behind to meet. Andy did the math and stated that their attendance numbers were high enough, however they didn’t meet every other week, which is something that is required for them.

Amanda Giles Pass, Andy Brown Pass, Jodie Van Tine Pass, Jordan Jameson Pass, Rose Brown Pass, David Zucker Excellent, Christine Stender Pass

Final Result: Pass





















Mistyvale:

They seemed like they had a lot of problems with their financials stemming from the previous Audit period. The running sign in the spreadsheet was interesting. Why does Judge keep adding money to the cashbox? Several members felt like it was that he donated money and didn’t write it anywhere in the ledger. It’s not great, but at least money wasn’t missing. It seems to be something the prime minister is aware of and is trying to fix. There were missing copies of sign and sheets, which they were unable to enter into the ork due to the loss. They are also under numbers for a Dutchy. For the Money thing, it sounds like it was a pass over from the prime minister. Was it something this audit rein or was it from the previous audit reign?

Their PM disappeared early in the reign, so their Monarch took over taking money, the scribe took over entering credits, and they just got a new PM last week, so it’s pretty recent. When did this actually happen? The answer was March, so it was during this audit period a little. Their advertising was a description of their demo in fairytale town. Jodi Van Tine heard good things of their demo from her coworkers. There were some other demos mentioned, but fairytale was highlighted. There was a question if they were a Ducky or a Barony - They signed it as a Dutchy, they used a Duchy form, they were listed as Dutchy on facebook and Rose remembered voting for them as a Dutchy. Rose stated that she believes that our form was just wrong. It is mentioned that their attendance did not meet Dutchy requirements.

Vote:

Amanda Giles Pass, Andy Brown Pass, Jodie Van Tine Pass, Jordan Jameson Pass, Rose Brown Pass, David Zucker Pass, Christine Stender Fail

Final result: Pass


Nymyr's Sanctum:

They really struggled as a shire. For attendance requirements, they should be given credit. They worked hard to advertise on Come Try Larp for the kingdom, they held Kingdom Quals, but none of their members participated. Their numbers were too low, their audit was really well put together. It sounds like they had a lot of difficulties and have been working really hard to overcome those difficulties.

Amanda Abstains.

Remaining members unanimously voted Pass.

Quixotic Valley:

Not required to submit an Audit for this period.







Seven Sleeping Dragons:

Barony level. They wrote a very nice letter, it was entertaining and made us smile. Audit packet was very clear and well put together. They did not hold quals.

Unanimous Pass:

Siar Geata:

They had 39 unique sign-ins. Cecil's Birthday we had 31. Everyone chimes in with comments about that being yesterday and outside the Audit period. Rose Admits it was not and apologizes. Dave misses the old sign-ins with all the silly commentary at the top. Dave comments that SG is currently the only land bigger than his land. Rose answers that SG is currently the highest attended land, having passed Mistyvale, but hopefully they’ll get back to their precovid numbers soon. Pre pandemic that was always the goal, to beat Mistyvale who had the #1 spot.

When they listed their monarchy, they didn’t list if they were pro tem. They listed it under quals, but they didn’t list it on the Monarchy list, they just listed their names.

Unanimous Excellent.






























Thor's Refuge:

The Wells Fargo bank account is a big concern. How did they get to the balance? Bear Bear has been leading a recruitment campaign that seems to be doing really well, and has been bolstering their numbers. The bank account not being accessible is a big deal, and there seems to be money missing from the ledger. The previous PM had stuff in his Van and it was broken into and stuff was stolen. The next PM didn’t have access to the bank account. Apparently Wellsfargo has increased their security, so that’s been causing problems even for Westmarch. Having someone out of state, with a lot of the account information stolen, it’s been difficult. They figured out the best guess of how much money they had and got a gift card filled with money out of the bank account. It looks like there is $5 in the savings, and that’s it. If they were doing it into a gift card it’s possible they couldn’t load an odd number. They had really decent records on their ledger up till 2019. Their previous bank statement from March 27th 2020 it looks like they have $171 in their account according to the bank statement and then the next month they had $5. Then their checking went from 351.41 to zero. When 351 and 171 it doesn’t add up to the difference between 168.78 and $560. The difference between the cash box at that time doesn’t add up to the amount that should have come from the bank account.

What was presented in the last audit period? Only a letter detailing the difficulties of the park. The lack of information seems to be stemming from the previous audit period. Which happened because the PM at the time moved and the landlord threw away things before he was supposed to. The question was asked, was an official police report filed at that time? It was right when they were moving state, so they may not have but no one knew for sure. It looks like the Ledger is around $131 under what it should be. There is a year that they might have collected dues and then they might have spent stuff, but the records for that time are just missing. It looks like it hits this audit period, but with it starting to be corrected in March.

Why can’t they get access to the bank account? Even if they can’t get into the account there should be e-mailed statements. This sounds like they should be hit for their audit, and then we should follow up later as this issue is important but not going to be solved tonight. Didn’t they already get a special audit? Yes, Ka’a did a special audit of it last semester. We need to follow up on this later, and revisit what Ka’a found out and revisit this again. They technically do have a bank account, and if they have a bank account someone could get access to the account and use it.

They have a bank account, and there are balances on the bank account, how did it become zero? They put it on a bank account. How did they put it on a bank account? Maybe they can’t log onto it on other devices but where able to do that transaction? It’s a little worrying to leave it just open and out there.

We decide to table the item of their financial status for now, add it to the New Business for the next meeting, and just vote on their audit.

Vote is held for the Audit score:

Amanda Giles Pass, Andy Brown Excellent, Jodie Van Tine Excellent, Jordan Jameson Excellent, Rose Brown Excellent, David Zucker Pass, Christine Stender pass

Final Result: Excellent




Valley of the Fallen:

They held joint quals with Bremands. Rose had questioned if they qualified as meeting attendance as they did not meet at their own park for 6 weeks in a row, without meeting at their own park, which would technically mean they didn’t meet attendance as they didn’t meet every other week. That hurts retention numbers for their own park. Other than that, they did a really good job of preparing their audit and had all the other things required for a shire.

Amanda Giles Pass, Andy Brown Pass, Jodie Van Tine Excellent, Jordan Jameson Pass, Rose Brown Pass, David Zucker Excellent, Christine Stender pass

Final result: Pass

At this time Jordan Leaves the meeting, but a Quorum is still met.


Wavehaven:
They didn’t pass the monthly attendance requirements for a Barony. They didn’t hold Crown Quals. They mentioned advertising. They also attended the kingdom quals. That's not the same as holding Quals. Did any of them help run quals? Wildflower helped record the tournament. They didn’t have any reeves or judges. It sounds like an individual may have helped, but not their land. If they jointly helped run quals, that would suffice as having crown quals. No one was at Wavehaven that day, because everyone was at Westmarch quals. But the local people were there because they wanted to attend an event, not because they were running. If they went to help, fun may make a difference, but should just attending count? Is the requirement to attend or to manage? The Corpora says that they must submit the most recent qualifications, but it doesn’t say they have to *RUN* qualification. If the results of their most recent crown qualifications was that no one qualled, that would be the result. It’s a weird loophole. Article 6 section 2 a. All chapters MAY host their own qualification tournament, they may qual at kingdom if they desire. It sounds like there is no hard requirement to hold a land qual. The results are : They have to list each officer, and if qualed or not. it doesn’t have to list scores or what they entered, just if they qualled or not. Any land that lists their officers as pro tem or qualified meets the requirement.

They did not meet attendance requirements.

Unanimous Pass.














Wyvern's Spur:

They seemed to do a very good job. They met attendance. They had really good organization. However the PM who prepared it should probably get some award for how well they compiled everything. Was this their second excellent? It is their second excellence, however they do not meet Dutchy requirements due to attendance level (average of 28 per month.) If they have an excellent this time and get their numbers up for next time, than that could be the next step.

They did have a local tourney, didn’t have a local A&S but they also helped run local Kingdom.

David Abstained.

Unanimous Excellent

Returned to CrimsonWood.

We no longer need full Quals results, however they didn’t list their Prime Minister in their records and it was felt they didn’t list who qualled and who didn’t. We will ask for that information. As they are the only group up for a change, we can do that through Discord. It needs to be within 30 days of when the Audits were done. Dave says he will email the lands and see if we can get a response by tomorrow, if we don’t then we will reschedule.

(After Meeting update - the information was provided and the score was updated to Pass)

We are recommending to the Queen that Clockwork Spires has passed all requirements for raising to a Barony.

For Audits that are mixed results, do we let it go or go back over it? We usually let it go, but provide notes in the meeting. It was inquired why a land got so many excelents when it had so many ledger issues. Two members stated that they provided all the information and the ledger and regardless of if there were discrepancies in the financials and the ledger, but as far as the audit goes they provided everything.

One member states that most of their issues seemed to stem from a past prime minister, and while it may have gone into the current term, what that person is mostly doing is damage control when they already got a fail. That’s what we want to see, if they get a fail they work on that and turn it around. None of the issues seemed to be new or stemming from this reign.













Do we need to make any official declaration about the principality failing or passing? They were also supposed to submit stuff to the kingdom, but they didn’t. They don’t even have a contract signed with us. There is no contract for golden city in our contracts folder. They don’t have a Westmarch contract, they may have been told they don’t need a contract, but if they don’t have a contract then they're not considered part of the Audit process. They said they were never asked to get a contract. That was a fall down of the BOD at the time, as they did go for a vote. They are on the althing now to be demoted as a shire. We need to see if they are interested in becoming members of westmarch and get a contract signed right away.

ADJOURN MEETING

Motion to close the meeting.

Motion passes.

Meeting Adjourned at 7:29 PM
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