NetNews Usenet Archive 1992 #31/NN_1992_31.iso/spool/rec/org/sca/16995

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From: [e-mail] (Mark Schuldenfrei)
Newsgroups: rec.org.sca
Subject: Summary of Board Minutes 10/1992
Message-ID: <[e-mail]>
Date: 23 Dec 92 21:52:20 GMT
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This is my third in a series of producing highlights of the Board
Minutes for the net.

This is HIGHLY abridged, and represents the stuff I think is interesting.
The original is 18 pages, plus 2 appendices. (With a new, smaller
typeface, this is more like 28 pages of the old typeface by my
guess.  Long!)

Note the following, which is IMPORTANT. The dates to send the Board
information are January 5, 1993 for the first quarter meeting of next
year (1/16/1993), and March 23, 1993 for the 2nd quarter meeting
(4/4/1993 in Encino, CA).  If you want to send your opinion to the Board
on any topic in this Letter, you have two weeks for it to arrive.
Also, Letters to the Board have to go to the Milpitas Offices from
now on.

If there is anything in particular that people want to see the
details of (ie Policies adopted, or Policy questions), please let
me know via email.

Text in quotation marks is directly from the Minutes.

    Tibor

---------------------------------------------


Highlights of the Board Minutes from the October 17, 1992 meeting
Held in the Barony of Carolingia, Boston MA.

I. ESTABLISHMENT OF AGENDA.
   1 item was added to the agenda (scheduling of a conference call), and
   several items in the New Business section were to be talked about at once,
   since they all concerned the Society Marshal.


II. APPROVAL OF MINUTES.
   No changes to the last set of minutes.


III. REPORTS.


III.A Steward, Hilary Powers (Mistress Hilary of Serendip).

  Not much to report on projects that are still in the planning stages. The
  European registry project will be receiving especial attention in the near
  future.

  Creation of a Stewards Council brought a large batch of resumes from the
  entire Known World, from which the following were chosen:
    Opal Doerr (already a deputy Steward for Insurance)
    Kathryn Ballard (already deputy Steward for groups contacts, and listings)
    Roy Gathercoal (Master Gareth Tancred Wilfrith, Midrealm, new)
    Mark Hendershott (Lord Simon von der Eisenhandlung, An Tir, new)
    Addison Looney (Lord Addison the Wanderer, Atlantia, new)
    Flo Pecki (Duchess Leah Kasmira, Outlands, new)
  Roy Gathercoal will be the new Deputy Steward, and the Steward's Council will
  attend the next Board Meeting in CA, if the expense will not be too great.

  Seneschal turnover was confined to a scheduled change in the Outlands. Two
  extraordinary acts were mentioned: Trimaris support for the victoms of
  Hurricane Andrew, and a group in Artemisia, which put out a wildfire before
  the civil authorities could even respond.  This last produced an offical
  commendation from the District Ranger of the National Forest service.

  Caerthe, of Denver CO, recouped $900 dollars from a former Treasurer, through
  the court system.

  There were five policy rulings, made by Hilary, all of which were eventually
  upheld by the Board during the meeting.  Four of them were upheld at this
  point:

  1. "SCA members are welcome to organize and participate in disaster-relief
     efforts, but money which has been donated to the Society may not be
     used to support such efforts because they are outside the scope of
     our tax-exempt purpose."

  This was done after discussion with the IRS.

  2. "If the outgoing King and Queen are physically unable to get to
     the Coronation of their successors due to factors completely outside
     their control, the reign may be regarded as complete despite the
     Corpora requirement for attendance if they provide specific
     instructions for the ceremony to proceed."

  3. "A reign may not be regarded as complete if there is a substantial
      break between the time the outgoing royalty give up the titles of
      King and Queen and the time their successors are crowned. The actual
      Coronation must proceed as the first order of business at the end
      of a reign, and must be open to the populace."

  "The proposed gap involved going from the early morning to the evening
   with no Crown in place."

  4. "It is permissible to post unedited copies of the Society's
      governing documents on computer bulletin board systems frequented
      by members of the SCA, even though non-members also have access
      to those systems."

  "The copyright notice allows members to copy and distribute the
   materials to other members. During the quarter, Hilary copied the
   files for a member who wished to post Corpora and the By-Laws on a
   BBS library. She requested the following addition to the copyright
   notice:

     The governing version of this document is the SCA ORGANIZATIONAL
     HANDBOOK, published 1989, and the official update sheets released
     subsequently. Printed copies are available from the SCA Stock Clerk,
     P.O. Box 360743, Milpitas CA 95036, for $3.50. An disputes over
     the actual content of the document will be decided in favor of the
     printed version."

  Approved later, but also discussed here, was the following:

     "Patents of Arms may be granted for viscounty, county or duchy
      titles only at the time the titles are awarded, and only in accord
      with the established law and custom of the kingdom."

  The case at hand was complex for two reasons.  For one, the Steward
  interpreted this as a violation of Corpora, and for another, Kingdom
  Law in that Kingdom did not have arrangements for a Patent to be granted.


III.B Treasurer, Katharine Park (Mistress Ursual D'Arcy).

  The state of kingdom treasures was in hand, two items were to be discussed
  later, 1991 Domesday reports were done, tax paperwork would be in by the
  extension deadline, 1990 and 1991 financial reports would appear in the
  1993 Spring TI.  The 9 month fiscal reports showed income after expenses
  of $35,643, slightly lower than expected because of travel and phone costs.


III.C Corporate Office.

III.C.1 Corporate Secretary, Alyson Burnett (Mistress Alyson Throckmorton)

  Not present, Keith reported that the Peerage Order questionnaires ate at
  469 received, and counting.  Alyson is resigning as of the 4th quarter
  meeting (this one).

III.C.2 Registrar, Renee Signorotti (Renee di Calabria)

  Visa and Mastercard have been successful, and good for foreign members,
  accounting for over $3,000 in September alone.


III.D Laurel Sovereign of Arms, Bruce Miller
      (Master Bruce Draconarius of Mistholme)

  Dave reported for the absent Bruce. Burnout forced the replacement of
  the West's Principal Herald. The College is progressing on the Board's
  directive about paid members and submissions, with a preliminary report
  to be ready for the first Board Meeting in January, and a final in
  April.


III.E Society Marshal, Stanley Hodgin (Duke Lawrence of Ashana)

  The office consumes about 30 hours of effort a week, he has two new
  deputies, 11 of 12 kingdoms have reported, and he has a host of new
  business.


III.F Chronicler, Kathy Scott (Mistress Meraiah of Land's End)

  Tim reported for the absent Kathy. There is only 1 applicant for the
  Chronicler position, the cutoff for applicants was November 15th.

III.F.1 Periodicals, Nancy Hanger (Baroness Branwyn Mwrheyd)

  T.I. has been redone to make it easier to read and hold more information.
  Submission outlines are written. Typsetting may be done in house in the
  future.  They would like to increase the size of T.I. to attract more
  advertising, they are full and have turned away regular advertisers.
  There was a question about increasing the advertising price to cover the
  increase.

  Hilary explained that the T.I. ad pricing is the result of arcane IRS
  rulings that treat ad income unrelated to our purposes as taxable income,
  if the cost of a page of advertising is more than the proportional cost
  of the page (but the first 1000 dollars of income is deductible).  The
  original ad rates were set so we wouldn't have to pay taxes.  Other cost
  based games are possible.

  The address printed in T.I will now be the editors address, as is customary.

III.F.2 Stock Clerk.

  Known World Handbook is selling well.  As of October, 1/2 the bound copies,
  and 1/4 the notebook copies were sold.  Inventory is building, and books
  from Queta's Closet will soon be available.


III.G Mistress of Arts and Sciences, Michell Hackwelder
      (Mistress Camilla Genevra di Capri)

  Pennsic A&S Meeting was good, an A&S symposium may be scheduled next
  summer, the A&S Newsletter may go bi-monthly as an APAzine.


III.H Chirurgeon General, Miriam Levin (Contessa Miriam bat Yehuda)

  The reporting deadline has been moved back 6 weeks, officers are
  stable, a Chirugeons Symposium may be scheduled for someday, and a
  pamphlet called SCA Campcraft is in the works.

  Miriam pointed out several truisms that should be emphasized, such
  as that insect bites can be fatal, HIV positive people may prepare food
  safely, that large events should have a cellular phone or some way of
  summoning EMS people quickly.  There is a perceived increase in the
  number of serious incidents, and people are advised that the chirurgeonate
  is volunteer first aiders, not physicians, and advised people to plan
  accordingly.


III.I Standing Committees.

III.I.1 Finance (Vicky Tisdale)

  The final draft of the Corporate Financial Policy was reviewed, and a
  preliminary Branch Financial Policy is being circulated to the Board,
  aimed for final at the 1st Quater 93 meeting.  Most Corporate Officers
  had not yet submitted budget requests yet, and would be following up
  with them by telephone.

III.I.2 Procedures (Tim Moran)

  Reviews are apace for the Treasurer's office, and the Chirurgeon's
  office.  A survey on the Chirurgeon's office is being prepared for
  corporate and kingdom officers, and an exit interview with the
  Chronicler is planned.

III.I.3 Computer (Dave Thewlis)

  The Corporate BBS system is now using TBBS software, and a manual
  has been sent to Corporate system users.  All officers will be on
  the system by the end of the year.  The Registry office software
  will be completely written in Foxpro by January 1993.

III.I.4 International (Mary Kay Buike)

  Some correspondence recieved, and the English policy seems to be
  supported.  A translation policy for SCA documents is in progress.

III.I.5 Board Recruiting (Liz Johnson)

  7 letters received with comments on candidates, no new nominations.
  2 nominees accepted, one declined.


IV RECURRING BUSINESS


IV.A Status Changes

  I will apply the changes listed here to the regnum list I keep on
  bransle.ucs.mun.edu (thanks to Miklos).  11 new groups, 1 change
  in status, 2 uncontested dissolutions.  I can post more details if
  asked.

IV.A.4 Other Matters Requiring Board Attention.

  The Palatine Barony of the Far West asked that, because of changes
  in military stationing, that Thailand, Singapore and Hong Kong be
  added to the Barony, since they are not currently assigned to any
  Kingdom.  The Board gave them to the Kingdom of the West, which is
  what it can do, and the West can assign them to it's groups, as it
  likes.


IV.B  Establishment of the Next Meeting.

  1st Quarter 93 meeting Sunday January 17, 1993 in Milpitas CA. The
  agenda deadline is January 5, 1993.

  2nd Quarter 93 meeting Sunday April 4, 1993 in Encino, CA. The
  agenda deadline is March 23, 1993.

  There will be a conference call to choose the next Chronicler, at
  5pm Pacific Time, December 1, 1992.


IV.C Bank Account Authorizations

  12 new accounts were approved.

IV.D Review of Board/Corporate Officer Status.

  Michell keeps her job as A & S officer.


IV.E Warrant Status.

  8 Kingdoms are all OK.  The others have  been vacant less than a
  quarter, and things are fine on that front.

  Tim mentioned that the TI Art director still didn't have a corporate
  warrant, after 3 years, and it wasn't on the agenda.  The Board
  added it to the agenda.


IV.F Warrants

  Stephen Abrams (Master Shandon Yar Mohammed Khan) Deputy Marshal
  David Putz (Sir Steffan Albert Rheinbauer) Deputy Marshal
  Martha Morris (Lady Joan of Caernarvon) Deputy Chirurgeon
  Marsha Green (HL Hillary Rose Greenslade) Waterbearers Coordinator
  Roy Gathercoal (Master Gareth Tancred Wilfrith) Deputy Steward
  Opal Doerr (Countess Isadora of Orange Woode) Stewards Council
  Mark Hendershott (Lord Simon von der Eisenhandlung) Stewards Council
  Addison Looney (Lord Addison the Wanderer) Stewards Council
  Flo Plecki (Duchess Leah Kasmira) Stewards Council
  Nancy Hanger (Baroness Branwyn Mwrheyd) TI Art Director.

  (Kathryn Ballard is also on the Stewards Council, but already had a
  warrant as a Deputy to the Steward.)


IV.G New Corporate Secretary

  The Corporate Office's Registrar, Renee Signorotti, will take over the
  Corporate Secretary's role as well, supervising staff we already have.
  Her warrant is for 3 years.

  All correspondence should therefore go to the Milpitas office,
  P.O. Box 360743, Milpitas CA 95036-0743.


V. OLD BUSINESS


V.A.1 Financial Policy.

  The final draft of the Corporate level financial policy was approved,
  and is included as an appendix to the Board Minutes.  A Branch level
  financial policy is on the way.

V.A.2 Governing and Policy Decision #16

  The G&PD proposed at the last meeting as adopted.  Note that this text
  does not require us to take action, it just encourages it.

  Governing and Policy Decision #16: Financial Responsibility and Redress.
  It is the policy of the Society for Creative Anachronsim, Inc., to
  vigorously pursue legal action and redress on the part of the Society
  for Creative Anachronism, Inc. and its members in any case of financial
  malfeasance or misfeasance involving Society Funds.


V.B Fighters Handbook

  The Fighters Handbook will be available in the first quarter of the year,
  and will be sold bundled with a copy of the Marshal's Handbook, so
  that fighters will have access to equipment and fighting rules and
  regulations.


V.C Privileges of Membership

  Copies of the complete survey are available from the Stock Clerk, and
  a summary of the results will appear in the Winter TI.

  No actual membership requirements were adopted in the July meeting, but
  three agenda items need to be discussed: combat, names and armory, and
  territorial Baron or Baroness.

V.C.1 Combat and Combat-related Activities

  A lawyer recommended that membership be required for combat and combat-
  related activities.  The lawyer's suggested text was clearer than the
  current waiver text, and Hilary recommended we use it regardless of
  the combat/membership decision.  The question had three parts, then:
  Should the SCA use the new text for waivers,  should it also be used
  for combat waivers, and should membership be required.  It was noted
  that this would require changes to G&PD 12 and the By-Laws.  The Board
  did not have a change for the By-Laws prepared.

  The Board decided to have attornies from other jurisdictions review
  the text.  It was also decided that it was not necessary to have
  centralize the waiver system under membership.  I'd better quote this
  sentence so you can see it:

  "It was also pointed out that the Society's liability situation is not
  untenable without requiring membership for combat and related
  activities, and that the system under consideration provides for
  alternative combat waiver systems both for minors (in those kingdoms
  where they are allowed to participate) and for non-members to begin
  training at fighter practices. It may well be desirable to adopt a
  fully centralized waiver system for participation at events, but this
  is a matter of policy rather than necessity. The decision was remanded
  to the 1st Quarter '93 meeting."

V.C.2 Registering Names and Armory

  Laurel will be done polling the College of Arms by the 1st Quarter
  Meeting.

V.C.3 Serving as Territorial Baron and Baroness

  There were two issues from the last meeting, membership and term limits.

V.C.3a Membership Requirements to Serve as Territorial Baron or Baroness

  The Board decided that the same level of membership requirement that is
  needed to be a lesser officer of state should be applied to territorial
  Barons and Baronesses.  I pointed out that Corpora wouldn't allow this,
  as only officers and royalty may have membership required of them, so
  a Corpora change will be introduced by the Steward at the 1st Quarter
  meeting in 1993.

V.C.3b Term Limits for Territorial Barons and Baronesses

  "The Board concluded that this was a part of the medieval structure
  of the Society they had no need to regulate. The topic was removed
  from the Agenda without action."


V.D Arts and Sciences Handbook

  Remanded to the 1st Quarter 1993 meeting.


V.E Revocation of Membership - Lochac.

  Someone in Lochac falsely represented the Corporation, and made purchases
  on it's behalf some time ago.  The Board acted now to revoke or deny membership
  to Mark Boyce (SCA Roric Greystag).


V.F BBS Usage

  Remanded to the 1st Quarter 1993 meeting.


V.G Children's Songbook

  Remanded to the 1st Quarter 1993 meeting.


V.H Compleat Anachronist Handbook

  While submitted some time ago, the new editor of CA hasn't read it yet.
  Remanded to the 1st Quarter 1993 meeting.


V.I A & S Symposium

  Michell will make a formal proposal at a later time.


V.J Preliminary 1993 Budget.

  Based upon fiscal 1991, and year-to-date 1992.  Donations and subscription
  income, Stock Clerk sales estimated to continue to grow at 10%. Investment
  income flat, given lower interest rates and some money diverted to Stock
  Clerk inventory.  TI advertising flat, since we are maxed out on pages of
  advertising.  Insurance increase projected at 6% as 1992 was.  Rent flat,
  and salaries 4%.

  New projects are coming, inventory for the Stock Clerk will increase (with
  an increase in needed storage space).  Upcoming Chirurgeon symposium, camping
  pamphlet and A&S symposium will also cost money, and the SCA needs a new
  photocopier.  The deadline for new budget requests is 12/7/1992, and a budget
  will be presented at the January meeting.


V.K Kingdom Seneschal's Handbook

  The final draft was approved, and the publication was approved.


V.L TI Editorial Policy

  Remanded to the 1st Quarter 1993 meeting.


VI. NEW BUSINESS


VI.A Trimarian Order of the Black Widow

  A letter was received protesting a "ban" on the Order of the Black
  Widow, an award for fighting women in  Trimaris.  Laurel refused to
  register the name and device, since the Order denied a class of people
  membership.  The Board noted that the Order was not banned at all,
  but the name was not registered, and suggested that the author file
  an appeal through channels.


VI.B Funds for Overseas Recruiting

  Funds were requested to support recruitment of members in England,
  sponsored by the International Committee.  Recruiting, however, is
  done by groups, and the Board suggested the funds be gotten from
  the Principality of Drachenwald.


VI.C Library of Congress Exchange Program

  The US Library of Congress gives old material way to non-profits,
  which may dispose of them as they see fit, including sell them.  It was
  suggested that the SCA make hay while the sun shines.  The Board agreed,
  and assigned Michell (A&S officer) to do so.


VI.D West Kingdom Land Fund.

VI.D.1 Election of Trustees

  New trustees were approved: William Cole, Amanda Norton and Dale Ross.

VI.D.2 Incorpration as Separate Entity

  The trustees proposed they incorporate separately from the SCA, and that
  the SCA transfer the assets of the fund to them.  There are many dangerous
  legal issues with transfer of funds between 501(c)3 corporations, however.
  The Board asked for an explanation of what the trustees wanted to do, why,
  and how, before they could consider such a request.


VI.E Moved to V.L (was TI Editorial Policy)


VI.F Corporate Officers Procedures Manual

VI.F.1 TI Editor

  A set of changes were proposed by the Editor, but the Board felt that it
  needed more work.  Remanded to the 1st Quarter Board Meeting in 1993.

VI.F.2 Finance Committee

  The procedures manual was modified to recommend that officers use the
  new Finance committee when appropriate, and that expenses of $1000 must
  be approved by the Board, after review and recommendations by the Finance
  Committee.  Appeals directly to the Board will now require a rational for
  bypassing the committee.


VI.G Proposal for New Publication

  A Monograph series of more rigor than CA, but less than scholarly journals
  was proposed.  The board required much more information about cost, content
  and logistics.  Remanded to the 2nd Quarter '93 meeting.


VI.H Society Missile Combat.

  Master Thorvald Grimmson of An Tir wrote the Board with a series of four
  proposals, and a complaint about procedures for changing marshalate rules.
  In the end, the Board simply chose to let the Society Marshal continue
  as he is, although some of the confusion was due to misunderstandings,
  and the publication procedures for changes will be kept as is because of
  costs.


VI.I Known World Handbook Committee

  A committee will be formed, and will get to work right away.  In the
  mean time, the current edition will be reprinted.  More work on this
  was remanded to the 1st Quarter meeting.


VI.J Proposal on Experimental Weapons and Materials

  Experimental weapons will have to be marked with a special type of
  tape.  The original proposal (stripes of red and green) was vetoed,
  since color blind people might not be able to tell the difference.


VI.K Face Blows and Thrusts

  An acceptable cutting blow to the face is lighter than to other areas,
  and a face thrust is a "directed touch" to the face, and is substantially
  lighter.


VI.L Authorization System Proposal

  A proposal had been prepared for changes to the language of G&PD #12
  in order to accomodate membership and waivers for fighters.  Since all
  this was postponed to January in the previous action, this item was too.


VI.M Crossbow Rule Change

  Crossbows with 12 inches of draw may have 50 lbs pull weight, or 70 lbs
  for golf tube arrows.  Other draw lengths are limited to 600 inch-pounds,
  or 840 for golf tube arrows.

VI.N Travel Expenses for Deputy Marshal for Rapier Combat

  50% matching funds for travel were provided for the Academy of the Rapier
  in Trimaris.

VI.O Regalia for SCA wide orders.

  Lord Laurel asked for authority to rule over regalia analagous to the powers
  the Society Marshal has over weapons.  The complexity of the situation led
  the Board to postpone a decision.  It will be studied for one year.  In the
  mean time, the Kingdom of Caid was *asked* to reverse the situation which
  was the cause of the request, and Lord Laurel still has all his original
  authorities.


VI.P Proposal to Change the Australian Waiver System

  The Board approved the change to waivers for Australians suggested by them.
  A report on the result is due in the 2nd quarter of 1993.


VI.Q Storage for SCA Archives.

  The Board approved spending $49/month for more storage space.


VI.R Society Minister of Arts and Sciences

  Michell asked for 50% reimbursement for travel to Estrella to meet
  with officers who can get there, but not to Pennsic.  The topic was
  debated, and remanded for review and presentation at a later Board
  Meeting.


VI.S Meridian Patent of Arms

  The Steward overruled a Meridian Patent of Arms, that was given without
  an associated Patent award, as being a violation of Corpora and Meridian
  Law.  The Board was asked to review the decision, and upheld the Steward.


VI.T Policy on Letters to the Editor of Tournaments Illuminated

  Right now only letters with corrections of fact are printed. The Editor
  asked for guidance on changing this policy to general letters. Remanded
  to the first quarter 1993 meeting, where the Editor will be present.


VI.U Marshal's Deputy for Equestrian Affairs.

  Master Johannes the Black of the Athanor is now the Society Deputy for
  Equestrian Affairs, and will remain so through the end of the Society
  Marshal's term.


VI.V Legal Committee

  A legal committee was created, Vicky will chair it, George will also be
  on it, and they and the Steward will pick a staff for it.


VII. Letters

  [ Too numerous to list ]

VIII. Executive Session

  The Board was reshuffled since Liz was leaving.  Karen Hatten (Countess
  Ellawin of Eaglewood) of Meridies was appointed to the Board, and Keith
  becomes Chairman, and Dave Vice-Chairman.

  New Ombudsman assignments are:

  Keith -- Chairman, Caid, Steward
  Dave -- Atenveldt, Laurel, Corporate Office, Computer
  George -- Atlantia, Trimaris, Marshal, Chirurgeon
  Vicky -- West, East, Treasurer, Finance, Legal
  Tim -- Ansteorra, Meridies, Chronicler, Procedural Review
  Mary Kay -- An Tir, Middle, International, Board Recruiting
  Karen -- Outlands, Calontir, Arts & Sciences

At the end of 7 hours and 50 minutes, it was all done.
--
Mark Schuldenfrei ([e-mail])
[I'm just showin' you my opinions: this ain't a gift]