Board President Reports on Fourth Quarter Meeting

Meg Baron, President of the SCA, has published the President's Report from the most recent meeting of the Board of Directors. PRESIDENT'S REPORT OF THE FOURTH QUARTER 2003 SCA BOARD OF DIRECTORS MEETING

Greetings:

This is the President's report of the actions taken at the SCA, Inc.'s most recent Board of Directors meeting, held October 18, 2003, in Milpitas, California (Kingdom of the West). This material may be freely distributed, and those receiving it are strongly encouraged to share this information with the general populace. Permission is hereby granted to reprint all, or part, of this report in Kingdom, Principality, and local newsletters. It is requested that the source of the information be identified as "from the President's Report of the October 2003 Board meeting" and that, as far as possible, exact quotes be used. Please note that this report is NOT the official Minutes of the Board meeting. In case of any discrepancy between this document and the approved Minutes, the Minutes are binding. Any inaccuracies in reporting contained herein are my own.

Subscriptions to the Board Minutes are available from the SCA Inc. A subscription includes this report in addition to the Minutes approved at the meeting. Past approved Minutes are also available on the SCA website (http://www.sca.org/).

The next Board of Directors meeting will be held on January 24, 2004 in Kansas City, Missouri. The deadline for submission of agenda items is January 1, 2004.

Respectfully submitted,

Meg Baron President, SCA Inc.

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

Branch Status Changes

  1. The Board took note of the following new branches:
    Shire of Tir Medion (Rockdale, TX)
    Shire of Bentonshire (Hernando County, FL)
  2. The Board took note of the following routine change in status:
    Canton of Gate's Edge (Houston, TX) - to Shire
  3. The Board took note of the following branch dissolutions:
    Shire of Dragon's Lake (Page, AZ)
    Shire of Aurochsford (Bullhead City, AZ)

Old Business

A. Corporate Office Manual - Financial Procedures section

The Treasurer presented a draft text of a Financial Procedures manual for the Corporate office to the Board. It was returned for some changes, and the Treasurer was requested to bring it back to the Board again at the next meeting.

New Business

A. Proposed change to Corpora V.B.4.

Corpora V.B.4. currently reads:

A territorial Baron or Baroness may hold any other Society office for which he or she is fitted and qualified, save only that of Baronial Seneschal, but must not allow the duties and responsibilities of such office and the office of Baron or Baroness to conflict.

The following change is proposed:

A territorial Baron or Baroness may hold any other Society office for which he or she is fitted and qualified, save only those of Baronial Seneschal and Baronial Exchequer, but must not allow the duties and responsibilities of such office and the office of Baron or Baroness to conflict.

By consensus, Chairman Moore directed that this proposed change be placed before the membership for comment, with a commentary due date of April 1, 2003.

B. 2004 Budget

The 2004 budget was adopted as presented, with the note that the Board is currently seeking information on costs for an audit, which will necessitate an adjustment to the budget.

The 2004 budget will be available to view soon on the Treasurer's webpage.

C. Marshallate proposal from Bill Colbert

A proposal was presented to the Board concerning restructuring the Office of the Marshal at both the Society and the Kingdom level to remove authority for various combat activities, including rapier, archery, and equestrian activities, from the marshallate, giving deputies full authority for their areas of responsibility.

By consensus, Chairman Moore ordered this proposal referred to the Society Marshal and his deputies for comment, and remanded this item to the January 2004 meeting.

D. Proposed change to Corpora IV.C.10

Corpora IV.C.10. currently reads as follows:

"The Royal Heirs and Royalty must maintain their memberships until their term as Royalty is over. Should anyone serving as a Royal Heir, or as Royalty, be found in violation of the membership requirements, the term ends for the couple involved as of the date of the membership lapse. Provisions of Kingdom Law dealing with the situation are in force. Official acts after the lapse are void. The couple shall not receive any recognition for having temporarily held the status of Royal Heirs or Royalty."

The following change is proposed:

"The Royal Heirs and Royalty must maintain their memberships until their term as Royalty is over. Should anyone serving as a Royal Heir, or as Royalty, be found in violation of the membership requirements, that individual's term ends as of the date of the membership lapse. Provisions of Kingdom Law dealing with the situation are in force. The individual shall not receive any recognition for having temporarily held the status of Royal Heir or Royalty."

By consensus, Chairman Moore directed that this proposed change be placed before the membership for comment, with a commentary due date of April 1, 2004.

E. Associate Membership elimination proposal

A proposal was submitted to the Board suggesting that Associate membership be eliminated as a category, and that all remaining membership classes (Sustaining, International, and Family) be counted toward membership numbers for branch status.

While the Board is not inclined to eliminate Associate memberships, the Directors feel that the concept of counting more classes of membership toward Branch status requirements is worth further consideration. The Board will continue to work on this proposal, and will bring it back for formal consideration at a future meeting.

Officers' Reports - action items and policy decisions (note: officers not mentioned here had no action items or policy decisions to present for Board review)

Society Seneschal
The Society Seneschal requested warrants for George Reed (Aaron Faheud Swiftrunner of the Stone Keep) as Deputy Society Seneschal, and for Marilee Lloyd (Arianna Llwyd) as Deputy Society Seneschal for Special Projects. The warrants were signed during a break.

Society Exchequer
The Society Exchequer requested that the Board approve changes to the Society Branch Financial Policy. The proposed changes were returned for further work.

The Society Exchequer requested authorization to require monthly NMS reporting from Kingdoms which are failing to meet their quarterly reporting requirements. The Board's opinion was that the Society Exchequer is free to require monthly reporting of activity, but that actually moneys need not be sent more often than quarterly.

The Society Exchequer requested a warrant for Anne Klingen (Brigid Mhor inghean Mhuirchada) as Gulf Wars Exchequer. The warrant was signed during a break.

Investment Committee
The Investment Committee presented recommendations for the sale of all shares of two stocks (Gabelli Small Cap Fund and Cisco Systems) in the SCA's portfolio. The Committee also recommended an exit strategy for stocks and mutual funds, which requires determining Short Sell and Sell Limit Order prices for all stocks and funds in the SCA's portfolio. The Board adopted the strategy, and has asked the committee to recommend Short Sell and Sell Limit Order prices for our current investments.

Chief Information Architect
The Chief Information Architect requested that the Board approve changing the Proof of Membership letter used for on-line memberships from PDF to HTML to eliminate the higher than expected number of people unable to print the letter. The Board noted that this change had already been approved.

The Chief Information Architect requested that the Board consider forming a team of experts made up of SCA members willing to donate their time and versed in the technologies currently used by the registry, to modify the registry system one last time so that adding Kingdoms in the future do not require program or database modifications. Because the current registry system has already been updated to eliminate this problem, the Board decided that no action will be taken on this item.

The Chief Information Architect requested that an advertising flyer for Known World Mail be created and included with all Corporate mailings to members. The Board observed that this would be costly, and would increase the size the just-reduced renewal packets. Chairman Moore ordered that other advertising venues, such as announcements@sca.org and the Kingdom newsletters, be utilized for this purpose, and designated a committee to create such advertisements.

Laurel Sovereign of Arms
Laurel requested that the Board approve the release of a badge designated for a College of Arms deputy, Privy Clerk to Morsulus Herald. The Board determined that that Laurel has the authority to release badges registered to his deputies.

Laurel requested that the Board approve a change to Admin Handbook to require electronic copies of Letters of Intent and Letters of Comment. The Board approved this change, noting that electronic format is already the norm for these letters.

Corporate Development Officer
The Corporate Development Officer requested that the Board approve Dave Weiner to create an additional web page to our online services section that will enable direct donations to the SCA, Inc. so that members may make donations whenever they wish, instead of having to wait for when they renew membership. By consensus, the Board agrees that this is a worthy project, but is not the best use of Mr. Weiner's time. The Board will find another programmer to take on this project.

The Corporate Development Officer requested that the Board consider and then select members interested in participating in long-range Strategic Planning sessions for the purposes of future fundraising goals of the SCA, Inc. The Corporate Development Officer will facilitate these sessions. The Board responded that the Corporate Development Officer may create this committee herself. Interested SCA members are encouraged to contact her directly.

The Corporate Development Officer reported on some new opportunities for those wishing to donate to the SCA:

"The SCA, Inc. continues to raise funds with http://www.iGive.com . This website offers you hundreds of legitimate and popular vendors to choose from for online purchases. By selecting "Society for Creative Anachronism, Inc." (no
* the*) you can have a percentage of your purchase donated to your favorite group! We hope that you will consider making a purchase, such as for the upcoming holidays, on http://www.iGive.com in the very near future.

MissionFish.org and ebay