Report from Board of Directors January Meeting

Meg Baron, President of the SCA, has released the President's Report for the first quarter 2004 BoD meeting. Greetings:

This is the President's report of the actions taken at the SCA, Inc.'s most recent Board of Directors meeting, held January 24, 2004, in Kansas City, Missouri (Kingdom of Calontir). 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 January 2004 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 April 24, 2004 in Tampa, Florida. The deadline for submission of agenda items is April 1, 2004.

Respectfully submitted,

Meg Baron
President, SCA Inc.

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Branch Status Changes

  1. The Board took note of the following new branches:
    • College of Sankt Vladimir (Northern Arizona University - Flagstaff, AZ)
    • Shire of Loch Meadhonach (West Bend/Emmitsburg, IA)
    • Shire of Cuil Cholum (Columbus, IN)
  2. The Board took note of the following routine changes in status:
    • Canton of Vatnsdalr (Edmonton, AB, Canada) - to Shire
    • Canton of Vinjar (Grand Prairie, AB, Canada) - to Shire
    • Canton of Stone Wolf (Cold Lake, AB, Canada) -to Shire
    • Canton of Krae Glas (Melbourne, Australia) - to Shire
    • Canton of Hawkwood (Asheville, NC) - to Barony
    • Shire of Smoking Rocks (southeast MA) - to Barony
  3. The Board took note of the following branch dissolution:
    Barony of Borealis (Edmonton to Cold Lake, AB, Canada)

Old Business

A. Corporate Office Manual - Financial Procedures section

The Treasurer presented a revised draft of the Corporate Office Manual - Financial Procedures section. This manual section was adopted by the Board.

B. Marshallate Proposal

By consensus, Chairman Moore declared that the Board will not act on this proposal, and directed Fernando Vigil and Jason Williams to work with William Colbert, author of the proposal, and such others as may prove beneficial, to look into the goals behind the proposal and determine if some of them might be better reached by alternate methods.

C. Corporate Audit

This item was remanded to the next meeting pending the acquisition of additional data.

D. Membership Survey

The Board discussed results of the membership survey, to which over 7,000 responses were received. Chairman Moore expressed the Board's appreciation to all those who participated in the survey. The Chairman announced that the results of the survey will soon be available for viewing on the SCA's website.

Chairman Moore expressed the gratitude of the Board to Betty Rittmeyer and Dave Weiner for their excellent technical work in creating the online survey and tabulating the results.

E. Electronic Communications Policy revision

The revised Electronic Communications Policy (below) was approved by the Board, and will become Section X of the Corporate Policies of the SCA, Inc., with everything following being renumbered as needed, effective April 1, 2004.

1. Electronic Publication of SCA Documents

When official corporate documents are published electronically on a site not sponsored by the SCA, Inc., the original copyright notice for the document must be provided along with the text. The following addition should be made to the copyright notice:

"In cases of conflict, the governing version of this document is (title of document), copyright (date) by the Society for Creative Anachronism, Inc., and obtainable in printed form from the SCA Stock Clerk, P.O. Box 360789, Milpitas CA 95036. Disputes over the contents of this document will be decided in favor of the printed version available from the SCA, Inc."

2. Participation of SCA Officials in Electronic Communications Media

A. Unless otherwise stated as a prerequisite of office, electronic communication is not required of any officer. Traditional paper correspondence is always acceptable, and is the default means for official correspondence.

B. The SCA, Inc. neither prohibits nor requires members' or officers' participation in electronic communications media such as newsgroups or mailing lists.

3. Electronic Communications to and from SCA Officers

A. Electronic communications to SCA officers may be regarded as formal communications only if approved in advance by the officer, or if a non-automated confirmation of receipt is obtained.

B. Messages posted for general attention on any public electronic communications forum are not regarded as formal communications to an officer, whether or not that officer is known to participate on the forum in question. Communications posted by corporate or kingdom officers to their officer-specific forums may be considered official communications to those officers subscribed to the forum only upon return of a non-automated confirmation of receipt..

C. Any policies or procedures governing the handling of correspondence, such as maintenance of file copies for correspondence with lasting effect, apply equally to electronic mail. Officers must ensure that any electronic files are passed on in a format readable by their successor.

D. SCA officers must distinguish between their personal opinions and official statements or policies of their office in electronic communications.

F. Proposed change to Corpora IV.C.2.

Corpora IV.C.2 currently reads as follows:

The royal pair must attend their Coronation or Investiture, preside over the Royal Lists to select their successors, and attend the Coronation or Investiture of their successors. They must also attend such other events as may be dictated by the laws of their realm. Should extreme and extraordinary circumstances, such as death, prevent a Crown, heir to the Crown, Coronet, or heir to the Coronet, from completing the these requirements, the Board of Directors may, upon substantial petition, and on a case by case basis, waive these requirements to allow the bestowing of a royal peerage or royal title.

In light of several situations that have arisen in the recent past, in which Crowns have been unable to complete all of the requirements listed above for reasons the Board considered sufficient and extraordinary, but which did not involve death, the Board requests comment on the idea of removing the phrase "such as death" from the above passage.

The Board voted to remove the phrase "such as death" from the above section of Corpora, effective April 1, 2004.

New Business

A. Chirurgeon's Handbook

The Board adopted the January 2004 edition of the Chirurgeon's Handbook.

Fernando Vigil also expressed the appreciation of the Board for the quality of this manual. It is clear, complete, and easy to read - a quality often difficult to impart to a set of rules and regulations.

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

President

In order to bring written policies and procedures into line with current practice, the President requested that the Board approve the following changes to the Board Policies and Procedures Manual, section VI:

D. The Office of the President shall review all manuals for spelling, grammar, and camera-readiness before they are presented to the Board. On-call editors shall be made available to assist Society officers with creating camera-ready copy upon request to the President. The President shall recruit and maintain a staff of on-call editors to assist in proofreading and formatting manuals to SCA, Inc. standards. In order to provide time for the editors to do their work, manuals must be submitted to the President in editable electronic format by the first of the month prior to the next quarterly meeting.

G. An electronic copy of the manual must be provided to the Vice President for Corporate Operations within ten days of its approval. The Corporate Office will store this as the master copy for hardcopy production. An electronic copy shall also be provided to the Secretary President within the same time frame. The Secretary President shall ensure that it gets to the SCA web administrator to be posted on the sca.org. website.

The Board adopted these proposed changes to the Board Policies and Procedures Manual, effective immediately.

Society Seneschal

The Society Seneschal proposed the following new policy:

Each Kingdom is required to develop policies concerning children's activities. These policies can be placed in Kingdom Law, Kingdom Handbooks, or other documents used by a kingdom for its maintenance. These policies should address what is required to have children's activities at an event. Suggestions for requirements include, but are not limited to, age limits of participants, mandatory participation by a child's parent or guardian in children's activities, and the number of adults needed to supervise activities in order to allow the activities to take place.

This policy shall be placed in the Kingdom Seneschal's Handbook at the beginning of the section entitled "Ministry of Children."

The Board approved this new policy.

Vice President of Corporate Operations

1. The Vice President of Corporate Operations requested authorization to begin the process of online membership processing refinement and emailed renewal and expiration notices. Chairman Moore directed the Vice President for Corporate Operations to continue looking into this.

2. The Vice President of Corporate Operations requested funding for the transfer of files from the outgoing Copyright Editor to her successor. The Board authorized the addition of $500.00 to the Society Chronicler's Moving Expenses budget for this purpose.

Society Treasurer

Because of the fact that the fees associated with transferring funds between the various countries that compose Drachenwald and converting them to US Dollars would likely result in a net loss for the SCA Inc, the Society Treasurer recommended that the Non-Member Surcharge variance for the Kingdom of Drachenwald be extended.

The Board approved the extension of the Kingdom of Drachenwald's Non-Member Surcharge implementation variance until August 1, 2004, while information is gathered on events and non-member attendance in Drachenwald.

Society Exchequer

The following policy ruling of the Society Exchequer regarding Interkingdom Event Financial Committees was returned from the October 2003 quarterly meeting:

"All Interkingdom Event Financial Committees must include, as voting members, the Kingdom Seneschals and Kingdom Exchequers of the event's principal kingdoms." After further consideration and feedback, I would like to revise the wording to "All Interkingdom Event Financial Committees must include, as voting members, at least one warranted Seneschal and one warranted Exchequer." Because of changes made to Society Branch Financial Policy at the December 9 conference call meeting of the Board of Directors, this policy statement is now redundant; however, as it had been returned and was still unresolved, it was necessary to bring it back to the Board's attention for final disposition. Therefore, by consensus, Chairman Moore ruled that no action will be taken on this policy ruling, and it is thus disposed.

Investment Committee

The SCA's Investment Committee recommends that the SCA Board of Directors approve the investment of approximately $15,363 currently contained in checking accounts and in certificates of deposit. The Investment Committee is recommending that this investment be placed into the Long Term Fund as defined in the SCA Investment Policy. It is recommended that the initial investment be allocated to the Long Term Securities in the Long Term Fund as follows:

Vanguard Mid-Cap Growth Fund - 350 shares @ $15.33 = $5,365.00
Vanguard Growth and Income Fund - 175 shares @ $28.41 = $4,971,75
T. Rowe Price High Yield Bond Fund - 700 shares @ $7.18 = $5,026.00

Total = $15,363.25

The Board accepted the recommendation of the Investment Committee as presented, so long as market price has not increased by more than 10% above the values listed in their recommendation at the time of purchase.

Chief Information Architect

The Chief Information Architect requested that the Board advertise for his successor. His warrant does not expire until April 2005, but he wishes to allow sufficient time to train his successor. Chairman Moore directed that the position opening appear in the April 2004 issues of the Kingdom newsletters.

Society Marshal

1. The Society Marshal presented changes to the rules for minor participation in equestrian activities as listed below. These are to be added to section ii of the Equestrian Handbook, Regulations for Minors, sections H through L.

7. Minors cannot be Equestrian Marshals (EqMs) or lead a horse for a mounted individual.

8. Minors may be Equestrian Marshals in Training (EqMITs) and upon reaching the age of majority in their state, province, territory, and/or country of residence, utilize previous experience to qualify them to be authorized as an EqM.

9. Minors with sufficient equestrian experience who are aged 10 to 15 can act as groundsmen with the approval of the EqMIC and under the direct supervision of a marshal.

10. Minors aged 10 to 15 who are acting as groundsmen are not allowed in the arena or list field when horses are actually present and competing.

11. Minors 16 and older can be authorized as groundsmen without restrictions other than listed in rule number 7 above.

The Board approved these equestrian handbook changes.

2. The device known as a "spear slider" or any permutation thereof is banned in SCA combat. This mechanical device is a tube around the outside diameter of a spear held in the guide hand. Its use allows too much power and not enough control to be exerted on the target. It is a safety hazard and not evidenced in period/context.

The Board upheld this policy ruling.

3. It is legal to push, not punch, a shield with a gauntleted/fully armored hand. The hand must be closed. If the hand is struck, the arm is lost under the Target Substitution rule.

The Board did not uphold this policy decision, and returned it to the Society Marshal for further clarification.

4. Half Swording with a single hand sword, the technique of grasping ones' own blade to parry a blow, is instituted as an experiment. Additionally, the attacker may grasp a Half Sworded Blade as if it were a pole arm. However, if the grasping hand is struck, the arm is lost according to the Target Substitution rule. All actions must use a gauntleted/fully armored hand. The Kingdom Earls Marshal are authorized to run this program at their discretion.

By consensus, Chairman Moore ruled that instituting combat experiments is within the authority of the Society Marshal.

5. The Equestrian Deputy is hereby authorized to start experiments in Boffer Jousting. The experiment is to run at her discretion and under her direction for whatever time she deems necessary. This experiment utilizes Styrofoam lances and a points system. All the rules can be found on the Equestrian website.

By consensus, Chairman Moore ruled that instituting combat experiments is within the authority of the Society Marshal.

Corporate Development Officer

The Corporate Development Officer requested that the Board direct 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. This will become the "jump start" for our specific fundraising campaign initiative for 2004. The SCA can then advertise to our members and interested constituents that we are indeed making it simple and easy for them to donate.

By consensus, Chairman Moore directed that the Chief Information Architect and his team be asked for a feasibility study regarding the technical aspects of this proposal.

"The SCA, Inc. continues to successfully raise funds with www.iGive.com . This website offers you hundreds of vendors to choose from for your online purchases, such as Expedia.com, 1800contacts(tm) or Barnes and Noble. Go to www.iGive.com and select "Society for Creative Anachronism, Inc." (no
* the*). A predesignated percentage of your purchase will be automatically donated to the Society! We hope that you will continue making your online purchases through the www.iGive.com website, and encourage your Shire or Barony friends and family to do so as well! Thank you very much."

Legal Committee

The Legal Committee was asked several questions by the Board and Officers of the SCA, Inc., this quarter. Most relevant to the membership are the Legal Committee's recommendation that families may supply one copy of a Minor Participation Form with all children from the family listed, but must continue to have a separate Medical Authorization for each child. The Legal Committee is investigating the application of Section 326 of the Patriot Act to new bank accounts, or to those where a signatory is changing, to prepare a uniform policy and response.

Executive Session

1. Society Chirurgeon General Applications

The Board appointed Beth Hart-Carlock (Eleanor Isabeau du Coeur) to the office of Society Chirurgeon General beginning at the close of the April 2004 quarterly meeting.

2. President's Warrant

Motion by Dena Cady that, taking into account that Megan Baron was given a two-year warrant for the office of President as opposed to the typical three-year warrant, her warrant be extended until July 31, 2005. Seconded by Hal Simon. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

3. Revocation and Denial of Membership - Richmond Slate

Motion by Fernando Vigil to revoke and deny the membership of Richmond Slate effective January 24, 2004. Seconded by Lis Schraer. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

The Board further takes specific note that, despite all reasonable efforts, the Society Seneschal has been unable to confirm that Mr. Slate has received the letters of notification sent to him in accordance with section II.E. of the Corporate Policies of the Society for Creative Anachronism, Inc. Therefore the Board agrees to reconsider this decision upon request from Mr. Slate.

4. Revocation and Denial of Membership - Tracy Donaldson

Due to a lack of documentation, Chairman Moore ordered this item remanded to the next meeting.

5. Appeal of Revocation and Denial of Membership - Eric Mauer

Motion by Jason Williams that the Board deny the appeal of the revocation and denial of membership of Eric Mauer imposed July 19, 2002. Seconded by Gary Raine. In favor: Dena Cady, Gary Raine, Lis Schraer, Fernando Vigil, Jason Williams. Opposed: none. Recused: Hal Simon. Motion carried.

6. Appeal of Revocation and Denial of Membership - Tim Hugus

By consensus, Chairman Moore ruled that the Board declines to hear this appeal as it is not accompanied by new evidence as required by Corporate Policies II.E.

7. Absolute Banishment - Pat St. George

Motion by Lis Schraer to uphold the absolute banishment of Pat St. George (Aveline Delinsay) imposed by Gunnarr and Gabriell, King and Queen of An Tir, on November 22, 2003, and that the Society Seneschal be directed to begin an investigation into a possible revocation and denial of membership. Seconded by Gary Raine. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

8. Absolute Banishment - James C. Henry

Motion by Fernando Vigil to uphold the absolute banishment of James C. Henry (Seamus MacInnierghe) imposed by Raggnar and Kyneburh, King and Queen of Atlantia, on November 1, 2003, and that the Society Seneschal be directed to begin an investigation into a possible revocation and denial of membership. Seconded by Gary Raine. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

9. Absolute Banishment - R. Michael Grant

Motion by Lis Schraer to uphold the absolute banishment of R. Michael Grant (Michael O'Gaullee) imposed by Raggnar and Kyneburh, King and Queen of Atlantia, on September 8, 2003. Seconded by Hal Simon. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

The Board noted that Mr. Grant's membership was revoked and denied at the October 2003 meeting; however, due to the timing of the Board meetings, this banishment was properly proclaimed and thus was required to be considered by the Board.

10. Absolute Banishment - Lynn Raabe

Motion by Fernando Vigil to uphold the absolute banishment of Lynn Raabe (Talia of Hawksholm) imposed by Irel and Rosalind, King and Queen of the Outlands, on July 31, 2003, and that the Society Seneschal be directed to begin an investigation into a possible revocation and denial of membership. Seconded by Gary Raine. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

Motion by Fernando Vigil to uphold the absolute banishment of Lynn Raabe (Talia of Hawksholm) imposed by Hoegaarden and Chiara, King and Queen of the Outlands, on November 8, 2003. Seconded by Gary Raine. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

11. Revocation and Denial of Membership - Tony Tamboury

By consensus, Chairman Moore ordered this matter returned to the Kingdom for further attention.

12. Revocation and Denial of Membership - Stephanie Goodfellow

A report on the investigation was presented by the Society Seneschal. By consensus, Chairman Moore ordered this item remanded to the next meeting.

13. Appeal of Banishment - Alexander White

Motion by Lis Schraer to grant the appeal of Alexander White (Boldo) and overturn the banishment from the realm proclaimed by Henri, King of Aethelmearc, on September 20, 2003, on procedural grounds. Seconded by Dena Cady. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

Motion by Gary Raine to admonish Henri, King of Aethelmearc, and Joyce Oswald (Aoibheil of Dun Holen), Seneschal of AEthemearc, for failure to follow proper notification procedure in the banishment from the realm of Alexander White (Boldo) proclaimed on September 20, 2003. Seconded by Dena Cady. In favor: Dena Cady, Gary Raine, Lis Schraer, Hal Simon, Fernando Vigil, Jason Williams. Opposed: none. Motion carried.

Personnel Changes

The Board elected Jeff Brown (Donnan the Truehearted) of the Kingdom of An Tir to the Board of Directors. He will take his seat at the close of the April 2004 quarterly meeting.

Quarterly Meeting Schedule

  • The Second Quarter 2004 meeting will be held on April 24, 2004, in Tampa, Florida (Kingdom of Trimaris).
  • The Third Quarter 2004 meeting will be held July 17, 2004, in Philadelphia, Pennsylvania (Kingdom of the East).
  • The Fourth Quarter 2004 meeting will be held October 23, 2004, in Dallas, Texas (Kingdom of Ansteorra).
  • The First Quarter 2005 meeting will be held January 22, 2005. The tentative location is the Kingdom of AnTir.

REPORT ON THE CONFERENCE CALL MEETING OF THE BOARD OF DIRECTORS
December 9, 2003

I. Old Business

A Corporate Audit

By consensus, Chairman Moore ordered this item remanded to the January 2004 meeting.

B Corporate Office Procedures

Tom Bilodeau presented a revision of the draft Corporate Office Procedures manual, which was remanded from the October 2003 meeting, for the Board's review. Discussion of this document shall continue.

C Bone family book donation update

Renee Signorotti reported that the first purchase of dance books from the generous donation of the Bone family has been made. The books, when received, will be shipped to the Kingdom Seneschals for distribution.

II. New Business

A Administrative Sanctions

By consensus, Chairman Moore directed that discussion on this topic continue.

B Sexual Harassment Policy

By consensus, Chairman Moore directed that the Legal Committee be asked about the advisability of creating a Corporate sexual harassment policy, and remanded this item to the April 2004 quarterly meeting.

C Zip code reassignment - Japan

Because, apparently, Japanese mailing addresses have been assigned improperly in the registry database for many years, the Board directed that the assignment of these addresses be corrected to the West Kingdom.

III. Officer Reports - Society Exchequer

The Society Exchequer presented changes to Society Branch Financial Policy, which were approved by the Board. The latest version of Society Branch Financial Policy may be found online at www.sca.org.

The Society Exchequer asked the Board to approve a revised Gulf Wars Financial Policy. The Board approved the changes. The current policy may be found online at www.sca.org.

The Society Exchequer asked for clarification as to whether she or the Treasurer is in charge of working with Kingdoms which are delinquent in filing Non-Member Surcharge reports. By consensus, Chairman Moore directed that the Society Exchequer is responsible for working on bringing delinquent into compliance, and if necessary the Society Treasurer, Society Seneschal, and Board Ombudsman for the Kingdom will become involved.

The Society Exchequer asked whether the Board wants the delinquent kingdoms to catch up the NMS payments they are behind before the end of the year. By consensus, Chairman Moore directed that delinquent Kingdoms be required to make good all overdue payments by the end of the calendar year.

The Society Exchequer asked whether the Board wants to receive reports from her for the conference calls which contain the most recent quarter's NMS information. By consensus, Chairman Moore stated that such reports will not be required.

Comments are strongly encouraged and can be sent to:
SCA Inc.
Box 360789
Milpitas, CA 95036

You may also email comments@sca.org .