SCA President's Report for April 16, 2005 Board Meeting

Meg Baron, President of the Society for Creative Anachronism, Inc., has released the President's Report for the April 16 meeting of the Board of Directors.


Greetings:

This is the President's report of the actions taken at the SCA, Inc.'s most recent Board of Directors meeting, held April 16, 2005 in Ottawa, Ontario, Canada (Kingdom of Ealdormere). 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 April 2005 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 July 16, 2005, in Boise, Idaho. The deadline for submission of agenda items is July 1, 2005.

Respectfully submitted,

Meg Baron President, SCA Inc.


Branch Status Changes

  1. The Board took note of the following new branches:

    Shire of Amlesmore (Hallsville, MO), Kingdom of Calontir

    Canton des Forges (Trussville/Clay/Chalkville/St. Clare Co., AL) - canton of the Barony of Iron Mountain (Birmingham, AL), Kingdom of Meridies

  2. The Board took note of the following routine change in status:

    Shire of Tir Medoin (Rocksdale, TX), Kingdom of Ansteorra will now also include the geographical area of Temple, TX, formerly held by the shire of Tempio.

  3. The Board took note of the following branch dissolution:

    Shire of Tempio (Temple, TX), Kingdom of Ansteorra

Old Business

A. Proposed revision to Corpora IX.A.5.

The Board requested commentary from the membership concerning a proposed change to Corpora IX.A.5., which currently reads:

"No person who has not attained his or her sixteenth (16th) birthday may be authorized in armored combat or the marshaling of armored combat. No person who has not attained his or her fourteenth (14th) birthday may be authorized for any form of Society combat-related activity...."

This wording creates a potential conflict with the youth combat programs established in many Kingdoms. The Society Seneschal recommended that this be addressed by changing the wording to read "...No person who has not attained his or her fourteenth (14th) birthday may be authorized for any form of Society Adult combat-related activity."

Adding the word "Adult" removes potential confusion with youth combat activities.

Because the Marshallate is at present working on related changes in the Society Marshal's Handbook, Chairman Williams ordered this item remanded to the next meeting.

New Business

A. Non-Member Surcharge Enforcement

The Chairman directed a subcommittee of Directors and officers to work on standards and procedures for non-member surcharge enforcement.

B. Pennsic War 2005 Waiver Variance Requests

As in previous years, the Board approved the variant waiver text for Pennsic War XXXIV.

C. Registry/Online Database Upgrade Proposal

After discussion and by consensus, Chairman Williams ordered this item remanded to the next meeting.

D. SKA — Nordmark (Sweden) Affiliation Agreement

The Board of Directors adopted the presented Affiliation Agreement between the SCA, Inc. and SKA — Nordmark (Sweden).

E. Corpora Variance Request

The Kingdom of Atenveldt requested a variance to Corpora IV.E.3. to permit the Crown to delegate warranting authority for Baronial officers to Territorial Barons and Baronesses.

The Board granted this variance to the Kingdom of Atenveldt, and Chairman Williams directed the Society Seneschal to investigate whether a change should be made to Corpora to permit this Society-wide.

F. Proposed Change to Corpora X.A.

Corpora X.A., paragraph 1, currently reads as follows:

Royalty may sanction subjects of the realm and visitors thereto, for just and stated cause. Royal Sanctions are in effect from the moment of proclamation, but a notice must be published in the next available issue of the kingdom newsletter if the sanction is to remain in effect. The specific cause and occasion of the sanction must be explained in writing to the sanctioned individual, but must not be published in the kingdom newsletter or otherwise made public.

Proposed addition to the end of the above paragraph:

Baronial Coronets may not impose sanctions directly, but may request that the Crown and/or Principality Coronet impose sanctions.

By consensus, Chairman Williams ordered this item put before the membership for comment, with a commentary due date of July 31, 2005.

G. Proposed Change to Corpora X.B.

Corpora X.B, paragraph 1, currently reads as follows:

Officers may impose Administrative Sanction within their area of authority, for just and stated cause, only in accordance with the rules defined in their appropriate office handbook or specifically granted to their office in the Governing Documents of the SCA. Administrative Sanctions might include, but are not limited to, suspension or removal from office, revocation of authorization, or the removal of a disruptive element from an event by the individual responsible for the event as defined in the appropriate section of Corpora. Officers below the Principality level may not impose Administrative Sanctions lasting longer than a single event.

Proposed change (additions underlined):

Officers may impose Administrative Sanction within their area of authority, for just and stated cause, only in accordance with the rules defined in their appropriate office handbook or specifically granted to their office in the Governing Documents of the SCA. Administrative Sanctions might include, but are not limited to, suspension or removal from office, revocation of authorization, or the removal of a disruptive element from an event by the individual responsible for the event as defined in the appropriate section of Corpora. Officers below the Principality level may not impose Administrative Sanctions lasting longer than a single event. Officers at the Kingdom or Principality level may not impose Administrative Sanctions lasting longer than the end of their term of office. Officers at all levels may request that their superior officer impose sanctions of longer duration. Nothing in this section is to be construed as interfering with the right of officers at all levels to appoint and remove deputy officers as they see fit.

By consensus, Chairman Williams ordered this item put before the membership for comment, with a commentary due date of July 31, 2005.

H. Proposed Change to Corpora X.B.2.

Corpora X.B.2, paragraph 3, currently reads as follows:

The Board will not automatically review Administrative Sanctions; however, members may appeal an Administrative Sanction to the Board as provided in Corpora I.C.3. If upon appeal the Board determines that a sanction is without merit or has been unfairly imposed, the sanction will be lifted and the officer that imposed it may be subject to sanctions.

Proposed change (additions underlined):

The Board will not automatically review Administrative Sanctions below the Society level; however, members may appeal an Administrative Sanction to the Board as provided in Corpora I.C.3. If upon appeal the Board determines that a sanction is without merit or has been unfairly imposed, the sanction will be lifted and the officer that imposed it may be subject to sanctions.

By consensus, Chairman Williams ordered this item put before the membership for comment, with a commentary due date of July 31, 2005.

I. Petition for Change of Principality Jurisdiction

By consensus, Chairman Williams declared that this petition was submitted through improper channels, and thus the Board declined to consider it. The Society Seneschal was directed to return this item to the submitter.

Chairman Williams noted the displeasure of the Board that proper channels (the Kingdom Seneschal, the Crown, and the Society Seneschal) were deliberately bypassed in this submission.

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

The President presented a Resolution transferring all SCA Inc. bank accounts in Australia to SCAA. The Board adopted this Resolution.

The President presented a new Policy on Accessibility to Society Functions for the Board's review:

The SCA, Inc. will not discriminate against any member or participant on the basis of race, sex, religion, national origin, age or disability. The SCA, Inc. will comply with all laws of the nation in which the meeting or event is held. For any meeting or event held in the United States, the SCA, Inc. will comply with the Americans with Disabilities Act. The SCA, Inc. will provide reasonable accommodations to qualified individuals with disabilities to enable all participants to fully enjoy the events whenever it is possible to do so. The SCA, Inc. will at all times attempt to provide reasonable accommodations, while preserving the fundamental nature of the SCA event.

The Board adopted this policy as Corporate Policies section XIII, renumbering the remainder of that document as necessary.

Society Seneschal

Issues that have arisen in the last year have caused requests to arrive at the Society Seneschal's office to interpret when the Society Seneschal Policy that Seneschal's [and autocrat's] requirement to ensure compliance with modern era laws, regulations, statutes, and codes applies to reports of alleged criminal activity at an event or function. His interpretation is that when a person reports an alleged criminal act to a seneschal/autocrat/key event staff member—via verbally presenting themselves as the victim, reporting having witnessed the act, or presenting for treatment of injuries sustained via a criminal act—the seneschal or key event staff member should report the situation to modern era authorities immediately. It is the task of those modern authorities to sort out whether a crime has been committed and what is the appropriate action to take. If the alleged victim declines to press charges or give a statement to the modern authorities - that is between the alleged victim and the modern authority. Key event staff and/or seneschals who are not compliant with this policy face the possibility of administrative review and sanction. Full details of this requirement are being spelled out in greater detail within the revised Seneschal Handbook. The Board upheld the Society Seneschal's policy interpretation.

Issues that have arisen in the last year have resulted in a request to interpret whether or not the SCA will enforce such legal documents as restraining orders, custody agreements, etc. The Society Seneschal's interpretation is that the SCA, Inc. is not an administrating body for modern era court orders, and as such will refer participants to modern era authorities for the enforcement of the same. The Board upheld the Society Seneschal's policy interpretation.

The Society Seneschalwas asked by the Seneschal of the West Kingdom whether it was permissible for the Arts and Sciences competition at the Principality of the Mists Coronet tournament to include a specific category in which the performance of religious/magical ceremony is judged. His reply was that doing a religious or magical ceremony as a part of a formal A&S competition inherently makes it an official authorized function. As such, the ceremony would be in violation of Corpora II.F. The Board upheld the Society Seneschal's policy interpretation.

The Society Seneschal presented the following new policy regarding supervised activities for minors:

For all organized SCA functions for minors, a minimum of two adults (age 18 or older), unrelated to one another, must be present. This policy does not relieve parents or guardians from their primary responsibility for the welfare of their children. This policy is not subject to granting of variance or ‘grandfathering' of existing activities.

The Board upheld the Society Seneschal's policy decision.

Treasurer

The Kingdom of the West submitted a Non-Member Surcharge Variance Request for the Barony of the Far West and its branches to my office on March 22, 2005. This Barony contains the lands of Japan (multiple islands), Korea, Guam and Tinian. They have similar currency and banking problems to the banking problems encountered in the Kingdom of Drachenwald. The Treasurer granted this variance. However, the Board returned it for more information.

Society Exchequer

The Board approved financial policies presented by the Society Exchequer for the Kingdoms of Aethelmearc, Atlantia, and the Outlands, and also those for Kingdom Crusades, Estrella War, and Gulf Wars. The financial policies of the Kingdoms of Ealdormere and Trimaris were returned for further work.

Society Marshal

The Society Marshal presented the following proposed definitions for inclusion in the Marshals' Handbook:

A. Adult Armored Combat: A full contact, non-choreographed, recreation of medieval and Renaissance foot combat. Armor, costume, and simulated weapons constructed from rattan, fiberglass, rubber or other materials approved by the Society Marshal's Office are utilized in a competitive setting to recreate the appearance and methods of combat from the appropriate historical period.

B. Heavy Weapons: Simulated weapons used by individual combatants expressly for armored combat, constructed from rattan, fiberglass, rubber or other materials approved by the Society Marshal's Office.

By consensus, Chairman Williams ordered this item returned for further work.

The Society Marshal presented the following definition of Youth Combat:

Youth Combat is a program designed for minors ages 6-17. These programs require armor, require certain weapon construction techniques and materials, train young fighters in proper etiquette, the concepts of Chivalry, Honor and Courtesy, teach teamwork and good sportsmanship, as well as effective fighting arts, in a definitely competitive environment that parallels Armored Combat. It employs Marshals, authorizations and strict controls. The Marshallate is responsible for Youth Combat.

By consensus, Chairman Williams ordered this item returned for determination of what document, and where in that document, it is to be placed.

At the Society Marshal's request, the Board confirmed that the Society Marshal's purview extends over the areas of armored combat, rapier combat, all archery, live weapons other than archery, siege weapons, youth combat, and equestrian activities.

A proposed set of rules for Period Combat Studies as an Arts & Sciences activity was presented. The Board referred it to the Society Minister of Arts & Sciences for review.

The Society Equestrian Marshal requested that the Board consider removing Equestrian activities from the purview of the Marshallate. By consensus, the Board elected to take no action on this item.

The Society Equestrian Marshal reported on the success of the nearly two-year- old experiment in Styrofoam jousting, and recommended that it become an approved activity. The Society Marshal concurred. By consensus, Chairman Williams ruled that this decision is within the purview of the Marshallate, and thus no Board action is needed.

The Society Marshal presented a new communications policy for his office as follows: If a superior officer (normally a Kingdom Earl Marshal) has occasion to overrule a subject matter expert deputy on a relevant matter, said decision shall be reported to the next officer in the chain of command. In the case of the Kingdom Earls Marshal, the Society Marshal shall be notified. If the Society Marshal performed the action, he/she shall report to the Board. This policy is now in effect. The Board upheld this policy decision. Society Minister of Arts & Sciences

The Society Minister of Arts & Sciences was asked whether "guilds" must report to Arts & Sciences officers or not. The Society Minister of Arts & Sciences rendered the opinion that, unless they are mandated to do so by Kingdom Law, they do not, as they generally occupy the same unofficial status as a household. The Board upheld this policy interpretation.

Grand Council

The Grand Council is complying with the new charter, has selected new officers and will be appointing new members to the Council to bring the council back to functional levels.

Legal Committee

The Legal Committee addressed many new issues and questions from the Board of Directors this quarter. The following topics were most noteworthy:

The Committee reviewed child abuse/child sports laws regarding minors' participation in armored and rapier combat for those specific states that make up the Kingdom of Northshield, and concluded that no specific laws in those jurisdictions were either applicable or cause for concern.

Several related questions were posed to the Committee regarding the taking and publishing of photographs of people and items at events. Specifically, the questions focused on whether the subject of a photograph needed to consent before that photograph could be published, and in the case of a photograph of an item of copyrighted work, such as a scroll, whether the author/artist of the scroll needed to give permission before publication. After a negative discussion, the Committee agreed that if one is in a public place, including at an SCA event, one has no expectation of privacy by being in a public place and can have one's picture taken and disseminated to the public without permission. This would change, however, if one was in an area expecting privacy, such as inside a tent or behind encampment walls. A related matter discussed was that of publication of a photograph by depicting someone in a false light. The inclusion of a caption under the photo that implies the subject in the photo is engaging in an act that tends to subject the person to humiliation, public ridicule or scorn, for instance, would be improper. The Committee also determined that photographs taken where a person's heraldry is visible would be akin to photographing that person's face; i.e., the same expectation of privacy rules apply. The Committee previously researched the issue of posting images of scrolls and had concluded that obtaining permission from the scroll's creator (when known) was advisable. However, on current discussion, the Committee agreed that if the scroll was not the subject of the picture, that it was merely present in a larger scene, that permission from the scroll's author would not need to be obtained. The Committee will research more on these issues as things develop.

The Committee was asked about the desirability of having non-SCA individuals who attend SCA demonstrations sign waivers. The Committee agreed this would be unduly burdensome and impractical.

The Committee also reviewed the apparent authority some volunteers at SCA events have, and if they can be perceived to be "agents" of the SCA, Inc. While a true agent of a corporation is one that can act for on behalf of that corporation, the Committee feels that any person, warranted by the corporation or not, acting in a capacity in which someone reasonably would assume they have authority to be in charge of a certain activity, would be considered an "agent" — but only for that activity in which they are engaged.

Finally, the Committee was asked to address the issue of SCA-related logos on various merchandise, appearing without the express permission of the SCA, Inc., the trademark owner. The Committee stated that the SCA, Inc. owns the heraldic devices of the Society, Kingdom, and recognized branches of the SCA, and therefore has control over their use. What the SCA has no control over are the usage and distribution of the personal arms of members, households, or other symbols of association or personage. For the continued protection of the SCA's trademarks, the Committee urged the Board of Directors to better police any unauthorized use of those marks it does own and have control over. One suggestion was to issue cease-and-desist letters to third-party businesses and individuals, such as online printing companies. As to merchants who sell items such as t-shirts and decals depicting SCA-owned trademarks (such as Kingdom armory), it was suggested that Kingdom Seneschals contact those merchants and issue Letters of Permission to those merchants who wish to reproduce the artwork on their merchandise, where appropriate.

Outstanding work on researching specific state's notarization requirements of minor medical authorizations has been suspended, pending the outcome of two relevant state litigations. The Legal Committee will continue to monitor those cases and report when they have concluded.

Executive Session

Office of the President Applications

Motion by Lis Schraer to appoint Linda S. Moore (Gwyneth Felton) to the position of President of the SCA, Inc. for a two-year term with an option for an additional one-year extension, subject to the standard six-month probationary period, effective at the conclusion of the July 2005 quarterly meeting. Seconded by Dena Cady.In favor: Jeff Brown, Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood. Opposed: none. Motion carried.

The Board reviewed applications received to date, but because the application deadline has not yet passed, no action was taken.

Laurel Sovereign of Arms Applications

Motion by Dena Cady to appoint Lisa Mohr (Elisabeth de Rossignol) to the position of Laurel Sovereign of Arms for the standard three-year term, subject to the standard six-month probationary period, effective immediately. Seconded by Tom Hughes.In favor: Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood, Jason Williams. Opposed: none. Recused: Jeff Brown. Motion carried.

Society Copyright Deputy Applications

As this is a deputy position, by consensus the Board accepted the Society Chronicler's recommendation and signed a warrant for Suzanne Metzler (Tehair MacDiarmada).

Revocation and Denial of Membership — Kevin Morse

Motion by Lis Schraer to revoke and deny the membership of Kevin Morse (Belin dun Dubh), of the Kingdom of Meridies, effective immediately.Seconded by Jeff Brown. In favor: Jeff Brown, Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood. Opposed: none. Motion carried.

Revocation and Denial of Membership — John Dyer

By consensus, the Board did not revoke the membership of Mr. Dyer, and this matter is now closed.

AbsoluteBanishment — Bruce Parker

Motion by Jeff Brown to uphold the absolute banishment of Bruce Parker (Brunslen von Uberwald) imposed by Malik and Genevieve, King and Queen of Ealdormere, on February 12, 2005, and to direct the Society Seneschal to begin an investigation into a possible revocation and denial of membership. Seconded by Dena Cady. In favor: Jeff Brown,Dena Cady, Tom Hughes, Lis Schraer. Opposed: none. Recused: Gabrielle Underwood. Motion carried.

Absolute Banishment — Doug Heyns

Motion by Lis Schraer to uphold the absolute banishment of Doug Heyns imposed by Ibrahim and Ileana, King and Queen of the Outlands, on December 18, 2004, and to direct the Society Seneschal to begin an investigation into a possible revocation and denial of membership. Seconded by Tom Hughes. In favor: Jeff Brown,Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood.Opposed: none.

Banishment from the Realm — Letitia Wilde

Motion by Tom Hughes to uphold the banishment from the realm of Letitia Wilde (Richenza von Augsburg) imposed by Alden and Constantina, King and Queen of the West, on January 16, 2005. Seconded by Dena Cady. In favor:Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood.Opposed: none. Recused: Jeff Brown. Motion carried.

Petition for Degradation from Peerage — Letitia Wilde

Motion by Gabrielle Underwood to direct the Society Seneschal to begin an investigation into a possible degradation from the Peerage of Letitia Wilde (Richenza von Augsburg). Seconded by Dena Cady. In favor:Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood.Opposed: none. Recused: Jeff Brown. Motion carried.

Revocation and Denial of Membership — Paul Morey

Motion by Lis Schraer to revoke and deny the membership ofPaul Morey, of the Kingdom of the East, effective immediately.Seconded by Jeff Brown. In favor: Jeff Brown, Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood. Opposed: none. Motion carried.

Revocation and Denial of Membership — Mark Benton

By consensus, Chairman Williams ordered this item remanded to the July 2005 quarterly meeting.

Revocation and Denial of Membership — Kevin Aspinall

By consensus, Chairman Williams ordered this item remanded to the July 2005 quarterly meeting.

Fighting Authorization Revocation — Brian Johnson

By consensus, Chairman Williams ruled that revoking fighting authorizations is within the purview of the Society Marshal, and no Board action is required.

Grand Council Chairman Confirmation

Motion by Tom Hughes to confirm the appointment of David Calafrancesco (Haraldr Bassi) as Chairman of the Grand Council. Seconded by Gabrielle Underwood.In favor: Jeff Brown, Dena Cady, Tom Hughes, Lis Schraer, Gabrielle Underwood. Opposed: none. Motion carried.

Ombudsman Assignments

Ombudsman assignments are as follows:

Jason Williams:
President, Executive Vice President for Legal Affairs, Society Seneschal, Corporate Office, Legal Committee, Marshal
Jeff Brown:
AEthelmearc, East, Middle, Northshield, Chief Information Architect
Dena Cady:
Caid, Lochac, West, Chirurgeon, Communications
Tom Hughes:
Artemisia, Atenveldt, Outlands, Financial Officers
Shawn Reed:
Atlantia, An Tir, Calontir, Heralds
Lis Schraer:
Drachenwald, Ealdormere, Arts & Sciences, Board Recruiting, Grand Council
Gabrielle Underwood:
Ansteorra, Meridies, Trimaris, Gleann Abhann

Personnel Changes

It was announced that Director Gary Raine tendered his resignation from the Board, effective April 13, 2005. Mr. Raine cited personal reasons for his resignation. Chairman Williams expressed the loss the Board would feel with Gary's absence, and thanked Mr. Raine for his thoughtful contributions to the Board during his tenure. He will be missed.

Director-Elect Shawn Reed took her seat on the Board at the conclusion of this meeting.

This meeting concluded the second term of office for outgoing Laurel Sovereign of Arms Wendel Bordelon. Chairman Williams thanked Mr. Bordelon for his service as Laurel Sovereign of Arms, especially his willingness to return to the post on short notice. The great sacrifice borne by Mr. Bordelon for the SCA has not gone unnoticed, and the Known World is indebted to him.

Quarterly Meeting Schedule

The Third Quarter 2005 meeting will be held July 16, 2005, in Boise, Idaho (Kingdom of Artemisia).

The Fourth Quarter 2005 meeting is scheduled for October 15, 2005, in Syracuse, New York (Kingdom of Aethelmearc), however, it is possible the date will be changed to October 22.

The First Quarter 2006 meeting will be held January 21, 2006. The tentative location is the Kingdom of Meridies.

The Second Quarter 2006 meeting will be held April 22, 2006. The tentative location is the Kingdom of the Middle.


REPORT ON THE CONFERENCE CALL MEETING OF THE BOARD OF DIRECTORS
March 7, 2005

Old Business

Sanctions Proposal

The Board adopted extensive changes to the SCA's Governing Documents. Changes were made to Corpora sections Glossary, I.F., II.E., IV. G-I, VI.A., VII.A., and VIII.E, By-Laws section V.C., and Corporate Policies sections II. D and II. E., and Corpora Section X was added.

The Directors noted that the purposes of these changes are: (a) To give additional options to Royalty faced with the challenges of imposing appropriate sanctions; (b) To gather the assorted sections of the Governing Documents concerning sanctions together and ensure compatibility between them; (c) To make the rules on sanctions clearer and easier to understand, and (d) To codify the methods by which administrative sanctions can be applied and appealed.

Officers' Reports

Investment Committee

The SCA Investment Portfolio lost money in 2005 with the value of its fund decreasing 2.7% for the quarter. In comparison with the S&P 500 (which fell 4.7%) we have done above market performance.

The Committee recommends the following actions to meet our holdings standards:
a. Sell St. Paul Travelers Companies Inc (STA)
b. Safeguarding our holdings by instituting a series of sell floors, one for each holding.

The Board accepted the Committee's recommendation regarding the sale of STA, and returned the proposed policy on sell floors for further clarification.

Comments are strongly encouraged and can be sent to:

SCA Inc.
Box 360789
Milpitas, CA 95036

You may also email comments@sca.org.