President's Report of the January, 2006 Quarterly Meeting

This is the President's report of the actions taken at the SCA Inc.'s most recent Board of Directors meeting, held January 21, 2006 in Atlanta, Georgia, in the Kingdom of Meridies.

This material may be freely distributed, and those receiving it are strongly encouraged to share this information with the general membership. 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 2006 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 web site.

The next Board of Directors meeting will be held on April 22, 2006 in Richmond, Virginia, in the Kingdom of Atlantia. The deadline for submission of agenda items is April 1, 2006.

Respectfully submitted,
Linda Moore
President, SCA Inc.

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Branch Status Changes
The Board took note of two new branches: the Canton of Skorragarthr (Shawnee, OK), in the Kingdom of Ansteorra, and the Shire of Trewint (Huron, SD) In the Kingdom of Northshield. There was one change in status: the Shire of Moonschadowe, (Stillwater, OK) in the Kingdom of Ansteorra, is now a Province. There were three branch dissolutions: the Shire of Loch Dorr (Crawford Bay, BC) in the Kingdom of An Tir, the Shire of Salt Keep (Panama City, FL) in the Kingdom of Meridies, and the Shire of Ecorngil (San Jose, CA), in the Kingdom of the West.

Old Business

Society Exchequer Land-Use Policy
At the October 2005 quarterly meeting, the Society Exchequer asked that the Land Use Policy be moved from the Chancellor of the Exchequer’s Officers Handbook to Corporate Policies.

The policy reads:
REAL ESTATE
A. Funds may be designated to the purchase or improvement of real estate by branches, provided that the source, maintenance, and purpose of any such funds are clearly designated within the branch’s financial policy.

B. No representative of the SCA may financially obligate the SCA to the purchase or substantial improvement of real estate without prior approval of the Board of Directors. An improvement will be considered to be substantial if :

(1)It requires a building permit or other clearance from the local government;
(2)It increases the fair market value of the property, or
(3)It is constructed in a manner that makes its portability to another site questionable or unfeasible.

C.A separate incorporation for the purpose of holding real estate may be required by the Board of Directors.

By consensus, Chairman Williams ordered this item put before the membership for comment. Commentary shall be due by March 31, 2006.

Family Membership
Section 1.B.4 of the Corporate Policies for the SCA Inc. currently reads as follows:
4. Family Membership extends the privileges of Section I.B.I. to the immediate family of a member defined in paragraphs B.1-B.2 of this Article, who live at the same physical address as the member. This type of membership is not considered a subscribing membership.

Per the membership application, the cost for family membership is:
Family: $10.00 - Immediate family of a Sustaining or International member residing at the same address. Family members are extended the privileges of Associate membership. A maximum of $60 will be collected from families with one Sustaining and three or more family members ($35+ $25).

This membership is meant for families, specifically immediate families at the same address, to be able to enjoy membership at a reasonable cost. We have, unfortunately, seen what appears to be a growing trend of abuse of this membership type over the past few years, with as many as 20 people applying under one family membership.

It is recommended that this be addressed by changing Section I.B.4 of the Corporate Policies for the SCA, Inc. to read as follows:


4. Family Membership extends the privileges of Section I.B.I to one additional adult and minors aged 17 and under who live at the same physical address as a member defined in paragraphs B.1-B.2 of this Article. This type of membership is not considered a subscribing membership.

By consensus, Chairman Williams ordered this item put before the membership for comment. Commentary shall be due by June 1, 2006.

New Business
Corporate Policies on Appeals
The Board of Directors wishes to clarify, in the Governing Documents, the language regarding the appeal of sanctions. It is found in three places: Corpora I.C.3; Corpora IV.G.4.c; and Corporate Policies II.D.4. The substantial change in each is to note that one appeal will be heard for each sanction, but any additional appeals must be accompanied by new information in order to be heard.

Corpora IV.G.4.c currently reads as follows:
c. Notification: Upon receipt of a request for Board action affecting membership, the Board shall notify the person(s) in question of when the matter will be considered and invite all relevant documentation and appeals. The Board will discuss and decide such a petition in accordance with its rules. Regardless of how the process is initiated, a revocation or denial of membership by the Board enforces exclusion from all SCA events in all SCA kingdoms. Such a revocation or denial of membership may be appealed, but such appeal must be accompanied by new evidence which warrants re-examination by the Board. At the conclusion of the imposed term of revocation or denial, or if an appeal as provided above is accepted by the Board, exclusion from SCA events shall be lifted, and the individual allowed to (re)apply for membership in the SCA, unless membership is again denied.

It would be changed to read:
c. Notification: Upon receipt of a request for Board action affecting membership, the Board shall notify the person(s) in question of when the matter will be considered and invite all relevant documentation and appeals. The Board will discuss and decide such a petition in accordance with its rules. Regardless of how the process is initiated, a revocation or denial of membership by the Board enforces exclusion from all SCA events in all SCA kingdoms. Sanctions imposed or upheld by the Board of Directors may be appealed as provided in Corpora I.C.3. At the conclusion of the imposed term of revocation or denial, or if an appeal as provided above is granted by the Board, exclusion from SCA events shall be lifted, and the individual allowed to (re) apply for membership in the SCA, unless membership is again denied.

Corporate Policies II.D.4. currently reads as follows:
4. Appeal A revocation or denial of membership may be appealed, but such appeal must be accompanied by new evidence that warrants re-examination by the Board. At the conclusion of the imposed term of revocation or denial, or if an appeal as provided above is accepted by the Board, exclusion from SCA events shall be lifted, and the individual shall be allowed to (re)apply for membership in the SCA, unless membership is again denied.

It would be changed to read:
4. Appeal Sanctions imposed or upheld by the Board of Directors may be appealed. Members may appeal such sanctions to the Board as provided in Corpora I.C.3. At the conclusion of the imposed term of revocation or denial, or if an appeal as provided above is granted by the Board, exclusion from SCA events shall be lifted, and the individual shall be allowed to (re)apply for membership in the SCA, unless membership is again denied.

And Corpora I.C.3 currently reads:
3. Right of appeal The Board is the ultimate determiner and arbiter of the rules of the Society, regardless of what authority it may delegate elsewhere. All members of the Society shall therefore have the right of appeal to the Board, provided they follow proper channels for complaint and appeal.

When individual actions or decisions are appealed to the Board, any Directors who have been personally involved with the matters in question within the medieval structure of the Society must declare the potential conflict of interest and withdraw from the ruling.

It would be changed to read:
3. Right of appeal
The Board is the ultimate determiner and arbiter of the rules of the Society, regardless of what authority it may delegate elsewhere. All members of the Society shall therefore have the right of appeal to the Board, provided they follow proper channels for complaint and appeal.

After one appeal has been heard by the Board, additional appeals may be presented, but such appeals must be accompanied by new evidence that warrants re-examination by the Board. The Board may choose not to hear such additional appeals if it feels the evidence does not warrant re-examination. At the conclusion of the imposed term of revocation or denial, or if an appeal as provided above is granted by the Board, exclusion from SCA events shall be lifted, and the individual shall be allowed to (re)apply for membership in the SCA, unless membership is again denied.

When individual actions or decisions are appealed to the Board, any Directors who have been personally involved with the matters in question within the medieval structure of the Society must declare the potential conflict of interest and withdraw from the ruling.

By consensus, Chairman Williams ordered this item put before the membership for comment. Commentary shall be due by June 1, 2006.

Rapier Handbook
A revised Society Rapier Handbook was approved

Equestrian Handbook
A revised Society Equestrian Handbook was returned for further work.

Chancellor of the Exchequer / Kingdom Officer’s Handbook
A revised Chancellor of the Exchequer/Kingdom Officer’s Handbook was returned for further work.

Chancellor of the Exchequer / Local Officer’s Handbook
A revised Chancellor of the Exchequer/Local Officer’s Handbook was returned for further work.

Society Chronicler’s Policies
Revised Society Chronicler’s Policies were approved.

Drachenwald Non-Member Surcharge Variance Request
A variance in the non-member surcharge was granted for Drachenwald.

Memory Upgrade Funding Request
A request by the CTO to fund increased memory for our servers and back- up was approved.

Investment Policy Revisions
The revised investment policies presented by the Investment Committee were approved.

Resignation from the Order of the Laurel – Letitia Running (Paigan Crawford), Kingdom of the East
By consensus, the Board took note of the resignation from the Order of the Laurel of Letitia Running (Paigan Crawford).

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
President Moore commended outgoing Treasurer Tom Bilodeau, and thanked him for his service.

Vice President of Operations (Society Seneschal)
The Society Seneschal presented a policy interpretation stating that a passage from the Society Seneschal’s handbook regarding the publication of Treaties and Policies applies to all officers. The Board upheld this interpretation.

He presented a new policy prohibiting the hunting of live animals at SCA events. The Board upheld the policy.

Treasurer
The treasurer asked for the Board to approve the NMS variance for the Kingdom of Drachenwald; it had already been approved under new business.

Mr. Bilodeau had the following commendations: As this is my last report to the Board as Treasurer, I wish to thank many of the people who have made my job easier. Susan Earley has been instrumental with her efforts to help formulate and implement not only financial policy, but a useable handbook as well. I am indebted to all the Kingdom Exchequers who I have worked with over these past 4 years as well. I wish to also thank Deborah Brown for her sage counsel, keen wit and insight. Kathy Palmer has been a resource to me as well, both as my predecessor in this job, but also as a Society Exchequer and a source of corporate knowledge and inter-kingdom anthropology. Zelda Unger has my deep respect for working tirelessly on the financial issues for the Canadian Society members. Lastly, I extend my heartfelt thanks to Renee Signorotti for all her visible and invisible help. There is a team of people that I also want to commend to the Society – and it is the 7 Directors of the Board. The SCA's vision depends upon these men and women who come from divers Kingdoms with divers skills. Thank you for allowing me to work for you in serving the Laurel Kingdoms.

The Board thanked Mr. Bilodeau for his long years of service to the SCA, and wished him luck in his “retirement.