President's letter on the April, 2007 Board meeting

Patrick Anderson, President of the Society for Creative Anachronism, Inc., has released his letter with details of the April 2007 Board of Directors meeting.

PRESIDENT’S LETTER ON THE APRIL, 2007 BOARD MEETING

Greetings:

This is the President's letter on the actions taken at the SCA Inc.'s most recent Board of Directors meeting, held April 21, 2007 in Cheyenne, Wyoming, in the Kingdom of the Outlands. 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 Letter on the April, 2007 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 (http://www.sca.org/).

The next Board of Directors meeting will be held on July 14, 2007, in Bloomington, Minnesota, in the Kingdom of Northshield. The deadline for submission of agenda items is July 1, 2007. Please send hardcopies of any agenda items to Renee Signorotti at the SCA, Inc. corporate office by that date.

Respectfully submitted,

Patrick Anderson
President, SCA Inc.

BRANCH STATUS CHANGE

The Board took note of two new groups, the Shire of Hrafnafjordr- Principality of Oertha (Alaska) and the Shire of Harrowgate Heath, Kingdom of Ealdormere (Grenville & Dundas Counties, Ontario, Canada). The Board also took note of two dissolutions, the Canton of Trollhaven, East Kingdom (southern Rhode Island), and the Canton of Giant’s Gate, East Kingdom (New Haven,Waterbury, Connecticut).

BOARD RECRUITING

Gabrielle Underwood stated that there are at present forty-nine (49) candidates on the list of Board nominees. She stated that commentary from the membership on these nominees is always welcomed, as are new nominations.

OLD BUSINESS

None

NEW BUSINESS

Marshals’ Handbook

The Board adopted the new amended Marshals Handbook, which mainly incorporates rules changes already approved by the Board.

Atenveldt Royalty Variance Request

The Board approved the variance request for Corpora Item IV.C.2 by Morgan and Livia, Crown Prince and Princess of Atenveldt to bestow a Duchy on HRM Elzbieta of Atenveldt, upon completion of her reign.

Drachenwald Royalty Variance Request

The Board also granted a variance of Corpora IV.C.2 as requested by TRH of Drachenwald, Alaric and Nerissa, to bestow a county on HRM Margarite of Drachenwald, upon completion of her reign

REPORTS

President—Patrick Anderson (Gabriel andvaka Kjotvason)

The President reports that the SCA has been found to not be in violation of the ADA by one state's Attorney General's office. Further, the President has dealt with Wife Swap and they should not be bothering us again.

Vice President of Operations (Society Seneschal) – George Reed (Aaron faheud Swiftrunner of the Stone Keep)

The Board upheld the following policy interpretation of the Society Seneschal:

Are KW Officer Symposiums mandatory?
Ruling: No. The SCA Corporate and Society Officers do not tell kingdoms how to spend their money without a formal change to an SCA governing document. Society officers *do* have the capacity to reserve the right to make policy changes as a result of matters discussed at KW officer Symposiums, without additional follow-up with kingdoms that elect not to attend. Kingdoms that have conflicts and cannot attend should receive special consultation.

The Board also upheld this policy interpretation of the Society Seneschal:

It is my ruling that the SCA Alcohol Policy should apply to all North America branches of the SCA, Inc. I will commend to the Board a recommended clarification in the wording to reflect this ruling. This ruling is based on:
  • The cause of the Alcohol Policy is insurance and liability related.
  • The same insurance carrier covers us throughout North America.
  • Managing to different standards is an ineffective way to manage policy.

Vice President of Corporate Operations—Renee Signorotti

Report Filed.

Tournaments Illuminated (Outgoing) – John Sandtrom (Omar Mohammud Mirzazadeh)

Report filed.

Tournaments Illuminated (Incoming) – Dori Andrepont (Doria Tecla)

Ms. Andrepont has begun her tenure as the Tournaments Illuminated editor.

Compleat Anachronist – Rae L. Hadley (Towen ferch Grufudd Aur)

Ms. Hadley has begun her tenure as the Compleat Anachronist editor.

Treasurer – Alan Andrist (Alanus of Bunghea)

Report filed.

Society Exchequer – Mazelle Attiya (Maitresse Alysia Gabrielle de Fougeres)

The Board approved a change to the Society Financial Policy. The changes are as follows:

Society Financial Policy section XV:

Old: REVIEW OF BOOKS
A review of books is mandatory when the office changes hands or every two years; such review to be conducted by the Kingdom Chancellor of the Exchequer or designated representative. The books maintained by the Kingdom Exchequer will be reviewed by the Society Chancellor of the Exchequer or a designated deputy when that office changes hands. The financial records are public property and will be made available for examination by any member upon reasonable request at a time and place agreed upon by the Chancellor of the Exchequer and the requestor.

New: FORMAL REVIEW OF BOOKS
The purpose of a formal review of books is to ensure that all appropriate policies and procedures are in place and followed by all parts of the SCA, Inc., and to determine, document and monitor appropriate corrective action plans when gaps are found. A formal review of books is not a performance review for any financial officer, nor is it to be used as such.

A. WHEN
A review of books is mandatory when the financial officer changes. All accounts must be reviewed at least once within any two-year period, regardless of financial officer turnover.

B. REVIEWERS
Branch reviews are performed by any warranted exchequer acceptable to the Kingdom or Society Exchequer. For Kingdom level accounts, the reviewer must be approved by the Society Exchequer. The reviewer must not be a member of, or active in, the branch being reviewed.

C. WITNESSES
Reviews must be witnessed by at least one other officer. The witness should be (in order of preference) the exchequer of the account, the emergency deputy exchequer of the account, or the Seneschal on the financial committee for that account. Under certain circumstances, such as [when] the exchequer is under investigation, it may be required that a third party be selected as the witness instead of the aforementioned officers. These may include the Regional Deputy Exchequer, Kingdom Exchequer, or a representative of the Kingdom Exchequer. If none of these officers are available, the review must be rescheduled to provide for the presence of one of these officers.

D. REVIEW CONTENTS
The review covers all activity since the most recent of: date of last formal review, date of last financial officer change, back to January 1 three years prior so that at least two complete years of activity is included, and start of branch history.

The following topics and files, if they apply to the account being reviewed, are to be covered:

i. Financial reports submitted
ii. Event or other activity reports as required by kingdom policy
iii. Warrant and membership status for the financial officer and the emergency deputy
iv. Segregation of duties as required by Society and kingdom policy
v. Training needs for the financial officer(s) including access to handbooks
vi. Bank account setup and status (including signatory verification)
vii. Ledger maintenance and bank account reconciliation
viii. Transaction documentation, including deposits, receipts, advances and advance reconciliation
ix. Financial committee meeting minutes and decisions, including budgets and special votes
x. Financial policies in effect (branch and higher)
xi. Special purpose and dedicated funds
xii. Cash control procedures
xiii. Asset management procedures
xiv. Correspondence
xv. Progress on action plans from prior reviews

E. RESULTS RECORD AND DISTRIBUTION
Written record of the review findings and action plans are to be entered into the Society Account Review Results form and signed by the reviewer and witness. The original of the signed form goes to the Kingdom Exchequer or Society Exchequer for Kingdom accounts. The report summary pages may be printed in the branch newsletter. Copies of the signed review findings go to:


i. Financial Files (account),
ii. Seneschal (account),
iii. Reviewer,
iv. Outgoing exchequer (if applicable)
v. Financial Committee members

F. INFORMAL REVIEWS
The financial records are the property of SCA, Inc. and will be made available for examination by any member upon reasonable request at a ime and place agreed upon by the Chancellor of the Exchequer and the requestor. These meetings do not substitute for formal reviews of book.

Further, the Board approved the Northshield, Trimaris, Atenveldt, Atlantia and Caid Financial Policies as presented.

Investment Committee – Abel Sussman (Abel Brem of Regensfolke)

The Board approved the sale of fractional shares of CAT and updated the stop loss orders.

Society Chronicler – Susan Carroll-Clark (Nicolaa de Bracton)

Report filed.

Laurel Sovereign of Arms – Lisa Mohr (Elisabeth de Rossignol)

The Board approved the following policy interpretation of the Laurel Sovereign of Arms:

The following appeared in the cover letter for the October 2006 LoAR—
“The following quote from the Administrative Handbook, V.B.2.f., addresses distribution of the Letter of Intent--

“Timely Distribution - All letters must be distributed to all commenting members of the College of Arms in a timely manner. If a delay in excess of one week occurs between the completion of a letter and the time it is mailed, each letter must be appropriately re-dated.”

Per the Administrative Handbook VIII.B.8, "Any changes in administrative rules or procedures must be published in a cover letter to the letter of acceptances and returns." Therefore, as of the date of publication of this letter, the phrase ‘distributed to all commenting members of the College of Arms in a timely manner’ shall be interpreted to include distribution via OSCAR. No wording change to the Administrative Handbook is necessary.”

Marshal – Kevin Roderick (Hrothgar Monomakh)

Report filed.

Minister of Arts and Sciences – Tim Jennings (Garraed Galbraith)

Report filed.

Society Chirurgeon – Marcia Schlemm (Katrei Grunenberg)

Ms. Schlemm has begun her tenure as the Society Chirurgeon.

Chief Technology Officer – Scott D. Courtney (Iustinos Tekton called Justin)

Report filed.

Grand Council – Daniel Thompson (Roger of Belden Abbey)

Report filed.

Legal Committee – David R. Knudson (Tamlin Lochmaben)

Report filed.

EXECUTIVE SESSION OF THE BOARD MEETING:

Liaison for International Affairs Applications

Chairman Williams noted that the deadline for applications for this position was extended until May 31, 2007.

Revocation & Denial of Membership – Vance Van Doren (Pieter van Dooren)

Director Marilee Lloyd recused herself from discussion of or voting on this issue.

In accordance with the Investigator’s recommendation, no further action is required and this matter is now closed.

Revocation & Denial of Membership – Nancy Van Doren (Nan Astrid)

Director Marilee Lloyd recused herself from discussion of or voting on this issue.

In accordance with the Investigator’s recommendation, no further action is required and this matter is now closed.

Dawn Offenbecker (Dagrun Stjornufrotha) Appeal Issues

a. Royal Banishment Appeal
Motion by Gabrielle Underwood to deny the appeal of banishment from royal presence of Dawn Offenbecker (Dagrun Stjornufrotha) imposed by Lucan and Yana, King and Queen of the East Kingdom, on January 27, 2007. Seconded by Jeff Brown. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Opposed: none. Motion carried.

b. Society Exchequer Sanctions
Motion by Marilee Lloyd to grant the appeal of sanctions imposed by the Society Exchequer upon Dawn Offenbecker (Dagrun Stjornufrotha) on February 27, 2007, and further directs the Society Exchequer to review the details of the sanction process. Seconded by Gabrielle Underwood. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Opposed: none. Motion carried.

Dirk Lancaster (Direk Ivanovich) Appeal

Chairman Jason Williams recused himself from discussion of or voting on this issue.

At this time Chairman Williams turned the gavel over to Vice-Chairman Underwood, excused himself and left the meeting.

Motion by Heather English to deny the appeal of Dirk Lancaster (Direk Ivanovich) of the sanctions imposed by the Board on October 21, 2006. Seconded by Hal Simon. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Hal Simon, Recused: Jason Williams. Opposed: none. Vice-Chairman Underwood exercised her option to vote and did so in favor of the motion. Motion carried.

Chairman Williams returned to the meeting at this time.

Dawn Williams (Aurora Danielle Trevelayne) Banishment

Motion by Heather English to uphold the banishment from the realm of Dawn Williams (Aurora Danielle Trevelayne) imposed by Martin and Islay, King and Queen of Trimaris on February 17, 2007. Seconded by Jeff Brown. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Opposed: none. Motion carried.

Joel A. Oppenheimer (Joel the Wanderer) Absolute Banishment

Motion by Shawn Reed to uphold the absolute banishment of Joel A. Oppenheimer (Joel the Wanderer) imposed by Timmur and Tianna, King and Queen of Artemisia on February 15, 2007 and further directs the Society Seneschal to begin an investigation into possible revocation and denial. Seconded by Heather English. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Chairman Williams exercised his option to vote and did so in favor of the motion. Opposed: none. Motion carried.

Jeffery Neimeyer (Philippe) Absolute Banishment

Motion by Heather English to uphold the absolute banishment of Jeffery Neimeyer (Philippe) imposed by Bardolph and Brigh, King and Queen of The Middle Kingdom on January 6, 2007 and further directs the Society Seneschal to begin an investigation into possible revocation and denial. Seconded by Gabrielle Underwood. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Chairman Williams exercised his option to vote and did so in favor of the motion. Opposed: none. Motion carried.

Richard Threlkeld (Caelin an Andre) Admin Sanction and Investigation.

Motion by Gabrielle Underwood to uphold the administrative sanctions imposed by the Society Seneschal as presented, upon Richard Threlkeld (Caelin an Andre), on January 7, 2007. Seconded by Jeff Brown. In favor: Jeff Brown, Heather English, Marilee Lloyd, Shawn Reed, Gabrielle Underwood. Absent: Hal Simon. Opposed: none. Motion carried.

Ombudsman Assignments

By consensus, Chairman Williams ordered the following Ombudsman Assignments:

  • Hal Simon: President, Executive Assistant, Society Seneschal, Corporate Office, Legal Committee, Communications
  • Jeff Brown: Aethelmearc, East, Financial, Information Technology, Middle, Northshield,
  • Heather English: Artemisia, Atenveldt and Outlands
  • Aaron Lloyd: Caid, Heralds, Lochac,
  • Marilee Lloyd: Arts and Sciences, Ealdormere, Grand Council, West
  • Shawn Reed: An Tir, Atlantia, Calontir, Chirurgeon,
  • Gabrielle Underwood: Ansteorra, Meridies, Trimaris, Gleann Abhann, Drachenwald, Board Recruiting, Marshal

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Patrick Anderson
President
Society for Creative Anachronism, Inc.
president@sca.org
952-412-4112

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

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This announcement is an official informational release by the Society for Creative Anachronism , Inc. Permission is granted to reproduce this announcement in its entirety in newsletters, websites and electronic mailing lists.