KDS BOD MEETING

18 Feb 2024

ATTENDANCE

Present:

  • Old:  Pierre Bourque (Kenjin), Aaron Berdu (Elias), Beth Maley (Stillhet), Ruth Baker (Annabellee)
  • New: Beth Maley (Stillhet), Charles Collucci (Tarmak Silverblade), Phillip Lane (Yang), Jacob Maley (Tajima), Checkers, Jen Rose (Tutt)

Not Present:  Friar Carlos

Populace:

[Old Officers: Pierre Bourque (Kenjin), Chris Cooper (Kodiak), Aaron Berdu (Elias), Ruth Baker (Annabellee), Beth Maley (Stillhet)]

[New Officers: Beth Maley (Stillhet), Charles Collucci (Tarmak Silverblade), Phillip Lane (Yang), Jacob Maley (Tajima), Friar Carlos, Jen Rose (Tutt), Checkers (Alternate)]

Kodiak Dismissed from BOD (no longer Monarch)

Stillhet takes position of Monarch / Kingdom Liaison

BOD changes hands

CALL TO ORDER

BOD Meeting called to order 1701

REVIEW OF PRIOR MEETING MINUTES

4/0/0 vote to approve minutes

PM AUDIT

Credits and Awards complete

Transfer to Yang completed at last convergence, transition confirmed.

  • Items transferred: Lockbox, petty cash, Paypal password

Awards from Endreign and Attendance are complete.

KINGDOM PAYPAL: $895.15. Petty Cash $1625;

Feast and Award money: $170

Dues collected (minus MOE).

Payment to AIBOD ($500) coming soon

No other expenditures to report.  

Approve Audit

4/0/0

NOTE: New discussion point: After posting of last month’s minutes, there were several questions from the populace regarding expenditures.  Recommendation for more detailed reporting of expenditures and income.  Better records would help address questions from populace on spending.

Investigate using paper or online form (Google Forms?) for reimbursement requests.

Google Form for Kingdom Reimbursement created by Kenjin: https://forms.gle/FYs5YgSy2WPT5qLP9

Will be reviewed by BOD

[Paypal Screenshot]

        

OLD BUSINESS

  • NPO Update (No Update, action officers not present)
  • Still working on Arizona NPO.
  • AZ Gov informed us that we sent incorrect forms, Annabellee/Stillhet have correct forms.  Filling out and will sign and resubmit (ETA Wednesday)
  • Paperwork signed by Chris, Ruth, and submitted to agency, awaiting action. [complete]  
  • Expect it to take a couple months for AZ to process.  If needed, AZ parks can ask Obsidian Gate, or see if they would accept the NM NPO EIN.
  • Registered Agent of NPO is Ruth Baker

  • Tax Updates
  • Land Audits required to complete Taxes for CY23.  Robert/Francis will begin taxes once land audits are complete.
  • Robert has completed paperwork for taxes, taxes have been submitted.  Should still be in good standing.
  • NPO has been paid, in good standing.
  • Tax/NPO information for record:
  • KDS is 501.c.(3); fundraising limitations are different.
  • NEW: Need to resolve consolidation of NPOs, bank accounts, tax responsibilities, etc. (added 5 Oct)

  • Google for Nonprofits (Pierre)
  • NSTR.
  • Received majority of info from Ruth; do we have any descriptive information (e.g. charter) that describes nature of organization, so I can duplicate/reference official language?
  • Started application; need a few other details
  • Need to create letterhead, submit additional information
  • Historical context for Dragonspine Mission/Summary: “Welcome to the Dragonspine.net! This is the online home of the Kingdom of Dragonspine, one of the twelve kingdoms of Amtgard. Amtgard is a non-sectarian, non-profit live-action roleplaying organization founded in 1983 in El Paso, Texas. Dragonspine has existed since 1990 and became the 7th kingdom of Amtgard in 1994. Chapters of Dragonspine exist all over New Mexico, Arizona, California, and Alaska, with outposts around the globe. The founding chapter in Las Cruces, New Mexico meets every Saturday at Apodaca Park at about noon and plays until past four. We pride ourselves as a place that welcomes newcomers and visitors. Browse around this website to learn more about our kingdom, and feel free to visit anytime.”
  • NPO established in NM on DATE (Annabellee will provide later)

>> Can use updated Dragonspine website text/language on application paperwork

  • Land Audits (Land Audits due 4 February, for prior 6 months)
  • Shires
  • Dragonspine Las Cruces  No Crown Quals.  Business Card.  Cover Letter.  Excellent [5/0/1]
  • Scorpion’s Peak.  Excellent [5/0/0]
  • Wyvern’s Roost.  Avg 11, not quite 15. Excellent [3/0/1 ]
  • Verdant Hollow.  Currently dead. [ / / ]
  • Hollow Lands.  Has not been correctly established.
  • Wyrmspire: Inactive
  • Baronies
  • Clouds Edge; No A&S due to weather. Pass [5/0/0]
  • Glass Fjord Highlands.  Unique sign-ins may be low (must maintain 9). No quals. Pass [5/0/0]
  • Mountains of Elsrum.  Must maintain 9 unique sign-ins weekly. [4/0/2]
  • Duchy
  • Obsidian Gate: Excellent [6/0/0]
  • Pegasus Valley: Excellent [6/0/0]

  • PV local NPO/business practices issue.  [reserved for record]
  • PV in process of transferring accounts to ones associated with Kingdom NPO EIN.
  • PV dealing with business license issue.  PV bank account was set up under a business license.  Need to keep an eye on necessity for resolving PV bank issue.  PV needs to identify resolution 
  • PV is closing out bank account, will create new bank account under KDS NPO.
  • Had to do work to close out old business license/NPO, before they could close the account.
  • PV continued NPO for 2022 tax cycle, will transition to Kingdom NPO.  Gives kingdom a hard deadline for completing NPO.
  • NM NPO is good to go; still waiting on authority to operate in AZ.  Presume AZ NPOs will need to continue existing NPO authority if needed.  OG should renew local NPO until operating rights approved.
  • Carry forward until resolution identified/confirmed

  • New Park in Farmington NM.  Still a Freehold.

BOD Officer Update

  • January election for BOD and KPM, results posted 28 Jan on KDS FB.  Yang elected as KPM.  Tajima, Kenjin, Friar Carlos, Tutt, Tarmak Silverblade, elected to BOD; Checkers as Alternate.
  • Positions as currently constituted will continue until next meeting
  • Tajima is BOD President [5/0/1]
  • Kenjin is BOD Vice President [5/0/1]
  • Tutt is Liaison (as Monarch) [6/0/0]
  • [Yang] is Secretary [6/0/0]
  • Tarmak is Treasurer [5/0/1]
  • Yang, Carlos, Checkers.
  • New BOD has been established.  Annabellee retired.
  • Motion to thank Annabellee, and outgoing for their service.

NEW BUSINESS

  • Resolving PV Bank Account Situation.
  • Bank account set up under its own NPO.  Checkers received information to consolidate PV under KDS NPO, and needed to consolidate accounts.
  • Stillhet to provide NPO information to EIN, Customer Service and DLN information to Tarmak/Checkers.

NEXT MEETING

  • Next Meeting:  24 March 2024
  • 1700 NM Sunday PM (1700 AZ)

  • Agenda
  • Approve Feb Minutes
  • PM Audit
  • NPO Update
  • Tax Update
  • Google for Nonprofits
  • PV Bank Account Consolidation
  • New Business

Motion to Adjourn @1757 NM

Meeting Ended @ 1757