Members Present:
Vasa
Roland
Adam
Bonnie
Wolfen
Damion
Falquinn
Angela
Sir Vasa called the Meeting to Order at 10:30 AM.
1st Order of Business: Group Liability Insurance for 2005
by anticipated request of Hagerstown City/County Parks
& Recreation Dept.
(and other parks used by any group such as Amtgard) ---
Cira presented her findings for the legal and viable
Waiver/Insurance Options she has been researching with Francis
Dean Associates,
American Alt. Ins. Corp., Lloyds of London, etc.
Per her investigation into this matter and thus far, CG has the
following options and costs available to us notwithstanding,
these may change if any or more information becomes available
reference to it.
- Option 1: CG Only - $2 Million Policy - Cost $1,500/yr. payable
$125 per month (based on CG # of Members)
- Option 2: National Level (Incorporates Outside Group's
Participation) - $2M - Cost $6,400/yr. (requires 430)
With Option 1, CG would have Insurance for CG only.
With Option 2, we would offer outside groups inclusion
under CG's Policy for the portion of the fee paid per
membership (=$15.00/person/year)
To reach the minimum for coverage, we would have to get at least 430 members to participate (CG included) and be guaranteed
consistent payment to maintain our own coverage, too.
This was a possible concern because it would rely mainly on the timely submission
of payments from outside our control
and increase our risk of compliance with any said payment plans
the insurance company required.
This also depended upon whether or not we had outside interest.
If not, then Option 2 is moot.
However, when CG becomes a Kingdom, which must be
considered from the business aspect, it would be able to offer
insurance to our sub-groups more easily and effectively,
negating their concern for any Parks & Recreation insurance
requirements in their own park.
As part of CG, they would be covered under the same
minimal $15.00 fee per person per year, without the 430
minimal requirement on our part.
Suggested Means of Raising Funds:
- Enforcement of Monthly Dues and Insurance Fee ($1.00 per month + $3.00= $15.00 Insurance Fee)
- Yearly Requirement of Dues by Individual Members ($15.00 year)
-Increase Event Cost to Supplement & Keep Dues Optional
(This was favored.)
- (National Level Only) Requirement of Funds per Group/per Persons Admin. Fee
- (National Level Only) Combination of Event Cost & Collections
from Groups
There was concern that the enforcement of dues would violate the
BL Corpora. The legal ramifications were discussed.
Insurance is becoming a 'required' cost to the group and any who participate in recreation at the park must pay for coverage
if they are in any organized group.
Technically, we are asking for the insurance fee, not the dues,
which we are legally required to do.
Another concern was raised that we do not want to discourage
participation either by 'requiring'dues,
especially from those who may not be able to afford it.
However, there were more options that might be available since
Maurrie had a few more places to check with first.
It was decided to table this decision until the last pieces of
information were made available.
The Hagerstown Park has not, as yet, formally requested this coverage, and we hope to have a decision within the first quarter of 2005 to comply within reasonable time to the County's inevitable request for Group Insurance.
2nd Order of Business: Credit Cards - Amtgard of MD, Inc., (ie, CG)
has been given several offers of a Business Card via mail to manage
our finances. Advantages & Disadvantages were discussed.
Upon further discussion, it was unanimous that no action should be
taken, nor interest shown. CGBOD agreed against applying
for a Business Card.
3rd Order of Business: Waiver Vote -
As per the legal advice of Insurer's questioned, modifications to the
CG Waiver were made and needed reviewed and voted upon.
Maurrie read the augmented version verbatim for discussion and consideration.
We were informed that the updated waiver is in full
compliance with any Insurer's requirements.
(This was a side-effect for the need of Insurance which required a
proper waiver that would meet the standards insurer's expect for
approval of any insurance coverage.)
After reading the amended waiver, a vote was taken - 7 For,
0 Against, 1 Abstain - The new waiver is approved.
4th Order of Business: Feast Expenses for Coronation
- CGBOD was informed that although a nominal fee is being asked
per person for the Coronation Feast, there are some expenses it
would not cover and a request was put in for reimbursement.
Further, the Cook's Guild requested they be able to take control and responsibility of CG's Cooking Event supplies for Coronation
and future use.
Vote was taken and request was approved. 5 For, 0 Against,
3 Abstain
5th Order of Business:
Roland brought up to move the BOD Meetings to the Sewing Circle day insteadof Games Day so there would be more time to discuss any extended issues.
Also, the $10 daily cost of renting the room for Sewing Circle
would then be covered at CG's expense
and not incurred by personal donation of Sewing Circle members.
In addition, Games Day begins at Noon and only permits under 2 hours for BOD gatherings at that location,
whereas the BOD meeting would not be hindered by the workshop scheduling.
It was determined we would need to verify with Lucretia whether this will be acceptable, since she runs the Sewing Circles.
6th Order of Business:
It was requested the BOD discuss clarification on the voting age for Quals.
Some were concerned that very young people were voting and
some were not capable of making that decision without
external parental influence.
After some discussion, it was decided no changes would be made in regards to voting rights of dues-paid members,
since exclusion by age compromised the non-discrimination facet of
our BL Corpora compliance.
Vasa called the meeting to a close at 12:15 PM.
