Board of Directors

Amtgard, Inc., Kingdom of the Burning Lands

International Board of Directors Meeting

August 25, 2001

Present Board Members:

Sir Aramithris

Sir Bolt

Dame Gwynne

Sir Raphael

Countess Verana

Earl Flagg

Absent Board Members:
none

Guests:
Vinall

The August 25, 2001 meeting of Amtgard, Inc. Board of Directors was opened at 7:16 p.m. at 2310 Pittsburg, El Paso, Texas by Sir Aramithris, President of the Board.

The minutes of the July 14, 2001 minutes were read and approved as written by unanimous consent.

I. President=s Report: Sir Aramithris

A It was verified that eighteen (18) is the required voting attendance for the October, 2001 Crown elections. Earl Flagg will prepare the list of qualified voters.

B Status of Rulebook 6.1

1 Sir Raphael is confirmed as layout director of the 6.1 publication.

2 Sir Aramithris will contact art director, Sir Ivar, again to request the 6.1 artwork Sir Ivar has in his possession.

3 Sir Aramithris will contact Sir Roger to request his input for 6.1. If Sir Roger is unable to contribute, his assignment will be given to another.

4 Sir Aramithris will contact Sir Phocion to request his assignment regarding the etiquette rules for 6.1.

5 It was noted that a Clan 20 goal (July, 2002) of the finished version of 6.1 is desired.

C When queried, Sir Aramithris reported that there has been no contact thus far from Rising Winds since Clan.

D Sir Bolt informed the Board that Dame Gwynne has agreed to run Crown Qualifications in October, 2001. Sir Aramithris will run tests and gaming.

E Dame Gwynne stated that she has been reimbursed for the truck rental and gasoline costs involving transportation of the royal pavilions and med-tent to Clan 19.

F It was confirmed that the minutes of the monarchs meeting held at Clan 19 have been published on line.

1 In conjunction with the kingdoms (present at Clan 19) desire to maintain closer communication, Sir Garik is compiling a list of contact persons for all kingdoms.

G In response to Sir Aramithris= request, a summation of Knobland=s request for barony status was presented. After discussion, a motion was made and seconded that Knobland be granted barony status under the aegis of The Kingdom of the Burning Lands effective the date of these minutes. The motion was passed by unanimous consent.

H Dame Gwynne reported that a completed Mordengaard contract was in hand, and that the original would be returned to the duchy in care of Alara the Drake immediately upon a copy being made for the Board=s archives.

I A contract for Shadowvale has been received. It was agreed that inasmuch as Shadowvale is under Golden Plains, that Earl Flagg will contact Sir Kamal to verify Shadowvale=s official status with Golden Plains before taking any action on this request.

II. Secretary-Treasurer=s Report: Dame Gwynne

J The Bank of America July 31, 2001 bank statement was provided to the Board. A copy of this statement is made a part of these records.

K There has been no progress regarding the Wells Fargo account. It was agreed that one more attempt will be made to elicit a response from this bank; failing a satisfactory response from Wells Fargo, the account will be closed. Amtgard, Inc. now has the name of a contact person at Wells Fargo.

III. Prime Minister=s Report: Earl Flagg

Sir Aramithris, on behalf of the Board, welcomed Earl Flagg in his just elected position of Prime Minister, The Kingdom of the Burning Lands.

A0 Prime Minister Flagg will coordinate with King Raphael regarding attendance reports for Crown and B.O.D. elections.

B0 Earl Flagg, Sir Raphael and Dame Gwynne acknowledged that the kingdom=s petty cash fund had been distributed evenly between the three of them in order to facilitate minor expenditures on their part for the Amtgard related expenses inherent to their positions. Receipts have been issued for this distribution.

C0 Dame Gwynne was asked to provide full attendance reports from Clan 19. Inasmuch as the receipt forms from the Clan gate personnel were incomplete, Dame Gwynne agreed to again attempt to get a copy of sign-ins from Recreation Resource Management.

D0 Copies of the Corpora are being made for distribution to members.

Clan 19 Report: Dame Gwynne

E0 A copy of Clan 19 expenditures versus proceeds was provided to the Board. A copy of this report is attached as part of these minutes.

F0 There is ongoing correspondence with the Sacramento Ranger Station and Recreation Resource Management. Copies of these letters are attached as part of these minutes, and will be incorporated as part of the Clan 20 files. Chief among concerns and negotiations are the responsibilities and prerogatives of RRM, the Rangers, and Amtgard security on how to deal with on-site problems.

G0 The unauthorized presence of a water buffalo at Clan was noted. It was agreed that similar occurrences of any unauthorized equipment, personnel or activities at Clan 20 are specifically prohibited, and that Amtgard is not liable for such violations. In addition, such violations will result in offenders being excluded and removed from the site.

H0 Site cleanup at Clan 19 was handled by the Wolves company. It was recommended to His Majesty, Sir Raphael, that this company be recognized by The Kingdom of the Burning Lands for their efforts on Amtgard=s behalf. Sir Raphael agreed that recognition for exemplary effort was both appropriate and would be forthcoming.

It was also reported that one particular company attending Clan was observed dumping garbage behind their camping site, which is a violation of federal law. A statement of the recourses available to Amtgard regarding this violation is expected shortly from the Sacramento Ranger Station, and will be made available to the Board at the next scheduled meeting.

I0 Squire Wovoka furnished the med-tent activity report to the Board, a copy of which is attached as part of these minutes. It was noted that there was a problem with the oxygen tanks not being fully charged. This will be remedied at Clan 20. It was also suggested that the location of the med-tent be posted at the gate for Clan 20.

Med-tent personnel also noted the problem of onlookers crowding the med-tent area. This was particularly acute during the treatment of those persons who had been involved in a physical altercation. It was agreed that steps will be taken to prevent this situation from arising at Clan 20.

There was lack of coordination from gate personnel regarding medical release forms. Vinall reported that only 509 release forms were received by the med-tent. Sir Aramithris suggested several solutions to this problem, to wit:

a Signed medical release forms be delivered to the med-tent at least every time gate proceeds are delivered for safekeeping, and pulling the forms from the gate on a more frequent basis.

b More responsible gate supervision regarding securing properly completed medical release and youth indemnity forms

c Reassuring those attending that all medical release forms are confidential and will be destroyed after Clan.

J0 It is obvious from the revenue lost that the Amtgard gate procedures must be changed, to wit:

a The autocrat assuming gate duty must be responsible for the gate. It is understood that gate duty can be time consuming, however, with proper management it is possible to control this aspect of Clan. It should be paramount at future Clans that the gate autocrat be capable of delegating/managing this responsibility effectively, and ensuring that all gate personnel are made aware of proper gate procedures. A conservative estimation of gate and T-shirt revenue lost at Clan 19 is $1,000.

b There must be additional lighting available at the gate. Two additional propane lanterns will be allocated to gate personnel.

c Rain gear, chairs, T-shirt and medallion storage, refreshments, snacks and a table will be provided for gate personnel at future Clan events.

d Gate and med-tent personnel will coordinate on medical release forms at future Clans.

e Printed directions to various Clan sites, copies of the event schedule, and location of med-tent and lost and found will be made available at the gate at Clan 20. A large (laminated) schedule of Clan events will be posted at the gate.

f Gate personnel will be given tangible incentives/rewards for gate duty to include, but not necessarily be limited to, a free Clan T-shirt (probably from the Clan 19 surplus).

g It was noted that Goldenvale and Rising Winds were particularly helpful and generous regarding gate duty. It was also agreed that the gate autocrat for Clan 20 be selected well in advance of the event so as to enable the autocrat to secure firm and confirmed gate personnel.

h Sir Raphael will be advertising Clan 19 T-shirts and medallions on the internet at reduced prices.

K0 Clan 20 interkingdom court will be scheduled for a more reasonable time (than as for Clan 19). A suggested time frame was between 4:00 and 6:00 on the Saturday of Clan. It was also agreed that the Burning Lands court be scheduled for Friday evening rather than Thursday evening. The stationary bardic and traveling bardic (respectively) to be scheduled immediately following these courts.

L0 A large Two-Man team tournament was also proposed for Clan 20. It was agreed that all Board members would investigate their various contacts regarding prizes for such a tournament. It was noted that merchants donating prizes to Amtgard could deduct the value of said merchandise as a donation to a 501(c)(3) educational organization. Dame Gwynne will make up a receipt form to this effect.

L Olympiad Schedule: Sir Raphael

M The Olympiad Schedule is as follows:

1 2002 - Dragonspine - actual site location unknown at this time. Date will be Burning Lands and Dragonspine coronations in May, 2002.

2 2003 - Iron Mountains

Sir Raphael noted that Goldenvale was under consideration for the 2004 Olympiad, however, as per the discussion at the Clan 19 monarchs= meeting, The Kingdom of the Burning Lands will implement a bid system for Olympiads the years 2004 onward. All groups wishing to bid for sponsorship of the year 2004 Olympiad should present their bids at Clan 20 to the monarch of the Burning Lands.

VI. Other Business:

A0 Sir Bolt expressed his appreciation to Twin Lakes for their assistance in Corpora and Rulebook clarification to Steel City. It was also noted by Dame Gwynne, that although the Steel City contract is approved and signed, that Amtgard, Inc. does not have a current address to which to return the contract.

VII. Adjournment: There being no other business before the Board, the meeting was adjourned at 8:42 p.m. The next Board meeting is scheduled for September 29, 2001.

Amtgard, Inc. Board of Directors

Sir Aramithris, President

Sir Bolt

Sir Raphael, Monarch

Lady Verana

Earl Flagg, Prime Minister

State of Texas )

County of El Paso )

On this date, the day of , appeared before me the above signatories, who stated that the three (3) preceding pages are a true accounting of the Amtgard, Inc., Kingdom of the Burning Lands Board of Directors meetings held August 25, 2001.

Notary Public

My Commission Expires:

By my signature below, I also certify that the above minutes are a true recording of the Amtgard, Inc., Kingdom of the Burning Lands Board of Directors meeting held August 25, 2001.

Dame Gwynne, Secretary-Treasurer