boa meeting minutes 06-19-2021

april 17 2021 boa meeting minutes

BOA and members present: Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44, 45; Autumn Quinn – Empress 44, 45; Archie Neil – Games Manager; Sable Gordon – Regent Co-Council; Sean Gooden – Regent Co-Council; Ed Sanders – Membership Chair; Joseph Shelton – Correspondence Secretary

Call to order: 10:06am; Adam Martinez, Vice President, presided the meeting.

boa meeting minutes 06-19-2021

Meeting Minutes March 20 2021 Board of Advisors Meeting

Old Business – Adam discussed vacancies. Sean Gooden’s nomination for Co-Council Regent was discussed. Nic motioned to veto the previous acceptance of resignation from Sean Gooden in order to grant a gracious resignation and to be accepted as the new Co-Council Regent, Carroll second, after discussion, all were in favor and Sean Gooden has been accepted and appointed for the position. Vacancy for the President was discussed. Sean Andrews discussed options for casting votes virtually. The way forward is forthcoming. Sean Gooden motioned to accept the implementation of using Google Suites for virtual election voting, Nic second, after discussion, all were in favor, motion passed.

boa meeting minutes 06-19-2021

January 16 2021 BOA Meeting Minutes

BOA and members present: Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44, 45; Autumn Quinn – Empress 44, 45; Joseph Shelton – Correspondence Secretary; Sable Gordon – Regent Counsel; Ed Sanders – Membership Chair

boa meeting minutes 06-19-2021

december 19 2020 BOA Meeting Minutes

New Business – Carroll presented a policy change regarding the membership dues. An increase of dues from $12.00 to $25.00 (see policy manual Policy 2 Finances, Section 3: Dues [Ref: By-Laws, Article IV, Section 4.08]); to be an active member, an individual must have dues paid in full and up to date with the annual due date of May 1st. Mesha motioned to accept the policy change to membership due date and the increase of dues, Nic second, with all in favor, motion passed. Updates and upcoming events will be a reoccurrence in the newsletter pushed out by the Correspondence Secretary. Adam discussed potential legal connections in order to establish a relationship in the event it is needed in the future for immediate action.

boa meeting minutes 06-19-2021

BOA meeting minutes 21 november 2020

November 21st 2020, United Court Pikes Peak Empire Board of Advisors Virtual meeting

BOA and members present: Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44; Autumn Quinn – Empress 44; Joseph Shelton – Correspondence Secretary

Call to order: 12:14pm; Adam Martinez, Vice President, presided the meeting.

President Report- President, Water Xaris will be temporarily on a leave of absence due to family matters. Vice President, Adam Martinez (Connie Lingus) will be fulfilling the roles until further notice.

boa meeting minutes 06-19-2021

October 17 2020 BOA Meeting Minutes

Old Business – Adam discussed the Lawyer retention and the concerns for the cease and desist to protect the Reigning Monarch’s as well as the organization from slander. Researching options continues.

New Business – Adam motioned to approve rooms for two Board members that are conducting business during the Coronation weekend, Nic second, after discussion, Nic revised the motion to approve one room for the Board’s discretion which will allow one to two members to have a room that are conducting business during Coronation weekend, Autumn second, with all in favor, motion passed. A digital script will be created for future Balls for easier access. A set standard in the event of the passing of a member was discussed, addition to the policy will later be discussed with the proper procedure. Nic motioned to donate $50.00 to the Chihuahua Foundation on behalf of Sharon Henson, Carroll second, with all in favor, motion passed. Carroll motioned to move any remaining travel funds to carry over to the next Reign as oppose to deplete and give to another account, Autumn second, with all in favor, motion passed.

boa meeting minutes 06-19-2021

boa meeting 09-13-2020 minutes

BOA and members present: Water Xaris – President; Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44;Autumn Quinn – Empress 44; Matt Gomez – Prince Royal 44; Sable Gordon – Co-Regent Counsel; Ed Sanders – Web Master; Nona Capace – Regent

boa meeting minutes 06-19-2021

regents meeting 09132020

Regents present: Nona Capace; Jack Murphy; Mark Merriman; John Hild (Wanna Lee); Ramiyah Deveraux; Sean Burns; Daddy Bruce Littrell; Duane Thompson; Andrew McQueen; Lauren Ashley; Roy Merkle; Shelby Moorehead; Steven Genschork;

BOA and members present: Water Xaris – President; Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44; Autumn Quinn – Empress 44; Matt Gomez – Prince Royal 44; Sable Gordon – Co-Regent Counsel; William St.Pierre – Membership Chair; Ed Sanders – Web Master

boa meeting minutes 06-19-2021

board of advisors meeting August 15 2020

August 15th 2020, United Court Pikes Peak Empire Board of Advisors meeting

BOA and members present: Water Xaris – President; Adam Martinez – Vice President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Nic Grzecka – Emperor 44;Autumn Quinn – Empress 44 Sable Gordon – Co-Regent Counsel; Ed Sanders – Web Master

boa meeting minutes 06-19-2021

July 18 2020 Board of Advisors Meeting Minutes

BOA will meet September 12th permitted COVID-19, to discuss what will take place for Reign 44 with regards to U.S and State shut downs and/or restrictions amid COVID-19. Possible postponement for Coronation 45 may be discussed in the near future. Training for Sensitivity Awareness and other classes were discussed. Nic will be attending a Town Hall August 10th, 6:00pm at Club Q, with Jasmine James and Water Xaris as moderators, all are welcome to attend. Updates to the Code of Conduct were suggested. There will be a disclaimer for adult content added to the announcement board during Bingo.

boa meeting minutes 06-19-2021

BOA Meeting Minutes June 20 2020

Nic discussed recent events conducted by the Reign. Black and White Ball will be set for a new date. Discussion for hosting an event for Senior Citizens with Sable Gordon being the lead, more details forthcoming. Nic motioned to approve a budget up to $40.00 to purchase material for making additional masks to sell as a fundraiser in the effort to raise money for UCPPE (with assistance from Teresa Grzecka), Carroll second, discussion held, with all in favor, motion passed. Opportunities for events at Club Q were discussed.

boa meeting minutes 06-19-2021

May 17 2020 BOA Meeting Minutes

May 17th 2020, United Court Pikes Peak Empire Board of Advisors meeting (Virtual)

BOA and members present: Water Xaris – President; Vice President – Adam Martinez; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; William St.Pierre – Member At Large – Membership Chair; Nic Grzecka – Emperor 44; Autumn Quinn – Empress 44; Sable Gordon – Co-Regent

Call to order: 12:09pm; Water Xaris, President, presided the meeting.

President Report- No significant activity to report

Vice President Report – N/A

Secretary Report – No significant activity to report

Treasurer Report – Carroll presented details on finances and the checks and balances. Nic motioned to accept report, Sean second, with 7 in favor, 2 abstention, motion passed.

Committee Report – No significant activities to report.

State of the Reign Report – Autumn discussed past recent virtual events. Plans for future events during social distancing are in the works. Nic discussed possible candidates for the position of Correspondence Secretary. Concerns on the lack of involvement from Board Members and the support of the members of the UCPPE were discussed. Brainstorming ideas to implement safety measures and practices for future interaction in public venues.

State of the Regents Report – Sable Gordon discussed fund raising opportunities. Plans for Aspen Brunch is suspended until further notice. Tentative date for a Regents meeting (possibly virtual) for August 16th. The potential for the current Reign to continue for another year was suggested, further discussion to be held during the Regents meeting.

Old Business – Discussion of membership list and reaching out to current members as well as conducting a membership drive. Policy Manual, By Law and Donation Letter has been updated and posted. In need of a new Games Manager. The use of Google Suite for sharing and uploading files are in plans and will be further discussed and announced in the future. For Denver Pride Virtual, UCCPE will have advertisement and will have a booth set for year 2021. President will be sending the Vice President all items necessary to conduct duties.

New Business – Discussion of action plans for the needs of care packages again for the COVID-19 were discussed and tabled for the next meeting. Plans for possibly conducting a care drive for residents at the Nursing home were discussed. Nic motioned to grant Lauren Ashley in favor of a waiver to be eligible for cadency for future positions after submitting her resignation from Games Manager, Carrol second, discussion was held, voting tabled pending Lauren’s response to give a detailed reason in support of the letter she provided and if she wants a waiver. Participation and involvement from the BOA were discussed. Details for Black and White Ball to be determined, but still scheduled to be conducted. Adam motioned to grant Penni Cillen a one

time $100 for art supplies for a reoccurring show she has been conducting, Autumn second, discussion was held, with 5 in favor, 1 oppose, and 2 abstention motion passed.

ACTION ITEMS

Treasurer:

Update on Overage in the reign checking account.

Recording Secretary:

Verify that updated by-laws and policy are uploaded to the website

Reign:

Joshua Hart corresponding secretary

Website updates: BOA meeting schedule

Black and White Ball 06/13/2020 (tentative)

Regents: Sable & Anka

Regent participation

Fund raising water color, cake decorating, cooking class

Organize the virtual Regent meeting 08/16/2019 following the BOA meeting

BOA Meeting 11:00 am / Regent meeting 1:00pm

Membership: Bill

Organize a virtual membership drive

Work with Public relations chair on flyers for Membership drive,

Verify and update member contact information

Promote and execute the membership drive

Games Manager:

Water will send link for Games Manager training

Public Relations:

Google Suites set up and review with Water and the BOA.

COS Pridefest:

Information will be forth coming from Pridefest planning committee

Corona (COVID-19)-Kindness Campaign:

Carrol will get the contact information for a nursing home to Sable.

Sean will revise the donation letter as a request for what will bring joy.

Sable will call the nursing homes and ask how we can partner with them for this program

Autumn will do flyers for both fundraising and distribution.

Campaign Season

Campaign for Reign 45 suspended until further notice.

BOA:

BOA Positions: We need a gaming manager. Water will reach out to Anka and Loren regarding their status / resignation.

With no further business to discuss, next Virtual BOA meeting is set for June 20th, at 12:00pm. Link to virtual meeting will be announced.

Meeting adjourned at 1:53pm

boa meeting minutes 06-19-2021

April 19 2020 BOA Meeting Minutes

April 16th 2020, United Court Pikes Peak Empire Board of Advisors meeting (Virtual)
BOA and members present: Water Xaris – President; Vice President – Adam Martinez; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Member at Large – Lauren Ashley; Empress 44; Nic Grzecka – Emperor 44
Call to order: 12:15pm; Water Xaris, President, presided the meeting.
President Report- No significant activity to report
Vice President Report – N/A
Secretary Report – No significant activity to report
Treasurer Report – Carroll presented details on finances and the checks and balances. Nic motioned to accept report, Sean second, with 5 in favor, 1 abstention, motion passed.
Committee Report – No significant activities to report.
State of the Reign Report – Nic discussed past events. Upcoming events are to be announced with details as the event approaches due to the COVID-19. Ideas and plans for a Drive thru BBQ are forthcoming. Nic motioned to allocate up to $1000.00 for care packages – COVID-19 Care Kit Readiness, that will have essential needs and a committee of volunteers to put together and handout by May 3rd, Sean second, discussion held, with all in favor, motion passed.
State of the Regents Report – No member present to report.
Old Business – Discussion of the vacancy for Vice-President, Adam Martinez (Connie) was interviewed for the position. After interview, Adam was nominated for candidacy for Vice President. With 6 in favor, 1 abstention, Adam Martinez was voted for the position of Vice President.
New Business – No business to discuss
With no further business to discuss, next Virtual BOA meeting is set for May 17th, at 12:00pm. Link to virtual meeting will be announced.
Meeting adjourned at 1:34pm.

boa meeting minutes 06-19-2021

March 15 2020 BOA Meeting Minutes

March 15th 2020, United Court Pikes Peak Empire Board of Advisors meeting
BOA and members present: Water Xaris – President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; Sean Andrews – Public Relations; Sable Gordon – Co-Counsel; Autumn Quinn – Empress 44; Nic Grzecka – Emperor 44; Draken – member
Call to order: 12:22pm; Water Xaris, President, presided the meeting.
President Report- No significant activity to report
Vice President Report – N/A
Secretary Report – No significant activity to report
Treasurer Report – Carroll presented details on finances and funds. Nic motioned to accept report, Mesha second, with all in favor, motion passed.
Committee Report – No significant activities to report.
State of the Reign Report – Nic and Autumn discussed past and upcoming events. With the recent decisions from the Board of Directors for the ICRME, Nic and Autumn question their attendance to ICRME Coronation. The UCPPE BOA have decided to write a letter to the ICRME BOD detailing key concerns and will attend Coronation per guidance of By Laws.
State of the Regents Report – Regent’s meeting will be September 13, 2020 at Club Q at 10:00am followed by the Aspen Brunch at Club Q at 12:00pm.
Old Business – Discussion of the vacancy for Vice-President, anyone interested in the VP vacancy should attend the April meeting; Policy Manual and By Laws updates; In Person Games Manager Training has been canceled for the near future. All online classes are recommended. Water will keep everyone updated on changes. Denver Pride Booth application is being submitted.
New Business – Water presented safety tips for the CoronoVirus. Carroll suggested to purchase a shed for the material and equipment to save money on storage, which would be stored at Club Q. Sable also suggested to store the items at her home. Further discussion will be held with the Regents.
Educational Segment – Water discussed possible guest speakers for future BOA meetings. The history of the Black and White Ball will be presented at April’s BOA meeting.
With no further business to discuss, next BOA meeting is set for April 19th, at 12 noon, at the Engel and Volkers office
Meeting adjourned at 2:03pm.

boa meeting minutes 06-19-2021

BOA Meeting Minutes 02-16-2020

February 16th 2020, United Court Pikes Peak Empire Board of Advisors meeting
BOA and members present: Water Xaris – President; Mesha Narie Fierce – Recording Secretary; Carroll Hillebrand – Treasurer; William St. Pierre – Membership Chair; Sean Andrews – Public Relations; Lauren Ashley – Games Manager; Anka Shayne – Co-Counsel; Sable Gordon – Co-Counsel; Autumn Quinn – Empress 44; Nic Grzecka – Emperor 44; Lucy Roxia – Corresponding Secretary; Ed Sander – Web Master; Joseph – Member; Draken – member; Crede – Regent; Roy – Regent; Drew (Andrea Star) – Member
Call to order: 2:06pm; Water Xaris, President, presided the meeting.
President Report- No significant activity to report
Vice President Report – No significant activity to report
Secretary Report – No significant activity to report
Treasurer Report – Coronation budget discussed. Total for estimated budget will be $18,700.00, Nic motioned to accept, Lauren second, with all in favor, motion passed.
Committee Report – No significant activities to report.
State of the Reign Report – Nic and Mesha will be attending the San Francisco Coronation Feb 22nd.
State of the Regents Report – Dates for the Aspen Brunch as well as the Regents meeting will be determined and announced soon.
Old Business – Water Xaris was voted for President, Vice President position will be announced for vacancy and candidate review and voting will be at later date. Sable Gordon was voted in to be Co- Counsel/Regent with Anka Shayne.
New Business – Water presented and motioned By Law change to BOA cash handling (see policy 2 – Finances, Section 2; Expenditures) Nic second, discussion was held, with 8 in favor, 0 opposed, and 3 abstained, motioned passed. Discussion of revised BOA responsibilities and duties for Coronation was presented. Nic motioned to accept as written and with additional information, Lucy second, discussion held, with all in favor, motion passed. Joseph spoke about upcoming events with Inside/Out Youth Services.
With no further business to discuss, next BOA meeting is set for March 15th, at 12 noon, location TBD
Meeting adjourned at 3:47pm.

annual membership ucppe

General Membership Meeting Minutes 02-16-2020

February 16th 2020, United Court Pikes Peak Empire General Membership meeting
Members present: 23
Call to order: 1:02pm; Water Xaris, Vice President, presided the meeting.
Election Results- Twenty-Two members voted yes for Carroll Hillebrand for the position of Treasurer. Water presented the financial report to include the profits and losses.
State of the Reign Report – Nic and Autumn discussed the past successful events as well as upcoming events. Made emphasis on the importance of Members of the UCPPE being present for events and meetings so there is a clear understanding of Reign 44’s goal and mission.
State of the Regents Report – $539.36 was turned over to the Hospitality funds.
Old Business – Water addressed a motion that was presented last year regarding Campaign Rules and Regulations – Qualified Candidates, Nic second, discussion and details were held, with 21 in favor, 0 opposed and 2 abstained, motion passed. Sable Gordon mentioned that the King Father has not received his ring to date.
New Business – Discussion of the By Laws changes. Nic motioned to change the membership due date for all be on the same date, 1 May of each year, for a more feasible way to account for members paid up to date. Current paid members will roll into the next annual due date. Lucy second, discussion held, with 20 in favor, 1 opposed, and 2 abstained, motion passed. Nic presented the Non-Binary option to Reign if elected to be added to the By Laws, Autumn second, discussion held, with 22 in favor, 0 opposed, and 1 abstained, motion passed. Carroll addressed and motioned the option to receive the regalia of choice for Female and Male, Autumn second, discussion held, with 22 in favor, 0 opposed, and 1 abstained, motion passed.
With no further business to discuss, next General Membership meeting will be announced at its annual time.
Meeting adjourned at 1:52pm.