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Meeting Minutes

Meeting minutes of the Board of Advisors, for public consumption. Minutes are published after review by the Board of Advisors.

boa meeting minutes

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.

By Ed Sanders, ago
boa meeting minutes

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.

By Ed Sanders, ago
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.

By Ed Sanders, ago
annual membership ucppe

Agenda for Membership Meeting 02-16-2020

The United Court of the Pikes Peak Empire
General Membership Meeting – January 19, 2019

12:00 pm Check In:

• Please verify your contact information with the Membership Chair
•
• Sign up for presentation to the membership. Due to time constraints each person will only be allowed 5 minutes please be prepared.

12:00 pm to 12:45 pm Voting:

12:45 pm to 1:00 pm vote counting and review of minutes from last General Membership meeting.

1:00 pm Call to Order:
• Election Results
• Approval of Minutes from Last General Membership Meeting

Treasurer’s Report

BOA Updates
• Coronation P&L
• BOA Cash handling issues- Review of policy

State of the Reign Report

State of Regents’ Report

New Business
• By-Law changes
• Membership addresses

Old Business

3:00 pm Adjournment: Begin BOA Meeting

By Ed Sanders, ago

BOA Meeting Minutes January 19 2020

January 19th 2020, United Court Pikes Peak Empire Board of Advisors meeting
BOA and members present: Water Xaris – Vice President; Mesha Narie Fierce – Recording Secretary; Dan Alexander – Treasurer; William St. Pierre – Membership Chair; Sean Andrews – Public Relations; Anka Shayne – Co-Counsel; Autumn Quinn – Empress 44; Nic Grzecka – Emperor 44; Lucy Roxia – Corresponding Secretary; Ed Sander – Web Master; Candy Rose – Regent; Carroll Hillebrand – Regent
Call to order: 1:08pm; Water Xaris, Vice 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 – Dan detailed the financial breakdown for the monthly finances. Nic motioned to deduct the Coronation deposits and move to the balance each year, William second, with all in favor, motion passed. Mesha motioned to accept the Treasurers report, Nic second, with all in favor, motion passed.
Committee Report – No significant activities to report.
State of the Reign Report – Line members held a show at the G.A.Y Bar in Pueblo for the first time and raised $444.34. The Coat and Sock drive is ongoing until the 21st of Jan, handout TBA. Trip to Minnesota will be a big group. Wine tasting with Princess Royal 44 Jan 25th.
State of the Regents Report – A Co-Chair Counsel will be announced at February General Membership meeting. Discussion of upcoming events.
Old Business – Two candidates for Member At Large were reviewed, one selected. Discussion of Coronation 44 feedback was held. Nic motioned to purchase up to $125 in raffle tickets for events through Coronation, Lucy second, with all in favor, motion passed. Policy Manual updates discussed and approved to be presented at the General Membership meeting. Water motioned to accept the presented changes to the Policy Manual to Appendix C (see policy), Nic second, with all in favor, motion passed and signed by Vice President and Recording Secretary.
New Business – Dan motioned to add a column in the candidate application for BOA with a date they would be eligible, Nic second, with all in favor, motion passed. BOA Job Description and Responsibilities for Coronation were discussed and tasked to each member. 50th Anniversary Coronation funding account was presented by Mesha, and will be tabled for the General Membership meeting. Nic presented a drafted Inclusion of Gender Neutral titles to the RSAR and will be further discussed at the General Membership meeting.
With no further business to discuss, next BOA meeting is set for February 16th following the General Membership meeting at The Gold Room.
Meeting adjourned at 4:22pm.

By Ed Sanders, ago
annual membership ucppe

Agenda for BOA Meeting 01-19-2020

The United Court of the Pikes Peak Empire

BOA Meeting – January 19, 2019

Call to Order:

Minutes from December Meeting

Treasurer’s Report

Coronation 44 profit & Loss

State of the Reign Report

Reign 44 Calendar updates
Upcoming Travelling
Winter Cotillion updates

State of Regents’ Report

Aspen Brunch
Fundraisers

Old Business

Review of candidates for open BOA position
Co-Chair Appointment
Member at Large Appointment
Coronation 44 feedback – how can we improve for next year
Bingo License Renewal
Sponsorship package – updated pricing
Storage shed
BOA 1st Quarter Ad Goals
Policy Manual Updates

Educational Segment:

The History of Winter Cotillion
How to put together a By-Law change proposal for General Membership meeting
Future Guest Speaker for March

New Business

Including the following the reign Calendar so that we have a complete Calendar for the year.
Aspen Brunch
Bingo,
Campaign Season
Annual Regents Meeting

Packet Pick up ~ review of eligibility requirements
BOA Job Description updates to include specific Coronation Responsibilities:
Coronation Program
Invitations / Promotion
Script / schedule
Regalia Coordination
Rooming List
Welcome packets / Dias Gifts
Set Coordinator
Entertainment / DJ/ sound system
Ticket sales / Sponsorships
Anniversary Monarchs / VIP Guest / Regent Recognition
Awards / Recipients

50th Anniversary Coronation Gear up
Other New Business

 

Plan for Next BOA Meeting – to follow General Membership Meeting

Location: Gold Room
Date: February 16, 2020
Time: Following General Membership

 

Adjournment:

By Ed Sanders, ago

BOA Meeting Minutes December 2019

December 14th 2019, United Court Pikes Peak Empire Board of Advisors meeting

BOA present: Water Xaris – Vice President; Mesha Narie Fierce – Recording Secretary; Dan Alexander – Treasurer; Autumn Quinn – Empress 44; Nic Grzecka – Emperor 44; Lucy Roxia – Corresponding Secretary; Ed Sanders – Web Master; Candy Rose – Regent

Call to order: 6:15pm; Water Xaris, Vice 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 – Dan presented the financial breakdown to include Coronation 44 profit and loss. Mesha motioned to accept the Treasurers report, Nic second, with all in favor, motion passed.

By Ed Sanders, ago

August 2019 Board Meeting Minutes

August 21st 2019, United Court Pikes Peak Empire Board of Advisors meeting BOA present: Sean Gooden – President; Water Xaris – Vice President; Mesha Narie Fierce – Secretary; Dan Alexander – Treasurer; Candy Rose – Public Relations; Ed Sanders – Corresponding Secretary, Darryl Alexander – Membership Chair; Anka Shane – Read more…

By Ed Sanders, ago
annual membership ucppe

BOA Meeting June 18 2019 minutes

State of the Reign Report – Anka Shane detailed latest events and upcoming events.  Black and White Ball was discussed and planned to be a success. Need volunteers for Colorado Springs Pride booth. Need to start advertising for Coronation. The PR’s detailed on PR Ball. Dan Alexander motioned to approve up to $500 for PR Ball, Water second, motion carried. Coronation coordination will be discussed in future meetings beginning July. Water Xaris presented a suggested packet deal for Coronation, Koriandir motioned to accept the packet presented, Mesha Narie Fierce second. Motioned carried.

By Ed Sanders, ago