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Board of Directors Regular Meeting Darcelle XV Showplace November 6, 2017

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Board of Directors Regular Meeting Darcelle XV Showplace November 6, 2017 Board of Directors Regular Meeting Darcelle XV Showplace November 6, 2017 Meeting was called to order at 705PM by Vice President Connie Foster. Attendance The following persons were signed in (attachment) Board: Connie, Don, Krista, Scott Titleholders: Char MacPhersun Starr, Coco Petit Scities, Devlin Lynn Phoenixx, Dr Chance, King Sundancer Seasons, Lexx Dabro Phoenixx, Sugarpill A Valentine Monarchs: Candi Wrapper XX, Frank V, Gina VKS, Maria 36, Monica Boulevard, Stephanie Foxx, Summer Lynne Seasons Other attendees: Charles Hall, Gary Opel, Jay DelaRosa, Kitty K, Krista Boulevard, Mary Houston, Miss Shana White, Sofia Valdez, Ty VanHelsing Known (approved) absences: President David Roberts Seen but not signed in: Daniel Surreal Foxx, JenuWine Beaute, Kimberlee, Cassie Nova Officer Report’s President Report: No report Vice President Report: No report Secretary Report: Minutes for 10/16/2017 were presented (had been sent out earlier). Don moved to approve the minutes as presented, Connie seconded and the motion was approved without dissent. Scott presented the notes for the e-vote to expend funds for flowers honoring Crown Prince Roc. Treasurer Report: Treasurer report for the period presented. Funds balance available $33,713.52, Allocated funds are $10,263.00. Report summaries attached. Don moved approval. Connie seconded and it was approved without opposition. Membership Report: Membership applications are on the back table and online. Continuous sustaining membership requires renewal by the end of Investitures/PnP Ball. Patron Members: Charles Hall, Corey Payne, Kay Long, Scot Bishop-Walker, Thom Butts Sustaining Members: Alex Horsey, Brandon Muck, Connie Foster, Daniel Barrows, Don Hood, Jason Barbon, Shannon Hillis Membership pins for the year handed out to those in attendance. BOD Minutes - Regular Meeting 11/6/2017 Titleholder Reports White Knight & Debutante/Cassie Nova White Knight and Debutante Pageant proposed for 2/3/2018 (d5, pageant 6) at the Embers Avenue. Proposed theme is “The Royal Banquet” aka Food. Motion to approve the proposal (with a budget next month) made by Connie, seconded by Don, and passed without dissent. It was noted that we have been having a difficult time getting the Embers to commit to dates in the next few months but they have a tentative agreement from the Embers to this date. Gay Portlands/ Turned in funds from their “Local Lounge” event and the outstanding receipt for the shared DJ. After DJ payment and 15% to Operations the balance of $376.55 is proposed to start a designated fund for the HIV Day Center events. Don moved to accept the proposal, Krista seconded, and the motion passed with no opposition. Gay Oregons/ The Gay Oregon team proposed a revitalized Gay Oregon Family Show for 1/6/2018 at the Southside Speakeasy in Salem (3529 Fairview Industrial Dr SE Salem 97302). Door opens at 5, with the event start slated for 6PM. They propose a $5 cover and a raffle, with three charities; Trans*Ponder in Eugene, Rainbow Youth in Salem, and Camp KC in Portland. Motion to approve was made by Scott and seconded by Connie. Motion passed without opposition. Coco Petit Scities proposed a fundraiser “[entertains you in Spanish]” for 12/9/2017 (door at 530, show at 630) at the Silverado. A $5 cover was proposed. Motion to approve made by Scott and seconded by Rose Empress Krista, and approved without dissent. Prince & Princess Royale/ Cassie Nova The PnP will be having a Friends and Family show on 12/2/2017 at CC Slaughters (door 5, show 6, no cover, raffle only). The Prince and Princess Royales also presented a proposal for a new award. The new award will be called The Heart of the Crown Prince Roc Award” and may be given out each year jointly by the reigning Prince & Princess Royale to an individual who “keeps the ISRC larger than life, not only in presence but is influential (mover and shaker) in the community through performance and activism.” The perpetual plaque will be purchased privately and be donated to the Court this year, with the organization being responsible for engraving in future years. The Prince and Princess Royale may purchase a “keepsake award” for the recipient at their own expense if desired but the Perpetual plaque will not leave the Courts possession. The award will be given out during the Investitures/Prince and Princess Royale Ball. This new Award should be added to the Operations manual as a perpetual award and as an allowed part of the Prince and Princess Ball/Investitures. Motion was made by Scott, seconded by Connie and BOD Minutes - Regular Meeting 11/6/2017 approved with the consent of all present. The Prince also turned in funds from Absolut as a part of their Ball Sponsorship, and money from the first PnP ticket sale! Her Most Imperial Sovereign Majesty The Absolute Sparkling Diamond Rose Empress LIX Krista Boulevard Krista proposed a Thanksgiving Food Box project to serve 20 (10 from Our House and 10 from Esthers Pantry). She requested $100 for incidentals, and Summer noted that she could assist with some of the food contents. Scott moved to approve the request, Don seconded, and the proposal was accepted without opposition. Krista proposed a Monarchs Christmas Show on December 17th (door 5, show 6) at Darcelles to benefit the Audria M Edwards Scholarship Fund and the Pride of the Rose Scholarship Fund. $5 cover, open show for all Monarchs, with a $100 budget for lights and door. Motion to approve was made by Connie, seconded by Don, and unanimously approved. The first ACE/ICE Meeting of the new reign has been set for November 21 (Tuesday) at Darcelle XV starting at 6PM. The agenda includes consideration of the Prince and Princess Royale list and the Declaration for The Diamond of the Rose. Committee Report’s Advertising Committee reminded everyone that Prince and Princess advertisements are due no later than November 20, 2017- submitted and paid for. The Contract advertisers at this time are/are expected to be: (Covers) Mortgage Monkey, Thom Butts, Embers Avenue (inside) Peacock Productions, Scandals, QCenter, CAP, Taboo and Hollywood Lights all at full page, Darcelle XV Showplace and CC Slaughters at half page, and Hobos at Quarter page. Just a reminder that you should NOT approach them for single insertion ads because they are contract advertisers. Old Business None New Business Annual Meeting and At-Large Board schedule Proposal submitted (attached). Scott moved to approve, Connie seconded, and the motion passed without opposition. The calendar is as follows: Date Item Responsible At Large Member Sun Mar 25 Annual Meeting and Election of At-Large Members BOD 3/10 At Large Introduction of Candidates BOD 3/5 At Large Interviews (after BOD Mtg) BOD/AC 3/1 At Large Applications must be postmarked NLT Applicant BOD Minutes - Regular Meeting 11/6/2017 12/3 At Large Applications Available NLT 2/5 BOD Mtg BOD Advisory Council Member 3/5 Advisory Council Meeting & Election (after BOD) Meeting run by Krista 1/5-2/5 Advisory Council Notice for election posted/sent Board sends/posts notice Annual Meeting 1/5-2/5 Annual Meeting notice posted/mailed Secretary 1/5-2/5 Bylaws summary posted/mailed Secretary 1/8 BOD Bylaws Review BOD 1/8 Bylaws submission deadline BOD 12/1 Bylaws form available online BOD 12/1 Call for Bylaws proposals BOD Program Layout Contract Don finished negotiations with our designer for program layout. His normal design charge is 100+/hour, but he agreed to continue the small programs at $250 per program and the special 60th program at $400. ($1,400.00 total for the year) Roses for reigning Monarchs Don proposed increasing the number of roses that a reign gets for the year from 16 to 18 dozen. The last increase was his and Dawnas year when it increased from 14 to 16 dozen. Following discussion about costs, ordering minimums, recovery of costs as a part of the Investitures budget, and much more, Don moved, Connie seconded, and the motion was approved. New rose order To restock the roses used this year and prepare for the coming year Don proposed reordering the roses and backstock. The quote of $1,575 delivered was discussed. This puts the copper based roses at $5.25 base cost, more than the last order but about $250 less than the Giovannis were costing before they quit production. Don moved, Connie seconded, and the motion passed without opposition. Square stand We borrowed Peacock Productions square stand for Coronation to rave reviews. It was faster than Paypal, connected better, was easier to use and paid into our account faster than PayPal. Don asked that we pay 149.99 for our own stand so that we don’t have to keep using Peacocks. Don moved, Connie seconded, and the motion passed without opposition. Annual Budget The Annual Budget was presented. It moves to a reign cycle rather than a calendar year cycle like all other fiscal reports. Don discussed each line item, then Connie moved adoption, Don seconded, and the motion was approved unanimously after discussion. (budget attached) Speakers(s) Candi Wrapper discussed the HIV Day Center Lunch/Bingo event for this month. The Annual Holiday BOD Minutes - Regular Meeting 11/6/2017 dinner is much anticipated and she has been working on it for a couple of months. She reminded those in attendance that they can also use hygiene items and clothing. Ty offered to make ads for those who would like to advertise in the PnP program but need design help. Please contact him to make this happen! Cicily/Harold discussed the January 2018 Art Show at the QCenter. Final details should be available at the Court Meeting next week, but all members are encouraged to get their displays ready.
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