[Cynnabar] BoC Meeting Minutes 04/14/14 meeting

Mon Apr 28 03:27:28 UTC 2014

Meeting minutes from 2 weeks ago

Event and Demo Reports

Terp – Large event, 221 people when we normally have 100. Made $1528 profit.
Went very well for its size. Did have to plunge the men’s room. Lots of
great awards for Cynnabar folks (already posted in other e-mails and
Facebook). Everyone work hard and it is VERY much appreciated. Lady Ceara
was protégéd to Mistress Giovanna. The pie was good. Lunch tavern was about
80-ish sold. The  coffee honor bar worked well. Profit of $427.55 from the
Lunch tavern.

Golden Seamstress – So cool! Good time. An exceptionally good field of
entrants this year. Two full teams from Cynnabar! 

Newcomers Workshop (held at Sunday practice) – 4 new people. Went well.

Upcoming Baronial Events and Demos

Spring Revel Event and Budget (April 27th, 2014) – Things OK. Note sent out
separately on full information and details.

Penguicon Fencing Demo (May 4th) - 3 pm on Sunday, at the Southfield Westin
Hotel in the Algonquin Ballroom, Section A.  Fencers can show up to the
hotel (parking is free in the garage structure) and just find their way to
the Algonquin Ballroom (Floor 1) shortly before 1 pm.  :)  (For those just
attending the demo, attendance is free.  If you're attending the entire
convention, please buy a convention badge.)

St. Cecilia (May 9th-10th, 2014) – No updates

Saline Celtic Festival (July 11th and 12th) – No new info

Grand Day of Tournament (Nov. 15th, 2014) – Just received the contract. The
site owners like us.

Old Business

New Baronial Pennsic camp cart (up to $750) – This proposal is for spending
up to $750 (includes shipping) for buying a new (mostly) pre-built and
finished Amish cart for the Pennsic camp. A new camp cart is needed and the
idea would be for the Pennsic camp to raise the money over the next couple
of years to eventually buy the cart from the Barony as the cart will be
living at Pennsic. Everyone at the meeting thought this is a good idea. This
is the 2st of our 3 meeting discussion/approval process. No issues or
concerns.

Buying materials for finishing/revamping the Baronial ballista (up to $250)
– This proposal is for spending up to $250 for materials needed to finish
rebuilding the Baronial ballista and get it not only functional but much
easier to use. A list of materials and costs were provided at the meeting
for review. This is the 2st of our 3 meeting discussion/approval process. A
question was asked, if the proposal included ammo. It does not, just the
cost for the ballista revamp. No newly raised issues or concerns.

New Business

New line item budget proposal: Baronial Transition/polling required costs
(up to $100) – This proposal is for spending up to $100 for the Barony’s
responsibility for printing/mailing costs during the Baronial Transition
(polling) process. This is the 1st of our 3 meeting discussion/approval
process. The expected cost is currently $94.00. However, as some of the
membership numbers may change with people getting new (or renewing)
memberships between now and the time the addresses for polling is requested,
we are looking to approve up to $100.

New line item budget proposal: Chronicler’s Office Supplies for holding back
issues of Citadel (up to $50) – This proposal is for spending up to $50 for
the Chronicler's Office.  The binders that hold the back issues of the
Citadel are falling apart.  Likewise, most of the plastic page protectors
are torn.  Would like to make sure the physical copies are in new binders
and page protectors to ensure their longevity.  For this reason requesting
up to $50.00 in funds to buy four new three ring binders and up to 150 page
protectors.  

 The 2" Heavy Duty 3-Ring binders cost $7.49 a piece and the 25 pack of
heavy duty page protectors are $2.99.  This is the 1st of our 3 meeting
discussion/approval process. A question was asked, can we get a tax exempt
price as a 503.c organization? Can Ermenrich use is Meijer card? Answer
forthcoming as Ermenrich was not at meeting.

New line item budget proposal: Lunch and Dinner Taverns for St. Cecilia
event. The proposal is for a $400 request for purchasing food and goods for
doing both the lunch and dinner taverns. Break even for both lunch and
dinner would be 33 people (for each). Making lunch and dinner for 50
servings. Pricing would be $5 lunch and $7 dinner. With cost of the site
fee, it would make an even $20 for site fee, lunch and dinner combined.
Proposed menu was provide at the meeting. This is the 1st discussion of our
3 meeting discussion/approval process. 

Lady Ceara is investigating putting a proposal together for purchasing
family radios/walkie-talkies for the Youth Office and to be used at events
(like with autocrat/troll). General consensus is that they could be useful
but no more than 4 would be needed. 

Their Excelleices are planning to host an informal 1st talk for anyone who
is interested in being the next Baron and/or Baroness on May 8th. A separate
e-mail and Facebook note went out with the details. Please note, this is not
a meeting for those that just want to listen or are curious. This is
designed for those who are considering actually sitting the thrones of
Cynnabar.

Announcements

Lord Aaron is starting up a new instrumental practice once a month on
Sunday’s after practice at his house.  The 1st half would be geared towards
easier/newer players. The 2nd half would be for more intermediate players.
First session would be May 4th.

Lady Godaeth  - There will be archery practice this Sunday 2-4:PM.
Information is on Baronial archery website. No practice on April 27th.
Looking to target Oct. 26th as Closing of the Range.

There will be practice on Easter Sunday. It is also the last indoor practice
before moving outside to Island Park.

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