[Cynnabar] 2015 0413 BoC Meeting Minutes

Wed Apr 15 12:26:42 UTC 2015

Text of minutes is below. If you prefer you may download the attached PDF
to read and save these minutes.
In service,
Kay of Tre Asterium

2015 0414 Barony of Cynnabar AGENDA                 7:00PM

Location:  Classic Cup Café   4389 Jackson Rd Ann Arbor, MI 48103-1831

*Event and Demo Reports*

*Spring Revel (April 12th, 2015) – *

It was great! But that site meant, “an awful lot of people to talk to…” No
“alone together” time for the group.  Maybe Gallup Park is better for
Demos, and Island Lake park is best for gatherings of the barony and for
the barony.

It Takes My Chile to Raze a Village (April 11, 2015) Ciarra went “as a
parent” with a Loaner Child.  Lots of fun, lots to do.

Day of Range Weapons (April 11, 2015) Gavriel saw all sorts of siege and
field weaponry, in a relaxed setting.  He commends the event to everyone.

*Words from **Their Excellencies Ermenrich and Kasha of Cynnabar:*

War Points have been announced.  If you are planning on any volunteer
activities at Pennsic War please do some of them on the Tuesday Wednesday
and Thursday of War Week for the Volunteer war point.

*Upcoming Baronial Events and Demos*

*St. Cecilia at the Tower (April 24th - 26th, 2015) –*

HRH Arabella is confirmed as attending.  We need retainers, guards for her
presence and room.  Also seeking contributions for gifts to the Princess.  If
you are interested in providing food for the Royalty room she is more
interested in proteins than carbs; so Meat and Cheese before bread.

*Demo: Penguicon (April 25th or 26th, 2015) – *No Report, on track

*Spring Crown Tournament (May 23rd and 24th, 2015) – Daye reports:  *A
meeting happened Sunday.  Event team is seeking a Parking Coordinator.  A
Coordinator is also needed for ht Kingdom A&S Judge’s Lunch on Saturday.  If
interested in either position please contact Mistress Arina or Mistress
Claire.  A list of volunteer positions will be posted soon.  The hope is
that we the people of Cynnabar will fill all the Work positions and leave
the posts of Honor, like Retainer and Royalty Guard to visiting volunteers.

*Saline Celtic Festival (July 11, 2015) -* $75 budget for snacks/ beverages.
Art and Daye are on track.

*Grand Day of Tournaments (Saturday November 7th, 2015) – No* report.

*Old Business*

*Armored and Fencing Practice* could be at the Union 4/26 if the weather is
not fine.  Otherwise that is the last reserved date.  SEE the first Item of
New business- related.

*Budget item: Fabric and materials for making gift for Shadowed Stars
Baronial Investiture ($200 budget) – *HE Ermenrich would like to make a
gift from Cynnabar to the new Barony being created, Shadowed Stars. A gift
of baronial baldrics we can make for them to help them out establishing
their identity seems appropriate. This request is for purchasing the
materials for making as many baldrics as we can for that price. This is the
3rd of our 3 meeting discussion/approval process.  *APPROVED.*

Planning is in progress. Kay suggested contacting Duchess AnneMarie if a
stencil is desired.  She is an expert in this art.

*Budget item: Archery supplies, general refreshing of used items ($200
budget) – *Forrest Grey would like the Barony to buy general
refurbishment/supplies for the archery community (targets, ropes,
backstops, etc.)  This is the 3rd of our 3 meeting discussion/approval
process. No new information tonight. *APPROVED.*

*New Business*

*Exchequer Business:*

1.      Barony *needs to order new checks ASAP*. Cost will be about $150.00.
Order will be put in as soon as Item 2 is accomplished. *1st of 3 meetings
to approve*.

2.      To do the check order The *Barony now is required to have an
address* to go on the Checks.  Therefore we should rent a Post office Box.  For
$56.00 per year we can have a box at the Stadium Ave. Post Office.  *1st of
3 meetings* *to approve.*  And all this must be done in haste because…

3.      *We need a New Exchequer by May 1*.  Ben is resigning.  Soon he
will be leaving the Barony for a new job on the west side of the state.  *If
you are interested in being Cynnabar’s Exchequer* please get in touch with
Ben or Kay.  Plan to provide a letter or resume that shows some experience
handling money or other hazardous materials, and a record of reliability
with reports, or similar activities.  Aaron is Drop Dead Deputy, but does
not wish to step into the position permanently.

*PROGRESS Report:*  As of Tuesday the Post Office Box has been rented, so
Checks may be ordered.

*Future Meeting Planning:*  Shall the Barony meet once a month on Sunday
afternoon after Fighting Practice, at the Michigan Union/ Island Park?  *1st
of 3 meetings* *to approve.*

A test of this plan will take place on April 19.  This will be an Extra
Special Meeting, because it will include discussion of why the group may
wish to leave the Classic Cup Café.  The usual Monday Meeting will be held
on April 20.

HOW will this work?  Intersperse Business and Feats of Arms?  Hold the fun
business like Event Reports before the combatants are done, and do Serious
Business after practices end?

*Crown Lunch Tavern Proposal:  Ms. Arina de Traentorp – Budget $2000* to
feed 500 lunches over two days.  Includes $70 to rent St Paul’s Church /
Saline Kitchen for 2 evenings for prep work.  Proposal is appended at the
end of the MINUTES.

*Reprint Social Cards and Fliers: $50* for Paper and Printing. Daye will
organize.  *1st of 3 meetings* *to approve.*  The flyers will get printed
when permissions for all in the new baronial photo have been gathered.
Genoveva?
Is going to arrange for that to happen electronically.  It is a Society
requirement that permissions be gathered.

Next year we should have a clipboard on site.

*Other Group Discussion*

*Status check on Approved Budget Items:*

*List upgrades* – Progressing

*Fabric for making new fighter tabards* – No report

*Screens for t-shirts* – Done, shirts are being delivered.  Item removed
from future agendas

*Youth box* – Painting will happen soon.

*New biz cards* – Progressing.

*Baronial Ballista *– No news

*Budget item: Baronial floor covering ($95 budget) – *Approved earlier in
meeting.

*Announcements*

*Terpsichore Planning:*  Ciarra is planning to start the planning on
Terpsichore 2016 in June.  If you want to be on part of that effort contact
her.  If you are considering an event proposal of your own, you now know
when the topic may next come up.

Appendix:  *Budget proposal for the double lunch tavern at Crown Tournament
2015. *

Head of tavern: Arina de Traentorp /Ann Asplund with Heilve of
Cynnabar/Heather Sauntry.

Projected numbers of servings: 250 per day

Total number of servings for which this budget is for: 500

Menu for both days:  Meal deal

Stew/Main dish + bread and butter (3USD)

Dessert - a cookie/cake (1 USD)

Drink - soda, lemonade and bottled water (50 Cents)

A hot drink bar with coffee and tea will be available all day during both
days, with a price of 50 Cents apiece.

The meal deal will be sold for $4 USD, meal tavern tickets will be used.

I am hereby requesting the following money for the tavern:

500 portions x 3.30 (price of making meal taken from Grand day of
Tournaments) = 1668 USD

Rental of church kitchen for food preparation during Thursday and Friday =
70 USD

Additional money to purchase aluminum pans and other materials for serving
= 100 USD

Printing costs for signs and tavern tickets = 50 USD

Emergency food for possible needed replenishment during the event = 200 USD

*Total budget requested = 2088 USD*

The goal is to spend less than the total requested budget. The cost per
meal will be lower due to the simplified dessert and the no fruit option.
With the set budget the breakeven point is 522 meal deals at 4 USD apiece,
but due to the nature of the event, we will most likely make it up earlier
due to sales of soda and/or coffee.
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