[Cynnabar] 2015 0413 BoC Meeting Minutes

Wed Apr 15 13:27:40 UTC 2015

Wow, minutes before Sunday? Mind blown.

On 4/15/2015 8:26 AM, Cynnabar Seneschal via Barony wrote:
> 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 AGENDA7:00PM
>
> Location:Classic Cup Café 4389 Jackson Rd Ann Arbor, MI 48103-1831
>
> *_Event and Demo Reports_*
>
> *Spring Revel (April 12^th , 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 24^th - 26^th , 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 25^th or 26^th , 2015) – *No Report, on track
>
> *Spring Crown Tournament (May 23^rd and 24^th , 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 7^th , 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. *1^st 
> 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.*1^st 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?*1^st 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. *1^st 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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> Barony at cynnabar.org
> http://lists.cynnabar.org/listinfo/barony

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