[Cynnabar] Fwd: Meeting Minutes 20151026

Wed Nov 11 21:16:21 UTC 2015

These are a bit late, but I did not notice that they were accidentally sent
to just me (baron at cynnabar.org) instead of the whole Barony (
barony at cynnabar.org)
---------- Forwarded message ----------
From: Cynnabar Seneschal <boc.seneschal at gmail.com>
Date: Wed, Oct 28, 2015 at 9:39 AM
Subject: Meeting Minutes 20151026
To: Cynnabar <baron at cynnabar.org>

20151026 Barony of Cynnabar

Boulevard Room, Pierpont Commons.

*Activity, Event & Demo Reports*

Founders Day @ Stormvale/ Flint.  Aeffe and Godeth had a beautiful drive up
thru fall colors.  Included and Archer Championship.

Dixboro demo:  Full List field helped restrict access.  Only one little
girl ran under the rail. Light attendance, not a lot of recruitment
conversation as far as Kay could tell.  One person signed up for
contact.  Gregoire
asks:  Is this really a useful recruiting tool for us?

Fall Revel:  Praise from Grey to all who came to help set up on Saturday:  John
and Co., 2 Ladies. Some hoped for activities were not done (moving Target),
no heavy combat, but Fencing in the woods was popular.  Kasha thinks it was
a success.  Gregor says more guests interested in heavy combat would have
come it there had been a published schedule for the day, saying when each
activity would start and end.

*Upcoming Baronial Events and Demos*

*Grand Day of Tournaments (Saturday November 7th, 2015) Johannes, Steward.
S**taff:* Jason Irenfist, Heavy Marshal.  Birke, Marshall of Defense. Daye,
Royalty Liaison.  Genoveva, Deputy Steward.  Heidi, Lunch Chef

Access has been added for *Martial related Merchants*. Archery gear and
Rattan merchants may be present.

Their *Royal Highnesses* have been added to the Guest List.  They will
share space with Their Majesties.  The only scribal space required will be
that needed for the Crown to sign Scrolls, and that will be when They wish
in Their Room.

This means that the *reserved rooms* will be for Royalty, Youth, and Baron
& Baroness of Cynnabar.

*List Field size discussion:*  Some adjusting of sizes may happen to fit
Youth, Fencing and Heavy lists in smoothly.

*Site Rules Reminder:*  Bone Dry.  Covered Beverages and Light non messy
snack son ly in Gym.  The Site Liason says that food is OK if you have a
floor covering like a rug that will protect the floor from spills.

*Event Constable:*  A post has been created to oversee space usage and
attention to site and Society policies in camp set up and behavior in the
parking lot.  This is an excellent idea and we should continue it at events
with strict stie rules, to ensure that none are violated, either willfully
or by accident, says Ms. Kay. What would be a good badge of office for this
post?  A staff?  Discussed but not resolved.

*Site Token*:  Still working it out.  Fall back plan is a Hand stamp.

*Schedule Info:*

*Set up 6-9 pm Friday 11/6*.  Gavriil will Supervise.  Kitchen Cleaning
time is planned.  Duct Tape is purchased for Floor layout; 3- 500 ft rolls.

·         Thrown Weapons will be active, weather permitting.  From 9 am to
4 pm.

·         Court is planned for 5 pm pending Their Majestie’s Pleasure.

·         Site Closes at 8 pm.

*FINAL MEETING of Event Staff*: 3 m Sunday 11/1, Michigan Union, at or near
Anderson Rooms. Please attend if you need to present any reports and be
ready to discuss final details.

*Ann Arbor Christian School Demo, (Thursday December 10, 2015) 6:30 pm.  *
Coordinator: Brns Kasha. Site: 5500 Whitmore Lake Rd, Ann Arbor, MI 48105

Daye has taken charge of this demonetration.  More news when she returns.

*Wassail* (*Saturday* *December 12, 2015) – *Steward: Eddy Site: Chelsea
Fairgrounds.

·         What will be happening that day?

·         No report today.

*Terpsichore at the Tower (March 5, 2016)* St Paul United Church of Christ,
Saline, MI Ceara is event steward. Budget $______

·         DATE Changed

*St. Cecilia at the Tower (Sat April 30- Sun May 1, 2016)* St Paul United
Church of Christ, Saline, MI Mistress Jadwiga is event steward.

*Old Business*

*Search for Minster of Arts and Sciences:*

·         Critical to have office filled.  Quarterly reports are the 1st
duty.  All else is at the applicant’s choice.

·         Kay will send out a recruitment email, and propose a date 2 weeks
out for presentations of candidates.

·         We have 1 interested person at this time.

*Search for Minster of Youth Office*:

·         Requires a background check.  See Midrealm Website for more info:
http://www.midrealm.org/mkyouth/

·         Kay will send out a recruitment email, and propose a date 3-4
weeks out for presentations of candidates.

*A Day at Maker Works:*  2nd of 3 meetings

·         We were offered specifically sewing machine access, as one does
not need to be checked out on that equipment, unlike all of the other tools
available ot members of Maker Works.

·         Let this idea rest until after the New Year.

·         If you are interested in organizing this contact Casey at Maker
Works.  He is known to some in the Society as Tobias.

·         We would need to decide early to book a date several weeks out.

*Restart the “I Would Teach List”* on the website.

            Reserve this activity as a possible action for the new Minster
of Arts and Sciences to undertake if they so choose.

*New Business*

*Defining Baronial Activities;* *Improving our required record keeping.*  *1st
of 3 *A great discussion was had around the issue of better defining just
what kind of activity we are putting on each time we do a Revel, Event,
Demo, or Practice.  We are not always getting waivers and member attendance
recorded correctly, according to Kingdom Policy.  Many thanks to Gregoire
and Kasha for defining the problem, researching the issue and finding ways
to improve our process.

Baroness Kasha has emailed a link to a document that explains the issue,
policies, and actions we as a Consensus Governed group need to take to
follow policy.  Here it is again.

https://docs.google.com/document/d/1wfo70xPt5wwwe_Qz-UZ-d6Enh54ou5x6acQF1e9o74k/edit

*Are we Approving and Preparing correctly for Demos?  1st of 3 discussions*

Several demos recently seem to have not had enough support to be
successful. The timing was not good for our membership.

Dixboro Farmer’s Market Demo might have benefitted from more advance
recruiting of people to attend.  This 3 to 6 time slot is a difficult time
of day for people with jobs to help out.  Is this a valuable enough
recruiting or educational Demo to be worth our time?

Gregoire suggests we need to discuss what Kay is going to call “the
payback” of each Demo opportunity we are offered.  Will it enhance the
Barony by gaining us people?  Access to a site for a future baronial
activity?  Word Fame that we can use for recruitment?  Will we gain asa a
group Something Else that enough members of Cynnabar value to turn out and
support the effort?  I, Kay, think these are all questions we need to
consider, and perhaps discuss as a group or each demo opportunity.

*Other Group Discussion*

*Package Wrapping at Nicola’s Books.  *There is not much support for this
activity.  No recruitment seems to result.  No one has offered to undertake
the project.  Claire will ask what time slots are available.

*Will there be a Gift Exchange?*  Tardelback asks.

No one had an answer, but some said they had gifts selected at Pennsic.  Will
someone *PLEASE explain to Kay what the scheduling for this has been in the
past?*  Finn kindly posted the rules on his web page, and I made a couple
tweaks to that wording when I revised the page, so I know what was done.

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

·         Please let Us know if you have Prizes for GDoT.

·         SEE Officer Reports

*Status check on Approved Budget Items:  *

·   *Fabric/materials for making new Baronial floor covering *($95 budget)
Giovanna:  for Grand Day of Tournaments.

·   *Youth box* – continues

·   *Stickers with the Baronial Populace Badge* (and maybe name?) $60-100

o   Gavriil potential sketch in December.

·   *Baronial Trailer dedicated for List Field* is on target for *delivery
around 11/20*. $3500-$3950              Black, 5’x12’ single axle covered
trailer 6 feet tall, lights, inside and out, hitch kit.

*Announcements*

None.

*Officer Reports                      10-26*

Exchequer (Ilsa) – This is your friendly Baronial Exchequer sending in my
October Officers Report.
Yes, we have money!!  $11,299.72  (reply to a question asked of Kay:  The
first half of the Trailer payment has already gone out.)

Please let everyone know that if they need a check for Grand Day of
Tournaments they need to let me know by Thursday of this week That is
October 29th, 2014!!!
I will have all the cash boxes set to go with the seed money.

Kay will, per Grey’s request, ask Ilsa to write a letter thanking Dillon
for donating the use of his land and paying for the portable toilet.  This
will give him a tax write off.

Webminister (Aaron) –

Fencing Marshal (William) –

Min A&S (Arina) – Japanese day, October 3rd. We tested the new all day
workshop format, and people loved it, and I do have further future plans to
continue these.

Min. Youth (OPEN) –

Chatelaine (Daye) – Greetings from Paris! My quarterly report was turned in
a week early. It was received by all necessary parties.

My things are on task for GDoT. If anyone has items they would like
included in the gift basket for TRM please get them to me after Halloween!
The princesses royale will be accompanying their parents. I have my prizes
to donate and they are pretty spiff!

I hope Gabby's Dixboro Farmer's Mkt demo went well.

December trip to UM Hatcher Library is being planned for a Thursday
afternoon. Email me if you are interested.

Chronicler (Gavriil) –

Herald (Johannes) – It was nice to Herald for Court at Fall Revel.  Herald’s
Night continues to meet at Hanna and Tardelbach’s home.  The Quarterly
Report is in.

Knight Marshal (Gregor) – Practice for combat has moved to the Union
Anderson rooms for the winter.  No heavy weapons combat occurred at Closing
of the Range.  Repairs are commencing on loaner equipment.  4 people who
left their names a Mass Meeting have been in touch.

Archery Marshal (Grey, last report. Luisa, MOT - Candidate) – It was a good
year.

Seneschal (Kay) –
Please support the Business meeting by attending.  We have space to add
activities on Mondays, a suggestion from Gregoire that met with positive
responses.  The room is spacious, and has tables.  We could reshape it as
needed.  I will start a discussion next month about adding a half hour
BEFORE the 7 pm meeting time and let’s see what our response is.

Baron and Baroness (Kasha and Ermenrich) –

We have had many travels, and have more to come.  We swore fealty 4 or 5
times depending on who’s counting, between Coronation and Crown Tournament,
because the territorial Barons do not like to see anyone go up to swear
alone.

Please donate Prizes.  We need 40 or 50 things to give out.

We are still a Barony!

*Meeting adjourned at 8:40 pm*
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