[Cynnabar] 20171023 business meeting notes

Mon Nov 27 15:26:21 UTC 2017

I realized today that I have failed to send out the meeting minutes for the
past several meetings; my apologies.  Here they are (one email each).

-Derian.

October 16, 2017  Barony of Cynnabar Business Meeting Notes

Journey of Faith Christian Church, Ann Arbor, MI

Pre-meeting workshop 6:30-7:30: 7 attendees

Meeting 7:30- 8:30: 12 attendees

Attending: Derian Tairdelbach, Hannah, Eadraed, Kay, Ermenrich, Kasha,
Godhit, Aeffe, Morwen, Hattie, Jadzia
*Workshop Topic:** Naalbinding!  **Come and learn the basics of the ancient
yarn craft of Naalbinding. Materials provided.* Business Meeting began at 7:30
pm

*Upcoming Baronial Events and Demos*

*Grand Day of Tournaments- Nov 4, 2017 *Liberty School, Saline MI.*
Mistress Genoveva Steward. Budget $2260; breakeven 174 (may
change)            *

·         *Site is reserved. *Deposit is not required because we have been
diligent at paying on time.  They will bill us after the event.

·         Staff meetings occurred!  Everything is going well, setup and
teardown volunteers needed!  Please let mistress Genoveva know.

·         There will be two vigils (Zuriel and Njall)!  Parking lot has
been resurfaced and reorganized; more parking spots in front of the
building.

·         School has confirmed we have three meeting rooms, for royalty /
scribal, meetings, and A&S.

·         Website continues to be updated with new information.

·         No news about if TRHs will be in attendance yet.

*Wassail, December 16th 2017, Chelsea fairgrounds,* *Albina Gherardi
(Bina), $850 (including $200 refundable deposit) *

Wayne county fairgrounds as a site, it is in a shared zip code.  Date is
scheduled (Dec 16th), $450 for the day, plus a $200 refundable deposit.  We
can still have our Yule fire.

·         Wayne County Fairgrounds has received the deposit check.

·         Balance due Dec 1st.

·         Contract is signed.

*Old Business*

*Midrealm Cook’s Symposium October 13, 14 & 15, 2017 *St Paul’s Church of
Christ, Saline MI. *Baroness Hannah, Steward. Budget $525; breakeven 66
attendees*

   - 91 attendees, 28 people at lecture, ~25 people at brewery tour.
   - Event was a big success!  Lots of positive info from the survey.

*Officer vacancies to be filled:*

1.       Minister of Youth– Still seeking a Minister of Youth

*New Business* (includes items potentially requiring budget outlays)

*Cynnabar Ruby Jubilee: * Baroness Kasha, $6,250. September 14th-16th,
2018.

·         Break-even is 250; 209 adults if everyone camps, 313 adults if
everyone daytrips Saturday.  Fewer if people rent cabins.

·         This event is not planned to make money.  Currently expecting
$1000 loss based on attendance projections.

·         Event proposal reviewed (see link:
https://docs.google.com/document/d/12wpbBpDV46BEcuM2aI29OgdmPVyC7ZkYJEJp-fjo8KI/edit?usp=sharing
)

·         Site reservation to occur in October 2017.  Proposed backup site
is Wayne County Fairgrounds if Cedar Lake falls through.

·         Preliminary website up.

·         If you  are interested in helping out or taking a staff position
please contact Baroness Kasha

·         One set of cabins / tent camping area designated as quiet area

·         Preliminary map available

·         No staking in the septic area, this will be marked

·         There are approximately 125 parking spots, plus roughly 30
overflow parking spots further away.

·         Finances update: Cynnabar hosted a crown tournament in 2015 that
cost $7000; obviously this event is not a crown tournament, but it is not
the largest proposal to date.

o   Exchequer did a financial analysis of the Cynnabar account for every
month since 2012; Cynnabar typically needs no more than $3000 in the
account for its annual expenses and regular events.  This means we have
approximately $7000 of “buffer money” in the account that is doing
nothing.  See Jadzia for more details.

o   Minimum projection, if only 100 people come to the event and nobody
camps: total income of $2000.  If we know that from our preregistration /
facebook data we can adjust the budget:

§  Could cancel the portable restroom

§  Could significantly cut the food expenses

§  That would result in $1200 savings in budget, thus total loss of $3160.
We could potentially cut other things from the budget as well.

·         Pre-registration will help us plan food especially with things
like breakfast.  Vegetarian and vegan options are planned.  Food budget is
comparable to other big events we have run such as kingdom 12th night
($1700 on food).  We could bring a microwave or two for those who have
sufficiently complex food restrictions that they can’t eat the food.

·         Plan is in place for use social media to the fullest extent:
advertising, fielding questions about the event, monitoring it during the
event.

·         Site calendar is still being firmed up for Fall 2018.  They are
aware of the date that we want, but the Michigan United Conservation Club
has first dibs on the calendar.

*APPROVED*

*St Cecila, Aeffe Torsdottir, May 12th – 13th, 2018, $450*, People’s
Presbyterian church in Milan, where Hannah and Tairdelbach’s investiture
was.  The sanctuary was built for piano concerts, so it has good
acoustics.  Kitchen, spacious fellowship hall, lounge, two small
classrooms, and a royalty room.  Sunday site TBD.  Site: $250, Salon Food:
$100, Printing $50, Incidental costs $50.  Breakeven is 90 people at
average of $5 donation.  First of three meetings

*Status check on approved budget items*

*Lunch tavern at cook’s symposium, Baroness Hannah for Renaude de Lunay,
$425 budgeted, *income of $284 at the event.  Receipts TBD, 71 tickets sold

*Lunch Tavern at Grand Day of Tournaments* – *$600, Lady Ilse*, $6 a
head, break
even 100 meals.  Similar menu to last year.

*Dame Ursula / Lord Eadraed, Heralds. $100 ($36 disbursed 11/21/16, $32
disbursed 2/20/17, $16 disbursed 7/10/17) $26 remains to be spent. *Lord
Eadraed reported that the registration process is continuing.

First batch of items have gone through, three order names accepted,
Elephant’s tusk is pending

*Announcements** & Group Discussion*

*OFFICER REPORTS*

*Min A&S (Aeffe)* –

Working on St Cecilia.  Quarterly report submitted on time, October 15th,
next one due January 15th.  Much better response rate this time!  A&S
tournament at Grand Day (see the website)!  Need pre-meeting workshops,
please think about things you want to present, or think of a topic.

*Chronicler (Godhit)* –

Citadel issue came out on time!  Continue to gain experience with
formatting.  Multiple questions in to regional, no response yet.  Their
Excellencies would like to have a catalogue of baronial regalia.  We would
like to have a history website, including information about regalia.
Deadline for the next citadel is December 15th, to be published January 1st,
wassail oriented issue, send your memories in!

*Exchequer (Jadwiga)* –

$11,010.38 in account after all signed checks have been cashed.  Getting
access to online banking has been an issue.  At GDoT we will getting
Tristan (regional exchequer) added to the account.  After events, will meet
with steward about a week after event to gather receipts and complete the
event report for kingdom.

*Herald (Eadraed)* –

First fall herald’s meeting was held on October 4th @ Derian & Ursulas,
seven people were in attendance.  Under Dame Ursula’s guidance we continue
to register awards and orders.  All names have been submitted, badges are
being worked on, Elephant’s heart is being submitted.  Heralds are
preparing for GDoT; Ursula will be hosting a heraldic consulting table.
Eadraed is working on handouts for how to submit your name & device to
kingdom, etc.  Have sent a message to TRM’s herald regarding how we can
assist in Their court.  Posted in various FB groups today requesting list
herald help for GDoT, will be reaching out to heralds individually as
well.  Next herald’s night is Monday November 6th at Derian & Ursula’s,
starting at 7:30.

*Knight Marshal (Zygmunt)* –

We continue to have practices on Thursdays and As soon as daylight and
temperatures fail, we'll be back to only on Sunday. We continue to try and
find another winter site.

*Fencing Marshal (William) *–

Wants to step down sometime in 2018, has been in the position for several
years.  Will be asking people if they are interested over the next few
months.

*Chatelaine (Edonea)* –

No report

*Webminister (Aaron) *

Website is still up.  If you are an officer, the midrealm has email
addresses for you.  You can be migrated from your office’s gmail account to
the midrealm one.  Talk to Master Aaron!

*Seneschal (Derian)*

We continue to hold events, a very busy 2018 is ahead!  We are looking for
a meeting site in Ypsilanti for the winter quarter; if you have ideas,
please contact me.

*Baron and Baroness (Kasha and Ermenrich)*

We went to Crown tournament this past weekend!  We swore fealty!  There are
new heirs to the kingdom!  The tournament was fun to watch, the finals were
nice to watch, both finalists seemed to be having a good time.  His
highness has a chair that he likes that he won at GDoT!  Please get us
information on your prizes for GDoT.  We will be having a small court at
the event.  TRMs will hold at least two courts.  We will also hold a court
at Wassail.  Please send in award recommendations or kudos!  We are still a
barony!

Now is the time to start working on your prizes for Grand Day of
Tournaments!  If you are going to make something by hand, start now!  If
you can get pictures of your donation, they can be very effective publicity
for the event.

Hannah – The Barony’s scribal guild met at Hannah and Tairdelbach’s on
Sunday Oct 22nd, five people attended.  Working on the Alphabet challenge,
hoping to get that done for GDoT, another scribal day set up for 12/30/17
(a Saturday).

Gift basket planned for Their Majesties for GDoT, if you have gifts you
would like to contribute, please contact Their Excellences.  Largesse,
gifts to aid their travel, cool medieval things, food, etc.

Forester Godhit: Closing of the range is probably not happening this year
due to a highly compressed schedule in the fall.   Dillon is amenable to
having a veterans’ day weekend 3d archery tournament, stay tuned for more
details.

HRM has posted a number of things regarding events during Their reign.  A&S
faires are undergoing significant changes; check out the new rules in the
Pale or the Midrealm gazette.

Next citadel deadline is Dec 15th for the end of the year issue.  We are
specifically looking for memories regarding Wassail.

*Meeting ended:  **8:41 pm*

[Next Meeting:  Monday November 13th, 2017, at Journey of Faith church
in Ann Arbor]
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