[Cynnabar] 20171009 business meeting notes

Mon Oct 16 11:50:07 UTC 2017

October 10, 2017  Barony of Cynnabar Business Meeting Notes

Journey of Faith Christian Church, Ann Arbor, MI

Pre-meeting workshop 6:30-7:30: 13 attendees

Meeting 7:30- 8:30: 19 attendees

Attending: Derian, Claire, Godhit, Aeffe, Jadzia, Ermenrich, Kasha,
Agnoletta, Jack, Morwen, Tairdelbach, Hannah, Edonea, Malachy, Alana,
Eadraed
*Workshop Topic:** Do you have questions about the Grand Day of Tournaments
arts tournament or general questions for the Minister of Arts and Sciences?
Do you have ideas about how to make Arts and Sciences more accessible in
Cynnabar? Don't know what to bring to the Cook's Symposium potluck? Join us
at 6:30 for a relaxing hour before the business meeting. With cookies!
Bring your project and your favorite tea.* Business Meeting began at
7:30p.m.

*Upcoming Baronial Events and Demos*

*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*

   - Classes are almost filled in. There are 30!
   - Website continually gets updated with any other class details as we
   have them.
   - Still working with Aelfric on the site access
   - Need volunteers for site set up and clean up -- please see Tairdelbach
   for information
   - Gate shifts are FILLED -- but we need some kitchen help (making
   coffee, taking lunch tickets), please
   - We have a vendor coming from Minnesota with COOL POTS to cook in the
   fire. Check out the event page on FB for photos
   - Hotel block closed 9/28
   - Sign up for Friday night lecture went out last week, 9 signed up so
   far. Please be reminded that we'd like to keep this open to out of town
   guests, first. The Library has agreed to do another lecture at a later date
   for locals if this generates that much interest!
   - Dinner will be a potluck!  Period-esque foods are highly suggested,
   contact Baroness Hannah for information on easy go-to period items.
   - Sunday will be Brewery Becker tour at noon.  Come and drink beer!  Any
   number of people can attend, multiple tours will happen if we have lots of
   people.
   - Ad was in the Pale
   - Promoting on Facebook all month (see today's 9/18 Bacon post!)
   - Please bring your feast gear

*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 meeting occurred!  Everything is going well, setup and teardown
   volunteers needed!  Please let mistress Genoveva know.  Another staff
   meeting will occur in October.
   - There will be a vigil (Zuriel)!  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

*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.

*Ancient Imaginings: An Exhibition of Modern Photography - $500 Lady Daye,
November 2018, Riverside Art Center, Ypsilanti MI.  *Month long display of
SCA photography, plus a wine and cheese reception (date TBD).  $200 fee for
the show, $275 for wine + cheese + napkins, $25 for Informational PR cards
to stay at the Riverside Art Center for the month.  Per exchequer handbook,
the group cannot spend funds on wine, except for small amounts for
cooking.  Could we arrange extra hours for the weekend of GDoT?  Should not
plan the have the gala too close to GDoT.  Shipping details to be figured
out.  Third of three meetings *CANCELLED *Riverside Art Center has a new
director, who is not interested in this project at this time.

*Old Business*

*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.
   - 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.
      - 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.

Third of n meetings (n ≥ 4)

*Lunch Tavern at Grand Day of Tournaments* – *$600, Lady Ilse*, $6 a
head, break
even 100 meals.  Similar menu to last year.  $500 original proposal, bumped
up to $600 by group, may need to plan to feed more folks since we will have
Royalty at the event.   Third of three meetings; adding a week to get
Ilse’s opinion on the increased budget. *APPROVED*

*Ypsi GLOW, community unity event / parade / block party, Friday October
27th.*  Lady Edona – do we want to do a demo at this event?  We could do a
parade + table with information.  There are also workshops every Sunday
afternoon in October 11am-3pm.  Follow-up meeting with event organizer
scheduled.   *CANCELLED*.  The only place we would fit well is in the
parade, and the organizer has not figured out the route yet.  The rest of
the event is more of a block party, which wouldn’t be a good fit for us on
short notice.  Not this year, but potentially we could work with them for
next year.  They also have Ann Arbor activities we could potentially take
part in.

*Terpsichore , Jack Black of Flint , *formal proposal TBD, what does the
group think about moving to a new site that could also support future
Pentamere regional A&S faires?  Pentamere regional A&S faire already has a
site for 2018, but we could potentially bid in future years.  We have
combined these events before.  We seem to be outgrowing the St Paul’s site
for this event.  If the group is OK with it, he will put a bid together.
Jack would like to sponsor a period day camp competition as well, and will
provide a day camp wall as a prize.  Dance events have specific
requirements for the site, and those are being considered!

*St Cecila, Aeffe Torsdottir, May 12th, 2018*, We are investigating a new
site: 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 and classroom spaces are available, the price is
very affordable, and they excited to have us.  Proposal TBD

*Status check on approved budget items*

*Lunch tavern at cook’s symposium, Baroness Hannah for Renaude de Lunay,
$425*

*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*

*Announcement/Reminder:  2018 events*:  Terpsichore and St. Cecilia need to
be placed on the calendar.  Please consider volunteering for these events!

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 will be meeting at Hannah and
Tairdelbach’s on Sunday Oct 22nd, at least five hours.

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.

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

Exchequer report: Account has $10,212.41, after all checks have been
cashed.  We are trying to collect all event proposals and reports, so these
can all be collected in one place online (Cynnabar Exchequer google
account), these files are shared so anyone can look at them.

*Meeting ended:  **8:36 p.m.*

[Next Meeting:  Monday October 16th, 2017, at Journey of Faith church
in Ann Arbor]
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