[Cynnabar] 20171016 business meeting notes

Mon Oct 23 18:41:09 UTC 2017

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: 8 attendees

Attending: Derian, Godhit, Malacy, Ermenrich, Aeffe, Morwen, Kasha, Eadraed
*Workshop Topic:** Naalbinding!  **Come and learn the basics of the ancient
yarn craft of Naalbinding. Materials provided.* Business Meeting began at 7:34
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 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.

·         Website continues to be updated with new information.

*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
   - Official recap at 10/23 meeting

*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.

Fourth of five meetings

*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.  Tentative schedule for site
walk through on Friday 10/16. Proposal possibly 10/23.

*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

*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*

*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.

In the OP, next to your baronial award, if you click on the details link
you can see the text of the award as it was given!

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.

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

*Meeting ended:  **8:11 pm*

[Next Meeting:  Monday October 23rd, 2017, at Journey of Faith church
in Ann Arbor]
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