Meeting Minutes - August 2006

Present:  Kudrun, Gavin, Bronislava, Alhwin, Arnora, Maewyn, Alhwin, Valgarth, Brighid, Vettoria, Vitaliano, Ariella, and guests

The meeting was called to order at 4:24 p.m.

Officer Reports

Chatelaine

• Already contacting people at UW-L to recruit new members from the student population.
• Talked to Lady Alienor of Jaravellir for ideas regarding how to interest college students in the SCA.
• Those present introduced themselves for the benefit of the guests.

Arts and Sciences

• The list was passed around.
• Valgarth and Ariella will not be able to host A & S Night at their house during the month of September; others are more than free to volunteer their space for that purpose.

Chiurgeon

• Passed out a band-aid prior to the meeting.
• Will be making a shopping trip to top up his kit for Autumn Rose. He mainly needs cold packs and wraps.
• We will not be putting out wasp traps in the vicinity of people at this year's Autumn Rose (unlike last year's event).

Chronicler

• Any Shire member who is not currently receiving a copy of The White Birch should contact Ariella at chronicler(at)rokeclif(dot)org.
• Valgarth's employer is kindly allowing us to use their printer in exchange for a ream of paper each run. Do we have any Shire awards for non-Shire members which would be appropriate? [Issue bogged down into a discussion of what other groups do, but no one knew of any Shire awards.]
• Please call or email Ariella with any additions to the Sept. issue (particularly calendar items) no later than this coming Friday (August 25th), as the Birch is slated for printing and mailing this weekend (Saturday the 26th).

Exchequer

Rapier Marshal

• Practice was held last Tuesday night, and there was actually practice.
• The practice scheduled for this Tuesday is still on for six p.m. at Myrick part, with the shelter at Copeland Park as the rain site.

Thrown Weapons Marshal

• Practices will resume in September on alternating Thursdays (currently confirming which Thursdays with Mrs. Thrown Weapons Marshal, a.k.a. Kat.).
• Offered to host Arts and Sciences meetings concurrently with Thrown Weapons practice (also to be confirmed with his Lady Wife).

New Business

Autumn Rose

• A dessert-making (and, of course tasting!) is scheduled this coming Saturday (August 26th) at Arnora's house. Bread-making will also be done. Folks are welcome to bring A & S stuff to work on, but help with dessert-making is expected. Festivities to kick off at 1 p.m.
• Site tokens have nearly been finished by Alhwin, who ran out of white ribbon just a little short of the final few.
• Bronislava reported that she is getting some responses from merchants. They will be in located in the small animals exhibit building, per usual.
• The raffle cannot be held by the Shire to offset the non-member surcharge, per the official SCA regulations. An individual could hold a raffle (and then donate the proceeds), but the individual would have to have a raffle license. We will instead have to change the format to a silent auction. Silent auction will close at 3 p.m. and the highest bidder must claim her/his prize no later than 4 p.m. A minimum bid can be specified by the donor.
• The porter (Bronislava) needs to have the cashbox and other items ready to roll when she arrives.
• The "SCA" signs from previous years are too shabby to re-use. Alhwin will bring sign-making material to the dessert-making moot on Saturday after he finishes work around 5 p.m.
• Kudrun will pretty up her existing sitemap for Porter.
• Shade flies should be set up Friday night. Alhwin will check with Lord Janvier (who brought one last year) to see whether he'd be willing to do so again this year.
• Bronislava hasn't received many confirmations from performers, particularly with respect to times of performance. Performance times will be nailed down when the performers who have committed check in at Troll, and a schedule will be compiled there. Performance times will be posted and announced thereafter.
• Alhwin confirmed that Drason will be blacksmithing, and will have a prime location for visibility.
• Youth boffer will have authorizations starting at 9 a.m. Fighting will run from 10 - 12, with any afternoon sparring subject to the availability of marshals and participants.
• Archery will begin at 11 a.m.
• Cleaning will start Wednesday night, between 6:30 and 7 p.m. Wednesday night will be mainly devoted to power-washing the merchants' building, and sweeping/setting up the feast hall.
• The remaining site cleaning and setup will begin between 6:30 and 7 p.m. on Thursday.
• The Fairground will provide toilet paper, paper towels, and handsoap.
• The volunteer checklist will be maintained at Porter.
• Arnora will need feast-prep volunteers in two-hours shifts, starting at 10 a.m. and running up until Feast, which will be held after Court, probably in the 7 p.m. time-frame.
• Court will begin at 6 p.m.
• There has been no word on whether or not the equestrian folks will attend.
• The assembled Populace revived the debate of making a donation to the Northshield Kingdom Fund, which is currently running in the red. After a walkthrough (courtesy of Vettoria) of the Shire's fixed expenses, it was agreed that Rokeclif would make a donation at Autumn Rose.
• Those present voted to authorize a donation on the following formula:
  • The minimum donation will be $250.
  • If more than 150 people attend Autumn Rose, then we will donate an additional $1 per each person registered (including the 150 threshold), up to a maximum of $500.
• Arnora reported that after the trial run of the Feast menu (which was very tasty), that she and Byle will have to make some substitutions to keep the costs down.
• Morgan has agreed to again provide the traditional biscuits and gravy breakfast, funded by donations.
• The Caffeine Addicts' Guild has not indicated whether they will offer breakfast for sale on Saturday morning. Alhwin will contact the Turkish coffeehouse proprietors from WW as an alternative.
• The representative from the Fair Board did not arrive, so there was no site walkthrough.

Pie Snit II: "Custard's Revenge"

• The event is now on the Northshield Calendar for November 18th.
• Website work has been started.

The meeting was adjourned at 5:46 p.m.

Quote of the Meeting

I'll need help if I get covered in hot honey. - Arnora

Page last updated:  27 August 2006