Meeting Minutes - November 2006

Present:  Kudrun, Valgarth, Bronislava, Gavin, Vettoria, Vitaliano, Joe, Melissa, Ariella

The meeting was called to order at 3:00 p.m. on 11 November 2006 at the Wedgewood Commons party room

Officer Reports

Arts and Sciences

• No one attended the A&S moot this past Thursday (the 9th).
• Kudrun headed up the Research Day at the Library's main branch, partly to compensate for the error in the Birch that listed the Populace Meeting for that weekend.
• There will be no moot on the fourth Thursday in November, as that falls on Thanksgiving.
• The next A&S moot will be held on Thursday, December 14th at Valgarth and Ariella's home.
• The list was passed around.

Chatelaine

• Two new folks, Joe and Melissa arrived at the meeting, and introduced themselves.
• Shire members introduced themselves, and briefly recapped the reports that had been given before Joe and Melissa arrived.
• Note for future reference:  When the Populace Meeting is to be held in Wedgewood Commons, we need to set up a new system for alerting someone to come down and open the security door, as none of the Shire members live just down the hall from the party room anymore.,
• No official report, owing to the lack of a Chatelaine in attendance.

Chronicler

• The newsletter for the Canton of Coille Stormeil (The Forest Watch) was passed around.
• Valgarth's boss has been allowing us to use his printer in exchange for a ream of paper every month, which brings our printing costs way down. But the issue of how to formally thank him was never decided when the issue was first raised at the Populace Meeting, owing to the fact that the Shire has no awards. Ariella will callig. a thank-you scroll for any interested Shire members to sign.
• To help stretch the budget further, we need to pare down the subscriptions list, and/or convince more people to donate. There are too many area people that have either never been to a Shire meeting/event or haven't been there in years.
• In the August issue of the Birch an insert was included for non-subscribing or otherwise non-trade/non-obligation copies, asking for monetary support to defray the cost of printing and postage. Not one donation was received.
• Postage is the greatest expense at the moment, so the Chronicler will include an insert with the December issue that indicates that it will be the last (for non-subscribers, non-trades, etc.) unless some word is received that the recipient would like the subscription to continue.
• Bronislava suggested that those who would electronic versions could elect to have the PDF emailed to them in lieu of receiving a hard copy, which would reduce the expense. The Chronicler will put a message out to the list to that effect.
• For folks who do opt for the PDF version, the suggested donation could be dropped to $8/year. That will be included in the insert as well as posted to the list at large.

Exchequer

• Read totals in the various accounts.
• Reminder:  Amounts in non-dedicated funds are typically re-negotiated in January. Officers with dedicated funds are encouraged to start thinking about any planned expenses now.
• Valgarth wondered what, if anything the funds in the A & S fund could possibly purchase. Possibly supplies for a hands-on project during a moot. Other than that, supplies for handiwork to be donated by the group, such as candles, blank scrolls, etc.

Seneschal

• The non-member surcharge funds were sent to the appropriate folks, so we're square for that again.

New Business

Pie Snit II: "Custard's Revenge"

• Kudrun is working at the Taylor library the day before the event, so we should be able to set up to some extent the night before. Anyone who can possibly make it for Friday night setup is strongly encouraged to do so.
• The site will open to guests at 9 a.m. Shire members should be there by 8 a.m. to finish setup.
• Kudrun handed out the "cast in Jell-O" version of the event schedule.
• Some discussion of moving Troll/Porter to another location, because people will want to put their pie-donations in the kitchen, and the last event we had people coming into the site through the gymnasium area. However, we will have the doors closed due to the colder temperatures, and leave Troll where it currently is.
• Some joking about giving the Troll a bridge to sit under.
• Brilliana will be the pie-steward.
• The Mad Libs are set.
• Heraldry contest (on the papered walls and tables) is still set.
• Shire members are asked to bring dolls and stuffed animals for the "armor-making contest to be done with aluminum pie tins. Scissors and staples to be provided for construction. Gavin will judge.
• At around 9:30-ish (or at the end of the first big rush of guests through Troll), we will start organizaing teams.
• Some discussion of the various games/contests.
• Ariella asked how are teams to be chosen. Per event, or is this like a Pentathalon? Generally decided to hand out cards at Troll. The suit of the card determines which team you're on--unless you trade. Teams can pick their Champions for each event. The winning team will be first in line for Feast (after, naturally, His Majesty).
• Valgarth asked how we are supposed to know which pies are supposed to be set aside for judging vs. which pies are for Feast. Clarification of the rules:  Pies to be judged are in addition to donation for Feast.
• Vitaliano will supply the cannoodles for the chair-jousting on the understanding that they will be replaced sometime before summer if damaged.
• Logistics for Trivium Pursuit were worked out.
• Pies for judging/Feast will be marked with a piece of masking tape on the bottom. The tape will be labeled with a number that matches that of a sequentially-numbered index card for listing ingredients. The card will be taped to the table next to the pie. This will hopefully avoid allergic reactions to ingredients.
• Table and chair setup for Feast will happen before Court.
• We should provide beverages other than just water, especially since we will have the large heated water urns available. Kudrun, Vettoria and Vitaliano will pick up the hot chocolate / apple cider / tea on the way home from the meeting.
• The tables will be arranged in a U-shape, like last Feast, with Head Table in the bend of the "U".
• Show and tell of the official Rokeclif dishtowels that Kudrun marked with the cattail. She also showed the pattern for the pie contest prize, a pie-plate with a baked-on design.

The meeting was adjourned at 4:38 p.m.

Quote of the meeting:

Joe:  (Upon being informed that two Shire members are expecting a child next year) "Ah. Meat pie in the oven."

The runner-up:

Bronislava:  (Explaining to new folks that "Minister of Random Hugs" isn't an official--i.e. reporting--office) "I don't report. I'm reported about."

Page last updated:  24 November 2006