Officer Meeting Minutes - February 2020

Following are the minutes from the officers meeting held via Zoom on February 3 2020.

Barony of Darkwater Officer Meeting -February 3, 2020
Zoom meeting online

Officers in Attendance:
Lady Ursula Blackpool - Chronicler
Lord Kylan Hundr - Constable
Baron James Highgate - Baron
Gravin Eva van Oudeachterkol - Exchequer
HL Hextilda Marshall - Seneschal
HL Calpurnia Fortunata - Art Sci (Research and Projects)
Lady Margarita di Rossi - Chatelaine
Lord Thomas von Wildtstein - Webmaster
HL Hywel ap Wyn - Knight’s Marshal
Baroness Ilene Johnnestoune- Deputy Seneschal - Social Media Liason
Baron Gavine Armestrang - Herald
HL Toki inn Eldri Bassi - Archery Marshal

Officers Not in Attendance:
Baroness Milesenda de Bourges - Baroness
Master Clothar Bructerus - Rapier Marshal
HL Gareth Dalyngrige - Librarian
HL Hadassah bat Josef - Chamberlain
HRH Islay Elspeth of Glen Meara
HL David Archer - Acting Quartermaster

1. Call to order - Baron Gavine Armestrang - Herald
2. Greeting by Seneschal - HL Hextilda Marshall
1. SCA local chapter description
3. Confirm Minutes Approved Offline
1. Amendment to the minutes online to include a motion by Toki and seconded by Carmen to approve the site fee for Hextilda Marshall acting as Seneschal for Trident. Voted and approved by Knight Marshal, Exchequer, Chronicler, Baroness, Web Minister, Art/Sci Officer. To be in keeping with the financial policy. Agreeing on minutes. Do I have a motion to accept?
1. Motion passed by HL Hextilda Marshall
2. Seconded by HL Calpurnia Fortunata
3. Motion Passed and January notes amended
2. As this is the first Officer meeting, sans Business meeting, there are no meeting notes to wave at this time.
4. Officers reports.
1. Seneschal (President) HL Hextilda Marshall
1. Trident Tourney
1. Went really well and smoothly
2. Kingdom seneschal needs people to run the next two events
1. Would we be interested in running a kingdom level event? TMT and Fall Coronation
1. HL Calpurnia Fortunata - Can we say no at this time as we have other events at that time and might be too much for us.
2. Gravin Eva van Oudeachterkol - Can we talk to the populace to see if we can help out in any way for the events instead of taking on the whole event?
3. Baroness Ilene Johnnestoune - A bid has been put in for Spring Coronation by us. We have already taken that bid.
4. Mariah - We should put an announcement to the populace so that they can think about this before Thursday’s meeting
5. HL Hextilda Marshall - Could we talk to the other baronies to do a joint event?
6. Baron Gavine Armestrang - We can do a joint event and mix people from other groups
7. HL Hextilda Marshall - We will put it out in the populace, but as a barony, we do not really want to run the event.
8. Baron James Highgate - Would like to also add that this could be thrown to households.
1. Gravin Eva van Oudeachterkol - Can we also send something from Hextilda to the blog?
3. Trailer Decoration ideas?
1. No real ideas have been given
2. Simple baronial device on the trailer
3. Baron James Highgate - It is just a sticker, any design works, once the design is approved getting it printed and put on is “stupid” easy.
1. Baron Gavine Armestrang - I do think we need website/contact information/etc.
2. HL Toki inn Eldri Bassi - Archery Marshal - QR codes
3. Populace Thyri - Represent everyone if we put pictures on the trailer
1. HL Hextilda Marshall - Would be easier to not put people and alleviate issues with this.
2. Baron James Highgate pointed out this was not a problem with the kingdom. Just put all areas of the SCA on the trailer.
3. Baron James Highgate - You can bypass the release issue if you put faces sideways/etc so you can’t really see the faces.
4. Baron James Highgate - Do we have someone that can make a design and propose it for the group?
1. Talk to the populace about this and getting their ideas for designs
2. This does need a deadline - one month/by the March meeting
3. Who are they checking in with
4. Motion to go before the populace for ideas and wait a month for this - By HL Hextilda Marshall
1. Motion passed by officers
2. Motion passes
2. Constable - Lord Kylan Hundr
1. No Report
3. Exchequer (Treasure) Gravin Eva van Oudeachterkol
1. Feeling better and now she can do more jobs!
2. Report for the end of the year has been put in and approved by the regional treasurer.
1. We can get paypal with no problems due to this
3. Trident
1. Waiting on receipts
2. 107 in attendance
3. 12 newcomers
4. Question from Baron Gavine Armestrang about the paperwork and meeting space at Fashion Square Mall
1. Gravin Eva van Oudeachterkol has taken care of this.
4. Quartermaster - David Archer (Acting)
5. Art Sci (Research and Projects) -HL Calpurnia Fortunata
1. By Thursday we will have a class list that will go until April
6. Herald - Baron Gavine Armestrang
1. Information has been sent to change the name for the website and the revel
7. Chatelaine (Retention and Recruitment) - Lady Margarita di Rossi
1. Spring Fling Demo
1. Motion to spend 50 dollars for the Spring Fling Demo insurance
2. Seconded by Lord Kylan Hundr
3. Motion passed
2. Looking forward to more newcomer classes and more newcomers.
8. Marshal (Referee) - HL Hywel ap Wyn
1. Darkwater Fighters Post to get a marshall to take over
1. He will extend if they cannot find anyone right away
2. One offer but nothing firm as of yet
9. Rapier Marshal -Master Clothar Bructerus (Not in attendance)
1. Baron James speaking on behalf - Is there money in the account for the rapier community? Do we have a budget for this?
2. Gravin Eva van Oudeachterkol will look it up and get with James when she has the info.
10. Archery Marshal - HL Toki inn Eldri Bassi (Not in attendance)
1. Demo at Spring Fling is a demo and anyone can watch, but you have to be a paid member to shoot at the line as an archer.
11. Thrown Weapons Marshal - No current Marsall
1. We may have a marshall soon - A newer person has asked to get authorized to become this marshall!
1. She does need to go through the 3 events and other steps.
2. We can look at budget after we get a person in the marshal spot.
12. Webmaster - Lord Thomas von Wildtstein
1. No announcement/report from Lord Thomas von Wildstein
2. Baroness Ilene Johnnestoune - Positions for events - There is now a post in the darkwater populace group that allowed people to post what they would like to do job/position wise.
1. This should help people putting together bids
3. Baroness Ilene Johnnestoune - For officer positions - monthly blog post and FB posts with job description and who to contact so that this is getting out to anyone that might be interested.
4. Baroness Ilene Johnnestoune - Zoom for the meetings:
1. 2 options:
1. 1. Free account that lets 100 people participate but meeting can only last 40 minutes at a time.
1. At 40 minutes we can take a 5 minute break we can then come back.
2. 2. They do have a paid plan of 15.00 a month, and includes all we need and add ons we might need. And we get an unlimited meeting time.
1. HL Hextilda Marshall - This is less than the room at the mall or most places we might be able to have this meeting.
2. From populace - This also gets us a large group of people that can join in.
3. Lady Ursula Blackpool - Can we broadcast this for the regular business meetings and/or classes
4. Gravin Eva van Oudeachterkol - Yes, we have the money in the budget to have these meetings on Zoom at this time.
5. Baron Gavine Armestrang - There are year subscriptions available online. This is called the Pro account.
1. This would not be a replacement but a way to add to the meetings.
2. Do we like this enough to do another meeting at the beginning of March to do this again!
1. Baron Gavine Armestrang - Motion to schedule the March 2nd officer meeting at 7 PM on the Zoom program.
1. Seconded by Lord Kylan Hundr
2. Motion passed
13. Chronicler - Lady Ursula Blackpool
1. Polling questions can be put together for the populace to see
1. Special addition revelry for this event
2. Pictures as well
3. HL Calpurnia Fortunata -Meeting for populace interviews for the runners - April 30th would be a great meeting for that
1. Gravin Eva van Oudeachterkol - Check with couples before this meeting
4. Gravin Eva van Oudeachterkol - Budget in place to make this a fancy revelry
2. Officers are supposed to be putting letters in to the blog. This is NOT the job of the chronicler and blog specialist to put together and badger people for… Write a letter peeps!
1. Lady Margarita di Rossi - Can we have a date for this?
2. For both the revel and the blog, we should have these by the last Thursday of the month!
3. Can we pin something for people to get on the blog?
5. HRH Islay Elspeth of Glen Meara (Not in attendance)
1. No Report
6. Baron and Baroness: Mistress Milesenda de Bourges and Baron James Highgate
1. If you were not at Art/Sci - We have been named Patron of the Arts
2. The site that Art/Sci uses is very close and the issue we had with the before was the price.
1. We need about 200 people to break even and we are only getting 120.
2. Can we reach out to this site to see if it can be worked with?
1. Thyri (populace) pointed out that the site was very nice and that the people running it really did like us.
2. HL Toki inn Eldri Bassi mentions that this is a problematic site for archery.
3. Baron Gavine Armestrang - If we are looking for a closer and price better site, we might want to check with WeWa or Camp Thunderbird
4. Gravin Eva van Oudeachterkol - We should get the kingdom information as they are also checking sites before we contact anyone.
3. We need a person to be the contact person for location/site stuff.
1. Gravin Eva van Oudeachterkol - Are we thinking in terms of 2021 specific events? Or just have it in the back pocket?
2. The primary concern is the mall closing at some point
3. Gravin Eva van Oudeachterkol has spoken with the mall and it is not closing at any point in the future.
3. Suggest that the officers of the Barony put in names for their deputies for rewards! Or anyone else that you might want to put in a reward for.
4. Revel - we were going to do quarterly revelry events and have not had one for a bit
1. Baron James Highgate will take this back over and start working on one.
2. The American Legion should be a good place to start with places.
3. We still have food from the Trident lunch in Hextilda’s freezer that we can use.
1. We should do the next one at the park so we can use the food and then do the 2nd revel at the AL
2. Hextilda suggested we use the food that was leftover from Trident at Clans for a midnight meat. Baron James Highgate was on board with this.
5. Project that needs to be done: Funds were allocated to buy fabric for fighters loaner garb - Gambesons.
1. Freya has the fabric, but she needs a place and people to cut out the fabric so she can sew it.
2. Can we combine a sewing day with the scribal day to get this done?
1. Baroness Ilene Johnnestoune will put this together so that this can be done!
2. Mariah - It is possible to put sewing machines in the Scribal room at the Hart library.
3. Thyri - Sewing day planned at Hart Library on the 26th.
6. Question from Gravin Eva van Oudeachterkol to get an update on the t-shirts
1. They are printing and Baroness will let us know when they are ready.
7. We don’t necessarily need/want these meetings monthly and do not want them to be repetitive:
1. Baron Gavine Armestrang - Decisions are made at the officer meeting and is then passed to the populace meeting.
2. As officers logged in, we changed names to show the offices that were held.
3. Baroness Ilene Johnnestoune - I completely understand the “maybe we don’t need this”, but why not take the time to log in from home and if it only takes 20 minutes then we can still do it, check in, and get done.
7. Cantons
1. Loch Griffin - HL Hywel ap Wyn
1. No report at this time
2. Swamp Keep - Mistress Milesenda de Bourges and Baron James Highgate
1. Lady Margarita di Rossi is taking over seneschal at Coronation
3. Seminole County SCA group - Cathy Abernathy (not in attendance)
1. Mariah will be the Exchequer for the Seminole county group
2. She will be relaying info to the Barony on that topic.
8. Guilds
1. Scribal - Mistress Milesenda de Bourges
1. Scribal is this Sunday and will be run by Becki Ori
2. Brewer’s Guild - Cathy Abernathy
1. No Report
3. Fiber Arts - Baroness Ilene Johnnestoune
1. Beginning Tablet Weaving will be at Scribal this Sunday
4. Lampworker’s Guild - Lady Thyri Bersi
1. Do we need insurance for a bead day at a revel/home/etc that is not under a site’s insurance.
1. Gravin Eva van Oudeachterkol - Because it is at a revel/guild day, it is still covered because it is an educational thing.
2. Gravin Eva van Oudeachterkol - We do need to find out about homes/etc.
5. Dyers Guild
1. No Report
6. Performance/Bardic Guild
1. No Report
9. Upcoming Events
1. Gathering at the Tavern -
1. Flyer is done. It looks good.
2. Paypal information is in and will be checked
2. We need a bid for Village Faire
1. Hint that the Shakespeare bid might be a good one for this event
2. He will put stuff together for that bid and let us know in March
10. Announcements From the Populous
1. Lady Thyri Bersi - Concern - Running of events at Kiwanis - is it on an autocrats list of to-dos to clean the royal cabins?
1. We had people come in and clean that volunteered when we arrived.
2. HL Hextilda Marshall - The cabin was given last minute by the camp so we did not have time to clean or prep.
3. Baron Gavin Armstrang - That is a cabin that was not walked through at the beginning of site check-in and that is probably why the cabin was not ready. An autocrat does usually check the cabins ahead of time.
4. Baroness Ilene Johnnestoune - Might be best to use the cabin nearest to reservations instead of this cabin in the future.
2. Feast Hall - High Table with tablecloths/etc.
1. We can update the handbook for events -
2. This should have a list that says “Here are the things we need to have at events” to prevent this from happening in the future.
3. Mariah - This has happened at other events as well.
4. Gravin Eva van Oudeachterkol - Pipe and Drape? Could we use this to hang banners, etc?
5. Lady Margarita di Rossi - has the 3 bins and feels they need to be labeled better so that are easier to find and take care of.
6. Do we need a person to be responsible for high table at events again, if this is something that is a recurring problem?
1. Lady Thyri Bersi - This is only a 3 time a year job, is fairly easy, and could get someone involved the barony a bit more.
2. Lady Margarita di Rossi - Would be happy to give this up to someone.
7. Baron James Highgate - Having someone with the job of taking care of high table items, would be preferable to the high table people. This also alleviates high table issues.
1. Baron Gavine Armstrang also agrees that this is a good thing, but does think people need to be aware to calm down the amount of items brought.
8. Lady Margarita di Rossi - Would this be under my office?
1. No it would be under the Exchequer office.
2. Gravin Eva van Oudeachterkol will put out a job description to find a person to take this over.
11. Adjournment
1. Next Officer Meeting is on Zoom on March 3, 2020
2. There is a business meeting on February 6, 2020
3. Next Business Meeting March 5, 2020 at Fashion Square Mall
12. Meeting Closed - Baron Gavin Armstrang