Officer Meeting Minutes May 2020

Barony of Darkwater Officer Meeting -May 4th, 2020 

Zoom meeting online 

Officers in Attendance:
Lady Ursula Blackpool - Chronicler
Lord Kylan Hundr - Constable
HL Hextilda Marshall - Seneschal
HL Calpurnia Fortunata - Art Sci (Research and Projects)
Lord Thomas von Wildtstein - Webmaster
Baroness Ilene Johnnestoune- Deputy Seneschal - Social Media Liason
Baron Gavine Armestrang - Herald
HL Toki inn Eldri Bassi - Archery Marshal
Baroness Milesenda de Bourges - Baroness
HL Hadassah bat Josef - Chamberlain
HL David Archer - Acting Quartermaster
Gravin Eva van Oudeachterkol - Exchequer
HL Hywel ap Wyn - Knight’s Marshal

Officers Not in Attendance:
Baron James Highgate - Baron
Lady Margarita di Rossi - Chatelaine
Master Clothar Bructerus - Rapier Marshal
HL Gareth Dalyngrige - Librarian
HRH Islay Elspeth of Glen Meara

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. Motion to approve the minutes: HL Calpurnia Fortunata
2. Seconded by: Baron Gavine Armestrang
3. Motion passed
4. Officers reports.
1. Seneschal (President) HL Hextilda Marshall
1. Polling
1. I believe we have a full and complete list of those in our Barony and Cantons.
1. We have searched through and found everyone that is a paid member.
2. The list has been sent to Gravin Eva van Oudeachterkol to put them together and mail them out.
1. We are going to send emails and posts in social media that if they have NOT received it by a certain date to let Hextilda know so that we can get them an email with the polling sheet.
1. We have also included the extensions on the current paid as of Covid 19.
2. The list does have the dates, but it has the extension.
3. ½ of or more will be sent by Wednesday.
3. Polling needs to be returned by May 31st. Though it was said by their Majesty’s that it needs to be in by May 18th.
1. Hextilda will reach out to the King and Queen and ask for the extension.
2. This was already talked about with the King and Queen and we don’t see a problem with extending the return date.
4. We need to make a blog and post for all the messages and directions for polling to social media and the mailing list.
2. Bids for Village Fair (Hywel)
1. Lady Ursula Blackpoole: Motion on the floor to accept the Village Fair bid from Hywel
1. Motion seconded by Lord Kylan Hundr
2. Motion Passed
2. We need to keep a “Plan B” in our pocket in case we can’t do a cabin/overnight event.
1. It might need to be a day trip
2. Would we still do it at the same campground? If not, where?
1. Plan B at our normal campground for a day trip.
2. Decision will have to be made more than likely around August.
1. We need to check in with the campground to see if we can do a daytrip if we need to change this.
3. Zoom
1. We have officially purchased our Zoom account
2. TRU and Zoom
1. HL Hextilda Marshall: Motion on the floor to allow TRU to use the Barony of Darwater’s Zoom.
1. Seconded by HL Calpurnia Fortunata
2. Motion passed
2. Deputy Illene
1. No report at this time
3. Constable - Lord Kylan Hundr
1. We have the same amount of lost and found as before. :)
4. Exchequer (Treasure) Gravin Eva van Oudeachterkol
1. 1st quarter report is in and done
2. Clans and ARC insurance had already been paid and we are waiting to get that money back
3. We have some people that need reimbursements, thank you for your patience.
4. We still have 2 meeting days credited from the mall - Should we book June?
1. Baroness - Hold for now.
5. Quartermaster - David Archer (Acting)
1. Called the storage shed place 2 weeks ago
1. Unless there is a need, they would prefer people to not come by. If we do NEED to come by, then we can.
2. We have stuff but we can’t visit our stuff!
6. Art Sci (Research and Projects) -HL Calpurnia Fortunata
1. We have a couple of classes lined up
2. Do we want to have a Barony Business Meeting?
1. Hextilda would like to talk briefly about polling.
3. Illene reminded us that we can do this on other days. It doesn’t have to be on Thursday night.
4. Gravin Eva: We could also look at what other people in other Kingdoms are doing and post that as well.
5. Plans are happening and we will let you know as we get more things going.
6. This could also be extended for Canton meetings, guild meetings, etc.
7. Herald - Baron Gavine Armestrang
1. We have about ½ dozen submissions we are currently working on getting sent up.
2. 2 months ago, it was approved to do a folding screen white board. It is a piece that will fold out 3 ways. We get 18 different areas to write on at an event for messaging/notes/etc.
3. He would like to move it to the shed when it is convenient.
8. Chatelaine (Retention and Recruitment) - Lady Margarita di Rossi (Not in attendance)
1. ARC Demo is canceled, but Archery is welcome back. Just let them know.
2. See her if you want to help with Lady of the Lakes
9. Marshal (Referee) - HL Hywel ap Wyn
1. Since we can’t meet in person, we aren't really hitting people.
2. We are working on Marshals getting their stuff done, but until classes are allowed we are in a holding pattern.
10. Rapier Marshal -Master Clothar Bructerus (Not in attendance)
1. No report
11. Archery Marshal - HL Toki inn Eldri Bassi
1. No report
12. Thrown Weapons Marshal - No current Marshall
1. No report
13. Webmaster - Lord Thomas von Wildtstein
1. No report
14. Public Relations - Illene
1. Trekking along
15. Chronicler - Lady Ursula Blackpool
1. We are currently finalizing the notes from the Baronial Candidates meeting. They will be sent to the King and Queen along with the original question and answer sheets that were turned in.
2. We are still always looking for letters or posts about interesting things SCA related.
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. We are here and miss you all. If anyone would like to talk to them, let them know.
7. Cantons
1. Loch Griffin - HL Hywel ap Wyn
1. Getting ready to check in about Art/Sci reports
2. Fighters are feeling restless
2. Swamp Keep - Mistress Milesenda de Bourges and Baron James Highgate
1. No Report
3. Seminole County SCA group - Cathy Abernathy
1. No Report
8. Guilds
1. Scribal - Mistress Milesenda de Bourges
1. There are a lot of online challenges happening now and people are working on these all over the Known World.
2. Brewer’s Guild - Cathy Abernathy
1. No report
3. Fiber Arts - Baroness Ilene Johnnestoune
1. Other than posts - Formal guild things are on hold.
4. Lampworker’s Guild - Lady Thyri Bersi
1. Making 5 beads a day for largesse. But currently on hold as well.
5. Dyers Guild - LeAnn Meyrick
1. No report
6. Performance/Bardic Guild - ?
1. No report
7. Cooking Guild - Lady Margarita di Rossi
1. No report
8. Costuming Guild - ?
1. Original person can no longer do it.
2. We will post it for an opening, but we do have a person we can put in there.
9. Herbal - Lady Rahil bint Haroun
1. No report
10. Craftsman - ?
1. No report
11. Defense - ?
1. No report
9. Upcoming Events
1. Gathering at the Tavern -
1. No Report at this time
2. We need a bid for Village Faire
1. Done in the above notes
10. Announcements From the Populous
1. Someone asked yesterday about the shirts: They are at David Archer’s house. He is NOT shipping them at the moment as it is a bit expensive to do this.
2. ½ dozen responses about doing something on the day of Clans on Zoom?
1. Can David do something, use the Zoom, and make a plan?
1. Illene - If you, David, want to organize and put it together, I am all for you.
2. Officers agreed and passed.
3. TRU is June 20th, entirely online, and still looking for teachers. It can be a recorded class, a handout, or a live class on Zoom.
4. Could we do a guild day type activity. Something to pass around.
11. Adjournment
1. Next Officer Meeting is on Zoom on June 1st, 2020
2. There is a business meeting on Thursday, May 7th
3. Next Business Meeting at Fashion Square Mall currently suspended due to Covid
12. Meeting Closed - Baron Gavine Armstrang