Officer Meeting Minutes July 2020

June 29th, 2020 - Barony of Darkwater Officer Meeting
Zoom meeting online

Officers in Attendance:
Lady Ursula Blackpool - Chronicler
Lord Kylan Hundr - Constable
Gravin Eva van Oudeachterkol - Exchequer
Lord Thomas von Wildtstein - Webmaster
Baroness Ilene Johnnestoune- Deputy Seneschal - Social Media Liason
Baron Gavine Armestrang - Herald
HL Toki inn Eldri Bassi - Archery Marshal
HL Hextilda Marshall - Seneschal
HL Calpurnia Fortunata - Art Sci (Research and Projects)
HRH Islay Elspeth of Glen Meara
HL David Archer - Quartermaster

Officers Not in Attendance:
Baron James Highgate - Baron
Baroness Milesenda de Bourges - Baroness
Master Clothar Bructerus - Rapier Marshal
HL Gareth Dalyngrige - Librarian
Lady Margarita di Rossi - Chatelaine
HL Hadassah bat Josef - Chamberlain
HL Hywel ap Wyn - Knight’s Marshal

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: Baron Gavine Armestrang
2. Seconded by Gravin Eva van Oudeachterko
3. Motion passed
4. Officers reports.
1. Seneschal (President) HL Hextilda Marshall
1. Polling: Not sure if the crown will announce it or how it is going to work.
1. As soon as Hextilda knows, she will tell everyone else.
2. We have received the new contract from Kiwanis
1. There is a 60 day cancellation policy now.
1. This means we have about a month to make a decision on Village Faire
2. They also said that Camp Kiwanis is now open. There is a new lease agreement.
1. They will apply the Clans deposit to the next event… whenever that is.
2. They will calculate any difference at the time that we make a decision.
3. Gravin Eva- We have a contract for both Clans and Village Faire. We need to get a hold of Kiwanis to talk about this.
4. Prices on the lease are the same, but the following changes were made:
1. Full responsibility for any illness, damage, etc. is not on them.
2. Any sickness that happens, example Covid, while there, is NOT Kiwanis’ responsibility.
3. See the files on the Officer’s page to read through the lease/contract information from Kiwanis.
3. We will have a talk on Thursday, at the populace meeting to see if we want to do Village Faire or what it will look like.
1. Baroness Ilene Johnnestoune: Society is stating nothing and making no statements about this and all Kingdoms are making their own decisions.
2. The Kingdom Seneschal is still at the stance that we aren’t doing anything at this time. He has not given an idea of when it can happen.
1. The state still says only 50 people at an event.
1. We can’t gate lock at 51.
2. We need to have a tiered list of plans for the event so that we can have cut off for the event.
1. Do we day trip?
1. Gavine said that this would work best for a barbecue.
2. Gravin Eva suggested that everyone bring there own food.
2. Is it a full day trip?
3. Is there feast or not?
4. Can we comfortably have feast?
3. Money questions: Gravin Eva van Oudeachterko
1. We need 110 people to break even. NOT counting feast.
2. Insurance final decision date is August 14th.
3. July 24th is the final decision date to cancel the Kiwanis date.
4. Park suggestions if we need to day trip
1. Turkey Lake Park
2. Magnolia Park
3. Don Knight Park
4. What questions do we want to ask these parks? And we need to make calls.
1. Are they even accepting reservations for events.
2. What is the number you are willing to have at this park?
5. Populace/Officer Thoughts:
1. Thyri added that a lot of other things are cancelling until 2021. Examples: Broadway, etc.
2. Baroness Ilene Johnnestoune also noted that we might not want to do a meeting at Kiwanis.
3. Gravin Eva also put in that we schedule in July for the next year. It might be well to use them as we can use the money that we have already.
4. Ursula: Doesn’t feel safe to have an event at Village Faire
5. HL David Archer: Made a call to Lana and they do not feel that Kiwanis is a good idea. And if the numbers are high, they feel like a day event is also NOT safe.
6. LeAnn: Could we make this a virtual class event like TRU as Village Faire is a class event?
7. Jenn: Sing-a-longs? Populace hangouts/craft night? Etc?
8. Gavine and Ilene: Fight/Champion on one day and art/classes another day. Saturday/Sunday as an example.
1. Ursula: Will that really work with a 50 person cap? How many people will go to the park to see people?
2. Toki: What about court?
1. Hextilda: Online court can happen.
3. Because we will move Ian’s event to Trident maybe officers can do Village Faire’s day trip.
4. Trident: Make sure we ask Ian if he wants to take on an investiture.
3. Motion on the floor to CANCEL Kiwanis and make a day trip as a possible alternative for Village Faire:
1. Motion put on by: HL Hextilda Marshall
2. Seconded by: Gravin Eva van Oudeachterko
3. Motion Passed
4. Decisions about Trident are being made at a later date because we want to look at dates with the incoming Baron and Baroness named.
1. Dates for next year should also be made next month.
4. Color wristbands for closeness.
1. We have colors we can use for this so that people are aware about whether someone is comfortable with someone near them, hugging them, or handshakes, etc.
1. Calpurnia is going to look into getting the bracelets and pricing.
2. Gavine: link:
1. https://www.rapidwristbands.com/order?utm_source=adwords&utm_campaign=Custom+Wristbands&utm_medium=ppc&utm_term=%2Brubber%20%2Bwristbands%20%2Bcustom&hsa_kw=%2Brubber%20%2Bwristbands%20%2Bcustom&hsa_cam=340707437&hsa_src=g&hsa_tgt=kwd-38915364225&hsa_mt=b&hsa_grp=25983933077&hsa_net=adwords&hsa_ver=3&hsa_acc=3184204708&hsa_ad=232740849775&gclid=Cj0KCQjwoub3BRC6ARIsABGhnybrX8tpEjgEm9aBtUc-v2jK8QzqMyGAgSKNqaOgGaRrHE4fHIzkLWsaAtLtEALw_wcB#/order
2. thats $100 for 225 (+200 free) 75/color, .41 each
5. How are we going to keep people safe when we are together?
1. Bring your own food.
2. No alcohol
3. Masks if still required/needed
4. State and Local requirements MUST be followed for that time.
6. Discussion next month… Start thinking of ideas now.
2. Constable - Lord Kylan Hundr
1. No Report
3. Exchequer (Treasure) Gravin Eva van Oudeachterkol
1. Insurance: We had an event. Clans. That insurance is on hold. If we rescheduled it in 2020, we would only need to put in a new piece of paper. If we do it in 2021 it would be ½ back and would have to pay the other have.
1. $50.00 dollar insurance would be $25.00 dollars on top of that.
2. We have lost 25.00 dollars on both clans and the demo at the bird thing.
2. Question from Toki: We haven’t done any archery practice for a couple months and it doesn’t look like we will again. How does that work?
1. We pay a multiple day insurance and it pays for itself. Practice insurance is 50.00 for all of the year’s practice.
3. All outstanding check requests have been written and filled.
4. Next check will be September storage fees.
5. Thank you to Ilene for helping with registration class that she held.
1. The class was developed before Covid-19 and registration may have to change when it comes to the physical part of registration.
6. We might need to deal with Paypal at an upcoming event or might need pre-res only as an option.
4. Quartermaster: HL David Archer
1. As we know, we recently lost someone in the Barony. She has donated a pavilion to the Barony. It comes with the poles, etc. But no rope or stakes.
1. David is going to put it up, using the Baronial pavilion stakes and ropes, to see if it is in good condition.
2. If it is good, the Barony can make a decision about whether or not to purchase the missing items.
5. Art Sci (Research and Projects) -HL Calpurnia Fortunata
1. We would love more people to volunteer to teach
2. Currently poking people and putting in messages to FB for people to join.
3. TRU was fantastic and fun. A lot of great classes and great job setting it up.
4. Currently looking for anyone that wants to be her deputy.
5. Kingdom art/sci meeting is this week and Calpurnia is looking into doing an online Art/Sci. She will let us know what they come up with after the meeting.
6. Herald - Baron Gavine Armestrang
1. No Report
7. Chatelaine (Retention and Recruitment) - Lady Margarita di Rossi
1. Lady of the Lakes:
1. Are we participating, etc.
2. The deadline on the insurance is 6 weeks prior to the event.
1. July is when it is usually put in.
2. The SCA usually forwards the insurance if the event doesn’t happen… It would go to the next demo.
8. Marshal (Referee) - HL Hywel ap Wyn (Not in attendance)
1. No report
9. Rapier Marshal -Master Clothar Bructerus (Not in attendance)
1. No Report
10. Archery Marshal - HL Toki inn Eldri Bassi
1. Southern Archery Day
1. We had 4 of our Trimaris archers in the top.
11. Thrown Weapons Marshal - No current Marshall (Not in attendance)
1. No Report
12. Webmaster - Lord Thomas von Wildtstein
1. Cantons are set to no meetings. And to look for FB groups for updates
2. Calendar is fixed for events and for practices at this time. All on hold.
13. Social Media -Baroness Ilene Johnnestoune
1. People in Darkwater are polite and doing a wonderful job.
14. Chronicler - Lady Ursula Blackpool
1. Post a day of what you are doing!
1. Thyri: Does her posts on her own page, but she will move them to the Darkwater Populace
2. The Barony of Darkwater page is not being used
1. Baroness Ilene Johnnestoune is going to post and tag a message to go to the Darkwater Populace page.
5. HRH Islay Elspeth of Glen Meara
1. We need to work on keeping the SCA alive
1. Virtual classes, etc.
2. We don’t know when we will have meetings again… What can we do to keep people interested in the SCA and in our Barony and Kingdom?
3. The Valencia Renaissance Faire is being backed up by the Dean
1. This could be a place to record and post classes, etc.
2. Colleges are scrambling to find things about art to teach that isn’t stagnant or the “norm” and this could be the chance for the SCA to do this.
1. If you have any questions, contact her Highness. If something happens and she needs another contact, she will let us know.
6. Baron and Baroness: Mistress Milesenda de Bourges and Baron James Highgate
1. Not in Attendance: message sent to Thomas
1. As noted previous, James and I are offline tonight for his birthday. Got a call from Dave. We are good for a day trip Village Faire. If it is safe. Otherwise, we will do an online something and court. At this time, with the current number, NO way are we risking any of you.
7. Cantons: Note from Seneschal: Please know you can have meet ups on Zoom to keep the SCA going and keeping people involved.
1. Loch Griffin - HL Hywel ap Wyn (Not in attendance)
1. No Report
2. Swamp Keep - Mistress Milesenda de Bourges and Baron James Highgate
1. It exists and not a lot is going on at this moment.
2. Zdinka will talk to the officers about doing an online/Zoom meeting
3. Seminole County SCA group - Cathy Abernathy (Not in attendance)
1. No Report
8. Guilds - Note from Seneschal: Please post what we you are doing. Something to keep us all going and keep people interested in the SCA.
1. Scribal - Mistress Milesenda de Bourges
1. No report
2. Brewer’s Guild - Cathy Abernathy (Not in Attendance)
1. No report
3. Fiber Arts - Baroness Ilene Johnnestoune
1. No report
4. Lampworkers Guild - Lady Thyri Bersi
1. No report
5. Dyers Guild - LeAnn Meyrick
1. No report
6. Performance/Bardic Guild - ? (Not in Attendance)
1. No report
7. Cooking Guild - Lady Margarita di Rossi (Not in Attendance)
1. No report
8. Costuming Guild - ? (Not in Attendance)
1. No report
9. Herbal - Lady Rahil bint Haroun (Not in Attendance)
1. No report
10. Craftsman - ? (Not in Attendance)
1. No report
11. Defense - ? (Not in Attendance)
1. No report
9. Upcoming Events
1. See Senechal notes:
1. Discussions to be held at the next meeting and next meeting as well.
10. Announcements From the Populous
1. Baroness Ilene Johnnestoune reiterated that we need to really listen to her Highness, and teach, post, something so we can keep people interested and informed in the SCA!
2. Lady Thyri Bersi also said that during TRU, there was a class about how to teach an online class. He went over setup, etc. His whole class is on Youtube.
1. https://www.youtube.com/watch?v=PV1Wn571338&t=25s
11. Adjournment
1. Next Officer Meeting is on Zoom on August 3rd
1. Please keep in mind that we might need an emergency meeting before then. Hextilda will let us know after the populace meeting this week.
2. There is a business meeting on Thursday, July 2nd.
3. Next Business Meeting at Fashion Square Mall: Currently on hold due to Covid-19.
12. Meeting Closed - Baron Gavine Armestrang