[Elfsea] Follow-up Notes: 8/22/16 Populace Meeting

Mon Aug 29 14:54:19 PDT 2016

Greetings, Elfsea.

At long last, the follow-up notes from our August Populace meeting.
I very much appreciate your patience as I had to delay posting to take care
of other tasks.

Thanks to everyone who was able to attend to help with the business of the
barony!

In Service,
Lady Aoife Ruadh inghean Ragnaill
Seneschal, Barony of Elfsea

***************************************************

Barony of Elfsea Populace Follow-up Notes

August 22, 2016

Meeting started at 7:06pm

Milord Paul, son of Their Excellencies, served as the voice herald.

HE Cassandra had words for the populace:

   -

   Regarding her recent attendance at Steppes Artisan, she felt the
   competition was awesome and encouraged everyone to attend artisan
   competitions when they are able to meet people who are enthusiastic about
   what they are doing and eager to share their knowledge and skills.
   -

   She mentioned there are a few events coming up soon and encouraged
   everyone to submit award recommendations for those who deserving of them.
   Remember that if you are submitting someone for a kingdom award, you
   should give the B&B a heads up so that they are able to comment, if asked
   by the Crown about the person.
   -

   She also mentioned that despite the stigma that exists for recommending
   family awards, please do it if they are deserving of one, as no one knows
   more than family members about everything someone is doing and their hard
   work and service. Don’t assume everyone else knows what your family is
   doing; if you don’t put them in for an award, no one else might.

Their Excellencies welcomed first time attendees to an SCA activity were
welcomed into the baronial presence.

Their Excellencies then summoned those who have competed or served in the
name of barony.

Their Excellencies summoned the Seneschal, Lady Aoife, to dispense baronial
business .

Lady Aoife reported briefly on the follow-up notes from the prior week’s
officers meeting:

   -

   An application has been received for the open Archery Marshal
position.  Current
   status: unknown
   -

   An application has been received for the open Knight Marshal
position.   Current
   status: unknown
   -

   The Chamberlain and Seneschal positions are still open for applications.
   -

   Milord Publius Rutilius Caprarius was introduced as the new Nautilus
   Pursuivant, who in turn introduced his deputy, Milord Connell Ramsay.  He
   asked the populace for patience as they get up to speed and review the
   status of current submissions.

   -

   *New Business* was opened, as the populace was asked to vote on an
   alternate solution to the increasing costs of the current storage unit.

*Current unit situation*: Presently we pay $138 per month for a 10’x15’
unit including $5K insurance.

The funds remaining in the storage unit rental budget for the remainder of
2016 will run out with the October payment because the rental costs
increased, but the barony was not notified until after the 2016 budget was
approved.  Written correspondence confirming the increase were being sent
to the wrong address.

We are currently paying month-to-month, in anticipation of a less expensive
solution.  There is no penalty for ending the contract.

   -

      The Exchequer, Lady Astridr, was asked to provide information given
      to the finance committee last week about a new storage facility that had
      been located at a lower cost.
      -

         The proposed facility (Best Little Warehouse in Texas) is in
a *centralized
         location between Fort Worth and north Arlington* (8900 Creek Run
         Road in Fort Worth, close to Eastchase and I30)
         -

         The location has the *same security features* as the current
         location (security gate with keypad access), *similar access hours*,
         and the *same size unit* (10 ‘x 15 ‘)
         -

         The *new monthly cost would be $105 per month, including the same
         level of insurance*.
         -

         If the populace agrees to move the barony’s property to the new
         facility, the inventory that is scheduled for October 29
could be moved
         into September to eliminate the need to pay the current
facility for the
         month of October and apply the funds to the new unit instead.

*Option #1*:  Sign the contract with the new unit, end the contract with
the old unit and move in September.   The current remaining budget from
ending the contract in September ($158) can then be applied to the rental
at the new unit.   Populace would then need to approve an additional
expenditure of only $157 to the new unit for the remainder of the year.

($105 x 3 months less $158 remaining budget)

*Option #2*: Remain at the current Public Storage until the end of October
to match the pre-set inventory date, end the contract and take on the new
unit.   For this option, the populace will need to approve an additional
expenditure of $190 to fund storage rental at the new unit for the
remainder of 2016.

($138 x 1 month @ Public Storage, + $105 x 2 months at the new facility
minus the $158 remaining in the 2016 storage rental budget)

*Option #3*: Remain at current Public Storage with no plan to change
facilities.  Populace would then need to approve the additional expenditure
of $256 to maintain the unit at current costs for the remainder of 2016.

($138 x 3 months less $158 remaining in the 2016 storage rental budget)

*The Seneschal put the two-part vote to the populace:*

   1.

   Option #1 was unanimously approved.   (no Nays)
   2.

   The additional funding to enact option #1 was then unanimously approved
   (no Nays)

*The populace also agreed to move the inventory up to September
(tentatively scheduled For Saturday, Sept. 24)* and those with trucks were
asked to assist with the move to avoid rental of a U-Haul.

Lady Aoife then addressed *Old Business*:

   -

   *Large demos posted to kingdom calendar*: Lady Aoife announced that we
   have kingdom approval to post information about upcoming large demos on the
   calendar, if desired. Currently, there are no plans to announce as our
   schedules conflict with other Kingdom event, but the way has been cleared
   for future large demos.

   -

   *Elfsea participation in fund raisers*: Lady Aoife has received approval
   from Kingdom for Elfsea to participate in the fund raising program at
   Buffalo Wild Wings in Bedford (the location of this year’s Elfsea Academy).
   The program assists many not-for-profit organizations by providing a
   portion of proceeds from those who dine at the restaurant and mention that
   they are part of the group. Elfsea’s application is currently being
   reviewed by BWW for participation in their program (90% of the way to
   approval).

   -

   *Use of SCA logo by a public agency/third party sponsoring a demo*: The
   City of Arlington Library, which is sponsoring the demo on Oct. 22, wanted
   to know if the SCA logo could be used on flyers distributed by the City
   advertising the demo. The question was forwarded to the kingdom media
   expert who, in turn, sent it to the SCA main office. It is expected a
   response will not be received before the demo takes place; therefore the
   City has been advised not to use the logo.  [*UPDATE: in the interim
   between populace meeting and these notes, approval was granted by SCA, Inc.
   providing the use of the logo ties directly to the SCA and is only used for
   the intended purpose.*]

   -

   Lady Aoife called coordinators and autocrats to provide updates on their
   projects:
   -

      *BARONIAL COLLEGE* (Lady Astridr, Event Steward)  Saturday, October
      1, 2016

      Plans are for 5-6 hours of classroom. This includes the naming of a
      Bardic and A&S Champion.

      *In order to enter the A&S competition*, you must submit a letter of
      intent AND teach a class (the class does not have to be related to the
      entry).

*Teachers are still needed*.   You *do not have to enter the competition to
teach a class*.  If you would like to schedule your class, contact Mistress
Adelaide at ldyadelaide at hotmail.com

   -

      *ARLINGTON LIBRARY DEMO* (Baron Elfsea, HE Sir Arthur, coordinator)

Planning in progress.  Needs many 1-gallon jugs for water/sand weighting of
garage pavilions (no staked tents allowed at Levitt Pavilion.   More
pop-ups are still needed.  Currently-- there is no backup rain location.  HE
Rixende mentioned that five pound weights that will support 10x10 pop-ups
are available at Dicks RV World for approximately $25 each.

In relation to the library demo (and future demos) he and Lord Franklin are
planning to hold a workshop on how to hide or camouflage mundane items,
such as ice chests when attending any activity or event.

While archery or thrown weapons will not be allowed at the demo we will be
able to set up a static archery display.

The demo will also include a children’s activity by which they will have
the opportunity to take a “journey of knowledge” by receiving a stamp or
other confirmation from each display they visit.  A scroll will be given to
all youth who complete the “journey of knowledge”.  Let Baron Elfsea
(Arthur) know if you are interested in providing any kind of a display for
the demo.

   -

      *BOY SCOUT JAMBOREE DEMO* (Lord Franklin Whitenhale, coordinator)

The demo will take place the weekend of Nov. 1-3 at the Texas Motor
Speedway.

Lord Franklin needs to meet with Jeff Peters, our liaison with the Boy
Scouts to learn what else we need to do prior to that weekend.  Lots of
activities are planned and the cooks guild is providing a meal plan for any
interested participants.

The Facebook page for the event will go live this week and the media
specialist for the event, Cat Gallon, will be publishing the tentative
schedule shortly.

Lord Franklin also stated (and Don Sebastian reiterated) the advantages to
assisting the scouts with this triennial event: Not only does it allow us
to use Boy Scout lands at reduced rates, it draws a large number of people
(three years ago it was over 8,000) and after the last jamboree the scouts
donated over a hundred arrows and three foam targets; the combined value of
these donations was $800 - $900.

   -

   *DFT YULE REVEL*  (Lord Franklin, Event Steward)

Yule will be held on Saturday, December 3rd, at the same location as last
year (Oakdale Park in Glen Rose). Activities include an A&S Competition,  Table
Decoration Competition, Banner Competitons and the DFT Fund-Raiser.  He is
working with the NP and Deputy NP to possibly set up a consultation table
for folks who need to speak to heralds about devices, names, and badges.

Also-- There will a dessert competition with all entries serving as the
feast dessert course.

Yule is considered the Christmas event for the barony and canton and has a
fun, relaxed atmosphere. The site has cabins available for rent if you wish
to stay for the night.

*Officer reports (reported by Lady Aoife): *

*Minister of Children* (Milady Laiden) – The Seneschal reported for the MOC
and reminded the group that milady Liaden has replaced Lady Silvana, as she
is now the Kingdom MOC.  The new MOC has lots of ideas and is working
closely with the new K-MOC to determine their feasibility.  She will need
qualified adults to assist at events.  Even if you are not an MOC or
deputy, if you are interested please consider submitting an application for
a background check now.

*Minister of A&S (Lady Liadan*) – The Seneschal reported for the MOAS.  Let
Lady Liadanr know via email or Facebook about your current activities and
projects.  She loves to check in and put these in her reports.    The MOAS
also stresses that the official rules for Baronial College A&S are now
posted.  Please consider entering, even if you don’t think you can win.  These
are good opportunities to receive feedback from other experienced artisans.

*Rapier Marshal (Her Grace Antigone)* – No new information

*Chronicler* (Lady Johanna) – The Seneschal reported for the Chronicler
that she will be back in the swing of things soon.  Meanwhile, the words
for September Tidings are due Sunday, August 28th at midnight. Reports from
officers are needed and other items as well even if they are not from an
officer (patterns, recipes, etc), including word fame.

The following officers reported*:*

*Hospitaler (Lady Yvette Der Liebe) *– she stated we are doing well, she
has received awesome donations of garb and fabric for tunics; more cards to
distribute at demos are on order.

*Historian (Lady Kazuki*) – reported she has not made too much progress
with scanning the photos due to real life commitments; she will continue
and invited anyone who has a scroll they would like scanned in to make
arrangements with her for that.

*Archery marshal (Master Caelin)* – the deputy marshal, HE KerMegan,
reported practices occurred on the scheduled dates with four
participants--- and no bruises.

*Webminister (Master Caelin)* - Let him know if you see something on the
website that needs to be corrected; he will take care of it as soon as he
can access the codes to make changes.

*GUILD REPORTS:*

*Clothiers*:    Lady Y’vette announced the costuming guild meets the last
Friday of each month and invited everyone who is interested to attend even
if you are not working on anything.

*Cooks*: Master Caelin mentioned the guild met and discussed the meal plan
for workers at the Boy Scout demo; menu includes a hot meal on Friday night
and cold cuts/cheese on Saturday night. The Cooks Guild meets on the second
Tuesday of the month at 7:00.

*Scribal*:  A reminder from Lady Aoife that the scribal guild meets the
first and third Friday of the month from 7 to 9 p.m. at the home of Lord
Herries and Lady Silvana. The guild is producing lots of original scrolls
which are much appreciated by the kingdom.

*Elfsea Academy:*

The Academy meets the first Monday of the month at Buffalo Wild Wings in
Bedford. The next session is scheduled for Sept. 5 (Labor Day) and the
subject is “Courtly Graces” taught by Sir Daniel and Mistress Adelaide.
Garb is optional except for instructors. Although it is held inside a
restaurant there is no requirement to purchase food or drink; however no
outside food or drink is permitted.

*ADDITIONAL NOTES FROM BUSINESS REPORTS:*

*2017 budget preparation*: The Exchequer reminded all officers that their
proposed budget is due to her by this Friday, August 26, at the latest.
Please include a budget for everything you would like to have bearing in
mind you may not get the entire amount you request.

*Practice cancellation protocol*: Lady Aoife had words from the Knight
Marshal, reminding the populace that when the Marshal cancels a scheduled
practice (heavy, rapier, archery, etc.) the practice is officially
cancelled-- unless it is restored by that Marshal. No one else has the
authority to run a practice that has been officially cancelled.

*Final business and closing words* (HE Willam and Cassandra)

   -

   Milord Esteban de Leon was summoned to the baronial presence to receive
   the Kingdom Lyra Aurea of Ansteorra (presented to youth members of the
   kingdom in recognition of their hard work service)

   -

   A reminder that the Braggarts’ War will take place during Labor Day
   weekend in 2017. This will be a war between the three baronies of the
   central region (Bonwicke, Steppes and Elfsea). Responsibilities for
   specific parts of the event and any profits will rotate among the three
   baronies; in 2017, Bonwicke will receive the profits and Elfsea is
   responsible for the service related duties of the event (marshalling and
   heralds). It was mentioned that the Bonwicke event in two weeks is being
   held at the site proposed for Braggarts War and all were encouraged to
   attend this event, to view and provide feedback on the site.

   -

   It was announced the Baroness of the Steppes will be stepping down; the
   investiture of the barness of the Steppes will take place at Steppes
   Twelfth Knight in January.

   -

   A reminder was given that Baron Arthur, as the founding baron of Elfsea
   is permanently entitled to be addressed as “Baron Elfsea”( not “Baron
   *of* Elfsea”);  each successive baron and baroness are titled Baron and
   Baroness OF Elfsea  (but only as long as they remain in those
   positions).

*B&B Progress:*

   -

      Glaslyn Artisan (Saturday, August 27) Baron will attend.
      -

      Champions of Bonwicke and Academy of the Rapier (weekend of September
      2-4). HE will be participating in his first competition, which
will be run
      by Milord Esteban as their current champion.
      -

      Laurel’s Prize Tourney (Saturday, Sept. 10) will be hosted by the
      Canton of Kynges Creke
      -

      Baronial inventory and move to new storage facility (Saturday,
      September 29)
      -

      Baronial College (Saturday, October 1)

Meeting adjourned at 8:10pm
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