[Elfsea] Follow-up Notes: 9-26-16 Populace Meeting
Seneschal of Elfsea via Elfsea
elfsea at lists.ansteorra.org
Wed Sep 28 15:02:35 PDT 2016
*Greetings, Elfsea.*
*Please see the 9/26/16 populace meeting follow-up notes. There was a lot
of good information received and the 2017 budget was unanimously
approved. *
*Just a reminder that at the next populace meeting (10/24/16), we will ask
you to review and vote to accept the 2017 updates to the financial policy.
Hope to see you there.*
*In Service,*
*Lady Aoife Ruadh inghean Ragnaill*
*Seneschal, Barony of Elfsea*
*******************************************
Barony of Elfsea meeting minutes
September 26, 2016
Meeting began at 7:05pm
*Words from HE Cassandra: *
-
Baronial inventory was moved from the old storage facility to the new
one. The move to the new one will save the barony approximately
$300/year and is also easier to access. Thanks were extended to
everyone who came out to assist with the move.
-
The annual inventory was conducted at the same time, which was easier
than last year, since no new items had been purchased.
-
Basically, it was a matter of checking items off of a list.
*Words from HE William: *
-
Baron William mentioned the recent event held by the Barony of Bonwicke
was very enjoyable; he mentioned during the event that Baron Alejandro
received a Sable Comet for his service to the Canton of Dragonsfire Tor and
that Scott of Elfsea received his AoA and should henceforth be known as
Dread Lord Scott of Elfsea.
*Later addition from conversation: Esteban de Leon received his AoA and
Lady Aoife received a Sable Thistle in Costuming. Lord Absolon of
Hereford was named Bonwicke Chivalric Champion*
*Those who have competed or served in the name of Elfsea were called to
receive a warrior bead. *
*The Seneschal, Lady Aoife, was summoned to conduct Barony business.*
1.
Buffalo Wild Wings fund raiser: Thanks to a great idea from HL
Jeanne-Marie, Elfsea sought and obtained permission to participate in the
Buffalo Wild Wings fund raising program, Home Team Advantage (HTA). From
now until November 26, 2017, if you visit Buffalo Wild Wings (Bedford
location only) you may request a portion of your purchase (10%) be donated
to Elfsea (Identified as *TEAM-J*)
-
This Buffalo Wild Wings is currently the site of Elfsea’s monthly
Academie classes.
-
In October and November of 2016, it will also be the location of our
monthly Populace Meetings.
*Note: December’s Christmas Potluck will still be held at the Bedford
Public Library.*
-
Beginning in January 2017, all populace meetings are scheduled at
this location.
-
Moving the populace meetings out of the Bedford library will save
$300 p/year.
*Note:* The restaurant does not expect or require any purchase or
minimum number. The only rule is that no outside food/drink will be
permitted. Any food or drinks purchased during the meetings or
classes will automatically be applied to the TEAM-J, Barony of Elfsea
fundraising tally.
1.
Applications for Office of Seneschal closes Friday, September 30th. The
position needs to be filled no later than January 2017 and Lady Aoife needs
time to perform a thorough pass-down to the incoming Seneschal. If you
are interested in applying for this very rewarding position, send your
application and copy of membership card to
central at seneschal.ansteorra.org and include our Baron and Baroness at
baron at elfsea.ansteorra.org and baroness at elfsea.ansteorra.org. You may
also send a copy to seneschal at elfsea.ansteorra.org, but it is not
required.
*Arlington Library Demo*
1.
Sir Arthur reminded everyone the demo is four weeks away (Saturday,
October 22).
2.
There is a back-up location: Thornton Elementary School, located near
360 and E. Park Row Drive in Arlington. The school will allow the use of
the auditorium and cafeteria.
3.
He asked for folks to bring empty 1-gallon jugs to the event, so he
can fill them with water or sand and secure the pop-ups/garage
tents, since
staking is not permitted. There is a possibility for a City-owned
generator, but electricity is not confirmed and should not be planned on.
4.
Setup will begin around 9:30 a.m. The actual demo runs from 11:00
a.m. to 4:00 p.m.
5.
Tables and chairs will be provided, but bring a period-looking chair
and table if you have them.
6.
Since this is a demo, everyone is encouraged to wear garb and armor
that is in good condition.
7.
Preparation has started on the scrolls for the children to carry with
them as they visit each station on their “quest for knowledge”. When
finished, they may return to the calligraphy table to have their names
inscribed on a scroll.
8.
He also requested confirmation of how many people plan to be there
and whether they plan to help, present, fight, etc.
9.
Currently confirmed: period table display, weaving, embroidery,
weapons display, heavy fighting and calligraphy.
10.
Please contact him (broboris at att.net) if you have any ideas for
other activities and reminded the group that bringing projects to work on
is also interesting to the public. It was suggested to maintain a
list of those who attend for possible school credit.
*Boy Scout Jamboree Demo*
1.
To be held the weekend of November 11-13.
2.
Lord Franklin also needs to confirm who will be there and in what
capacity. Contact him at Franklin.Whitenhale at yahoo.com.
3.
Jamboree is a weekend camping event. Water will be available, power
availability is not known. There are also restrooms available.
4.
The Cooks Guild is developing a paid meal plan for those coming on
Friday and staying through the weekend.
5.
The schedule for Saturday events is still unknown; BSA is still
developing the agenda.
*Baronial College Update*
1.
Co-Event Steward, Lady Silvana Corwin, noted that Their Excellencies
will name two baronial champions (bardic and artisan).
2.
There are currently seven people registered for the artisan competition.
3.
The college will offer about 40 classes, two sessions of children’s
activities, and sideboard lunch.
4.
Nno classes will take place during the bardic competition.
5.
The site is the First Jefferson Unitarian Universalist Church in Ft.
Worth.
1.
Parking is available but limited, carpooling is encouraged.
2.
The site opens to the public at 8 a.m. Saturday, but set up can start
on Friday around 10:00 a.m. until complete; if you can help, contact
Silvana on Friday to see if she will still be on the site Friday, or if
set-up is complete.
3.
Sir Arthur mentioned he will be running a workshop during the day
about how to hide mundanity, which maybe useful to before the Arlington
demo. There will be cloth for sale and the workshop is all day. Bring
something you need to cover/hide to the college and let him show
you how.
6.
Lady Aaliz is also still in need of volunteers to serve as baronial
entourage during the day (which would mostly consist of attending classes)
*October Tidings/Chronicler*
-
Lady Aoife reminded everyone that the deadline for the Tidings
submissions is Wednesday, September 28th at midnight.
-
Officers/Guild Heads need to be sharing the current activities of their
areas.
-
Populace should consider submitting patterns, recipes, or other
interesting knowledge. Persona stories are welcomed, too.
-
The next Tidings will also include the first “Dear Baron” column about
the interesting complexities of “Norman Math”.
-
HE Cassandra reminded officers and guild heads that the next few months
contain multiple Mondays that may require the officers/GHs to review
closely any meeting dates. Let the chronicler know if you have a
practice or guild meeting that is rescheduled due to the upcoming holidays.
*Offices Open for Applications*
-
Chamberlain
-
Archery Marshal
-
Seneschal
1.
Webminister: Master Caelin stated he had received email documentation
from the previous webminster however has not had time yet to use them to
clean up the website but will do so as soon as possible.
*Other Officer Updates*
-
*Exchequer:* Lady Aoife reported that we in the process of completing
the end of year requirements to kingdom (updated financial policy, updated
inventory and approved budget). The financial committee has reviewed the
draft updated financial policy which will be posted to the website in time
for any comments or questions to be addressed by the committee on
the policy,
after which it will be put to a vote at the next populace meeting.
-
*Knight Marshal*: Lady Aoife recognized the outgoing Knight Marshall
(Lord Absolon) and the populace and Their Excellencies thanked him for his
service. The new Baronial Knight Marshal is now milord Hugi Orlanderson.
-
*Minister of Children*: Lady Liaden Orlanderson announced the start of
the Elfsea Youth Academy. The first session will be held on Wednesday
October 5 during fighter practice. Each session will include a hands-on
activity of some sort.
She is seeking teachers for any sort of activity (e.g. basket weaving,
music, etc.).
She is also in need of adult volunteers to assist her. To volunteer to
help, you do not have to have a background check. Contact Lady Silvana
Corwin, Kingdom MOC for details on these requirements.
The academy is not baby-sitting. Parents of attendees will remain in
earshot and immediate view of their children and the Minister of Children.
-
*Elfsea Academy*: Lady Aoife announced that the next session will be
held Monday, October 3rd at Buffalo Wild Wings in Bedford. The topic is
Camping in the SCA and will be taught by Their Excellencies of Elfsea.
*2017 BUDGET (Submitted for Populace Vote)*
Copies of the budget for 2016 and the proposed budget for 2017 were
distributed.
It was noted that although the barony is in excellent financial shape, we
need to be good stewards of the funds and avoid future shortages. Periodic
belt-tightening is always a good exercise.
-
Lady Aoife reminded the group that many officers do not even spend
their entire approved budget. However, if an office’s budget was reduced
and there is a need for expenditure in 2017, the officer may bring a
proposal to the finance committee for consideration.
-
HE Cassandra noted the trend over the last 3-4 years is that Elfsea
is spending slightly more than it is bringing in. Current funds in
reserve (savings) are sufficient for needed expenditures. However, Elfsea
needs to get creative on ways to bring in more revenue. Recent
examples included moving the populace from the Library to a non-payment
location and changing storage facilities to score a lower yearly price.
Note: Anticipated activities such as Defender and College for 2017
are positive, but we want to maintain discipline and find more revenue
opportunities (Kingdom events, adding championships, etc.).
Her Excellency also mentioned consulting with Duchess Antigone who
has a background in finance. Two suggestions proposed were adding various
kingdom events to our regular events also consider increasing our event
registration fees.
Her Excellency also mentioned we are in the process of reserving sites for
our 2017 events (Sid Richardson Boy Scout camp for Elfsea Defender and
hopefully the Trietsch United Methodist Church in Flower Mound for Elfsea
College). This will make it easier for anyone considering putting in a bid
to autocrat one of these events as they will not have to be concerned with
securing a site. Securing sites in advance may also help locate and reserve
less expensive sites before while they are still available.
-
*Populace members are strongly encouraged to bring both revenue ideas
and cost-saving adjustment to the table. *
The floor was opened for questions and Lord Franklin asked if there
was a way to approve an officer’s budget for a sum total for expenses
instead of having to break it down for each specific item in
case there is
a need to overspend for the one item.
The answer is that the budget show a little bit of both ways. Officers
always have the option of spending their budget, but that some officers
broke it down to shoe where they thought the expenditures would be. This
helps with tracking.
*VOTE*:
Sir Tomas made a motion to accept the 2017 Budget as proposed. The motion
was seconded.
The vote was put to the floor and t
*he budget was passed by unanimous vote (30 Yeas / 0 Nays)*
*Closing comments (Baron and Baroness):* Warm thanks were extended to Lord
Franklin Whitenhale for his time as Seneschal of the Canton of Dragonsfire
Tor and his efforts to strengthen relations between the Canton and the
Barony.
Meeting ended at 7:55pm
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