Shire of Cragmere Council Minutes

Present: Jennifer K, Nik, Paul, Colette, Shannon, Robyn, Linda, Kathy, Christa, Nancy

Came to order at 7:45 p.m.

Reports

1. A&S: Shannon read out the report submitted by Cheridy
- Lynne confirms A&S at her place; dates are Sept 26 and Nov 28; she will cancel if there is no turn-out
- Cheridy confirms that she wishes to encourage workshops, probably at Sunrise; approach her or Shannon with your requests and/or ideas
- Cheridy is stepping down July 15/07, and Shannon will take over the office

2. Exchequer: see appendix

3. Herald: wants another field herald; worked all this past event heralding, and all agreed it went well; wants to survey all shire members to determine who has heraldry, and to find out how to help those who do not have any; Colette suggested a heraldry road show to bring in instructors.

4. Seneschale: all the Insula Magna seneschals were at the Armada, so their meeting was fruitful - agreed to have an all-island event in 2008, with possibly Marina la Pica of Ravensley to steward it, probably in the Hartwood area; Elizabeth Chatfeld will work on an online Island newsletter; Meredith to create the "passports".

5. Chatelaines: Nichola (MKA Lynne) has received the handbook and asked for updates; Colette and Christa to check out what Colette still has; Nichola is putting together a "Clue"-style game for a proposed autumn newcomers' event; Christa asked about Gold Key and received many comments.

6. Web minister: Linda expressed appreciation to the populace in keeping her informed of items needing updating.

7. Event post-mortem

• Schedule went awry because royalty requires a different style of organization, and because the weather affected some activities (tho' archers couldn't quit - much praise for the archery)
• It's probably better to not directly involve Royalty in event activities until the moment arrives
• Event went well, possibly better than expected; the event steward actually enjoyed the event itself
• (Paul and Cheridy hope to become TAMs at the Stranded Mermaid event this weekend)
• Paul fronted the money for the gift for His Highness; we will pass the hat at the next social to help reimburse him
• Colette to view the Bevan Hostel on Lake Trail Rd with an eye for events, esp the Armada; Patti's Porta-potties @ $150/weekend for 1 or 2
• Linda will consider stewarding the Armada, but has not committed
• Issue w Gilwell - we will not likely ever get a July weekend because their mandate will cause them to bump us
• Consider the private campground on Trent River in Royston; check out space, washrooms, water, etc. (Linda to get the form together)
• Bardic contest - last year's was great; just as well not this year, as the Prince was quite active in singing; bring contest back for next year
• Children's Chatelaine - incident: woman attempted to leave her children, and was vocally abusive when informed of SCA rules. Paul reminded us that he should've been informed immediately so that 1) he could include the incident in his report, and so that 2) he, as the event steward (autocrat), could take any action necessary. (In the case of a dispute, if the initial participants cannot resolve it, they must "bump" it up the line; at an event, the event steward has the final say.)
• Cabins - should set a deadline for reservations several days before an event (maybe 3-5 days); reservations via email cannot be secure until a confirmation is received (as in, someone read it and responded!)
• Still waiting on the invoice for the hilt that was a rapier prize; expecting it to be no more than $50

8. Discussion on Stores: Paul's place is too full; require 6'x5' as minimum floor space; to rent, expect a min of $50 per month; consider a vinyl shed w heat; consider cost, security, availability to move in and out; consider serious fund-raising; discussion tabled until further info becomes available

9. Discussion on demos: most seem to come in by looking online, but the demo creates visibility; consider a pseudo tourney tent in bright colors (from a standing umbrella) to set up at public fighting practices or wherever; parades?;
- Nautical Days in August (must reserve on SCA calendar far enough ahead to avoid clashes) w booth and a team in Build, Bail and Sail ($60 for team of 2);
- Fall Fair Aug 25&26 (Colette to investigate) w something noisy and active (armouring, fighting [15 mins demo], dancing, spinning), followed by a newcomers event in 2 weeks;
- Xmas Parade - Graham's company will lend a 1-ton flatbed truck (16' deck); Shannon (incoming A&S minister) suggests decorate with banners of activities (Bayeux tapestry? in panels?)

10. August council at the McMullens'; September council in CR

11. Birthdays were celebrated! In June: Arrianna, Charles le Verdier, Theodora of Sparta, and Ninean. Thanks for the cake!

Adjourned 8:45 p.m.

Exchequer's report to the Shire of Cragmere as of July 4, 2007 submitted by Linda J. Doerksen

Past Activity

Current balance in the regular account: $1625.95
Expenses for the last event are as yet unknown and unaccounted for. Note that expenses will be carried over into next quarter.

Account as of last year, same time: $1365.50
If event expenses are as expected, last year's and this year's balances will be about the same.

Expected Activity

Bank statement for the second quarter is expected to arrive approximately July 20/07; the second quarterly report will be done at that time, with the assistance of new deputy Jennifer Klaffl. Report will need viewing by and signature of Seneschal before July 28/07 for timely submission to Principality.

Principality Exchequer will review all books at the Ravensley event on the first weekend of August. When the review is complete, this office will be handed over to Jennifer Klaffl (who will not be present at the review), no later than the following council meeting.

Note that to bring an Ithra here, I recommend that we have approx. $2500 in the account; technically, Ithra is able to cover its expenses, but that is not always the case. I recommend we look for ways to bring our account up and maintain it at that minimum.