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Seagirt Council Minutes January 6, 2015
Present: Morgaine, Seamus, Lenora, Mathieu, James, Elina, Sutr, Tristan, Serena, Tatiana, Hlif, Athelina, Mael
December minutes Approved.
Seneschal: Quarterly reports are due from officers. Please include Morgaine when sending.
B&B: Not present no report.
Exchequer: Account sitting at 5352.48 +5000 on GICs
Chatelaine: Not Present no report
MOS: New B&I rules Rent is now due on the 1st of each month. They are wanting to charge $20 for storage if we want it. Council has decided not to pay for storage at B&I. We need written Contract with B&I Our branch marshal first aid kit needs restocking
MOB: Attendance dropped over holidays.
Archery: Athelina is running archery when it does not conflict with her work.
Chronicler: Newsletter is going to basic minimums as most information is being sent out on facebook.
A&S: Is happening Glynis is stepping down from office. We are now seeking an A&S minister
Herald: No updates
Scribal: No updates
Dance: Quiet month $100 for pass the hat.
EVENT UPDATES:
Yule-went well
Adults, 16 under 18, 3 comps total income 1090 $140 to NMS total profit $258.46
Upcoming Events
Daffodil. Website will be updated soon, the feast is mostly nailed down and will be 4 removes. The archery tourney is about ½ setup and site tokens have arrived.
Fancy invites have been completed and will be handed to the B&B to hand out at 12th night.
House BYOB has donated $400 towards the event prizes.
Sealion- revised bid approved, porta potties have been booked.
SGT-SST will be combined and moved to 14-16 aug Hawise has a partial bid prepared site cost will be $5 per serson to the owner.
Pavillion- B&B have info and are not present table to Feb
Tatiana would like to pass on that Hartwood is having a newcomers event at the end of February.
NO FURTHER BUSINESS, MEETING ADJOURNED. -----------------------------------------------------------------------
Seagirt Council Minutes February 3 2015
Present: Meghan, Hawise, James, Sirt, Elina, Hlif, Morgaine, Isabel, Seamus, Anne, Lenora, Tatiana, Athelina, Mathieu, Mael, Letitia, Tristian, Connall
January Minutes approved.
Seneschal update. None
B and B
Baron: Invites to daffodil handed out at twelfth night. Well received.
Went to Ursulmas,
Discussed how sergeant trials are being done, elsewhere. Many branches are combing trials. This option was discussed with Lionsgate but declined by their Sergeantry
Since SYG is being combined with SST we will host a BBQ in July (July 29)
Fourth Peerage for rapier/cut and thrust approved by the BOD. The first members in to the Order of the Master of Defense will be done no sooner than May 1st 2015
Chatelaine: Report by Email.
Not much happened in January event wise. But there has been consistent newcomer traffic in both Dance and Fight practice. I have to look into re contacting the families who had youth who were into YAC, as they have tapered off over the Christmas season, and we may have new Junior Youth Armored Combat marshal's being authorized soon.
Demos
Uptown have re emailed the Uptown people, this time to their Marketing Director as this time they said it was her that I should contact. I am very much wanting to do a demo in the open space in front of Walmart.
Ancient music Society of Victoria
I have also reached out this month to the newly formed Ancient Music Society of Victoria, in the hopes of putting on a combined demo with them, and maybe garnering a little publicity for both our organizations.
Fort Rodd Hill Demo
We have been contacted by the people who are part of Fort Rodd Hill. They have a new event, last year was their first year called the Historical Timeline Event.
Where: Fort Rodd Hill
When: June 17-21 (wed-sun)
Time: Set up the Evening of the 17th and morning of 18th. Take down Sunday the 21st
Gates open at 10am and closes at 5pm
-No camping onsite. 5 Cabins are available for $120 each per night and house 6 adults. They are equipped with tables, chairs, lamps, heaters, BBQ and utensils etc.
-The Registration for the Cabins will start sometime mid-march but if we want one they may set us up early.
-We can bring pavilions and are allowed to peg down our structures on site.
-They want tactile demonstrations at the event, i.e. touching feeling armour, drop spindle, naalbinding, weaving, felting, wood carving, dancing etc.
-They will allow cooking demonstrations on site, i.e. cob ovens or over the fire in the fire pits.
-Fighting will only be allowed in once we know exactly how many people will be there, and have a list of all the weapons that will be brought onto site a week ahead of time.
-Must also have a list of all people who will be attending 1 week before the demo.
-They will advertise our group as soon as they get our information and the more the better for them to put out on their special events calendar, as well as on their website and other social media campaign they will advertise us on. And we are allowed to hand out our brochures and pamphlets.
-This is a yearly even that they intend to do, so will be repeat advertising for us.
-There is portable water on site and flush toilets and wash up sinks.
-no driving on site, but they have wheel barrows, and gators and have staff that may help with loading and unloading?
-They require proof of insurance, and a safety plan ASAP. Would like to see a copy of our ABC's.
-They would all of these things done in a 'stations' format.
-They prefer us to be onsite the whole time, but we could do it just for the weekend if absolutely necessary.
I will be receiving another phone call tomorrow to go over more of the fine details with the Fort Rodd Hill contact as she will be finding out the answers for questions I had. They are still in the prelims for planning this, so are working out how much space we will have etc. They will have schools doing trips coming through their gates, tourists and of course, local foot traffic.
Fort Rod Hill: Demo approved in principle.
Exchequer: $5184.64 in bank. One outstanding check. We will allow to stale date
Scribe: people are working on scrolls for daffodil
Chronicler: Glaucous with minimum requirements will be up this week.
Master of Stables: contract with blood and iron signed. New ABC’s are out. Hlif has been made a youth combat sr. marshal. Asking parents to sign re rules for youth combat
Master of Blades: practice is happening no incidents
Archery: nothing to report
A&S:
Need new officer. Isabel will be the new A&S minister.
Dance: numbers are up. Hall left a note asking for us to starting paying 5% pst on rental. Morgaine will look into this
Herald: Currently working with people for name submissions
EVENT UPDATES:
Gottacon: will give us 4 Vendor pass and 100$ off booth cost. Check needed for 400$ for booth. List needed for those who are sitting at booth.
Daffodil: Helmet done cost 200$. Seamus and Anne will run tavern looking for people to fund tavern. Unsure if there will be day food. Still looking for volunteers for kitchen, setup, and gate.
Masked Ball: dates set eastern hall booked
Sealion: we have lost our Sealion site. Mountaineer want a flat rate of 2000$. Tristian will look for other sites.
SYG/SST: Date is Aug 14-Aug 16.
Yule: Tatiana will look into New Horizons site.
Gentle Arts: event needed not enough time at yule to have A and S bardic and scholars trials.
NEW BUSINESS:
Pavilion: tabled again
November cornet Tristian has put in an event bid. Estimates Income 2000 with 100 adults, expenses 1800. Approved.
Customary 7.01:
Proposed change if person is running event they are not be involved in financial decision making or signing of checks.
Draft needs to be written and brought to council next month.
NO FURTHER BUSINESS, MEETING ADJOURNED -----------------------------------------------------------------------
March Council
Morgaine, Seamus, Lenora, Mathieu, James, Elina, Sutr, Isabel Hlif, Athelina, Mael, Anne, Tristian, Letitia, Anastasia, Meghan, Hawise,
Minutes accepted
Seneschal Update: new ordering instructions for insurance. Event stewards info must be on.
Late fee is 175$ if request is not done 30$ before event.
B and B: by email:
This month we went to Investiture and witnessed the stepping down of Seagirt's favourite Princess
Lenora, and the stepping up of TH's Olen and Chiara. It was a great event. Quite a few people from
Seagirt were there, while Conall was fencing I took classes on the heraldic name and device submission
process and on bardic.
We have been in discussion with Excellencies Lionsgate about Sealion war, and they feel they will be
bringing quite a contingency.
Both Conall and I had a chance to be at Gottacon, and we couldn't be prouder of all the hard work
everyone put it. Conall was even on the news again, and there was a good view of our booth.
We still are not getting officers reports, I will start poking people about it ahead of time.
There is a chance we will be going to Avacal's crown event May 2nd.
Chatelaine: by email Demos:
GOTTACON
Went very well, the martial theme really paid off. Much more interest was shown due to tailoring the
demo to what the crowd is wanting. We sold 5 Daffodil tickets. I counted the ballots for the prize draw
and we had 87 people put in for the Daggers that Wulfgar donated as prizes. Hoping to have the people
informed by Wednesday at the latest so that they have five days to purchase a ticket for daffodil, but I
will be giving them Sealion War date too as well as our weekly meetings.
Otherwise February was essentially prepping for gottacon.
Fort Rodd Hill Demo
Still in the works, going to fill out the event bid for it. Need to find out if there is interest and availability,
but wanted to wait until GOTTACON was over.
Marketing:
I have emailed the new Kingdom Chatelaine to send me approved hi quality pictures for posters, or links
to already approved posters so I can put them up around town.
I am just waiting to hear back from my contact with the Ancient Music Society of Victoria. He seemed
very interested in a working out a way for our two groups to be mutually beneficial to eachother.
Events:
I would like to start having a Newcomers table at events. Newcomers can be directed to the Newcomers
table when they first arrive, there can be a mini intro to what the SCA is for each of them, some
pamphlets and information can be given, and it can be a place to sit and just be comfortable when the
event gets overwhelming. It will also give them time to get to know someone from the Barony, so that
they can feel comfortable approaching and saying hi to.
Also I had a great suggestion from Hawise. She suggests that we have a place for newcomers to go when
there are feasts. I think a Newcomers table would be a great idea if there are enough people, or have
people before each event volunteer to have a newcomer at their table.
GoldKey:
Is still in good shape.
Misc:
Would like to get permission to purchase a group of Known Worlde Hanbooks. I know we had looked at
it before, but I would like to have 20 on hand to sell at events and to newcomers.
I would also like to mention that we can now get our baronial Cards for free as we have made our
Seagirt business card a demo card for Viscount Kheron's print company!
Approved to purchase 20 known world handbooks
Exchequer: balance of 4727.69
Scribe: Elina’s term is over. She is willing to continue and take on a deputy
Chronicler: nothing to report
Master of Stables: 135 made from practice. 2 emails from gottacon demo
Master of Blades: The white scarf order is closed as of May 1st.
Archery: archery is happening. There will be archery at daffodil. Both target and combat archery
A&S: is happening. Looking into have more nights in more locations. 3 competitions at daffodil.
Dance: its happening
Herald: nothing to report
Event update
Daffodil: last chance to get feast tickets on Sunday at fight practice. Schedule of event coming
shortly. Potential for dayfood. Looking at costs.
Masked Balls: $12 gate to cover increase in hall cost. Comparing costs Eastern star hall is 1$
cheaper than James Bay. Eastern star hall better suits event.
Doors open at 1pm, potluck, possible classes, dance starts 630pm
Sealion: We have a site, Saanich historical artifacts society. 3$ per person per day, Cap at 1000.
SYG/SST: nothing to report.
Gentle Arts: January of 2016.
Old Business
Pavilion: Tabled to next month
Customary Changes: tabled
New Business
Effigy banners are caught up.
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April Council April 7, 2015
Isabel, Connall, Tatiana, Letitia, Meghan, Seamus, Olaf, James, Mathieu, Lenora, Carol, Hilf, Sutr, Emma, Athelina, Anna Jane, Elena, Elizabeth, Tristan, Caradwyn.
Minutes: hardcopies not brought to council. Tabled till next month
Seneschal Update: quarterly reports due at the end of the month. Postpone August council by one week due to AT war.
B and B: by email
March was a busy month for the Barony, with our first opportunity to preside as Baron and Baroness at the annual Daffodil Tournament.
Congratulations to our new Captain of the Grenadiers Wulfgar Bradaxe!
And Congratulations also to Duke Ieuen Gower, our newest Defender.
There were also two new applicants to the Sergeantry, with Seamus applying for Gallants and Athelina for Yeoman, and one new applicant for Scholar, Mael, who will join Athelina as she continues on the Scholars path.
A number of people got awards, both Baronial and Kingdom. A long overdue Seagull was given, as well as an overdue Narwhal. A couple of Violantes were granted, as well as a Black Bear for an excellent young archer. Their Majesties granted an Award of Arms to a couple of deserving young ladies who have been working hard at the College of St Giles.
Please continue to write award recommendations for people who you feel are deserving.
An interesting and useful conversation has been going on via the Facebook page for ideas to retain and keep new people in the Barony. We look forward to seeing these ideas implemented and help building the Barony to greater heights.
Looking forward, we have the Masked Ball this month as a welcome rest. We would like to have a picnic in the park before the Ball, with a fight practice.
Next month we look forward to Sealion War. Practices are gearing toward war. A chest of donations is being gathered to lure mercenaries to fight for our side. And war points are due to be announced as soon as final approval is made.
So get your armour polished and your camping gear out of storage. A new season is upon us!
Chatelaine: by email
Demos: None in March
Fort Rodd Hill: Placing the call out for people this week to gauge numbers.
Demo Misc: Looking at new ideas for tracking how/when/where we get our newcomers from, and getting feedback on how to retain the people we already have.
Marketing: Have been asked to see if we can get some media coverage for Sealion war. Looking into getting posters made. Brainstorming for different posters to target different groups and genres of people.
Events: Had the first Newcomers table at Daffodil. It had some problems. Needs to be placed directly behind gate and have the gate attendants send people there. Having it across the room ended up not working.
The poster created to have in writing that garb is required, or gold key garb is available was laminated at work today. It will be in use from here on out to alleviate the pressure of feeling like you are giving a “negative” greeting to people as the first thing said to newcomers.
Newcomers: We have a solid stream of newcomers coming out to dance and Daffodil. We had multiple families come out the Daffodil. Daffodil saw 17 newcomers out, and we have a solid 5-8 coming to dance, 2 of which came to the event as well. I will start having a form at the Newcomer’s table to track where they heard of us and what brought them out.
Gold Key: Still in good condition. I have received a bit of actual clothing over the last year so will be bringing it out to dance or to the next few events for newcomers who need clothing to participate.
Exchequer: balance $6379.15
Scribe: working on awards for the ball. Several awards handed out at daffodil.
Chronicler: working on changing the web site to the Tir Righ Server.
Master of Stables: $305 made from practice. Running low on rattan, attendance at practice is on the rise.
Master of Blades: report from MIC at daffodil. No issues. Practice is happening.
Archery: team from Hartwood coming to Sealion.
A&S: positive feedback on novice competitions. More A&S nights planned at different locations.
Dance: doing well. Lots of newcomers from medieval chaos. Sutr plans to go to one of their events to teach dance. Working on masked ball prep.
Herald: not present
Daffodil: tabled
Event updates
Masked Balls: event steward not present. Will need a check for the hall for $225
Sealion: MIC’s in place. Porta potty rentals confirmed. Blacksmith demo to take place.
SYG/SST: event steward not present. No report.
Yule: seeking event steward. Hall booked.
Gentle Arts: seeking event steward
Old Business
Pavilion: no news
Customary Changes: plan for a separate meeting to review the customary. (April 23rd)
New Business
Event proposal: Connall/ Caradwyn: July UTR event at Saanich artifact society. Estimate Expenses 800 income 1000. Still waiting for confirmation from site. Approved in principle.
At war: looking for people to help with making banners for AT war event. Details will be posted on Facebook and the rocks.
Tavern: looking for new partners.
No Further Business, Meeting Adjourned. -----------------------------------------------------------------------
Seagirt Council Meeting, May 5th, 2015
Present: Anne, Seamus, Hlif, James, Meghan, Lenora, Letitia, Hawise, Caradwyn, Sert, Emma, Anna Jane, Mael, Cunagunda, Isabel, Elina, Morgaine, Tristan, Mathieu, Anastasia, Athelina
March and April Minutes: Approved
Seneschal Update: Raptor rescue asked us to do a Demo on July 18th. We will try and send a few people but this conflicts with a major event.
B and B: Attended two events, Hartwood tutr and spring masked ball.
Chatelaine: Have had many returning newcomers. Possibility of demo at Butchart gardens. Fort Rodd Hill demo not happening will look at it again next year
Exchequer: balance $4831.02 plus GIC’s, quarterly report went in
Scribe: 13 awards made for masked Ball not all were handed out.
Chronicler: Still waiting to talk to Uilliam about switching to Tir Righ. Newsletter is completed and will be posted to the website this week.
Master of Stables: $243.50 take in. Few new people came by. More people to be authorized in coming weeks
Master of Blades: nothing to report
Archery: 3 new archers. Needing help with AT war. Talk about 3$ drop in fee in future. Looking for a leaf blower.
A&S: working on largesse competition for Sealion. Working on a resource list of people to help in different areas. Working on updating Scholars webpage.
Dance: going good have strong numbers.
Herald: Herald class offered at Hartwood tutr. Hlifs name has passed, Letitia working on submitting her device. Consolation table for Sealion in the works.
Daffodil: 142 adults, 12 youth 19 children. About 24 fighters in heavy tournament. Good feedback on prizes. Site cost was higher than previous years. Looking into cost difference with site. Feast steward overbought by $300. This ate into the profit. $7.78 profit.
Spring Ball: 40 Adults, 1 youth, 7 children. Profit $133.34
Event updates
Sealion: Archery will happen. Schedule to follow shortly.
Summer tutr: event steward not present
SYG/SST: Budget will very tight. Working on getting porta potties and garbage dumpster.
Fall Ball: Hall is booked.
Yule: hall is booked. Need to find out the date to get it put on the calendar
Gentle Arts: Date needed Jan 16th 2016
Daffodil: Isabel has a bid for Daffodil with gate cost up to $20 for day fee and $30 for feast. Approved in Principle.
Old Business
Pavilion: Tabled to next Council.
Customary Changes:
Changing Autocrat to Event Steward Approved
Formatting changes of page numbers to be removed until final copy produced
Some people had concerns about some of the wording.
Complete inventories are required annually from the chamberlain. Last time complete inventory was done a few officers refused to participate.
Photo inventory for all marshal Iron Key
Reanne has complete inventory of what is at her house.
James has issue with 6.03E
Both seneschal and baronial coronet can veto any decision made by council…..
Feels that it is too much power for one person to have. The need for veto is unnecessary as if something violates kingdom, principality, and mundane laws. Seneschal can just say no because it violates rules
Delete this section.
6.05 an officer can only get 2 extensions…..
Question what happens when no one else wants the position.
Answer if you wish to continue your term you must re-apply at the end of the 4th year of term.
3.06H added bardic minister
Delete chirgon office info as office died
Article 5.04 changed the names from champions to official titles
6.09 anyone who transports baronial pavilion will have fuel reimbursed. We need to come up with a formula.
Article 7.01 Allow seneschal to run events and co run events.
7.07 remove
7.08 add event steward provide list of names to financial committee and to gate for persons being compt
Should be on separate gate sheet for tracking purposes
Article 8 name changes and tweaking of order names
Calling for volunteers for sewing pennants for AT War
NO FURTHER BUSINESS, MEETING ADJOURNED. -----------------------------------------------------------------------
June 2015 Council
Present: Anne, Seamus, James, Yue Feng Xiao, Lettice, Conall, Sophia, Lenora, Hawise, Meagan, Tatiana, Iaroslava, Athelina, Julianna, Ceridwen, Karol, Isabel, Elina, Morgaine, Tristan
May minutes approved
Deadline for daffodil bids next council
Seneschal Update:
B &B: Went to crown, Glynis put of vigil for pelican. Won Sealion war. Handed out some awards at Sealion.
Chatelaine: More gold key needed. Workshops will be planned for making more gold key. Need for people to welcome newcomers at events. Funds approved not to exceed $300 with speaking with financial committee.
Exchequer: 3541.02 + GIC included Sealion fee but not income
Scribe: some awards went out on the weekend.
Chronicler: Spoken with Uilliam again. Website should be changed shortly. Looking at resurrecting the Glaucous even if only to keep up with Seagirt history. Looking for court reports event stories and pictures. Wanting to take on volunteers to help with the Glaucous
Master of Stables: $220 income. 2 people authorized this month. Iron key is falling apart. Not enough iron key to suit up 2 people. Looking for more funds to fix, repair, or buy iron key. Look at income from fight practice to see how much money has been made. This money could go towards iron key. Profit $135.55
Some people have not been paying drop in fee. This needs to be enforced.
Master of Blades: 5 Authorized. MIC report from Sealion completed.
Archery: Practices happening sporadically. 88 archers at Sealion. Some people becoming marshals. Made 47$ from Sealion fundraiser.
A & S: won largess point at Sealion.
Dance: no significant change
Herald: Sea wolf banner passed. Still waiting to hear about populace badge.
Event Updates
Sealion: 291 attend. Estimated profit $2700.00.
Improvement on parking plans, toilet pumps,
Summer TUTR: Archery track, possible newcomer track. Will be working on class schedule. Working on how to deal with newcomers/ walkbys.
SST/SGY: porta potties and garbage arrange. Hilf is making site tokens. 2 A&S competitions.
Fall masked ball:
Tir Righ A&S: waiting to hear if we have won bid. So far no other bid sent in
Yule: Seeking event steward. Site booked. December 12th 2015.
Gentle arts: seeking event steward.
Old Business:
Pavilion: still no word from Lionsgate.
Customary: tabled
How to deal with public drop-ins? Issues with enough staff. Safety issues. Proposed 5 $ public day fee.
Tatiana: looking for permission to take baronial pavilion to AT War. Conflicts with TUTR.
Anna-Jane: looking for permission to use table clothes and wall panels. Approved.
Athelina: Event Practice to require more event stewards. Half profits go to baronial fund half goes to baronial fund of event steward’s choice (i.e. iron key, archery).
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July 2015 Council
Present: Seamus, James, Yue Feng Xiao, Letitia, Lenora, Meagan, Tatiana, Iaroslava, Athelina, Julianna, Isabel, Elina, Morgaine, Tristan, Sutr, Mathieu, Glynis, Percival, Wulfgar, Lauren, Dmitri, Amelia June minutes Unable to be printed will be approved at Aug council
Seneschal Update:
B &B: Went to coronet in Timothy Lake it was a great event.
Chatelaine: Newcomer Participation:
There has been a few brand new newcomers coming out to weekly meetings this month, as well as returning newcomers who have been attending meetings for the last few months.
Demos
We had a small Newcomers/Baronial day that featured a fight practice in Topaz Park. A pavilion was set up with tables displaying our different activities for the public to see as well as the stanchions and ropes with pennants to give the practice a festive feeling. We had 10 walk by’s at the park. After the fight practice we had a Baronial BBQ where 3 of the walk by newcomers participated. As well we saw them out at ArtisBard the next Monday.
Marketing
I will be looking into making posters to put up around town. I have one appropriate poster ready and waiting for some photo shopping which Ming has said he will tidy up for me to make it professional looking.
Gold Key
As discussed next week I am looking into buying fabric to make some new gold key garb. I have also contacted Elsa and am just waiting to hear back from her. Failing that, I will be going to the states in August, and am going to look at prices at Jo-Ann’s fabrics. I am trying to find it for less than $4.00 a meter. Also Anne has been in the process of inkle weaving more belts for the new gold key garb.
Exchequer: 7564.31 + GIC’s
Scribe: Working on scrolls for SSTYG if you have any recommendations please submit them soon.
Chronicler: Is seeking a newsletter deputy.
Master of Stables: $125 income. We have now lost the B&I site, we will continue practice at Rudd Park or Tien’s bay on rainy days until it gets rented.
New drop in rates will apply due to no overhead; practice will now be $2 per practice or $10 per month, to be banked for when we need to rent a new site.
We only used the B&I site for 2 sessions in the month should we be requesting a refund of $150?? Council decided not to pursue this. However it shall be noted that we will not be doing any further business with B&I in the future.
Iron Key- Sutr has donated a legal helmet.
Rapier fighters would like to purchase 2 new rapiers from Castile $200 US per blade; we have $350 CDN earmarked for rapier.
Elina has a Hanweii blade and mask that she is offering to donate.
We will look into prices for the blades from Castile and then discuss a monetary compensation for Elina.
Master of Blades: Practice will be at Rudd Park. Mathieu is leaving for 2 weeks at end of this month and needs someone to take iron key. Connall or Seamus will take it depending on availability to attend practice.
Archery: James has been running practice. A few members attended a mounted archery clinic that went well.
Iron Key- Would like to purchase 2 bows and some arrows, one for youth and one for new archers, approx. $95 each. Mathieu has a set of arrows he is willing to sell to the barony James’ quote for the arrows is $40-$50.
Iron Key purchase Approved.
A & S: Not much to report
Dance: going well large numbers.
Herald: Looking for voice heralds for SSTYG
Event Updates
Sealion: 291 attend. Estimated profit $2700.00.
Improvement on parking plans, toilet pumps,
Summer TUTR: Instructor problems for this event. We will have to postpone to a later date, however a BBQ will take place on the set date at the B&B’s house
SST/SGY: I have sent a message to Baroness Letitia asking her to ensure that SSTYG is advertised during court at the TUTR event. I've also requested info from her about when court should be held, when bardic should be held, etc., so I can build the schedule.
I'm preparing notes for everyone who has agreed to help out, so I can make sure we've got it all sorted out. I will also be asking them what they need from stores and arranging to get that stuff during the week before the event.
I've panicked about outhouses and decided to trust the biffy calculator. I've
One thing I would still like is proof of insurance; when might I expect that?
Who should be let in for free - Baron and Baroness of Seagirt?
Should I invite B&B Lionsgate and would they be comped?
Fall masked ball: 17 Oct 2015
Tir Righ A&S: We have won the bid for this event more info to come
Yule: Seeking event steward. Site booked James Bay New Horizons. December 12th 2015.
Gentle arts: seeking event steward and venue.
Daffodil: Bids close today Isabelle will be the event steward.
The Cow Ex site is not available; the cobble hill site is available however we cannot hang anything.
We will contact Lionsgate and see if they are willing to swap weekends so we can use Cow Ex.
Old Business:
Pavilion: Approx. $3000. $1900 donation from house BYOB, $1000 from earmarked funds and $600 from general funds Council approves no more than $3500 to be spent on a new pavilion. Proposal on Pavilion to be brought to next council.
Customary: Still being dealt with Changes will be done before AT War
New Business:
Council: Council will be moved to the Second Tuesday in Aug. Dance will take place on the First Tuesday.
Tristan- has donated a plastic table to stores; he would like to borrow it and the Seagirt gate supplies for AT war- Approved
SCA Signs- We need new ones, Tristan will cost out new ones.
If you would like a Baronial Car Sticker please talk to Mathieu he has them available for $10
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August Council August 11th 2015
Present: Seamus, Anne, Yue Feng Xiao, Letitia, Connall, Lenora, Tatiana, Iaroslava, Athelina, Elina, Morgaine, Tristan, Sutr, Mathieu, Elinor, Aroc, Ina, Mael, Anna-Jane, Wulfgar, Caieya, Aelfric.
June and July Minutes approved
Seneschal Update:
An Tir is looking for bids for July coronation, September crown, A and S.
NMS An Tir has been collecting NMS incorrectly, anytime that we use insurance for an event NMS must be paid. Looking into a variance for SSTYG.
Please contact the ombudsmen if people wish to share opinions on change
Financial committee meeting date needs to be set.
B and B: went to coronation one member of barony elevated to Pelican. Members received forget me knots. Looking for recommendations for awards. Having more fund raisers for the travel fund for their successors.
Chatelaine: got new world handbook and fabrics for gold key. Had newcomers BBQ. Monty Python Demo was canceled due to weather. Gottacon will not be happening anymore.
Exchequer: $6708.97 +GIC
Scribe: awards made for SST/SYG.
Chronicler: looking for someone to help with newsletter
MOS: made 52$. First aid kid donated.
MOB: rapier has been very quiet
Archery: James has been running practices
A&S: nothing to report
Dance: Dance numbers down. Normal for summer
Herald: need volunteers for voice heraldry at SST/SYG
Event updates:
SST/SYG: everything planned. Event will be very busy
Tir Righ A and S: looking for tutr instructors.
Fall Ball: nothing to report
Yule: Hilf is event steward
Gentle arts: Sara will be event steward. Date planned for January 23rd 2016,
Old Business:
Minor Customary changes. Number changes, minor grammatical changes, addition of bardic deputy. Morgaine asking for permission to make formatting changes without council approval.
Tavern: special occasion licenses online. Applications recommended being in 2-4 weeks before event. Wine is glasses are now 5oz. Mead will go up in price by one dollar at taverns. Looking for tavern partners must have serving it right and a credit card. No longer having to pay 50$ more for Victoria events.
Pavilion: walls for pavilion estimated cost 500$. Decided no walls. Connall will order. Cost about 3000$
UVic medieval club: Iaroslava will be taking it over. Meetings Monday 630-830pm
NMS check must be sent 10 days after the event.
NO FURTHER BUSINESS, MEETING ADJOURNED
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September Council September 1st 2015
Present: Anne, Morgaine, Elina, Tes, Mathiew, Hawise, Meagan, Tatiana, Letitia, James, Ceridwen, Anna-Jane, Seamus, Isabel, Tristan
August Minutes approved
Seneschal Update: Financial committee to look at current policy, should have that for next month
B and B: New marksmen Miranda, New Gallant Seamus, New Yeoman, Athelina, Edward now sergeant. Another new peer, Tristian put on Vigil for pelican. Spirt of Violante will be handed out only at SYG. Survived windy conditions at Investiture.
Chatelaine: working on getting posters done. Sales of Known world Handbook. Several people have come forward to help with Chatelaine duties at events. Ceridwen is now a deputy chatelaine. Aroc is looking at starting a program for youth in SCA. Sca Inc. working on a similar program.
Exchequer: 6517.38 +GICs
Scribe: some awards went out at SST/SYG. Have a few charters. Coronet will have a scribe class
Chronicler: Hawise will be working on newsletter. Work on website will be starting this month.
MOS: Practice is happening at the bay, few new fighters,
.....MOB: practice is happening, Tavern brawls for gallant testing was very well received. More tables?
.....Archery: Via Email
A & S: defender banners sorted, plan to talk to A & S mistress Lionsgate re: changing to monthly meetings.
.....Dance: take in 77.95$, Anne has taken over as dance mistress; goal is to have many people teaching each practice. Plans also included return of refresher nights every few months. This month’s focus will be on the masked ball dances.
Herald: sst/syg heraldic testing. Working on having a list of devices with names and blazons. Hartwood championship will have a consulting tabl
Event updates
SST/SYG: profit $ 16.00 61 adults. 18 under 18. Had 3 porta pottys delivered, charged for 2. 3 worked well and are recommend for future events. Other garbage options should be looked into. Bin was nearly empty. Future SST and SYG should be separate events
Archery: report sst/syg via email
Archery: -Has happened. -Tried to order bows, but Cabela's ran out before filling our shipment. Will contact them to ask about possibility of a raincheque or something? Even at a normal price, these bows are a great deal - will do some quick research and see if there's a chance of getting them cheap still - if not, can still get one PSE Snake as planned, but not from Cabela's.
Seagirt Summer Tournament and Sergeants Trials 14-16 Aug 2015 4409 Bennett Rd Metchosin BC.
Sponsoring Branch – Barony of Seagirt (Victoria BC)
Marshal Baron James Llewellyn ap Gruffydd (Tom Pilcher) #31393 4/30/16 baron.james.llewellyn@gmail.com
Marshal under training – Gwyneth ferch Rees (Pauline Meadley)
Target Archery activities consisted of Open Range and Marskman Tournament Tournament Competitors – 24 No injuries to report
Tournament winner was Lady Miranda Macandrew (Grand Master Bowman) Finalist was Lord Harold the Horrible (Master Bowman)
Also, there's a new Yeoman (me).
Beyond that, if anyone hears of places we can practice inside over the winter, please let us know!
Tir Righ A & S: Classes lined up, lists of classes should be up soon as well as event schedule. Morgaine will need an advance for food. $400 advance approved.
Fall Ball: Advance request 225$ for hall. 12$ gate estimated profit 240.00$
Yule: Hilf event bid. 15$ gate Estimated profit 416.00
Gentle Arts: sites reserved 65$ cost. Bedrooms available for rent for out of town guests (20$)
Daffodil: we have cow ex site. Getting contract early. Morgaine feast steward, planning prizes.
Kitchen Supplies: Serving trays needed. 200$ approved for trays.
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October Council October 2015
Present: Anne, Anna-Jane, Lenora, Connal, Wulfgar, James, Ceredwin, Margot, Calleya, Dylan, Iaroslave Mathiew, Anastasia, Seamus, Elina, Morgaine, Mael, Tristan September minutes approved
Seneschal Report: Financial Policy will not be added to the customary. Far speaker James will help create. Link will be created to document not public link
B+B: Via email not received
Chatelaine Via email not received
Exchequer: 5513.38 + GIC
Scribe: working on sergeant scrolls
Chronicler: Website being worked on by James
MOS: Not much to report. Got a couple of newbies. Practice is nice and steady.
.....MOB: saw some blades online 100$ been using some long swords, helping with St Giles
.....Archery: still happening end of season rush. Looking at a fun shoot for Halloween
A&S via email: Not much to report, been pretty quiet. Work on refurbishing Gold Key has begun (I believe belts and trim are being made anyway). Also Tir Righ A&S happened where Hawise won the A&S Championship and Jazz wont the Bardic Championship
Dance: $101 income average 12 people a night people like the new format.
Herald: Consultation happened at Hartwood event. Some people have been submitting incorrectly please see herald for assistance.
Event updates:
A&S 92 people in attendance, waiting for final # estimated profit $958
Fall Ball: opens 4pm baronial court planned need Cheques for hall ($200) and float ($200)
Yule: no report A&S championships and bardic Championship
Daffodil: Via email: We have been struggling with Cow Ex to get a proper break down of what we are being charged for on the contract BEFORE the event so I can make a proper event budget proposal. The hall contact said the fees will be the same as last year, so I have come up with a preliminary budget based on those numbers but want to make sure there will be no surprises like last time. I also want clarification on this "$500 refundable clean up deposit", as part of the costs from last year was $100 for cleaning, so I want to know if they mean damage deposit instead. Still working on securing a Feast Steward (may resort to bribing my current choice ), and have secured the services of Vincent (aka Steelbash) and Darcy for making a new helm of a different style and decoration for the heavy prize!
Gentle Arts: Jan 23rd 2016 working on classes 2 sites no tavern BYOB EST profit 280 gate $10 + nms
Other Business
Principality bids
Tir Righ heraldic and scribal symposium April 1st potluck feast 5 tracks of classes est income1200 cost 900 based on 60 people
August Investiture at chicken farm breakeven point 115 people
Duck and Drake: looking for tavern partners
Morgaine Aróc as Morgaine’s replacement to step up as deputy for smooth transition.
UVic St Giles: had people teaching rapier, and dance. Had bardic have bookings every Monday till Dec 7 excluding October 12 and November 17
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November Council November 2015
Present: Seamus, Hawise, Hilf, Ceridwen, Wulfgar, Margot, Mathieu, Robert, Medika, Elinor, Edward, Letitia, Anthony, Mael, Anna-Jane, Anastasia, Elina, Aroc, Morgaine, Tristan, Isabel, James, Meagan, Tatiana, Caya, Conall, Iaro, Diamante, Athelina, Aonghus
October Minutes Approved
B&B: half way through 1st term looking forward to next 18months looking at more new ideas, planning meetings for different award levels hopefully before New Year.
Chatelaine: Waiting to hear back from malls re demos
Exchequer: 6977 + gic received cheque from tir righ at war for $697.94. $47 interest from GIC estimated profit this year 1600.00
Scribe: working on awards for yule
Chronicler: Website is up!! Thanks to Baron James
MOS: fighting happing when not raining no inside site looking at new sites.
.....MOB: looking for deputy hope to look into Burnside for location for rapier practice
.....Archery: arrow shaft order going in. Ken Dolphin has bow for us to buy. John MacAndrew bringing bows to look at for possible purchase. Had Halloween shoot
A & S: not much to report more info later in meeting
Dance: still getting lots of positive feedback people like the new format. Still averaging 12 people income $78.
.....Bardic: Happening at Jazzy’s Mondays 7pm
Herald: Anthony to be deputy. Request made to reregister order of the bear to allow for conflict
Uvic medieval club average 6 per meeting doing a variety of classes and activities few more meetings before end of term hoping for a costuming class/
Events:
Yule is gonna happen Hilf is delegating duties
Gentle arts: tentative classes planned:
Heraldic symposium: won the bid!
Daffodil: still waiting for detailed list of costs looking for suggestions/ donations for door prizes
Masked Ball 34 adults profit 20$ numbers down from previous balls
Future event dates
SST July 1-3 seeking steward
SYG Aug. 5-7th seeking steward
Bid twelfth night 2018 Jan 13th 2018 conference Centre hall cost 6300 est. profit 3500 with 600 people in attendance
Dance hall: motion was made and passed to find more space for our meetings. bids for hall options to be brought to next council followed by vote on hall location.
Silk banners $500 approved for silk banners supplies and floor covering
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December Council December 2015
Present: Morgaine, Aroc, Elina, James, Anna-James, Lenora, Anastasia, Mathieu, Alfric, Caieya, Meagan, Hawise, Iaroslava, Margot, Edward, Elinor, Conall, Letitia, Mal, Reann, Seamus, Ceridwen, Tristan, Anne
November minutes approved
B and B: went to baroness’s inspirational tourney fantastic event. Have the silk for the banners to be
Chatelaine: working on making newcomers table more interactive. Other ideas include scavenger hunt games table and pamphlet ideas. 4 contacts have had a few new people out lately that should be out at Yule
Exchequer: balance in account $7432.67+ 5000.00 year to date around $1600.00
Scribe: Tanist and Ban tanist are looking for charter designs.
MOS: not present fight practices are not happening until we can find indoor venue
MOB:Nothing to Report
Archery: not present. Top 10 are in Seagirt has 5 in top 10.
A and S: not present report via email
We have a second room at the Ukrainian Hall for the next little while (not exactly sure how long but I assume till we rule on a location) and we would like to get started on the banners for the Barony Beautification Project spearheaded by the Baroness. I plan to approach Duchess Meagan and Mistress Janet to see if they would be willing to teach/lead the workshops to get them started and will organize times with the Baroness for when we can work on the banners.
Bardic: Monday nights at Juliana’s house first hour dedicated to carols this month after 10pm julianna is teaching reading music and instruments.
Herald: doing some consulting online. Changes to the order of bear submitted no cost to barony
Uvic : about 10 people per night worked on dance, games, costuming. Trying to get people to come to Yule
EVENT UPDATES
Yule: not present. Requested check for hall and float everything going great.
Gentle Arts: still planning. more to come will need check for hall one month in advance
Heraldic Symposium: not present no report
Daffodil: via email budget change approved.
Finally got the numbers and breakdown from the hall. Cost is the same as last time which is $1550. Based on this and trying to keep the ability to get awesome prizes to increase the turnout, I have decided to raise the tickets by $5 each. Entry for adults will be $20 and anyone under 19 is free. Entry and Feast combo for adults will be $30, youth will be $15 and children 6-12 will be $10. Children 5 and under will be free whether they eat or not since the cost of food for them is negligible and it a bit much to expect someone to pay $10 for a 3yr old. Obviously raising the fee was not ideal but we need to face reality as the hall is expensive and while people are donating their time so we can have awesome prizes, they still cost money for supplies. I will be reaching out to others who may want to help contribute to prizes
Tickets going on sale at Yule.
Seeking Stewards for SST and SYG
Hall Rental
Two comparable halls current hall and James bay new horizons. Motion to move location to James Bay new horizons pending notice at current location
16 in favour, 6 opposed, 2 abstain
Morgaine will contact hall re cancellation policy
Tavern: New changes to special occasion license any person behind bar must have serving it right or special event certification course completed
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