Minutes of December 13, 2023 Commons Meeting
Attendees: Evalina, Elizabeth, Tysha, Aaron, Brigit, Ciaran, Ellynor, Alessandra Recording Secretary – Elizabeth Hawkwood
The meeting was called to order at 7:05 PM.
OFFICER REPORTS
Seneschal – Evalina
Attended Bakhail Yule. No reply from Kingdom about procedure to put the Keep into abeyance. Alessandra is Deputy Seneschal.
A bid is needed for Southern Region War Camp as soon as possible to reserve the date on the East Kingdom Event Calendar.
Baroness – Tysha
Attended Bakhail Yule, K&C Rapier Championships. Will be attending EK 12th Nite and Buckland Cross Baronial Investiture, Birka and Bellringers.
Southern Region War Camp 2025 will also be the Baronial Investiture.
Exchequer – Elizabeth
Balance at the end of November is $9,256.29. Two outstanding checks. Received donation of $60 from the October Southern Region Army Sunday practice.
Captain of Archers – Elizabeth
Practice is suspended until Spring.
Mistress of A&S – Sara
Nothing to report
Mistress of the Lists – Brigit
Database is up to date.
Chatelaine – Ciaran
No new contacts. Sent follow-up emails to people who expressed interest at Lakewood, no replies received.
Fencing Marshall – Ellynor
Nothing to report
Herald – Aidan
No report
Knight Marshall – Quintus
No report
Thrown Weapons Marshall – Gilbert
Nothing to report.
Chronicler – Hrafn
No report
Webminister – Randver
Still here. Web Ministry requested that all websites update settings in our caching plugin, so I did. Everything seems to be running normal but will continue to monitor. Major version update to wordpress + minor plugin updates to keep us secure.
Social Media – Randver
Posts scheduled for Bellringers, reach out for other social media things.
Chancellor Minor – Mairghread
Nothing to report.
EVENTS
Bellringers
Social media posts have been scheduled, we have plans. Please reach out to Megan Jansen or Randver with questions. Need to have the A&S challenge and the menu added to announcement. Elizabeth said she is still waiting for Kingdom PayPal Deputy to send the link for paypal registration.
Southern Region War Camp
Time to put in the bid and get this on the EK calendar. Aaron said Hrafn is preparing a bid and he will follow up with him.
Pennsic
Sheetwall for EK Royal Encampment needs to be replaced. Tysha said plans are underway to create new artwork to use for the new sheetwall. Land agent signup hasn’t opened up yet.
Dining Fly for Baronial Camp
Currently using the personal dining fly of Tysha. When she steps down at Southern Region War Camp, 2025, the fly will no longer be available to the Barony. The one currently being used is from Panther, it’s 14′ by 14′ with a center pole. Panther is going out of business and will stop taking orders on February 1, 2024. A new fly with the same dimensions from Panther will cost approximately $700, Tysha will Check Panther’s current pricing. She has a complete set of ropes, stakes and poles stored at Pennsic, so we don’t need to buy set up package, just the canvas. A motion was made to have Tysha proceed with getting pricing for a new fly. There was a vote, with six in favor of proceeding and two abstentions. Motion carried. When Tysha has the information, there will be a zoom call to discuss and vote.
Lakewood
No activity yet.
Ghosts, Ghouls and Goblins
No activity yet.
OLD BUSINESS
Quail Hill Scout Camp Policy
There is a new site policy in effect which addresses smoking and vaping on site, among other things. This is the scout camp policy and not baronial policy. All future event announcements must include the applicable portions of the new camp policy.
NEW BUSINESS
Facebook Page Security
There has been an increase in spam posts on the baronial facebook page which is a public page. It was decided that going forward all posts to the page will require approval by a group admin.
Baronial By-Laws
Need to create a formal set of by-laws. Seneschal has been reviewing by-laws of existing baronies to use as a guide for creating ours.
Officer Term Limits
Term limits for officers were discussed. It was decided that officers will serve for a term of four (4) years. After that time, there be a vote of confidence/no confidence This can be done in person or virtually.
Officer Budgets for 2024
Baroness – $200 each
Exchequer – $200
Captain of Archers $200
All other officers – $100
Purchases
Evalina proposed purchasing two 8 quart crockpots for use at events, cost not to exceed $150. A vote was taken and approval was unanimous.
Rather than keep the crockpots in the storage trailer, the person who is using it at the event, whether for dayboard or feast, would keep the crockpots in their possession until they turned it over to the person who would use it at the next event. The crockpots will be kept in their original boxes, eliminating the need to buy another storage tub. There will be a sign in/sign out sheet to keep track of who has it. Elizabeth volunteered to maintain the sign in sheets.
January Commons, 2024
January Commons will be held on the 10th. Meeting location to be determined. A motion to adjourn was made and seconded. Meeting was adjourned at 7:40 PM.