Q4 Minutes
November 7, 2024
6:30pm Start Time
Attendees:
Seamus O’Calleigh
Kseniia Aleksandrova
Snorri
*Kseniia to ping Principality Webmaster RE: Chatelaine e-mail
Yule – After New Year? Snorri will call Boy Scout Cabin
Need Officers – Social Media Person would be great
We have money: $3,359.40. Kseniia did the Q 2 & 3 reports due to missing statements and information. Branden and Sindri both copied on reports, so everyone should have everything.
December 4, 2024
6:30pm Start Time
Attendees:
Kseniia Aleksandrova
Seamus O’Calleigh
-Double-checking on check to Lil Stinkers
-Seamus has requested space at the CC for “Community Classes: History of Apothecary” for A&S Space
-Probably not doing Yule
-North Bend branch of US Bank closing in February
A&S – Chatting with Red Lion in Coos Bay. Summits A&S hosted by Tymberhavene in 2026. Try to show at the year before to demonstrate plans. Seamus talked with Red Lion to use conference spaces for hosting; Group Room rate of $99/night; 3 conference rooms can be opened into 1 large space or keep 3, etc. $1000/weekend
January 8, 2025
Start: 6:45pm (15min late)
Attendees:
Kseniia Aleksandrova
Brendan ap Llewellyn
Seamus O’Calleigh
Jon Jones
Seneschal Statement: Welcome, welcome. We have some pretty major business to go over this evening, so let’s get our officer reports and go from there.
Seneschal: I will be working on updating documentation for policies that we need to have in place and available for public consumption (like our Financial Policy, which we’ll get to later, and any other policies we need to have). I do have a check to deposit from the City of Coos Bay, but as I’m in Tillamook, currently, and the truck has a dead battery, I haven’t gotten that taken care of yet. We’re still waiting for the Kingdom/Society to approve the changes to the bank account, so Geiri is still on the account and will be depositing the check as soon as he can. Beyond that, my report is due the 15th, so if there’s anything you want me to add to it, please message me or e-mail me.
Exchequer: We need an updated financial policy posted. Should be updated every 5 years or so. It’s a public-facing document, so we definitely need to have it in place. We are going to use Terra Pomeria’s financial policy – or Southmarch’s, since Seamus used TP’s to create SM’s and SM is a shire, so why reinvent the wheel, right? Lil Stinker’s is taken care of. When doing gate at events, we need to be very careful that we get complete information from people when they sign in at gate. Everyone needs to sign in with their legal AND SCA names, as well as any membership information they have – number, expiry date. Technically, SCA name is optional; mundane name is not. Kingdom & Corporate absolutely need the information that is on the gate sheet.
A&S: Trying to get location for monthly apothecary basics class. Have done them before at North Bend library and gotten community interest. Coos Bay library was hesitant and wanted slides and all sorts of stuff in order to allow classes; wanted a 1-year commitment, but only would grant 3 months of space. Talked to one of the Deans at SOCC, the Newmark building. If not hearing from them soon, will look elsewhere. Started moodal site as part of the Summits University. Hoping to do training classes for all of the officers. Not Tymberhavene-specific, but would help in training new officers for our shire. Brendan recommended talking to Coos Bay Fire about Station 1. There is a room that is used for education for community and non-profit groups that could be good.
Chatelaine: No report submitted.
Webmaster: Trying to keep the site updated. I’ll be posting the minutes tomorrow, most likely, and will have documents available for review as soon as I can.
Old Business: Port-o-Potty Check Resolution? – Resolved. Copy of cancelled check is in Brendan’s hands. Sent a scan to Snorri, just in case he is pestered again.
Old Business: Chatelaine e-mails working?
New Business: A&S 2026 Bid Proposal – Red Lion Hotel. They are cool with us brining in food to cook and alcohol (they no longer have a restaurant on-site). They have also offered a room deal for the event. Seneschal will have Webmaster create a poll-type post on the website and post a link on the Shire page and the discussion group to encourage populace members to read it and vote on the bid. As soon as Glyn Dwfn’s is finished this year, would like to start advertising for next year’s Alpine Festival.
New Business: Financial Policy Updates – As discussed, we will look at Southmarch’s policies and cannibalize them as much as we can for our Shire.
New Business: Any other documentation that needs to be created and/or updated? According to Feradach, we need to have a Customary and Finacial Policy updated and posted for the public to be able to read. Currently, we have nothing (to the Seneschal’s knowledge). Feradach has said that he will send a Customary template to the Seneschal so we can get our policies and documents updated and in compliance with Principality, Kingdom, and Corporate requirements. Will send copies of each policy to the appropriate officers for vote/acceptance, then send them to the webmaster to post to the website.
Open: No further business.
End Time: 7:18pm