Canton of Caldrithig Meeting Notes 30 November, 2003 Comments or questions should be directed to ANGHARAD or the person identified as the contact in the notes. ATTENDING: Angharad (CHAIR), Dubhease, Ouen, Philip, Skye, Aelflaeda, Menken, Helen, Rhodri, Siglinde, Cecilia DISCUSSION ITEMS: 1. Practicum Bid - HELEN has prepared two bids (one for the 21st of February, and one for the 28th). The proposed site for the 21st is not yet guaranteed, although we are likely to get it, and will have a final answer this week. The site proposed for the 28th is definitely available. Both dates conflict with other events (the children's event in Hamilton on the 21st, and March of St. Martins on the 28th in Sarnia). Their Majesties had planned to split up for the 21st, but both have committed to attending March of St. Martins on the 28th. As they have a lot of Court business, this could cause problems for them unless they agree to travel separately on the 28th as well. The site proposed for the 21st is a smaller space, near Walkley and Bank (relatively central, good bus access) and about half the cost of last year's site. There are four classrooms, one of which will be dedicated to children's activities. The kid's track will have team teaching with similar, but age-appropriate, activities for children and youths. There is a big hall, with a stage, and a large kitchen. There is an elevator to get between levels (need to find out how it works). There will be no feast, just a potluck and dessert revel. There will be Court and the site must close by 10 pm. MICAYLAH will do a lunch, as a fundraiser for fencing equipment. Lots of teachers are expected, and HELEN expressed some concerns about the expectations of two Midrealm Laurels who want to come and teach Celtic embroidery. If they want a whole day, that severely limits the available space for other teachers (HELEN would prefer 1 or maximum 2 hour classes so that we can have as many courses as possible. She will follow up with JUDITH to find out more about what they expect. The site proposed for the 28th is larger, in a newer church in Orleans. It is all on one level. However, it is a little more expensive and not as convenient for bussing. All other elements of the bid are identical. It was agreed that HELEN will go with the 21st February date if possible but, if the church is unavailable, ANGHARAD will contact the other group to see if they will accept a conflict. HELEN will also contact HRM SUSANNA to let her know what is happening. 2. Feast of the Hare - The gate took in approximately $2,900. Approximately 100 sat feast, and around 90 more came for the day. OUEN still has some tokens left over. MENKEN will ask ELEANOR if she wants them back to recycle the pewter, or whether we can sell them or give them away. ANGHARAD explained that we may lose a bit of money because of the custodians who cleaned up after we left and charged for over 2 hours work at very high rates. There were many compliments for Lori and Shirley, the daytime custodian and kitchen supervisor. OUEN had some useful suggestions on how to run the gate, which he has forwarded to ANGHARAD. He will also turn them into a class for Practicum, and maybe into a Chronicle article. 3. Waiver policy - OUEN reminded that the group that everyone must sign a waiver at every event regardless of whether they have a blue membership card (i.e. waiver on file with SCA Inc.). This includes a waiver for each fighting and fencing practice. THIS IS KINGDOM POLICY, and greatly simplifies procedures at the gate for events. 4. Yule potluck - this will take place from 3 pm to 8 pm on December 21st. The flyer will be on Caldrithig's web page. You can pay $5 toward feast costs or bring a contribution. SIGLINDE will coordinate the feast, so please contact her to advise what you will bring or if you will attend and pay. DUBH will also send the flyer down the Caldrithig list as a reminder. 5. OUEN advised that the Barony is looking for a new Armoured Combat Marshal. RHODRI is acting in the position as EREC is now the Exchequer. OUEN will send a call for applications down the Baronial/Canton lists. The deadline to apply is 12th Night. A decision will be made at an executive meeting the same day. OUEN also advised that SIGLINDE is now MoAS. 6. Event Stewards and Deputies - OUEN stated that Kingdom is cracking down on change-of- officer forms. If no form is done, the Kingdom Seneschal doesn't consider that the position has changed. Groups can be put into abeyance if a seneschal suddenly appears in a new position and the replacement has not been made official. Event stewards are deputies of the seneschal, and it is important for accounting reasons to ensure that they not get into a conflict of accounting interest. Please note that Event Stewards, their deputies, group officers and all deputy officers must be SCA members. Change of officer forms are available from ANGHARAD or on the Ealdormere web page. All officers should do them, but groups only go into abeyance when they aren't done for the seneschal and exchequer. AROUND THE ROOM ITEMS: 1. For those who had not yet heard, OUEN will not be moving out of Kingdom. And there was much rejoicing. 2. MENKEN reminded that the annual Yule party would be December 12 at his home and invited everyone. He also noted that A&S Hard & Soft is back on starting this week. 3. AELFLAEDA invited everyone to her New Years' Party (semi-formal attire). The party starts at between 8 and 9 pm. 4. HELEN invited those interested to come and teach at Practicum. She will probably have to restrict teachers to one-hour classes, so that all those interested will have a chance to teach. OUEN is looking for volunteers to help with clean up. 5. CECILIA noted that dance practices for December will start at 7:00 rather than 7:30. She also added that there may be a Hare Ball on the 17th, but that will need to be confirmed. 6. RHODRI is stepping down as Canton Armoured Combat Marshal. He is looking for a replacement for the new year. He will talk to IOANNES, who is currently acting as RHODRI's deputy in the position. 7. SIGLINDE advised that Friday Night A&S would not take place on Friday December 12, so that she could go to MENKEN and ELEANOR's party. She also noted that there are four Smart Serve courses being offered between January and April. As noted by WILHELM at the last meeting, someone who has taken the course is required to be at the bar at all times (not just at the event site). This will be discussed at the next executive meeting (i.e. regarding using canton or baronial funds to cover the cost of the course). OUEN reminded everyone that Seneschal's Domesdays are due December 15th. His deadline to Kingdom is January 20th. There being no further business, the meeting was adjourned. Meeting Notes taken by Siglinde Harfnerstochter Canton of Caldrithig Meeting Notes - 30 November, 2003 1