June Business Meeting and Council of the Exchequer Proposed Policies

Posted on July 5, 2016 By Chronicler

Baronial Officer Reports for June, as well as Council of the Exchequer Policy Proposal

Meeting opened at 7:44

COUNCIL OF EXCHEQUER MEETING Minutes – March 18, 2016

METHODS FOR CONTROLLING CASH RECEIPTS

BEST PRACTICES

The best practice is to have the Reservation Clerk and Gatekeeper head be the same person.  This is absolutely imperative for a Royal Progress event (and Yule Revel, too).

Advantages are that all the letters and information is brought to the event and there is continuity of knowledge.  This should be the standard, not the exception, for all well managed and handled events.

It is recommended that the event steward not be the Reservation Clerk.  It is prohibited for the event steward to be the Gatekeeper.

COLLECTION OF CASH

1. Every time funds are collected, e.g., donations accepted in lieu of site fee, fundraising, etc., the funds are to be turned over to either the Exchequer, Exchequer deputy, or the Seneschal during the event or the very next day.  Funds are not to be held for any length of time.
   1. If cash is collected for a future event, then a receipt is to be made out to the person with the information (either by cash receipts book, or email that person (payor) and cc’ing the event Reservation Clerk and Exchequer.)   The cash must be deposited within a week.
      1. No cash is ever to be returned from cash collected.  NO CASH DISBURSEMENTS EVER!
2. Reservations Clerk must deposit checks at least weekly prior to an event.  It doesn’t matter how many checks or how few checks there are. 
   1. Minimum requirements:
      1. Must be familiar with check/cash bank depositing procedures
         1. Write a bank deposit slip
         2. Write bank endorsement info on back of check or use barony stamp
      2. Able to get to bank easily and frequently at least weekly for a minimum of 6 weeks prior to event.
      3. Familiar with electronic spreadsheets (Excel or Excel compatible).
      4. Familiar with email.
   2. Checks are to be copied (and cash deposit slip) and deposit information communicated to Exchequer.
   3. Cash/checks are to be entered into an Excel sheet pre-registration template.  This will be available on website and/or provided through email.
   4. The only preregistration is a paid registration. Other than event attendees from another country, preregistrations must be accompanied by payment.
   5. Exchequer will review spreadsheet after deposits to reconcile against bank statement.
      1. There may be more than one such reconciliation.
      2. There should be one just before the event but after last deposit done.
      3. There may be a situation where the last checks received are held until after the event.
         1. Let Exchequer know this when file is reconciled prior to event.
   6. Must bring final copy of Pre-Registration list to event.
   7. Bring all documents to the event and eventually turn them over to the Exchequer.
   8. Record retention is 7 years by the Exchequer Office.
3. Obtain the latest copy of the East Kingdom membership list from the Seneschal and enter the membership #’s on the pre-registration list and indicate if they have a waiver on file (this really speeds up the Gate)
   1. Required for RP events
   2. Recommended for large events, especially Yule
4. Cash Streamlined Walk-In form preferred.  This will be available on website and/or provided through email.
   1. Ease of counting cash.
   2. There should be multiple clipboards available for use, then review by Gate when collecting cash.
5. Different form to be used for checks Walk-In form as we require full name, address, and email.  This will be event specific.
   1. Necessary if check bounces.
6. When Gate closes, the Exchequer or designee and Gatekeeper are to review the gate reconciliation documents, count cash, and turn over the cash. A minimum of 2 people are to independently count the cash and checks.   If this is not possible, then the Gatekeeper must meet with the Exchequer within 2 days of the event.
   1. No cash is to be returned by Gate to refund anyone who is not attending the event. 
   2. All refunds are processed by check through the Exchequer.  Again, NO CASH DISBURSEMENTS EVER!
7. All advance refund requests are to be sent to the Exchequer.

Potential available feasts and protocol

Best practice is not to sell feasts for seats that have not been officially released.  A waitlist for feasts may be kept at Gate with a specific time for such feasts to be sold.  The Herald will call for names on the list in their order at that specific time.   There are no guarantees.

INSTANCES WHERE RESERVATION CLERK MAY BE REMOVED:

The Reservation Clerk and Gatekeeper serve at the discretion of the Exchequer and are subject to review only by the Seneschal and Event Steward.

Coronets

Greetings all, 

Once again this month, Bhakail has much to be proud of. Muin spent all day teaching chasing and repose at Iron Bog’s Maybe event, and the feedback I received both that day and in the weeks the followed were glowing. I am looking forward to seeing new art in the area soon. 

We were also honorably represented by our champions at this event. Va c hir, our rattan champion, entered the lists and fought bravely and well. He made it into the final 4, but as it was Iron Bog’s championship, he requested to be removed from the running. The Baroness es  of Bhakail and Iron Bog discussed the situation, and agreed that stepping out of the running was both honorable and gracious. 

On the fencing list, Berrick, our rapier champion, Morwyl, our rapier lady’s champion, and Lorenzo, our Arts and Sciences champion, all were the picture of honor and dignity. Berrick and Morwyl also had to step out of the running as Iron Bog’s champions and both fought beautifully that day. Lorenzo also fought well, and spent much of his time teaching and encouraging, as usual. 

Eldritch  and Berrick took time out of their day to give me an impromptu fencing lesson, this being  the “Maybe I’ll try something new” event , and this time it seems to have stuck. I have made it to one fencing practice since then, and hope to make it to many others. 

I would also like to give special thanks to Sue Ellen who tried her hand at retaining for the first time. She was attentive and charmingly insistent that she be allowed to keep my cup filled. I look forward to working with her more in the future. 

There were so many folks who helped out at Artisan’s Village, I’m sure that we are going to miss some of them here. There was so much activity and fun to be had that day. We are so pleased by the many people who came out to help and enjoy the day. 

Mael Eoin would like to mention that Artisan’s Village was a wonderful time, with no small amount of help from Triona – who provided Friday’s traveler’s dinner – and then Violet and Julia who both helped immensely in the kitchen for dayboard.  (It was Julia’s first event, too, and she had a great time throughout the event.)

Sabine ran the Musician’s Village which supplied dance music when a group of dancers happened to gather before them. Suba was there to support the music, and take up parts when music was passed around and gathered folks were enticed into some sign singing. We sounded pretty good if you ask me 🙂 

Annetje ran an outdoor cooking village that showcased techniques, equipment and methods that were used in period. Martyn was able to come out of his long confinement and help out there. 

Alesone ran a science village and made some tasty, tasty science. I believe they made preserves. 

Two people entered my Artisan’s Challenge, that challenged folks to add trim to their garb, and I saw many Bhakaili faces when it came time to judge the challenges. It’s always good to see the exchange of ideas and passions between like minded folks. 

Lastly for Artisan’s Village, Melanie – another one of our many new friends – managed to collect enough beads from the various Villages and turned them in for a chance to win a prize at the end of the day…which she won!  It was a lovely basket with gifts from many artisans who were involved in the event.  Congratulations, Melanie!

This last weekend we attended Southern Region War Camp, where  Va chir rece i ved his  Silver  Tyger, which is the new  AoA-level fighting award. Also, Bruni received her writ for her Laurel which will be awarded at Pennsic.

Many folks camped out, too, and this year saw the expansion of the usual few campers with big representation from Caer Adamant and the Tadcasters .  While the heat and humidity sucked the desire for anyone to play midnight bocce, people hopped from camp to camp and had a good time both Friday and Saturday nights.

Bhakailis could once again be found in the kitchen. Martyn was running the day board, and many folks came out to lend him a hand. The food was tasty and plentiful. Ask him about his farts when you get a chance. 

In Service,

Ysmay and Mael Eoin

Baroness and Baron of Bhakail

Seneschal

Upcoming events:

2016-06-25 – (canton) Baronial Bardic Championship and possible Court of Love – Master Rowen Cloteworthy

Get rest of calendar from Suba

Call for Bids – note that bids can be workshopped after being presented:
Champions/Commons 2017 – preferred by September 2016 meeting.
Yule 2017 preferred at or before September 2016 meeting.
Any new event idea is welcome and does not require a competing bid.

Exchequer

Attached please find Exchequer report for the period January-May 31, 2016.  Also attached is a draft of Financial Policies to be discussed and voted upon at the June meeting.

Chronicler

Reports are now regularly being posted to the Bhakail website. Have other content you would like to appear there? Talk to the appropriate officer.

The Summer Salamander Quarterly went out in May through email, on the website and on Facebook. If you would like to contribute, please let me know.

I am still seeking a deputy Chronicler, mostly in case of emergencies when I cannot make meetings. Thanks!

Historian

Herald

Salamander Pursuivant’s Report, 2016-06

From the Eastern Internal Letter of Intent (ILoI) – This letter includes all new names and devices that have been submitted to the Eastern College of Heralds in the last month. It takes about two months for items to reach the next stage, the Eastern Letter of Decision.

__June 2016__

• I didn’t see any Bhakail submissions on the ILoI for June.
  

From the Eastern Letter of Decision (LoD) – This letter reports what items will be forwarded to Laurel to be decided on and what will be returned to the submitter for more work. It takes about six more months for submissions to reach the next stage, the Laurel Letter of Acceptances and Returns.

__May 2016__

• Þorsteinn Hroðbjartsson’s device submission – “Per pale azure and argent, a fox rampant contourny and a seal haurient embowed counterchanged, on a chief or five hop cones inverted vert.” has been forwarded to Laurel.
  

__June 2016__

• Not released yet.
  

From the Laurel Letter of Acceptances and Returns (LoAR) – This letter says what items have been accepted by SCA’s College of Arms and what has been returned to the submitter unregistered.

__March 2016 Acceptances__

• Rowen Cloteworthy’s heraldic title – “Red Lozenge Herald” has been registered.
  

__March 2016 Returns__

• Rowen Cloteworthy’s Augmentation of Arms. “Lozengy argent and sable, a chief gules and for an augmentation a canton purpure charged with four millrinds in cross Or.” has been returned with the following note: This augmentation is returned for contrast issues. SENA A3a3 states “Because an augmentation adds complexity, augmented devices are often allowed to violate certain style rules, such as allowing charges on tertiary charges or a complexity count of greater than eight, as long as the identifiability of the design is maintained. However, they may not violate the rules on contrast.” While the canton is overall and has good technical constrast with the field, it also substantially overlies the gules chief and mostly touches black parts of the neutral field. Thus, the purpure canton largely lies against a color background and does not have good contrast. In consequence, this must be returned.
  

I’m working with a few people on names and devices, including Zhelana, Marta, and Melanie.

Their Excellencies Bhakail will be holding a Baronial Court on June 25th at the Court of Love event. Those interested in helping with Court should contact me.

Anyone interested in producing scrolls for Baronial Court should contact me as well.

Knight Marshal

Tuesday night practices are getting bigger and bigger. We have 4 novices coming out frequently, and we are now at the point of making or asking for funds for new loaner gear to keep up with demand. 

A&S

Kingdom report went in on time. First Monday of next month is the Fourth of July and so that will be moving to the third Monday at Sabine’s. She is inviting others over to find a persona appropriate song.

MoL

It was encouraging to see the Barony well represented in all aspects of the Martial Disciplines at SRWC.  Mistress Scheherazade, Mistress Gisela and I spent the day at the MOL Tables at Troll and at Youth Combat.  Rumors of War surround us.  Now is the time to get your Authorizations up to date and perhaps add another weapon.

Chatelaine

We have new people regularly coming out to the social and events. I’ve offered to provide loaner garb. I’d like to thank all the fighters who have helped armor up new people and offered to teach.

Rapier Marshal

Fencing happened.

Archery Marshal

Combat Archery Marshal

Thrown Weapons Marshal

Chamberlain

I have received the request from Master Rowen for gear for Court of Love & Baronial Bardic Champions, and we are working on arranging transport for the necessary equipment to the event. I plan to attend the event myself, but cannot guarantee my arrival time at this stage.

If anyone has any upcoming requests, please let me know as soon as possible. I plan to get an estimate to Doña Damiana regarding shelving for safer, more organized, and effective storage of Baronial property.

Chancellor Minor

I am still working on updating my certifications as a youth officer.

There will be youth activities at the Court of Love on June 25th. All children as welcome, children under 5 should be accompanied by an adult or child over the age of 10. As this event will be outside we will be making fairy huts using acorns, twigs, leaves, bark, etc found onsite. I will have another activity or two and games available as well.

Web Minister

Subordinate Groups

Canton

The Canton continues to roll along.

Fight practices go well.

Youth Fighter Practices are continuing to gain steam.

There it is.

Ivy

Theleme, and next business meeting (different date and time and make sure its there)

Committees and Meeting Notes

Baronial Council – nothing to report

Council of Exchequer

Meeting minutes for this council were distributed and are attached. These are a proposal for policies for running of event gate and reservations, collection of cash, potential available feast seats, and the possible removal of reservation clerks. Please review these as the barony will vote on them at the next meeting. This will be sent out various ways. Be watching.

Yule 2016

Needs lots of volunteers: setup, gate? Mistress Philadelphia is the head of cleanup crew. They have Lord John as a cook for an English feast, and the day board. Damiana is the reservations clerk. There are people for tea and tending bar. Looking for a deputy steward. Will be depending on heralds.

Yule 2017

Mistress Philadelphia has submitted a bid for this event.

Commons and Champions

Alecia let us know things are going on fine. There will be something for the kids, Bryan is coordinating potluck (please bring complete list of ingredients), barony is providing chicken. Site is dry. Dogs are permitted. There will be court. She will be sending out requests for volunteers shortly.

Court of Love

Bhakail bardic champions, everyone come! Sabine would like people to bring banners and such to create ambiance, along with poles or M3 strips to hang them by. Jibril will be cooking lunch. If you know you are competing let them know in advance.

OLD BUSINESS

none

NEW BUSINESS

Knight Marshal nominations – Colin has been serving as deputy knight marshal and is endorsed by Joe, if there are no other nominees by the end of polling next meeting, we will confirm him as knight marshal then.

Facebook page vs. Facebook group – the group is the one being used and updated, but the other is not being used or reaching people, and the G+ page is also not being used. If these are not willing to be posted to we should shut them down. Before deleting the Facebook page we should notify the members on there that we are moving to the group. The webminister team will be handling this. The same will apply to the G+ page.

ANNOUNCEMENTS

Thanks to all who participated in the “A Knight in the Garden / Knight School” demo on Sunday, 6/12/16, at The Highlands Mansion and Gardens in Fort Washington, PA!

 

Wow, wow, wow!! 

 

What an impressive, fun, educational, and inspiring bunch of classes taught by SCAdians at The Highlands demo on 6/12. 

 

Many, many thanks to: 

 

Lord Bryan Mac Dhunghaill an Boghadair (aka Lord Bryan the Archer) for his Heraldry class; 

 

Lady Alesia de Maris of Ravenstar for her Tabard-making class; 

 

Mistress Gisela Szabo for her Calligraphy class; 

 

Lady Angela Mori for her Leatherworking class; 

 

Lady Elizabet Marshall for her Embroidery class; 

 

Lady Aislinn Ysobel d’Argentan for her Spinning class; 

 

Lady Alanna of Ravenstar for her Making a Window Decoration in the “Stained Glass” Style class; 

 

Duchessa Diana Alene Tregirtse, Baron Hrolf Hrafnsen, Lord Ari Thorbrandsson, m’lady Sarah le Payller, and Lord Kolozsvári Arpád for their Renaissance Dancing class; 

 

Maistresse Sabine de Kerbriant, Master Arden of Icomb, and Mu’allima Jamilia al-Suba al-Hadid al-Bhakailia for their Renaissance Music class; 

 

Lord Aurddeilen ap Robet for his Lawn Billiards class; 

 

M’lord Joseph of Narberth and m’lady Antoinette of Colwyn for their Renaissance Games class; 

 

Lady Abigail of Lorraine of Buckland Cross for her Decorating a Hobbyhorse class; 

 

M’lord Thomas of Bhakail for his “Jousting” with a Hobbyhorse class; 

 

Lord Lorenzo Gorla, Baroness Wentlianna Bengrek, and Lady Yvaine Catlin d’Acley for their Renaissance Rapier Combat class; 

 

Mistress Judith the Confused, Mistress Scheherazade al-Zahira, and Lord David the Fish for their Ceremony of Completion of Classes. 

 

Also, many, many thanks to: 

 

Lord Bryan for creating/providing the broomstick horses and the “jousting” materials, the materials for the Heraldry class, the scrolls for the Class Completion ceremony, for helping to organize this demo, and for doing set-up and clean-up; 

 

Lady Alesia for creating/providing some of the supplies to decorate the broomstick horses, the tabard-making materials, the “stained glass” window decoration materials, and for helping to organize this demo, and for doing set-up and clean-up;  

 

Mistress Gisela for creating/providing the small flags and pouches as giveaways and the materials for the Calligraphy class, and for helping to organize this demo, and helping with clean-up;  

 

Lady Angela for creating/providing the materials and giveaways for the Leatherworking class; 

 

Lady Elizabet for creating/providing the materials and giveaways for the Embroidery class; 

 

Lady Aislinn for creating/providing the materials and giveaways for the Spinning class; 

 

Lady Alanna for helping to provide the materials for “stained glass” window decoration materials and giveaways;  

 

Lord Aurddeilen for creating/providing the lawn billiards sets, and for helping with set-up and clean-up; 

 

Mistress Judith for creating/providing some of the material for the Class Completion ceremony, and for helping to organize this demo; 

 

Lady Yvaine for creating/providing some of the tabard-making materials, and for helping to organize this demo; 

 

Lady Abigail for creating/providing supplies for the hobbyhorse decorating and helping with set-up;

 

M’lord Thomas for helping with set-up and clean-up; 

 

Lady Alanna for helping with set-up and clean-up; 

 

Lady Eleanora the Tilemaker for helping to create/provide some of the small flags, pouches, and tabards; 

 

Lady Gwendolyn verch Gwilliam for helping with various classes;  

 

Lady Kathryn Perry for helping to organize this demo; 

 

Lord Arpád for helping with clean-up;  

 

Lord Bryan, Lady Alesia, Lady Roseia Poseia, Lord Patraic O’Donagal, and m’lord Ibid for donating some prizes/largesse/giveaway materials.

 

I apologize if I didn’t specifically mention anyone who also helped with prep, or set-up, or clean-up for this demo. Thanks so much for everything you did! The attendees and the historic site LOVED the demonstrations/classes which the members of Bhakail, Hartshorn-dale, Buckland Cross, Iron Bog, and Carillion presented! Thanks again for a wonderful, fun, and collaborative demo!

 

–          Mistress Philadelphia Brown

 

PENNSIC is looming

We are up to about 80 people, which is close to filling up the block. We will have our own EK 50th anniversary. We are hosting East vs. Mid chess match again Flaming Griffin vs. Concordia, Known World Players read through as usual. They will be short on marshals so consider volunteering. Period bardic and games night is still happening. Also the filk night and cocktail hour. There are four days left to register. Make sure you get your forms in!

2016-06-25 – Court of Love and Baronial Bardic Champions

Their Excellencies Bhakail, Mael Eoin and Ysmay, held a Baronial Court at Court of Love and Baronial Bardic Champions in Their Canton of Black Icorndall on the 25th of June, Anno Societatis 51, also counted as 2016 in the Common Era.

After opening Their Court, They called for Their Bardic Champion, Lady Girsell MacLeoid, and thanked her for her year’s service to the Barony. They took back the Champion’s regalia and gifted her a necklace to remember her time as Champion by.

Their Excellencies then called for Lord Sean O’Morain and named him Their Bardic Champion. They praised his story and song in the competition and invested him with the regalia of the office. His success was recorded with a scroll calligraphed and illuminated by Lady Cassandra Arques de Northmania with words by Lady Lianor de Matos. Lord Sean then took his place with Their Excellencies Court.

Lady Girsell then asked Their Excellencies’ permission to bestow a gift of her own and with permission given asked for Lady Lilie Dubh inghean uí Mórdha. Lady Girsell complimented her performances and presented her with an favour she had embroidered.

Next, Their Excellencies called for those newcomers to the event and gave out small tokens of thanks and Their hope that they would come to future events.

Maistresse Sabine de Kerbriant was called forward and thanked for both competing in the Bardic Championship and for coordinating the Court of Love portion of the event.

Sayid (Lord) Jibril ibn ‘Ammar al-Fayyad was summoned next and thanked for the sumptuous buffet he had laid out for the dayboard. Many of the dishes were highly praised.

Their Excellencies then called for Their Order of the Horse. The Order, once gathered, was found to be incomplete and to correct this Lord Calin Macsalny was asked to attend the Coronet. Their Excellencies praised his work as Constable and his gladly offered help at events and presented him with a medallion and with a scroll calligraphed and illuminated by Lady Shoshana Gryffyth with words by Baroness Ysmay de Lynn and Master Rowen Cloteworthy.

There being no further business, Their Excellencies closed Their Court.

These are the events as I recall them. My thanks to all the retainers, scribes, and heralds for their assistance throughout the day.

Pray know I remain,

In service to Canton and Barony,

Master Rowen Cloteworthy, Salamander Pursuivant

Tuesday July 12th 7:30 at Stage One, 101 Plush Mill Road, Media PA

Business Meeting • Salamander

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