January 2019 Baronial Business Meeting Minutes

South Downs Baronial Business Meeting

2 January 2019, 7:30pm

Doraville Civic Center – 3744 Central Ave., Doraville GA

Notes submitted by Lady Raven Helmsplitter, South Downs Chronicler.

THL Lucien d’Artois called the meeting to order. Master Wistric sez “Welcome! If you did not sign in, please sign in!”

Baronial Polling Results
HRM Gwenhwyfar announced that after a great turnout with votes and comments from the populace, the new Baron and Baroness South Downs will be Master Wistric Oftun and Mistress Sunneva de Cleia! Huzzah!

Officer Reports

  • Herald (THL Lucien d’Artois)
    • Awards – Magna Faire
      • Lady Stella di Silvestri – Order of the Velvet Owl
    • Submissions
      • THL Andreva Rigaldi – device and name change registered Margot de Saint Denis
  • Armored and Youth Marshal (Lady Mairghread)
    • Armored
      • Lord Bram has offered to step up as deputy armored marshal
      • Lady Mairghread will discuss with their new Excellencies how they would like to handle choosing their new rapier and armored Baronial champions
    • Youth
      • Completed reports for the youth program
      • Is working on rewriting the rules for youth rapier
  • Rapier Marshal (Lord Brendan de Hay)
    • We are still holding practices when the weather allows.
    • We are looking for a new site for Tuesday evening practices, given the ongoing problems with lighting at both Blackburn and Brook Run parks.
  • Live Weapons Marshal (Mistress Mara Palmer)
    • December’s practice was rained out
    • Practices through May 2019 have been scheduled and are posted on the South Downs and Owl’s Nest Live Weapons Facebook group
    • Mistress Mara needs to get in touch with anyone who’s earned a tassel, so she can arrange to have the tassels presented in court
    • She also has requested for volunteers to help make tassels for the archers. Instructions are available on the Facebook Live Weapons group; if interested in helping, please contact her directly.
  • Chatelaine (Lady Justina di Silvestri)
    • We’ve had some awesome new people who have recently joined the Barony – welcome!
    • Anachrocon is coming in February! Please stay tuned for updates, but in the meantime, teachers are needed to teach at Anachrocon, if interested, please contact Justina.
  • Arts & Sciences (Mistress Sunneva de Cleia)
    • We have A+S in the Barony, and it is good! Yay!
    • Thanks to the response from the populace, Baronial Arts + Sciences classes have been scheduled through July 2019 “because y’all are amazing!” But there’s still opportunities to share you knowledge! If you are interested in teaching a class, please fill out the form or contact Mistress Sunneva directly.
    • Our next A+S class will take place on January 23, when Sir Iastreb will teach the History of Chess; Iazzie described it as more of a survey of the evolution of chess from its earliest historical versions to modern chess as we know it today.
    • Lady Justina will teach February’s class, “Taking a Bite Out of History: Your Ancestors Were Cannibals!” followed by Cellach Ingen Oengusa’s class “Who Was King Arthur, Anyway?” in March, and THL Madalena’s class on making bysockets in April.
  • Reeve (THL Andreva Rigaldi)
    • We have some money! Huzzah! We don’t have specifics yet, as the report just arrived today, so she hasn’t yet had a chance to analyze it.
    • Andreva pointed out that the profits the Barony makes on our big events goes toward paying for the storage unit and meeting site rental fees, and not much more than that. So please consider hosting fundraiser lunches at events, as those profits go towards any other needs and requests for Baronial supplies
    • Gulf Wars is coming! Make sure you designate the Barony of South Downs as your local group when you volunteer – local groups will receive funds based on the number of volunteer hours logged by their members.
  • Quartermaster (THL Lucien d’Artois)
    • We have stuff!
    • Lucien thanked everyone who came out on project night to help mark new baronial kitchen supplies, etc.
    • Inventory weekend coming to a weekend near you! Please stay tuned and come and help out!
  • Webminister (Lord Pietro di Conti)
    • We have a website!
    • Worked on disk cleanup
    • Midwinter A+S site updates:
      • Class signup link
      • Fighter practice page – updated live weapons schedule for early 2019
      • Live Weapons marshal page – added links to Meridies archery scores and How to Make Tassels instructions
  • Minister of Children (Lady Myndee of South Downs, THL Mark de Wytteney reporting)
    • Not much has happened in the past month, but Myndee and her deputy have volunteered to run children’s activities at Fools’ War
  • Seneschal (Master Wistric Oftun)
    • Wistric thanked everyone who helped with the Baronial polling
    • We need to find a new meeting site, as the rental rate has been raised from $50/week to $70/week beginning in March 2019. Perhaps we can go to St. Philip’s in Buckhead? But we’re definitely open to new site options.
  • Their Excellencies
    • His Excellency also thanked everyone who helped with the Baronial polling, and is looking forward to the new Baron and Baroness South Downs
    • He then asked if anyone was going to Magna Faire, and what activities they were planning on taking part in – A+S? Fencing? Anything else?

Other SCA Business

  • Midwinter Arts + Sciences (9 February 2019)
    • We’re having an event next month!
    • Classes are coming along
    • Many volunteer positions have been filled, but volunteers are still needed – please contact Lady Alisandre if interested
    • Still looking for a group to host the fundraiser lunch
    • Evening court will be held in the ballroom but we have zero chance of getting in there before 3:00pm, so morning court will take place in the lecture hall
    • We are going to try to have evening court start at 4:30pm because there is a lot that will happen at court and we have a hard out of the site at 6:30pm
    • Now that we know who is being invested as Baron and Baroness South Downs, we can move forward full force with planning the investiture
    • Please pre-register for Midwinter A+S, it will make troll go a lot easier and more quickly
    • Speaking of troll, volunteers are still needed for troll shifts, especially first thing in the morning
    • Regional Fighter Practice – it’s happening (weather permitting)! Will be held Sunday, 10 February 2019, at Brook Run Park (usual practice location and time) We will have signage advertising the Regional at the Midwinter site
    • Inquiries have been made about crash space for Midwinter – Mara will be coordinating, so if you can offer crash space (or know someone who needs it), please contact her directly
    • There is interest in holding a Baronial yard sale, since the Barony has a good amount of stuff we no longer need, and there’s also people who want to donate. We’ll hold it perhaps at Midwinter, the Regional practice, or Fool’s War. There were a lot of ideas offered for the yard sale, and a volunteer to serve as point person was requested. Since Owl’s Nets has expressed interest in helping (as they have stuff to donate as well), it was suggested that Adaire be contacted to organize the yard sale.
    • The Courtesan’s track is still seeking volunteers to teach any of the Courtly Arts, social aspects of court, etc. Family-friendly classes are welcome.
  • Spring Coronation for TRH Sebastiannos and Morgan (5-7 April, 2019)
    • Juliane is going to look at the site this week. The new site, which is also where Fools’ War will be held, sounds really promising. HRH Sebastiannos is really excited about the site.
    • Discreet cigarette smoking is allowed – please religiously police your cigarette butts
    • Dogs are welcome on site (with all required paperwork) – if you bring your dog, please religiously police their butts 😉
    • A lot has already been negotiated with the site, thanks to Fynlo and the Fools’ War team, and the Boy Scouts (who own the site) are really excited about having us (the SCA) use their site in the future
    • Juliane has put a bid together already, and is working through requests from Sebastiannos for feast arrangements. She will discuss these requests with the finance committee to get them implemented.
    • Stunt Bards! (for feast?)
  • Red Tower (4-6 October, 2019)
    • Lady Veronica has volunteered to put together a bid
  • Castle Wars (21-24 November, 2019)
    • THL Piers is interested in autocratting, but has concerns about some issues with the site, including pricing and SERV-Safe certification for kitchen workers.
    • The event site will be the same Boy Scout camp site as Coronation and Fools’ War
  • Anachrocon (15-18 February, 2019)
    • Takes place over Presidents’ Weekend; it does conflict with several events, but we’re looking for volunteers
    • These are our people we just have to draw them in
    • We are seeking teachers for classes – please contact Lady Justina if interested
  • JordanCon (26-28 April, 2019)
    • Fantasy literature convention, in honor of author Robert Jordan
    • Will be held at the Crowne Plaza Atlanta Perimeter at Ravinia
    • Tiff Frankin is point person for Meridies
  • Questions from HRM Gwynhwyfar
    • She wanted, first of all, to let everyone know that HRM Adhemar would have liked to have been at the meeting for the Baronial announcement and thank everyone personally
    • After the meeting, representatives for Meridies will need to come to a final decision about kingdom-wide fundraising for the Knowne Worlde party at Gulf Wars
      • Party theme – Hogwarts! HRM will be Fleur Delacour
      • There will be a fundraiser raffle, and items are being requested for the raffle
      • HRM wants to have an army of dementors, and mentioned something about thousands of glowsticks?

Other SCA Business

  • Mistress Allesandra mentioned that while Midwinter A+S is going on, the populace is welcome to enter the A+S competitions, and “we have like 400 laurels who would love to help you!”
  • Lady Stella is still looking for someone to take over organizing the baronial activity at DragonCon, as she won’t be able to be there for registering our group. Justina reminded us that we’ve been invited by the alternate history track to provide some classes

Non-SCA Business

  • His Excellency, Master Lorenzo, said that a couple of lovely chairs had been left behind at the baronial holiday party. If you left one, please come get it!
  • Dinner – Shaking Crawfish!

Next business meeting will be held Wednesday, 6 February 2019, at the Doraville Civic Center. Happy holidays and a happy new year!

Thanks!

–Raven

December Baronial Business Meeting Minutes

South Downs Baronial Business Meeting

5 December 2018, 7:30pm

Doraville Civic Center – 3744 Central Ave., Doraville GA

Notes submitted by Lady Raven Helmsplitter, South Downs Chronicler.

THL Lucien d’Artois called the meeting to order. Master Wistric sez “Welcome! If you did not sign in, please sign in!”

Officer Reports

  • Herald (THL Lucien d’Artois)
    • Awards – Castle Wars
      • TBD
      • TBD
    • Submissions
      • TBD
  • Baronial Polling (THL Mark de Wytteney)
    • Polling begins at tonight’s meeting for non-residents
    • Polling will continue at next Sunday’s fighter practice and next week’s baronial meeting
    • He explained the polling process:
      • Voting will be a ranked system for the three sets of candidates; everyone will vote their order of preference for the sets of candidates
      • Ballots are being mailed for residents of the Barony today
  • Armored and Youth Marshal (Lady Mairghread)
    • Armored
      • Has been out of the loop for a little bit, due to real-life responsibilities
    • Youth
      • Completed reports for the youth program
      • Is working on rewriting the rules for youth rapier
  • Rapier Marshal (Lord Brendan de Hay)
    • Nothing to report
  • Live Weapons Marshal (Mistress Mara Palmer)
    • Mistress Mara was counseled by the populace to walk, not run, to the lectern as she approached to give her report
    • Practices have been going well, although they are starting to slow down as the weather has grown colder
    • Reports that Live Weapons will need more equipment – in particular, bows, arrows, and longer arrows
    • Castle Wars
      • went really well – great turnout, and many new participants. A total of 70 participants signed in at the archery range.
      • W did have a few safety incidents at Castle Wars, especially with people walking behind the targets. Mistress Mara emphasized that even if out of range, people walking behind the targets make the archers really nervous.
      • Thanks to the Barony of Bryn Madoc, who marshaled the throwing side of the Live Weapons activities at Castle Wars
    • It seems that there were many people who didn’t realize that they could come to our practices, even if not part of our Barony. Our practices are open to all, not just the members of the Barony!
    • Please check the Facebook group, South Downs/Owl’s Nest Live Weapons Practice to track upcoming practices.
  • Chatelaine (Lady Justina di Silvestri)
    • We had a lot of new people attend Castle Wars – it was awesome!
    • Lady Justina mentioned that there is a new Newcomers group on Facebook, and encouraged everyone – new and established members – to join, to ask and help answer questions and see what new people want to know about Meridies and the SCA in general.
    • Upcoming demos:
      • Anachrocon in February
        • Master Mathias mentioned that Anachrocon has asked for a commedia presentation. Anyone interested in helping, please contact Mathias directly.
      • DragonCon
        • Justina reminded us that we’ve been invited by the alternate history track to provide a couple of classes
      • Kennesaw State University (KSW)/OwlCon
        • Master Wistric mentioned that last March, KSW sponsored OwlCon; they have planned to hold it annually, but he’s not seen anything about this year’s event yet. Jaden and Lauren are looking into its status for this year
      • Possible demo at a library in Milton? More information to follow
  • Arts & Sciences (Mistress Sunneva de Cleia)
    • We have A+S in the Barony, and it is good! Yay!
    • We had 19 classes at Castle Wars, most well-attended
      • Courtesans’ track and the Newcomer’s track were both really encouraging
      • The period firearms demo was really exciting
      • Mistress Sunneva thanked everyone who took and taught classes
    • Next year’s classes for South Downs A+S nights are already scheduled through July 2019; if you are interested in teaching a class, please fill out the form or contact Mistress Sunneva directly.
    • Our next A+S class will take place on January 23, when Sir Iastreb will teach the History of Chess
  • Reeve (THL Andreva Rigaldi)
    • Castle Wars’ report has not yet been completed, pending final PayPal report
      • we made approximately $3,700 in profit
      • If you have receipts for Castle Wars, please send them to Andreva THIS WEEK
    • We have money in the bank, no outstanding checks
    • We have purchases we have made for the Barony that we need to approve:
      • $151 for tiki torches (HE South Downs)
      • $64.58 for 2 coffee pots and (?) air presses, which are so much easier to manage than industrial coffee urns (Justina)
      • $82 for dollies for transport (Lucien)
  • Quartermaster (THL Lucien d’Artois)
    • Nothing to report
  • Chronicler (Lady Raven Helmsplitter)
    • Nothing to report
  • Webminister (Lord Pietro di Conti)
    • We have a website!
    • Sent Warrant for Appointment to the Office of Group Webminister to Kingdom Webminister at the Request of Rhiannon Mulholland
    • Updated Castle Wars website
    • Posted in-person polling announcement
    • New profile pages for:
      • Lord Guido of Axbridge
      • Lord Lucis Wicanius Cicero
      • Lord Jacob Mór
      • Captain Nikoslav Mikolaevich
      • Safa
    • Updated profile pages for:
      • Lord Nikon Dawidowicz (device, awards, and spelling)
      • Captain Brendan de Hay (awards)
      • Lady Myndee of South Downs (awards)
      • Lord Quintus Valerius Gracchus (awards)
      • THL Mark de Wytteney (awards)
      • Lord Jarec Markov (awards)
      • THL Juliane de Vivonne (awards)
      • Master Davio de la Rouge (awards)
  • Minister of Children (Lady Myndee of South Downs, THL Mark de Wytteney reporting)
    • Much of the Minister of Children’s report is regarding Castle Wars
      • One of the things thats important about the office is the issue of background checks. However, the MiC of a local group is the only one who is allowed to be sponsored/paid for by the Kingdom to get a background check – not even her deputy can be allowed to have a background check through the Kingdom. This restriction is causing problems with events with good turnouts for kids, such as Castle Wars. We’re not allowed to leave any children unsupervised, or supervised by a non-cleared volunteer – if one kid needs to go to the bathroom, they all need to go to the bathroom
      • We would love to have enough authorized support (without having to depend on the occiasional MiC from another group) to be able to split the group into younger and older kids so everyone can do cool things
      • Mock court was a huge success
      • We want to be able to get the kids active in what they are interested in doing in the society – not just passively doing arts and crafts “kids’ activities”
      • Mairghread mentioned her experiences with youth marshaling, comparing and contrasting her requirements with background checks with what the MiC has to go through
      • It was clarified that the Kingdom will only pay for one background check for an MiC per group, and that outside background checks are not applicable in the SCA. It was asked if it’s possible for the Barony to pay for an additional background check through the Kingdom, and if we knew how much the background check would cost, if finances are part of the problem? Can the group sponsor additional background checks?
  • Seneschal (Master Wistric Oftun)
    • If you haven’t signed in, please sign in
    • The 4th Wednesday this month is Boxing Day, there will be no meeting
  • Their Excellencies
    • His Excellency greeted the populace “Hi! I’m your lame duck baron!”
    • He then asked if anyone was going to Magna Faire, and what activities they were planning on taking part in – A+S? Fencing? Anything else?

Other SCA Business

  • Castle Wars Post-Mortem
    • THL Juliane stated that the #1 lesson learned was that we have the most awesome kingdom in the world
    • HRH Sebastiannos commented that his #1 lesson learned whas “Don’t give a kid a big tin of candy and let him go off with it!”
    • Other lessons:
      • When we got on site, we realized we didn’t have all the things we need for the lyst field – marking tape, flags, etc.
      • We should have a check off list for the field in advance
      • As a barony, we delineate in advance what each staff position involves, so there’s no confusion and less stress (esp for new people wanting to volunteer)
      • 3 hr courts are long
        • His Excellency really liked the idea of morning court to take care of a lot of the smaller awards done
        • HRM mentioned they had roving court which helped, but His Excellency pointed out the only people who would see court would be those who happened to be there
      • Having a co-autocrat would also be a great mentoring opportunity
        • Everyone needs a Nikon! But seriously, having a general assistant is a great idea
        • Iazzie mentioned that at MGT the autocrat has the co-autocrat take up the next year’s event. This would also help educate the autocrat – they have a year to find out all the details while co-ing
      • Issues that couldn’t be anticipated – at the Shrine, the radios didn’t work between the hall and the field. need to figure out how to work around it.
      • Lucien mentioned that Tir Briste has 3 co-autocrats (for Fools War?), each with a specific area of the event, so one person doesn’t have to run back and forth – makes communication around the event site much easier
      • Duke Thomas pointed out that CW is one of the biggest events of the kingdom, so we really should have a team of (co) autocrats just to manage
      • Landcrat
        • We need to address parking issues
        • Parking was really problematic, site manager was grumpy
        • We should have a parking team to manage where cars go as people arrive, especially with events this size. PARKING CZAR!
      • (Ximon) Cleanup
        • The people who were there until the end did an amazing job
        • We might consider working with a smaller group (for $$$) to help with set up and break down
        • Iazzie suggested that we contact Gulf Wars people to see how they handle volunteers for setup and breakdown
      • Andreva pointed out that yes, we make a decent profit with Castle Wars, but we also have had events over the year that have lost a lot of money
      • Volunteer raffle on Sunday didn’t get a great turnout because it was on Sunday
      • Lucien mentioned that we spent a lot of time on Sunday doing trash runs. Perhaps the pottycrat team could also do trash runs throughout the weekend.
        • Wistric mentioned that (Ben) had an idea – his Amtgard group has each camping group assigned a camp master, and each camp submits a deposit at registration. When their group is cleared to go, they get their deposit back.
        • Make it a competition? Whoever leaves their camp the quickest and cleanest gets an attaboy and kudos. hmm…
        • Better advertising in general for calling for volunteers
        • Rain was also an issue because the portapotties couldn’t be set where they needed to be – portapotty groups were supposed to be where the trash cans were set.
        • Andreva pointed out that it wasn’t that the site was trashed – it was that piles of trash bags were left at the portapotties, and it took forever for Ximon and Farouq to load up the trash and haul it to the dumpsters.
        • Could the parking people also inform groups about the trash situation – where the dumpsters are and that everyone is expected to dispose of their trash before they leave?
        • Perhaps the pottycrat could also have a trash detail throughout the weekend, going along camps collecting trash bags?
        • Dumpster locations? We can place them anywhere, since we have it brought in ourselves
      • Problem – the portapotty truck could not get on the swamped field, which is why so many cars were left on the field
      • Ximon, Lucien, Lorenzo, Wistric, and Ben did an awesome job
      • Truck was totally worth it, but it cost a lot more than was budgeted. Need to revisit budget for the truck
      • HRH mentioned that it would save the Barony a lot of money in repairing the castle wars by getting a trailer that is dedicated to storing the walls
      • Storing walls in storage unit, good short term solution but trailer is good long-term solution
      • RV fees were more than we expected/were told. need to clear that up
    • Midwinter Arts + Sciences
      • Please check with Lady Alisandre if you are interested in volunteering. We already have several volunteers for troll
      • Justina mentioned that we are looking for teachers for the Courtesans’ track – classes on any of the courtly arts, not just “R-rated,” are welcome
    • We are opening bids for Spring Coronation (HRH Sebastiannos and Morgan!), which will be held at the Fools War site
    • We need an autocrat for Red Tower 2019

Other SCA Business

    • Andreva announced that if you aren’t going to Magna Faire, she will be performing that same evening with her new vocal chamber group and invites everyone to come to the concert. It’s their first concert and “we have no idea what is going to happen.”
    • Mathias and Mara are planning a fuzzy PJs and dinner party (when?)

Next business meeting will be held Wednesday, 2 January 2019, at the Doraville Civic Center. Happy holidays and a happy new year!

Thanks!

–Raven

November Baronial Business Meeting (and Candidate Q+A) Minutes

South Downs Baronial Business Meeting

7 November 2018, 7:30pm

Doraville Civic Center – 3744 Central Ave., Doraville GA

Notes submitted by Lady Raven Helmsplitter, South Downs Chronicler.

THL Mark de Wytteney called the meeting to order. Master Wistric sez “Welcome! If you did not sign in, please sign in!”

Baronial Candidates Q+A

With the announcement of Their Excellencies Lorenzo and Adela’s intent to step down in the near future, three sets of candidates were nominated to serve as the next Baron and Baroness South Downs:

  • Master Wistric Oftun and Mistress Sunneva de Cleia
  • THL Lucien d’Artois and THL Juliane de Vivonne
  • Sir Iastreb Desislavich and THL Marianna Cristina Tirado de Aragon

The meeting began with a question and answer session with all the candidates, documented here (and on the baronial FB group) with this video:

Video of baronial candidate question and answer session

Baronial officers submitted their reports to be posted separately.

Officer Reports

  • Herald (THL Lucien d’Artois)
    • Awards – Red Tower
      • Lord Brendan de Hay – Order of the Red Raven
      • Lady Raven Helmsplitter – Order of the Red Raven
    • Submissions
      • No new submissions, no change in status to existing submissions
  • Armored and Youth Marshal (Lady Mairghread)
    • Armored
      • Nothing to report
    • Youth
      • Nothing to report
  • Rapier Marshal (Lord Brendan de Hay)
    • Nothing to report
  • Chatelaine (Lady Justina di Silvestri)
    • Nothing to report
  • Arts & Sciences (Mistress Sunneva de Cleia)
    • Nothing to report
  • Reeve (THL Andreva Rigaldi)
    • Nothing to report
  • Quartermaster (THL Lucien d’Artois)
    • Nothing to report
  • Webminister (Lord Pietro di Conti)
    • We have a website!
    • Added signup sheet for 2019 A+S classes
    • Updates to Red Tower website:
      • Schedule
      • Sitemap
      • Gods & Quests
    • Updates to Castle Wars website:
      • Land map
      • Merchant list
      • Rapier schedule
      • Courtesan salon
      • Meridies Pride link
      • Notice of cancellation of equestrian activities
      • Notice of closing of PayPal registration
    • Updates to Midwinter A+S website:
      • Added Midwinter 2019 to top level “Events” dropdown menu
    • Updated info for other upcoming events:
      • Fall Crown List
      • Magna Faire
    • Updated awards:
      • Lord Brendan de Hay – Order of the Red Raven
      • Lady Raven Helmsplitter – Order of the Red Raven
      • Master Wistric Oftun – Argent Comet
      • Lord Davio de la Rouge – Argent Comet
  • Chronicler (Lady Raven Helmsplitter)
    • Nothing to report
  • Seneschal (Master Wistric Oftun)
    • Nothing to report
  • Their Excellencies
    • Nothing to report

Thanks to THL Mark de Wytteney and Lord Nikon Dawidowicz for their help in coordinating and recording the Q+A session this evening.

Next business meeting will be held Wednesday, 5 December 2018, at the Doraville Civic Center. Please note that the first non-resident polling will take place at the December business meeting.

Thanks!

–Raven

October Mini-Business Meeting

South Downs Baronial Business Mini-Meeting

17 October 2018, 7:30pm

Celebrity Guest Meeting Space – Cathedral of St. Philip

Notes submitted by Lady Raven Helmsplitter, South Downs Chronicler.

Herald (THL Lucien d’Artois) called the meeting to order. Master Wistric sez “Welcome! If you did not sign in, please sign in!”

Red Tower Post-Mortem

  • Lady Veronica da Lucca and Lord Mark de Wytteney, co-autocrats thanked everyone who worked on Red Tower – the event was awesome!
  • Veronica especially thanked all the staff and volunteers who rocked even in the brutal heat
  • We’ve already booked the site for next year
  • Comments and Observations
    • The people who had said they were going to do Friday night traveler’s fare couldn’t make it at the last minute, and it didn’t get covered in time. We will come up with alternate plans for future events, to make sure such offerings are covered
    • Several people mentioned that we could use more signs for that site (Camp Rutledge at Hard Labor Creek State Park), as they thought they had gotten lost (especially once they got to the unpaved section). “Is that a banjo? No, a hurdy-gurdy. Burma shave.”
    • Having trash cans on the field would be great, but everyone took great care of the lyst field – it was left crazy clean! The park rangers complimented us on how clean we left the site
    • The bathroom staff should be on site as early as possible to double-check the bathrooms and showers, to make sure they are suitably clean and stocked (especially with hand soap and paper towels)
    • Wistric asked if the two portapotties on the lyst field were sufficient – everyone seemed to think they were; perhaps add a hand wash station on the field?
    • Having a checklist for baronial supplies for each bin would make packing up a lot easier. Lucien said he’s already working on it, and the checklists should be ready by Castle Wars
    • It was suggested that Pietro should post the inventory on the baronial website so everyone knows what we have
    • We should make sure we have plenty of propane included
    • Sunday morning – the site closes at 10:00am, so we should have more voice heralds to nudge attendees; we should also announce the closing time more frequently throughout the day and at court
    • An additional checklist should be created for closing up cabins – perhaps posted in each cabin at the beginning of the event
    • Landcrat/crittercrat
      • Wasp spray would be helpful
      • The site should be checked for fire ants (again) before the site opens – there were some problems on the lyst field with them
    • Lots of praise for the live weapons set up – they felt part of the overall fighting, as opposed to isolated from the rest of the action
    • Lots of praise for lots of fighting – fighting all day long, even in the heat
    • Water on the field was handled pretty well, but others mentioned that we should have 3 water barrels per marshal space and one in the hall, as water started to run out on the field
    • Need to work the parking pass situation out – the site balked at the request for 100 parking pass Friday morning, and only gave 50 to the troll on Friday. Perhaps try to acquire them a few days in advance
    • Should we get golf carts for the site?
    • This had been investigated previously for Castle Wars, and the price they got was $1000 to rent a couple of golf carts
    • Ximon suggested that if we paid him $100, he’d happily shuttle people back and forth from the field to the hall
    • The idea of a shuttle person as one of the staff could be a really good idea/alternative to golf carts, actually
    • Bloody Ridge was really happy to have the opportunity to do the fundraiser lunch, but the logistics became difficult because the lunch area was back at the hall and therefore far from the field (where most of the people were). Suggestions were made to have a takeaway option or delivery option to the field? However, unless we run the fundraiser lunch ourselves, we can only make recommendations
    • The Gods Quest was a big success, especially for the kids
    • Her Excellency mentioned that she was also pleased with the set up of archery and live weapons, allowing them to feel much more a part of the overall fighting, and the Gods Quest – it would be great to do a similar quest for future events; having the Quest printed on the event flyers was a great idea
    • Her Excellency suggested that we might want to consider:
      • Having trash bags available at Troll for each cabin to pick up at check in
      • Making sure breakfast was provided to TRHs – their entourage is supposed to be in charge of that
      • Extending a special invitation to Master Evan to bring his book collection to a special scriptoria at a future event
      • Thinking about how to better use our baronial banners
      • Include in event staff dedicated people to help set up and take down baronial and kingdom pavilions
      • Encouraging an A+S class schedule for Red Tower – there were people who chose not to attend because there was a lack of classes
        • Veronica mentioned that there had been an executive decision to focus on fighting, but we also need volunteers to teach classes – please don’t wait for others to set up classes
    • Revel – Veronica thought it went really well, but there was some confusion about whether it was “official.” The alternate, family-friendly revel never really happened, but it was a good idea and should be planned earlier and advertised more to get a good turnout.
    • Minister of Children staff – if anyone is interested in volunteering, it would be a great help to the staff, as the kids groups could then be split up with the two credentialed leaders. Lady Melusine will investigate what (if any) background checks will be necessary for secondary volunteers, and how many credentialed people will be needed per number of volunteers.
    • Feastcrats need to make sure that they have their own supply of dish soap for this site, as it is not provided
    • The Barony has acquired a supply of new dishes and other kitchen supplies that need to be labeled. These will be brought to December’s project night so everything can be properly labeled and added to the inventory
    • Storage load out on Friday went really well. Lucien noted that moving forward, there will no longer be vehicle access to the storage facility, so we should look at cart options (perhaps at Costco?) to help get supplies into and out of the storage unit
    • The Barony is also considering moving to another storage facility, priorities being vehicle access and climate-controlled units
    • The event site has terrible coffee makers; we thought we had Baronial coffee makers, but apparently they died at a previous event. A voice vote was taken to replace the coffee makers (because coffee!)
    • In response to the issues surrounding the 10:00am site closing on Sunday, it was explained that this is because of the ranger schedule
    • Exchequer report:
      • Assuming all numbers are correct, our income was $4,217.98; with expenses totaling $3,166.63, our net profit was $1,051.35.

Castle Wars Business

  • Her Majesty has requested that the White Rose Ball be held at Castle Wars
    • There is some clarification needed about how this will be funded – from the Roses’ budget, or the Castle Wars event budget?
  • Lady Juliane still needs volunteers:
    • A hall steward
    • Someone to run the regular revel
      • Wistric talked to Duke Sinclair of Atlantia about bringing his tavern again to Castle Wars, and if so, we can do the revel there. We still ahve $355 from the Artsy Crown fundraiser lunch for a booze budget
    • For contributions to the volunteer raffle
  • How many war points will there be? Looking at five war points

Other SCA Business

  • Baronial nominations!
    • Piers Simmons nominated Sir Iastreb and THL Mariana
    • Lord Farouq nominated Master Wistric and Mistress Sunneva
    • Duke John nominated THL Lucien and Lady Juliane
  • Iazzie asked if the Barony had spoken to the Crown about the polling process. His Excellency mentioned that we are working under a compressed timeframe now, so we have talked to TRM to move the polling schedule more quickly than usual. It is important that anyone who wants to vote makes certain they have confirmed their ZIP code is within the Baronial boundaries or have otherwise followed the rules to be included in the voting
  • They are currently deciding whether ballots will be mailed or if polling will be at the meeting – it is important that as many people can be reached/included as possible
  • Current timeline includes having the investiture at Midwinter A+S
  • Polling should be mailed in early November, but it will be up to TRM when the decision will be made
  • TRM will ultimately choose whoever they want – this is a polling (where they take into consideration the views of the Baronial populace), not a vote in the usual sense
  • We will hold a Q+A for the candidates during the November business meeting (7 November)

With no other business, Lucien closed the meeting and dinner plans were discussed.

PLEASE NOTE: Next South Downs business meeting will be held Wednesday, 7 November 2018, at the Doraville Civic Center, 3770 Central Avenue, Doraville, GA. We will meet at the usual time, Wednesday 7-9pm.

–Raven

In-Person Polling at Upcoming Meetings

From the Honorable Lord Mark de Wytteney, Deputy Seneschal:

Polling for non-resident members of the Barony of South Downs, for the determination of our next Baron and Baroness, will occur on two dates – the first will be this Wednesday, December 5th. The second will be a week later, on Wednesday, December 12th. Polls will be overseen by me, his Excellency Lorenzo, and one non-officer volunteer from the Barony. We will check to make sure that all polled are on approved non-resident member list. His Grace, Duke Thomas, shall act as proctor for the Kingdom Seneschal.

PLEASE NOTE THE FOLLOWING:

  • To be able to poll, you must have met the polling requirements and be on the non-resident member list. If you weren’t on the list as of the October 17th deadline, then you will not be able to poll.
  • Resident members of South Downs (those living within the established zip codes of the Barony) will be mailed ballots and do not need to vote in person.
  • HIGH IMPORTANCE: a member CANNOT consider themselves part of multiple groups. If you live in and are an active participant in another group, you can not be considered a member of South Downs for polling purposes.

We hope that by providing two days for in person polling, we can provide everyone eligible the ability to have their voice heard by the Crown. Please be aware that non-resident members will not receive a ballot by mail, nor will they be able to mail in their ballots. You must be present at the Baronial meeting on either the 5th or the 12th to have your ballot counted.

We will also accept polling at the South Downs Fighter Practice on Sunday the 9th.

If you have any questions, feel free to ask me here or via email at seneschal AT atlantasca DOT org.

October 2018 Baronial Business Meeting Minutes

South Downs Baronial Business Meeting

3 October 2018, 7:30pm

Doraville Civic Center – NEW LOCATION! 3744 Central Ave., Doraville GA

Notes submitted by Lady Raven Helmsplitter, South Downs Chronicler.

Herald (THL Lucien d’Artois) called the meeting to order. Master Wistric sez “Welcome! If you did not sign in, please sign in! And – how do you like the new digs?”

Officer Reports

  • Herald (THL Lucien d’Artois)
    • Events – Tournament of the Foxes
      • Argent Comet – Master Wistric Oftun
      • Writ of Elevation to the Order of Defense – Captain Davio de la Rouge
  • Armored and Youth Marshal (Lady Mairghread)
    • No practice this Sunday due to Red Tower
    • Our monthly regional melee training practice will take place the following Sunday (14 October)
  • Rapier Marshal (Lord Brendan de Hay)
    • Practices. We are still having them (even without Brendan) Sunday afternoons at Brook Run Park, concurrent with armored. Tuesday evening practices at 7pm have gone back to Blackburn Park in Brookhaven. We’re averaging 2-12 people. For updates regarding rapier practices, go to the Atlanta SCA Fighting Facebook group.
    • We will also not have practice this coming Sunday, due to Red Tower
    • Brendan thanked all those who stepped up to run practices when he (Brendan) had work conflicts.
  • Chatelaine (Lady Justina di Silvestri)
    • We have had two newcomers join us at recent meetings or events
    • Justina mentioned that she encountered another group who opened their meeting to the general community, essentially an open house. She suggested that this could be a good idea for us, especially since our new meeting space is a promising spot to hold an open house.
    • Gold Key – we won’t be able to host a excess Gold Key yard sale at Red Tower, but she’d still like to host it sometime this month, or perhaps at Castle Wars? She’d like to hold it soon, so she can get it out of her house. She’d like to offer first dibs for new people who come to meetings.
      • Would like pricing advice on all items
      • Yard sale will also include unclaimed lost and found from past events
      • Justina emphasized that we are keeping the higher quality Gold Key – she really has an enormous amount of donated garb that she can sell off some of it
      • Details for the yard sale will be announced after Red Tower
      • Armored- and rapier-relevant lost and found will be given first to group marshals to see if they need it for loaner gear; remaining will be sold at the yard sale
    • Gold Key database is now available
  • Arts & Sciences (Mistress Sunneva de Cleia)
    • Mistress Sunneva was out sick, Master Wistric reporting
    • We have arts *and* sciences, and that is good
    • Lady Alisandre taught last month’s class on Research Tools and Methods
    • This month’s class, Voice Heraldry in Court, will be taught by THL Andreva
    • Reminder: Sunneva has made a schedule for all of 2018 as a Google Docs spreadsheet so you (yes, you!) can sign up to teach a class at one of our monthly A&S nights. She is pleased to report we have classes scheduled through most of the rest of the year; there is also a list in development for alternate/back up classes, so even if there are no specific dates available, please sign up!
  • Reeve (THL Andreva Rigaldi)
    • We have money! Yay!
    • Quarterly report is done and ready to submit
    • We have just over $4,000 in our account right now, and waiting to get PayPal funds deposited from Red Tower
    • Mistress Alessandra will be her new deputy reeve – yay!
  • Quartermaster (THL Lucien d’Artois)
    • We have stuff! Yay!
    • We completed the baronial inventory this past weekend
    • We will load up the trailer for Red Tower this coming Friday (5 October) at 8:00am. If interested in helping, please contact Lucien
    • Lucien thanked THL Mariana for her help researching and acquiring kitchen supplies for the baronial camp kitchen – yay!
  • Webminister (Lord Pietro di Conti)
    • We have a website!
    • Updates to Red tower web site
      • Pricing
      • Directions
      • Revel
      • Rapier schedule
      • Armored schedule
      • Live weapons schedule
    • Adjusted column width of text on desktop view of website
    • Added Tumblr to the social media buttons on the website
    • Updated meeting location
    • Added Andreva’s class to the October A&S class schedule
    • Updates to profile pages
      • Lady Myndee of South Downs: added as Minister of Children
      • Lady Roisin McAlister: added as Deputy Chatelaine (Gold Key)
      • Lord Jarec Markov: added as Deputy Armored Marshal (replacing Baron Robert)
      • Mistress Allesandra Giovanna Fioravnti: added as Deputy Reeve, also added a link from her profile page to her shop, Tied to History
      • Lord Mark de Wytteney: added as Deputy Seneschal
      • Lady Justina di Silvestri: added device, and a link to her blog
      • Sir Iastreb Desislavich: added device
      • Lady Alisandre: added class notes to her profile page
    • If you don’t want your photo on your profile page, or if you have a different picture for you or your device that you’d prefer, let me know!
  • Chronicler (Lady Raven Helmsplitter)
    • Nothing to report for now, other than things in the works including acquiring a deputy
  • Minister of Children (Lady Myndee of South Downs, Lord Mark reporting)
    • We have a Minister of Children! Yay!
    • All of Myndee’s paperwork is done
    • Jenny’s is in the works
    • Myndee is at home right now working on stuff
  • Seneschal (Master Wistric Oftun)
    • We have a barony! Yay!
    • 91 people have signed in to meetings since May – yay!
    • We will have our Red Tower post-mortem report and meeting on 17 October at the Cathedral of St. Philip’s
  • Their Excellencies
    • Her Excellency has reauthorized as an armored fighter; to celebrate, the baronial armored champion tournament will feature all fighters having to fight her to sort out the combatants
    • His Excellency has also authorized as in rapier, and will also fight all combatants in the baronial rapier champion tournament at Red Tower
    • Baronial archery champion will be determined at Sunday’s live weapons practice
    • Someone asked about where to get arrows – they can be purchased locally, you need to specify
        • Wood shaft
        • Feather fletching
        • Weight of your bow pull and draw length

Upcoming Events

  • Red Tower (5-7 October 2018), Lord Mark reporting
    • Needs to contact portapotty company to arrange for fieldside portapotties
    • What do different groups (martial, A&S, etc) need for supplies – do we have a list from last year’s Red Tower for reference?
    • Mark has a minion! (Nikon)
    • We are pretty set in general, things are coming along or being wrapped up
    • Iazzie asked to confirm if we have poles and rope for the lyst fields and offered to bring netting for live weapons field if needed – he’s got a supply of netting already for Castle Wars
    • Do we need tiki torches> We have propane torches, but we’ll need extra propane tanks to cover both nights
    • We have 70 beds and 72 feast spaces sold already. 24 feast spaces still available at the door. We have already reached break-even (yay!)
    • His Excellency asked about the pre-registration rate compared to last year – it is pretty low, and it’s expected that this is mostly due to large events surrounding Red Tower (MGT and Coronation), as well as it not being on Royal Progress. We do expect a lot of daytrippers, so we’re not worried.
    • Lady Veronica asked if everyone who is playing a god knows *who* they are portraying and if they have their garb set up
    • Raven is not doing the flyer – gah!
    • Where can we hold classes? There are some popups and people can bring chairs, and the hall is available during the day. Since the hall has ceiling fans, people may find it more comfortable.
  • Castle Wars (15-18 November 2018), Lady Juliane reporting
    • She has backed off from advertising about Castle Wars so it won’t interfere with Red Tower – but once Red Tower is in the books, it is ON!
    • Trying to get the FB staff group set up, but having technical issues; once these are fixed, all staff will be added
    • Volunteers still needed:
      • Hall steward (Duchess Ysmay is organizing the Rose Ball)
      • Saturday breakfast
      • Sunday breakfast – do we even need it?
      • Friday travelers’ fare
      • Site herald – Lord Mark volunteered, as he will be mostly done with landcrat duties by then
      • Fundraiser lunch Friday and Saturday – maybe Sol Haven or other local groups might be interested? Most of our barony will already be busy with the event, so we should try to get someone else to do the fundraiser lunches
      • Revel organizer for Saturday night
      • Other A&S competition-related volunteers needed, but will be handled separately
    • Currently, 45 paid weekend – 14 child (12 are William Scrivener’s), 1 daytripper and 16 feast
    • Bam will have the menu ready shortly
    • Iazzie has all the fighting scenarios ready, will release them individually every few days
    • Needs SCA names for all staff, so please confirm with Lady Juliane
    • We should check with the Honorable Clover group – they recently hosted a class on SCA and disabilities issues so we can make sure we address these issues adequately
    • Juliane would like to have everyone work on assembling tokens at the next project night
  • Midwinter A+S (9 February 2019), Lady Alisandre reporting
    • Received confirmation that we can have the ballroom in the student center for evening court
    • Still waiting for confirmation that we can have the classroom space for the event – the reservation person is away at a conference right now, but everyone is confident there won’t be any problems
    • Andreva needs the reservationist’s name for PayPal

Other SCA Business

  • Master Ximon showed the populace the four small towers that Sawyer brought in, which will be used to light the baronial banner poles – SO SPIFF! They cost $10 each to 3D print, so the question “how many do we want?” After discussion, it was agreed that we’d ultimately like 8 for the banner poles and 12 for feast tables, perhaps a total of 25? It was also agreed that Sawyer could provide 8 (for banner poles) for Castle Wars, and we can pay him upon receipt.
  • Ximon also proposed that the baronial encampment have a gate – he already has designed one, and can work on pricing for it. Everyone thought this was a great idea, and one of the ladies of the populace volunteered access to a maker space to help build the gate.
  • His Excellency talked about all the things they had wanted to do and have accomplished during their tenure as Baron and Baroness… then announced that they will be stepping down and will get the polling process going. If you are interested in putting your name in, please check out the rules and if you meet the qualifications, please contact His Excellency, Master Lorenzo.
  • Mistress Margavati recommended that if you want to nominate someone, *check with them FIRST*
  • Iazzie reminded everyone of the ZIP code database online, but we’re not sure how current it is
  • We now have a faculty rep at GA Tech!
  • In November, Justina will be taking over as a kingdom-level A&S rep (will provide more info)
  • MGT (Meridian Grand Tournament) was last weekend, and the Barony showed well! It was great to see the baronial arms on the lyst tree. Futhermore, Iazzie won the Rose Tourney – yay!
  • The Knowne Worlde Courtesans Guild podcast is live, baby! Justina is one of the podcast’s field reporters. She said they are looking for interviews, stories, poetry and other cultural aspects of SCA life. The podcast will be a digital salon hosted by the courtesans of the Knowne World Courtesans Guild and featuring artisans of historical arts from across the world. Tune in for intelligent discussion of history, re-enacting the pre-1600s world, and news of the Society. If you are interested in talking about your art, please contact Justina and she will be happy to chat with you!

Non-SCA Business

  • None

PLEASE NOTE: Next South Downs business meeting will be held Wednesday, 7 November 2018, at the Doraville Civic Center, 3770 Central Avenue, Doraville, GA. We will meet at the usual time, Wednesday 7-9pm.

Also – our 17 October meeting will be held at the Cathedral of St. Philip’s in Buckhead, 2744 Peachtree Rd NW, Atlanta, GA 30305. We will have our Red Tower post-mortem meeting, then our monthly dance practice – see you then!

–Raven

Baronial Polling

At the October business meeting Their Excellencies announced they will be stepping down.

This triggers the process for a polling for new baronage. We will be conducting this process over the next couple of months.

To be eligible to vote on the polling, you must be either:

A paid member living in the zip codes of South Downs (this link will take you to the Kingdom Atlas page where you can search for your zipcode to determine whether or not it is part of South Downs: http://www.meridies.org/atlas/kingdomatlas.htm)

OR

A Non-Resident Member, which is a paid member living outside the zip codes with a record of activity within South Downs (defined as attending eight baronial activities in the last year, with six of those in the last six months). Non-resident Members must submit their request to receive a polling to the office of the seneschal (preferably by e-mailing seneschal AT atlantasca.org) at or before the October 17th business meeting (NB: If you are finding out about this from the website, the deadline for you is October 24th – please notify the seneschal when you submit your request).

At the business meeting on October 17th (At the Cathedral of St. Philip in Atlanta), we will take nominations for candidates.

To be eligible to be nominated you must be either a paid member living in the zip codes of South Downs, or a non-resident member as defined above. Further, you must have been an active participant within the barony for the last 3 years.

The list of candidates, and the non-member residents, will then be provided to the kingdom seneschal’s office, which will assemble the polling packets for mailing.

At the November 7th meeting we will hold a Q&A session for the candidates. You should also begin to receive your pollings in the mail around this time. At that point we’ll know the rest of the timeline for the polling process (when your completed ballots should be mailed back, when we can expect an announcement from Their Majesties).

The new baronage will be invested at Midwinter Arts and Sciences festival.

Yours,
The Seneschallate

Relevant policy documents:
Baronial Succession Policy

Corpora, Kingdom Law, and Kingdom Seneschal’s Handbook on the Kingdom Seneschal website

Society Seneschal’s Handbook

Medieval Recreation in Atlanta, GA