Beltaine 2009 Planning Meeting
Submitted by Comyn on Sat, 03/21/2009 - 5:58pm
Meeting at Guthrum's, notes by Comyn
Mar 21, 2009, meeting started 3:00pm
Quorum: we have 1/2 officers, and more than 1/2 of those who attended Imbolc (the only ones who count towards quorum so far because they have attended half the meetings this year).
Members Present
Brogan
Comyn
Guthrum
Foinoulla
Eberwulf
Very anachronistic blessing by the stand in Druid
What News
- Finoulla - just got back from warmer climes, working on garden and wants it to be awesome this year (thats what she says every year though), playing a lot of guitar - lots of new songs
- Brogan - about a month ago his older sister died of liver cancer very suddenly. Tess and Brogan had a disagreement over the arrangements and as a result they have split up. For a good time call 1-800-ILV-BROG
- Guthrum - had a blast at the gig last week looking forward to doing it again. Guthrum described the mundane St Patricks Day fund raiser we did at a local Civic Center to EW and Brogan. Playing a lot of music of late. Getting the garden going. Just got back from Florida - they stayed in a suite right on the Gulf. No forging of late, but planning for some soon.
- Eberwulf - medievally nothing going on. Got a new car (a Saturn hybrid) but needs a roof rack. Joined Facebook recently and finds it a mix of wierd and cool - some of the things he has discovered have been disturbing.
- Comyn - gig was a fund raiser, so those folks were paying to see us play! Next gig may be at Barney's Vineyard in Sayville - need one month advance plan. We will invite Clann to that one. Before Imbolc, stopped by to see Gobae on the way up to parents house and saw his forge
Gobae's Forge and picked up some things that Brogan and Comyn won in an online auction. Mentioned Gobae's offer of doing a "hammer in"! Everyone is into this - "just let me know when" said Brogan, spoke with Brogan about cleaning up my basement so we can have some room to do some woodworking projects therein.
Fiscal Business
The Treasurer's report was submitted in writing as Sabha could not attend.
| Pre-Imbolc Balance | $ 1331.22 |
| Payment Hall Rental - Aonghus dues | ($ 420.00) |
| Site Fees Received | $ 140.00 |
| Auction Cash Received | $ 121.00 |
| Cash on hand | $ 1172.22 |
| Coin on hand | $ 4.00 |
Treasurer would again like to request that coin be struck for the treasury, and will gladly provide food for and host a striking party before the event. If a suitable date cannot be arranged before the event, then I would request that some time be set aside during the event for coin striking.
We have a couple hundred coins worth (~200) of coin blanks. Brogan will dig them out of his garage so we can get them struck.
Old Business
- Trailer project - 4 votes to table, 1 abstension
- Coin striking - the Clann will give Brogan a week to dig out the coins but then we're coming to get them.
New Business
- Beltaine
- Feast
- Feast o Crat - Momus
- Colin will do dayboard
- Feast - spit roasted chicken for main course
- Welcome stew - Guthrum
- Eberwulf requests someone clean the big pot *before* the event this time and will do pottage
- Vollund will bring veggies
- Comyn will also do veggies
- Bread and honey butter - Sabha
- Beer - Guthrum and Finoulla
- Desert - Aislin and Faellon
- Maeve - non-alcoholic drink
- Dishes - Momus / Fiachra
- Camp set up
- Hose hookup and breakdown - Comyn; however, Comyn does not wish to set up 200 feet of hose again just for cold water. Nomad *needs* to be working and will make plans with Brogan or Guthrum or anyone to work on it as needed.
- Jockey box - break down Brogie, set up Guthrum, need new stuff! Need new Ball locks and hoses and fittings. Guthrum suggests that we plug the hoses we aren't using instead of having all four hoses hooked up and just keep the hoses in case we need them. Brogan suggests that we re-do it and color code it and re-hook it up instead since it's not easy to hook up to the cold plate on the fly. Also and wants to be all ready to go. Brogan will talk to Dave at Kedco about this.
- Firewoood - Guthrum; needs to be seasoned wood if poss!
- Tiki torches - Fiachra
- Dining Flys - dependant on weather - everyone on site
- Help pack trailer - everyone on site
- Activities
- Druidic Ceremony
- Bronze smithing if enough interest
- Axe throwing - but we need a target. We will discuss on Yahoo list and hopefully someone will step up to the plate.
- Bardic presentation
- Fili presentation
- Pennsic - Guthrum is land agent this year. Clann requests that since June 1 is the cutoff for prereg, that all pre-registrations be in by May 10th so the Clann can prepare for land allotment. If you thinking you might like to go, but are unsure if you can, please contact Guthrum. All agreed. EW will pre-reg and do Debbie as a ghost.
- Meeting venues - [added later - its hard to write stuff down and say stuff at the same time ;)] Comyn had suggested informally that we might consider having meetings at restaurants or pubs or even the park in the future if convenient for all (and weather permitting). This would mean less work for those that host.
Presentations - none
Probate Review - none
Personal Business was discussed
Motion to adjurn at 5:55pm
Beltaine Feast
I had written in my letter to Brogan explaining my absence from the meeting that Aislinn and I were not going to be participating in the feast and therefore were really not looking to have anything to do with food since we're not going to be onsite for any of the meals. As I said, I will assist in any of the chores for set up on Friday when I get there after work and can assist in breakdown on Sunday but we're not doing any food this time around
Faellon
written communications
In future we should probably go back to our original procedure that written communications actually be *read aloud* at meetings. ;) Sabha offers to do desert only IF you are all happy with store bought bread - she will not bake both.
Beltain food mix up...
Sorry for the mix up... My head is still kinda not on straight. It's all good!
I'll bring somthin.
~Brogan
Personal Biz...
Since when is personal business listed as Private on the minutes? If it was discussed at the meeting in the context of being Personal Business, it should be in the minutes.
Personal business
Since it was passed as a law 20 years ago not to do so? Nothing said in Personal Business is supposed to be entered into the minutes. The heading is there because I had an outline of meeting procedure which we were following.
Re: Personal Business
Interesting that I have just found 4 or 5 meeting minutes in just a 2 minute search in which Personal Business was included in the minutes (written by me) and at no time was I told not to include them in the minutes, nor were they edited out.
pers bus.
Yeah, I noticed that. Since I have been the one running the site for a couple years now I have had to make judgement calls on that kind of stuff. I didn't think it was my place to just delete things that were already recorded by the official in charge. If anyone had a problem with what was being recorded in that section they could have spoken up - and I don't recall anyone ever making an issue of it, but then I'm not sure anyone besides us ever reads this stuff anyway ;)
redaction
Actually, this is a deja vu conversation. Aonghus specifically requested that personal business be removed in the past in this post in December, 2007.
Personal Biz...
3) The Sencha shall record the minutes of the meeting. Anything said during the consideration of a probate's membership shall not be entered into the minutes as well as anything said during personal business.
It been that way so long I cant recall when it wasnt.
I think the confusion may be we rarely ever have actual "personal biz", which may seem like its suddenly oddly handled.
Of course, noting that
"Personal Business - private" is a bit of a public relations disaster as it seems like one is being covert... the thing is.. stuff said during personal biz is not a secret clan-wise, its just not recorded in the minutes.
I think in the past and on occasion, persoanl biz wasnt even noted as even taking place in the mins, which while an ommision, does not lend to the false impression that something cagey is going on... or.. a simple and innocuous "personal biz was dicussed" would do the trick.
Silly technicalities really, but helps avoind any undue confusion or ill feeling.
Then again, I beive at one time, "what news" was not recorded inot the minutes as it was felt to be too cumbersome for a secretary to record all but the merest surface details. But i think at some point some secretary single handedly changed the tradition.
Is "monkaí" focal greannmhar.
personal bus wording - agreed
I have altered that line. Reason for it was my outline had personal business - "none" in it, so I double clicked "none" and typed "private". I agree it would have been a better idea if I had thought to type "discussed" instead. Please note that I have touched up the minutes a bit since originally posted since Sabha found a bunch of spelling mistakes and sentences that made no sense. Also I had said some stuff during the meeting and not typed it in at the time so have added it.
Feast
Either I forgot to type it in or it wasn't settled - who is getting the birds for the feast and making sure they get cooked all nice and tasty? I didn't want to just put Brogan's name down just in case.
our campsite(s)
I was riding at the park today and decided to take a look at the proposed site (6) that Guthrum had snagged for us. 6 is definitely big enough for us (and it's isolated from all other sites by the bike trails), but the only water access is the center field spigot (and that is broken and won't be fixed by the event). I trailed it down past site 5 where the next nearest spigot is - it is not potable water - its a dump station - so we can't run our food grade hoses with that they'll be contaminated. Then I stopped by the building and spoke with Nancy - she was very helpful, and showed me the latest approval from the parks office and it showed sites 7,8, and 9! She said she knows we won't be happy with those sites (we won't fit for one, there's no water for another, and the bike trails run right along them with no screen). She also mentioned that our traditional sites *are* available (well, most of them are) - sites 11 and 12 are still open, but 13 has boy scouts in there our weekend. I know we can reach 13's spigot from last event (but we may have to explain our Y connection to the boy scouts). I called Guthrum right there and he let me know that he was able to change the reservation to 11 and 12 on Friday! Yippie! *BUT* Nancy says that isn't what is on the paperwork she got faxed, so I asked Guthrum to confirm it on Monday. She said if we call or stop by on Wed (the next day she's in) she can confirm the paperwork is right on her end.
For reference you can download a map of the park from the Cathedral Pines Map page. See the attachment at the bottom of the page below the Google Map. [note the map calls the numbered campsites "Areas"].
sites confirmed
Guthrum confirmed that we have our traditional spot - but will have to run hose to the spigot at 13.
Firewood
I am getting the firewood for the event, and the place where we've used in the past does not have any. There is another place down the road that will deliver it, but it's $200 for a full cord. I'd like to find it for less, but as of now I am striking out. If anyone has connections or ideas where we can get wood I'm all ears. My trailer can haul half a cord, so if we have to do the delivery ourselves I could do it in two trips. Delivery would be so much easier, though.
Wood...
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