Clan Iain Abrach Officers
Meeting
October 9th, 2004
@1pm
The home of Ken and Joan
Wiepert
0)
Guild Master announcement: Ken announced that he would be resigning from the position of
Guild Master, although he will retain his position as President of the Board,
and will continue to play the Chief of the clan, and also will retain the
position of GrandMaster of the Order of St. John.
1)
Who is towing to Folsom: Greg will borrow Scott’s truck
Friday to tow the trailer.
2)
Small attendance fairs: group discussion on different
staffing levels for Games/Music and Ren Faires. Webmaster will provide info on signups/withdraw for next meeting;
Kathryn/Diana will provide additional information (food turn in/attendance
sheets) for next meeting. Item tabled
for review at next meeting with the intent to not attend a few of the faires.
3)
Renaissance Symposium – Jan 28-30: The Officers agree that this is a great
event and will press the membership to attend, and some officers are teaching
classes at this event. It was noted that
Level 2 classes would be offered. At
the time of the meeting, the hotel the event is to occur at has not yet been
chosen.
4)
Website Report:
a.
The purchase of a clip art disk is authorized to “dress up”
the website.
b.
Request to add “year joined guild” field in member’s info page
c.
Additional new pictures will be uploaded soon, more Sonora,
and 1997-9 pictures.
d.
When an officer signs up to an event, they can mark that they
will be there ‘early’ before 5pm Friday
e.
Request for an Officer Only message section
f.
When someone withdraws from an event, have a field for them to
tell us why (with some stock answers)
g.
Build poll for members: given faire list of 04, ask if they
would go to this faire in 05, if no, why not. With results of poll to be
available by first officer meeting of 05.
5)
Recruiting: 3
members joined this year, a rather small number.
a.
Deanna vol. to produce a tri-fold brochure of the guild
b.
Ken’s treasure box will be kept full with biz cards
c.
Copies of Recent newsletters will be kept (kitchen clipboard?)
available to give to potential members
6)
MiMiFi
a.
Dates set (see end of notes for calendar entries)
b.
Kathryn & Jacque will build a To-Do list BEFORE the
Mimifi’s, and also provide a shopping list BEFORE the meetings (this will allow
items to be gathered ahead of time).
7)
Guild Officers Organizational Structure
a.
[Executive discussions]
b.
Discussion on intent that officers should support each other’s
decisions.
c.
Discussion of issues concerning officer/member conflicts.
d.
Discussion of inviting (sometimes by Faire Board) of adds onto
our gate list. The policy is “the only
non-MacIain members that may join our gate lists are Septs members (if there is
room)” and “potential members may join ONE gate list for a $10 audition fee, as
an introduction”.
e.
Restated old policy that “only current members are allowed
back stage without an Officer escort”
f.
Kathryn will re-stock/correct inventory of First Aid kit
(specifically to remove some of the more advanced items, and to put in more
basic items).
g.
Officers were made aware of the desire of 3 members (Krys,
Durelle, Deanna) to assist with “whatever” needs doing. (Some specifics were:
Gigs/Drama lead, Newsletter, handbook)
h.
A reminder to All officers attending a faire to write up
synopsis of the event in the soon to be provided “officer only” message
section.
i.
A new newsletter will be written before Jan 1, 2005 (Scott)
j.
Some “officer” positions have been changed to “volunteer”
positions
i.
Website administrator (still greg)
ii.
Transportation coordinator (still Scott, but looking for new
vol)
iii.
Drama coordinator (open, Deanna and Krys have expressed
interest)
k.
The officer position of Craft/Arts Manager has been changed to
Chief Historian Officer, and will continue to be filled by Cate.
l.
It was found that the Officers do not have a formal record of
Board meetings, and those officers that did not attend do not have a method of
learning the issues discussed thus Added The following duties to GM Job
Description:
i.
GM is to post summary of board notes and related Officer
information to Officer Only Message board.
8)
Should a copy of
the Agenda for each officer Meeting be posted on the website before the meeting
(preferable but not always possible).
a.
Yes, the officers shall submit meeting items via Officer Only
Message board. And Comm Manager will compile agenda and post it on the Public
Board before the meeting.
9)
Should the Officer Meeting notes be posted on the
website?
a.
Notes from the Officer Meeting will be posted to the Public
Board after being reviewed by Officers.
Notes shall not contain executive session issues
10)
Safety Rules – from YOWLHF
a.
Selected rules from YOWLHF and CIRGA shall be incorporated by
Tim (and Kathryn) into the Weapons and safety sections of the Handbook.
11)
Food List
a.
Insert new item 12 to be 2 blocks of Ice (Sat) (for water
coolers)
b.
Kitchen Maves (Diana, Jackie, others) to review certain food
list items, with the intent to replace Jerky entries with either smaller
quantities, or vegetable items) to report at next meeting.
c.
Discussion of allowing member to choose “gig item” instead of
a specific food item. This item was not approved. However, Event Manager will work closely with key cooks to alter
some 2005 faires to Mave Fee events instead.
12)
Other Old Biz
a.
Fund Raising: Reviewed that Cate is the coordinator of Fund
Raising. Discussed E-scripts and will provide
write up for guild and officers by next meeting.
b.
Handbook: A group effort ‘party’ to complete the handbook has
been scheduled (see calendar). All
officers and volunteers should attend to work as a group to complete the
handbook.
13)
New Biz
a.
Fire Proofing: according to CA Special Event code, we do not
need fire resistant material as long as we do NOT pull up the sidewalls past
the ½ waypoint. Discussion on how we
could apply fire retardant to the Nylon type wall fabric. Suggestion that when we do replace the wall
fabric that we replace it with a Canvas (“Sunbrella”) style fabric that can be
treated.
b.
Mentorship of new (just joining) members – Tabled to next
meeting.
Calendar entries:
Nov 6, 04 Handbook
writing Party @ Reynolds, 10am
Dec 11 Board Meeting @
Wieperts, 11am
Jan 8, 05 Optional
lunch @ Wieperts, noon
Jan 8 Officer Meeting @
Wieperts, 1pm
Jan 15 Guild Meeting @
Jesus, 11am
Feb 5 MiMiFi @
Jesus, 11am
Feb 12 Board Meeting @
Wieperts, 11am
Feb 13 Officers Meeting @
Mills clubhouse, 10am
Feb 13 Guild Meeting @ Mills clubhouse, 1pm
Mar 5 MiMiFi @ Reynolds, 11am
Starting in April, there will be an officers meeting
scheduled the first weekend of every EVEN numbered month @ a location and time
to be determined.
