[Officers] Updated agenda for officers meeting

[Tomas G]

Officer Meeting

Monday November 8, 2010
Kent Library, Small Conference room 

Officers, please be there!

Everyone is welcome to attend.
Time 7:00 pm


Need a volunteer to take minutes of Officers meeting
Send Additional inputs to the agenda to the Seneschal

On the Agenda:

Old Business
  a.. Web site Information updates to Beleg
  a.. Also event information should be copied to Beleg, for inclusion in the Wyewood website. 
  b.. Winter fighter workshops – Well under way. 
  c.. Alianora Greymore is checking on cost of ‘Bubba’ clothing 
  d.. Rapier practice is at Liberty Park is Renton on Thursdays (contact Ulrich for more info)
New business
  a.. Issues concerning the shire should be brought to the officers, in the officers meeting, before being presented to the populace. 
  b.. Potential bid for upcoming Kingdom event 
q  With, or without other branch?

  a.. Send recommendations for pieces of the Wye to Tomas 
  b.. Staying at NHCC for 2011 has been arranged by Tomas 
  c.. Budget discussion by Samantha 
  d.. Questions made by Sebastian (attached below) 
  e.. Any other new business
OPEN Positions:

  a.. If your term of office is about to expire, please start advertising for a replacement.  Seneschal and Exchequer are REQUIRED to retain branch status. 
  b.. A&S Minister stepped down at end of September. Wenyeva will complete the term. 
  c.. Chronicler Position is open. Send application to the Seneschal and Exchequer 
  d.. Seneschal will step down in April, 2011, after a two year term, and will serve up to one year as a contingency deputy 
    a.. The position is accepting applications. Please send them to the Seneschal and the Exchequer 
    b.. Have received one application from Constantine
News on future Events
  a.. Wyewood Yule Feast and Auction, Dec 18 
  b.. Culinary symposium in April, 2011. Miranda will be the Wyewood autocrat/ focal point. Countess Elisabeth is coordinating with the Culinary People. The event will be held within the borders of Wyewood. (Near Enumclaw) 
  c.. July 22-24 Date reservation – currently called Mostly Messes 
  d.. May Crown bid in work.


OFFICER ROTATION FOR FCS

  a.. FCS Officer Rotation.  Be aware of responsibility. Be at the FCS site at least fifteen minutes early to help with setup. Stay until cleanup is done.  If you can't be there on your scheduled date, let Seneschal know and try to trade with someone else.
11/12/2010       Seneschal

11/26/2010     Exchequer (day after thanksgiving)

12/10/2010     Chatelaine
12/24/2010      No FCS

Duties of the officer in charge of FCS
1)    Bring gate sheets and waivers

2)    Get to the site at least 15 minutes early

3)    Help set up gate table and at least one other table

4)    Provide a 33 gal trash bag

5)    Arrange for bubba can (or, make your own)

a.    There are some in the basement of the site

After the meeting
1)    Help put away tables

2)    Make sure the floor is swept

3)    Check entry rugs for dirt, shake as needed (outside)

4)    Collect all the trash from restrooms, floor sweeping, etc

5)    Make sure the sink and kitchen is clean and tidy

6)    Make sure the trash bag is taken from the site (to someone's home)

7)    Turn the thermostat down to under 55

8)    Make sure a person with a key locks the site









Note from Sebastian:

> I am still waiting to hear the answers to the 7 questions I asked
> regarding the FCS location.
> 
> In addition, I would like to know why the officers are controlling the
> communication flow of the shire, by restricting comments, questions,
> and criticisms on our open list?
> Which supplants my rights as a member of the society to have an open
> conversation with other members of the branch.
> 
> And why the officers are making all decisions for the branch with out
> the consultation of the populace prior to the decision being made?
> The purpose of the officers meeting is to insure that all the officers
> have their reports in order, hold financial committee meetings, and to
> ensure that the officers are in general agreement on actions and
> events within the shire.
> The meetings were not designed, nor intended, to replace the business
> meeting, but to supplement it.
> 
> If the officers want to use the Officers meeting as the Business
> meeting, then that is fine, but the populace should be notified, the
> term Officers meeting should be replaced, and it should be made clear
> that that meeting is where the Shire's business will be decided.
> 
> 
> Sebastian







Tomas Reply:

Sorry, I only saw a couple questions in the whole email message, and one is on the BUBBA can collections. Those collections seldom equal the cost of the hall, and if it wasn't for hosting events and archery collections, we couldn't afford any FCS site that cost money. The Bubba can generally takes in between $2 and $20 per FCS. 



We do sign a contract for the use of the facility, and because several people in the branch have joined the NHCC as associate members (no voting rights) and paid the $10 per year membership fee out of their own pockets, we are allowed to rent the facility for $50 per event, with full use of the Kitchen and a storage space (small) in the basement, plus having possession of a key to the facility (NHCC will not allow a key box). Without club membership, the cost goes to $35 per hour, with no key given. The contract is whatever we want it to be. Without a contract and membership, we get no key.  The duration of the current contract is through December 10 (officers voted to NOT hold a meeting on Christmas eve).  We have requested the 2nd and 4th Fridays again for 2011, and the request has been passed to the board for their approval.  The president of NHCC indicated to me that there will be no increase in rate for 2011.



As far as voting on the continued use of the site, several attempts were made to arrange input as to other options.  No one presented any alternatives.   No other site that was previously investigated allows use of kitchen, eating and drinking on site, and small amount of storage for anywhere near the cost. It has been discussed in open forum, with an attempt to reach those who do not normally attend FCS. The kicker was when, at the last FCS/Business meeting, Master Mir said, something to the effect of 'Let's do it!' further discussion was tabled.  We did quite a study before moving to NHCC, and most of that data should still available on Wenyeva's forum.



Wenyeva has already addressed you questions about the online voting process.



In a later letter you stated: 



“In addition, I would like to know why the officers are controlling the
communication flow of the shire, by restricting comments, questions,
and criticisms on our open list?
Which supplants my rights as a member of the society to have an open
conversation with other members of the branch.’



Common business practice in leadership issues is the person(s)  in charge of the meetings are not surprised by anything brought up in the meeting. To do so is a method of disrupting the meeting. If the meeting leaders are ‘in the loop’, support for the issue is stronger. 



I hope your questions are answered.


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