Populace Meeting Minutes
Barony of Glymm Mere
August 3, 2004
(subject to approval)

• It was announced that this meeting is being tape recorded to the facilitate accuracy of the minutes.
• The Calendar was sent around.
• Last month's minutes were approved as published.
• Her Excellency reminded everyone about the pilgrimage to Hot Summer Lights X in Druim Doineann September 10 - 12 directly following September Crown.
• The Financial Committee recommended that the buffer be increased to $10,000.00 due to increasing costs and that it be put into a savings account. It was approved by the populace.
• The Financial Committee recommended $200.00 for purchase of materials for trestle tables and it was approved by the populace.
• The Financial Committee recommended that the Seneschal's budget be increased by $30 to cover copies for the Governing Document Committee. It was approved by the populace with discussion that in the future such expenses for a specific committee should be covered by a separate budget for that committee itself.
• The Exchequer reported that there was a balance of $27,635.54 with $9,893.91 in obligated funds and $17,741.63 in non-obligated funds. This does not consider the $5000 increase in the buffer as it had not been placed in savings yet.
  
• The Chatelaine reports that she has given out information to interested parties.
  
• The Chatelaine has a deputy in Ceridwen wreic Eli.
  
• The Marshal reported that there have been no injuries in the past month.
  
• Sir Walter of Minstead will be acting as Marshal-in-Charge at Dragon's Down in Fire Mountain Keep.
  
• The Archer reported via his Deputy John Catharne that was a work party at the range 7/31/04 to maintain the range and open more parking and reworked the thrown weapons range. Ground hornets were discovered and will be dispatched.
  v Attendance at Archery Practice grew to 12 people the previous week.
  v It was announced Jordan Catharne attained the rank of Master Archer with an 86 average.
  
• Arts & Sciences requested that everyone check the calendar for continuing events including Sewing, Singing, and Butterfries.
  
• Aelisia is teaching calligraphy at Monday Night Sewing.
  
• There will be a mask-making class at Summer Seafood. Any interested were to contact Baroness Catriona.
  
• August 22, Mistress Elisabeth de Besancon will be teaching a hoopalong and headdress class.
  
• The Seneschal announced that the dag sales on the A & S pavilion have raised $40 less than the current cost of the pavilion.
  
• The Chirurgeon was unavailable and had nothing to report.
  
• The Constable had nothing to report.
  
• The Herald reported that Heraldry nights are happening at Baron David's house.
  
• The Herald has been approached by individuals interested in taking the position but no formal intentions have been made.
  
• The Western Regional Herald wanted it known that there will be a conflict checking class in September held at Baron David's house.
  
• The Chronicler reported that 2 new subscriptions were purchased and the total of subscriptions and complimentary copies is still 30, plus 5 for the Chatelaine.
  
• Wittenhaven is on hiatus until fall.
  
• There may not be a Seneschal for Wittenhaven as the current Seneschal may not be returning to Glymm Mere.
  
• The Seneschal and Her Excellency encouraged anyone who would like to declare their nomination for the Coronets of Glymm Mere as soon as possible.
  
• According to Corpora, the polling must take place within 90 days of the official announcement. The official announcement was made in July.
  
• The Seneschal strongly encouraged those interested to submit their Letters of Intent to her and to the Chronicler in time for the September Looking Glass to allow everyone to see them in the same place.
  
• The polling time has not been announced by the Crown.
  
• Her Excellency assured that once the information is available they will make every effort to inform the populace.
  
• It was mentioned that many members do not attend the business meeting, fighter practice or both. The concern was that many may not be able to attend a polling at these venues. Her Excellency clarified that the polling would be done through polling forms that will be mailed and the members need not attend the actual meeting.
  
• It was also mentioned that anyone may provide input to the Crown by sending a letter directly to them. The Seneschal and Her Excellency stated that the forms would be mailed to all members on the official Milpitas list.
  
• It was brought up that in the previous polling nothing was mailed. The Seneschal clarified that nothing mandates how the forms are to be distributed, just that they are to be disseminated to the populace.
  
• It was clarified that there shall be separate individuals representing the Crown and the Kingdom Seneschal.
  
• A concern was brought that there are many members that don't attend the business meeting or fighter practice and cannot access Evercleare and that these people would not be informed about the polling. Her Excellency reassured that the intention was to use the list from Milpitas to send a schedule as soon as information is available. Information will be published as available in the Looking Glass, on Evercleare, and by word of mouth at meetings and events.
  
• Objections were raised that many are unable to get onto the Evercleare list and that it is not sufficient as a method of disseminating information.
  v The Seneschal reinforced the primary dissemination of information would be sent by mail to all on the Milpitas list.
  
• It was suggested that a live phone number be included in the mailing for people to call to get more information. This was dismissed due to lack of resources to set up and maintain it.
  
• Sir Walter stated for clarification that all information regarding the candidates and the polling schedule would be sent to all paid members of the Barony with the official list from Milpitas as it becomes available. This was confirmed by the Seneschal.
  
• Sir Walter inquired if the polling place was dictated by Crown to be at the business meeting. The Seneschal stated that the Crown generally tries to set the polling for someplace where the people are accustomed to meeting.
  
• The Seneschal suggested that an attempt would be made to obtain the membership roster from the Kingdom Seneschal for use in sending additional mailings, but that it would be completely unofficial. The only official method of mailing to members accepted by the SCA is to use the labels from Milpitas.
  
• Mistress Elisabeth offered to hand address postcards to send additional information.
  
• Cigne commented that Evercleare is only a minor method of getting information. There is also the Looking Glass, business meeting, fighter practice, and other meetings where information can be disseminated.
  
• Jon Erik noted that the primary method of communication for any barony is to be the newsletter.
  
• The Seneschal stated that people that get no information prior to the polling have just as much of an impact as those who are knowledgeable, so it behooves the barony to do everything it can to educate as many people as possible. She noted that historically, many people attend the polling that do not actively play, or do not play in this area.
  
• Mistress Regina noted that many people have things in their lives that prevent them from playing but are still very interested in what happens in the barony. She supports sending whatever information is available to as many people as possible.
  
• Baroness Catriona affirmed that there were many people she spoke to while compiling the Baronial Phone Book that she had never seen but were very interested in knowing what was happening.
  
• Baroness Rhonwen mentioned that prior to the last polling, many people got their memberships so they could participate.
  
• The Seneschal noted that once the labels are acquired from Milpitas, anyone who gets their membership afterwards will not be included in the primary mailing. These new members will still be able to participate at the polling but may not be included in the initial mailing of information.
  
• The addresses on the label run from Milpitas may not be available for use to get the addresses for another mailing. The Seneschal will check with the Kingdom Seneschal to see if the address information can be released for this purpose.
  
• The populace approved $50 to send postcards with information about the polling prior to the official mailing.
  
• The Chamberlain was not present.
  
• The Governing Document Committee will be meeting on 8/10/04 in the Garden Room at Coco's. 6pm for dinner, 7pm for the meeting.
  
• The Governing Document web site is www.angelfire.com/wa3/gwelian/gd.html
  
• Summer Seafood will be at Skookum Hall.
  
• There will be a mask making class at Summer Seafood for the Masquerade Ball at Samhain.
  
• The autocrat for Samhain reported that the event calendar has been corrected to exclude the A & S Championship which will not be held.
  
• The date and site for Samhain has been confirmed.
  
• Volunteers are needed for Gate duty at Samhain.
  
• Donations or suggestions for fighter prizes for Samhain are being accepted by Nadia.
  
• Admin Retreat is happening on the first weekend in November (5-7).
  
• Vasilisa reported that they are taking reservations for Yule Feast.
  
• There will be a variety of food as several attendees will have food sensitivities, though the exact menu has not been completed.
  
• Site fee for Yule: $15 for the feast, $6 without the feast. Non-member surcharge will apply.
  
• The site tokens and banners for Yule are in process.
  
• Baroness Catriona has been entrusted with the Kingdom Charters and will distribute them as she gets word.
  
• Baroness Catriona inquired about posting the Baronial Phone Book on the internal Evercleare database as images to be downloaded free of charge. This would lower the total cost to the barony and allow those who can access it for free to do so. Do to security concerns it was determined to provide printed copies only.
  
• The populace approved making 50 paper copies of the Baronial Phone Book.
  
• The populace decided that there would be no online publication of the Phone Book.
  
• Cigne stated that anyone who is having problems with Evercleare to contact her by phone at 459-9555.
  
• Her Excellency stated that the best way to contact them if need be is by phone at 455-0997.
  
• The Seneschal suggested that the populace consider a meeting room at 12th night for use by the new Coronets or any other purpose.
  
• Mistress Regina wanted it known that though she is running for Baroness alone, she is willing to have a Baron at her side but found none to run with her at this time.
  
• The August Business Meeting was adjourned.
  
  
  

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