Barony of Vatavia

11 members attended: 10 officers/deputies/champions;1 event steward

Planning for the January 28th Mid-Winter event continues. Work days for the event projects are being scheduled.

Exploration Place would like to arrange regular presentations on a schedule convenient for the Barony.

Three Vatavian’s proposals have been sent on to national. Three more individuals’ proposals are at Saker for consideration. BUSH classes are scheduled through March. People will need to bring their own supplies for the February class on making duct tape dress dummies.

$87.88 in donations from the Barnes and Noble gift wrapping were delivered. The 2012 budget will be done once the financial Domesday is completed. The need to replace and to make new Baronial regalia was reported. Fund raising options will be considered. Preliminary plans for new chairs are being researched.

Permission forms for the on-line publication are being obtained, especially from the officers, to move to electronic publication. This is a Society level decision. Publication of a new Vatavian Census this year was discussed. Changes will be required to address electronic publication, access and security.

Archery practice will resume at Diamond Archery now that the holidays have passed.

One application has been received for the Arts and Sciences Minister position. Fourth quarter and Domesday reports are due soon. All officers need to send copies of the report for their office to the Baronage and Seneschal. It was requested to also send copies to the previous Seneschal who is working on compiling the Domesday for that office.

Event bids are needed for the Spring Ren fair, by February Officers’; Valor, March Officers’; Fall Ren fair, August Officers’.

The meeting adjourned.

12 members attended: 12 officers/deputies/champions;1 event steward

Two thank you notes were received from Exploration Place for the presentation the beginning of November. Vatavia was invited to continue to participate in the coming year. Scheduling for appearances will be arranged. It was also requested Vatavians come during the holidays. One presentation will be the week before Christams; one the week after. The dates will be decided soon. The December 3rd Air National Guard party was well received. They also would like to arrange future activities at the base with our group.

The planning for the Mid-Winter event, January 28th at St. Pat’s in Wichita, continues. There will be a staff meeting the 16th.

This month will be the last printed edition of the Dragonflyre. The Chronicler will be getting the details about electronic publication at Kris Kinder this weekend Dec. 10th. Lord Ȯttar’s name has been registered. Three Vatavians’ proposals are being considered for forwarding to national. Three more are in process within the Kingdom. This month’s BUSH class will be December 28th, ‘Music and Instruments of the Renaissance Period’ by Brother Barysch.

A new member, Edward, drove from Ft. Riley to attend the Vatavian activities December 7^th.

The new Exchequer Deputy, Elizabeth Anne Draper, will be completing the new signature card at Kris Kinder. The 2012 budget meeting will be scheduled sometime New Year’s weekend. The Archer Marshal will be looking at expenses for netting and equipment. Additional storage for the Roll of Arms is needed. Any other budget items should be turned in for consideration before the meeting.

Arrangements have been finalized to hold indoor fighter practice at Exploration Place Sunday afternoons. Archery has also finalized arrangements for indoor practice Sunday afternoons at Diamond Archery in Wichita. There is a $4.00 fee. Diamond Archery will be asked what limitations, if any, there are for the types of equipment we use.

Lady Sorcha’s warrant as Arts and Sciences Minister is over January. Those interested in the Arts and Sciences position should contact her. Applications should be sent to Lady Sorcha, Their Excellencies, and the Seneschal. Bids for upcoming Spring events need to be made. These are: Spring Renaissance Festival (no confirmed date at this time), Spring Vatavia Champions’ (March-April-May preferred), Highland Games (no confirmed date at this time), and Valor Labor Day weekend September 1-2. Valor bids need to be in by March.

The meeting adjourned.

Martinson Avenue Christian Church, Wichita, Ks
19 members attended: 12 officers/deputies/champions;1 event steward; 6 member of the populace (2 children)

Queen’s Prize Tourney will be in Bois d’Arc November 12th. Seven Vatavians have entries; and, one former Vatavian. Deadline for entries is November 5th.
The Exploration Place demonstration is this weekend. The Barnes and Noble gift wrapping will be Saturday December 17th. The decision on a request for a presentation at the Holiday Family Fun Day at McConnell was pended until a definite invitation and specific details are received.

This month’s BUSH class, ‘Keyhole Necklines for T-tunics’, will be the fifth Wednesday, Nov. 30th, due to the Thanksgiving holiday.

The Baronial website will have the Mid-Winter site up in a couple of days.

A name and device proposal have been forwarded to the Saker Herald.

The Exchequer deputy reported the boom box had been repaired. Two bills will be paid during the finance meeting. The deadline for the Dragonflyre will be noon Nov. 5th due to the populace meeting date change. The Kingdom Chronicler will have meetings at Kris Kinder, Dec. 10th, and Twelfth Night, Jan. 7th, to go over the change to electronic format for The MEWS.

Outdoor archery season is ending. Arrangements for an indoor site will sought, possibly at Diamond Archery. Fighter practice November 6th will be at the Exploration Place demonstration.

A bid was submitted for Crown Tourney 2013. The deadline for all bids for this event for Vatavia is Decembers Officers’ meeting. There being no other business, the meeting adjourned.

12 members attended: 10 officers/deputies/champions; 1 event steward; 1 member of the populace

The Great Plains Renaissance Festival will be the weekend after the Officers’ meeting Final details were covered including the Saturday soup and chili pot luck after the Festival. The schedule for property pick up and set up at the site was arranged. It was noted that the November populace at the library would be one week earlier on November 9th. Queen’s Prize Tournament will be November 12 in Bois d’Arc (Independence Kansas).

The volunteer schedule is being finalized for Night of the Living Zoo October 28th – 30th. November 4th- 6th is the presentations for the reopening of the refurbished Exploration Place Castle. Plans are just beginning. The Knight Marshal asked for information about the demo, especially since the theater will be available for the fighters. The last Saturday before Christmas will be the Vatavian Barnes and Noble gift wrapping.

The October BUSH class will be October 26th, ‘Seven Blackbirds on a Fence’. The deadline for Queen’s Prize arts and sciences entries is Nov. 5th; research paper Oct. 29th. Three proposals will be sent into the Kingdom submissions herald this week. Another member is finishing his paperwork. The Chronicler is looking for ‘Know Thy Neighbor’ contributions for 2012. The next Dragonflyre will have a Thanksgiving theme and give members a chance to share what they are thankful about regarding the Society.

The Exchequer reported a balance of $14,270.84. There are still Valor expenses to be paid once the bills are received. Other financial obligations and expenditures will be covered in the financial meeting after the Officers’ meeting. A large container to transport property to the Festival site was briefly discussed.

The Knight Marshal reported there was an incident at Valor. Paramedics were called as a precaution. The fighter was fine. Practice will officially change back to 11 am at some point. A potential indoor winter site may have been found.
Archery will continue on Sundays at 11 am at its current location as long as the weather holds. A group discount at an indoor site will be sought from a local business. Otherwise archery practice will take a break over the winter.

Their Excellencies and Her Excellency Brialen conducted the Seneschal interviews at the same time as the Officers’ Meeting. Lady Luisa ran the meeting for Them. Quarterly reports are due next week. The arts and sciences report has already been completed and sent in. Lady Sorcha will be stepping down in January at the end of her tenure.

Their Excellencies requested bids for Vatavia to host the Crown Tournament January 2013. It was mentioned that the Kingdom is currently considering the possibility of changing to a Spring/ Fall schedule.

The meeting adjourned.

21 members attended: 14 officers/deputies/champions/ Baronage; 2 event steward; 5 members of the populace

A preliminary Valor report on finances was presented. A post mortem meeting for the event was scheduled for Wednesday the 14th. Queen’s Prize Tournament will be in Bois d’Arc November 12th. The website for the event is up.

Plans for the Great Plains Renaissance Festival October 8th-9th were presented. Department heads were announced. Safety issues associated with the archery set up are being worked on, specifically the guests continuing to walk behind the shooting range. There will be a Baronial ‘BBQ’ will be Saturday after the Festival closes.

Preparations for Shakespeare in the Park are being completed. Night of the Living Zoo will be October 28^th-30^th. The request From Exploration Place to participate in the Grand Re-Opening of the refurbished Castle exhibit November 4^th- 6^th was approved. The date for the Barnes and Noble gift wrapping is Saturday December 17^th.

November populace meeting will be one week earlier on November 9^th due to the Thanksgiving holiday. December’s meeting is a week earlier as well, December 14^th.

There will be two BUSH classes this month; 14^th on research by HE Zoë, 26th on hair braiding by Roselyn. The theme for October’s Dragonflyre is All Hollows Eve; for November’s I’m grateful. Policy changes related to the move to electronic publication for troll procedures and permission to print were discussed. Details are still being worked out. Lady Ida is the new Vatavian Minister of Youth.

The Exchequer reported a balance of $15,349.28. It was stressed that Valor expenses for the site, porta-johns, and the non-member surcharge have not yet been paid out. The tavern made a profit of at least $900.

Fighter practice continues at the park Sunday starting at 10 am until further notice. An indoor site for winter is still being worked on. Archery practice is at Arganguen’s Sundays from 11 am to 1 pm.

Chatelaine interviews will be completed this month. Interviews for the Seneschal’s office will start the later part of September also. A site for the local winter event is reserved January 28, 2012. Bids for an event on that date were requested. The Kingdom deadline for bids for Crown Tournament January 2013 is January 14, 2012. Interested Vatavians can check the Kingdom website for information as to the needs for such an event to submit a bid.

The meeting adjourned.

19 members attended: 11 officers/deputies/champions/ Baronage; 2 event steward; 6 members of the populace

Valor plans are in the final stages. The budgeted funds were issued to commence tavern pre-cooking. Some Valor event staff will be doing a walk through at the Valor site August11th. A date is still being arranged to have a work day at the site. The Property Master needs to receive lists from the department heads as to the items needed for the event. The exact time to pack up deliver the items to the site will be finalized closer to the event. The possibility of a burn ban being in effect was discussed. Information will be posted at Troll if that is the situation. A Troll class will be held August 10th.

The non-alcoholic brewing competition prize was shown, a handmade teapot. Arts and sciences will be done as informal interest areas where activities and classes will be held. Locations will depend on whether a burn ban has been issued and the actual weather during the event.

Vatavia received an invitation to attend the grand opening August 4th of a store specializing in Ren fair and re-enactor items. A request for a presentation for Andover Library on September 17th was declined. Vatavia is already doing the Shakespeare in the Park presentation the same day. Planning has begun for that demonstration.

The new Chronicler Ly. Murasaki, announced that trial e-newsletters would be done the next few months. There will still be a printed newsletter published during this time. Following the Society goal, the Kingdom newsletter, The Mews, will be electronically published starting in March 2012. Format, delivery and related issues are being worked out. It was requested that all officers turn in reports monthly for the Dragonflyre.

The BUSH class for this month is ‘Lord of the Rings: Chain Mail 101’ by Lord Johann. September Her Excellency Zoë will be teaching about researching and documentation. Heraldic decision results have not yet been received from national. Three Vatavians will have proposals on the next Saker Herald letter.

The Exchequer reported a balance of $9,980.70. A donation of a little over $1000 was received from Eagles Realm for our assistance with the pop booths at the Highland Games and the Renaissance Festival. He reported that the Champions’ baked sale fund raiser brought in $64.25. The August finance meeting will cover Valor expenditures, the purchase of hay bales and monthly bills.

Some archery practice has been managed despite the extreme heat. Fighter practice continues with the Sunday 10 am schedule to allow for some practice at a relatively cooler time.

A couple of applications for the Chronicler position have been received. Interviews are scheduled for Wednesday August 10th. The Seneschal will be stepping down at the October populace meeting. The deadline for applications is the September populace meeting. Letters should be sent to Their Excellencies and the current Seneschal. Officers and officer applicants must be national card holding members. Verification can be obtained on-line if cards have been misplaced. Membership number and expiration date need to be provided by applicants.

The meeting adjourned.

15 members attended: 11 officers/deputies/champions/ Baronage; 2 event steward; 2 members of the populace

Valor planning is continuing. Most of the deputy positions are filled. There will be two Pelican elevations at the event that need to be planned for. The flier has been done. There will be merchanting. Prizes are being made and others donated. As always Valor is a dry site.

The Queen’s Prize Tournament will be held this year on November 12th.

A demonstration request from the College Hill Neighborhood Association to participate in the “Shakespeare in the Park” presentation of Troilus and Cressida September 17th has been approved. The Barnes and Noble gift wrapping fund raiser has been scheduled for the weekend before Christmas.

There will be a round table discussion on scroll making by scribes and illuminators for the July 27th BUSH. September 14th Her Excellency Zoë will do a class on researching for those who haven’t done research since high school. It was noted that there was an excellent article on writing documentation in the last Tournaments Illuminated. The Vatavian Bling Committee will be starting up this month on finishing the fence project and starting new projects.

The new Chronicler, Ly. Murasaki, announced that this month’s deadline was absolutely Wednesday the 13^th. Details and rules to go to on-line publication are still being worked out at the Kingdom and local levels. At this time the goal is to have the MEWS on-line in February. It was stated that was the goal as well for the Dragonflyre.

The Exchequer reported a balance of $8901.20. The donation from Eagles Realm for assisting with the pop concession at their events still needs to be finalized. It was announced that the bake sale at the Champions’ event made $64. The paperwork for the Equestrian activities and insurance for Valor has been sent.

Fighter practice at South Linwood Park will be starting at 10 am on Sundays to avoid the heat. Practice will continue starting at that time until the weather cools off. Non-members need to fill out waivers when at fighter practice. Marshals were reminded that their reports are due July 15th. It was stressed that the Knight Marshal of Vatavia is not automatically the marshal in charge of any fighting activity at any local event or demonstration.

The Chatelaine letters of application are due by July 31st.

The scheduling of the local Champions’ event was discussed. Alternatives were suggested. Historically several different arrangements have been done. The various options, historic and new, will be looked at and considered.

The meeting ended.

18 members attended: 13 officers/deputies/champions/ Baronage; 2 event steward; 3 members of the populace

Information on the Champions’ event July 2nd is up on the Baronial web site. There may be an unofficial practice of Calon Steel then. Valor planning continues. Scroll text was presented to Their Excellencies for approval. Fighting scenarios for Saturday include a novice tournament, a restricted weapon three on three, and a Swiss five. There is a deputy for set up and tear down.

The Ark City Ren Festival demonstration request for August 19th -21st will be regretfully declined. Members are free to attend unofficially.

Ingredients and supplies for Operation Lily Beans were covered in detail. Amounts of items, purchasing, and transportation to site were planned.

BUSH classes are scheduled through November. This month’s will be a round table discussion on those moments members experienced when history becomes real, the Dream moments.

The Exchequer reported a balance of a little over $9,304. The donation from the proceeds for the pop booths at Ren Festival and the Highland Games has not yet been received.

One of the bids for the Ren Festival inquired about the past Bash-a-Knight activity. The Earl Marshall, His Grace Martino has been consulted to learn the current policy for this type of activity.

The deadline for Fall Renaissance Festival bids is this July 18th.

The meeting ended.

22 members attended: 14 officers/deputies/champions/ Baronage; 4 event steward; 4 members of the populace

The Spring ‘Meet and Greet’ will be held during the presentation at the Highland Games and Celtic Festival May 14th-15th. The tentative schedule for the weekend was presented. Gate fees for newcomers have been covered by private donations.

A site in Newton has been secured for the Champions’ event July 2nd. It is a public park so the archery will need to be held in a different location. Lady Arganguen has offered her property for the shoot. Theme/criteria for the arts and sciences and bardic competitions were announced. The Finance Committee authorized third quarter barbecue budget be utilized for this event. Valor planning and organization has begun. Some deputies were announced. Other, unofficial activities are being planned by members to be held during the event: a household reunion, hafla, and other traditional, unofficial activities. Prize donations have been made; others are being sought.

Monthly opportunities to be involved with area Renaissance fairs and festivals were discussed. A request was made and will be posted for interested, potential event stewards for the Ark City Festival Aug 19th-21 to present bids by June Officers’ meeting.

The BUSH class May 25th will be on T-tunics, presented by Lady Isobel. It was reported that one Vatavian device proposal has been sent on to national. Two are to be on the next letter; and, two will be sent in this week.Updating the Festival SCA Dell sign was recommended, adding information for the web site and email.Sunday project work days will resume in June.

The Exchequer reported a balance of $9,491.74. This does not include the proceeds from assisting with the Great Plains Renaissance Festival pop booths, which, as of the meeting, had not been received. Vatavia has been offered the same opportunity to help with the pop concession at the Highland Games. The financial goal for Vatavia based on our annual budget and events was discussed. The goal is to be covered if circumstances result in a bad event with deficient, or no, returns.

The new Knight Marshal presented his three goals: safety, weapons and armor up to code, and have fun. A Calontir-Ansteorran interkingdom fighter practice was proposed.

Chatelaine interviews will be held at the May 18th populace meeting. The proposed deadline for bids for the Fall Festival October 8th-9th is July 18th. Any event bids or major demonstrations, like Ren Festival, should be presented at least 3 months prior to the proposed date for the event or demo. A winter event bid was discussed. It will be presented for consideration, possibly next Officers’ meeting.

The meeting ended.

23 members attended: 14 officers/deputies/champions/ Baronage; 1 event steward; 8 members of the populace

Plans are being finalized for the Great Plains Renaissance Festival April 16th-17th. Deputies were announced for the different activities of the SCA Dell. Inclement weather plans and security have been arranged. Saturday will have special presentations on the field between the fighting presentations including the fashion show and the wedding of Friar Thomas and Ly. Sorcha.

The Highland Games are May 14th-15th. Vatavia has been invited to participate. The possibility was discussed and tabled until after the Renaissance Festival is passed.

Last year’s participation in the Wichita River Festival was a special arrangement. Vatavia will not be participating this year due to River Festival schedule changes to June and regular fee and participation requirements.

A site for Champions’ event July 2nd has been located and is being arranged. An event proposal will be completed and submitted for consideration.

One Vatavian heraldic proposal has been forwarded to national. The Vatavian Bling Committee [VBC] will be scheduling Sunday work days for VBC and personal projects.

There has been one individual express interest in being the next Chronicler.

There are A and S BUSH classes scheduled through October, with an opening for a class in September. This month’s class is, ‘Developing a Period Eye’ presented by Her Excellency Zoë.

Web Minister Sung has several other major projects currently. Any web information or changes need to be in before May 15th to guarantee posting before Lilies.

The Exchequer reported a current balance of $9664.04 after the Coronation deposit. The non-member surcharge for that event needs to be made to Kingdom. The Valor site contract and final Coronation receipts were received. The Valor site deposit, event bills and monthly bills will be paid tonight. The finance committee members were all present and were asked to approve the purchase of new storage containers for the Baronial regalia. Purchase of Publisher 2010 for the Chronicler office was also approved. Other purchase requests for mats and squeeze water bottles were discussed and tabled until there is an actual need for the proposed purchases.

Only one letter of application was received for the position of Knight Marshal. Unless changed by the incoming Marshal fighter practice will continue Sundays at 10 am.

Due to tax season work requirements it was requested that messages to the Exchequer be relayed through his wife, Lady Alyx.

Officers were reminded to send copies of quarterly reports to Their Excellencies. Officers were asked to remember and remind others that purchases on the Barony’s behalf must be approved by the general budget or finance committee to be assured reimbursement.

The meeting adjourned.