July 27, 2022 Meeting Agenda with Minutes

[Admin]

Roll Call about 6:45 pm: Tracey, Rachelan, Nick, Heather, Shannon

Ministers Reports
Autocrat: Tracey - Tracey has been delegating tasks and organizing the event planning. During a phone call between Tracey and Rachelan, it was decided that Tracey would be the main autocrat while Rachelan focuses on the various contracts and interactions with the Empire.

Co-autocrat: Rachelan - A proposed contract with the church is ready and has been sent to Tracey, who will pass it on. (The church does not use contracts, but the Empire needs one to release funds, so we created a contract for the church to consider.) Rachelan has asked the Empire for suggestions on how to do pre-registrations without a local bank account.

It was requested that a notice about this recurring Wednesday Zoom meeting be made to the Duchy's private Facebook page and that non-Facebook users be notified as well.

A&S, Lists and Rolls: Heather - There are plenty of A&S judges available. Heather plans to put together judging packets. At the request of some Empire officials, Heather is technically in charge of Lists and Rolls, but David Griffin has been delegated to be in charge at the event while Heather handles other responsibilities. Shannon Smith is also assisting.

Website, Archery Deputy: Nick - Nick began to create the website, but the server he was using had an error and all his work was lost. He will begin again.

Old Business

Site
A contract was sent to the church for consideration. The Weeping Rose Investiture will be held at the same site on August 13, 2022, allowing members to visit the site ahead of the War.

Pre-registration
Rachelan asked the Empire for suggestions on how to do pre-registration without a bank account. As part of her monthly mayoral report, Tracey pointed out, concerning the ICW event, how fiduciarily unresponsible it is to run a non-profit organization's cash flow through private member's bank accounts. We hope to have this issue resolved in time for next year's war and discussed various plans depending on the Empire's response.

In the meantime, Tracey asked the three Duchy households to register their own members and collect their own fees. Rachelan said that Lou is authorized to collect cash registrations in his role as Steward.

Toilet
Contact information was given to the Tillets Toilets company so that they can bill the Empire for toilet and sink rental.

Webpage
See Nick's report.

New Business

YouTube Channel
The Empire asked for a proposal from us about how a YouTube channel would work and what it would do. Tracey wrote one up for Rachelan's review. Heather said that Adria already has some marketing videos on YouTube.

Schtick
Planning for the "show" is in progress and will not be publicly posted. One of the activities requires plastic coins, which the Duchy has and will donate for the event. Jessica Hanwell and Darren Jecelin are to get together to work on the show.

Decorations
Heather will send a report on what areas she will decorate.

Site Tokens
Heather and Rachel have some ideas for the tokens to be made with items the Duchy already has. Tracey asked them to show prototypes at the next meeting.

For the of the Duchy

Tracey encourages people to pre-register.

[Admin]

Tracey
Post weekly meeting link on Duchy private FB page - DONE
Post Investiture information - DONE
Email locals about Investiture - DONE
Email locals about ICW (waiting for website to be up)

Rachel
Send YouTube channel proposals on up the chain - DONE
Take plastic coins to WR Investiture
Create site token prototypes with Heather

Heather
Create A&S judging packets
Write a report or description of which areas she will decorate
Create site token prototypes with Rachelan

David G.
Prepare L&R paperwork

Jessica and Darren
Work on the "show"

Nick
Create and post website - IN PROGRESS

Cindy
Discuss proposed church contract with Tom W. - DONE

All Households
Collect pre-registrations. Pay cash to Lou with a copy of registration sheet. Send Tracey a copy of the sheet.

[Malcom Tull]

I have gotten most of the new information listed on the site. I need to get with the Duke to confirm his portion of the menu. Once that is done, the menu's will be listed up and the only thing we will need is the updated pre reg form for 2022 and the war scenarios. Also, please send me any photos you have from previous wars so that I can add them to the page. My goal is to have this ready to go by end of next week.

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