Meeting Notes 5-29-26

Meeting Agenda:

Tapestry Looms (Shire Inventory) – Several members of the shire expressed interest in the shire having a set of small tapestry looms available for A&S days, shire events, and as instructional aids for teaching classes. The shire voted to approve this purchase on May 3rd for $150. The invoice for the looms was sent to Magnus in advance and was paid for by Helias. The looms will be delivered at Lilies War. The financial Committee voted to approve the purchase with the following rules for storage and use of the new equipment:

• The looms are shire property, not the property of any one member.
• Any shire member is entitled to take temporary custody of one or more loom(s).
• Looms must be tracked in shire inventory, including check in/check out dates, and the name/phone number of the person who has the item(s).
• If another group would like to borrow these looms, they may follow the same check in/check out procedure, but with a confirmed window for use.
  • Example: If BFS wanted to borrow this for a tapestry weaving night, they would have to arrange when/how/where they were picking them up, and when/how/where they were returning them.
• If an item has been in a members possession for greater than 30 days and an active request for the item exists, the quartermaster can request the item be returned to ensure all members get an equal chance to use the items.
• Maintenance and upkeep of the looms falls to the office of the quartermaster.

Ren Fair – The shire voted to provide a small fighter support table to support all the fighters that come to support us at the ren fair, as well as any SCA folks who stop in or help out. This will be handled on a reimbursement basis with the person purchasing these supplies supplying receipts totaling no more than $150.

Kingdom Breakfast – The shire still had remaining usable supplies from the gulf wars breakfast, such as unopened pancake mix, creamer, sugar, artificial sweetener, syrup, and other supplies. It was determined that we would mostly need bacon, and eggs, as most other items were already accounted for.

The financial committee voted unanimously to fund the proposal with a budget of $300. However the committee also recognized that since we were doing this in Calontir, and not at Gulf War, the attendance may be higher, and authorized an additional $300 in the situation that we went through supplies faster than anticipated. These items were to largely be purchased by two members of the finance committee at sams club, where we could make a direct purchase with a two signature check. Helias and Magnus agreed to handle this.

Lost Moor Kingdom Dinner – The lilies staff put out a call for groups to put on a group dinner to feed the kingdom. The shire voted unanimously to take monday night. We voted to do a “cheese steak bar”. This would include Rolls, Steak/Chicken, cheese, peppers and onions, as well as a macaroni salad side. We estimated based on last year’s shire party a rough attendance of around 100 people. The committee proposed a budget of $600 for this meal, which was voted on and approved unanimously. These items were to largely be purchased by two members of the finance committee at sams club, where we could make a direct purchase with a two signature check. Helias and Magnus agreed to handle this.

Lost Moor Party – Lost Moor voted to still host their traditional Lilies War party, and to host it directly following the kingdom dinner we were also hosting. This would let us consolidate resources and get the majority of our contributions over in the first part of the war. A budget of $200 was proposed for this purpose and was unanimously approved. Due to cooler and food storage/transportations logistics, this purchase will have to be made on site the day of the activity. This will be handled on a reimbursement basis, with whomever handles this to submit receipts for purchases totalling no more than $200.