Meeting Notes 01-11-26

• Magnus Ben Judah

• Helias Basilou

• Rufus Tenstone

In Physical Attendance:

• Aine

• Rufus Tenstone

• Magnus Ben Judah

• Marie Wagers

• Ailbhe ingen Delaine

• Gwennan

• Helias Basilou

• Lila of Lost Moor

In Virtual Attendance:

• N/A

Officer Updates:

Archery

We have lost our primary venue for archery. Pigeon Hill is closed. We are looking to use Helias’s range as an alternative. Dates to be determined.

Exchequer

• New checks have been ordered. We were low, and the old ones have Cathy’s address on them still.
• Requested reimbursement for office supplies and shipping for sending off the paperwork to the kingdom for year end.
• Amount Requested: $51.30
• Rufus Tenstone was added to the finance committee
• Helias refunded the reusable mold advance and that project is currently tabled until the stakeholders have more time available to pursue that project.
• New Financial Rules:
• The finance committee has agreed that no cash advance payments will be authorized by the finance committee outside of exceptional circumstances going forward.

Minister of Youth

• Assisting with Shire of Cum an Iolair’s Clothiers event by running their youth activities.
• This is funded by Shire of Cum an Iolair.

Arts and Sciences

Absent, No update

Historian

• This historian/librarian for our shire had some role clarifying questions, and discussion of possession of shire books and historical documents was brought up.
• We agreed as a shire that the shire owned books should be transferred to the historian/librarian after a current inventory of them is taken. At that point the historian/librarian will need to keep a log of which shire members have which books, and will be responsible for keeping them in a safe and dry location.
• We agreed as a shire that we would like to explore making a book for the history of the shire, with blank pages to add content for future members. We are unsure exactly what this book will entail, but agreed to research it and come up with ideas for the next meeting.

Quartermaster

• The garden cart we purchased to move the new tent has arrived and is awaiting assembly.
• Magnus and Helias will be working to get the tent over to Elkhorn for a repair/reinforcement of the main ridge seam.
• Once the tent is out of the way, we will be scheduling a shire inventory to itemize what all we have, and better organize our stuff into the shire totes so that we are ready for the new event season

General Topics/Conversations:

Gulf War

• The shire voted to send a delegation to gulf war with the shire barracks tent and supplies, as well as to open the space to folks needing space, similar to the Huscarl Hotel.
• The shire voted to supply a community breakfast for the Kingdom at war. Amount to be determined at the next meeting.
• The shire agreed to send a proposal to the kingdom regarding partial fuel reimbursement for transportation of event goods to Gulf War to confirm the reimbursement process for that.

Ren Fest – St. Joseph

• We discussed the need for better signage/indication that folks were supposed to come under our pavilion. We had lots of folks just watch from outside last year, and want to encourage them to come inside.
• We discussed the need for more hands on activities. We agreed that getting to sit down and do something makes it so much more engaging and memorable for the attendees.
• We agreed the fighters need a designated area for their gear out of the sun so they don’t end up in the middle of the guest area.
• We agreed to provide a few hands-on youth activities during scheduled times. Amount to be determined at the next meeting.

Lilies War

• We discussed moving the shire encampment to the A&S field near where Villa de Frumentaria camp. Of those in attendance, all were interested in trying the new location.
• We discussed a joint project of forming a “Youth and Families” camp, with Villa, to have established rules and quiet hours in the families camping area. Of having all adult items stored/secured on the adult side of camp, or in their own tents.
• We discussed the Lilies Committee request to provide dinner for the Kingdom one night of war. This was unanimously approved. Date/Meal plans to be determined by the next meeting.
• We discussed if we wanted to host a “Lost Moor Party” at war, with the shire already covering a meal. It was agreed that we still wanted to do that. The shire voted unanimously to put together a plan for the shire party for discussion at the next meeting.

Magnus submitted a request to get reimbursed for office supplies, and shipping related to getting year end reports done in his role as exchequer. This was approved by the shire unanimously, and the financial committee also agreed unanimously. A check was written to Magnus in the amount of $51.30. Since he is the exchequer, this was signed by Helias Basilou on 1/11/26 and countersigned by Cathy Eddy on 1/12/26.