Kingdom of Ealdormere – Privy Council Meeting
June 29, 2019, 3:00 PM – 3:45 PM
Meeting called by TRM & Lars
Attendees:
TRM Roak and Hyrrokin, TRH Kaylah and Trumbrand, Seneschal (Lars), Exchequer (Jane), Clerk Register (Henry), Trillium Herald (Rylyn), Kingdom Chronicler (Evan), Lawspeaker (Nicolaa)
Regrets:
Earl Marshal (Menken), Minister of Arts and Sciences (Xristina)
Welcome from Their Majesties & Kingdom Seneschal
- TRM thanked everyone for attending the meeting
Seneschal (Lars)
- Mahhild had an issue with a site who did not think that the Society insurance policy was valid in Canada. This has been reported to Society and they are looking into it with their insurer.
- Caldrithing KA&S is set for 21 March 2020, but that date may not be good. It may be moved back a week.
- Les Beltaines
- 5 Ealdormerians attended this year (it’s between Montreal and Quebec City)
- The East has expressed interest in growing the event
- They are willing to make it a war event between East and Ealdormere as primaries
- They are willing to commit that it does not conflict with Melee
- Gwendolyn is spearheading this, approached Lars to see if there is interest in discussing further at Pennsic with Sir Mohammed
- 1st step would be to see if more Ealdormerians will attend in 2020
- Discussion:
- Another war event between Melee, Trillium War and Pennsic may be a hard sell
- Especially since it’s a long drive with Pennsic not far after
- People’s resources are getting stretched thin in the event season, so this new and non-traditional event may be the one that suffers first
- Consensus is that it doesn’t hurt to talk about it
Clerk-Register (Henry)
- Would like to make it Kingdom policy that all officers at all levels use a Google account for office business
- Either the Clerk-Register or Kingdom Seneschal would be the recovery address
- Some hassle to set it up in the beginning, but we would reap several benefits:
- First, all correspondence and paperwork will be kept and stored for future officers to reference.
- Second, when the office changes hands, the Lord Clerk-Register won't have to update various email addresses in forms and/or mailing lists.
- Third, should there be a need to recover an office email, the Kingdom Seneschal and/or the Lord Clerk-Register will be able to do so (and all of the correspondence associated with the account - assuming the officer didn't deliberately delete everything).
- Generally agreed that this is a good idea
- Lars suggested that we may want to look into Gsuite for nonprofits, which would give us even better control when passwords are lost and such.
Exchequer (Jane)
- Currently we pay $7.50 per draft for Society
- We have to send photos of the receipts and proof of mailing
- It’s an expensive hassle
- There is a policy for using PayPal at the Kingdom level
- Society exchequer has asked Kingdoms to submit proposals for PayPal usage
- Kingdoms must ask to be invited
- We have no word yet on acceptance
- Hopefully this will happen during Jane’s tenure
- We’ll want to look at the PayPal cost (~2%) and what its impact on events would be
- Note that we can’t use this for at-gate collections. There is a policy there and Ealdormere is not part of the program.
Trillium Herald (Rylyn)
- Suggest to remove the section of the Herald’s handbook on page 21
- "Pursuivants and heralds at large should forward their Domesday Reports to Trillium on or before January 1st. Note - pursuivants and heralds at large do not need to be paid members."
- This contravenes Corpora which states that all officers must be members.
- Heralds at Large are much like Marshals at Large; both need to report and be members
- Motion voted on, carried unanimously.