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)

• Discussing the NMR

• 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.