Barony of Madrone Financial Committee Meeting Q1 2015
Date: February 2, 2015
Time: 7:00pm
Location: Third Place Books, Lake Forest, WA
In attendance:
Voting:
Baron Stefan of Pembroke/Sean Thomas Bjers
Baroness Emmelina de Coventry/Emily Selbo
Exchequer HL Lianor Pereira DoValle/Carol Magalhaes
Seneschal Lady Gera Gangolffin/Jeri Sisco
Nonvoting:
Mistress Genevieve Marie Etienette de Montagne/Stephanie Ray Solum HL Christopher Edward Hawkins/Mike Solum
HL Sarra the Brave/Sara McPhail
HL Ysolt Tayler/Tayla Sablerose
Lady Sarah Pixie/Sarah Maiser
1. Review quarterly reports
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Total gross income for 2014: $24,954.54
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Total Expenses for 2014: $26,622.72
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Loss: $1,668.18
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Etienette: Make sure to subtract depreciation, will make loss $400 less
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Lianor: Event income is less profit sharing for crown w/ Kingdom and
Vulkanfeldt, Emprise with Wyewood
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Stefan – what is equipment rental and site fee for. (Lianor:
portapotties and dumpsters)
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Alternate view of 2014, based on annual income/expenses only,
per Julian Sinclair on FB in December:
o Approved Budgetary Spending for 2014: $7,466
o Actual Budgetary Spending YTD: $3,388.32
o NET Income from Events: $4,548.47
o Net profit based on the above: $1,160.15
o Note that $3,000 of the event income came from May Crown. If
we had not hosted that event we would have lost ~ $1,800
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Stefan: we need to be solvent solely upon income/outgo, not based
upon Microsoft money or other donations
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Sarah P – Can we use other financial reporting formats?
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Etienette – These are the ones required by SCA, although we can
create other reports for our own use.
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Etienette – Estimated $2200 profit for 2014
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Stefan – but this is due to May Crown
• Group is good with budget and balance numbers with adjustments discussed
2. YAC proposal (Sarah Pixie)
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$232 for one time expenditure for starter/loaner gear
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Six shields/swords, 10 boffer swords
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Lianor: is demand there?
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Sarah P, Stefan: yes, players are going to AQ and WYE to play
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Financial committee – approves. As an over-$100 decision, this will go
to Curia for secondary discussion and final approval.
3. Baronial pavilion
• Sizing
o Question as to sizing of pavilion (20×30). Is this the right size?
Consensus is yes.
o Storage size is an issue. Canvas will take up double the space.
Poles made by Master Edward are substantial and also space
consuming.
o Is there room in baronial storage? Yes.
o How do we transport? Stefan can transport, he has trailer. He
expressed concern as to what happens when they are no
longer BandB and/or cannot transport pavilion?
o Suggestion: Poles and pavilion can be transported separately.
• Madrone’s pavilion has always had a distinctive look and we’d like to continue that.
o Color, shape, banners, etc. Stefan much prefers rectangular over oval for additional space.
o Panther paints their canvas, so it’s super heavy and not breathable, takes up double the space
o Can’t get different colored dags from Panther but we can paint them ourselves
• Pricing:
o For specific pricing, Lianor will get and record quotes,
including Panther poles rather than Edward’s because of size o How are we paying for it?
! Option 1: Buy outright from baronial funds
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! Option 2: Buy outright then fundraise to offset cost
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! Option 3: Fundraise first, then buy when funds are
raised
o Consensus was for option 2, as waiting on option 3 would miss
tourney season for this year. This will go back to curia for discussion.
4. Comping instructors at Baronial A&S
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Request made to comp event fees ($10 ea) for instructors at A&S: Duke Stefan of Bellatrix, Master Ugo Serrano, Jarl Styrkarr Jarlskald
o Stefan: these instructors will be attracting significant numbers of attendees so comping their event fee is good business
o Consensus is to approve
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Request made to reimburse feast fee for above instructors at A&S
o We do not comp feast fees as it is a direct cost to the culinary guild
o We also cannot reimburse feast fees (or any other event fees) from baronial funds
o Feast fees can be sponsored by an individual
o Stefan and Emmelina will be sponsoring their feast fees
• The fighting class on Sunday, organized by Sir Rauokinn, is not an
official baronial event
o Fee for participation is $20/fighter
o Rauokinn has covered the cost of Duke Stefan’s plane fare and
will use fees to cover that cost
o All other class funds will be donated to the Barony
• Financial committee unanimously approves these three measures
5. Facility proposal
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From FB, Sir Raoukinn and Sir Vilius are interested renting and assuming financial responsibility for a facility in which SCA activities can take place.
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Stefan: They would then rent this to us and to other organizations for practices, meetings, project nights
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Lianor, Stefan: We need to ensure that they are aware we cannot cover costs as a Barony
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Etienette: We don’t want Rauokinn and Vilius to get hurt if this doesn’t see anticipated use. Any such would be both location sensitive and BandB leadership sensitive
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The exploratory group on this initiative is not an official baronial committee, but rather Sir Rauokinn and Sir Vilius looking at options, and using a few folks from the barony as a sounding board
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Related: Maria/Natasha is facilitating discussion related to gym and classroom facility availability for fight practice PLUS A&S at the place she teaches. This discussion is taking place on Seattle Fight Group.
6. Check requests
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$192 to reimburse Gera for PO Box annual fee
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$XX for event cash box money for Iacobo
Meeting adjourned at 8:45pm.