20061008 Core Meeting Minutes

SAGACITY CORE MEETING
OCTOBER 8, 2006 at HOME OF THE QUINNS

ATTENDING: Sam Quinn, Cliff Quinn, Mathieu, Heather, Polar, Jewel, Claudia, Nancee, John, Michelle, Samvega

REGRETS: Beverley in Vancouver -- email received -- unable to attend because of illness
Mark and Teacup -- phone call received -- unable to attend because of work

GUESTS: Doug, Rod

MEETING OPENED by Sam Quinn, exactly one hour late, at 2:00 PM

MINUTES of the last meeting were posted online. Cliff moved that we accept the minutes. Passed

TREASURER'S REPORT:
Highlights: The figures on the Pirate Adventure are not yet complete, but it is certain spending came in under budget. The pirate shirt sale worked out well. Current amortized worth of assets is $11,200. Claudia moved we accept the report. Passed.

OLD BUSINESS: None

NEW BUSINESS:

PRICE GUARANTEE COUPONS
Ways of reducing the work and expense of printing tickets for public events were discussed. Decision was to distribute coupons to stores. These coupons will simply allow the bearer to pay the advance ticket price, at the door, and will state that admission is limited, so people must email tickets@sagacitygroup.net for reservation, or risk not getting in.

USE OF NEW VENUE FOR EVENTS
Sam Quinn reported she has discussed our needs with staff of Harbour Towers, and got their agreement that they will be a venue for Sagacity events, and we would be required to guarantee purchase of fifteen hotel rooms when we rent a conference room. Discussion of space and costs ended with unanimous agreement that the disadvantage of higher costs for both hotel rooms and conference room would be worthwhile for larger events, starting in 2007. (much more space, more attractive venue, washrooms for our use only) Although it is far too late to book Birthday Bash 2006 there, Sam Quinn will try immediately to book our dates for Domlander 2007, and Birthday Bash 2007.

RESIDENCE CHANGE FOR PRESIDENT
Sam Quinn announced that it is very probable she will not be resident in Victoria a few months from now, but she can assure the membership she will continue in her position and be available for Core meetings, and probably for one Tuesday gathering per month. Her goal, shared by all others present, is for the organization to continue operating at its present level, and continue growing as possible.

SAGACITY EVENTS CALENDAR FOR 2007
All dates and places are tentative...hotel bookings yet to be made. Goal is to have an event approximately every 6 weeks.

January 20
Uniform Theme Party Travellers Inn

March 3
Domlander, Harbour Towers (definitely was too crowded at old venue; will need to start promoting earlier in Vancouver and Seattle)

April 14
D & D Travellers Inn

May
Fun Fair Travellers Inn (Expand to take over whole floor, whole evening. This is a fundraiser.)

June 23
Beach Party Travellers Inn

July
D & D. Samvega to organize as alternative summer event for non-pirates. Travellers Inn

August 10-11
Pirate Adventure Bodega Resort on Galiano Island

September 15
Back to School Party, simplified (no classes) Travellers Inn

October 13
D & D (no focus on Halloween) Travellers Inn

November 9-10
Birthday Bash Harbour Towers

December 8
Christmas Party (as usual -- reception style, Santa and Elf, potluck food, no playfloor) Travellers Inn, or in a large private home

2007 CORE RETREAT and AGM
The Core Retreat will be booked if possible at Bodega Resort. About three large cabins needed. We will bring our own food, and there is no need for the main room to be rented. As with last year, we will arrive Friday evening for socializing, then spend all day Saturday on AGM and planning meetings, play party on Saturday night.

RESPONSIBILITY FOR SAGACITY WEBSITE PERSONALS
Secretary read an email from Beverley stating she would like to make a motion that someone else take over the responsibility for the personal ads section of the website. She stated she feels strongly that a core member should handle this. Beverley also stated that she applauds Marlene on the job she has done. Motion passed.

Discussion ensued on new approach to Personals section, as it has now grown much larger than it used to be. Core agreed unanimously that Beverley take on the responsibility for the personals ads, and that the site be divided into separate categories according to what the person is seeking. Also, there should now be verification that all the older ads are still active, by an email sent to the submitter.

SAMVEGA'S RESPONSIBILITIES RE SAGACITY WEBSITE
Discussion of expanding responsibilities of Samvega's web work, resulted in unanimous agreement that he will work on bulking up the "Knowledge" section of the website, finding more material. His choices of material will be run past Sam or Cliff Quinn before posting. Also will try to increase awareness of that section of the website.

PLANNING BIRTHDAY BASH 2006 - TRAVELLERS INN, NOVEMBER 10-11

Workshops: We have more presentations available than could usually be fitted into the schedule, so it was decided we will extend the schedule slightly to allow for all offered presentations to be fitted in. Final schedule will be arranged by Sam Quinn. Presenters are: Don of Edmonton, Elwood, Barb and Gord, Brad the Whip maker, Catherine, Nancee, Marlene, Polar, Paul of BIO. The extended schedule will also allow vendors more time to sell.

Friday Opening Night: Art show: Art is coming in. There will be performance art also. Rod wants to begin hanging art earlier, and is setting up a committee. People can start viewing art show at 7:00 P.M. The official welcome, cake cutting etc will be at 8:45 P.M. Paul Wainwright band plays for dancing from 9:00 to 12:00 P.M. Sharon will be the cash handler for Rod's Art Show sales. Payment will be made to Sagacity, and a cheque for 80% goes to the artist, Sagacity retaining 20%. Sharon or a trusted substitute will have to be on duty from 7:00 P.M. until midnight.

Silent Auction: This will be handled completely by Beverley and her crew. As Beverley lives on the mainland she has requested that everyone submit their ideas for auction donations from this area, with complete contact information for the person or business who is a source for that donation. Or, if someone has a close connection who would make a good donor, contact Beverley first, to run the idea past her, then make the contact yourself.

Transporting equipment: Nancee moved that we pay for a small addition to Rubbert's truck so he can do the towing. Passed unanimously.

Ticket Price: Discussion of increasing cost to allow break-even on Birthday Bash expenses this year, and discussion of amount of work time that must be committed by every core member for Birthday Bash. Nancee moved that ticket price be $80 for whole event, $20 for opening night only, and $40 for whole event for Core members. Passed.

Discussion of Perks for Presenters: In the past, some required large travel costs, some get room cost, some are billeted, most get free entry for self, some have received unfair amount of perks for self and entourage. Nancee pointed out that as a presenter she has never accepted even free entry to event. Agreed unanimously that we must treat each case individually. For instance, we will have to pay for travel and accommodation for Don from Edmonton in order to get his services.

Vendors: Teacup has agreed to handle this. Venders will be able to avoid paying for an event ticket if they arrive at sales time, and leave at end of sales time, and do not go to any workshops.

Goodie Bags: Only a few bags left from last year. It cost between three and four dollars a bag last year; unlikely to get a substantially lower price, so will go back to envelopes or perhaps plastic bags with our name, or folders. Also need items like refrigerator magnets with Sagacity logo. Heather is uncertain about being able to provide Partylite candles this year. Prices must be found for bags, magnets etc, before decisions made. Sam Quinn will look into this. We will not attempt to provide anything like Master Bob's guide this year. Last year it cost five dollars for every guide printed. The usual printed material on the event, and a Sagacity calendar will be included. One suggestion was asking for a ten percent-off coupon from the restaurant at Travellers Inn.

Set-up Crew: Doug will head up this crew. He is responsible for equipment, technical aspects (music) and logistics.

Other responsibilities:
Ticket sales and the Door: Cris and Claudia
(Wristbands are now hard to find...Nancee will obtain them in Vancouver)
Advertising/Posters/stores, requests for discount coupons: Michelle and Jewel
Friday Evening Greeters: Nancee, Michelle (Servers with snacks, cruising the crowd -- eye candy)
Monitors for Playparty -- Polar
Security Crew - Karen will be asked by Nancee to head up the crew. Samvega and Polar will assist
Presenters: Sam Quinn (calling now for bio from each accepted presenter)
Slide Show - Rolf (all core and members asked to send in new photos -- core to talk this up amongst members)

Equipment purchase: We have still not purchased a cage as was decided some time ago. Plan now is to buy a one-person, stand-up cage in time for use at the Birthday Bash.

Poster: We will re-use the one from last year with all necessary changes to date etc.

NEW NAMETAGS
New name badges will be created, and all Core agree they will wear them at our events from now on, in order to be recognizable as Sagacity organizers. All are expected to put in some time welcoming people who are not very familiar with Sagacity.

ONGOING CONCERNS ABOUT PLAYFLOOR RULES
We continue to hear concerns about standards of behaviour on the playfloor, and enforcement of regulations. In particular, there is concern about newcomers and new DMs knowing the rules. Agreed that a full discussion of issues will be held at the October 17th gathering at Paisley Restaurant, with the entire Core as Panel, taking questions from the floor. Written D. M. Guidelines will be created soon.

NEXT MEETING
We will require one more planning meeting close to the date of Birthday Bash. This will be Sunday October 29th, probably at the Quinn residence again.

ADJOURNMENT
The meeting adjourned exactly one hour late, at 6:00 P.M.

(note: Teacup telephoned towards the end of the meeting to get the important points "as it happened"...almost like being there)