20070106 Core Meeting Minutes

Sagacity Core Meeting Minutes
January 6, 2007
Fish Household, Victoria, BC

Attending: Ladyfish, Fisherman, Nancee, Doug, Claudia, John, Michelle, Jim, Janice, Samvega, and Chrysalis.
Sent Regrets: Beverley

Ladyfish opened the meeting at 2:20 PM
The new members of the Core were welcomed: Jim, Janice, and Doug.

Minutes of the October meeting were posted on the Sagacity website, and a copy of the minutes was circulated for new members to read. MOVED by Ladyfish and seconded by Samvega, that the minutes be accepted. PASSED.

Treasurer’s Report: Fisherman apologized for not having a written report, and gave a summary. Highlights:
- $500 pre-paid to a party facility
- about 900 dollars in bank account
- about 500 dollars prepaid in truck insurance
- over 9,000 dollars in equipment, including the truct
- besides the above, there are other items…inventory of goods to sell, more assets coming in shortly, and the value of the library.
- no outstanding debts
- next event is one can be expected to pay for itself.
- we did reach our 2006 goal, to purchase a truck, and we are still in good financial standing.
MOVED by Claudia and SECONDED by Ladyfish that we accept the oral report on finances: PASSED

UNIFORM PARTY January 20th at Travellers’ Inn
- pre-party workshop on using whips, by Brad the Braider for 12 people
- $100 honorarium for Brad to help with his travel etc.
- Samvega agreed to take the sign-ups for the workshop
- Workshop will be free to those who also buy party ticket, ten dollars to those not attending party
- Workshop is already announced on the website
- Promoting the uniform party on the email list, raising enthusiasm: Core will coordinate their efforts by using the core mailing list before posting to the general list.
- Boot-polishing service. It was suggested that Tali be asked to provide this, and some of the core will take shifts doing boot polishing too: Ladyfish, Claudia, Doug.
- Poster submitted has an anime look that was not liked, so we agreed to use the photo of the vintage policeman for the poster. Cost of printing will be between 30 and 50 dollars. Distribution by Samvega, in sex shops, though no tickets to be sold there, and in other public locations.
- Loadstar will provide security as usual, and set up crew will be as usual, no decorations so not a lot of people needed.

TICKET SALES POLICY
There was another long discussion about ticket sales policy, particularly about how late a ticket buyer can pay for reserved ticket… and some discussion of putting a cap on numbers of tickets that can be sold. This will be discussed further at the Retreat in February.

RETREAT
- need the number of participants in order to reserve space at Bodga resort
- count taken, 17, decision to rent three lodges with about 6 people in each, and reservation was phoned in immediately. Main room will be available also for meeting.
- Charge per person will be $50, Sagacity will pay for one main meal, Saturday.
- Other meals the responsibility of the individuals, and we will go out to a pub for the Friday dinner. Ferry tickets included.
- AGM and planning sessions will take up all day (morning and afternoon) of the Saturday.
- Date is last weekend in February.

NEW GROUP in NORTH ISLAND
- NIK is the name of the new group, “North Island Kink” and it appears that Barb and Gord and some others are organizing it - Campbell River and Comox Valley area.
- Sagacity is going to run a party for the group on _____________
- People from Sagacity are needed to attend. Three will go in truck as set-up crew, and a van can carry others. Seven people can travel in van. Gas will be paid by Sagacity for both vehicles, and we expect to have free admission for the Sagacity contingent. Fish will inform NIK personnel that this is our requirement. Sagacity members will be responsible for their own accommodations in Courtenay.


NEW EQUIPMENT
- Jim is building the long-awaited cage, and this will be ready for Domlander in March. The materials will be paid for by Dr. Phix-Right, and the cage will be called Dr. Phix-Right’s Therapy Room.
- Isabel Channing has donated money for a “rack” which will be known as Isabel’s Rack of Torture, or similar name. This will be ready in time for Uniform Party.

CORE MEMBERS’ RESPONSIBILITIES DURING EVENTS
All core need to wear their identity pin thoughout parties and extend welcome to everyone who appears to be new or uncertain, or need some help getting started. Core should try to fix problems as they arise, using DISCRETION so that the event’s atmosphere is not spoiled.
PROPOSALS FROM RETIRING HEAD DM
After some discussion of many of the points on this submission, it was agreed that at the Retreat, we would go over the whole job description of the person in charge of monitors, and probably will be changing the name of the position to DM Coordinator.
Items immediately decided, from the list were:
- one of the Rules…the DM will retain the final word on the floor, and if there is a complaint it goes to the Core for consideration later.
- First Aid Supplies: Beverley is looking into prices for these.
- will also ask Beverley to look into costs for some other equipment such as bolt cutters, shears, mylar blankets, etc.
- Sashes for DM’s will be made by Michelle.

MUSIC
Samvega will continue to work on music for events.

QUESTION OF ADDING ANY MORE CORE MEMBERS
Two persons’ names were brought up, and it was agreed that both were unsuitable at this time for membership on the Core.

LIBRARY SCHEDULE
It was agreed that the library has the most value if it is all brought to meetings frequently. The entire library (three totes) will be brought to the Tuesday night meetings on the second and fourth Tuesday of each month. If none of the library committee is attending at those times, they will arrange ahead of time for someone they have trained to handle lending out books, to pick up the totes, deliver them, and handle loans during the meeting. Fish will explain this to the Library Committee.

VOLUNTEER REWARD PROGRAM
A volunteer coordinator is needed to organize and oversee a program of keeping track of volunteer work hours. Chits signed by the coordinator or a core member who saw the volunteer’s work, will be gathered on a regular basis for inclusion in a draw for a prize worth about a hundred dollars. It is hoped this will interest more people will assisting in clean up and other chores of events. Core is not included in this program. Janice agreed to be the volunteer coordinator and will start by writing up the program in detail.

DOMLANDER
- to be held at Multicultural Centre on Broad Street, where there is a permanent stage, green room, a full bar, coat check, bartender, and onsite manager.
- Downpayment has already been made to reserve venue.
- Sagacity has to get the liquor licence. Michelle is qualified, and will do this. Sagacity will get $1 for each drink sold.
- Nancee agreed to be backstage manager of the production.
- There will be no runway, and judges will have backs to the audience.
- Samvega, Ladyfish, and Nancee will make an appointment to view the site soon and work out exact logistics.
- Several nearby parkades should cover the parking problem even on a Saturday night
- Poster should be up before the Retreat.
- Name to be changed slightly: Domlander, a Fetish Fashion Parody”


RISK MANAGEMENT
Doug brought up the concept of Rish Management, and submitted as a sample, another organization’s report on their risk management plan. It was agreed this is a good idea for Sagacity, and all core members will read the report and think about areas of risk in Sagacity’s operations, for discussion at the Retreat.

BEST USE OF OUR ASSET, THE TRAILER
After extensive discussion of the alternatives: sell the trailer, or keep as a storage space. MOVED by Fisherman and SECONDED by Claudia: That we sell the trailer and put proceeds into a flexible short-term interest-bearing instrument to start a contingency fund. PASSED

CONTINGENCY FUND
The exact plan for the contingency fund, including our goal for the amount in it, will be worked out at the Retreat.

FUTURE GOALS
It was suggested we have a “segregated acount” as a reserve for starting up our own venue in future. This will also be discussed at the retreat.

SAGACITY SOCIETY ARCHIVES
Ladyfish has saved all records and memorabilia, including posters, etc., and even t-shirts, from the beginning of Sagacity’s history. The goal is set up the society’s own archives, organized out of the mass of material, in time to also create a “History of Sagacity” presentation of some kind at the 2006 Birthday Bash. Besides Ladyfish, Nancee stated she would like to work on this, and Michelle, who has saved most of the paper memorabillia of the last several years’ events, would also like to work on the archives.

ADJOURNED at 5:05 PM, at motion of Fisherman.