20060410 Core Meeting Minutes

SAGACITY

MINUTES OF CORE MEETING

BIRD OF PARADISE RESTAURANT

VICTORIA BC

APRIL 10, 2006

7:07 P.M.

ATTENDING: Ladyfish, Fisherman, Heather, Mathieu, Claudia, Beverley, Randy, Marlene, Polar, Jewel

GUEST: Christian of Sweden

ABSENT: Mark and Teacup of Nanaimo, John and Michelle of Mill Bay

Ladyfish called the meeting to order at 7:07 PM

MINUTES

Claudia had distributed the minutes of the last meeting by email.

Heather gave a list of errors and omissions which will be incorporated into the minutes.

Fisherman asked that minutes be uploaded to the website.

Claudia moved, Heather seconded, that minutes be accepted. PASSED.

TREASURERS REPORT

sales revenue is up (tickets)

fundraising efforts produced less, because there was no 50/50 draw during the renovation closure of our Tuesday meeting venue, Westbay Restaurant.

Domlander tickets sent out to stores brought in about $900, meaning it was well worth the investment in printing actual tickets, and producing a poster.

high attendance meant a profit of about $900.

well started on first goal of raising $10,000.

Claudia moved and Polar seconded that the treasurer’s report be accepted. PASSED

DOMLANDER REPORT

Ladyfish reported – set attendance record for largest event yet. Space seems appropriate for 150 or more after staging removed. Upper limit without staging about 175

a few guests brought in alcohol to the hotel, which sells drinks for its profit, so we have to continue zero tolerance for this, and an announcement will be made.

Beverley reported -- feedback in Vancouver is excellent, and she believes the numbers of participants from Vancouver will rise.

Marlene said she’s aware of people becoming interested because of this event. She noticed people congregating at the timekeeper’s board; direct people to the socializing area or viewing area, keep timekeeper area clear.

20 chairs in viewing area made it hard to get a seat; some wandering off saving seat and not returning. To handle this, will try to fit in a larger viewing area.

            Heather reported – bar set up then moved outside doors, inconveniencing staff; backstage management went well, few technical difficulties

Public pleased; Monday Mag’s Bill Stewart pleased and would do judging again.

Overall, proved the new venue works well for Domlander.

PARTICIPANTS’ PARTY

            No fee to attend. Should be about 60 people.

Set for May, as there is no scheduled event that month, but should not be right before the June playparty; will try for May 20^th.

            Discussed merits of using Luxton (bit cheaper) vs using Travellers. Would prefer to use Travellers in order to support the hotel that supports our main events. Fisherman will ask for a good price on Travellers- will offer $450.

WILD WEST PARTY

Doms to be auctioned off. Fisherman, Marlene and Beverley as a pair from the core, and others from the rest of Sagacity.

Would like to have 10 or 12 Doms for the auction

suggestions: Samvega and Lady Di.

Randy will be auctioneer.

            Set up: Mathieu, Fisherman, and Randy. Ask Samvega and Ski.

PIRATE ADVENTURE

Ladyfish stated all spaces are full, nothing to work on right now, though changes in attendees can be expected.

Panty wrestling event is on, for the Friday night. Randy is referee and will be accepting applications.

no betting on the outcome, makes it too serious, should be lighthearted.

Prize: a tacky glittery crotchless panty. Beverley will procure the prize.

BIO CONFERENCE

Pirate Adventure sold out so won’t use table at  “Conference of Kink” to promote it;  will promote Sagacity in general, and the following event, Beach Party.

Will rent a 10 or 11 passenger van with trailer hitch at about one hundred dollars per day plus mileage. Randy is a class 4 driver.

We do not get a percentage as Brian of Rascals says he does when he handles equipment for Bio events, and there is no mention of us in Bio’s conference publicity on their website. Brian did not even know he was cut out of the job. He says however that Sagacity should go ahead and do the event.

SUBSCRIPTION TO SAGACITY EVENTS

“Friends with Benefits” was a name agreeable to all

            Annual renewal, on anniversary of date first signed up

Heated discussion on benefits structure including these suggestions and others:

$50 Silver Friend -- all D&Ds, plus $15 tickets for main events. Access to library?

            $150 Gold Friend -- ?

            $350 Platinum Friend -- everything free excluding the Pirate Adventure; does include the Birthday weekend.

            Blog pages on Sagacity website suggested as a benefit

            A personal sagacitygroup.net email address suggested as a benefit

Agreed to work it out at the May meeting for opening sales on June 1st

OTHER BUSINESS

Fisherman announced it is time for the annual vote on website and domain cost, Fishes abstaining from vote as their company provides the service.

Randy moved and Polar seconded that we continue with Fishability’s service. PASSED.

Brief discussion of Sagacity’s lack of recent connection with Xchanges, and high cost of renting their small spaces with total unreliability of being ready for occupancy.

Moved by Beverley and seconded by Claudia that Sagacity no longer will sponsor Xchanges website and domain. PASSED

Moved by Beverley and seconded by Polar that Sagacity drop membership in Xchanges. PASSED

Ladyfish explained new layout on Sagacity’s website which will simplify finding deeper pages.

BIRTHDAY BASH

Looking for Birthday Bash promotions -- Ladyfish described a company that prints bags shirts pens etc.

For the Friday night, Paul Wainwright will be approached again for music.

Rod, curator of art show at Birthday Bash, wants to make it a juried show. Wants to add a silent auction, minimum bids, Sagacity gets a small percentage. Rod is looking into logistics of setting it all up. He is looking into prices of doing the photo calendar, printed, black and white, at least 12 photos; to be sold at Birthday Bash. Will try to coordinate most months’ pictures with the signature Sagacity events; to be kept tasteful and artistic. Has to be a chance of a good profit to go ahead with the calendar

BEACH PARTY

Mathieu not available to haul trailer

            Gord has offered

EQUIPMENT

Fisherman has seen a cage for sale at $60

No new equipment since Birthday Bash 2004.

Could also use more spanking benches

Would like to have a large tripod again for suspension…look into buying

Claudia moved, Randy seconded, that Fisherman buy a cage if a good price, and a washable vinyl topped mat for floor of cage. PASSED.

Ladyfish will announce a drive for toys for communal toy box.

FUND RAISING -- FOUNDATIONS

Randy has a list of 14 foundations that we could approach for permission to send applications for grants.

Many of these provide grants that may be spent on capital assets (equipment, truck)

Randy believes some government grants would be possible for art show, but too late to apply for 2006.

Fisherman and Randy will meet as a sub-committee

LIBRARY UPDATE

Heather reported that Celia has completed cataloguing, now putting it onto the website

Next will compare her list with the old list to get list of our losses

Then assemble catalogue to bring to meetings

Will probably remove some cheap novels and old periodicals, and some that look inappropriate, all to be discarded

LOTTERY LICENSE

Single day raffle -- Heather explained that if offering tickets at different prices as we want to, we are required to keep track of how many were sold at each price; have to be different colours. Heather will make up a record sheet.

Fisherman will follow up by making the application;

Next meeting will be at Bird of Paradise at 7 PM unless Westbay reopens.

Polar moved we adjourn at 9:50 PM