2007 Sept 23 Minutes Core meeting

Minutes of Sagacity Core Meeting

September 23, 2007

Happy Valley Road, Metchosin

Matt called the meeting to order at 7:15 P.M.

Attending: Sam, Cliff, Jim, Janice, Claudia, Doug, Matt, Gemma, Rod 

MINUTES

Claudia, secretary, circulated copies of the minutes of the July 20th meeting. Cliff moved, and Sam seconded that the minutes be approved with corrections to the attendance list, as Matt and Gemma were not there last meeting, nor was Rod. Passed.

TREASURER’S REPORT

Cliff, treasurer, spoke on our finances. He reported there is eighteen hundred dollars in the bank, we have a deposit of 15 hundred at Harbour Towers on our next event, and the cheques have cleared from Pirate Adventure expenses, leaving only one unpaid item, under 200 dollars for the treasure hunt. This means the Pirate Adventure had a profit of over two thousand. Cliff explained some difficulties with finding an appropriate bookkeeper with no conflict of interest, and he has a line on one. Revenue Canada has sent us notice we must file a tax return for 2006, and a brief statement summarizing our income. We are now reaching the gross revenue level that means we must register to collect GST. Cliff will get immediate advice from an accountant who deals with not-for-profit groups. Claudia moved we accept the treasurer’s report. Passed.

CORE RESIGNATION

Due to changed hours of her work in new job, Cris has resigned from the Core by email; resignation accepted.

All Core members to keep watch for Sagacites who take on responsibilities and seem likely candidates for the Core; we will discuss suggestions at the next retreat and AGM. Discussed location of retreat. Decided to try for Bainbridge Island.

HALLOWEEN PARTY, October 20th.

We have the opportunity to use the Victoria Event Centre on Broad Street. Their bar pays Sagacity one dollar per drink sold at our events. Rod thinks its easier to market the Broad street venue, to draw in more people who aren’t regulars. Travelers Hotel has been giving difficulty lately, and the limited space is a problem there.

Set-up: because it’s upstairs set up crew would need to be young burly volunteers. Samvega is supposed to be in charge of set-up and break-down volunteers. Rod is looking into provision of food. Michelle was assigned food preparation responsibility. Halloween candy is another expense.

We pay Victoria Event Centre staff $15 per hour.

The date, ten days before Halloween may give us a bigger share of party people, as ours is probably one of the first Halloween events this year.

Poster will be straight black and white, Rod to do the creation.

QUESTION OF MAIN VENUE TO USE IN 2008

Victoria Event Centre is making an offer fro being our venue for seven or eight events in 2008, looks like a better deal with fewer expenses. Added advantage: not a hotel, no others wandering through observing our guests. Provides more privacy at several points. Travelers Hotel is deteriorating, and the Best Western Hotel is close to the Centre, and is a much better hotel for those who want accommodation. We may be able to get deals on a block of rooms.

Ladyfish wanted suggestions for variation of 2008 schedule. Discussion of uniform versus western party, plain D&Ds, and Fun Fair. Chose uniform over western. Others to remain on the schedule for certain, and there will be one new event, a Formal Fetish Masked Ball, with Wainwright Band and Valentine theme. Dates to be confirmed as soon as possible.

BIRTHDAY BASH

As usual, tickets have not begun selling months before the event, but we expect the rush close to the date. Birthday Bash web page now has a place for core members to keep track of who has been approached for donation to silent auction. The workshop schedule is on the website. All core are to wear nametags all the time, at the birthday bash. Any core person can walk into a workshop.

Auction donations and advertising space

Rascals is making a donation to our auction of two tickets for two to their events, and they also want advertising space in our information package. Dragon Fly Den, a small private kink place, is donating a gift certificate for four hours of play in their private dungeon. Monday responded that they are waiting for the publisher and will do something in their magazine that week about Birthday Bash. Advertising and discount coupon from Prince of Whales will be in package, and they are donating a whale watch certificate for the auction. They mentioned they will give a deal of 300 dollars for an hour in the zodiac if we want a group rate for Birthday Bash people. This event could fit in on the Sunday after breakfast, after all Birthday Bash events are over.

There will be a fridge magnet with the whole Sagacity calendar for 2008 in the information packets, of which we will need a hundred to a hundred and fifty.

Harbour Towers room rate is $99.99, $95 if you’re with Sagacity. They are holding 30 rooms for Sagacity that weekend.

Ticket Sales: Ladyfish and Janice

Four levels of ticket. (Friday only, Saturday night only, Saturday and workshops, Workshops only) Only Ladyfish and Janice to sell them. No list of names, no reservations. Merchants will be given only the full weekend tickets to sell, about ten to each dealer. People wanting portions must use paypal or come to Sagacity meeting. Associates must buy at meeting to get their reduced rate. Ladyfish will not be available for many meetings so everyone must be actively selling tickets.

Registration: Claudia on desk; Rod, Gemma recruitment

Rod and Gemma will recruit volunteers to sit at registration tables. Claudia will be on duty with the volunteers at all times the registration room is open.

Registration room will be open 6 – 9 Friday, and 8-12 Saturday. There will be three color coded wristbands for various ticket portions, and they must be worn at all times to enter any part of the venue. For Friday, will use a hand-stamp.

Security: Ladyfish will ask Loadstar if he wants to be responsible for security crew.

Formal Fetish Meet and Greet: whole Core

     OPENS Friday, at 7:00 PM

     Birthday cake. Hooray Sagacity song. ALL SING.

     Jim is going to wear dreadlocks and sunglasses.

     See website for words and schedule.

Snacks: Gemma and Michelle

Gemma and Michelle recruiting the eye candy server crew, both male and female. Hors d’oevres produced by hotel, to be served by our people: Hotel’s price is $7 per person; aiming for 150 people.

Miss Cat has a lot of experience with scrapbooking and is doing scrapbooks of Sagacity history to be on view.

Slide Show: Rolf, who usually does it, has been asked if he will produce it; not certain yet, as he’s building a new home. If he is unable, Carly will be asked.

Art Show: Rod

Will open Friday at 6 PM, to allow people to browse the art before it’s crowded Rod needs an access time to get access for hanging the show. Rod will handle the vending for artists Expects there will be about 80 artists.

Venders: Matt

We need to get venders. Cost to venders will be a minimum donation of a $50.00 item that will go in the silent auction. People asking to be venders are to email matt at matt@sagacitygroup.net and he will choose according to quality of stock. The vendors will probably be put in the registration room space. Sagacity will have a table, looked after by registration volunteers. (mini floggers and t-shirts)

Core Room

There will be one hotel room for use of core members who don’t have their own hotel room, and storage of Sagacity things. Four keys.

Workshop set-up and tear-down: Cliff, Jim, Matt, and John

Cliff, Jim, Matt, and John will coordinate setup and clearing away of workshops, need volunteers scheduled. Fast change needed, only 10 to 15 minutes available. Kiss of Fire workshop in lunchroom, this one will have to be cleared very promptly to make way for lunch to be served. We have the conference rooms for daytime only, must be cleared out of them by 6 P.M.

Silent Auction: Beverly

Beverly has offered to assist with paperwork of silent auction, tabulation of winners. Auction items can be locked in overnight. Last bid time Saturday 8:00 PM and winner to be announced afterwards.

Saturday Dinner Break

If we want to eat in a group, need to make reservations before the day, in the pub of the hotel.

DMs: Grant if he plans to attend

Ladyfish will discuss with Grant. We may need refresher for both DM’s and timekeepers. Volunteering for this one is sensitive issue as we are asking for an hour of time from people who have paid $165 to attend the event. We will offer Grant and Donna some kind of discount for being responsible for so much during the whole play party.

Music: Samvega

Besides the play party music, will need light jazz for art show, before the dancing with Paul Wainwright Band.

Total cost for Birthday bash last year was about $4,500. This year, expect $13,000 cost. Venue $3000 Food $4000 Hoping to bring in 30 associates, 40 non-associates, 12 core Ten non-paying complimentary tickets and ten presenters Need 150 attendees on Saturday night and on Friday night 102 to attend workshops and lunch

Next meeting is November 3rd, Saturday at 5:30 P.M. to continue planning Birthday Bash.

Doug moved we adjourn at 10:55 P.M.