June 9th Planning meeting agenda

  1. Report from site field trip
    1. Have we seen enough to make a decision?
      • Paradise Canyon and Bedrock are off the table
      • Alamo River is available under the same terms as last year
      • Haraldr will check with availability of Nolte Island
      • Branwen will check with people from Fynnon Gath on a possible site they know of.
    2. if not, what additional info do we need?
      1. If Nolte Island is not available, we will go with Alamo
    3. pros and cons of each site we’ve seen/used in the past?
      1. Alamo River
        • available at the same price as last year
        • Will require large tents to be available
      2. Paradise Canyon
        • unavailable our weekend,
        • little to no list field space
      3. Bedrock Resort
        • absolutely no list field space
        • directly on the highway
        • lots of traffic
  2. Department head reports
    1. does anyone need anything at this point?
    2. budget requests?
    3. how many volunteers are needed
      1. any advance prep work needed?
  3. A&S triathlon format OK?
    1. Clarification of category requirements...
      1. Are entrants required to have three separate major categories?
      2. Or a combination of any three minor categories?
    2. get the info on the Bjornsborg site and advertise the categories
  4. Call for volunteers for empty departments
    1. still have several departments that need heads
    2. deputy positions are available
  5. budget discussions
    1. food costs?
    2. site costs?
    3. misc costs?
    4. non reimbursable expenses need donations
      1. pumpkins
      2. ladies of the field?
      3. others?
    5. expenses approved by autocrat pending finance committee
      1. authorized Czina to obtain a leather hide for site token materials (circa $50).
        • to be split with Coronation if we get that bid.