[Artemisia] Barony of One Thousand Eyes Uprising Cancelation

[Richard Samul]

Still trying to wrap my head around why a non-profit organization needs to show a minimum profit on an event. By definition, any event should bring in enough money to cover the cost of the event - anything extra is bonus. This has been an ongoing thing for me for my 20+ years in the SCA, so it may just be my mindset. But, I digress.

This whole thing sounds like a lot more politics happened than were necessary, with a serious flurry of CYA, resulting in all the blame being dumped on a scapegoat. However, I only know what has been stated publicly in this forum; those actually involved know the whole and true story.

In the end, one of the things I have learned in the SCA can be summed thus: If you screw up, do the honorable thing and admit to it. In the long run, you will earn more respect than you will if you try to bury it by pointing fingers and saying “not me”.

2 pence.

— 
Earc

> On Jun 20, 2016, at 9:56 PM, John Gibson <scjdgibson at gmail.com> wrote:
> 
> Fact Check:
> 
> The financial committee has seen the necessity of presenting all the facts of why Uprising was cancelled. This decision was not made lightly and there were many factors that came into play that resulted in the unanimous decision of the Baronial Financial Committee to cancel Uprising 2016. 
> 
> The Baronial Financial Committee received the preliminary bid for Uprising 2016, but the bid was not complete. It did not include prices or any  required information for the local Knight Marshal or Minister of Arts and Science (MoAS), and did not include signatures. These requirements must be met if any classes or heavy fighting are to take place. The next  updated bid still did not contain the information for the marshal or MoAS,  didnot have all the signatures, nor did it include equestrian insurance, but did have gate prices. The event steward was informed by the seneschal that the required paperwork was not complete and must include an event announcement for submission, so that preregistration could begin.On Feb.
>   False - Original Event Announcement was turned into Conrad who was then seneschal with all signatures at the November 2015 meeting where all signatures were procured at the meeting, a copy without signatures and a teaser announcement was sent to the kingdom chronicler November 30th.  Feb 9 2016 Autocrat was informed there was a new form and everything had to be redone.  New form was done but due to automotive problems autocrat was unable to attend business meeting, but arranged and met with Seneschal Feb 12 2016 providing updated forms, which Seneschal said she would see the required officers at fighter practice and procure the additional signatures on the new form.
> 
> 
> 18th a budget, that included the equestrian insurance, was brought to the financial committee. It was approved. However, it still was not complete. The Seneschal got the required signatures and information for the Knight Marshal and MoAS, even though the correct current form was not used. There was an emergency meeting about Uprising since there was concern over the  attendance numbers due to the conflict with 50 year. We, the financial committee and the event steward, brainstormed to reduce the budget from $23,761.60 to $11,408.60 which is a reduction of roughly half.  
>  True - Autocrat was contacted at work and told he would have a conference call with kingdom and local reeves, and local seneschal that evening as they feared the numbers would not be there to handle the standard event budget.  Revisions included loss of shower trucks and cutbacks to some amenities, and understanding any savings that could be found later would be enacted, as they decreed the event must yield a profit of over $1000 preferably $2000 or more.  Last revised budget sent to seneschal was on March 31, 2016 with understanding it would be revised as other avenues of savings were found and reconciled after the event. (See Exhibit A)
> 
> 
>  
> The preregistration numbered 105 and it was stated that we needed 150 in order to proceed with the event. With 105 preregistered the event would receive $4,200 which is less than half of the budgeted expenses of $11,408.60. If the non-preregistered at gate equals the preregistered, the event would only
> earn$8,400 which is a $3,000 loss.
> 
> False - Last working budget sent required 100 Pre-registration, 100 Full event at gate, and 50 Weekend only attendees, no children, and no day passes, yielding $1074 profit, with some items still potentially budgeted high.
> 
> 
> The steward gave the financial committee information about the cost of tables and chairs. The business needed a deposit in order to reserve the tables and chairs. The financial committee requested information on their cancellation policy, which was not provided, and a deposit check was not requested. 
>  Mostly False - When Autocrat asked for either deposit check or as he had gotten the price down to $250 total from $1000 for full amount Seneschal insisted to know if they would refund a deposit.  Autocrat stated they likely would not and not wanting to argue let the issue drop.  Also noted Signature rental was holding the order open without deposit based on Baronies previous uses of their services until contacted, after event was canceled, by Autocrat. 
> 
> 
> The financial committee was also informed that he discussed prices with the port-a-potty and dumpster companies. He was asked to forward the conversation to which he agreed but never sent.  
>   False - Trash and Porta-potty Prices were provided including option for additional services if called.  Autocrat was never asked for copy of email correspondence with Snake River.
> 
> When asked about tokens at the April meeting, the event steward did not have anything arranged yet but was looking into it, the financial committee did not hear anything further.  Other miscellaneous items that are needed (i.e. trash bags, land allocation materials, batteries, etc.)were not picked up and checks were not asked for.  As far as the financial committee is concerned none of these items are arranged for, or paid for.
>  Partially True - Autocrat had two sources for token, first had not contacted him back at time of meeting, second he was working to contact.  Prior to cancelled Business meeting, first source was unable to fulfill order but second source was ready to start production, but was requested to hold off until told to proceed.
> Land allocation and site layout materials were provided by autocrat at his own expense and were in his shed.  (Please note Autocrat regularly acquires the materials for stakes in a free fashion and makes them available every year to save the Barony money.)  Standard procedure for trash bags, batteries, etc is to purchase them only if stockpile in baronial storage is low, and such purchases are never made more than two weeks prior to the event. 
> 
> 
> 
> 
>  
> The financial committee was not made aware of any arrangement to have someone pick up the trash in the main area,setup/takedown, or preparation of the gate and class schedule books. The event steward did not talk to the officers about what they had planned for the event except, when he was asked to by the Seneschal.  So the financial committee was concerned about communication.   
>   True - Autocrat had planned to tend town center trash himself with his 4 wheeler and trailer, so saw no need to say so when he was never asked.  Autocrat also believes in not harassing officers and trusting they will announce what they plan to do to web minister if they choose to advertise.  Further Autocrat understood event to be lower key and to be open to individual officers possibility of not attending, so schedule was arranged for places and plans were made to ask attendees to fill a position if needed, which is a common practice at most smaller events.
> 
> The event steward chose not to start an event page
> which allows for better advertising of the event, and when he was informed that preregistration was up he did not notify people it was open. 
>    Partially True - a website already exists and is controlled by Baronial Web Minister, as was a face book page, that Autocrat did begin to regularly read and respond as information was requested.  Autocrat also noted many of his responses were deleted from said face book page.
> 
> 
> Instead, the Seneschal posted on the Uprising War and the Baronial Facebook page, and no other invites were sent out. The event steward did not answer questions on the Uprising War Facebook page until he was asked to on April 28th, although most questions were answered by other administrators. There was no request for teachers for Uprising so there was only one class and by this time last year, the teachers had already known and a schedule was started.
>    False - MOAS had classes scheduled, and a number of potentials that would be decided if they attended.
> 
> The Barony does not have a list minister, youth weapon marshal, or thrown weapons marshal; so unless someone was asked to do these jobs we would not be able to have a tourney or any thrown weapon activities.  The youth minister for the Barony of One Thousand Eyes will not be attending the event and no deputy with a background check exists in the Barony so children activities would not occur.  
> These are concerns because the financial committee needs to ensure that the event will go over well in addition to not bankrupting the barony, so the financial committee is concerned about quality of the event.  There would be little to no royal attendance, as well as other peer attendance which could affect the attendance and activities at the event.
>   Mostly false - While such officers were missing or planning to not attend, except for youth, counterparts would be in attendance for said activities, as well as playground had been expanded personally by Autocrat.  Further the lower royal attendance was being played as a draw for the event further enhancing the illusion of a low key fun event.
> 
> 
> 
> 
> An email was sent out about an emergency meeting that needed to be held to address the concerns of the event in May. 
>   False - Seneschal canceled May business meeting because she was sick on Tuesday, Further a face book post and email was sent on Thursday May 12, 2016 at 7:37pm announcing Business meeting would be on Saturday at 7pm, to which Autocrat responded he would be unable to attend do to prior family commitments.  Note email stated "Greetings to the people of the Barony of One Thousand Eyes,
> Since I was sick and unable to attend the scheduled meeting so we will be rescheduling it for this Saturday, May 14th, at 7:30PM. The location is the high school we normally have meetings and practices at.  I hope to see you there." with no mention if an Emergency meeting to discuss anything.
> In the meeting the financial committee discussed the financial concerns, communication problems, and the lack of organization for the event.  A polling of those in attendance was taken resulting in six to keep the event and twelve to cancel Uprising War.
>  False - Just before the meeting began Lynn Williams presented the financial committee with a check for $5000 stating money is NOT an issue.  Further if needed Site owner Alan Hall would have waived site fee if event was to lose money.  Neither fact was presented at meeting nor was the fact that over $4000 worth of receivables due to preregistrations were in reeves possession.  Lynn's check was returned at the end of the meeting.  Further Baronial policy does require 30 day notice before a populous vote, and two of the four member financial committee voted yea.  It should also be noted that other members of the Baronial Populous felt cheated that they did not know of nor have a chance to make their voice heard on this decision.
> 
> 
> 
> In summation:  The event stood to lose at least $3,000 or more,as we did not have any firm prices or agreements with any vendors. There was a severe lack of organization and communication. The financial committee would be happy to publish any budgeting or event paperwork that they received.
> Barony of One Thousand Eyes Financial Committee
>    False - 5 people are able to delete posts to face book page, of which the Autocrat is not one.  Multiple posts were deleted in response to queries of many items including explanation of why pre-registration forms stated Pre-Registration closes May 10 AND forms will be accepted as long as postmarked by May 15th. (Simply to provide a proper grace period, though practice in previous years has been to accept pre-registrations after close of preregistration provided they are sent with cash or money order.)
> 
> Other items of note:
> As a budget is a living document and was noted that Autocrat was looking for ways to save barony money, budget he had at the time of cancellation was different than one in possession of reeve and seneschal, that budget is attached as Exhibit B.  Note, budget again is not counting minors which would increase revenue, expects only 100 pre-registrations, 100 at gate and 50 weekenders.    Budget was down to $9656.14 with $11700 expected in revenue.  Also being considered to eliminate was printing gate books, or Autocrat printing a simplified gate book at his own expense.  Further the cost of tokens was not set, but the person who was going to make them was only going to charge the barony for his materials.  
> Autocrat has run the Uprising event several times in the past and is experienced with minute details of the event as well as how to adjust for issues.  As event was to be lower key plans were made early to adapt on the fly and to not force officers to miss 50 year, but to freely work around anyone who was able to attend even with little notice if any.
> Baronial Reeve contrary to Society and Kingdom Exchequer policy returned checks as refund instead of having deposited and issued refund checks. (Local Exchequer Handbook Chapter 9 Section V.A.1 pg 81; Chapter 9 Section V.A,7 pg 84; Chapter 9 Section IX.B pg 86.)  Further multiple merchants only notification of event's cancellation was receiving their check back, they had gained no further contact, Autocrat in other business dealings with State of Idaho Tax Dept did inform them of cancellation, they had had no other contact.
> Autocrat was not interested in debating seneschal, but the message addressed herein placed an undue burden of defamation upon him  that facts had to be noted.  Autocrat also felt timing of original messages posting, at a time it was common knowledge Autocrat would be out town for a week, is very suspect.  
> Other persons of interest are also investigating and looking to agendas and questionable practices in relation to this issue.
> It is the Autocrats opinion that seneschal was/is not directly at fault, but was receiving poor information and direction, instead of contacting Autocrat, or his mentors with questions.
> Exibit A:  
> Exibit B:
> 
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