Officers' Meeting
Nov. 23, 1997
Notes by Joshua ibn-Eleazar
At the Officers' Meeting, several people voiced concern about the process whereby Ostgardr has planned 19 events and major demos in a year, engendering some hard feelings.  It was agreed to create a new Provincial office, tentatively called the Deputy Seneschal for the Event Calendar (DSEC).  Baron Sean agreed to act in this capacity until he steps down as Seneschal, and perhaps to remain as DSEC after that.
Henceforth, if you want to schedule an official event or major demo (defined as any demo requiring either Provincial equipment or at least ten SCA participants), you must go through the following steps, in order.

1) Give an event proposal, normally including lists of possible sites and dates, to the DSEC and (if the event is to be held in a Canton) the Canton Seneschal.  Get their approval in writing.
2) Make binding agreements with sites as necessary.
3) Give an official event announcement to the DSEC.
4) Send the official event announcement to the Pikestaff and local Chronicler, Webmaster, etc.

In an emergency when the DSEC is unavailable, the Provincial Seneschal may fulfill this role.

To avoid problems with the DSEC or anybody else, we recommend the following guidelines:
1) Demos scheduled by non-SCA people, e.g. Huntington and Queens County Farm, will take precedence.
2) General-interest events should normally not be within two weeks of one another.  The DSEC will arbitrate date disputes, with final appeal to the Provincial Seneschal.
3) Give the DSEC time to approve your announcement before sending it to the various Chroniclers.  If neither the DSEC nor the Seneschal has responded by the Pikestaff deadline, go ahead and send it in.
In other news, Denise Wolff was unanimously acclaimed as the new Provincial Seneschal.  Denise will take over the position on Feb. 1, with a ceremony to be held at St. Valentine's.

The Viceroy has received almost no comments on the proposed Provincial Bylaws.  Please, if you have any problems with them, let the Viceroy know in writing as soon as possible, or they'll be approved without your input.