Greetings all,

This is a summary of the issues touched upon at the discussion of a possible baronial group for the three southernmost shires in Insulae Draconis, which was held at Viceroy tournament, Sunday 6 May 2007.

I'd like to thank Lady Genvieve for organising the meeting, Master Cernac for his invaluable minute taking, and all the attendees for their interest and courtesy which made the meeting a joy to chair.

My thanks also to Master Sigmundr for his help with summarising the minutes.

Yours,

Etienne

Minutes Summary

Purpose of meeting: To discuss the plan that the three southernmost shires combine into one branch, most likely a barony.

Benefits

• Fewer officers = less burnout (minimum officers per shire: 3; minimum officers per barony: 7)
• Shires have had trouble with fluctuating membership (in particular shires that are heavy on ex-pats); a larger group would maintain consistency and activity better.
• More pomp, circumstance, and entertainment value within the SCA game.
• More presence in the region: drawing power for events, local courts, etc.

Concerns and suggestions

• Size of proposed barony making meetings and/or baronial activities difficult

Suggestion: meeting at official Baronial events, possibly at four pre-set events throughout the year; communications/meetings via e-mail. M4 also connects all three shires.

• Shire identity concerns

Loss of regional identity or difficulty maintaining local contacts, organization, and activity.

Suggestions: cantons or other offical sub-branches within the barony; local deputy seneschals; unofficial local contact/organizational persons, unofficial groups acting like households in each area.

• Barony distracting from Crown Principality

Can equally be argued that a local barony will add to the Crown Principality.

Requirements for Achieving Baronial Status

Branch change is one of the few truly democratic parts of the SCA.

Members should make their views known to their seneschals, who will be responsible for submitting a formal proposal for advancement when they feel the time is right.

How the barony progresses, how the heraldry/name are chosen, and such matters are for the three branches to decide. The three seneschals will be in charge of this process.

Every SCA Inc. member will receive a ballot in the post when the first poll is conducted. Members of affiliated organisations should contact their local seneschal to be able to vote.

Details of the polling process will be written out and published as clearly as possible well in advance.

Polling

Minimum of 2 rounds of polling:

1. Simple poll to start the process (do you want to proceed to "x" status, yes/no?)
2. Polling on the following as process moves on (either individually or on the same ballot):

• Name for Branch
• Heraldry for Branch
• Poll on candidate/s for posts of Baron, Baroness, or both.
• Poll of each shire asking what they wish to happen to their local branch (join Barony and dissolve shire; join Barony and keep shire as canton, etc.). The decision on branch status for the shire would be viewed as conditional until the Barony is formed, or not as the case may be.

Canton officers can hold Baronial office as well.

Deciding what structure will suit each branch will be up to the members and the seneschal of each shire.

In any form of barony (see below) the names selected as baronial candidates are presented to the Crown, who get to choose who among those listed should represent Them in the Barony; or They may reject the choices, requiring another poll (by arms/games in a palatine barony, or by vote in a regular barony).

Among the things which the branches and seneschals will have to decide are:

• Length of time that Baron/ess will sit (Kingdom Law allows a 2-year maximum)
• Whether single candidates only will be accepted, or also candidates for Baron and Baroness sitting together.
• Process of nominating candidates; normal procedure is to nominate someone, who then declares whether s/he is willing to accept nomination.

Outline of Options for Larger Branch

1. Large shire, covering area of current 3 shires – 3 officers needed; no formal local groups possible within shire.
2. Province – like a Barony with no titular head. 7 officers needed; cantons may form within it and have full autonomy
3. Barony – 7 officers needed; baron/ess or both; local courts, etc.
4. Palatine barony – Barony where baron/ess is selected for submission to the Crown by games, tournaments, or other methods. Hard to get this status, must have a reason why a normal barony won't work in your area.

Next Steps

• Whatever local discussions are wanted.
• Initial poll (starting the process)
• Name and Device submissions
• Ways to demonstrate cohesion
• Formal polls on what to do with each shire; heraldry; baron/ess; etc.
• Appoint Baron/ess

Timescale

Process begins when the formal proposal is submitted by the local seneschals.

Initial Poll

6-8 weeks for labels to come from SCA Inc.; plus time for posting and returning ballots (approx. 30 days)

Assuming that the vote is in favour of proceeding, go to:

Heraldry choice

7 months minimum time for submission; practical expectation (assuming no conflicts or returns), 12 months. While this is ongoing, the three branches can decide on the other

issues and how they want to resolve them.

The vote on what to do with local branch statuses (Shires, Cantons, etc.) should perhaps take place near the end of the heraldry submission process, so as not to delay the creation of the barony but to be close enough to the end that the decision is still relevant.

Poll to select a Baron/ess

6-8 weeks to get labels from SCA Inc.; approx. 30 days thereafter to post and return ballots. This cannot be initiated until the heraldry has been approved by Society.

Investiture Event (assuming all polls are positive)

must be scheduled in DT, requiring at least two months after the selection poll.

The most likely timescale, assuming positive results and good follow-up at every stage, would be approximately a year and a half.

Organization

The three seneschals will largely oversee the process, and will report on it to Master Etienne (appointed by the current Kingdom Seneschal to assist; taking over as ID Seneschal in June). If the seneschals prefer a different overseer, they can request one subject to approval by the Kingdom Seneschal.

The seneschals will determine when their groups are ready to poll; they will then submit the proposal and the poll will begin. The members are responsible for giving their seneschals their opinions of when that should be.

Heraldry Issues

• The heraldry should be simple, easily reproduced in various media (paint, needlework, etc.)
• There should be a choice of names and heraldry submitted so that one rejection doesn't halt the whole process.
• The suggestions may come either from the shires themselves (restricted to local members, local paid members, etc.) or be opened to everyone.
• The process shall be defined by the three seneschals in consultation with their shires.

Gf's note: See Name and armory suggestions for this process.

Newsletter:

A newsletter is required for a baronial branch.

Mistress Ariel has agreed to do a quick one; she is to be asked whether she is willing to continue with it.

Ways to Demonstrate Cohesion

There is no definition of group cohesion as required for branch status in the rules or by the BoD.

Suggestions:

• joint events run by two or more of the prospective member shires;
• at least one baronial event per year.
• Seneschals to work back through previous joint events to begin putting together list of past accomplishments.

Gf's note: Done. See Events in southern shires since 2004

Also suggested that folk avoid getting bogged down in this, since there is no clear definition; the best way to establish cohesion is to make group activity enjoyable.