One of the challenges we often face when holding very large events is that the number of sites able to hold ~400 people is a very limited field and we are competing with wedding planners for event venues at that point in time. HE Jeanne de Robin pointed out that Spring Crown 2016 was a bid 3 years in the making, with HdG giving advance notice of their intentions and request for support from the rest of Tir Mara before making the bid.
The goal of this change is to allow us to plan farther in advance than our current bid schedule does by allowing us to schedule events farther in advance.
IKA: The West Kingdom already runs most of their Kingdom-level events this way.
One of the challenges for the Royalty is that the uncertainty present in our bid schedule prevents them from committing to visit small local events due to the possibility that they may end up running against Kingdom Championships.
Spring Crown 2017 Autocrat Galefridus noted that some sites won’t let you bid more than 4 months in advance, so the opposite problem is also true.
This change does not require event bids be done so far in advance, so the goal is to increase our flexibility. It is hoped we do not need to legislate thoughtfulness.
If the site needs a response by X date, the sitting Crown and Heirs on X date will have to choose whether to accept the bid, even if they will not be on the Thrones on the actual event date.
Event Coordinator Deputy THL Mairghread Ghearr (of the Seneschal’s Office) pointed out that we will need to increase our support infrastructure for event bids to help with Kingdom-level follow-through for advance bids and to ensure local groups are continuing their own ramp-up. We would also need to modify our event bid forms to take into account the increased vagaries of advanced bids.
Future Discussion Topic: Do we wish to continue with the current relatively short time-frame scheduling for Kingdom-level events like Coronation and Crown Tournament?
PROPOSAL PASSED UNCHANGED.

King Brion asked us to increase flexibility in scheduling Championships by having the same deadline for all events in a given Reign and by allowing all Championships in a given Reign to be run any time during that Reign.
Event Bid Officer supported the increased flexibility in Championship timing and the one bid deadline.
HRH Ioannes informed us that the Summer Reign is substantively planned but that the Championships are lagging behind the Crown’s other obligations in setting hard dates. Local  groups have also had difficulty with their events being rendered no longer feasible due to a Championship being scheduled opposite their event.
Concern was raised that the region-exclusion provision may be too restrictive and make things too difficult to schedule events. It is also noted that often local groups are asked by the Crown to re-run a Championship for a second or third year because no bid was received.
Because K&Q A&S is always in the winter, some cooking ingredients are unavailable for use in the competition. There are other activities that sometimes are weather- or seasonally-dependent.
IKA: Atenveldt schedules ALL Kingdom events for the first weekend of the month, leaving the other 40 weeks of the year free to local groups.
IKA: Trimaris holds all Kingdom-level events at the same site.
Future Discussion Topic: Do we as a Kingdom wish to continue deciding our Champions through dedicated events or do we wish to empower the Crown to select their own Champions through their own means? Are these events becoming more of a problem than a pleasure?
THE PROPOSAL WAS AMENDED TO EXCUSE EQUESTRIAN CHAMPS FROM THE REGION-EXCLUSION PROVISION DUE TO THE INCREASED CHALLENGES OF TRANSPORTING HORSES.
THE PROPOSAL WAS AMENDED TO ALLOW THE CROWN TO GRANT VARIANCE TO THE REGION-EXCLUSION PROVISION IF NECESSARY.
THE AMENDED PROPOSAL PASSED.

King Brion introduced the topic by discussing the history of the Marshalate and how all of the Combat Arts are under the Earl Marshal’s auspices but that the Earl Marshal retains the additional responsibility of being the chief Marshal of the Heavy List. This sort of change has already been made at the Society Level.
The Heavy List Marshal will be responsible for running Crown Tournament and will be empowered to raise concerns to the Crown through the Earl Marshal.
There was a bit of discussion about the role of the Warlord and whether they were responsible for Pennsic et al. combat in general or rattan combat in foreign wars in specific.
IKA: Aethelmearc’s current Earl Marshal is a combat archer who has done wonderful things for their Kingdom and her successor is a fencer.
Future Discussion Topic: How much of the Marshalate Structure should be specified in Kingdom Law vs. Marshalate Policy?
THE PROPOSAL WAS AMENDED TO EMBRACE THE POWER OF “AND” AND THEN PASSED.

Mercedes introduced the topic by stating that we are updating the law to reflect current policy and her reticence of allowing someone to use a wildly inappropriate email address to speak to the public on behalf of the Society in an official capacity (yes, this has happened).
The Webministry pointed out that Kingdom Law should not mandate that we own the server, merely the method of communication.
A lawyer in the room pointed out that the use of “correspondence” had wider legal implications than was perhaps intended.
The applicability of this law change to events has numerous implications. One of these is what happens if the password is lost or needs resetting, potentially losing several weeks of vital event prep time. What remains unclear is which event volunteers will be required by Kingdom Policy to have official emails.
If you are receiving official email to your personal account, you need to forward it to your officer account. We have asked Society for clarification on what must be kept and they keep kicking it back to us. However, for internal discussion, it remains acceptable to compose from your personal email and cc your officer email. It is sometimes extremely difficult to force other people to contact you via your official email.
The existing system is cumbersome and its challenges make using it difficult. The Webministry is working on improving this process. Usefulness of the system does grow with experience. Please continue to try to use it.
Royal guilds have no authority.
We have a webministry helpdesk. Please use it. They will be adding a “Help Me” button to the EK front page.
Discussion Topic: Email is old-school. We should think forward about how future communication tools will affect and be affected by Kingdom Policy and Law.
THE PROPOSAL WAS AMENDED TO ALLOW THE WEBMINISTRY GREATER FLEXIBILITY.
THE PROPOSAL WAS AMENDED TO REMOVE THE LANGUAGE CONCERNING AUTOCRATS AND THEIR DEPUTIES (which will be handled via Seneschal policy instead).
THE PROPOSAL WAS AMENDED TO ACCOMMODATE MODERN LAW.
THE PROPOSAL WAS PASSED AS AMENDED.

King Brion introduced this topic by remind us of the history of our current award structure and the gap created by moving the Order of the Golden Mantle to the Orders of High Merit.
Prince Ionnes asked that we update our entries in the various lists of Awards and Orders of the Known World. Discussion was made of the various places where we store this information and how to improve them.
THE PROPOSALS PASSED.

The 50th anniversary of thefirst East Kingdom event is June 28, 2018. We’re looking at including everybody and having a great time. We have two bids and they are for different dates and locations.

Seneschal – The East Kingdom hasn’t blown up. We are looking at making a Canadian Affiliation like SCANZ. This has been several years in the works and is some time away from completion.
Brigantia – We had no emergencies.
Earl Marshal – Just stepped up and made some changes to Kingdom Law.
Exchequer – We are close to having a Canadian Bank account. We are also close to opening PayPal payments. Our PayPal policies were approved by the BoD at their last meeting. Currently looking for a Deputy who wishes to hold the Kingdom Office. We still have money.
Chronicler –
MoAS – Champs is in 2 weeks. Term is up soon. The Crown is considering the new officer.
MoL – Officially retiring in a month. Mylisant is taking over then. Tir Maran residents can scan their authorization paperwork to reduce the losses incurred by the international postal system.
Signet –Natalia is taking over in 13 days. We got this.
Chatelaine – Our Chatelaines are doing an excellent job. We had a meeting here. We’re redesigning the Chatelaine webpage. We’ve identified a need for a Young Adult Liason: How do we keep our 12-17 year olds interested in the SCA?
Chancellor Minor – We have had a steady increase in local Chancellor Minors. We will be spending some time in the coming months reminding local groups of our policies. Seeking to fill Youth Clerk and Youth Combay Deputy offices. Term ends in September.
Rapier Marshal – We have ~530 Authorized Combatants and ~52 Authorized Cut and Thrust combatants. We will now be inspecting masks both while worn and while not worn to inspect for wear.
Webminister – There’s plenty of space for emails, come get your emails. We will be upgrading our email system to a Google backbone for improved usability and reliability. We are also working on an official document repository that can handle spreadsheets.