Category Archives: Cauldronluck Minutes

Cauldronluck Minutes


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Date: 11 March 2018                       Time: 11:10 – 11:40          Meeting Notifications via: e-mail, website, Yahoo


Names of Board Members present:                Coordinator: Raya Fand

Treasurer: Gannd- David Foster

Secretary Pro Temp/Member at large: Gwyn- Collette Root

Quorum established: Yes/3 of 3

Members in attendance: 5

Guests in attendance: 2


Secretary Report:

Gwyn distributed mail that was picked up to include:

Bank statement, 2 return to senders, 1 miss-mail

Showed the membership briefcase as it will be when completed.


Treasury Report:

Gannd provided Information on the amounts in the bank, cash box, PayPal, and deposits on hold at UUCT for festival. The storage fee is being paid as a donation by Raya. Members can contact the treasurer for more treasury information.


Coordinator Report:

Raya brought forth for discussion,

Showed a “Benefits of TAWN” board to go along with the briefcase. It was suggested the line order of the benefits be reorganized.

Raya said that Diana told her that the Board Members are also moderators on our Yahoo page but she checked and found no privileges. Tish is the point of contact for the Facebook account.

Our spring ritual is set for Tuesday March 20 at the UU on 22nd street with an arrival time of 6pm. Carol will be leading this ritual.

We are still awaiting an answer on whether or not we will have a discount from the UU church for our Fall Festival that we are having jointly with CUUPS.

The desire to bring in some Native American groups to TAWN was discussed. Gannd said he might have a lead.

Earth Day is at the Children’s Museum on 21 April. We need some literature explaining how TAWN is connected with nature spirituality and possibly something on ecology.

Attendance at the Peace Fair was small but people did sign up for membership. Carol gave Raya a break from occupying the booth by herself.

Raymond announced a Spring Fair at Mystic Candle from 10-4. Hearth’s Gate Kindred will be hosting a ritual around 4 or A BBQ open pit will be available from 3:30-4:30.

Mother’s Ministries is looking for a replacement committed and reliable corresponding priest/ess to answer letters to inmates regarding religious inquiry.  Carol is the point of contact.


Action List:

Raya- Adjust the wording on the Benefits of Board.

Gannd- Send out new membership form to the board.

Gwyn-Finish the briefcase.


The next Board meeting will be on 25 March 2018, 10am, at La Madera Park.

These minutes were approved with comment on 25 March 2018.

Cauldronluck Minutes


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Date: 11 February 2018

Time: 11:06 – 11:30

Meeting Notifications via: e-mail, website, Yahoo


Names of Board Members present:

Coordinator: Raya Fand

Treasurer: Gannd- David Foster

Secretary Pro Temp/Member at large: Gwyn- Collette Root

Quorum established: Yes/3 of 3

Members in attendance: 4

Guests in attendance: 0


Secretary Report:

Gwyn distributed mail that was picked up to include:

Bank statement, and an ad for Upcycle Tucson


Treasury Report:

Gannd provided Information on the amounts in:

The bank of $380.40, cash box of $21, PayPal of $18, and deposits on hold at UUCT for festival of $150.

Raya is donating payment for the storage fee by using her credit card on an autopay.

Gannd paid the network fee. The network was renewed for 1 year with the legal account names under David & Patrick.


Coordinator Report:

Raya coordinated discussion on:

The public relations briefcase was shown and a movement was made to make it a policy that it have a location at each ritual and that the ritual host allow time for an announcement to be made by a TAWN representative.  This was approved unanimously. Underneath the heading of Articles a “Policy and Procedure” will include this information.


The $30 fee for the Peace Fair occurring at Armory Park on February 24 from 11-4 has been paid by Raya. We will have a booth there and Raya is willing to buy lunch for 2 volunteers that help to operate the booth. Please assist in this endeavor if you are able.


The Spring Equinox ritual will take place Tuesday March 20th at the UU church (4831 E 22nd St) with SAZCUUPS as unanimously agreed upon. Carol will lead the ritual there. We will meetup at 6pm and there will be a potluck afterwards.


Our participation in the Earthday event is not finalized.

A ritual host for Beltain is being sought.


We are looking at doing our Fall Fest and ritual in cooperation with SAZCUUPS this year. Gannd will be looking into the possibility of a fee waiver when he attends their board meeting.


Action List:

Raya- Continue to coordinate for the Peace Fair.

Gannd- Look into Fall Fest possibilities and continue treasury duties.

Gwyn-Complete the PR briefcase, get the mail, and complete the minutes.


The next Board meeting will be on 25 February 2018, 10am, at La Madera Park.

These minutes were approved on 17 February 2018.

Cauldronluck Minutes

Cauldronluck Oct 2017

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Date: 8 October 2017
Time: 11:00 – 11:52
Meeting Notifications via: e-mail/website

Names of Board Members present:
Coordinator: Raya Fand
Treasurer: David Foster (Gaand)
Secretary Pro-Temp: Collette Root (Gwyn)

Quorum established: Yes/3 of 3
Members in attendance: 6
Guests in attendance: 2 children

Treasury Report:
Fall Festival revenue in whole was discussed and profit estimated. Donations were made to cover the losses on T-shirts. Storage was paid but costs have been increased. Checks were deposited. Gaand donated a waterproof lock for storage and will make another key for the secretary which will result in all board members in possession of a storage key.

Secretary Report:
Minutes were approved. Secretary’s box received. Mail checked was distributed by both Gwyn and, when he arrived, by Raymond. He then turned in his copy of the box key which was given to the treasurer resulting in all board members in possession of a box key. The problem with the P.O. Box number on the membership application was discovered when Gwyn tried to check box 41982. Communication with Raya showed the correct box to be 41082. The post office was notified of the issue and a note placed on the incorrect box as to the forwarding of TAWN mail. Gwyn will contact the box officer when he is in on Tuesday and request forwarding services for the maximum allowable time. Gaand will be updating the membership applications. He will also create and distribute a clean membership list as well as a group list.

Points of Discussion:
Raya called for a ritual coordinator. Carol Garr answered the call. Gratitude was expressed by the board. Various aspects of the position were discussed. Communications issues were discussed with referrals to Tish and Diana as points of contact. Yule ritual has a volunteer group of which Raymond is a part. The location is to be at Mystic Candle. They request that the presence of alcohol be venue specific. While alcohol at rituals held in parks are not allowed, those held on private property are allowable. A request that the “Code of Ethics” be changed to the “Code of Conducts.” A formal vote will be held at the November cauldronluck meeting.

Raya called for a new editor for Tapestry. The call was met with silence. She also called for an education coordinator. Discussion of how education events occurred in the past were discussed. Suggestions of allowing the teacher to choose the day and venue were put forth. Gwyn said to ask her again in January when she should be adjusted to her new schedule.

The next board meeting will be 21 October in La Madera Park at 10am.

Action List:
Raya- ? (Somehow I didn’t note them, might have been something on communications with Tish and/or Diana)

David- Create and distribute a clean membership list and a group list. Put the new lock on storage and make another key for the secretary. Update the membership applications.

Collette- Complete the minutes and get them approved. Call the box officer and request the maximum forwarding of TAWN mail to the correct box.

Carol- Contact groups and locate volunteer groups for the year’s rituals.

These minutes were approved on 12 November 2017.

Cauldronluck Minutes

Cauldronluck Nov 2017

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Date: 12 November 2017

Time: 11:07 – 11:47

Meeting Notifications via: e-mail, website, yahoo


Names of Board Members present:

Coordinator: Raya Fand

Treasurer: Gannd- David Foster

Secretary Pro Temp/Member at large: Gwyn- Collette Root


Quorum established: Yes/3 of 3

Members in attendance: 4

Guests in attendance: 0


Secretary Report:

Gwyn stated what mail had been picked up and distributed.


Treasury Report:

Gannd briefed the group on the concerns of going bankrupt. Notified the group that the postal box is paid until July.

He explained his offer of his property. Carol stated that in the past there have been concerns of losing stuff on private property.


Coordinator Report:

Raya opened conversation about Spring Fest. Carol expressed concern that having a Spring Fest is overextending TAWN financially. She suggested using the park. Gannd explained that that would be subject to a million dollar bond. Patrick suggested specifying it as a potluck in TAWN’s name. Raya explained that if it is open to the public and/or advertised we would need the bond. If it were private we wouldn’t need the bond but that would mean no advertisers and no vendors. Raya asked if we wanted Spring Fest with vendors or just a ritual. Gann said that if money was the only concern, he would pay the UU fee. There was a concern that we are competition, UU might think we are poaching their members, but that it would be like a group volunteering for ritual.

For festival, it was suggested that we bring kid’s quest back. There is a bin of Kid Quest stuff from the past. Gwyn volunteered to do a scavenger hunt. Patrick is looking into Jumping Castles for the festival. The concern with jumping castles is the anchoring, but that is on the business to have insurance.

It is $400 for a weekly advertisement of the festival. The word will go out on Facebook and the forum also. There is no desire to lose money on the festival. Gwyn motioned for a vote on the date.  There were 5 ayes to 17 March and 2 that would have preferred 31 March. Vendors for Spring Fest will be contacted after a solid reservation is made.

Raya asked for volunteers for the Peace Faire. She said she would cover the cost. She also mentioned Earth Day sometime in April, and asked that people think about that event as well.

Carol forwarded the Yule information to Diana and Tish. Raya put it on the yahoo forum. Hearthgate Kindred will be hosting it at Mystic Candle on 16 December. The meet and greet will be at 5 pm with ritual slated to begin at 5:30 and offerings are encouraged. It is a potluck and as it is taking place on private property, alcohol is allowed.


A member told the group of her personal problems concerning housing. It was suggested she discuss that during the potluck.


Action List:

Raya- Find google calendar instructions, look into t-shirt and book collections.

David- Verify filing with the IRS, update the listings, update the quick reference sheets, work on reservations at UU.

Collette-Collect mail for dispersal, complete the minutes and get them approved.


The next Board meeting will be on 19 November 2017, 10am, at La Madera Park.

These minutes were approved on 26 November 2017.

Cauldronluck Minutes

Cauldron Luck Minutes 24 Sept 2017

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Date: 24 September 2017             Time: 10:07 – 11:57              Location: La Madera Park
Written by: Collette Root, secretary pro temp
Names of Board Members present:        Coordinator- Raya Fand
                                                                        Treasurer- David Foster
                                                                        Member at Large- Collette Root (Secretary Pro Temp)
Quorum established: Yes/3 of 3
Members in attendance: 0
Guests in attendance: 0
Collette Root volunteered to try to be secretary with the support of the rest of the board. She began immediately. Bringing her up to speed, while necessary, caused the meeting to be as long as it was.
Treasury Report:
Fall Festival revenue discussed. Direct donations, bake sale, food bank, fall fest. T-shirts, Logo T-shirts amounts disclosed. More breakdowns and complete tally to be given at the Cauldronluck on October 8.
Outgoing operating costs discussed. We pay to the Arizona Corporation Commission for our state 501c3 status. Discussed storage locker costs and key locations. Discussed P.O. Box key holders and Collette was given a key and instructions to collect the mail a couple days before the Board and Cauldronluck meetings for disbursal’s at those meetings.
Points of Discussion:
Raya is working on restarting Tapestry and is looking for a editor. It was actively distributed 1990-2015. She plans on scanning old issues and would like to make CDs for sales. Possibilities as to how to make the issues a profit center were discussed as were ways to entice an editor and contributors.
Desired positions for the board and volunteer positions were discussed. For the board,  member at large  positions are open. For volunteer positions, an editor for Tapestry and an education coordinator/volunteer, and a ritual coordinator are desired. Raya will put a call out through our current public relations volunteer, Tish and webmistress Diana.
Discussed whether or not to have a spring festival. It was determined to be desirable. Advertising costs were discussed. More discussion to be forthcoming.
One of TAWN’s stated services to the community is providing rituals. Raya is heading up Samhain for this year. It is slated for 22 October tentatively at Ft. Lowell Park, ramada 7 if available. The need for volunteers to head up rituals for the rest of the year was discussed.
The next Board meeting will be at an irregular day so as to allow Raya time for Samhain ritual.
Cauldronluck Minutes

Cauldronluck Minutes – June 11 2017

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June 11, 2017

Meeting was called to order by Raya (Coordinator) at 11:38. Seven people were present, including Board members Raya, David, Raymond, and Patrick. As carol Garr knew she would be absent, she emailed in her vote for the bylaw amendment.

Secretary’s report: The only mail received this month was one mis-addressed letter, sent to our P O Box number but to a different recipient. We marked it Return To Sender, not at this address, and will turn it in at the post office.

Treasurer’s Report: Bank balance $1192.80, Quarters $10.00, Cash on hand $25.50, PayPal (not yet received) $18.00, and UU Church deposit $150.00, for a total of $1414.96. We also have an outstanding pledge for up to $300.00 to cover the cost of the Fall Fest T-shirts.

Ritual Report: Midsummer will be June 17th as previously announced. Shea has confirmed that Desert Henge Coven will lead the Fall Fest (Mabon) ritual. All rituals this year are now spoken for.

Bylaw Voting: We held the bylaw election next, as the results would affect the remainder of the meeting. As proposed last month by David and seconded by Carol Garr, it reads: In the event that the total paid TAWN membership falls to thirteen or less, then the term limits on TAWN Board positions will not apply. It will be an addition to the bylaw placing term limits on Board positions, if passed. When the vote was called, it passed unanimously.

Elections: We have six Board positions open for election this year: Vice Coordinator, Secretary, Treasurer, and three Members at Large. One of the Members at Large and the Secretary will be for one-year terms, based on people vacating or taking over other positions on the Board. Assuming a full Board (7 people) is elected and serve their full terms, the vacant positions next year will be Coordinator, Secretary, and one member at Large. David and Raymond are willing to rerun for their positions as Treasurer and Member at Large (2 year term), respectively.

Fall Fest:

THEME: By a seven-to-two vote, we elected the theme “There’s Always Something Brewing…For Thirty Years” as the 2017 theme. Local artist Gwenavir Tigue will present her artwork next month. Also, her daughter Tangerine will volunteer to do the paperwork and logistics of the silent auction and raffle.

FOOD: Burgerito is not coming to Fall Fest. Since we have no on-site food vendor, Joe Elliot has volunteered to collect delivery menus from restaurants in the area.

SIGNAGE: All of our wooden signs would need refurbishing if they were to be used at Fall Fest. Of our metal signs, two are in good shape and one barely adequate. Our two banners are both still usable.

Raymond moved that TAWN buy two more metal signs. Joe Elliot amended the motion to put a maximum expenditure of $200.00 on the purchase. Raymond agreed to the amendment, and the motion passed unanimously as amended.

MEMBERSHIP: Since we will have membership discounts available, we need membership cards. Joe Elliot will put together artwork and order cards from VistaPrint. David can laminate themat Fall Fest, and at his office during the year. Patrick pledged up to $20.00 to cover the printing cost.

Cauldronluck Minutes

Cauldronluck Minutes – May 21 2017

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May 21, 2017

Meeting was called to order by Raya (Coordinator) at 11:07. Four people were present, including Board members Raya, and David. Patrick arrived late, Raymond sent an email and was excused due to a schedule conflict.

Secretary’s report: No mail has been received since the last distribution.

Treasurer’s Report: The bank balance of $864.66 + $500.00 undeposited donation + $35.90 cash + $150.00 UU deposit = $1540.56 total assets. Ramada is paid through next November. PO Box is paid but the check has not yet cleared the bank; the storeroom will be paid monthly at $61.76 per month. We have two uncollected pledges for Fall Fest, one for the cost of the T-shirts (not to exceed $300.00) and another for a flat $300.00. Our IRS tax form 1099 has been filed, and the annual Corporation Commission report has not yet but will be due soon.

Ritual Report was skipped as Raymond was absent.

Fall Fest:

THEME – We had two themes presented, and we will vote next month to determine which one we will use. Neither one has artwork available yet, but both presenters described what the accompanying T-shirt design would look like. One theme is “Walking in Beauty”; the artwork for it would be the God and Goddess walking through a forest scene. The second theme is “There’s Always Something Brewing…For 30 Years”. The suggested artwork for this one is a bubbling cauldron with a broomstick propped up against it.

FOOD – We have no food arranged yet, other than the usual bake sale. Patrick will contact Burgerito, who was at the last Fall Fest, to see if they will come again. In case they won’t, Joe Elliot will gather delivery menus from restaurants close to the UU Church.

VENDORS – Tish is unwilling to serve as vendor coordinator, although she will review the revised vendor application that Patrick is working on. Raya volunteered to fill in the gap. Patrick will finish editing the vendor application, and submit it to the Board and Tish for reviews.

ELECTIONS – Under our current bylaws, every Board position except Coordinator is either vacant, filled by a member who has reached the term limit, or filled by a member who has declined to run again. We will follow the timeline from the bylaws: announce vacancies in June, accept nominations in July, start voting in August, close voting and tally results in September, and install the new Board during the Annual Meeting at Fall Fest.

MOTION: Two of our current Board members are up against term limits, but would be willing to run again if that we not the case. In view of this, David made the following motion, which was seconded by Carol Garr. It will be an addition to the bylaw placing term limits on Board positions, if passed. In the event that the total paid TAWN membership falls to thirteen or less, then the term limits on TAWN Board positions will not apply. We will announce the proposed bylaw change on the Forum and vote on it next month.

T-SHIRTS – Thanks to the generosity of the pledge above, we will have T-shirts for sale at this Fall Fest. Twisted Weasel is no longer in business, so we will return to our

Cauldronluck Minutes


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Meeting was called to order by Raya (Coordinator) at 11:08.  Seven people were present, including Board members Raya, David, Raymond, Tim, and Patrick.  Shaba is no longer able to attend Cauldronlucks due to his new work schedule.

Secretary’s report: Mail distributed today includes a bank statement and advertising.  We also got a request to donate to the Community Food Bank, which was discarded.  The P O Box problems were caused by a typo; out box is #41082 (not 41982). The correct address is on the contact info of our webpage.

Treasurer’s Report: Bank balance $498.68 + UU deposit $150.00 = $648.68 total assets.  Ramada is paid through next November.  PO Box is due in May; the storeroom was just paid and will be paid monthly at $61.76 per month.  The bank balance includes the $30.00 donated to cover Peace Fair costs.

Ritual Report: Sonoran Sunrise Grove will celebrate Imbolc on January 29th at the Waters of Life Church, gathering at 5:30 and starting at 6:00.  It should last 30-60 minutes, and will be followed by a potluck.  Bring offerings if so inclined, all offerings to be adequately disposed of.

Peace Fair: Raya will pay for the Peace Fair when she attends the annual spaghetti dinner fundraiser for it.

Raymond moved, Davis seconded, and we passed unanimously that our Open Grill theme for food at the Cauldronluck move from the usual January to February this year, to allow time for advertising it.

Education: we currently hold an education session at each of our open rituals.  We discussed ideas to improve the process, and the favorite was that a member would present a class for 10-15 minutes after the business meeting at each Cauldronluck.  Raymond moved to make this official, David seconded, and the motion passed unanimously.  The class will be presented while we are eating.  David volunteered to teach the February class.

We also decided that Fundraising for 2017, briefly mentioned during the Treasurer report, needed time for thought.  We tabled a discussion until the February Cauldronluck.

We adjourned at 11:42 with seven present.  Five more people showed up just after adjourning, and they stayed to network for a while.

Cauldronluck Minutes

CAULDRONLUCK MINUTES – December 11, 2016

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December 11, 2016

Meeting was called to order by Raya (Coordinator) at 11:04. Seven people were present, including Board members Raya, David, Raymond, and Patrick. Shaba arrived a little later.

Secretary’s report: Due to P O Box issues, no mail was collected or distributed.

Treasurer’s Report: Bank balance $519.44 + UU deposit $150.00 + $10.00 Peace Fair donations + $11.00 new membership = $690.44 total assets. Ramada is paid through next November. PO Box is due in May, storeroom in January and it will be paid monthly. Despite our paying for the PO Box, it seems to have been reissued – David is investigating.

Ritual Report: Yule is coming soon and has been advertised. Imbolc is still available, but Ostara is already covered.

Peace Fair: More donations pledged by Board members will cover the entire cost. Several people volunteered to work the booth, and if more are interested please contact Raya.

Shea and Desert Henge Coven invited everyone interested to sing up the sun at dawn on December 18. Details are on the TAWN webpage.

We adjourned at 11:35 with nine present.

Cauldronluck Minutes

CAULDRONLUCK MINUTES – November 13, 2016

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Meeting was called to order by Raya (Coordinator) at 11:12. All Board members were present for the meeting.

Secretary’s report: Mail delivery, including a bank statement, a Tucson Weekly receipt for bill paid, and a thank you from the Food Bank.

Treasurer’s Report: Bank balance $739.33 + UU deposit $150.00 = $889.44 total sets. We have one new membership not yet deposited, and outstanding bills for the Post Office Box ($60.00) and the storeroom ($60.76). We discussed the idea of getting a joint storeroom with the local Druid grove; David will report back on whether that would save any significant expense. Raymond asked if the audit had been completed, and was told no. He asked if it would be, and was told yes.

Ritual Report: 27 people attended the Kindred Samhain and 20 the TAWN Open Samhain. The TAWN Yule is scheduled for December 17 at Mystic Candle, with gathering time about 5:00. All rituals after Yule are open for hosting.

Raya asked if we wanted to have a presence at the Peace Fair. It will be February 25 at the Reid Park bandshell, and the cost is expected to be $30.00. After discussion, we decided to attend; there was no vote but there was also no objection. It was suggested that if each Board member donated $5.00 the cost would be covered. Some but not all Board members did so, and the remainder probably will. The discussion was tabled to be addressed at the next Board meeting (November 27th).

Spring Fest: Summing up discussions from online and from other meetings, Raya suggested that Spring Fest be a no-vendor event focused on a public ritual and a class (pre-ritual briefing which includes Ostara lore, history, and significance). We decided by discussion and consensus on Sunday, March 19th. The cost to TAWN will be $15.00 for the ramada reservation. The HP/HPS will be chosen from volunteers, but Patrick said he would be a fallback to be sure we had a ritual.

After the Spring Fest discussion, Raymond moved that the Peace Fair be our educational opportunity for February. Motion passed with no opposition, but with the addendum that we will finalize planning and details by the January Cauldronluck.

Tim brought up the recurring problem of increasing membership. Can we create membership cards, and would any Pagan shops agree to give members discounts? We discussed very briefly, including some logistical hurdles, then tabled for discussion at the Board meeting.

Would Moon School draw membership? No one thought so very strongly, and the question becomes moot with no teacher and very few children.

Can we expand our education program to draw in members? Joe Elliot is willing to set up an agenda and help run a program, but it cannot succeed without Board support and active volunteers. Several ideas were offered and discussed with no clear conclusion, and we tabled the idea to be considered at the next Board meeting.

We used to print Tapestry as a quarterly publication; would resuming that draw membership? We remembered that it was decided by membership vote to make it a free online publication, and with the disappearance of the selected editor no interest has been shown. As it is required by our by-laws, it was proposed that the online edition

could consist of a column by the Coordinator, a report from the Treasurer, and the CL minutes from the Secretary. This was not voted on but no one spoke against it.

Funding remains a problem; we have discontinued many income sources. Several funding ideas were proposed:

* 50-50 raffle at CL’s or Spring Fest

* Artisan donations & sales at Pagan shops

* Vendor contributions

* Auction or raffles at Pagan stores

* Premiums for members (i.e. engraved Zippo lighters)

This was tabled for discussion at the Board meeting.

We adjourned at 12:22 with nine people present.