Tag Archives: pdxhpa minutes

Meeting Recap – May 22, 2017

PDX HPA Meeting Recap

May 21, 2017

Belmont Library Meeting Room


Attended by:    Bart Sylfae

Brandie Sylfae

Robbin Coon

Bas Porter


Accio Books

With the official Accio Books campaign wrapped, we talked about the books we had donated for both Beaumont and Words Alive. Of the initial list from Beaumont, there were only 10 books we didn’t get, and we fell short on our goal of 36 copies of “This Side of Home” by 6 copies.  We’ll be delivering those books to Beaumont later this month.


The books going to Words Alive will be shipped in the next couple of weeks. (Thanks to Robin for the boxes!)  Per the group’s agreement, the House Points reported to the HPA for our donations were given to Hufflepuff, as they were the clear winner of our chapter competition.  I will make an official announcement regarding the final standings on Tuesday.



Harry Potter comes to Kennedy School!

On Saturday, Brandie and I met with Beth from McMenamin’s Kennedy School. They will be showing Harry Potter and the Sorcerer’s Stone on Sunday, July 30, 2017.  Our chapter will be “hosting” the showing, with a costume contest, trivia competition, school supply drive, and raffle.  The movie will begin at 12pm, with the doors opening at 10:45, and the activities beginning around 11:15.


Proceeds from the raffle will be going to IRCO (Immigrant & Refugee Community Organization), and if they have use for the school supplies, they will go to IRCO as well. If not, we will need to find a secondary charity to donate supplies to.  If you have a suggestion, please let us know!


We will also need to gather up raffle prizes! We are planning to have a specialized prize for each House, as well as a Grand Prize.  We will be contacting local businesses for donations.  If you have items of your own you’d like to donate, including HP crafts, we’d love to have it!


Even more importantly, we need volunteers! The Kennedy School theater holds 200, and I’d be shocked if it wasn’t full.  We will need 1-2 people at the raffle/donation drop off table, someone at the door to give out programs, and 1-2 people to assist during the costume contest and trivia.  Volunteers would need to be available from about 10am until the movie begins.  You are responsible for buying your own movie ticket ($4), but they may be other perks.  (See below.)



Participation Recognition

We’ve talked at previous meetings about how to reward anyone who gets actively involved with our chapter. Already, we are recognizing people who have assisted on previous events by placing them in the appropriate Years.  (For example, Morgan Johnson has been to both HEAP events, as well as Fantastic Beasts at the Bagdad, and she attended a meeting, so she is officially a Fourth Year.  Someone who is a member of the FB group but has never participated is a First Year.  Once all the Years are completed, you can pick your own title, such as Katie Anderson, Professor of Transfiguration.)


We are going to add collectable badge ribbons, one for each event. HEAP ribbons will be based on the year attended, rather than the total number we’ve done.  So if you’ve been to both, you can get a HEAP Year One and a HEAP Year Two ribbon.  If this year was your first year, you get a HEAP Year One.  Does that make sense?  We will also be getting “Wizard Activist” ribbons, which will be awarded for cumulative participation.  (To be determined.)




The Yule Ball. Yes, we want to make it happen.  We will be researching possible locations and discussing what sort of event we want it to be in the near future.  As we begin to plan, transparency is going to be a big part of what we do.  We discussed and agreed that Kickstarter may be the way to sell advance tickets and gage the level of interest.  We’d love to have an elaborate ball with a hotel partner, waltzing lessons, plated dinner, and live music, but we need to make sure that we could sell enough tickets to cover the costs.


You can help us out by giving us feedback as we plan and share the details of that plan. I know what sort of Yule Ball I want to attend, but it’s more important that it be a Yule Ball YOU want to attend.


We have not set a date for the next meeting, but I will share it as soon as we do.

August 2016 Meeting Recap

August 21, 2016

Belmont Library Meeting Room


Attended by:    Bas Porter

Morgan Johnson

Brandie Sylfae



The group discussed the success of HEAP and what our next event should be.


I proposed a fundraiser tied to the release of Fantastic Beats, to benefit a local transgender support organization, which falls in line with the HPA’s current Protego campaign. In preparation, I’ve been in touch with the event coordinator at the Bagdad Theater.  There are two rooms attached to the Backstage Bar (For those unaware, the Backstage Bar is a beautiful space behind the theater with an eclectic 20s theme.) that are available for private events for the cost of catering.  Our event would be a 21+ “speakeasy” party and would include food and a ticket to the movie, with a private entrance into the theater just for party-goers.  Due to space limitations, there would be a VERY limited number of tickets available.  The fundraising will primarily be from tickets sales, but there is the possibility of a raffle and the sale of “charms” and candy.


I proposed our charity partner be the TransActive Gender Center, a local group that focuses on supporting young people and families. I will be reaching out to them soon to see if they’re interested.


Unfortunately, the Bagdad is unable to confirm that they will be showing Fantastic Beast until October. They are “leaning toward it”, and so excited about the idea that they’ve reserved the rooms for us without a deposit.  Because we will have very little turnaround time after getting confirmation, we will need a work team ready to make final decisions and help prepare for the event.  I will follow-up on that as we get closer.


For other potential future events, Brandie shared an idea of Bart’s, to begin a dueling club. The Hogwarts Dueling Club – Portland Chapter.  The concept would be reoccurring dueling lessons aimed at all ages.  It would combine spellwork with physical activity, including tumbling and performance in reaction to spells.  The culminations of these lessons and practices would be a mass duel in a public space, done flash mob style.


Morgan also informed the group that there is a new deck building Harry Potter game coming out in September, and the group discussed the idea of a game night at Guardian Games. They offer reserved gaming space for free, and there are a variety of Harry Potter games we could play in groups.  She will do some follow-up and post about the new game soon.


We talked briefly a Portland HPA team going to the Muddy Muggle in June of 2017. Not all team members would have to participate in the main race itself, as there are other activities, a feast, and a festival.


The group also discussed the possibility of opening our Facebook group in order to better promote ourselves and our events. Given the effect on the privacy of the group as a whole, we agreed that we would started a secondary group, open to the public, to be used to promote and manage events, while keeping our existing closed group as an place for internal discussion and planning.


We discussed a meet-up on Saturday at the Rose City Comic Con. As we get closer and the schedule is released, we can pin down a specific time.  No costumes required, but a chance to say hello and get familiar with each other’s faces.


Finally, we decided the date for the next meeting, which will be on Sunday, October 16th, at 1pm.  It will again take place at the Belmont Library meeting room.

Minutes from Meeting October 5, 2013

Thank you again to everyone who came and everyone who made snacks! And special thanks to Jeff Chatterton who has agreed to be our new Chapter Secretary!

This meeting, we focused on defining who we are and throwing out ideas for campaigns and projects. You can read through some of our campaign ideas below. If you couldn’t make it, we would still love to hear your own ideas and passions – be sure to share them on our facebook page or email us!


First PDX HPA meeting – October 5th, 2013, 12:30pm

Location: Multnomah County Library in Belmont

Attendance: 10

Suzanne V. C.
Lily V. C.
Britney L.
Krissie S.
Niels T.
Rob T.
Jeff C.
Brandie S.
Bart S.
Beka G.

Minutes: Jeff C.

Old business: None – first meeting

First order of business: introductions, ice breaker question (Favorite Magical Beast?), and list of fandoms people love.

Second order of business: Introduction to what the HPA is, its origins, and its current projects.

Third order of business: Our goal is to do good works for the community in politics and charity.

Fourth order of business: New ideas for possible projects!
– Christmas store for domestic violence shelter needs culturally specific and non-English books. – Krissie
– Health related projects, immunizations, medicines – Britney
– Staged readings for kids in schools, using the fandoms as the catalyst for talking about real world – Bart
– Talking about bullying using fandom examples. Get involved with community clothing exchange.  – Suzanne
– Northwest Power and Conservation, presentations about climate change – Suzanne
– Basic Rights Oregon signature drive for marriage equality. – Beka

Another meeting in November – announcement to come via Facebook & email.
Saturday before Halloween – Corn Maze trip to Sauvie Island. Facebook invite and email will go out.

End of meeting: 1:35pm