Southron Gaard Council Meeting - Tuesday 10 January 2006 PRESENT: Belle, Brent, Jenny, Stacey, Charlene, Meredith, Colleen, Michael, Vicki, Peter, Richard, Cat, Roland LATE: David APOLOGIES: Simone MEETING OPENED: 7.30 LAST MEETING'S MINUTES: Accepted OFFICER REPORTS: SENESCHAL Some CF related work, storage purchase and refurbishment, researching new feast gear, e.g. steel platters at a very good price from India, has hire garb (will sort through at Medieval Stuff night), seeking replacement, aiming to step down at Baronial Anniversary. Applications to me, Kingdom Seneschal, B&B. REEVE Balance in accounts: Main: $7,450.29 FTT: $44.25 Clearing: $4057.50, or which $632 is Seige income, the remainder Canterbury Faire. Should look at closing FTT account as soon as Alchemist subs are cleared. Looking to step down as soon as a replacement can be found, likely at BA. One expression of interest thus far, but has not been followed up with an application. CHATELAINE Ceased as Chatelaine December 15, have provided job description for Webwright to put online. Replacement needed! HERALD Just arrived back, nothing to report. MARSHAL Nothing for December after Siege event. Had inquired of Kingdom Lists regarding non-paper authorisations but turned out to be very awkward for them so sticking to paper. Reauthorised at Siege, keeping an eye on dialog regarding the new Target Archery Marshal authorisation category. Handled some correspondence from inquirers about practises and authorisations. News: Earl Marshal was sacked in early November regarding mis-handling of a minor's participation in combat activities in October - caution advised in such areas. LISTS Apology, nothing to report. A&S Overseas at present. [Library catalogue now online, Library is at Nicola's place; A&S workshops now combined with Medieval Stuff nights] CHRONICLER January FTT out late due to illness. Last paper subscription has expired so removed sub form from PDF. [Seneschal: if requests arise from someone who cannot readily get free electronic version, they can be offered a new paper sub.] Seeking contact info for one of the Siege photographers. ACTION :Webwright will provide contact info for photographer. ACTION: Bring Southern Hospitality catalogue to Council in case useful items found there (QM has relative who works there) ACTION: Contact Alchemist subscribers to offer refund amounts so that FTT account can be closed CONSTABLE Christmas event good, loads of lost property taken and one or two pieces returned to owners there, will display and auction off remainder at Canterbury Faire [suggestion: in last phase of Market]. ACTION: send out notice encouraging tent ties at CF especially as there will be not much moon. [Quartermaster has offered some cloth suitable for ties] QUARTERMASTER Not stepping down at this time because so many other officers are doing so, thus happy to continue until those holes are filled. Definitely cannot locate Barony First Aid Kit, (since found) recommend replacing with a pre-packaged one from St Johns. [Michael then offered to donate a St John's Marine-grade kit, desirable that it be inspected and supplemented if at all necessary]. There will be a go-through of Baronial Gear on Thursday January 12th from 1pm 89 Yaldhurst Rd to inventory, de-clutter and assess condition. Following this some items may need to be replaced, or purchased if we don't have them. Would like to request proper notification of items bring returned or brought to the QM. If something is en route to me, I need to know so it won't go missing. Also, if returning equipment, please let me know so I can assure its immediate return to locked storage. We have had personal items stolen from our garden and I'd hate to see that happen to Baronial equipment. If visiting our property please announce yourself loudly - we often miss door knocks at the other end of the house. Both phone and email are good ways to contact me, details on the SG website. Early requests for equipment will make it easier on everyone. While I'm happy to accomodate people, short notice requests can make it harder for me to ensure you have exactly what you need, when you need it. ACTION: Webwright to post extra info for stewards on QM access requirements. WEBWRIGHT Usual updates, plus: * Venue descriptions (9 online, more please!) * Lost property inventory courtesy Constable * Baronial Library links Courtesy A&S * Siege event photos from Nikolai and Edmund * CF storage photos * Three initial officer job descriptions online, just received Chatelaine, seeking one each from Reeve, Herald, A&S, Marshal, Lists, Quartermaster, Chronicler CHIRURGEON Office vacant at this time B&B Continued helping folk make their silk banners; produced silk panels for CF hall, plus Baronial standard and war pennants underway. Coordinated CF storage unit inspection, purchase and refurbishment working bee, purchased materials approved by Financial Committee. Liaised with incoming TRMs and others re CF. Confirmed fealty ring purchase with Rowany after Council approval in December, Reeve is sending funds over; sent fealty document to new TRMs. Contacts with St Floz, Ynys Fawr, Ildhafn and St Augustines about Festival arrangements. Attended singing, Medieval Stuff night, Christmas Picnic, two visits to Waipara regarding storage. Initiated Baronial Tile project at Medieval Stuff night. EVENTS Christmas picnic was quiet, relaxed, fun for all. No children eaten by eels, or vice versa. CF: Meredith: Very very busy with bookings and related. Feast and tents completely booked out, meal plan has over 100 people. Still seeking meal plan cook for Friday night (easy meal). Out of towners who are now too late to book for the feast may be offered provision of a few BBQ-able items for low $ to use on the Mong BBQ (which is now working well). All booked attendees will be emailed electronic Faire booklets, no paper ones. All arrivals at gate will be given a token and a schedule with a clear "you volunteered for xx at " indication on the back. Shuttle, billeting and A&S information will go to coordinators this weekend. February Muster and beyond: desirable to have one a couple of weeks after CF while energy levels are high. Seeking volunteer to steward it (see http://sg.sca.org.nz/muster.htm for a how-to). No need to pre- book site or file paperwork if using Richmond Village Green. Baronial Anniversary: Budget and plans based on 60 adults and 10 children submitted by Simone in absentia, with feast menu and budget from Duncan. Location: St Peters, Church Corner. Budget is tight at $15 per adult (feast), $7 child (feast) or $3/adult (day-only) and $1/child (day-only). Alternate children's prices and prices offereing a slightly higher margin offered with proposal, but Council went with the prices listed above. Suggested that budget forms be made simpler with respect to Kingdom levy (made awkward because it is payable only for 18 or over, whereas child event prices tend to stop at 12, etc). Event theme will be Spanish 15th century, hoping to work tourney and other formats along those lines. Letters of intent will be encouraged to follow theme. Yule: tentative proposal relayed from Gavin by Meredith -- Middle Eastern theme, late evening start rather than 6pm, likely Masonic Hall in Sydenham, like last year. Budget etc. pending. Winter Escape, Belle: have been researching Flock Hills Lodge as a possible venue for a two-night getaway during snow season. Has 39 bunkroom places for $550/night including kitchen/hall. There are also cabin and motel units on site which families could independently book and use. Was considering right after Coronation Cluain to attract Australian visitors, but snow is more likely later in the year. May seek idea of level of interest from discussion list, or consider postponing until '07. OTHER BUSINESS Financial Committee: approved $15 for materials for new herald's tabard, and up to $100 for storage bins and refurbishment materials for CF storage unit. David Marsden (Lord Dauid de Cochrane) has previous experience as rangemaster in Atenvelt and expressed interest in becoming Captain of Archers, deputy to Group Marshal. Appointment was made and briefings held concerning for CF, BA etc. Needs authorisation paperwork as Target Archery Marshal in Lochac at or before CF. CF Storage Guidelines and proposed prices presented. Accepted with one abstention. Michael offered $100/year to be able to store Mong materials up to a volume of roughly. 5 storage containers. Accepted with gratitude. Jenny: costed useful feast items after Siege event: collapsable dirty- linen holders at $5 each, fly covers $3-$6 per mtr, spice grinder $18. Accepted. Peter proposed purchase of two light aluminium boffer helms from Baron Fulk, est. cost up to $50. Council preferred to formally stick with existing pool-noodle and other light boffers until the marshallate has had a chance to review Fulk's new rule and equipment set, though that doesn't stop private individuals from obtaining and using the newer materials. Approved up to $50 to replace pool-noodle boffers. Meeting closed about 9 pm.