Southron Gaard Council Meeting – Tuesday 9th January

PRESENT: Peregrine (Roland), Emayn (Karen), Veronica (Cat),
Llewellyn (David), Bartholomew (Peter), katherine (Vicki),
Oswyn (Carl), Terese (Meredith), Adele (Colleen), Sybilla
(Hera), Hugh (David), Martuccio (Matt), Ginevra (Mary Beth),
Rose (Stacey)

APOLOGIES: Fraser.

MEETING OPENED 7:32pm

LAST MEETINGS MINUTES : Accepted

OFFICER REPORTS:

SENESCHAL:
- Been away on holiday most of the month
- Small pieces of correspondance regarding CF, canton,
officer positions.

CHATELAINE:
- Did nothing
- Reminders about Christmas revel

REEVE:

Non-Profit   	   	$3,926.81
FTT account      	   $44.25
Clearing Account       $10,577.25

Most of the money in this month is from CF.  At one point
during last month we went into overdraft in the cheque
account, this is due to the huge number of cheques going out
after last council meeting, this has now been fixed my the
transfer of the BA, Yule and Fete monies now having been
transferred.  About a month or so ago, the FC asked me to
investigate the rate at which stewards should be reimbursed
for petrol whilst on event business.  The IRD's recommended
rate for business is a flat rate of 28 cent per kilometre or
62 cents per kilometre for the first 3000km's and 19 cents
per kilometre thereafter. I would recommend the flat rate,
much easier to work out, plus there aren’t that many
events where a steward would travel over 3000 km.  If the
council wishes to pursue petrol allowances for stewards,
then i will need to get a vehicle log book for stewards to
fill in when they are on event business.

HERALD:
- Been away on holiday most of the month
- SG Herald position is now filled; Oswen of SG. Starting
the process of training him up and transferring of stuff to
him.
- One update to the SG online OP.

MARSHAL:
- Position currently open and accepting applications.

CAPTAIN OF ARCHERS:
- Continued weekly practices after stopping for Christmas
break.
- Starting to organise things for CF.

CAPTAIN OF RAPIER:
- New fighter authorised
- Rapier DVD’s ordered and awaiting delivery.
A&S:

CHRONICLER:
- FTT went out on time.

WEBWRIGHT:
- Usual updates
- Completed Officer Descriptions document
- Completed "SG Policy/Guidelines" update
- CF-related changes
- Coronation Website draft now in testing, should start
public testing this week, live next week.

CHIRURGEON:
No report submitted.

CONSTABLE:
Apologies, nothing to report.

QUARTERMASTER:
- Position currently open and accepting applications.
- Ex Quartermaster has made some suggestions to make the job
easier.

B&B:
- Attended: Christmas Revel, singing, Stuff night,
Coronation Feast/Hall team planning meeting
- Organising CF billets/support for TRMs and 6 others
- Trailer in transit, here any day, thanks to Sancha, Bjorn
and Toll Freight
- Correspondence primarily relating to CF, Seneschals'
dinner, contacted CRFU PRO re demo

EVENT REPORTS:

CHRISTMAS REVEL:
20 adults and 16 children attended, good weather, good
event.

CANTERBURY FAIRE:
- 185 bookings
- ~$27000 owing [NB: amended Feb minutes to 17000], ~$9000 received.
- Everything under control and shaping up to be the best CF
to date.
- Belle in charge of truck transport out to site for any
Baronial gear.

JULY CORONATION:
- Ads being sent to Pegasus for March, April, May.
- Online booking form going public soon.
- Fireworks confirmed
- Music being organised/developed.
- Fliers for the event at CF.

BARONIAL ANNIVERSARY
- Still no bids received for this event. Seneschal to push
for bids on discussion list.
- Reminder that the event can be quite low key.

GENERAL BUSINESS:


JADE STADIUM DISPLAY:
- Invited to attend one of our fighter’s practices.
Waiting for reply.

KITCHEN/QUARTERMASTER GEAR PROPOSAL:
Adele presented a proposed list of equipment to buy for the
Baronial kitchen supplies. Some of this is to replace
lost/broken gear, the rest is new stuff we desperately need.
Adele proposed a shortened list of priority items we need
for CF, along with pricing for the items. The Warehouse
prices were considerably cheaper than Southern Hospitality.
The priority list came to ~$500.
It was decided that due to the increasing size of our event
(CF, coronation etc), that it would be a good idea to get
these items, as well as some storage containers to keep them
in.

Veronica also suggested the purchasing of some extra items
to make it easier for first time cooks (chef’s knives,
more pots etc). This will be followed up on later, as not
urgently needed for CF.
Veronica also suggested the purchasing of a large wardrobe
unit for the Quartermaster to keep the baronial gear in.
Comments that Bunnings was currently selling cheap ones.
Seneschal to investigate.

SILVER PLATTERS:
Proposal to send 5 of the silver platters each to the Canton
and the College. All agreed,

SUPER BOFFER:
- Proposal to gift 2 of the super boffer swords to St
Kessog. All agreed.
- Commission Dieter to make 2 more hilts. All agreed.

SG POLICY GUIDELINES:
- SG policy guidelines now online on SG site.
- Clarification that petrol money can be included in an
event bid budget.

TRAILER UPDATE:
The baronial trailer is currently on its way down to
Christchurch. Should arrive in the next few days. Trailer
committee will get together and inspect it and decide if any
work needs doing.
Will need to be painted at some point.

BARONIAL POPULACE SURVEY
There will be a populace survey after Canterbury Faire, as
the B&B have been in office for two years.

GENERIC GENERAL BUSINESS:
- Chatelaine and Hire Garb deputy will be throwing out some
old hiregarb that is old/rotten/destroyed.

- Constable not attending much of CF so has asked Martuccio
to be his deputy at the Faire.

MEETING CLOSED 8:30PM.