Southron Gaard council meeting 10th feb 2004 Opened 7:30pm Present : Vitale, Richard, Sinech, Deordanan, Arabella, Geoffrey, William, Martucio, Lorenzo, Roheisa, Sigurd, Rosa, Madelaine, Sebastian, Apologies : Eleanora, Helois, Angus, Elizabetta Matters arising - Correction to Chron report. Chrettienne sent the article not the chatelaine. Exchequer sent report following the meeting. William had apologized for last meeting. OFFICER REPORTS B&B. Various CF/Royal visit stuff. Got doomsday book, need contributors. Received new baronial paviliion, thanks to Sigurd and Vitale. $225 to Sigurd for ropes and poles. Old pavillion can be used for various functions, ie indoors or lightweight outdoor use. No plans to get rid of. Seneschal. Kingdom looking at long term planning for kingdom events. Suggestion that we might like to bid for 12th night 2006.. Need to contact other outlaying groups and try to gauge what sort of numbers could be expected. Start of year may not be ideal. - Close to Canterbury faire, shortage of non-wornout helpers also may discourage people form visiting both.. -Sites may be cramped and heat at that time of year would not be ideal. - Probably prefer a crown in winter. 'Proper' winter in NZ may allow people to make good northern European court garb.. A few people hadn't heard about the council meeting move last month. US BOD are considering requiring kingdoms to setup guidelines for childrens activities.. I people interested they should contact the BOD. Chased up phone number out of date in CINCH.. Confusion about subscribing to ancillary publications. Have to do via Milpitas, but memberships themselves via Australia. Can't do that online. OK'ed quote from chiurgeon for first aid items.. Sent minutes and FTT column, Got reminder bill about council hall. Need to verify they received last payment (the cheque had been presented). Stepping down soon - March. Inc paperwork done - need a meeting in march to select reps. Have meeting at the start of March council meeting. Have final costs for tent. Total $908US at 63c. Total including tax and duty $1724.98, $1660 already forwarded, need $64.98.(Received). Another application for seneschal received. A&S Report received. Organized A&S competitions for 12th night. Attended A&S display at Canterbury Faire - expected more displays. No entries so far for Baronial champs - suggest we try this format for one more year. Discussion of other options. Would a regular A&S type meeting help? Symposia have been quite popular - on hold at the moment due to busy event schedule. Need to figure out local interests and run classes to suit. Maybe run alongside council in adjacent room or in conjunction with newcomers classes. A&S, seneschal and chatelaine to liaise. Variety of topics and levels desirable. Culled old CPs - latest CA arrived will try to re-subscribe if council desires - yes. Library was moved to Elizabettas new house. Website stuff given to Geoffrey. Ad for next symposia in FTT, maybe at the Riccarton scout den that we have a freebee owing on. Marshal 2 events - no reports. Expecting reports for 12th night and CF. - during discussion at CF about marshalate issues- 'proper' fighters practices need a list of attendees, marshals etc. mostly has to do with indemnity in Australia. Best to keep the practices informal, unless we need the SCA's name to secure a practice site. - Now 3 people to handle authorizations - get from web, get signed and send to Lists. - Some pamphlets being handled out to interested people at practices. Suggestion that fighters be supplied with a supply of pamphlets so that they always have some on hand. Put them on the website for easy printing out! - Suggestion of a small banner for erecting at practice with the www.sca.org.nz URL. Vitale talked to Her Majesty about a monthly mini tourney to increase exposure and get locals out and about. Constable Corr re stepping down, Ulfric may be interested. Happy to stay on as constable at large. Attended CF, thanks to Barrett for help. Fire risk management at CF. Lost property auction raised $110.30 - handed to Adele. Remaining (skoddy) items dispose of. Received 12th night lost property from Eleanora. Fire blankets and dry powder extinguisher may be handy, old one has been lost. William and Sigurd to look into costs. Exchequer. Balances Cheque $8330.39. Ftt money low again - lots of subs at old price - while costs have gone up. Need a concrete figure for subscription liability at this time, get by next month. About 5 extra printed + comps need to be accounted for. Email from kingdom exchequer approval Adeles appointment. Quotes for MS money - Harvey Norma $79.95, Amazon $NZ 40. Need to make sure license conditions allow passing it between exchequers. License should be to SCA NZ inc , should be OK (depends on MS small print) Other software is pricey but might be able to score freebee if there is a need. Authorized to buy MS money. Lists Attended 12th night and CF. Lists went smoothly. Authorization cards - Earl Marshal wants them printed at one location and sent to people. Hope to get local access. Spoke to Australian lists about running tourney -resources coming. Webmaster Got A&S pages. Will be uploading to website. Need to publicize website. Query re SCA inc tasking over domain name. Chatelaine Arranged accommodation for visitors and hire garb for one person. Quartermaster No Report. Lots of gear out for CF - to be returned this week. Suggestion to replace SCA signs as 2 small ones stolen. Sigurd looking at manufacturing cheaply once graphic provided & Fran possibly able to do to. Crescents Vacant. Kingdom officer wants to look at having a team of people per group. Seems to be current arrangement. Kingdom-wide resource being organized. An officer is nice but committee to support and help preferred. Activity box and list would be handy for stewards. Herald No Report Approval rate for devices (awards and augmentation) was good but Rohesia opposed current augmentation. Opportunity to get feedback at next event. Chronicler FTT and Alchemist sent or handed out. Ran out of stamps. Alchemist available at Baronial Ann. Not a lot of response to alchemist articles, may reduce frequency. 5 new FTT subs at $16, $14.50 spent on printing, Alchemist prices at $2 per issue - moved to 6 monthly. So that sub to FTT ($16) plus sub to Alchemist ($4) can be paid with $20 without having to give change. Chirurgeon Restocked first aid kit. Spent $92.50. No progress on re-warranting due to possible legal issues. Discussion on bootstrapping chirurgeons to achieve official status. EVENT REPORTS Twelfth Night Spent $710, Income $827. Saved money in lots of places. New signs required. Canterbury Faire (Interim Report) Trailer stolen before hiring it therefore more expensive one used. 120-55 people stayed overnight depending on night. About 180 attendees all up. Site happy but would like to charge us for rubbish costs. Improve recycling too. Owe $3,750.00 for site. Total expenditure around $8,040.00, out of pocket expenses $101.77. Income around $9,040.00. 1 ambulance, 1 medical run & 1 child harrassed by local children. Site prepared to negotiate a flat rate for next year and interested in linking to webpages showing site. BIDS CLOSE FOR CANTERBURY FAIRE 2005 IN 3 MONTHS! Baronial Anniversary Bid from Madelein for Madelein, Sinech and Katherine Kerr to steward. Site already booked and publicity already sent out. Date changed to Sat 6 March at Rimu Park. Approx timetable: 11am open site, 12-1 lists open, 1:30 heavy tourney, 3:00 archery (flexible), 5:00 court, 6:00 feast, dancing and bardic circle. Current champions approached re running tourneys. THEME - Harvent, Martin Mass, Red and Gold. Budget: Site cost capped at $150.00. Adults $15 ($5 day only), feast $10. Children $8 ($2). Kingdom surcharge not likely to be a problem. Breakeven is 36 adults to the feast. Publicity via mailing lists, final details in March FTT and website. Bid accepted. With schedule change to put archery first. Ball Bid from Helois. Proposed for July-August. Probably $7-10 per head dependant on site (max $150). Refreshments planned. Maximum of 28 attendees due to probably structure - dependant on theme - being confirmed. Rohesia suggested site of future jazz club on corner Colombo and Brougham. Tentative mumblings about another event in May - no details. GENERAL BUSINESS Kiwi BOD - Enough time at Baronial Ann for 4-5min meeting? Can't charge for meeting therefore do it another time. At next council meeting decided - Vitale to advertise. Doomsday book - Can we buy gloves for handling it and also special paper for preventing pages sticking> Approve. Congrats to Chrettienne on Order of Grace. Meeting Closed at 9:47pm