Southron Gaard Council Meeting ? Tues 8th March 2005 PRESENT: Belle, Jenny A, Jenny J, Charlene, Cat, Melissa, David R, Lila, Vicki, Peter, Matt, Colleen LATE: Donna, Richard APOLOGIES: Bob, Rachel, Meredith, Bastian, Rob, Al, Simone MEETING OPENED: 7:35 LAST MEETING'S MINUTES: Accepted OFFICER REPORTS: B&B: Written. We attended the tourney. Have had mondo correspondence re baronial changeover, canty faire, officer changeovers, college report etc upcoming projects: stepping down! SENESHAL: Written Correspondence wrt college review, there will be a report at next council meeting. Selected new Marshal and Constable (Richard and David respectively)nly one applicant per office. Corresponded with Donna reg. Baronial Planning meeting, specifically wrt to chairing it. Things were said that are being forwarded to Kingdom grievance procedure. A note to the general populous: We are a society of volunteers. Everyone who works for the Society as an Officer, Steward, as Baron or Baroness, or in any capacity gives their time and effort freely and generously. If you have problems with an officer in the course of their office please contact them directly; politely explain the problem and politely seek a resolution. It is never appropriate to be rude, or abusive, even if you think the other person is wrong, or has made a mistake, or has already been rude to you. It's is not appropriate to go behind some ones back or over their head until you have communicated with that person directly. Our Society is founded on the ideals of courtesy, chivalry and honour. Kindly treat others as you would wish to be treated if you were in their place. CHATELAINE: Attended the Pas d'Arms. Met a couple of Ladies from Dracenwold who will be attending CF, sorted out hire- garb for them. Have organised a variety of hiregarb for CF. There are a couple of people who are coming down for Uni this year who are interested in joining, one is particularly interested in the seamster's guild. REEVE: Written Report. Produced re-written SG Handbook, a revision of the existing policy book. Of note: our existing policy does not explicitly define "Financial Committee" refers to the Financial Committee as consisting of the Exchequer, Seneschal, and B & B. This does not fulfil SCANZ requirements for a financial committee. For the moment, I have deleted the reference to Exchequer, etc., but I suspect that we will have to properly define who should be on the financial committee. ACTION: ROHESIA to put appointment of financial committee into minutes. Attempted to pay for the souvenir tote bags for Canterbury Faire. Supplier (Melton Enterprises) insisted on a telegraphic transfer of $AU175 (total cost to us $214.73). His bank then extracted a $AU17 service fee (I am informed by our banker that this is normal). He then insisted on _another_ $AUD from us to cover that cost. THIS IS NOT OUR RESPONSIBILITY, but since we are in a weak bargaining position, I sent him a bank cheque (cost: $31) to cover the difference. I suggest that we do not deal with Melton Enterprises again. Council retroactively approved the Reeve's actions in this case. The "clearing account" is proving to be a popular way of paying for events. I suggest that we continue to make use of the account for Baronial Anniversary fees. Accounts: Main Account: In-- $ 2.00 interest $ 2,262.00 CF Event Fees Out-- $ 235.73 CF Souvenir Bags $ 20.00 Council Hall Hire $ 150.00 Advance for B. Ann. Feast Balance-- $ 6908.90 FTT In-- $ nil Out $ 45.00 Postage Stamps $ 2.50 Bank fee (new chequebook) Balance-- $ 113.59 Clearing Account Balance -- $ 1560.00 HERALD: Late Apology, late report. - Quiet month. Continuing to take OP changes from the populace. After Canterbury Faire thechanges will be collated and the OP updated. - Been liasing with the Katherine and Bartholemew about heralding procedure for their investiture and for Baronial Anniversary. - Been sorting through all the Herald's stuff, and have decided that most of it is old information and can be thrown out (eg minutes for meetings dating back over ten years). MARSHAL: Belle received a quarterly report from Bastian. Richard is the new marshal and will be stepping up at CF. LISTS: We had a Pas d'Arms, lists were run by Richard. I submitted a quarterly report to kingdom and to our marshal. A&S: Emailed Correspondence: Various re: stepping down. Various re: A&S at Canterbury Faire Successor: Countess Catalina is my successor. The official changeover will happen at baronial court at Canterbury Faire (please note Herald) and we will transfer the last of the boxes etc in February. I will do the quarterly report due Feb 14. Baronial Champion: have one entry which will be judged at Canterbury faire. A&S at Canterbury Faire: several classes over the weekend and Monday. Please bring stuff for the display Sunday late afternoon. Library: Catalina has picked up the library boxes and had a quick intro to the workings. I believe that she intends having it at her place so that it is accessible for A&S Sundays? Question from new officer: warrant? B&B to sign it then send off to kingdom. CHRONICLER: Written Report. Correspondence In: Newsletters: Folia Roani. Items for FTT. Emails from the various chroniclers to whom we send exchange newsletters ? all except Ildhafn are happy to receive electronic versions. Haven't contacted Medieval Guild yet. Email from Richard concerning updates to CF timetable in FTT. Not entirely sure what went wrong, but I somehow managed not to see the changes, and therefore they didn't get printed. Have apologized, though I realize this did not remedy the situation. Reply to my ad for a deputy from Stacy, who appears to have excellent credentials ? has edited another club newsletter for three years ? but won't be able to do much immediately, as she's looking for a house to buy. Have been told by Vicki that Lady Heloise is also interested, but haven't perused this yet, due to being preoccupied with computer problems. One new sub. Correspondence out: February FTTs sent out. Emails to exchange chroniclers asking if they're happy to receive electronic FTTs or would prefer hard copy. Put ad in FTT for a deputy, with a view to their taking over in the near future. General: Got more stamps from the Reeve. WEBWRIGHT: Written report * Standard site updates made to Calendar, home page etc. * Search facility implemented for site, thanks to Bartholomew and William de Cameron who worked steadily on this, and announced on the SG list * Testing of FTT PDF searchability CHIRURGEON: Apology. Nothing to Report. CONSTABLE: New Constable is David, who is to be known as Hugh. Will be stepping up after CF.ACTION: DAVID speak with THEUNS and organize a stepping up date. QUARTERMASTER: Written Report. Barrier went out and came back for Pas d'Armes. Feast stuff went to Ethelind. Some things were unwashed; would like to avoid this in future. Sent on some email from people about hire garb to the Chatelaine. Am arranging with Richard re: Stuff going to CF. EVENT REPORTS: Pas d'Armes: Went ok, although it was very hot. Less fighters than was expecting but there were enough. Sent in a list report. The event was fun. Baronial Planning Meeting: went well, minutes are still in process. Suggest running another in 1mth to 6weeks time. It was a very positive meeting. UP COMING EVENTS: Canterbury Faire: Mostly going well, down to last minute things now. Bookings going well. Bags haven't arrived in NZ yet, will be posted out once have printing done. Feast: need help at house on Thursday to clean up dirty feast gear, Jenny J volunteered. Teatowels and table-cloths missing, no candles/candle holders (need up to ten). Servers hats also missing. ACTION: BELLE email amnesty for Baronial stuff (t- towel, table cloths etc.)More t-towels will be acquired before event. Proposal for monthly event: Proposed by Peter. We've talked with about 45 people individually over the last month and this is one of the ideas that's come up.A tourney with A&S as well. Different groups hosting each month, getting to chose their own format. Tourney in a public place. A&S on the sidelines (show and tell), bring along projects, can ask others if they've done similar. Could bring books from Baronial Library. One dance and one song to be learnt each month. This will give us more of a shared culture, with more people knowing each dance. Then once the weather gets bad we can do more A&S stuff, poss. Indoor tourney? This will help with recruitment as well as keeping people enthused. Welcome any ideas. Note the future ones need the same elements (tourney, dance, song, A&S) but how they are done should vary. Council agrees that the idea sounds good. Vicki and Peter have offered to run first on on Feb 26th in Cranford Sq at 1pm. Tourney of the Rose. Every fighter has a partner who throws a rose in. Winner gives rose to partner. Baronial Ann: It's going alright, school has agreed to use of grounds. Yule: Nothing to report, still seeking site. GENERAL BUSINESS: Science Alive Demo Request: In June, medieval theme. Would like us to join in if we are interested. ACTION: VICKI and PETER will co-ordinate. Policy Book Review: Adele has gone through it since last meeting, and posted suggested changes to the mailing list. Some further changes as a result of feedback. The main changes she has made are as follows: 1. Made this more explicit. Doesn't apply to consumables and council may waive. 2. Essentially no change. c. financial committee, was ?FC was exchequer, seneschal and B&B?. This needs reviewing. ACTION: NEXT COUNCIL MEETING define ?Financial Committee? 3. Strengthened wording. Please prevent candles from dripping onto tablecloths, this can be done with a paper disk. Suggest Barony has a supply of white candles to sell at cost to those who bring coloured candles (incl beeswax) to feasts. 4. Written consent to publish photos (eg. On FTT) 5. Mostly as was, there isn't any particular Kingdom or SCANZ policy. 6. Left as 'encourage' not 'compel' as not all events fit into 1/2 price. NB. Mention this setup on Stewards budget forms. ACTION change title to 'Barony of Southron Gaard Policies and Guidelines? Note: if to be guidelines book then more issues could be added. Suggest getting contributions from mailing list. When things become an issue then add them. Agreed to adopt Adele's changes. Regular A&S meetings. Need to get hold of Library holder, Elizabeta. ACTION: CAT pass ph# to MELISSA. A&S officer has a small house with both dog and cat. Would like to book the rooms that council is held in and have the A&S meetings with either a gold coin donation or baronial subsidy. Suggest Tues evenings, along with council meeting? Possibly 4th Tuesday of month? If can't get this place then ask mailing list for suggestions. ACTION: MELISSA will ask mailing list: How people feel about weekday, for volunteer teachers, and for venue idea. Next Planning Meeting. Suggest after CF at WEA or similar. March, B&B available btwn 11-22 Aim to focus on recruitment and retention. ACTION: CHARLENE (as Chatelaine) to arrange. Get questions out to mailing list. Book weekend, early afternoon 5-6pm Sun 12th March Baronial Anniversary: Note, letters of intent for championships need to be done. Monthly event, city council fee. a) gold coin donation, b)baronial subsidise, c)hosts pay. Decided on A&B, gold coin donation with Barony covering any deficit. Suggestions for a name sought? More than just a tourney. Monthly Open Parley?? Looking for a better name. (Monthly Muster since mooted) Note: Stewards should be tapping assistants of those interested. MEETING CLOSED: 8:50pm