Southron Gaard Council Meeting - Tuesday 13th February PRESENT: Peregrine (Roland), Emayn (Karen), Katherine (Vicki), Bartholomew (Peter), Finn of the Canton of Stowe (Sara), Veronica (Cat), Roheisa (Belle), Rose (Stacey), Oswyn (Carl), Martuccio (Matt), Sibylla (Hera), Ginevra (Beth), Kotek (Sam), James, Gavin, Sebastian (Sebastian), Llewellyn (David), Scott, Shaun APOLOGIES: Terese (Meredith), Fraser (Brent), Yolande (Jacqui), Vitale (Peter) MEETING OPENED: 7:34pm LAST MEETINGS MINUTES : Minor change, CF expected money should be ~$17000, not ~$27000. OFFICER REPORTS: SENESCHAL: - Confirmed new officers for A&S, Marshal and Herald. - Got in contact with the bank after one of our cheques was refused 2 weeks before CF. Even though we changed signatories months ago, and have written lots of cheques, the bank had lost the paperwork. Have now redone all the signatory paperwork. The new signatories are myself, Thorald and Vitale. - Attended CF. Had meetings there with the Royals and B&Bs. Also had meeting the Canton and College Seneschals. - Numerous correspondence with Fridda regarding the new Canton. - Several pieces of correspondence with various people regarding BA. - Contacted by Promotion agency looking for medieval props for a photo shoot. - Correspondence with Chronicler from West Kingdom Barony looking for Thomas Buttesthorn (Thomas Gervasi). - Investigated cost of large cupboard unit for Baronial stuff. - Correspondence with Thorald about Reeve stuff - Reminded all officers to hand in their quarterly reports. CHATELAINE: Attended Canterbury faire, forwarded several garb enquiries to Hera. Serious concerns about hire garb still outstanding, fought the urge to walk up to people and yank clothes of their back at CF. Will send more emails re this but we seem to have a serious problem in that people think that they are being lent hire garb on long term basis until they have 5 outfits of their own. I suggest several steps we can take to prevent this happening in future 1. Charge a significant bond (I am not keen on this one but it is an option) 2. Give people a handout when they take garb away making the expectations re return clear 3. Get people to fill out a form giving as many contact details as possible so we can hound them until we get the stuff back My preference is for a combination of 2 and 3. I believe that taking these steps is the only way we can prevent further loss of hire garb REEVE: Non-Profit $393.04 FTT account $44.25 Clearing Account $3,812.08 We had a massive amount of cash out due to CF coming to a close. Due to the bank account going O/D lately, I have been working on a new policy for the bank account. As I can no longer be in Christchurch, meaning Roland has been writing cheques without knowing what the balance is (no fault of his), I have designed a form for cheques. This, which I had attached to the email with this report, is to be emailed to me no later than 48hrs before the cheque is needed, so I can posted it to either Roland or Peter to counter-sign. This is more a policy than a hard and fast rule, if, like with CF, the total is not known, then a general estimate will be needed so I can make sure there is enough money in the cheque account. It has been suggest that I send the cheque book to Roland. I am not comfortable with doing this as I am responsible to SCANZ for the bank account, and I can see the same problems happening as Roland doesn't have access to the bank accounts on internet banking. HERALD: Peregrine: - Updated the Herald's folder and book of ceremonies. - Attended CF : Heralded the opening court and handed over Herald's office to Oswyn. - Have been in contact with Oswyn regarding the position. Oswyn: Attended January Barony Council meeting: discussed pre-Court organisation with former Heralds and Their Excellencies Bartholomew and Katherine, present Baron and baroness of Southron Gaard. Stepped up as Tour d'Or Herald at Opening Court at Canterbury Faire (2/2/07). (Previous Tour d'Or Herald, Lord Peregrine Flamstead, complete Opening Court.) Took receipt of Baronial Herald's regalia and Boke of Ceremonies thereafter. Heralded First Royal Court, and Royal Court at the Masque Ball(3 and 4/2/07 respectively). Purchased services of Baron Callum MacLeod for the heralding of the Closing Court. Also conducted heralding at various tourneys, and cried events and notices throughout the Faire. The Awards listed below were given out by Their Majesties Alfar and Gudrun, with a complete list of mundane names given to Her Majesty for the Lochac Order of Precedence. Due to a failure on my part, I did not make a copy of the complete list of the mundane names I'd made out before her departure from site and I shall have to complete this once I have replies from the populace and officers of the baronies from which the awarded gentles came. My apologies. If you desire to know which baronies, cantons, colleges or shires these were, this information can be supplied. As well as completing the list of mundane names for the OP, I intend to make a backup copy of the Boke of Ceremonies and add to it such ceremonies as the Hasta Belli, which was awarded this Faire - not something that could have been foreseen - but regrettably not in the Boke. I shall also add basic formulas for opening and closing courts, and tourneys. This is a very minor matter however. SCA Awards - Canterbury Faire A.S. LXI, Mundane A.D. 2007 Court Baronies - Lord Jarnulfr Thoralsson (Zane Bruce) Sir Vitale Giustiniani (Peter Grooby) Admission to the Order of Prometheus - Captain Martuccio Lorenzo Cavalcanti de Medici (Matt Smith) Admission to the Order of the Lily - Lady Ginevra Isabella Serafina della Visconti (Elizabeth Kent) Admission to the Order of the Golden Tear - Lady Veronica (Catherine Milligan) Admission to the Order of the Nock - Lord Dauid de Cochrane (David Cochrane) Admission to the Order of the Prix Jongleur - Lord Finnr of St. Kessog Admission to the Order of the Hasta Belli - His Excellency Callum MacLeod (Bob Bain) Admission to the Order of the Royal Cypher Lord William de Wyck (Alistair Muckart) Awards of Arms - Lord Tristan D'Avignon Lady Maria Bianca Tita Cassini Lord Edward Braithwaite Lord Kotek Torzhokskoi Lord Gavin of Southron Gaard (Gavin Lord James of Southron Gaard (james Pierss) Lady Nataliya the Kievan (Nataliya Oryshchuk) Lady Sybilla Cuspinian (Hera Davidson) Lord Ronan MacBrian (Nigel Presland) Lord Darius J'fa (Damon Daines) Lord John of Southron Gaard (John Brorens) Lady Isabel Winter These Awards shall be entered into the Order of Precedence. MARSHAL: Apologies that I am unable to make it to council tonight, I have a karate thing on that I can't really get out of. Stepped up at Canterbury Faire- Not too many issues so far. I was planning on taking the barrier home to replace the missing bits, but it disappeared on packing day, any idea who has it? Other than that would like to re-do the marshals poles in a nice wood with nicely done small padded ends. Practices had been going well but strangely dropped off a bit leading up to CF, as opposed to the opposite which usually occurs. Will endeavour to get those back on track. Wednesday continues to be somewhat sparsely attended but will probably go for a little longer until it starts getting dark early. I have pretty much all of a spare suit of armour available for loan at FP, needs box + shoulder/knee pads. I'd also like to track down the rest of the 'official' loaner gear that is about, I'll do some posts and try to track down the current holders and make an inventory and try to get some of the unused stuff back into circulation. CAPTAIN OF ARCHERS: - Continued weekly practices. - Made three new targets for CF. - Got all archery gear out to CF and back. CAPTAIN OF RAPIER: - Rapier at CF, Baroness' Tourney went very well - Regular classes twice a week. - Grace from Dunedin has joined. A&S: - Stepped up at Canterbury Faire. - Have talked to possible St Kessog A&S officer. - Planning belt making class for March stuff night. CHRONICLER: - FTT went out on schedule before CF. A reminder will be posted this weekend. WEBWRIGHT: Normal tweaks, new songbook online. St Kessog won Golden Quill, all Crescent Isles sites highly praised. CF and Coro booking forms basically functioning ok. William de Cameron has suggested writing a more complex, generic booking system for future events, am encouraging that idea. CHIRURGEON: At CF, we had: One lady faint, A kitchen-knife cut that took a while to stop bleeding, a few people who needed to sit down and drink some water, and a nasty splinter. CONSTABLE: Firstly apologies for non attendance tonight. Secondly monies raised from storage hire ($10) and the lost property auction (lots) will be arriving with Matt and Rohesia. Discussing C.F. '07 with Matt. he raised concerns about site security. He's concerned with locals entering without permission, as apparently occurred at night. I also noted a number of children wandering unattended with easy access to the public waterhole and road below the parking area. Nagging of Parents required here, and hopefully a children's programme to offset this problem. Matt suggests a combination type padlock for upper and lower gates to be placed at night fall I believe. This would allow access to authorised persons after dark and the combo could be made known to deputy constables or other night owl types to let in ambulances or late comers etc. It would also at least let children no for sure they were leaving the site without permission when they hop the fence. Also I understand some of the UCMRS folk were harassed whilst just outside the boundaries. I would suggest that non SCA fighting and practices would do no harm at all on the field behind the Great Hall where Archery was shot this year. Or perhaps down at the quietest end of the camp. Anyways the Constable wouldn't want security problems stemming from over politeness of other clubs in attendance. Deputy constables for large events like this would be practical and I fully intend to pursue likely types to help out, even if just for half a day. Nothing else useful to add due to lack of involvement over the last few months. QUARTERMASTER: Have received all the Baronial stuff from the previous Quartermaster, it went immediately out to CF. Have also got the new kitchen equipment purchased by Adele. Have got all the gear back from Cf, but yet to inventorise it. B&B: - Attended singing, fighters' practice (briefly), some dance, Stuff Night, Canterbury Faire. - Have received lots of universally-positive feedback on CF, along with many helpful suggestions for minor improvements to consider. - Correspondence with St Kessog, Canton, Seneschal re: CF and BA and events in the South. - Correspondence with TRMs and other visitors re: CF. - Correspondence with visiting Baronages re: Coronation. - With the populace survey now underway, we wish to encourage feedback to Seneschal and/or ourselves, whether on our performance or desired Baronial culture, direction and strategy for next couple of years. EVENT REPORTS: CANTERBURY FAIRE 07: - Good event. - T-shirts in process (large number of people changed their orders). - Profit of around $3900 - Having a large team of people was very good. - 2 payments being tracked down. About $200 outstanding. - Total outgoing money was about $15000 CORONATION: - Bookings now roughly 50pp, most capacity limits are approx. 200pp. - Bookings already include Kingdom Seneschal and several Baronages; should be well attended from outside SG. - Advertising for Pegasus has been sent in. - Prices will increase slightly in mid-March and again in mid-May so please book and pay early. - Next planning meeting for crew is on Sunday Feb 25th, most operational details and roles will be finalised by then. - Ceremony and entertainment planning now well underway after discussions with TRMs and others at CF; these must remain somewhat fluid until after May Crown. - Special Entertainments are now fully funded from the CF Fighter Auction; thank you to all concerned. Some auction overflow will be donated to Kingdom Travel Fund. BARONIAL ANNIVERSARY: - Received Bid from Yolande to have potluck/picnic BA at Rangi Ruru girls school in late March. - Site hire is $25. All voted in favour of the Barony covering this cost. - Rose has been investigating a professional spit roast to supplement the picnic/potluck. She will investigate costs. Barony might also cover this cost, making the event free. - More details to follow shortly. GENERAL BUSINESS: TWO-YEARLY BARONIAL POPULACE SURVEY: Details for the populace survey have now been finalised and will be going up on the website shortly. CF 2008 DATES Have been asked by the Order of the Boar/IJA about CF dates for next year, as they are holding their jousting event also around Waitangi day. Waitangi day is a Wednesday next year, all voted in favour of having CF from the 1 - 6 of February next year, finishing on the Wednesday. This was chosen primarily because it allows parents with school age children to attend (as school often starts after Waitangi day). THRONES BY AELFRIC Aelfric of the West Coast expressed interest in making thrones, and has made a very nice set. He paid $150 for materials. All present agreed to refund Aelfric for his wonderful work and donation. HERALDRY BOOKS: The barony purchased several very valuable Heraldry books from the CF site owners brother for $200. These included: - The Art of Heraldry, Arthur Fox-Davies - Simple Heraldry Cheerfully Illustrated, Moncreiffe and Pottinger - Little Manual of Heraldry, von Volborth - Heraldry and Genealogy, L. G. Pine - Arms and Armour, Aldo Cimarelli Two of these books (Art of Heraldry and Simple Heraldry) are easily worth this money alone, so a really good deal. TRAILER UPDATE: Performed well under load in first outing. Dieter is making some minor tweaks and then there will be one or two sealing/painting working bees. A&S THEME FOR STUFF NIGHT: March stuff night will be a belt making workshop for people who wish to make a belt. Leather and equipment will be provided. More details to follow soon. Also request made for 'Pants and hats' class before Coronation. REQUEST FOR JULY STUFF NIGHT TO BE HELD IN FIRST WEEK All voted in favour to hold July stuff night in the first week. This is a few days before Coronation and can be used as a last minute preparation meeting. FINANCIAL COMMITTEE MEMBERSHIP katherine would like to resign from the financial committee. Vitale was suggested as replacement. All in favour agreed, will need to confirm with Vitale. ORGANISATION OF BARONIAL STUFF - CLEANUP, STORAGE ETC - Shaun has volunteered to be the Baronial Quartermaster. He has a large double garage and access to a long wheelbase moving van. All in favour. - There will be a working party to sort all the Baronial stuff post CF, inventorise it and pack into plastic packaging. - Large cupboard prices are about $150, and we would probably need two to store all the gear. New Quartermaster to determine if he still needs them. CRUSADERS PROMOTIONAL PHOTOSHOOT Seneschal contacted by advertising agency looking for medieval props for a photoshoot. Supplied them with helmet, sword, jewellery box and hauberk from Vitale and Peregrine. They will be paying $100 to the Barony. BANK ACCOUNT SIGNATORIES: Due to the sudden need to sort out the bank signatories 2 weeks before CF, we got Vitale to be the third signatory. This has been mentioned at Council previously but not officially agreed. Council now officially agreed for Vitale to be third signatory. CHEQUE SITUATION Much discussion about whether Thorald's plan for cheques will work or whether it will be too much work. Plan to speak to SCANZ about chequebook policy and is location and ownership. MEETING CLOSED 8:36PM.