Southron Gaard Minutes : 11-March 2003 Present Vitale, Geoffrey, Arabella, Richard, Ethelind, William, Callum, Duncan, Thorkell, Eleanora, Madelein, Ilar. Apologies - Rosa, Sinech, Chrettienne. Minutes : ok Seneschal Scout demo in a couple of weeks. Sent out revised doomsday info. Finalised appointment of crescents officer. Lochac poll deadline and SCAA comments cleared up. First time stewards pack- current handbook is in baronial library- suggest having more printed. Vitale to keep some copies for handing out to new stewards. Eleanora to review and prepare revised pdf file to put up somewhere on web. Mailing labels for baronial poll arrived. Clarified situation re young children being signed on as family members and polled. Line added to polling form to ask that minors be old enough to give informed consent before returning poll forms for them. Poll being sent out this week. Due back postmarked no later than 15th April. Sent out minutes and FTT column. Much discussion in incorporation list. Website up and URL advertised. Issue of registry linked in with issue of incorporation. Discussion last month of what to do with fighter auction money. Priced Panther pavilion 9'x12' $1450NZ not including postage, poles, ropes etc Does require 14 poles to be carted around. Maybe a french bell - similar price. Enclosed tent plus canopy. Less poles. What is it needed for? Court + sitting in at tourneys. B&B Not a lot this month. Written to Daphne - no response. Chirurgeon Unwell. report coming. Incident report coming from Ulfrikr. Chatelaine 1st newcomers class, Tuesday last week. 5 attendees including 2 boys and their mother who seemed quite keen. Emails form interested party. Kingdom re changing CP entry. Someone who wants to be listed as chat at large. Upcoming demo 27th. Herald Sent correspondence -> kingdom STILL can't email back. Catalina to hassle him. Heralds list discussion ideas for names/devices for NZ as a whole. Received report from deputy at CF. Augmentation - we need to decide how to display it,. Problems if we have to obey standard heraldry rules as we have busy arms already. Suggested to have some designs at baronial ann. and get people to vote on which ones they like. A&O - we don't have a hard copy. Online one handy and useful. Technically required to have up to date hard copy. Duncan to find out if we can get dispensation for not having paper copy. Status on awards. Have 1 but still trying to do work-around to get others in current form. Need to change, Duncan to bring options and update to next meeting. Tokens and badges? Callum supposedly handling this and talking to Sigurd. Ceremony written. A&S Met with Gryphon. Some historical stuff handed over. Letter of introduction written. Article written for A&S booklet. Rewriting documentation article. Looking for some documentation also as examples. Producing brief 2 page guides for how to do it. Will put up on Hindin server as short term plan until get official baronial website. FTT not so useful for this as easy to forget which issue had the article in. Categories for next year. 2 choices: Either carry on as before but broaden categories (pentathlon top level) or develop completely new system in next 2 months. Problem to be fixed? Lack of participation. Why? Categories too specific? Too intimidating? Don't care? Much discussion on why people don't enter. Perception that A&S not as 'up front' as fighting. Not so much problem of structure as problem of environment. Artisans need to be encouraged. Idea that people bring items for judging throughout the year to be judged at the judges convenience either at event or not. Either way, items to be displayed at next event, and also at baronial ann. Judges through year to be A&S plus one other, plus an 'expert' on any particular topic entered. Notify A&S officer when have an item that needs judging so she can arrange with judges. Documentation essential. Constable Need to find or buy new fire extinguisher. Going to get quotes for new one, also fire blanket. Marshal Close to stepping down. No applicants yet. Lists Nothing happened this month. Baronial ann coming up. Capt of archers Vacant - stand in report : Weekly practices. 5 new authorisations. gold coin donation for hire equipment working well. Arrows donated at CF at Callum's. Loan out for competition only. Numbers at weekly practices increasing. Exchequer Report prepared but left at work, will drop off. Doing doomsday, 1/4 reports Saturday. More cheques to write for CF. Chase up Merideth re 12th nigh accounts. CCC bill paid. Quartermaster Not present. Concerns re garage not secure. Needs to be sorted immediately. Vitale to chase up. Barony happy to pay to get it sorted. Chronicler FTT subs in. Sent out March FTTs Events Canterbury Faire Report 99% done. $51 difference (up) from budget. Event made $300 profit + fighter auction tourney. All but 2 bills have been paid. Small number of people yet to pay, mainly milk run. This was worthwhile but should be done by a non-steward. 3 people yet to pay site fees. Funds handed to exchequer to bank. NMS - only one person complained and proceeded to pay in small coins. $294 owed to SCA Inc. Need to hold until tax situation sorted. Site fees went OK. Problem with interpretation of site fee schedule. So need to get this sorted for next time and written in stone. $5 per person, not $8 first 100 then $5/person after that. Currently, everyone over 3 charged at full rate. Site pencil booked for next year. Worth getting deposit paid soon ($250) to hold it. Porridge - lots of people wanted to eat it but no-one wanted to make it. Marquee - cheaper than budgeted but many pegs were bent and useless. Fighter auction - needs more publicising for prizes beforehand, also decide what to use funds for before event. $2 given to exchequer by chatelaine for hire garb. Site managers slightly picky about clean up details eg tables not exactly back in place and 2 small bits of wax on floor. "First feast" (of SCA year) Report to seneschal. Booked St Barnabus. Celtic games in afternoon, pot-luck feast 6th century Celtic quest and bardic contest. $5 whole event, $3 games only. Need 30 going to whole thing to break even. Officers invited to sponsor competitions. Madelaine offered to sponsor highland dance contest. Vitale volunteered a prize. Baronial Ann. Site booked, feast budgeted. $135 for St Barnabus. Money to cook. $50 book for donation to Kirkwood (ask librarian first). Budgeted on 50 adult bookings full budget presented. Archery - idea of splitting handbow and crossbow competitions for championship - 2 competitions - options : need to place highly in first to compete in second? Or add 1/2 of lowest competition's score and add to other score. Overseas, divisions don't compete against each other. Running 2 royal rounds can use 2 disciplines. Go with 1/2 score option. Xmas revel Madelaine to look at this later on. Winter weekend Eleanora - problem with Sigurd being away much of winter, re cooking. Researched sites in Arthurs pass +others. Doing costing. Duncans tourney Site no longer available. Peacock feast No further work on it. Collegium Ehtelind interested as one day event. General business A&S newsletter. being put together this weekend. Lots from artisans. Not much history. 20 initial printing plus reprint more as needed, Newcomers classes - may need to reschedule depending on nights Arabella is working in new job. Meeting closed : 9:30pm