Appologies that these are a little late. The minutes secretary, Iuliana has been without interne access til now.


Southron Gaard Council Meeting - Tuesday, 11th May 2004

PRESENT: Roheisa, Simone, Lorenzo, Charlene, Jenny Allan, Meredith Hart, David R, Colleen, Helois, Callum, Emma, Michael, Amy W, Duncan

LATE: Iuliana
      
APOLOGIES: Vitale, Sebastian, Deordanaan, Arabella


MEETING OPENED: 7:35

LAST MEETING'S MINUTES: Accepted

OFFICER REPORTS:

B&B: Letters, out very little.
SENESHAL: Written report submitted.

Correspondence in: Notice of a review of the College by Kingdom
(see below) Her Majesties idea, and in no way intended as a witch hunt. The Kingdom seneschal?s deputy for problem resolution is currently reading though the hundreds of pages of emails and correspondence that he currently has and will be asking specific questions in due course.

Application for Constable from Lord Michael. No other applications by the deadline. Kingdom Constable has approved Lord Michael as the new Constable.

Note from Al wanting to pass on duties as webpage deputy as he?s swamped. Referred him to Madeline who Vicki had appointed as a deputy already. Also shuffled back and forth communication form a group in WA complimenting us on our website and asking permission to copy it, and permission from Vicki for them to do so.

Correspondence out: changed our contact details with the ARLHO directory.
Enquiry to Kingdom re: membership amnesty. Answer received that essentially all NZers buying memberships though the Aussie registry are now SCANZ members. 

Spoke to the UCSA Clubs development officer regarding the college. She says the SCA would be welcome back on campus IF students members wanted to start a group, and if it followed the same rules for clubs expected of all UCSA clubs. They have no grudge against the SCA. The college funds are being kept in the original college account which will remain frozen until the CDO says otherwise. Is currently being held specifically for a future SCA college. They have our contact details and have said they will contact us should circumstances change. Suggest that whatever action the SCA takes is done with the co-operation of the UCMRS. Relations with them are currently good, cross-pollination is happening and souring this relation would be detrimental.

Baronial Organisational document ? It?s now on the webpage. Should we review? Discuss in general business.

Query re: whether the Baronies territory covers the South Island (as per the organisational document) or NZ South of Cook Strait. In fact we have the (03) phone code area.

Quarterly reports are due. I need cc?s of all officers Quarterlys in two weeks. Officers who don?t report to Kingdom need to report to their superiors, or to the B&B and myself within two weeks.

FROM KINGDOM SENESCHAL RE: REANNAG FHARA REVIEW

Hi,

I was asked some time ago to look at the issue of the college, or possibly former college, or possibly college in dormancy, of Reannag Fhara, in Southron Gaard.

Unfortunately I don't have the full and necessary time to devote to this issue, and so I have recently appointed a problem resolution deputy in my office. This gentle is Rhodri ap Tewdwr (Christopher
Williams).

Rhodri brings a wealth of experience to this role, being a retired barrister in the state of Tasmania. Rhodri also has the advantage of having had no previous involvement with the group and can lend
an impartial ear to the issues.

Rodhri's brief will be as follows:

(a) discuss with, and accept correspondence from, the various parties involved in the issue.  This includes the students involved in the group (those who are still around), the populace and officers of
the Barony, and if necessary the UCSA staff.

(b) determine a way forwards for re-establishment of the college, working through Mistress Roheisa and the UCSA staff if necessary. My personal understanding of the issue is somewhat limited however I am lead to believe that a constitution which is workable under the UCSA rules is one of the requirements.

(c) determine whether there is, and via the SCA in Southron Gaard re-establish, interest in student participation in the SCA in Southron Gaard.

(d) discuss any other issues with the UCSA if and when required, and pave the way to a better working relationship between the UCSA, the SCA, and any other related groups (perhaps including the UCMRS).

(e) determine what action the SCA needs to take within itself to resolve any past issues and/or move forwards on this, and to make recommendations to me as seneschal as to how this should be handled.

I have cc'ed this e-mail to people that have sent me correspondence on this in the past, but feel free to distribute this to others who may also have an interest in the issue, or to publish it on local mailing lists or in newsletters.

Rodhri's contact address is included in this mail- out, however for clarity it is: rhiamon@netspace.net.au

Feel free to contact Rodhri and to send him copies of any correspondence on this issue that you feel is relevant.  Be aware that Rodhri does not know any of the people involved in this issue, and so do not
spare the introductions.  I have given him all of the correspondence that was sent to me on this issue.

In the resolution of this issue I feel that one thing is paramount. That is, that the growth of the SCA is necessary for its survival, and that it has been shown that, over many years, one of the ways to harbour that growth is through active and strong college groups, that have an interaction with both the local SCA and the university student guild or association.  It is my wish to foster the growth of the SCA throughout Lochac, and I feel that keeping our college groups alive is a good way to achieve this.

-- 
Master Delbert von Strassburg
Seneschal, Kingdom of Lochac
Society for Creative Anachronism Australia

CHATELAINE: Email report submitted.
Pretty much quiet for this quarter, other than organising hospitality for CF, and hire garb for a few individuals.  Had email correspondence from two individuals, but have not heard back from them after the initial information email.

REEVE: Written report submitted.
      Barony: Money in: 
                  Interest $2.29
              Money out:
                  City council $48.00
                  Stationery $15.29
                  Total out $53.29
            Total in Barony: $5676.58
      FTT:  Money in:
                  Subs $4.00
            Money out:
                  Copyprint $38.48
            Total in FTT: $45.00
      Correspondence: Nil, still awaiting handbook.

There was an error in the last minutes wrt. the amount paid to the city council. The amount given didn?t include GST, should have been $48 even.
      Reimburse Madeline $53.00 for FTT stationary.
      FTT is seriously short of funds. Current balance is $45.00 with Copyprint checks of $33.77 and $35.04 are currently required.
      Do we need a price rise?

Council discussed the FTT problem. Madeline will be asked to do a full analysis of costings and the current subscription liabilities (future issues already paid for) and free issues.

HERALD: Written report submitted. 
      Very quiet month, no events attended by Herald.
      Several people have contacted with interest in position. Closing date for applications will be June 1.
      No response yet from Master Gareth wrt. permission to conflict. This is require before further progress can be made on this.

MARSHAL: Email report submitted.
Good to see active New Zealand participation in the current discussions regarding the re writing of the combat rules for Lochac, submissions have now closed, and the next draft is being prepared.
 
Currently generating the Quarterly report due soon.
I intend to advertise soon for both a new lists officer, and a deputy.

LISTS: Currently vacant.
CAPTAIN OF ARCHERS: Currently vacant.
A&S: Nothing to report.

CHRONICLER: Written report submitted.
      Correspondence: Posted request for material for Alchemist on SG lists - no response whatsoever. I can find material myself with relative ease, but this would seem to negate the whole point of the magazine as a showcase for local talent. It may be necessary to give up the whole idea if no one is interested enough to provide material (this, of course, excludes those who have so far provided excellent contributions).

The council discussed the question of Alchemist. It was suggested that the next issue will come out in November with advertising for material put out in August. Also, it was mentioned that articles as long as 4 A4 pages would be accepted for Alchemist.

3 FTTS?s addressed to Claire Murray have been returned, presumably she has moved. Will track down.
Query: Updating FTT Hamilton group contacts. Reply: Roheisa will provide details.
WEBWRIGHT: Deputy.
Compliments and a request from group in W.A. to copy our website design. Webwrights permission given to copy design but not content.        

CHIRURGEON: Email report submitted. Nothing to report.

CONSTABLE:  Michael steps up as of council meeting.
            A box o' stuff from CF received that night.

QUARTERMASTER: no report.(Post meeting report ? stepping down due to work commitments ? please find a replacement)

EVENT REPORTS:
      Baronial Anniversary. Still no report.

UPCOMING EVENTS:
      Symposium: Getting required ingredients. 4-5 people definitely attending. Saturday 15th May, 1pm at Roheisa's.
      Sunday Bash: 23rd May. Park is open from 10am, most attendees expected at around 11am. Garbed fighter's practice. If it is raining there will be a painting session at Roheisa's place, see Marker Signs in General Business.
      St Christopher's Revel: Booking confirmed for 17th July. $40 for hall + kitchen + other room at WEA. Will be announced in FTT. Also on SG Discussion and UCMRS mailing lists. Eleanora will pick up key.
There will be fun games (not disclosing details currently). Brains are being picked for more ideas.
      August Ball: Site is booked, check is required for hire cost $100. 14 of 20 tickets gone already. Music is organized.
      Canterbury Faire: Still Seeking Bids.
Warning has been issued. If no bids are made and the Seneschal has to run CF it will be short with no feast and few organized events. Laid back and uncomplicated. 
      Collegium idea: Roheisa (Will not run it but had idea).
Get in non-members to do classes. Eg. Falconry, folk music(instruments), wicker basket weaving, etc. etc.
Everyone would get the chance to learn something new, have fun etc. etc. If anyone is interested in running it they are welcome to use the idea.
      
GENERAL BUSINESS:
      SCANZ: Require Corporate Officers. Specifically Treasurer and Registra.
      Change of Council venue: Generally liked. Kitchen, good toilet facilities, warm, less formal seating, hall with dance space, many rooms, microphone. Cost $20/night, $4 more than old venue.
All present agreed it would be good on a regular basis. It has the potential to be available on Saturdays. Council meeting will henceforth be held at Clarence Street Methodist Church (Riccarton, opposite Robbies pub).
      Marker Signs: Michael has provided 9 signs worth of thin plywood.
Stencils have been cut, require $30 for spray paint. If Sunday Bash is rained out there will be a sign making session instead.
      Non Attendance issue was removed from agenda as the Seneschal received apologies from most non- attending Officers.

MATTERS ARISING:
      Baronial Document: Do we or don't we review it?
We had a request last year from King Cornelius and Queen Morwynna to review this, and an indication from Alaric and Nerissa that they didn?t feel such a review was urgent. In particular C&M were uncomfortable with the confidence polling on the B&B position that it specifies. Also there are many out of date references in it, including to groups that have ceased to exist. It was commented that the document wasn't intended to be for the long term but rather just for the initial set up of the Baronial structure. It will be put up on the website so that people can read it for themselves and discuss it. If anyone thinks it need reviewing please make your opinion known on the mailing list, or at a council meeting, or by emailing the B&B or the Seneschal.
If no one expresses an opinion it will be assumed that all are fine with the document as we will lack the information to think otherwise.

      Invitation from UCMRS to their camping event at Queens Birthday weekend.
            Sat, Sun, Mon. At Rimu Park. Camping optional.
            See http://homepages.paradise.net.nz/ordocygni/ for more information.

      Require an immediate solution for FTT to tide over until more long term changes can be made. The account currently needs $76.86 to cover immediate debts. Request for an immediate advance of $100 from baronial accounts. Passed and done.

MEETING CLOSED: 8:20