Southron Gaard Council Meeting ? Tues 10th May 2005

PRESENT: Sebastian, Jo, Mat, Meredith, Beast, Jenny 
A, David, Vicky, Peter H, Jennifer J, Miriam, Peter, 
Charlene, Adele, Rolland, Stacy

APOLOGIES: Richard, Sasha, Cat, Al

MEETING OPENED: 7:30pm
	
LAST MEETING'S MINUTES: Correction wrt. Business 
Cards.  The minutes didn't make it clear that the 
Financial committee was consulted and their full 
approval was gotten before any action was taken.

OFFICER REPORTS:

SENESHAL:
Spoke to the UCSA CDO and the bank about the college 
money?s
Correspondence with Kingdom re: the application for a 
new chronicler, 
Posted requests for officers Quarterly report. Due 
May 15th.

CHATELAINE: Nothing really happened.  April muster 
cancelled because of bad weather.  Received lovely 
gown for the hire garb from master Yoshitoshi at last 
month's council.

REEVE: Main Account:
Money In:$218.00 (Canterbury Faire Income)
	2.25 (Interest)
Money Out:$45.00 (Spring Tourney)
	$60.00 (Council Hall Hire)
Balance in Account: 5769.34
FTT
Money Out: 12.58
Balance in Account: $101.21
Correspondence:
Have been mostly been observing in discussion of 
financial committee and
its role. Have Submitted annual report to SCANZ Inc.

HERALD:
Quiet month. Been going through all the old Herald's 
stuff looking for any
paperwork on the Baronial augmentation of arms or for 
the badge for the
Order of the Tour d'Or. Haven't been able to find any 
yet. Lochac Heraldic
records have no mention of the augmentation of arms 
(although they do have
Ildhafns). Suggest we re-submit all of it and hope 
for the best. 

MARSHAL: No report

LISTS: No tourneys, have received notice that 
quarterly report is due.

EQUESTRIAN MARSHAL: This position hasn't officially 
been filled yet.  Sasha asks that she not be lists as 
filling this position until it is official.
A&S: Baronial Scriptorium: Meets the third Tuesday of 
every month. We had two introductory classes on 
calligraphy by Sir Vitale and starting next Tuesday, 
Mistress Rohesia will be doing a series of classes on 
illumination. Our Baroness Katherine has issued a 
challenge for illuminated letters to encourage 
participation. 
Singing: The SG Baronial Singing group is going very 
well. We've had a great turnout every meeting. It's 
not too late if you'd like to join! Everyone is 
welcome, regardless of experience.
Baronial Library: I could use a volunteer to computer 
catalog the baronial library. This list can then go 
online on the SG website so that the populace can 
easily see what is available for reading or research.

Monthly musters: PLEASE bring items for A&S display 
at the monthly musters. Unfinished projects are 
welcome, no doco needed!
Workshops: The May workshop was on 14th century hose 
for men and women 6 participants plus a few 
stragglers along for company and chatter. Schedule 
for JUNE workshop is Venetian glass painting. Details 
will go out on the list for costs and materials need 
as soon as I've worked it out with Miriam.
IMPORTANT: In order to have successful A&S workshops, 
I need feedback from the barony. What kind of classes 
are you interested in taking? What would make it 
worth your while to attend? Does the barony actually 
want a monthly A&S workshop? Your comments and 
suggestions are vital to the success of the 
workshops. Please email me with your thoughts. On a 
similar note, I need teachers! If you can teach, 
please do! Raise your hand and help keep the 
workshops going!
Baronial A&S Championships: Yule, our next quarter 
day, is nearly upon us. It's not too early to enter a 
submission for the Baronial A&S Championship. Please 
get in touch with me before the event if you have 
something you'd like to enter at Yule so I can 
arrange for the appropriate judges.
Funds: In: $13.10 April scriptorium, $4.00 May A&S - 
total $17.10. Out: $33.50 for scriptorium supplies. 

CHRONICLER: computer is currently dead, should be 
fixed tomorrow.  Stacy has been appointed (waiting to 
see there are no objections) and step up in June.
WEBWRIGHT:
1. Added a "So you want to go to Rowany Festival?" 
guide --
http://sg.sca.org.nz/festival.htm
2. Established siege engine email list and web page 
to support Siege
Engine Challenge -- http://sg.sca.org.nz/siege.htm
3. Added a Baronial Singing Group song-list to the 
Baronial Website,
including a link to the current Ildhafn song-list --
http://sg.sca.org.nz/aands.htm#songs
4. Updated Muster page with more site booking info 
incl. Health and
Safety 
ACTION: add a note to the muster page that when 
bookings are made with the CCC to use the Reeve's 
postal address: box 7175 Sydenham
CHIRURGEON: Still advertising for one.
CONSTABLE: Nothing to report.  Had to shift again so 
haven't completed inventory yet.  Will bring box of 
lost property to May Muster.
QUARTERMASTER: Received feast box from Meredith from 
BA ? Inventory still in progress.
B&B:1. Researched and reported to Financial Committee 
(FC) on a very low-
cost option for getting a Baronial Trailer on a 
"share" basis
2. Discussed proposed guidelines for FC operations 
with FC members
3. Attended St George encampment in Cluain; discussed 
proposed wars
and related activities next year
4. Discussed with Emrys light armour standard 
interpretations which
improve upon some Quarter Court information from this 
year's CF,
these have been reported to Richard.
5. Sent a query to the Society Marshal regarding an 
upcoming ban on
"Siloflex" swords, given that these have been both 
tested and
recently approved in Lochac.
6. Applied to the Festival Fighters Fund for about 
$250 to fund silk
and silk paints for large banners intended for use at 
Festival 2006,
but also at CF etc. Contacted William Cameron of 
Ildhafn regarding
possible supply of 6m bamboo poles to fly such 
banners at CF.
7. Attended combat/mixed archery practices, singing 
group,
calligraphy, seamsters, A&S class; all seem to be 
progressing well
thanks to those organising and involved.
8. Attended a planning meeting for Yule, and another 
with a group
proposing a bid for CF 2006.
9. Met with Science Alive! representatives regarding 
our involvement
in their forthcoming medieval display set to run 
July-September;
further meetings proposed.
10. Sent early in-game Barony report to May Crown for 
presentation by
Duncan; working on more mundane version for July 
Coronation.
11. Involved in much correspondence on "Baronies" 
list.
12. Undertook early negotiations with Baroness 
Constanzia regarding
Southron Gaard camping with St Florian de la Riviere 
next Festival
13. Concluded bulk armour order, 13 helms and various 
other items
will be coming this way. Of the six helms and two 
sets of knees
ordered by the Barony itself, all but three (possibly 
only one) helm
and one set of knees are spoken for already.
14. Passed on information concerning low-cost arrows 
from Lord Emrys,
blunts from Festival, and cannon parts (siege list).
15. Contacted new City Council "parks/events" officer 
re: invoicing
for previous Muster venues, also in relation to 
proposed May Day
Muster for May 15th 

EVENT REPORTS:
CF: No final report yet.
Baronial Ann: Nice event, ate a lot.  Sign in sheet 
was a nightmare with people coming in at all times.  
Final attendance at feast was 68.
Reccomendation to future stewards:  Printing out a 
sign in list with names and membership number already 
on it so people can just sign by the right name.  
This could be done by getting numbers off them when 
they book.
April Muster: rained out.

UP COMING EVENTS:
May Muster: Proposal from Peter.  This Sunday (15/5) 
in Richmond park from 11am. Including 40th ann of 
society celebration.  Proposal accepted.
Ball: site booked, cost $60, Richmond Methodist 
Church.  Tickets selling.  When book please provide 
membership number.  Practice week before at Richmond 
School hall ($2)
Science Alive Demo:  Met with them.  They are keen.  
Will be based on Bayeaux tapestry mosaic in 
Geraldine, 500-1500.  Including armour, food, 
dyestuffs etc. Might get invited to do another demo 
in September.  Further meetings are expected.  We 
will be getting visibility, chance to broaden own 
knowledge.  Will try to get some display things from 
them.
Posters: nothing to report.
ACTION: CHARLENE will look at cost and put questions 
to mailing list.
Yule: completed bid.  Masonic lodge ($100/night), 
good kitchen, very wet site. Sat 18th June.  Start at 
7pm.  Dance/entertainment/high court.  Mid winter 
stuff. Still looking for cooks (will get free 
entrance in exchange) $8/adult $10/non member, 
$4/child, <5 free.  Break ever at 35 people 
(including 10 cooks).  Will make clear in advertising 
that is light supper (not meal).
Approved.
September Waipara working party:  No contact yet.  
Waiting for CF bid.  Warders probably don't know 
September bookings yet anyway.
October Muster: Jo. City Council Exhibition/heritage 
weeks.  Involving UCMRS and SCA.  SCA tourney, UCMRS 
ball/demo.  Will be requesting pretties to go on 
display, will be covered by insurance and can be in 
locked cases.  Info forms will be available for 
anyone who would like to be more involved (snapshot 
of life).  NB. Don't put anything you'll need for the 
event into the display.
Laurel visit/collegium event:  ACTION: LOOKING FOR 
STEWARD. NB we do have more Laurel's in the country 
(incl Stephano).  Also local mundane teachers 
(hawking, willow weaving etc.).  Were hoping for 
October/November
CF: Meredith.  No forms filled in yet, will bring 
official stuff to next council meeting.  Working off 
Richard's budget but will be more optimistic on 
attendance (will be on holiday weekend).  Sat feast?, 
Fri theatre/feast?, Sun market/ball.  Thinking of an 
Italian Rev Carnival theme.  Will be approaching 
Master Stephano wrt feast.
ACTION: Note in FTT and SG announce, 9th to CF, call 
for bids
Bids will be considered at next council meeting.
July Muster: Meredith. Thinking of non-fighting 
focus.  Inside event, encourage people to bring 
sewing etc.  Possibly at WEA.
GENERAL BUSINESS:
Group visit to 'Kingdom of Heaven' a crusaders movie.  
Some interest.  Stacy has volunteered to organise.  
Suggestion of picking day/time and sticking on 
mailing list.  Movie theatre preference is for 
Riccarton or Readings.  Request not a Tuesday or 
Thursday and not too late.
College fund status:  talked to bank.  The money 
isn't going anywhere until unfrozen by USCA AND 
signatories of account.  This would require a meeting 
of the college.  Suggestion that we ask the 
signatories to redirect the statement to Baronial 
Reeve so we know what's happening.  The money is 
currently safe and not touchable by anyone.  Richard 
is willing to sign a letter to redirect statements. 
ACTION: Write letter and get hold of Rosa and Jenny M 
to ask them to sign it.
Note: there appears to be nothing we can currently do 
to wind this up.
Baronial trailer: V&P's neighbour has a trailer they 
aren't using much that they are happy for us to use 
in exchange for paying one third of the maintainance 
and buying a chain and padlock to lock it to a power 
pole.  It is small but is enough for the B&B's use.  
What we would be paying is about two trailer hires a 
year.  If major repairs were required the trailer 
would be dumped rather than paying too much.  Reeve 
would prefer annual sum rather than being asked each 
time.  Peter will return to them with a suggestion of 
an annual payment plus incidental payments for 
repairs.  Accepted. ACTION: PETER H to see to it.

Financial committee guidelines:
Proposed Southron Gaard Financial Committee 
Guidelines:
1. The FC is a servant of the Barony. Its aim as far 
as possible is
to further and expedite the intentions of the 
Baronial Council for
the good of the Barony.
2. The FC will undertake research or purchasing 
decisions when
requested to do so by Council.
3. Any member of the Barony may request the FC to 
make a financial
decision on the grounds of urgency, though the FC may 
decline to act.
4. Where the FC is asked to make a decision which has 
not previously
been referred to it by Council, or which may in some 
way countermand
an earlier directive from Council, the FC will first 
decide whether
the decision has elements of timing and/or importance 
which justify
its involvement.
5. In keeping with SCANZ policy:
a) the FC may devolve its authorisation powers to the 
Seneschal and
Reeve for decisions involving lesser sums, e.g. under 
$200
b) either the Seneschal or Reeve may also act to 
authorise
expenditure in emergency situations provided their 
decision is
reviewed by the FC within 7 days.
6. Decisions taken by the FC involving sums under 
$500 (or 20% of
Baronial funds, whichever is less) are binding if 
three or more
members are in agreement. For larger sums, decisions 
must be
unanimous among those able to be consulted in a 
timely fashion
through normal means, including both email and 
telephone.
7. Any decisions taken by the FC shall be reported by 
the Seneschal
at the next Council meeting. The report will include 
a brief
statement outlining the justification for the actual 
decision and the
reason why it was taken when it was. When presenting 
the report, the
Seneschal shall have available the key supporting 
information used by
the FC in taking its decision, in case Council wishes 
to see that
information.
Comment, the amounts feel too high.  Bring the first 
one ($200) down to $100, and the second one ($500) 
down to $300.ACTION: Those alterations will be made 
and document made available (on mailing list and in 
FTT) for people to read over month, then bring back 
to next meeting. 
Suggestion: only one of B&B should be on it at a 
time.
Request for prices for kitchen equipment.
Augmentation of Arms: no progress.


MEETING CLOSED: 8:50pm