Southron Gaard Baronial Council Meeting 8 October 2002 Meeting opened at 7:30am Present: Callum, Chrettienne, Vitale, Heloise, Rosa, Arabella, Geoffrey Late: Duncan, Nicola, Elizabetta, Angus, Theodora, Madelein, Richard, Ethelind Apologies: William, Alexander Minutes of previous meeting: OK OFFICER REPORTS: Baron and Baroness: Went to 20th Anniversary and held two courts. Correspondence regarding taxes, received news regarding Lochac issue (including from HRM re petition to BOD), Queen of Lochac's visit (for Beltaine) and Gawain relinquishing duties as NZ liaison due to illness. Seneschal: Lots of correspondence. Comments to BOD re non-member surcharge. Trying to track down more on insurance. discussions re college. removed uses of Inc. A few people cancelling newsletter subs due to non-incorportion. Inc already removed from IRD forms. Discussions about Lochac situation. Chased up situation with authorization cards. received 1/4ly report plus appication for chatelaine. sent own 1/4ly report. Met with IRD rep, along with exchequer. We should maintain a list of event attendees so we can demonstrate to the IRD that out event income is not raised from members of the public, should they ask. IRD no longer have our 'founding documents' we should come up with something new for our own records. Discussions re inc stuff with local seneschals. Chirurgeon: Sent Yule and College Anniversary reports to Kingdom. Vitale looked after First Aid for 20th Anniversary so no need to report. Chatelaine: Sent Quarterly report. Attended 20th Anniversary. Received one application for position and $10 for Garb Hire at College Anniversary. Herald: Attended 20th Anniversary and heralded court. Field heraldry by deputy. Received inquires regarding submitting heraldry. Working towards online OP on Alexander's site. Lughaid has design for passed award - other one still needs tweaking. A&S: no report Constable: no report Vitale a senior constable. Marshal: no report Outdoor fighters' practice to move from Hornby Mall to Dean's Bush in about a month. 6:30pm start. Lists: Needs reimbursement for rope (and St Judes receipt book.) Ran lists at Spring Tourney and 20th Anniversary (both Heavy and Archery). Received Authorisation cards (100 for SG, 50 for RF) and Geoffrey to remind other marshals. Cards cannot be printed locally. Fighters' database out of date so Geoffrey to chase up authorised fighters and discuss with Michael. Archers' database received from Alexander. Alexander offered to host and online fighters' & archers' database. Captain of Archers: no report received by meeting "we ran practices" Exchequer: Cheque $4334.87 COH $520.90 FTT $172.83 Some invoices (copy print and council) to pay. Cheques outstanding. Had meeting with IRD rep - sent letter to other local groups outlining results. SCA inc membership is not the only class of membership for IRD purposes. Singup sheet for event attendees will make the IRD happy that our income is not from members of the public. Those wearing garb makes a very clear distinction between members of the public and event attendees. Taxable income has been being reported correctly. We get $1000 income from non-members before any is taxed, because ours has been under $500 for the last several years, we have been granted an 'administrative exemption" such that we don't even need to bother filing a return, unless our income is over the threshold. Need to re-create a founding document. IRD doesn't really care, but we should have it for our own records.. IRD looking up what the story is with second IRD number (Richard to chase up) Received email suggesting me may want to register for GST to save on taxes - IRD said not really necessary. Additional work would overly burdensome to future exchequers and stewards, recommend not doing it. Council agreed. Richard to check exact amount of income before GST registering required. Coronation coming need to sort out travel fund donation. Received 3 applications for exchequer (Rosa, Madelaine and Adele). See attached statement re comments at last meeting about interaction with the UCSA. (included at end of minutes). Quartermaster: Gear went to 20th Anniversary - mostly back. Awaiting feast box for urgent feast. Need more big plastic boxes - Angus to get quotes. Chronicler: To removed college details from FTT. Need money for new box of 40c stamps and reimbursement for $12.50 of stamps. EVENT REPORTS 20th Anniversary: Beltaine: 26th October (Labour weekend) at Deans Bush Scout Den (to be confirmed). Queen of Lochac to attend therefore feast. Arabella to cook a nursery rhyme feast with heraldry decorated (by children) almond bikkies as a subtlety. $8 per head for food. Currently about 20 people attending. Need site confirmed for feast ticket and off board option for feast due to last minute feast addition. Need $200 for food advance. Afternoons boffer tourney - children to have favours?, authorisation cards. Take baronial boffer weapons and get prizes. St Judes: No major changes. Will need an advance for St Judes feast food. No confirmed bookings yet. To email budget to Exchequer. Christmas Revel: Angus volunteered. 12th Night: Awaiting volunteers. Canterbury Faire: Lots of advertising going out. Contacting anyone who seems keen. Website and booklet well underway. Site booking form and deposit sent (yet to cancel Journeys End site) No animals on site. Marquee price jumped to $710 - looking around (eg Continental $590). T-shirts with War of Roses manuscript page - looking into costs involved and number colours etc, sell at about $20? each. Wine trail takes 20 people per trip - possibly 2 trips @ $25 per head (may not include tastings) and site OK with it. Site OK with alcohol - we are second group with alcohol ever so must be good. Couple of prices to confirm to complete budget, booklet, website. Tents for hire for $5-$10 for weekend (to confirm). Many bunkrooms. Map to come. Budgeted for 90 people full-time at event. Thursday am setup, Monday packup only. Night of Champions: Nicola volunteered. Planning Monday night. GENERAL BUSINESS: National Collegium Discussion Document: Cost - does price include catering? Garb preferred but non-garb option for specific or messy classes. Event on one site with accommodation preferred. Ask for class suggestions (ie wishlist) nation-wide. Copyright issues with selling books. Regarding financially helping tutors and students - need to be careful with pecuniary gains so choice of people needs to be VERY open and transparent and open to all. Therefore suggest off-setting event fee for multiple teachers and students. Needs much more thought to avoid problems with the law. (Perhaps a fighter auction tourney at CF (auction during market) to fundraise for national collegium.) Would like to guarantee what happens to funds if things go south (e.g. event doesn't happen, no international teachers, etc) - where does the money go? Baronial Confidence Poll: Queried Kingdom and waiting to hear back. Our process is unique. Binding FTTs. Not yet done. Will do after lectures end next week. Missing one issue. Meeting closed 9:30pm Appendix NB For brevity, the referenced emails have not been included. Thank can be provided upon request. Statement regarding conversations with UCSA. In last month's Council minutes it was reported that "Rowena indicated that bad attitude by SCA contributed to current problems with the UCSA.". I believe this point was raised in particular relation to my contacts I had had with the UCSA Clubs Development Officer, Malina MacDonald. I state categorically for the record that I in no way accept any charge of a "bad attitude" in any of my dealings with the UCSA. My contact with the CDO was limited to 1 short telephone conversation and a number of follow-up emails. In those communications I believe I acted completely professionally. The telephone conversation was amicable, courteous, frank and professional on both sides. All email sent by me were courteous and to the point. I regarded the responses from the UCSA however as unprofessional. All emails between myself and the UCSA are attached to this statement. The style and tone of my communications was in no way overbearing or intimidating. Further they were of a tone consistent with professional communications I would routinely have with clients of my firm. I have never had any cause to adjust my communication style. Further, I regard any communications with the UCSA on the matter of the current difficulties with the College's Bank of New Zealand account that were not channelled through appropriate Baronial Officers to be entirely inappropriate and unprofessional and ask that any further individuals that wish to be involved in the matter refrain from contacting the UCSA or Bank of New Zealand directly. In Service, Richard Goodwin.