Southron Gaard Council Meeting - Tuesday 12th October

PRESENT: Roheisa, Iuliana, Peregrin, Adele, Teres, Callum, Crettiene

LATE:

APOLOGIES: Sinech, William, Mel, Eleanora, Madeleine


MEETING OPENED: 7.45pm

LAST MEETING'S MINUTES: One change to be made. Under General Business - FFT Electronic should read "the event notices, and council meeting minutes are available on the website"

OFFICER REPORTS:

B&B: Calling for replacements. Nominations close 20th October. The changeover will be in the new year, the date is currently unknown.
Talked with the King about the Baronial Charter, will be discussed under general business.
Attended Spring Tourney. It was fantastic, well done to the Autocrats.

SENESHAL:
Correspondence in: SCANZ sent a timeline for things happening. See mailing list for details.
From Friday 15th October membership will be available through SCANZ
We are still short of numbers to maintain baronial status. The Kingdom Seneschal is currently allowing us a period of waiver while this transfer is being sorted.
November 1st: NZ insurance kicks in
December 1st: will have to start charging day memberships (non member surcharge) of $2/day for every non-member. This money goes to SCANZ to cover insurance etc.
Bank account has been opened so now Kingdom Surcharge will go there to be held in a travel fund for Crown visits to NZ.

Kingdom Surcharge: If the ticket cost of an event is equal to or greater than $10 then a $1 surcharge is to be charged, to go to the travel fund held by SCANZ. (This information at the meeting was INCORRECT)
From Kingdom Law, VII.4
For every event held, $1 from every person over the age of 18 years attending the event shall be collected.  Events at which no fee is normally collected are exempt from this levy.
Further details about insurance cover and such will be received and passed onto the mailing lists soon. Please read details there.

Asked for applications for Chatelaine(who is a deputy to the seneschal) Received two replies, Charlene and Melissa. Chose Charlene for the position. Received a video CD from Kingdom Hospitalier. It is a short promo video that can but used at demos etc.

REEVE: Written Report
Barony: Money in: $2.27 interest
      Money out: nil
      Barony balance: $5264.76
FTT: Money in: nil
      Money out: nil
      FTT balance: $20.97

Correspondence: none
FTT requires another top up. Current funds in account = $20.97. Immediate bills = $62.21. Check written for $100. This is twice an a few months we have needed to do this. Will get on to looking at what is happening with FTT finances as soon as possible.
Will be out of the Barony from Friday (15th) until the 8th of November, so has left cheque books with the Seneschal from now until next council meeting.

HERALD: Quiet month.
Miriam has asked for help with her name registration appeal. This appeal is going through the Caidian Heralds.
The crown tourney pennon challenge contact is Laday Alana the Traveller. Populace should email her (menolly@es.co.nz) if they intend to be bringing a pennon.
Question: Baronial awards, where are we?
Have ceremony, started giving them out at 12th night.
Have the paperwork and name for one but only the name for the other, are still waiting to get the badge through the college of heralds. Have had one recommendation so far, it was one of those given at 12th night. Will put another blurb in FTT about the awards, and also post it to the website.

MARSHAL: Still Vacant.
Bartholomew has indicated a possible interest but he will need to be authorized as a marshal first.
Spring Tourney happened. Roheisa was to be marshal but was ill on the day so the fighters took up the marshalling responsibilities so we could continue.

LISTS: We had Spring Tourney. Iuliana did lists, and we had 7 fighters attending. Sir Tycho was the winner on the day. There is currently a problem with some of the fighters still using their old Caid authorization cards. Iuliana is to send Roheisa a copy of the forms to be printed.
Sent a report on the tourney to Kingdom Lists, Kingdom Marshall, and SG Seneschal.
Received an email from Kingdom asking if I mind having my email contact up on the pages she is creating. Replied in the affirmative.
There has been a problem with authorizations put in by Roheisa due to her recent name changes. These are being sorted out.

A&S: No report

CHRONICLER: Written report
published FTT; took part in mailing-list discussion of the electronic FTT proposal. I have a bunch of Phoenix Rising stuff received after the college closed. I don't have enough room to store it, so is it still needed? If not, I'll dump it. If so, then can someone please come and take it away?

WEBWRIGHT: Written report

Can the Fighters please confirm the times for Wednesday fighters' practice -- got two different details in FTT and a third on the Website, so would be good to get it confirmed once and for all!

I propose to put up a Culture/Traditions page under the About the Barony page so we can record stuff about SG, such as the newly establish Baronial Girth (which is far too delightful to let languish in FTT :-) I'd really welcome suggestions for (1) a suitable short name for this section and (2) any other suggestions/reminders for
info to go on there.

CHIRURGEON: No report, no apology

CONSTABLE: No report, no apology

QUARTERMASTER: No report, no apology

EVENT REPORTS:
Spring Tourney: 40 people attended. There was sun and it was enjoyed by all. There were no serious injuries or traumas. Teres gave out 6 newcomers pamphlets. The hall onsite looks good for a small event, confirmed, it has been used before, very cute.

UP COMING EVENTS:
Subtlety workshop Saturday 23rd October 89 Yaldhurst Road 1pm  All go, advertised and everything.
Have received an email from a newcomer interested in attending. Roheisa will buy a spare ticket incase they are then interested in attending the Royal visit.
Royal Visit: Site, an advance of $20 is to be paid.
Talked with Royals, they are bringing 4 of Agro's squires and their partners
They will be being put up at the Hermitage and at Teres and Adele's. They will be doing some touristing while in the country.
Katherine Kerr will be organizing entertainments
Menu is arranged and looks fantastic.
Deordhan is organizing the tourney, in Viking style. Richard is organizing the archery, and Eleanora the A&S display.
Have advanced $50 for subtlety and $300 for feast.
Bookings are at 22 currently and there are plenty of offers of rides out to site.
Christmas Revel: Proposal from Katherine Kerr and Bartholomew Baskin.
Christmas by the River Green (Hagley park, near the bandstand). Bring a picnic for sharing, suitably civil amusements (bowls, skittles etc.) and the traditional gifts.
Proposed date Saturday 4th December from 1pm. Will find out about park charges.
Canterbury Faire: No update. Richard is currently in the states.
Cretteine has arranged the Rapier
NOTE CF is now scheduled for the weekend AFTER Waitangi.

GENERAL BUSINESS:
FTT Electronic discussion: A slight preference for PDF has been shown.
Propose to do a PDF FTT.
Will continue to do mail out FTTs for those who wish to continue to purchase them.
And all say AYE

Baronial Organizational Document: no discussion happened on the mailing lists. Will try again.
B&B spoke with Their Majesties about it:
They think the changeover process is fine, fairly standard.
They do not see the point of having the poll.
The B&B have asked Their Majesties to write a letter to the populace communicating their thoughts on the matter. This should be forthcoming when Their Majesties have the time.
The idea currently put forth involves having a local survey which the B&B and the Seneschal can use to see what problems there may be and act to address these.
It was suggested that the old Shire Survey was a useful tool. It asked questions such as "How are you finding the SCA?" and "What would make it a better experience for you?"

Baronial inventory/insurance: Arabella has done a fabulous inventory job.
Some of the stuff is hard to value but the rest is worth around $7,000 to $9,000
Question: do we want to insure it?
Cost of insurance is currently unknown. Nor if it is covered by contents insurance where it is kept.
Roheisa and Adele to seek estimates of insurance.
Note: the thrones need finishing (varnish and polishing). Want to get it done professionally before changeover. Callum will get an estimate from the man who made them.

Item Request: cord to hang banners (and possibly chandeliers)
katherine kerr suggests 6mil white braided cord, 50m for $108
pointed out that it is likely to be considered disposable and used up.
suggestion of 1 1/2mil fishing line at $40 for 4 reels.
Reply: Yes in principle, please look into cheaper options

Laurels' Freedom Bus: money from bardic auction.
Do we want a Laurel for next CF? Yes
What variety? jewelery, brewer, costuming....many suggestions.
Suggest a different event. A dedicated one! work them hard.
Solicit suggestions for what kind of Laurel people would like to see.
Build a mini collegium around them.
It would be good if we could get a multifacet Laurel.



MEETING CLOSED: 8.40pm