Southron Gaard Baronial Council Meeting Tuesday, 12th November 2002 Meeting opened 7:32pm Present: Vitale, Heloise, Arabella, Geoffrey, Rosa, Madelein, Edward, Alexander, Martuccio, Rowena, Thorkell, Duncan, Stephen, Teres, Adele, Callum, Angus, Elizabetta, Richard, Ethelind, Geniveve Late: William, Michael, Nicola, Sinech, Ilar Apologies: Chrettienne OFFICER REPORTS Baron & Baroness: Attended Beltaine, spent time with Elspeth and Artemisia. Stacks of correspondence with TRM, Elspeth and trying to contact Society Seneschal. Seneschal: Various correspondence - Alexander's past report and various apologies, Lochac correspondence, advert requirements for FTT, discussions about electronic event payments, clarification of Royal event fees (Royals attend free). Still awaiting insurance details, and Baronial Confidence poll to go ahead as last time. NZ name discussion (see Althing list), Seneschal column sent to FTT (but not printed), minutes sent, Copyprint account still being sorted (we have paid), expanded on University/ Collegium details for Miles. Chasing up newcomer info for Chronicler. Non-Member Surcharge applies to official events therefore advertising requirements need to be checked w.r.t. needing N.M.S. Also donation site fee but charge for feast option. To confirm amount of NMS - currently US$3 but discuss GDP etc. Considering stepping down - called for applicants. Chirurgeon: Gave First Aid kit to Vitale as unable to attend Beltaine. Updated Chirurgeons Calendar. Attended St Judes. Planning to step down by Feb due to educational commitments. Chatelaine: Correspondence with B&B, Arabella & Kingdom re stepping down. (Changeover at St Judes.) Attended some of Beltaine. Herald: Did court at Beltaine including AoA. Sent quarterly report (yet to cc B&B or Seneschal.) Received ccd letter from Lochac Herald (Giles) asking question. Some submission queries and make electronic subs now as Lochac doesn't have them. Arts and Sciences: A&S officer resigned. Deputy still in office - no report this month. Constable: Attended Beltaine. Planning to modify Baronial candle stick to stop them falling over. No response to call for deputies. Vitale to constable at St Judes. Marshal: Marshalled at 20th Anniversary. Correspondence re moving Lists rope to Vitale's for Beltaine (and until St Judes.) Deputise Rowena for Lochac rules change (eg only 1 authorisation for heavy, 1 for 12' spears etc) Would like a deputy. Lists: Attended Beltaine and did Children's boffer tourney. Still has fighters' authorisation cards. Captain of Archers: Practices happened except Labour weekend (hail storms). Ran Royal Round at 20th year - awaiting results. To look into tape measure costs - need couple of quotes. Mis-read collegium timetable therefore late for class. Exchequer: Balances: Cheque $2700.47 FTT $79.43 COH $520.90 To check FTT subscription liability. Need to transfer money to FTT account, look into costs and why it is losing money. Need cheque for copyprint. Madelein to take over as exchequer - changeover at St Judes. Exchequer needs to be keeping track of amounts in event budgets for tables. So that when the tables have been payed for they don't need to be budgeted for anymore. Quartermaster: Plastic bins cost $12.00 (crap) to $60.00 (good). Need 4 now, quote. Chronicler: Correspondence regarding cancelled subscriptions. 1 sub in. Received some newsletters, corrected postal details. Discs are with Elizabetta. Membership confirmation wanted by Kingdom Chronicler. Some difficulties with Teres and Adele receiving last issue. Found receipt for stamps - need reimbursement. CF inserts to go into December issue. Currently 5 comps therefore about $60 per annum. Ilar to pass PR stuff to Sinech. EVENT REPORTS Beltaine: $88.35 under budget. $502.35 to exchequer to bank. Need $10 for St Paul's Papanui for chair hire. Table hire = $64. St Judes. Bookings closed. Need $100. 28 Adults, 5 children for feast. Similar number camping and day trips at $5. Hunting down the castle for battle. Feast on saturday and quest starting just beforehand. Bring cushions for feast and boffer weapons. Heading for budget. Xmas revel Awaiting site fee information. 14/12/02 at St Paul's Papanui. Cost looking at about $3-$4 potluck - gift swap. Xmas pud?? 12th night. Bid from Teres. Sat 11th Jan. Foundation for the blind hall. $15 adult - $8 child. Theme of King Richard and the quest for the holy grail. Booking cut-off Dec 31st. Adele to Cook. Budget presented. Max 64 attendees. Bid accepted. Canterbury Faire. Updated Ad to FTT. Ad in CP. Wine trail booked to check if tasting included. Possibility of double wagons on first day. Tents are $10 fior the whole event. $590 for marquee. Site has tables - removed from budget. $12-$15 for feast to cover decorations and activities. $570 profit budgeted. T-shirt still to be confirmed but less than $20 and will be less than $20 on reg form. Checked site for layout of fighting. website up with all current details. Heavy combat to match theme. fighter auction tourney - (roses) and Callum to run auction. Lots of o-seas interest. Rego forms to go out. Price on webpage and to go on forms. Due to site rules need to register when leaving and arriving plus organise risk management plan (to be forwarded to marshals /constables and placed on website.) Pets not allowed on site. Alcohol -discretely damp. Recyclables can be recycled on-site. Wine trail n garb but alcohol purchased offsite should use the same rules as Journeys End,. Milkman available for daily deliveries. Fire ban in effect - only gas BBQs and covered candles. Lots of kitchens - main one only for meal plan feast and bakers. Freezer space for re-freezing slicker pads, but at specific times. Bunk space for 100- possibly some mattresses available, Night of champions Light supper on Monday 10th. No site yet. Beatrice to cook French style supper. Quest for the holy grail themed quest (Alexander to organise) Collegium. $78 to bank. Event report to come. Yet to pay site. General Business Should/can Informal non-official SCA type events be advertised in FTT. If general SCA open invitation has been done in the past. Double check chroniclers handbook. Ned to change PO Box in CP,. Ulf still listed in CP. Teres suggested around the baronies feast with favourite foods from other groups. Idea should be used! FTTs to be handed to book-binder next week, Meeting closed at 8:57