Southron Gaard Council Meeting - Tuesday 14th December 2004

PRESENT: Belle, Vicki Hyde, Peter Hyde, Theuns, Stephen Hoare, Simone, Nick, Colleen, Meredith, Donna, Richard, Cat, Roland, David R, Jen. LATE: None APOLOGIES: Bob, Rachel, Charlene, Matt, Lila.

MEETING OPENED: 7:31pm

LAST MEETING'S MINUTES: Accepted

OFFICER REPORTS:

B&B: Written report. Correspondence about meal plan for CF Not much else

SENESHAL: Quiet month. Correspondence included some about FTT going electronic and about meal plans for CF. With kingdom about quarterly reports, received three from officers on time and some late. Would like to remind officers that the next quarterly report is due in February. Please try to get them in on time.

CHATELAINE: Written report. Got quarterly report in. Attended Christmas Revel and handed out flyers.

REEVE: Written Report. FTT account is slightly in the red. Baronial account is at $5306.58 Changed account names to include Inc. Cheques are now to be made out to SCA NZ Inc Southron Gaard. 

HERALD: Been asked to update Order of Precedence. Have spoken with Dame Alys who suggested asking the Populace to provide corrections. Both the Lochac list (the Canon) and the list on our website (Gentry list) need updating. ACTION: ROLAND will put a notice on the mailing list and in FTT asking the populous to check the online version and to tell him of any changes that need to be made. ROLAND will have printed copies available for those who cannot get access to the web site and ask him for copies. Received last boxes from Duncan. Side Note: Nick and Simone have verbal permission to conflict for a baronial badge while they were overseas, but we still need to get formal permission. ACTION: ROLAND is to get contact details for Master Garth Nicodemus and contact him to get formal permission to conflict.

MARSHAL: Still need a replacement. Further adds are in FTT. The closing date will be mid January. If anyone knows anyone who might be interested please talk to them or let Belle know so she can talk to them.

LISTS: Put in a quarterly report. Have finally gotten around to sending off membership forms.

A&S: Correspondence with Kingdom. Not volunteers for replacement yet, closing date is 1st Jan. Will be stepping down at CF. Kingdom would like electronic copies of classes, to go into an archive on the Lochac website. Picked up things for the library from Lila, the items that were useful have been added to the collection. A&S display at the Beowulf event, although the lack of new entries was disappointing. QUERY: Entries for Baronial A&S Championship? None currently, although some have expressed an interest. If we don't have any by Baronial Anniversary then it will decided by a display on the day. If this is the case then perhaps we should re-examine the current method of choosing the A&S Champion. QUERY: Library is deputy to A&S officer? There are 2 Roles: Librarian who does cataloguing and would also do purchasing, the second is who physically holds the library. Both are seeking replacements. Also the collection is due culling and reassessing how much it's getting used etc. ACTION: BELLE Put add in FTT seeking new Librarian etc. Cull will be done at time of shifting the library

CHRONICLER: No report. Correspondence with Webwright about shift to PDF format. Is happy that has the means to do it and aims to get the January copy of FTT out before Christmas. WEBWRIGHT: Information on Baronial awards is up on website (under culture and traditions). It is still very brief, more information would be welcome. New sign-in forms are online (on Stewards' page). Suggests that the Inc rules will be included in the same document to make it easier for stewards. Order of Precedence needs updating. Suggests that it would be easier with a database mechanism behind it. Suggestion that extending it to cover things like authorisations would be useful Will be asking Mouse to include a search box on the website as there is lots of information on the site and it will only be getting bigger.

CHIRURGEON: No Report, No Apology. QUERY: Hasn't been turning up to council meetings and hasn't been bringing First Aid Kit to events. Has been getting quarterly reports in. Does council wish to look for a replacement. Has been in office for more than 2yrs. It might be better to have the First Aid Kit held by the quartermaster, and available for stewards. We aren't required to have a Chirurgeon. It might be better to have the office open for anyone who is interested. ACTION: BELLE will contact CHIRURGEON to discuss the options.

CONSTABLE: Isn't currently a member and doesn't feel that he has been involved enough recently to warrant getting the membership. Has asked to be relieved of the office. Is willing to continue to mind lost property until a replacement is found or until CF. ACTION: THEUNS An add will go in FTT seeking a replacement Note: Lochac has a list of rostered Constables.

QUARTERMASTER: Nothing to report. Have received inventory list, will be starting a detailed organisation of the Baronial goods.

EVENT REPORTS: Christmas Revel: Completed sign in sheets handed over. It was a good event, about 40 attended, people had fun.

UP COMING EVENTS: Pas d'Arms: is being advertised in FTT. Venue will be decided before FTT deadline.

Canterbury Faire: Have received some registrations. Correspondence with new site wardens. There will probably be a full fire ban, will still be allowed gas BBQs and candle lanterns. Can hire haybales at $2 each. Internet banking is available for paying registrations, only with in NZ, more details later in minutes. There will be a Special General Meeting for SCA INC on the Monday at 4pm. Equestrian. The warders have said that it will be allowed within restricted areas of the site. Richard is currently collection information including what rules would govern it and who would be interested, and their views on it. This might not be possible to do in time for this Canterbury Faire but he will compile the information he gathers for use in the future. Private Meal Plans: Guidelines have been created for the allocation of resources, all will be treated equally. There is plenty of kitchen space. Is looking into options for helping to get gear down from Ildhafn and out to site as it has proved valuable in the past. Have been sending email confirmations of registrations. This has been well received.

Baronial Anniversary: Asked for council's help with deciding on site. The Ferry road site had some unexpected clauses, including one that could see our booking cancelled at the last minute. It was decided that The Foundation for the Blind hall would be preferable. Are now looking for a site to hold the fighting and archery at. A number of schools and parks were suggested, including: Abbley park, Kirkwood Intermediate, St Andrews, Heaton Intermediate, Elmwood, St Margarets, St Albans, Burwood Park, Richmond Primary. Some of the schools have sports on Saturdays and there is a problem with getting permission to do archery in public parks. ACTION: MEREDITH to ring the City Council for a list of what parks they will allow archery in. Have a menu from Belle and it sounds yummy.

Yule: If this is to be one of the bigger events then we should be looking for bids in the next month. Some people have already expressed an interest. We will be taking bids for it at next council meeting.

GENERAL BUSINESS: Internet Banking: Up and running, only viewable by Belle and Beast but can pass info to stewards. The format for payments will be. Bank account number (will be provided) First Field: Surname Second Field: Event Third Field (where exist): numbers of adults and children payment is for.

If these details aren't included then we will be unable to identify who the payment is coming from and you will be assumed not to have paid. the payment will need to be done at least one week before normal payment deadline to allow time for the Steward to be able to access it. The use of it will mostly be for the bigger events and it will be up to the Steward whether it will be available. ACTION: BELLE will write up this information for the Steward's Pack.

Demos: Kingdom policy is that requests must go to the B&B and they are to organise them. This can be delegated. Side Note: We might not be fully covered by insurance for Demo's unless we can publish notice of them in FTT. Most of the time it's for schools and we should be covered by their insurance.

Recruiting Planning Meeting: This stems from a discussion on the mailing list. Suggestion was that we get together with the specific purpose of discussion recruiting (including how to do it), strategies for keeping recruits, plans for events, future plans for the Barony, what people want from the SCA... and many more things. There was a long discussion.

The decision was that it is a good idea. A good starting point for the discussion would be people's experiences. Particularly answering questions like: How did they come to turn up initially?; What things made them stay (or not)?; Experience (good and bad)?. Generally with the idea of finding ways to make it more enjoyable for people, how to encourage people to stick around and have fun. The discussion is expected to continue from there and will probably include topics like events for the next year, recruitment plans etc. If it goes well there may be more planned later for further discussion.

Richard and Donna have offered their place (and BBQ) for it on the 16th January. From 1pm intended to last for a few hours. People are welcome to turn up earlier for lunch. 48 Northcote Rd (is near a bus stop).

ACTION: DONNA will get an add into FTT with the basics about it. If we can get some questions out there for people to start thinking about that would be good.

Baronial Policy on Complimentary Tickets. SCANZ INC Policy is that groups are allowed to Comp. Royals (ie. King and Queen). Note: this has been Baronial policy anyway. There is a Policy Book for the Barony in existence (Belle hasn't seen it). ACTION: ADELE will look for her copy of the Policy Book and pass it on to BELLE. The policy book includes a policy for what comps Event Stewards are allowed to give out. It's been common Kingdom practice to give B&B's comps. That has never been our policy and none of the Baronial Candidates feel the need for it.

Hiring out Baronial equipment: Policy suggestion: If the situation is: Members of the Barony where it benefits other Members of the Barony. Then it's fine, no charge. Members of the Barony but not benefiting other Members of the Barony. Avoid it. Not Members of the Barony where it benefits Members of the Barony, (eg. outside catering at an event). Fine, no charge. Not Members of the Barony and not benefiting Members of the Barony (other than by hirage money). Avoid. There are still many grey areas and it isn't something that is going to come up very often. So it will generally be possible to bring significant cases before the Council for decision. Minor cases to be