Southron Gaard Council Meeting - Tuesday 11th January 2005

PRESENT: Belle, Matt, Jen J, David R, Lila, Simone, Nick, Donna, Richard, Cat, Colleen, Meredith.

LATE: Roland, Melissa, Al, Charlene, Bobby, Rachel, Vicki, Peter.

APOLOGIES: Bastian, Steve Hoare.


MEETING OPENED: 7:31pm

LAST MEETING'S MINUTES: Accepted

OFFICER REPORTS:

B&B: Started transferring stuff to Vicki and Peter's place.
The poll was submitted and Vicki and Peter Hyde will be our new Baron and Baroness.
Organisation has started for the changeover process.
Haven't heard details from Royalty wrt. CF, but they are definitely coming.

SENESHAL: Written Report.
Dealt with Baronial Charter Poll
Dealt with applications for A&S officer. Will organise the announcements
Put Ad in FTT Re: Librarian. Have had several nibbles.
Will depend on what new A&s wants to do. Tried to contact Chirurgeon re last month's discussion about with we needed a chirurgeon at this point. No response. Wrote up an addition to the stewards info on the details needed for internet payments on events. Got a copy of the old policy book stuff from Vitale
ACTION: NICK & MIN will get the Chirurgeon's phone number to BELLE

CHATELAINE: Will be attending Pas d' Arms and Planning Meeting.
Received a phone call on the behalf of an English Society wrt St George day. Were asking if we could provide a dragon and knight. Asked them to ring back (it was before Christmas) with more details.
Note. Alf's Imperial Army used to participate in these, suggest contacting them too.

REEVE: Written Report.
Balance in main account: $5,240.58 
Balance in FTT account: $161.09 
Thanks to Vitale for digging up a electronic copy of the SG policy book. I had a paper copy, but electronic is _so_ much better. 
Gave Richard details of new "Clearing Account". Two people have already paid for CF via this account. 
Went along with Roheisa and Terese for a look at the Somerfield community centre-- paid $100 fee and $100 deposit. 
I _still_ don't have an official warrant! 
Continued concerns over FTT top ups were expressed.

HERALD: Written Report.
Been focussing on updating the Southron Gaard OP. I have asked the populace via the email lists and FTT to check the online OP and get in contact with me if it is out of date. The populace has until Canterbury Faire to update their entry, after which the updated list will be composed, put on the website, and sent to Kingdom
I have also been enquiring into the permission to conflict the Baronial badge with Master Nicodemus. Shill short address for him.
ACTION: CATALINA will provide contact details for HERALD.

MARSHAL: Written Report.
No injuries reported,
No tourney reports received,
No applications for baronial marshal received
People thinking about it please actually put up hands. Richard put up hand.

LISTS: Now have a membership card. No events attended this month.

A&S: Correspondence about Stepping down; A&S at CF; and Librarian position.
Countess Catalina will be new A&S officer, changeover 12th February. Any concerns or objections to this should go to Kingdom A&S officer. Notice to go in FTT and mailing list.
Still looking for more A&S classes for CF, if anyone is interested in running one please contact Simone ASAP.
Baronial Championship, running out of time. Will be down to things displayed at Baronial Anniversary.
Kingdom would like copies of class notes for any classes held (at any time) for an online library.

CHRONICLER:  Correspondence In: Newletters: Flia Roani, Messenger's Satchel, Clarion; Items for FTT; Email from Cynthia Cooper - she wants to discontinue getting hard-copy FTT and get it electronically, and any remaining sub can go towards FTT expenses etc.
Correspondence Out: January FTTs sent out; First PD FTT to Vicki, who published it on the barony's website. Received positive response.
General: Madelein has resigned from being Deputy Chronicler. Post is open to any volunteers with the idea of eventually inheriting the post of Chronicler; Need more stamps, would also be useful to have a small supply of $1.50 stamps for occasional postage to Australia.
ACTION: SINECH to check with Subscriptees as to whether any wish to discontinue their current subscriptions.

WEBWRIGHT: Written Report
Standard site updates made to Calendar, home page etc.
FTT support page and January PDF issue added to site at request of Chronicler.
Baronial planning meting flyer added at request of Richard and Ethelind.
Internet banking info for Stewards added to site at request of Seneschal.
Draft media briefing tips for media and SCA members under development, along with publication policy recommendations. 

CHIRURGEON: No Report, no apology

CONSTABLE: No Report, no apology

QUARTERMASTER: Nothing to report. Still secure, garage doesn't leak, this is well tested.

UP COMING EVENTS:

Pas d' Arms: Is happening. Are allowed tents. Will not have access to toilets on site. Starts at 1pm, can turn up earlier to pitch tents etc.

Baronial Meeting: Set to go. 1pm Sunday with a BBQ earlier. Bring chairs or sit on ground.

Canterbury Faire: Royals: Will be arriving late Thursday and leaving early Monday morning, Richard is organising transport with them. MELISSA AND AL have offered a ride back to town on Sunday night.
Courts etc. still need to be arranged. Suggestion of making some plans/proposals to pitch to their Majesties.
Winetrail has been cancelled. Was going to be much more than expected cost.
REQUEST from VICKI and PETER that closing court be Tuesday evening not Wednesday morning.
Hirequip has already sold the Marquee (although still get to use it this year)
ACTION RICHARD to ask after current state of amphitheatre and let VICKI know if she needs to bring a sickle.

Baronial Anniversary: Site change: now will be at Somerfield Community centre, hoping to get grounds of Somerfield School for tourneys but won't know until can get hold of school office (poss. 22 Jan) Feast will be limited to 80 people.
Suggestion from Baroness-elect that it might be nice to have court at the tourney then a grand procession into the feast, this is still an idea, under consultation.
Cook is looking for a high-top BBQ. Poss. get from Richard, Terese, or Cat.
Charlene is still deputy for event.
ACTION adds still to go in Pegasus and FTT.
Will be selling tickets at CF Market, will also have some flyers.
Will be doing tokens, sponsored by Terese.
Belle requires $150 advance for food.

GENERAL NOTE: budget forms are evil and heinous, need further simplification

Yule Proposal From Roheisa: Indoor event. Yule themed night of entertainments. Some organised, some presented, others spontaneous. Medieval Christmas carols and music. Dancing a candle dance especially; Singing; Mummers play; Story telling contest; Games; Quest or treasure hunt; Gifts of some kind
Buffet supper - finger foods, Boar's head, chestnuts, mince pies,
spiced ale, posset etc.
Evergreen decorations, lots of candles, ideally a fire place or similar. Lots of atmosphere. June 25th, close to solstice/yule. (which is 22nd)

Ball in early June: put forward by Heloise. There will be a proposal sometime after CF.

Spring Event? Elizabethan Feast. Eleanora. Possibly in September. Pencilled in.

GENERAL BUSINESS:
New B&B selected. Katherine Kerr and Bartholomew Baskin. Will be stepping up at CF.

Baronial Charter. The poll was run. 15 responded. 13 were in favour of the changes. 13 voted for option A and 1 for option B 1 for neither option.
Changes have been accepted. The confidence poll is out in favour of a Baronial survey.

Kingdom Levy: $1 per person 18 or over.
Can either have it as a hidden cost within event budgets or stated specifically along with ticket price. Also can pay kingdom on a by event basis or in estimated quarterly chunks.
DECISION: Hidden cost is generally easier on steward. Paying Kingdom on a by event basis is easier on Reeve. Event stewards will report to the reeve told number of attendees at each event and the Reeve will transfer that many dollars to the kingdom levy funds from the event profits or general funds as necessary.

GENERAL NOTE: Methven summer school runs a cheese making class (next will be next summer).

POLICY BOOK: was read through, and we decided that the policy book needs a general review.
ACTION: strike out "kingdom travel fund" policy, no longer relevant.
ACTION: REEVE check out kingdom policies on pay for petrol costs to stewards etc.
ACTION: REEVE write out changes to wording etc. then post to mailing list (possibly and FTT) for comments then bring back to next council meeting.

MEETING CLOSED:8.50pm

Majority of the meeting adjourned to the Fox and Ferret Pub, in Riccarton, which is very nice.
Belle Sibly