Southron Gaard Council Meeting - Tuesday 12th February 2008 PRESENT: Peregrine (Roland), Emayn (Karen), Bartholomew (Peter), Bjorn (Nigel), Yolande (Jackie), Hugh (David), Sybilla (Hera), Isabel-Maria (Miriam), Callum (Bob), Thorald (Bill), Anabilia (Amy), Ginevra (Beth), Khorvash, Raife (Shaun), Melisane (Anne-Marie), Emilio (Ed), Veronica (Cat), Dan APOLOGIES: Oswyn, Terese, Katherine, Dauid MEETING OPENED: 7:35PM LAST MEETINGS MINUTES : Accepted OFFICER REPORTS: SENESCHAL: - Lots of miscellaneous organisation and administration working with the stewards for CF. Particularly organisation of funds, issues to do with the fire ban and last minute cheques. - Attended Seneschal lunch with the College and Canton Seneschals, discussed many important things. - Been canvassing the ideas of the populace for next year’s CF dates. Everyone who spoke to me was in favour of extending the length of CF to include one or two ‘setup only’ days. - Been advertising the position of Seneschal, would ideally like a replacement as soon as possible as I will shortly be leaving the country. CHATELAINE: - Canterbury Faire was a busy one with, I understand, a close to record number of people given hire garb in the weeks leading up to it - now the challenge for me is to get it all back! - Talked to quite a lot of the more ''obvious' visitors to CF explaining what we are all about, and managed to see nearly all of the 'hire-garbers' at some point to ask if everything was going alright for them - which it seemed to be. - Now with CF out of the way and a lot of people having updated and added to their own garb in time for it, I will put a request out on the list to see if anyone has anything they may want to donate to the hire-garb cause. - If anyone is bringing "new" people to an event (or even if they have been to a few) then please don't hesitate to come up and introduce them to me - then if they have any questions they may want to ask about resources etc, then they know who to look for. REEVE: Current Account $10,365.07 FTT $44.25 Clearing Account $4,657.13 Fairly quiet month. I have one enquiry about taking on the position, hoping to get an application soon. HERALD: Heralded field and Court at Canterbury Faire. There were five Courts: Opening, Pages, Royal, Feast and Closing. The Awards received from Their Majesties' hand, arranged by date: The Second of February: Awards of Arms: Maxmilian of Southron Gaard, Eydis of St. Kessog, Finnr of St. Kessog, Emilio de Batista the Third of February: Order of the Pelican: Bartholomew Baskin Awards of Arms: Raife de Massard Melisand de Massard Elizabeth Braythwayte Yseult Corista Verch Edenevet Order of the Golden Lily: Androu le Greyn Order of the Golden Tear: Bernard Stirling Peregrine Flamstead Order of Prometheus: Scottaidh MacUiliiam Order of the Rapier: Martuccio Lorenzo Cavalcanti de Medici Order of the White Scarf: William de Cameron Order of the Laurel: Isabel Maria del Aguila The Sixth of February: Awards of Arms: Maree de Cauty Grace Kerr Mouse Guard: Christopher of Southron Gaard Order of the Nock: Darius j'Fa Order of the Rowan: Peregrine Flamstead Emayn de Whytacre A new Order was also created, but it is of such a singular nature that modesty and want of the poetry for its rightful description prevent me from doing so. Received assistance from several kind gentles in site heralding duties, particularly Ysabell Vitale and Peregrine Flamstead. Will review system of organising assistant site heralds, as, help from the afrementioned aside, not entirely successful (though the sky did not fall in because of it). MARSHAL: No report. A&S: -Organised several stuff nights/project days preceding CF -Attended CF and organised the A&S display -Planning this month's stuff night - Hoods, hose and headwear evening (patterns, instructions and general info) -Will be requesting the Canton A&S officer send me copies of their monthly reports to add to my quarterly report (as requested by the kingdom A&S officer) -Have accquired two deputies for A&S - Matilda and Emilio -Will be stepping down as A&S officer in the next month and advertising for a replacement. CHRONICLER: - FTT uploaded to Baronial Webpage January 31 - Email notification sent to SG Announce, St Kessog and Castelburn lists as well as to - Kingdom Chronicler. Correspondence: - With TRMs, 'Todo Froggins' and Katja regarding permission to print and reprint emails and photos. - With Bjorn & Melissande regarding new officer introductions for FTT (now aiming for March issue). - Received emails from Julianna and Bartholomew regarding corrections & updates for future issues of FTT. - Sent Quarterly Report to Kingdom Chronicler (cc to SG Seneschal). - Discussed chronicler's handbook and issues of permission with Her Majesty. - Emailed Society Archivist regarding on-line newsletters and am waiting to hear back. - Otherwise, have been perusing resources and newsletters of other groups (SCA & otherwise) for ideas and information and working on future issues. WEBWRIGHT: - Usual updates, added camping info, checklists and Steel Embassy to CF subsite, made Order of Precedence changes after CF. - Mailing list and Website activity: - In the past eighteen months, total membership (after elminating duplicate addresses) on all the mailing lists used by the Barony -- SGAnnounce, SGDiscuss, Kessog and Castelburn -- has grown from 102 to 198. The growth has been across the board. - Web traffic has stayed pretty consistent at around 500 hits a month on the SG home page, 200 on the calendar and 60 or so for FTT. All these tend to spike near major events or after a result of specific public promotion. - New webwright required, please apply to chronicler@sg.sca.org.nz CHIRURGEON: No report. CONSTABLE: Report on CF’08: White markers on tent ropes made a site rule by the Stewards. Lost property collected from the site and itemised, posted to the list. Fire and smoking restrictions generally adhered to, one incident believed to be non-SCA people (locals?) Storage unit two thirds full at end of Faire. Still to collect money from two people. Have records at home for all this. Fees for Mangy Mongol gear to be decided by council. Former event lost property auction netted $64.70 QUARTERMASTER: - Took everything to CF. Took everything back from CF. - 1 broken bowl - A few minor items found by Ross and put in the storage unit. B&B: - Attended CF, fighters' practice, rapier practice, archery practice and singing. - Correspondence with CF stewards about fire ban, Bjorn about sunshades, Raife about fort, Their Majesties about CF plans. - Meetings at CF with Their Majesties, other Baronages and Seneschals of SG, Castelburn and St Kessog. - Special thanks to all those involved in several key projects which were completed in time for CF, e.g. fort, sunshades, improved SG banner (augmentation), equestrian management, bow stands, table frontal, marshals' helms... - And thanks to the CF stewards for a highly regarded event. Feedback we've had has been very positive, including some good suggestions for next year. EVENT REPORTS: BARONIAL ANNIVERSARY BID: Bid for BA from Emma: - April 19th and 20th - Hibbert park, Spencerville - Potluck on Saturday, archery, heavy and dance. - Rapier, A&S, and lunchtime feast on Sunday - Bunks for 72 people plus tent space. - Hall only seats 70 people, feast limited to 50-60 people. - Feast outside if weather is good. Bid accepted by council. KESSOG FIRST FEAST BID: Bid for Kessog first feast from Eydis: - Newcomers feast, $20pp, break even at 20 people. - OUSA building in Dunedin, 8th March. - Stewards Eydis and Wynflaed. GENERAL BUSINESS: PAGES TENT: - Seneschal spoke to CF site owners. There are numerous other tents available for us to use, however they need sorting out, matching poles to tents etc. Suggestion that this could be done during the extra set up time for next CF. FIGHTER AUCTION: - CF fighter auction raised ~$700. - first $250 to go to CF Bell - $100 to NZ lists. - Suggestions to spend the rest of the money on bell tower and clock mechanism. Sir Sebastian offering to work on this project. - another suggestion for more loaner armour for newcomers. - further suggestion for more substantial archery targets. CF FIREBAN: - Ross very happy with our fire precautions, and would be happy with more lenient conditions. - However, most stringent fire controls in place by District council, not Site owners or SCA. - Possibility of more water taps around the place to allow for more BBQ acceptable areas should another year have as stringent fire controls. CF 2009: - Everyone in favour of 1-2 setup days extra to the event. - Dates for 2009 to be pencilled for 31 Jan to 8 Feb, with Sat-Mon being setup days. Cannot use the kitchen or the main hall during this time. - Also to pencil book same length time for 2010. QUARTERLY REPORTS: Reminder to all major officers that your quarterly reports are now due. TOUR D’OR TOKENS: - Plan to use enamelled pewter - Look into the cost of getting enamelled tokens made and the cost of the die. Isabel-Maria to investigate. CLEARING ACCOUNT: - No real need to have two different accounts. Money comes into one account for internet payments, but all money goes out another account. This causes huge cashflow problems around CF with money being in the wrong account. - Experiment with next few events to have internet payments going directly into the main account. MANGY MONGOL STORAGE FEE: - Majority of storage unit (at least half) is Mong stuff. - Everyone agreed that the Mong is a service to CF, and willing to gift the $100 storage fee to the mong. - Also write off last years costs for Mong storage. VERONICAS KITCHEN LOAN: - Following the decision in January council meeting, $1800 was loaned to Veronica for seeding Veronica’s kitchen for this year. This money has now been paid back in full by Veronica. WEDDING REQUEST: - Request from Sign of the Takahe lady for items for medieval wedding. Specifically 2 thrones, 8 matching goblets and wrought iron candlesticks. - As the lady was very good to use for Coronation, council willing to organise and rent these things to her. B&B and quartermaster to organise. MEETING CLOSED 8:35PM.