Southron Gaard Council Meeting ? Tues 8 March 2005

PRESENT: Belle, Cat, Matt, Roland, Charlene, Jenny A, 
Richard, Donna, Jenny J, Lila, David, Sasha, Simon

LATE: Melissa

APOLOGIES: Miriam, Rob, Vicki, Peter


MEETING OPENED: 7:36

LAST MEETING'S MINUTES: Accepted

OFFICER REPORTS:

B&B:
Stepped up , talked to lots of people about lots of 
things mostly involving ?diplomacy? and inter-group 
relations, also Champions about role and BA format,
various officers about ideas and initiatives.

SENESHAL:
College report is out and available on the website. 
Talked to lots of people at CF about lots of things, 
including UCMRS about college report and possible 
follow thru on that, Chirurgeon Re; if he was okay 
about stepping down. Site wardens re: pencilled in 
booking, possibilities for equestrian, parts of the 
site that need attention.
Made initial contacts with UCSA CDO re: College club 
account, see general business.

CHATELAINE: Attended CF. Once piece of hire garb to 
come back still.  Attended monthly muster, it was 
very good.  Rand out of fliers, talked to many, have 
received some emails.  Format works really well.
REEVE:
Main Account In:

$994.00 Canterbury Faire Income (Richard, can you 
double check your
sums-- the envelope this came in said $923.00)
47.50 Monthly Muster Income
2.48 Interest

Out:

$688.80 Hirequip (Marquee Hire for CF)
31.00 Reimburse self for Tote Bags (as discussed 
last month)
600.00 Advance for Baronial Ann Feast
20.00 Council Hall Hire

Balance in Account: $6,564.48

FTT:
Out:
$ 58.26 Copy Print

Balance in Account: $65.33

Clearing Account:
Balance in Account $1636.50
(As Canterbury Faire is now over and done with, this 
money will be
transferred to the main account)

I will be preparing our annual financial report in 
the next few weeks.
The deadline for this report is 31st April, so I will 
need to get at
least some of the figures for Canterbury Faire in the 
next week or so.
I don't need every little thing-- just gross income, 
gross expenditure,
Kingdom surcharges collected and day membership 
numbers.

HERALD:
Have finalised OP updates from the populace. The 
updated list will be
available shortly (before Baronial Anniversary). I am 
also looking at
getting some sort of a database behind it, which will 
make managing and
organising the OP a lot easier.

Have been helping Michelet and Killian with 
registering their names and
arms. 
MARSHAL: Attended CF and stood up.  Got quarterly 
report in.  Intend to do an article about Combat 
archery rules for FTT, some changes for us with 
Lochac rules.
LISTS: Had three tourneys at CF.  All comers had 
fifteen fighters and was won by Sir Ulf de Wilton.  
Un-awarded had seven fighters and was won by Bernard 
Stirling.  Armour as worn had eleven fighters and was 
won by Peregrin Flamstead.  Thanks to Franchesca for 
helping with lists.
Monthly muster, the tourney format was Over the 
Roses, which is a format that has no single winner.  
The battered helm went to Dieter.
EQUESTRIAN MARSHAL: Sasha will be authorised as 
Equestrian Marshal.  Will need to do a handbook fro 
NZ, should mostly use Lochac's unless there is a law 
problem. Is talking to Vitale wrt. Insurance.  Need 
feedback from those interested.  Will be a deputy to 
the Marshal.
A&S: Feb open house only had one person.  Workshop is 
cancelled.  The next will be on April 5th at 7:30 on 
making cotehardies.  There was no A&S display at the 
Feb muster, if people could bring stuff along to 
musters, can be incomplete and no documentation is 
required.  Scriptorium will start 15th March, 
discussed more later in council.
Setting up a time to pick up the library.  Requesting 
funds to hire a trailer to transfer it.  Emails from 
newbees forwarded to Chatelaine.  1 more box to come 
from Eleanora.  Quarterly report went in.
CHRONICLER:
Correspondence In ? Items for FTT.
Correspondence Out ? March FTTs sent out, and pdf 
version sent to Web Wrights.
Repeated ad in FTT for a deputy, with a view to their 
taking over in the near future. Advised by Seneschal 
that, if I want to step down, I'll need to advertise 
for a new Chronicler, since it is no longer the case 
that deputies routinely become Chronicler when the 
incumbent steps down. Also, I need to give two 
months' notice. So I shall put an ad in the April 
FTT, with applications closing at the end of 
April/beginning of May, and I intend to step down in 
June ? probably at Yule.
General -	Problem with the pdf version of FTT not 
being searchable seems to have been solved by using 
PrimoPDF software instead of CutePDF ? thanks to His 
Excellency for sending it to me.
WEBWRIGHT:
Site up dated and now searchable thanks to efforts by 
Willian de Camreron.
CHIRURGEON: Not required.  Put first aid kit with 
Quartermaster, see how it goes and advertise position 
for a couple of months.
CONSTABLE: Haven't stepped up yet, will step up at 
BA.  Have arranged for Theuns to bring lost property 
to BA.
QUARTERMASTER: CF: Stuff went out returned in 
excellent condition.  Marshal retained field 
equipment, would like to discuss.  MM: Don't know if 
went out or came back, didn't see.  Richard? Happy to 
hold onto and make available, intends to be attending 
most tourneys.  This needs to be made publicly known 
and QM wants a list of what Richard/Marshal is 
holding.
Feaster gear to get to Belle's, QM will visit and 
check stuff before BA.
NB. Equipment to review.  Want feedback from event 
stewards.  Table cloths, stains have been removed, 
thanks to Donna.  Have 19-20, enough for a feast of 
114.  2 broken pieces of crockery have been thrown 
out.  Metal platters are dead, suggest stainless 
steel next time.
ACTION Next meeting talk about purchasing new 
platters
ACTION David talk to Theuns wrt candlesticks.



EVENT REPORTS:
CF: profit around $1570 (not including expenses for 
bags), attendance: had 190 on list, 180 turned up.  
The event was enjoyed.  Will be debriefing those who 
were involved in planning.
There is a pencil booking for next year, wed-wed over 
weekend to allow steward flexability of dates.
Muster: 
Well attended, 50+ SCA and 40+ public.  Suggestion of 
bouncier dances to be more interesting to watch.

UP COMING EVENTS:
Recruiting planning meeting: WEA booked 1-5 Sat, 
check for hall hire written. Belle will chair, 
looking for a minutes taker.

Request of use of hall during council meeting for 
rapier practice (unofficial), currently okay'd.
March Muster: 26th at Barrington Park.  Double 
elimination, everyone fighting for another (service) 
with the one being fought for getting to chose 
format/weapon. Under the big oak opposite the 
library.
QUERY, funds for Chatelaine for printing. Will let 
council know what it's costing.
Baronial Anniversary:  going well, 36+ booked.
April Muster: Hosted by Draco Verde, Richmond park 
17th April (Sun).  10am start with dance, lists 
opening at 11:15, tourney at 11:30.
Ball: Miriam, Sat 28th May.  Richmond Meth Church 
hall on Stanmore rd.  France winter of 1589-1590, 
with dances of that period (Arbeau).  Cordial and a 
light supper in the style of the period.  Budgeting 
based on middling attendance of 24, current estimate of 
ticket price is $8.50.  Proposal is accepted.
Yule ? June: Looked at stone house but will cost 
>$350, not appropriate for this event.  Planning on 
finger food with dancing/games/entertainment.  
Continuing to look for a site.
Elizabethan feast ? October: Min & Rachel.  8th 
October.  Music centre. Managed to argue rental cost 
down to $200+gst.  Budget will be ready in the next 
few months.  Pencilled in.
Laurel's visit/Collegium?  Funds from bardic 
auctions.  This year's auction money is still with 
Vicki and Peter, needs to go to Richard to go through 
with other CF money.
Vicki suggested a performer/composer/theatrical 
(possibly Crispin Sexi, whose Lady also does much 
with children's games/toys).  Suggestion from Sigurd, 
people get more out of teaching if they already have 
a base level of skill / have taken significant basic 
steps.
Suggest tabling it until have singing group going for 
a couple of months, see if people are sufficiently 
interested to attend practices.
ACTION: post to List and FTT to see what people's 
interests/ideas are.
October Muster: Jo and Bastian, linked to Heritage 
week at the museum.
November Muster: tentative from Amberhearth.
Tentative tavern revel from Cat, no month yet.


GENERAL BUSINESS:
Financial committee: Must have 5 members.  Propose 
Seneschal, Reeve, B&B, +1 (suggest chronicler as is 
already signatory).  Purpose ? emergency backup when 
cannot call up whole council for decision.  Proposal 
accepted.
Purchase request: for hammer for Baronial Pavilion. 
Fine, bring a receipt (within reasonable price).
Library purchase: Carols book/CD.  Songs danced to 
sung music.  Mostly medieval material.  Belle would 
like to use for Yule.  ~AUS$25 Limited application 
but cheap.  Approved.
Scribal gear: pens/ink/nibs etc. 10 people currently 
interested.  How many pens might Barony buy?  Would 
stay with Scriptorium things.  Suggest People will 
want personal supplies.  Put on list to remind people 
to bring own where have them. Suggest buy up to 6, 
with a gold coin donation per use.  ACTION budget of 
$60 to buy some dip pens etc.  Bring receipt to next 
meeting.
Business Cards: Suggestion from B&B.  To be carried 
by members of populous.  To hand out to people 
randomly interested.  NB: need to be printed on card 
that can be written on.  Belle has investigated 
prices 1000 at $113.85 to $240+gst, 2000 at $227+gst 
to nearly $400.  Like idea, suggest further 
investigation.  Suggest 1000 for starters, get 
samples and bring to next council meeting.
A-frame sign with SCA and wreath being donated by 
Aelfric.
Officer Baldrics:  Over nice garb?  For public or for 
CF.  Suggest that might be good for (eg) stewards of 
CF, but not necessarily for all officers.
Baronial standards: A&S workshop, to fly off Baronial 
pavilion.  With Barony footing bill for materials?  
Tabled for later discussion.
Rapier practice:  This site was intended for the 
other rooms being used by us during Council meetings.  
Rapier practices have asked to use hall, will be 
subject to gold coin donation.  NB. Need a Rapier 
marshal.
Options for Future of College Funds:  Accounts are 
still frozen (around $2000). New clubs officer has 
had to be acquainted with situation.  Suggest 
authorising Belle to approach them wrt. Settling it, 
what way/form would we be comfortable proposing?  
Suggestions: 1) Put in trust by SCA for new group, 
noting that it was raised under banner of an SCA 
group. 2) 1/3 held by SCA in trust, 1/3 UCSA for 
medieval group, 1/3 to MRS to help them.  To the 
Student Assoc. MRS and College are two different 
clubs, allowing them to co-exist on campus.  Need an 
agreement between us and UCSA for anything to happen.  
Suggest waiting to see if MRS has any interest in 
being part of the SCA.  Del mentioned that there is 1 
college group in Lochac that has a dual identity 
(on/off campus), in such a way a steel group could be 
part of SCA.  Tabled for next month.

Go ahead given on trailer hire for transporting 
Library.


MEETING CLOSED: 9:30pm