Southron Gaard Council Meeting - Tuesday 13 April 2004

PRESENT: Roheisa, William, Lorenzo, Iuliana, Emma, Bethany, Adele, Callum, Vitale
LATE: Sinech
APOLOGIES: Terese, Chrettienne, Heloise, Bastian, Madelein, Eleanora


MEETING OPENED: 7:30

LAST MEETING'S MINUTES: Quartermaster's inventory report still required, Quartermaster was absent from meeting. Quartermaster's continued absence from council meetings was commented on. Roheisa will contact him.
Baron has not had time for inventory this month.

OFFICER REPORTS

B&B: Bugger all. Replied to Seneschal's e-mails.
SENESHAL: Written Report submitted.
Correspondence in: Offer from Katherine and Bartholomew to work on the web page - referred them to the Chronicler.
Bill from the city council for the use of the meeting room $42.67 for 3 months.
E-mail from Richard expressing his concerns about the Sunday Bash plans.
Correspondence out: E-mail to Richard answering his concerns.
Report sent to the all seneschal's meeting at festival, c/o Averil reporting our thoughts on the proposed event surcharge by Kingdom.
Up-dates of contact details to the other NZ groups and to Broadsword Magazine.
	Several up-dates to the B&B

Activities: 
With the new Reeve, changes the signatories on the bank accounts.
	Changed the hall booking details
	Looked for new venues for council meetings
Brought the fire extinguishers. Bunnings only had 4 left. Paid $139.20 for four.
	Consulted with Katherine re. content she wanted for the web page.
Sorted the seneschal's paperwork and dumped a lot of rubbish, including: old Caid officer handbooks; old officer reports that had since been minuted; old invitations to other groups events; old cover letters; and our copies of cover letters from news letters exchanges; old "thanks for letting us use your hall" letters; lots of old insurance certificates, each including a cover letter which said "destroy all previous copies"; old City Council festival pamphlets; a few copies of old letters of recommendation; and one sock.

CHATELAINE: Absent, no apology, no report.

REEVE: Written Report submitted.
Had a big throw-out.
Money in: $30 income from Baronial Anniversary.
	$113.20 from CF lost property auction.
	$2.89 interest.
Money out: $130 owed to autocrat from 12th Night 2003.
	$139.20 Fire Extinguishers.
Correspondence: Made contact with Kingdom Exchequer and extracted promise of handbook.
FTT: Need cheque for $38.48 copy Print. Check was provided.
	Need reimbursement for $15.29 Stationery supplies. Check was provided.
Total in Bank: FTT $79.48
	Barony $5676.58
Still awaiting Warrant.

HERALD: Absent, no apology, no report.
MARSHAL: Apologised for absence. Nothing to report.
LISTS: Vacant.
CAPTAIN OF ARCHERS: Vacant

A&S: Apologised for absence. Written report submitted by e-mail
Library:have almost completed disposal of CPs - have many articles to file. Still to do: Lord John of the Pines donation
 Correspondence:
Sigurd has been invited to teach blade smithing at Innilgard collegium in June so I've been helping sort that out. 
Also some correspondence about submitting articles to Lochac online collegium - seem to prefer article as pdf to be actually on their site rather than linking to copy on individual's site. that discussion has petered out as I've not been at home for a fortnight - but will resume soon.
Lady Juliana wants to start up a music group so I've been offering some suggestions with that: if anyone is interested please let me (or her obviously) know and I'll pass your name on to her.
CHRONICLER: Written Report submitted.
Correspondence: Contacted Dieter re: artwork for FTT/Alchemist.
Sent subscription databases to Madelein, who has also offered to take/pick up newsletters from printer now she has moved to that side of town.
Received two Pegasi and one Folia Roani. Past on to Baronial library.
General: No subs this month.
	Deadline for next FTT is Sunday the 18th of April.

WEBWRIGHT: Absent (overseas), report from deputy for site maintenance.
	New website is up and running at sg.sca.org.nz
	New mailing list is up and running (link on website)
Some updates have been made to the website as requested. Further will be possible when Webwright returns from travels.
Website is being maintained by William during Katherine's absence.
CHIRURGEON: Absent, no apology, no report.
CONSTABLE: Still looking for new officer, no bites this month. A Constable is URGENTLY needed if we are to maintain our Baronial status.
QUARTERMASTER: Absent, no apology, no report.




EVENT REPORTS:
Baronial Anniversary: Madelein absent, no report available yet.
Sunday Bash: Rained out. Will be rescheduled, new date not yet arranged. Barrington park will be booked from 10am to allow fighters to get an early start.


UP COMING EVENTS:
Symposium "Cosmetic potions and lotions" - Sinech & Roheisa:
Plans have been made. There have been few signs of interest from people but will still go ahead.
	Will be held in the 3rd weekend in May at Roheisa's place.

St Christopher's Revel - Terese & Adele: 
	Revel and Supper (provided).
	31 July at the WEA hall.
	$8 per person.

August Ball - Heloise:
	A Carnival Ball based on a period manual.
7 August at the Rose Chapel (opposite Christchurch Women's Hospital)
No food or drink allowed in the hall (also this is consistent with style of Ball).
	$7/head, strictly limited to 20 tickets.
	Further information (including dance list) will be provided.

Canterbury Faire: Still seeking bids, this needs to be started on soon.

GENERAL BUSINESS:
Augmentation of arms acceptance: No further comments have been made since the last meeting. Council has agreed to go ahead with the design. Roheisa will tell Duncan to go ahead with registering them.

Office vacancies: No volunteers yet for Constable or Lists. Duncan is looking into a prospective Herald candidate.

Change of Council venue: Philipstown Community Centre is fully booked.
Clarence St Methodist Church (Riccarton, opposite Robbies pub) has a hall we can use. 
	Tuesday nights is available from 7:30pm.
Cost is $20/night. That gets use of a small hall, a meeting room, plus kitchen and toilet facilities.
	Suggested entrance is from car park (drive in by orbiter stop).
It was decided that May's council meeting will be held at this new venue so that we can see if it works. This will not jeopardise our current booking, also the City Council will waive the hire of the current location for the missed month. Information on the change of location will be sent to mailing lists.

New event marker signs: Have got quotes and computer letting will cost around $35/sign. Roheisa is happy to paint them herself if the Barony will provide the materials. Barony is happy to do so. There was a suggestion of painting them on tin as has been done previously. Roheisa will deal with this. There was a proposal that a workshop should be held at Roheisa's place next time the Sunday Bash is rained out.

Event budgeting: There was a suggestion that event bids should be required to provide an itemised list of all expenses (incl. itemised food lists).The Kingdom Exchequer was consulted and replied that this was not required.

MRS has invited any who wish to attend to their Repast and Games Evening and help them decide the outcome of The Hundred Years War.
7pm Saturday May 8th at St Barnabas' Church Hall. Adults $9, Children $5, bookings close May 1st. It was pointed out that this is the same weekend as Crown Tourney. Stewarded by Amy Wilson (ph 341 6004, amyzeta@yahoo.com)
	
Also MRS has notified us that they will be holding an encampment on Queen's Birthday weekend (1st weekend of June plus following Monday). 

MEETING CLOSED: 8:08