Southron Gaard Council Meeting - Tuesday 13th July

PRESENT:Roheisa, Iuliana, Colleen, Meredith, William, Catalina, Arabella, Eleanora, Amy, Roland, Charlene, David, Vitale, Jenny Allan, Callum, Donna Somervail, Richard Goodwin, Sinech

LATE: Richard, Ethelind, Jenny Allen , Callum, Sinech

APOLOGIES: Lorenzo, Heloise, Theuns, Emma, Sebastian, Duncan


MEETING OPENED: 7:30
	
LAST MEETING'S MINUTES: Accepted

OFFICER REPORTS:

B&B: Fealty scrolls and all the stuff that goes with a new reign have been done, Relic has been returned to Cluain. Chrettienne has been doing articles for Kingdom children's office as she's a sub deputy for NZ.

SENESHAL: Not much to report, correspondence re: offers to teach people to steward, and people wanting to learn how to steward. Details passed on to the Baroness to co-ordinate, but currently several offers to teach and very few wanting to learn.

Correspondence in from Ildhafn asking for assistance with the tournament at Crown Tourney. See general business.

Did a demo, see Chatelaines report.

CHATELAINE: Demo at Our Lady of the Assumption School: Fun, used a different setup to usual. There were 160 students which were split into two groups. Had half-hour sessions on fighting and dance running simultaneously which then swapped groups. For the fighting the fighters chose a little girl to fight for. This got the children more involved in the spirit of it. Roheisa heartily recommends that people attend demos as they remind you of how much fun mediaeval stuff is.

Thank you letters from this demo and the last were received and show that the children enjoyed them very much.

REEVE: SG Main Account: Money In: Interest $2.24
				Money Out: council Hall Hire $20.00
				Balance: $5429.19
	FTT Account: Money Out: Bank charge: $2.00
			Balance: $67.19
	Need to prepare annual report, but still awaiting guide from Kingdom Exchequer. Still awaiting official warrant.

HERALD: Awaiting official handover.
	Written report submitted by Duncan.
	Looking to step down in the next month or so.
	Trying to get all files up to date and ready to hand over to my replacement.
	Trying to chase up submission in process so that I can avoid them dropping through the cracks during handover.

MARSHAL:The barony really needs to find itself a new marshal, cos I aint doing the job, I thought taking it up might get me back involved, but then I got a promotion and that seems to be taking all my attention. So sorry :-) but I think the barony would be best served if I didn't wait till the end of my term. 

Iluana mentioned last council being keen to do the lists job.


LISTS: Currently vacant, have one possible volunteer.

A&S: Written report submitted.
	Correspondence In: general A&S correspondence from Kat (Kingdom A&S). There is a lack of entries in Kingdom competitions so they are reducing the number of competitions per event to three. It requires three entries to be run as a competition but is still judged and marks accumulate for whole year. Also Event Champion will be awarded to outstanding entries.
	Correspondence Out: Blubs to FTT- A&S Sundays/Collegia/Symposia?
	Events: Attended and taught at Innilgard Collegium 12, 13, 14 June.
	Library: Processed a few more items. Donated copy of Innilgard Collegium 2003 CDRom.
	Other Activities: After discussion with Kat have planned and scheduled monthly A&S afternoon at our place. Bring stuff to work on, use resources, help with documentations and entries. July has to postpone 1 week so 1st August. None in September due to planned trip to US.
	Prizes for 'official' A&S compettions to be bells in keep ing with Lochac tradition. Suggest silver bells on red ribbon? In addition to actual prizes. Maybe gold bell with red/white ribbon for champion, they'll get to keep it (the pendant that is currently awarded goes on to the next champion).
	Request notification of workshops so can be added to Kingdom A&S calendar: think like marshallate.
	Do people want collegium? What symposia? What do people want to learn? How about non-SCA teachers? What about NZ wide collegia?
	A&S for Royal Visit. What is wanted?

CHRONICLER: Written report submitted.
	Correspondence: Raed, Folia Roani, Messenger's Satchel
		Emailed Ulf re: exchange of Clarion for FTT, reply inconclusive.
	Actions: Published July FTT.

WEBWRIGHT: No report. Website has bee recently updated.

CHIRURGEON: No report.

CONSTABLE: Not much happened. Has Lost/Found/Borrowed items, including those from CF, are in his possession.

QUARTERMASTER: Vacant. Are in desperate need of somewhere to store Baronial stuff before it gets evicted. Garage needed.

EVENT REPORTS:
Cooking Workshop: Went really well. Five attended, cooked, ate, gossiped. Was fun, must do it again in a bigger kitchen. It might be a good idea to do on a regular (monthly or bi-monthly) basis, wait and see how monthly collegia go first.

UP COMING EVENTS:
St Christopher's Revel: 45 bookings. Have one volunteer for transport, hoping for a second with a bigger car. Eleanora will pick up the key and has some candles and candle sticks that can be used. There will be games, Emma is helping with these. Bethany will bring along music for dancing.

Adele and Teres will have a food day in September to test out recipies for Crown. It will be a Saturday or Sunday afternoon.

August Ball: Booked and Paid. Will confirm next week and make arrangements to pick up the key as requested by site. 17/20 tickets sold, currently on target to make a slight profit. The dance list will be finalized based on the results of upcoming practices.
There will be 3 practices held on Sunday afternoons (after Fighters Practice). Heloise will update Ball Attendees wrt these.

Revel: August 21. Martuccio and Peregrin will book a hall and people can attend and revel as they like. Low key. Venues were suggested.

Royal Visit Bid:Chrettienne de Haverington (Rachael Bain)

Head Cook - Lady Arabela Grishild the Grey (MKA Betty Murie) Mistress Madeline will assist in the kitchen and Mistress Cristia has helped with research and recipe ideas. 
The event will be in the style of a 15th Century Masque, whereby we are pretending to be Vikings welcoming home Beowulf (ie. The King) who has returned home from his successful quest. 
 The Timetable: (we have trimmed the event down to one day at the Royals' request)
Saturday 30 October Venue - Rimu Park (booked)
Site opens - 11 am Heavy Tourney 12pm, Court - 4pm 
Feast (time to be discussed with Feast co-ordinator)
Total (revised) ticket price = $17 

Concerns were raised about the accessibility of the site. Other possible sites were discussed, no good alternatives suggested.

	Bid was accepted and Callum was asked to pass on to Chrettienne the concerns about the site. If people have a good idea for a site if they could get in contact.

Pre-visit workshop: Don't have feedback from Chrettienne yet. Suggestion of a subtlety workshop.

Charlene: a small garbed Saturday afternoon/evening event in Sept-Oct. A&S show and tell, not highly detailed with documentation, just to let people know what others are doing. With a 2 course Supper/Repast.
Note Sept 19th is "Speak like a pirate" day.

Sinech suggested a dying workshop type thing, in better weather.

CF BID for Canterbury Faire 2005 from Emma of Wolvercote
Dates: 	Midday Thursday 3 February 2005 to midday Monday 7 February 2005
Location: 	The Boys' Brigade Waipara Riverside Park, North Canterbury
Theme: 	C12th England/The Norman centuries				
Features: 	a repast and ball, wars, tournaments, arts and sciences classes and displays, bardic activities, a market
Site fee:	we are currently appealing to the site owners for a flat rather than a per head rate. If this is accepted, the price of the event will decrease
The bid was accepted with a request for a budget which shows the 10% fudge factor explicitly.
Deposit of $250 to The Sure and Steadfast Development Trust needed to confirm our site booking		

GENERAL BUSINESS:
Tables have been paid off.

Request from Ildhafn for Crown. There will be four list fields and they would like to get each sponsored by a different group.
The request was
"Ideally this would have each group provide a combination of both bodies and equipment. So on the day each group would provide as a minimum; 	Two marshalls
One herald
Two new flash marshalls tabards 
Two Marshalls Poles
One flash heralds Tabard 
A lists rope in your colours 
(We will provide the standard dimensions and poles)

The meeting saw three ways of responding:
	1)Sorry we can't manage that
	2)No but here is what we can
	3)We can't do that as a group but we will ask if any of our members will volunteer.
Decided to go with the third. Could anyone who feels they can help with any of what has been asked please get hold of Roheisa in the next 2-3 weeks.

Pub Night: Applause for Vitale. It went well. People could take along projects to work on next time. Future ones will be occurring on the first Friday of the Month although Vitale won't be supplying a tab again.

FTT Electronic:
Roheisa had asked on the College of Seneschals mailing list if other groups did electronic newsletters and had several responses. Several groups do or have done E-newsletters. There is an interpretation of corpora which suggests that groups offering E-newsletters MUST provide paper copies for those who wish them, and this is what all the others groups appear to do. Some groups provide E-newsletters free, some charge a small amount to subsidize the paper copies.
Discussion on the mailing list seems generally positive, and there has been no fed back for the ad's in FTT. Suggested that Sinech now look into the things from a production point of view, and thing about how she would want to do this.
If we decide to go ahead people will be told months in advance of implementation. Refunds will be provided to those who wish to discontinue active subscriptions to get the electronic version. There will be no Regnum on the electronic copy.

Inventory: Some of the feast gear needs replacing or additional items purchased. But nothing urgent enough to be done before CF. The Seneschal requires a written inventory for insurance purposes.
Suggest plastic crates and bubble wrap be purchased to avoid further damage in the future.

MEETING CLOSED: 8.40