Southron Gaard Council Meeting - Tues 10th August PRESENT: Belle, Meredith, Iuliana, Colleen, Simone, Mirriam, Charlene, Cat, Jenny, Theuns LATE: Lila APOLOGIES: Melissa, Roland, Betty, Bob & Rachel MEETING OPENED: 7:35 LAST MEETING'S MINUTES: accepted OFFICER REPORTS: B&B: Emailed report. Baronial stuff Attended St. Christopher's Revel Attended the Ball Also attended the monthly A&S meeting at Eleonora and Sigurd's house Sent off fealty scroll to Their Majesties Were in contact with TM regarding the Oct event. They are bringing a large retinue and will need some extra crash space - we are putting up TM's but anyone with spare space please get in touch with Her Excellency so that she can organise their accommodation. Seneschals Report Reminder from Kingdom Seneschal about membership numbers. A Barony requires 25 sustaining members to be a Barony and we are currently well below that. Also Event stewards MUST be members. New Zealanders should be getting memberships thought the Australian registry. Anyone who has a membership via the US is probably not being counted. The Kingdom Seneschal has also asked if there would be someone will to act as a registrars deputy in each group. Do we feel that's necessary? Would it help? Emma has had to withdraw her Canterbury Faire bid, for personal reasons, thanks to her for her efforts so far. We are back looking for a steward for CF again. If we don't get one, I'll be going off Emma's proposal. We have a volunteer as Quarter Master, Cat, I'm accepting her offer and We'll arrange to have the stuff moved as soon as it's convenient to both her and Angus. I have been invited to give a talk to the NZ Calligraphy Society re: SCA and Scribal arts. Note raised, there is still a problem with memberships not being processed. CHATELAINE: Apology. Nothing to report REEVE: SG Main Account: Money In: From St Christophers $366.00 Money Out: Nill Balance: $5765.19 FTT Account: Money In: Sub $16 Money Out: Copy Print $62.22 Balance: $20.97 Correspondence: Some correspondence with Kingdom Exchequer regarding end-of-year report. Still no reeve's guide. Still no "quick guide" to annual report. Del says not to worry, NZ groups will have different deadline anyway. FTT needs a database of subs, will get this from Madelein or Sinech. Permission has been given to kick Kingdom Exchequer or to ask Kingdom Seneschal to do so. Year end report will currently be: Took in some income, spent some of it, acquired some lovely things. HERALD: Apology. Nothing to report. MARSHAL: No apology. No report. Looking for replacement. Replacement needs to be a warranted Marshall. It isn't as hard to get warrant as it used to be, less paperwork. LISTS: Iuliana has volunteered but still has arrangements to make to fulfill paperwork requirements. A&S: Written report. Correspondence: Nil Activities: First Arts and Sciences Sunday was put back by a week but went quite well. 8 people attended (not including Tycho and Vitale who would have been there anyway, or Nick and Min). Only one stayed for tea and we watched Ivanhoe (Sam Neil and Anthony Andrews version). Next A&S Sundays: Aug 22nd - costume show and tell. September's will be brought forward a week, to the 19th, as we're away the following week. Taking shoe-making class Wednesday evening. Attended Carnival Ball - excellent example of research paying off in better events. Library: New Items will be added on Sunday. Arabella has begun adding catalogue details to Excel spreadsheet for insurance assessment (?). Issues: Scheduling of A&S workshops / symposia. Was discussed later in meeting. CHRONICLER: Written report. "Quiet month in Chronicler Land" Correspondence: received Folia Roani. corresponded with Webwright. General: Published FTT - Madelein did the mailing out. Deadline for next FTT is Sunday the 22nd of August. Updates to Regnum. WEBWRIGHT: Emailed report. Webwright's Report I've asked for the web@sg.sca.nz be pointed back at me, following my return from Europe. I've updated the home page, events calendar (August, Sept and Oct now showing), populace page (added Gilbert's entry), regnum pages and minutes section (June and July). I've broached the idea with the Chronicler that we need to find a way of coordinating information gathering so that our material is up-to- date and consistent, and we hope to have a meeting to discuss that. I think such a meeting would be best held once a decision is made regarding the electronic FTT proposal. Regnum and meeting notices/announcements are the two main areas which need examining in this regard. Am looking forward to receiving an up-to-date Order of Precedence to replace the Gentry List, but will hold with the latter until the OP is ready. I've received the suggestion that we put up an Events form online for people to fill in, and this will need further discussion regarding the appropriate fields, who gets the information, how to deal with approval of event information etc. Would be great to have more populace entries, as I, for one, am really enjoying learning new things about people I've known for years. So if you haven't done one already, please take a look at the populace page and consider what you'd put there about yourself. (http://sg.sca.org.nz/populace.htm) CHIRURGEON: No apology. No report. CONSTABLE: No events attended, no correspondence. Got David to constable for St Christopher's Revel. QUARTERMASTER: We have a new quartermaster, Cat. She will be transferring the Barony's good to her garage in the next month. EVENT REPORTS: St Christopher's Revel: Written report. Great event, well enjoyed. Approximately $60 made. We have been given a rubbing of a 14th Century brass urn by the WEA center. It is on paper and is 6ft by 1ft. They would like a donation for it, it was decided to give them half of the profit from Revel held there. A check was written for $30 and Meredith will pass it on to them. A suggestion was made that we auction it to the populace as it isn't something the Barony would get good use of. August Ball: Good event, made a profit. The Rose Chapel is a lovely venue but impractical for most events. It might make a good court venue. It is allowable to put a Marque on the lawn and serve food there. There is another ball being planned for 6 months time. It will be in the theme of a different part of period. UP COMING EVENTS: August Revel: Will not be happening due to outside circumstances of steward. Proposed Entertainment Symposium... Oct 9th Hosts: katherine kerr of the Hermitage (vicki@spis.co.nz) and Batholomew Baskin; Tel: 384-5137 Focus: entertainment activities which keep the populace entertained and interacting, covering things such as quests (i.e. outdoor ones) and how to run them; hall-based entertainments; theming and researching entertainment; when not to entertain. Time: running from 2-5pm; followed by potluck or takeaway and DVD/spa later Place: The Hermitage, 74 Augusta St Costs/Charges: none Proposal accepted for the 9th Subtlety Workshop: Sat 23rd Oct, weekend prior to Royal Visit. To Make subtleties for the Royal event and learn about subtlety making. At Cat's place. Yet to be finalized, Seneschal will okay details with Chrettienne. Royal Visit: Written report The site - Still going with Rimu Park - however if anyone has any concerns about transport I would be quite happy to sort people by organising some car pooling - i.e. when you book you can indicate that you a) need a lift b) have space in your car and I can get folks together. Canterbury Faire: Bid has been withdrawn. So we are looking for a new bid, otherwise seneschal will run this. If the Seneschal has to run it she will use the existing bid and aim to run a very laid back, lightly organized, short faire. Simone is willing to organize A&S classes for it. GENERAL BUSINESS: BARONIAL POLL: Discussion tabled as B&B were unable to attend Electronic FTT: Looking like a good idea. Chronicler: Looks likely, need to get on with it if we are going to do it. Will need to continue to have a paper one available (required by corpora) Can get free software for making PDFs. eg. open office. A subcommittee is being formed to look into the details. It will consist of Sinech, Katherine Kerr, and any others they would find useful. It will devise a plan, timetable, etc. Simone is happy to help, she has experience in similar publishing matters. The subcommittee will bring a plan to next council meeting. The Seneschal would like to see the first electronic FTT being brought out 4 months after that council meeting, this would be around Canterbury Faire time. Publishing: will be put up on website in pdf format. A note will be sent to the mailing lists each month to say it is up. An archive of FTTs will be maintained on the website and, over time, cds will be burnt for the library along with paper copies continuing to be archived there. Scheduling workshops: There has been a problem with a phantom workshop that the seneschal wasn't aware of. As far as we can ascertain it doesn't actually exist but it has brought to light a need to take care with scheduling. Anything calendared must go through the Seneschal although it doesn't have to go to the full council meeting. Charlene's event is being canned due to an attack of real life. People voiced a desire to have an actual event between now and the Royal Visit and another between then and Canterbury Faire. There will be a Christmas revel, details haven't been organized yet. A revival of the "red hot Mummers" was suggested and welcomed. Meredith and Beast have volunteered to run a potluck revel in September. There will be a tournament which Belle has volunteered to Marshall and Iuliana will try her hand at lists. Currently penciled in for 18th September. The currently suggested site is Abberley Park. MEETING CLOSED: 8:25