Southron Gaard Council Meeting- Tuesday 8 August 2006 PRESENT: Roland (Peregrine), Karen (Emayn) Meredith (Terese), William(Thorald), Amy (Anabillia), Cat (Veronica), Peter (Bartholomew), Vicki (katherine), David M (Dauid), Nicola (Emma), David I. APOLOGIES: Stacey (Rose), Brent (Fraser), Mel (Catalina) MEETING OPENED: 7.38 LAST MEETINGS MINUTES: Missing Quartermaster report, otherwise accepted. OFFICER REPORTS: SENESCHAL: - Attended the A&M show, very succesful, handed out lots of cards and fliers. - Sent off $100 deposit cheque to St Kessog for their camp. - Paid deposit for Great Hall booking for Coronation'07 - Been organising the account signatory changeover. Correspondance with: - Great Hall people about our booking - Several members of the populace about authorisation status - SCANZ treasurer, as well as new and ex reeve concerning SCANZ official policy on reeves. - Event organisers (Eventionz) concerning borrowing our stuff - Reeve about bank statements addresses. CHATELAINE: Email contact from Ann-Marie Gilmore requiring more info re club and date of next new comers meeting. Organised Newcomers meeting which was attended by Ann-Marie, her husband Sean, Adele, Amalie, Vincent and myself. We discussed clothing, personas, feasts, fighting and children's activities. Vincent advised Sean of fighter's practices etc and made sure he felt welcome at the next one. Anne-Marie was interested in singing and attended this last week. No other correspondence received REEVE: Current Account Balances Cheque 2831.42 FTT 44.25 Clearing Account 4852.50 Only cheque in July was to Terese for the table cloths - $250.00 Bought a new folder as the one Adele had was falling to bits and tidied up the accounts she had given me so I can find any bank statement, etc, much more easily. HERALD: - One update to the SG OP. - Lots of correspondance with Crux, B&B and Astrolabe about recent SG submission. William Crux said that the bordures should be twice the width. After much discussion, we have requested that he submit the device anyway, since the previous Crux and Laurel have no issues with it. - Correspondance with Astrolabe concerning submission payments, and Baronial Heraldic Libraries. MARSHAL: We have no current Marshal, the position is being advertised. Applications close on the 18th August. CAPTAIN OF ARCHERS: No submitted report. LISTS: Stepping down. Position will be advertised when we have a new Marshal. A&S: There is no organized A&S class this month but please bring your projects along to MSE next Tuesday. Baronial tabard project seems to be proceeding nicely. We have five members of the populace working on fringe. Please contact me if you would be willing to lend your A&S projects (completed or in-progress) to the A&S Display at the Bal d'Argent. Documnetation is not required, but always a bonus) CHRONICLER: FTT is late due to circumstances beyond my control, and the later that material is got to me the later I will get FTT out. I have also joined a worldwide SCA Chroniclers mailing list and got several good ideas for material, which of course needs contributers, so I will be hitting people up and putting a note in FTT. WEBWRIGHT: Usual updates plus Bal d'Argent info and links to the new St Dionysius Proto-College in Auckland. Currently in the midst of CF online booking form and soon other CF-related information. Thanks to Catalina, there's now a search box for the SG library catalogue on our site, and there's also a SG "Library Thing" group, which all our members who use Library Thing can join if they wish. Created reports@sg.sca.org.nz for officers to send their monthly reports to (it forwards to Council minutes-taker and Seneschal). Still needing the following job descriptions for http://sg.sca.org.nz/docs/OfficerDescriptions.doc - Herald, Quartermaster, Reeve, Lists, Marshal. From the Tower download page traffic is being measured and is currently averaging 60+ hits a month. It goes up significantly if there is a repeat reminder about FTT a few days or a week after the first notice, so might be worthwhile if the Chronicler did that as a matter of course. CHIRURGEON: No report, no apology. CONSTABLE: Apologies given, nothing to report. QUARTERMASTER: Haven't got the stuff back from Yule yet. Would like to introduce new Quartermaster policy whereby people write a list of what they need (the list of Baronial stuff is on the website). I will then pack this and only this into boxes for the person to collect. Afterwards the whole box can be returned. This way there will be much more control over what comes in and out. B&B: Attended Coronation in Cluain, very enjoyable, relaxed event. Heard that Cluainites are planning at least a vanload of visitors to CF 07. Correspondence with Kingdom Acting EM, Lists, various SG marshals and SG Seneschal re: authorisations. Email from Kingdom Seneschal asking to use SG's Midwinter Coronation bid as a model for future Kingdom event bidders. Discussing assisting with production of tips sheet and templates to aid future Kingdom event bidders. Corresponded with Riverhaven Seneschal; they are expecting a as many as a dozen of their folk to come to CF 07 including the current king and queen and Riverhaven's B&B. We're also expecting the B&B of Ynys Fawr at this point, and hopefully some other folk such as the current B&B of Politarchopolis, who step down in September. Checked with SCANZ chairperson about SG representation on the committee. Baronial banners for regalia project well underway, with 8 of 12 banners completed, thanks to assistance from Bethany, Dauid, Icka, William de Cameron and Isabelle. Hosted Midwinter 07 planning meeting, all main roles filled, co-ordination email list established, several projects underway, coming along well. EVENT REPORTS: BAL D'ARGENT: - Info online about venues and rough timetable. Links to sheet music online soon - 2 tutors organised so far to teach. - Extra dance practices on some Tuesdays and MRS practices. - Chatelaine is organising hospitality and billeting. - Stacey (Rose) is assisting Belle in the purchasing of decorations and stuff. - Jo (Ceina) is the representative from Our City. - Martuccio is organising a rapier tourney. - The Hermitage will be used as the wet weather venue for the Sunday tournament. ARMS AND MILITARIA SHOW: Peregine, Emayn, Thorald, Vitale, Sinech, Kotec and Terese attended the A&M show. Handed out lots of fliers and cards. There has already been quite a good response with newcomers coming to fighter's practice, archery, singing etc. We have been invited back for next year. JULY CORONATION '07: Had a planning meeting and now have volunteers for all the jobs. Website is going ahead. Marketing starts around December, with focus on booking early. CANTERBURY FAIRE '07: No official paperwork received from Llewellyn. However he has people sorted for all the jobs. GENERAL BUSINESS: COLLEGE OF ST KESSOG REPORT: We are going great guns down here. The A & S classes are very productive with garb spilling out every week. It's great now that we have Vivian (a 50 something retired sewing teacher) as she is helping the completely hopeless. Brendan and a small group of us have now started resurrecting the Archery equipment. We even had a two hour shoot on Sunday. The equipment is the old stuff left by the debunked Archery club. Some of it is easy to fix but other stuff is stuffed. Brendan's brother had to rescue some bows from under the floor mats a few years ago, so we know why it is stuffed. We have made a gold coin donation for archers each week to try to get the money for the repairs. The gear will remain with OUSA if we ever ceased. Chris has been finding it hard with his wife being pregnant so fighters practise is a little behind. Fighters practise is now on Wednesday during the day, this suits more people which is great. We have had an amazing amount of gear gifted to us and we really appreciate it, thank you to all who have gathered it for us. All fighters gear will come back to SG if we fell over, this will be written in our constitution at our next AGM. Fimbulwinter Encampment planning is coming along very well. Unfortunately for me my co-steward has stepped back meaning it now rests solely on my shoulders but I am coping. Can people urge friends from up that way that are coming to let us know? We need the forms filled out and returned. I am sad to see no children are coming yet, they always bring such a great feeling to camp, I hope some do come. Can we borrow the red 'ropes' that are used for fighters stuff at Cant Faire and the like for the event? We are all still waiting for our memberships to come back to start the next process, I would dearly like to have it all fixed by the time I finish this year. I know you all want this done too. PR EFFORTS: - Arms and Militaria show was excellent example of how good PR can attract new members. - SCA posters available on the website, Vicki has the printed ones. Perhaps we should do another poster drive around town? - Spring would be a good time for more public musters etc. MARSHAL AND AUTHORISATION STATUS: THL Richard has resigned as Marshal because he failed to send in authorisation paperwork. This paperwork is now older than three months and is invalid. Bastian is still an authorised Senior Marshal and has taken out a SCANZ membership so that he may authorise other marshals. Members of the populace whose authorisation paperwork has been invalidated will have to re-authorise. GENERAL BUSINESS: - Meredith has offered to steward a Christmas revel. B&B would like an official event sometime at the end of the year to run a Quarter Court. - Meredith asked on behalf of Duncan and Helen if they can borrow the Baronial platters for their wedding later in the month. Council agreed this was fine, on the proviso they are returned and ready for the Fimbulwinter camp the following weekend. - Comments about needing new containers for the platters due to the damaged status of the current cardboard boxes they are in. - Vicki is organising the purchase of CAs for the Baronial Library. This is now being done through an Australian supplier instead of the US. - Dauid mentions that there will be fletching of Baronial arrows at the upcoming Library Things and Medieval Stuff Nights. - There will be a fabric swap and sell at Meredith and Beasts house on the 20th August. - Vicki received email from Ross (CF site manager), who asked if we were interested in a possible working bee for October 6th. Vicki proposed a day trip with picnic. There is a lot of painting to be done at site, tidy storage unit etc. - We are looking for people to organise Musters in the spring, Christmas revel/potluck etc. - Cat (Veronica) has been looking into table runners, there is no easy solution; we would have to make them ourselves. Suggestion for Baronial candlesticks/candles provided at each event. This way the candle wax problem can be controlled. This may seem like excessive work, but is still less hassle than removing wax from tablecloths. Several suggestions about wooden decorated trays to place candles on. Cat has offered to experiment with what candlesticks the Barony currently has, and will sort out the wobbly ones from the good ones. Meeting closed 8:30.