Southron Gaard Council Meeting - Tuesday 14th Aug

PRESENT: Peregrine (Roland), Emayn (Karen), Roheisa (Belle), Martuccio (Matt), Bartholomew (Peter), Katherine (Vicki), Emilio (Ed), Gavin, Therese (Meredith), Yseult (Hannah), Mathilde (Charlene), Sybilla (Hera), Raife (Shaun), Ginevra (Beth), Alvaro (Oliver)

APOLOGIES:

MEETING OPENED
LAST MEETINGS MINUTES : Accepted

OFFICER REPORTS:

SENESCHAL:
Correspondence with:
- A&M show organisers
- Various members of the populace about the A&M show and Rural Contractors Demo
- St Kessog people about Fimbulwinter
- Organised Baronial display at A&M show and attended the show for both days.
- Attended the display at the Rural Contractors Conference.
- Attended the newcomers evening.

CHATELAINE:
Had an email requesting info about the SCA. Organised a newcomer's evening and emailed everyone who had expressed
interest in the SCA in the past 2 months. 5 Newcomer's in attendance. Good turnout from other members
of barony so we were able to showcase a wide range of pursuits.
Follow-up emails for attendees planned for end of this week.
I will be running a basic pouch making class at stuff night , those wishing to participate can pay $2 for a kit of materials
and instructions. This will be open to people other than newcomers. The goal of this is to introduce people
to basic sewing and give them a first piece of kit.
I have organised a school demo at Yaldhurst School on August 15th. I am unable to attend due to work commitments
but have left this in the capable hands of Sinech and Yseult.
I have received a bag of children's garb from Mistress Mariana. I will write note of thanks. I have also received another
box of hire garb from Hera. Hire garb still in deplorable state. We lack complete outfits and are particularly
short of trousers and shirts. The hire garb is now all in my garage which is not good as I took on this role on the
understanding that I would not have to store a big heap of stuff.
I have forwarded my resignation to Roland and will be resigning the role as at November 1st, whether or not a
replacement is found so that I can focus on Canterbury Faire. This means that if there is no replacement the hire
stuff will need to go the quartermaster or some other person willing to look after it. My pursuit of outstanding
hiregarb continues, mostly unsuccessfully.

REEVE:
Cheque 6241.09
Holding 6529.36
FTT 44.25
Have tried to get the tdp sorted but the bank wont let me do it down here. So
I will be sending the cheque back, once again, to Roland to deposit at the upper Riccarton branch. May I suggest changing banks, there has got to be a better bank we could deal with.

HERALD:
Corresponded with Crux and Rocket concerning a lapsed SG populace member submission: they agreed to allow a
resubmission free of charge before October.
Corresponded with their Excellencies the Baron and Baroness of SG concerning the ordering of the local OP. Am
awaiting some clarification from Crux concerning his ruling on whether or not to use alphabetical versus ordering
by extra awards for tie breakers, but if we have considerable autonomy with our local OP as their Excellencies say,
we can probably just go ahead with whatever they think is best, and I am happy with that.
Have also corresponded with their Excellencies on the matter of including honours such as Queen's Guard and Ladies-
in-Waiting at Their Majesties' invitation in the local OP. It will mean a bit of extra work, particularly to go
back to find all of those eligible for inclusion from the past. I believe there have been others invited to be LiWs or
Queen's guards in relatively recent history, when Southron Gaard was part of Caid, as well as current Guards not
mentioned in the OP as it stands. More research would be required to go back further. I would not mind carrying it
out. On the other hand, I would not mind if these non-award honours are left out altogether. Having no strong
feelings on the matter I am happy to go just with whatever their Excellecies' decision may be.
Have received from Astrolabe a photocopied work on Russian names for the Heraldic section of the library.
Am continuing correspondence with members of the populace wishing to make submissions, and with Astrolabe to
track submissions currently in the system. Will include the urls for the heralds' College bounces and progress pages
in the Boke of Ceremonies I have yet to complete for the College of St. Kessog, as well as distributing them to the
populace via the SG list at some time in the near future

MARSHAL:
- Practices going well. Numbers back up again.
- Had 7 at practice the other week with another 6 or so active fighters
who also could have been there.
- Been talking to a few folks trying to find some interesting in a
gambeson pattern drafting workshop. I'll look to hold one as soon as I
locate some folks looking for one.

CAPTAIN OF ARCHERS:

CAPTAIN OF RAPIER:
From the Tower - Sept AS XLII - Page 11
A&S:
- Sorting out venue for the Sept collegium with Hannah
- Finalising details for the Sept A&S comp, eg. Prizes.
- Will advertise asap with the final details.

CHRONICLER:

WEBWRIGHT:
- OP updates after Coronation
- Begun CF 08 subsite and booking form

CHIRURGEON: Nothing to report.

CONSTABLE:

QUARTERMASTER:
Extensive use of most of the baronial equipment over Coronation. All went well and stores now safely packed away. No
breakages that I'm aware of.
No requests for gear x future activities at this time.
B&B:
- Attended Rural Contractors demo, singing, fighter's practice
- Correspondence re: fort, demo, Fimbulwinter, Collegium, Newcomers' evening.

EVENT REPORTS:

YULE – POST EVENT REPORT
Yule feast was a success. The day was a bit of a failure, mainly due to the weather. This cause all who attended to use
it as a coro project session, which for most of us was probably a good thing.

JULY CORONATION – POST EVENT REPORT:
- Seneschal has been sent the formal event report.
- All payments are in and the event DVD is finished and slowly being replicated and distributed. Still awaiting two or
three invoices before final budget figures can be provided, but it's very likely to be quite close to these:
Income: $11,554
Expenditure including levies: $7,689
Nett profit: $3,865
SG's half of nett (our profit): $1,932.50
From the Tower - Sept AS XLII - Page 12
To Kingdom (levy plus half of nett): $2,095.50 To SCANZ (event memberships): $156.00
- The event profit was way beyond expectations mainly due to higher numbers than the conservative budget, plus
some savings on feast and decorations and the $300 site discount at the Takahe, which was earned by Roheisa's
work on their behalf at the Wedding Expo.
·  Things we learned from this event that could be applied to future ones:
General/Admin:
- Need after-hours contact info for all site owners in case fuses blow or other problems occur.
- Encourage communications between stewards and sub-stewards regarding needs
 (eg marshal <--> lists regarding use of list-tree, need to have names to go with heraldry, venue/timing etc).
- Avoid steward dehydration.
- Ensure gate staff are well briefed on check-in documents and money- handling process, to avoid recording problems.
- On the whole, the booking system and getting people to pay in advance worked well. Being even clearer about
encouraging payment in advance would save much gate and steward effort. I strongly suggest this emphasis for CF
and other large events in future, so long as some flexibility is retained.
Logistics:
- Make allowances when hiring large items such as ovens for transportation/timing/pickup.
- Must have designated pack-up/cleaner crew for each site and clear lines of responsibility for garbage disposal.
- Best to have designated transport people for Royals, using people are not involved in key aspects of site prep/
event running.
- Get deputies engaged ahead of time to avoid ad-hoc decision making, maximising understanding of requirements,
use of prepped lists and instructions.
Court/Crown-related:
- If an opportunity presents itself, whoever checks planned awards should identify who is/is not at event and tell
TRMs/Court Herald; a sanity-check against OP also desirable to prevent double-ups of awards.
- "Court is about to start" call necessary -- should designate one uber- herald to manage responsibilities such as
this.

COLLEGIUM PROPOSAL:
- St Stephens Church, Shirley Road.
- Hall cost $180 for day + evening
- Dry site
- One day event
- Cost $12pp, $6 for kids
- Gold coin for potluck repast
- Site open 9:30am – 4:30pm
- Open again 6:30 for 7pm potluck
From the Tower - Sept AS XLII - Page 13

FIMBULWINTER:
Event proposal form from St Kessog for Fimbulwinter camp. All in favour of event.

CANTERBURY FAIRE:
- Bid from Meredith and Gavin
- Budget based on 180 adults
- Numbers to make shuttles viable, 7 x $20 each
- Planning meeting to be advised by invite
- Stewards have reserved the memorial suite
- All in favour, bid accepted.

GENERAL BUSINESS:

A&M SHOW REPORT:
Barony had a display at the A&M show this year. Went very well, we spoke to quite a few interested people. Did a fighting demo on both days. Photos of us went into the Christchurch Press. Thanks to Vitale, Raife, Melisande, Tycho, Emayn and Peregrine for helping out.

RURAL CONTRACTORS DEMO:
Barony put on a dance, combat and singing demo for the rural contractors conference. We were paid $250, this is to go to the CF fort project. Thanks to Bartholomew, Katherine, Raife, Melisane, Deiter, Merlin, Yseult, Nataliya, Dauid, Emayn and Peregrine.

RAPIER PRACTICE:
- Request for rapier and dance practice to also utilise the last Tuesday of the month for the hall.
- Gold coin donation to make up costs

ITEMS TO PURCHASE:
1. Indoor portable holes. Roheisa to check costs.
2. Better list field based on portable holes, ropes, nicer flags, fit in trailer. Something like Ildhafn’s. Raife to look into designs.
3. Steel marshal helms. Ask Darton about spuntop info. Bartholomew to follow up.
4. Wooden armour stands to keep at CF. Raife to look at this, Roheisa to help with design.
5. Amberherthe offer to teach class on making sunshades. Maybe the barony to buy fabric? Current trademe auction for medium weight canvas. Put $51 towards this auction. Bartholomew to bid.
6. Stereo and some music for events to provide atmosphere. Most people against this idea, and would prefer just getting several CD’s of music. To think further on this idea.
7. Canopy for high table. No.
8. Waged and unwaged pricing options for CF? A big no.

Meeting closed 8:36pm.