Southron Gaard Baronial Council Minutes 10 Sept 2002 Meeting opened 7:31pm Present Vitale, Heloise, Alexander, Rowena, Stephen, Theodora, Angus, Elizabeta, Rosa, Callum, Chrettienne, Thorkell, Duncan, William, Michael, Arabella, Geoffrey Apologies Madelaine, Richard. Previous Minutes : OK Reports B&B Still fielding queries re College(Kingdom, Seneschal etc). Responded to list re Richards appointment. Large box of stuff from Marie de Burgandy - sent letter of thanks- lady Marie had received 'nasty' letters regarding her previous comments - call for people to play nicer. 100% agreement from people present. Seneschal Gyldenholt press should no longer be going to PO Box. Poll discussions re Heloise's apt. College discussions. Incorporation discussions- queried BOD about ramification for us not using Inc (as we can't). NZ seneschals to start looking at Inc options. Richard contacting IRD (again)re removing Inc form our details also newsletters etc. re making people authorised people wrt IRD. Richard Goodwin is group 'Treasurer'. Peter Grooby is group 'president'. Robert Garnet is group 'secretary'. Darchester's name bounced->darchester still incipient, need a sponsor for official event. SG has volunteered if needed. Query re SCA international insurance for NZ officers - indicated covered- looking for insurance ACORD. Chased up and signed cheques for Copyprint accounts. Poll eligibility discussions. College funds still frozen. Enquired at kingdom, if we do retain control, they would prefer SG to look after them, both to save international money transfers, and as a show of good faith, Number of options to pursue. Rowena indicated that bad attitude by SCA contributed to current problems with the UCSA. Discussions with TRM and Kingdom Seneschal about making the college officially inactive, which it now is - hopefully only temporary. Email to be sent announcing this. Officers need to collect college stuff from their college counterparts. Appraisal re A&S newsletter, still coming. complaint re minutes out too late, still looking for volunteers to type them in. Some FTT ads don't give sufficient details. Chronicler should make sure that all ads include all relevant details before accepting them. Details required are : Sponsoring group name, Legal and SCA name of steward, address/contact details of steward. Street address of site. Date and legal year of the event. Site open time, site close time, statement like "Make cheques payable to SCA, Southron Gaard" if there is no site fee please state "There is no site fee for this event". Chirurgeon Spoke to kingdom re Event reporting. Reports to be signed and sent. Organised getting stuff from Cristia. Chatelaine Attended Dar Ann. Herald Discussion with Lughaid re Baronial Awards - to do more work on. A&S New email address, if need to contact use address in Regnum. Library moved to new home FTT archives for display. Pleased with Pent progress. Email from Emma re College. Discussion with kingdom. Joined kingdom A&S email list. Asked about pentathlon eligibility if Lochac shift. Constable Sent lost property back to owners. Created NZ constables mailing list. (3 people). Correspondence with kingdom re senior constable. Vitale to be warranted as Senior constable. New rules state dogs must have rabies cert, check for exemption. Other officers should check kingdom law for similar abnormalities. Also check you officer handbooks. Marshal There is currently a FP being held on Wednesday night 7:30 in the Hornby Mall carpark, out the back next to Briscoes. New hipped rule. Tycho testing low profile thrusting tips. Lists Kingdom lists not responding - Vitale to chase up. Ropes and pegs being organised. Capt of archers Practices happened. (except 18th) Exchequer Contact Richard if need cheques. Income $418.90 Exp $306.07 FTT 284.27 Cheque $3772.33 COH 90c Correspondence with Rowena re income and tax (members donations etc). Discussions re incorporation. Bank does not have us listed as Inc. We apparently have 2 IRD numbers listed, needs to be chased up. IRD need to follow up 'Authorised People'. 3 college BNZ accounts consolidated into 1, currently. What to do with PR subscriptions? perhaps swap to FTT. Been keeping in touch with kingdom about local situation. Trying to get Docs from bank re agreements. Checked previous affiliation agreements for money clause. Received interest in exchequer job from Rosa and Adele and Madelaine -> deal with after current situation resolved. Quartermaster Lots of double ups in feast box + comes back messy! Lots of dodgy items in food. Should be cleaned out each time. Also cooks should pick it up early so they know what hey don't need to buy. Callum has some loaner armour at present ->there is a book for writing who has what armour, need contact details for borrower and date. Chronicler No report. Event reports 20th Ann Booklet done with photos form Callum's collection and baronial collection, also songs. Booklet to be full sized due to tokens being inexpensive. Site really clean-- 8 per room, 30 sleepers, 38ish feasters + day trippers. 50 tokens required. Seriously good kitchen. Free archery field. prizes almost finished. $25 for students.$35 for non-students. Mangy Mong to be there, Vitale's tavern food at $1 per 'thing' Canterbury Faire Ads for help, some volunteers. prelim timetable+budget drafted. Event extended Feb 6th thurs-10th Monday(for cleanup and pack down) New site Waipara Riverside Park - numerous kitchens, large cold storage generally better facilities, can also rent tents at $5 each. Calling for T-shirt art, calling for volunteers and looking for cheaper marquee. St Jude's Day $5, camp $15adults $8 children, feast $12, may need oven but looking at cooking lamb offsite or BBQs. Need to work in a tourney for St Judes dagger. Beltaine Sat 26th Oct - site hopefully deans bush scout hall, kiddies activities in afternoon, 6pm feast. $5 day adult $3 child, hall = $50 (Drop prices to help attendance if possible) Other events No stewards for Xmas revel or 12th night yet. General Business BOD incipient group may not hold a bank account must have funds held by sponsoring group, need to write to them and point out the impracticality of this with geographically dispersed groups. BOD-non member surcharge - Oct meeting will discuss the implementation for this with international groups. Write to BOD, suggest would prefer no surcharge at all, but if required a max of NZ $2 per non-member and only on event with a non-donation site fee, only send money once a year Meeting closed 9:11pm