SOUTHRON GAARD COUNCIL MEETING - Tuesday 9th March, 2004 PRESENT- Roheisa, Callum, Duncan, William de Wyke, Adele, Emma, Bethany, Clarice, Jenny, Sinech, Eleanora, Ethelind, Richard, Vitale, Sebastian, Lorenzo, Geoffrey, Arabella, Madelin. APOLOGIES- Heloise, LATE - Amy W, Chris. MEETING OPENED - 7.31pm SCANZ INC BUSINESS : Electing 2 representative for Southron Gaard to the SCANZ Committee. Candidates standing Alastair Muckert and Peter Grooby. Votes from the meeting 17 each in favour, none against. Postal votes received 3 in favour of Al, none against. 2 in favour of Peter, 1 against. Both candidates were appointed as representatives for Southron Gaard. LAST MONTH'S MINUTES: Exchequers task on the FTT subscription liability not yet done. Heralds report, correction, Roheisa did not object to the arms augmentation, just feels that the arms are now cluttered and ungainly and perhaps we should review them in the future. OFFICER REPORTS: All officers asked to get a written warrant from their Kingdom superior if they do not currently have one. Only the A&S officer has one at present. Deputy officers do not need these. B&B : Attended Baronial Anniversary. To returning Champions Vitale as Heavy, Richard as Archery and one new one, Heloise as A&S. Baroness still pregnant. Much correspondence with Kingdom officers. SENESCHAL : Roheisa stepped up at Baronial Ann, Has been asked to attend an all seneschal meeting at Rowany Festival. She is not going but will be sending either Averil or Hercules as her deputy. Cleared up matters re: Baronial Chirurgeon. See Chirurgeons report. Vitale stepped down as seneschal at Baronial Ann. Worked through the seneschal appointment process. Got report of fire safety equipment costs form Sigurd and William. Note from CF steward about the site wardens wanting to know when we would be needing the site given that Waitangi day is a Sunday. Send quarterly report. Received cc. of Chirurgeon's quarterly report. Sent out minutes and column. Matters arising : Seneschal to make pencil booking of CF site for Wednesday 2nd Feb to Monday 7th Feb. A&S OFFICER: Correspondence with Kingdom. Innilgard (Adelaide) wish to "import" someone to teach at their collegium. Eleanora to find out what skills they are looking for. Baronial Championship happened. Two potential symposia in the works, "Potions and Lotions" and "Entertainments". MARSHAL: Baronial Ann happened, report received. Query re: lanyard requirements when using a bastard sword single handed, due to loss of other arm. Referred to Lochac Marshals list. Answer (after much discussion) No. Request that rules be clarified. No injuries. Awaiting 12th night and CF report. CONSTABLE: Have stepped down and told Kingdom so. Expressions of interest from Ulfric and Peregrin but no official applications as yet. Constable to chase these up and advertise on the mailing lists. Replacement required by next council meeting. Report received of an incident at CF involving unsupervised children. Need to increase awareness of how to handle strangers on site, both for adults and children. Fire extinguishers approx $34 each at Bunnings. Recommend several be bought. Lost property received from 12th night and CF. Matters arising: Seneschal to purchase $150 worth (approx) of fire extinguishers from Bunnings. REEVE: Outgoing reeve reported for 1/02/04 - 29/2/04 Income : Event related $3611.00 Interest $4.42 Newsletter subs $72.00 Total $3687.42 Expenses Baronial Regalia $290.39 Equipment rental $932.62 General supplies $194.27 Occupancy $3846.00 Postage $40 Printing and Pub. $57.81 Total $5361.09 Grand total -$1,673.67 Balances in the Main account $9,856.30 FTT account $74.39 Subscription liability is still being worked out. Incoming Reeve has warrant in process & form for change of bank signatories. LIST: No progress on authorisation cards. Lists officer stepping down. Marshal to take over and Lists to put an ad in FTT for a replacement. Applications to go to the Marshal. WEBMASTER: URLs sorted out, and officer e-mail addresses now available. List of those officers wanting one collected. http://www.sca.org.nz/southrongaard, http://sg.sca.org.nz and several other permutations work. Webmaster stepping down. Chronicler to advertise position in FTT and find a replacement. CHATELAINE: $2 received for hire garb at baronial Ann. QUARTERMASTER: Not present, no report. Matters arising: As we are now incorporated we can insure our stuff. Seneschal to ask Quartermaster for a full inventory so we can estimate value. Baron to do likewise. HERALD: A bad month. Kingdom officer removed for poor paperwork. In process of picking up the pieces, resending of awards and submissions since joining Lochac. Tour de Or badge (For our first Baronial award) has sufficient approval, will be send off. Calls for comment on the augmentation to go to the mailing list before next meeting. Decision to be made next meeting. Seeking a replacement. Calls for expressions of interest already published. Calls for applications now to go out. Heloise confirming appeal of her submission, will re-submit. CHRONICLER: Alchimist & FFT published. Exchange news letters give to Madekine to take to the Baronial Librarian. Regnum needs updating, current version passed around for updates.Concerns raise re; cost of publishing the Crown Tourney ad. Request to seek contribution or reduce size of the ad. Fighters practice map incorrect, needs to be removed. Madeline taken on as subscriptions deputy. Details to go in FTT. CHIRURGEON: Not present, no report. Kingdom quarterly report was received. Lochac is moving to a roster system, chirurgeons no longer need to be warranted, but need to send in details and evidence of membership and qualifications to get rostered. Deordanaan will be listed as our Baronial Chirurgeon : inactive until he gets those detail to Kingdom Officer. EVENT REPORTS: CANTERBURY FAIRE: Income $9899, Expenses $ 8622.16 Total surplus $1206.84 Full financial and written event report presented. Booking to be pencilled in for next year. BARONIAL ANNIVERSARY Preliminary report presented. UPCOMING EVENTS: A Ball, about mid August - Steward Heloise. Accepted as a tentative event pending a budget proposal. St Christopher's Revel. 24th July - Steward Terese. Tentatively accepted pending budget proposal. Symposium on "Potions and Lotions" -cosmetics. Sometime in May. Stewards Sinech and Roheisa. Tentatively approved awaiting more detail. Sunday Bash, April 4th, Barrington Park, hosted by Domus Canem. 11am to 2pm, followed by a BBQ at 44 Frankleigh Street. A garbed fight practice in a public park. Hope to attract some attention but not a full on demo. Non-fighters asked to attend to talk to the public. Site cost $25 to be paid by passing the hat. Approved. GENERAL BUSINESS: Event surcharge tax - discussed (as being debated on Lochac mailing list) Kingdom wishes to introduce a $2 surcharge at all events over $10 to pay for Kingdom expenses such as travel fund. The kingdom seneschal has asked all seneschal to make a report on group feeling to Festival seneschals meeting. Opinion of the meeting was equally divided as to whether a surcharge or a fundraising option was preferable, but unanimous in thinking that decision should be made at the local level. Mailing lists - Reworking of the lists. New format suggested and approved. Moving council meetings - Mooted at last meeting. Suggestion that we look at having A&S alongside council meetings. Many options discussed including holding A&S after council, alternate fortnights to council, or weekly except for council. Everyone asked to look for alternative venues. Preferably with better access for those with out car, sufficient parking, more comfortable, more rooms, around about $16 per meeting if possible. Possibility of paying a bit more for the right venue mooted. MEETING CLOSED -9 pm.