Southron Gaard Council Meeting ? Tuesday 12th April 
2005

PRESENT: Belle, Adele, Richard, Donna, Peter, Vicki, 
Matt, Roland, Cat, Charlene, Jennifer J.

LATE: Lila

APOLOGIES: Melissa, Miriam, David


MEETING OPENED: 7:30

LAST MEETING'S MINUTES: Changes: Elizabethan Feast in 
October is being organised by Min and Rachel, not 
Miriam and Rachel.
Merchant's ball's budget is calculated for a middling 
attendance of 24 (not minimum attendance).
Accepted with changes.

OFFICER REPORTS:

SENESHAL:
Had correspondence re the Kingdom finances and Levies 
not yet paid. Poor and contradictory information on 
what payments to be made and when. Reeve?s sorting 
things out.
B&B attended Festival Seneschal?s meeting for me. 
Kingdom finances was the main issue. Mailing list is 
growing, from 75 to 90 + people sighed on since 
November.
Kingdom chatelaine impressed with out ?business 
cards? and recommending them to other groups.

CHATELAINE: Attended and organised Recruitment 
Planning Meeting.  Attended Baronial Ann and Muster.  
Muster was a medium success, the weather wasn't very 
good.  Not many people passing by, might be better 
closer to the library.  Handed out fliers, including 
in library.  Have been offered (and have booked) use 
of the display window at the Barrington library in 
mid august, will ask for things to display closer to 
the time.  Received business cards and have started 
distributing, noticed a typo on the cards.

REEVE: Main Account: In: 3584.50 - CF Income 
 Out: 20.00 - Baronial Planning meeting 
snacks/tea/coffee 
 40.00 - Baronial Planning Meeting Hall Hire 
 80.00 - CF - Hay Bales 
 27.80 - CF - Milk 
 900.00 - CF - AB Catering 
 3410.00 - CF - Sure and Steadfast Trust 
 45.00 - Spring Tourney - CCC 
 20.00 - Council Hall Hire 
Balance in account: $5629.09 
FTT - No Activity  Balance: $113.59 

Clearing Account: In: 18.00 - BA - Income 
Out:  1636.50 - CF Income to Main A/C
	1.50 - Bank Fee (Chequebook) 
Balance: $16.50
 
Correspondence: Had unpleasant letter from "The 
Collection Agency" on behalf of the City Council.  
Council sent invoices for Spring Tourney to 9 Kahu 
Rd. (!) instead of Meredith's Box No.  Collection 
letter was directed to Martuccio(!!).  I have written 
politely to the Council explaining the situation and 
sending the original fee. Received instructions for 
Annual Report from SCANZ Treasurer. 
Have begun report, but need accounts from B. Ann. 

HERALD: Attended Baronial Anniversary, and ran the 
daytime courts and the court
stuff during the feast. The grand procession went 
pretty well.
The OP has been updated and is available for viewing 
on the SG website.
There are however, still a few entries that need 
tidying up.
Been consulting with a few members of the populace 
about registering their
arms and names. Payments for these ($20 each for 
name/device) can be made
straight to SCANZ now, which is considerably easier 
than having to deal with
transferring money internationally. 

MARSHAL: Was marshal in charge for BA and ran the 
archery.  Not injuries have been reported.  The 
tourney was a Swiss 5 weapons round.  Attended 
muster, there were three fighters who mucked around, 
not a formal tourney style.  Weekly archery 
practices, heavies are welcome to turn up.  1st and 
3rd Sundays of the month will be combat archery 
practices.
The marshal is holding 4 marshalling poles, 1 bag of 
poles and ropes for list field, 1 hilt for protecting 
hand, sipper bottle tops, 1 par d'arms fence.
Note, there will be no archery practice after this 
month's muster.
LISTS: Attended BA and ran the lists with help from 
Jacqui.  The tourney was won by Vitale.  Deputised 
Jacqui for lists at muster but she wasn't required.

EQUESTRIAN MARSHAL: No report

A&S:
A&S Championship: New Champion is Baroness Eleanora. 
Congratulations to 
Her Excellency and thanks to all the entrants and 
judges. Well done 
everyone! I'd like to encourage everyone to bring 
items for judging on 
each of our quarter day events. You will need to 
inform me beforehand 
what you'll be entering so I can have appropriate 
judges on site and 
available. 

A&S Workshop: April's class had only 3 participants, 
including the instructor, so the Saturday portion of 
that workshop was cancelled. May's workshop will be 
led by Master Llewelyn on 14th Century Hose - 
each person should come away with a functional set of 
hose. More details to follow ASAP on what materials 
participants will need to bring. The June workshop 
will be led by THL Heloise on Venetian glass 
painting.
IMPORTANT: PLEASE let me know what kind of classes 
you're interested in taking. Likewise, please come 
forward if you are willing to teach! In order for 
these workshops to be successful I need input, 
participants and teachers.  Thanks :-)

Scriptorium: Next Tuesday, 7:30 pm at Clarence St 
Methodist Hall. Sir Vitale will be teaching more 
calligraphy hands. There was excellent turnout last 
month - please come join us if you haven't been yet! 

Singing Group: Weekly, Thurdays at 7:30 pm. This 
Thuesday, the group will meet at Michelet's house. He 
has posted the info on the SGDiscuss list. Great 
turnout for our first meeting last week with 10 
people in attendance.

Musters:
A&S Displays: No one has yet given me anything to 
display at the musters. If you have an item, please 
just bring it to me or my deputy Therese de la Maunch 
if you can't find me, so we can set up a display. 
Works in progress are fine and no doco is required! 
All skill levels are encouraged and welcomed! There 
is no judging here, just the chance to show off your 
latest project :-)Singing: The musters have thus far 
all had singing which has been organized by the event 
stewards. Yay.

The Baronial Library is now at my house and 
available. Volunteers to help get everything online 
would be great.

CHRONICLER: Correspondence In ? Items for FTT and 
Alchemist (more needed for Alchemist).
Correspondence Out ? March FTTs sent out, and pdf 
version sent to Web Wrights.
    Advertised for new Chronicler in FTT and 
    SGAnnounce ? no response other than 
    verbally from Stacey.
WEBWRIGHT:
Usual updates, new OP now online thanks to Herald; 
William de Wick has volunteered to do some HTML 
tweaks and minor updates to the OP when he gets time.

CHIRURGEON: ACTION: BELLE to Advertise the position 
this month.
1st aide kit now with Quartermaster, it needs to be 
collect by stewards for each event.  QM will be 
getting Steve to look at it to check over contents.

CONSTABLE: Nothing to report.  Still to do inventory 
of lost property.

QUARTERMASTER: Feast gear transferred and now 
returned.  Currently doing up to date inventory, will 
finish by next month. NOTE there is lots of oats and 
sugar left over from CF, along with a variety of 
other items like spices.  The inventory for the feast 
box will be available from the Quartermaster by 
email.

B&B:== Meetings/discussions:
** With all ten of the Baronies represented at 
Festival, plus Their Majesties, plus those stepping 
up soon in Innilgard and St Florians.
Some very detailed discussions on awards, governance 
and other issues.
** With new Vicar of Stormhold, to offer some general 
support, advice and ideas
** With guild masters/mistresses or provosts of 
several Lochac Guilds, to find a way to make it 
easier for experienced SG members to be rated
** With numerous Terra Rosa people concerning easing 
Festival logistics for NZers next year
** With Baron Edmund of Politarchopolis (Kingdom 
Siege Marshal) about siege equipment and information, 
including a reciprocal build agreement for 
Festival/CF, and an offer to visit for our Siege 
Engine Challenge
** With several Terra Rosa B&Bs about possible 
treaties or alliances
** Picked up some old h ire garb from Master 
Yoshitoshi, who has relocated to Darton, and intends 
to become active there
== Correspondence:
** Several people about Baronial cards, including a 
request from the
Lochac Hospitaller for an electronic sample for 
sending on to all Chatelaines in Lochac
** Sir Inigo and Sir Ulf re: proposed bulk armour 
order, banners
** Baron of Rowany re: funding banners from Festival 
Fighter Auction Tourney funds
== Other
** Festival support information prepared to go online
** Siege email list and supporting web page started


EVENT REPORTS:
Canterbury Faire: All money in hand has been banked.  
$218 from bardic auction, what to do with it?  ACTION 
will be transferred to the use of the Laurel travel 
fund ? agreed by council.  Suggest that a collegium 
or 'Laurel school' be arranged for this, will need to 
a steward etc.

Recruitment Planning Meeting: main ideas to come out 
of it: Orientation day, a small all encompassing 
event, mostly workshops; A beginners pack 
(information); general increase in public profile 
(static displays, posters, leaflets etc.), suggest 4 
posters each aimed at different interests to go up 
places like spotlight, libraries etc.  Council thinks 
this is a good idea.
ACTION: CHARLENE get quotes for 20, 50, and 100 
posters. Will mean getting staged photos etc.  Need 
someone to design them.
ACTION: put on list for input (shape, content etc.), 
get a list of good places to put them up (CHARLENE) 
?What will attract you on a poster about the SCA??
Baronial Anniversary: No report yet, the even was 
good.
March Muster:  blank ol' weather, was fun.  Got 3 
fighters and 10 others, did song.  Got some 
inquiries, forgot to pass hat for funds (site fee 
$22), will be covered by barony.


UP COMING EVENTS:
April Muster: No report.  Happening 10am Sunday 17th.
Orientation event ? May: Workshop format.  Will move 
it to just before Spring tourney (cancel pencilled in 
date of 21st May).  Hire of WEA will be $110 for 9am 
? midnight.  Will be weekend before Spring tourney 
(date not yet specified).
Ball: Report from Miriam.  Site not booked yet, plans 
still going fine.
Science Alive Demo: Vicki gave them suggestions but 
hasn't heard back from them yet.  Suggests we 
concentrate on it that month rather than a (probably 
wet) muster.
Yule: Trying to get site.  Looking at Masonic lodge 
in Sydenham, behind the old Sydenham shops and near a 
park.  Requesting cooks, 10 people to do a couple of 
dishes each, suggest may be as entries for arts 
championship or for guild. Finger food with Christmas 
theme, preferably Elizabethan.  Also looking for 10 
people to make 5 gifts (may be same things), these 
will be handed out by B&B. Would like things that 
would encourage people in the arts (quills, 
needlework case etc.)
Potions/Lotions workshop: next week at Frankleigh St. 
ACTION: post on list.
September Waipara working party?: aiming to plant a 
herb garden and do some tidying up etc.  Will try to 
arrange for working party to get to stay overnight 
for free.
ACTION: Belle will contact them wrt date etc.
Elizabethan feast: no reported
October Muster: offer from Jo.  In conjunction with 
Heritage week.  Will be by the old information 
building ('our place'?).  There will be a 2 week 
static display there with display panels etc in 
secure display cases and insurance cover.  Will be 
allowed to leave leaflets lying around.  Tourney on 
8th oct in part next door (women's suffragette 
statue).  UCMRS will be being asked to do dance and 
steel fighting demos.  NOTE: Elizabethan feast will 
be that night.
Celtic games: Suggestion from Ilar, will be after 
September.
November Muster: Amberharth, no details yet.
Laurel's visit: Need a steward for Collegium thingy.
Spring tourney: Calling for steward / expression of 
interest (aiming for September)
December Quarter Day:  Calling for steward / 
expression of interest
Possible Future event: July Coronation 2007.  Would 
need to bid by festival 2006.  Note Darton is 
thinking about bidding.  Would need a steward and 
team etc.  Robyn is offering advice from experience 
of running crown tourney.
Calling for Mummers for Yule.

GENERAL BUSINESS:
Meeting Procedure:  Last meeting was very long.  
Belle is suggesting that if we get a situation were 
the discussion is going round in circles then call a 
vote. Would still be aiming for consensus, this would 
only be last resort.  There was long discussion about 
it that boiled down to a question of it having been 
stated that the council was run on a consensus basis.  
Request a tightening up of discussion, when speaking 
try to be concise, not waffling.  If you say your 
piece and someone speaks opposing it don't just re-
iterate the point you've already made.  Request from 
Council for Seneschal to tell them when getting off 
topic.
Business Cards: Vicki and Peter went ahead with them 
in spite of Council decision last month.  They wanted 
to get them ready by BA and consulted with Financial 
committee.  A number of people were disappointed with 
this action, as it went against the stated wishes of 
the council (also stated at planning meeting).  It is 
now a done deal, worries that this might be a bad 
precedent. But given that we were intending to do it 
(just wanted more say in the process) will reimburse 
Vicki and Peter for the $133 spent on them.
Suggestion that need better definition of Financial 
Committee, as that was part of what happened.
Financial committee:  SCANZ INC: If a group is going 
to spend money it must be agreed to by the financial 
committee.  In SG we have had such decisions going 
through the whole council.  We were suggesting FC 
only for urgent things. Suggestion that it could also 
be used to carry out details of buying things where 
the council has agreed.  But the council will need 
some kind of review capability.
ACTION: FC return next council meeting with 
guidelines etc.
Suggesting a cap on purchases that aren't brought to 
the whole council?
Carol Book/CD:  Ordered, not arrived yet.
Baronial Standards: Found some in the Baronial stuff, 
not great but ok.
Armour purchase: The bulk order from the states, incl 
free shipping.  This is a unique opportunity.  
Suggest that Barony purchase some armour to sell onto 
new fighers later.  NB Ildhafn has done this, selling 
at a 10% markup to cover storage.  There would be the 
possiblity of ending up with pile of armour lying 
around.  NB Helms are difficult to get hold of 
locally, many new fighters are having problems 
getting armour together.  Peter (and Richard) willing 
to purchase any still around at end of a year at the 
cost+10% price.
ACTION: ordering 6 helms and 2 sets of legs.
Richard to look into sources for armour (including 
sword hilts etc.)
Baronial Trailer: FC to look into it and bring info 
back to council.

Request for clarification on ownership of college 
money.  If ours then there are rules/guidelines that 
must be followed.  College report Document is one 
webpage if people wish to read.


Need someone to take minutes for June to September 
(inclusive) as I'm not available to attend council 
meetings those months ? Jennifer J.


MEETING CLOSED: 9:40pm