Meeting Date: 19th February 2017

Start Time: 10:20am

Chair: Henri de Montferrant 

Attendees: 

• Acacia de Navarra
• Drake Morgan
• Kathelyne Berghart
• Nesta verch Wyn 
• Wei Min Cheng, 
• Ismena Gamel
• Henri de Montferrant (Seneschal)
• Ethne ingean Giric (Chronicler) 
• Elenore Forresta (Constable)
• Cara of Kirriemuir 
• Danni

Apologies:, Alain Quartier, Ellianna Draconia, Jessica of Fearne Abbey, Henry the Fox

Quorum met?  YES                      

Motion to accept previous minutes by: Henri, Seconded by: Cara

AGENDA ITEMS

Officer Reports 

• Seneshal – All reports in, Thanks to everyone

• Hospit – Bazaar yesterday – 
• The event did really well and redistributed the 85% that was not needed.  Any items untaken will be distributed to Stegby and Burnsfield by the Baroness River Haven.  Event made – $107.20 from the hospit alone.
  • We have two boxes still of garb which is flexible and another box of tabards for general use.
  • Still looking for a deputy – need to have a replacement by September and willing to teach and support.
  • New post to go out advertising for a replacement
• Chronicler –  looking for stuff to go into Dieu La Vault, any contributions welcome.
• Reeve – waiting on Paul’s westpac bank number, and the Treasurer’s (Tim) details and right to go
  • Access to dropbox – dropbox will send Kara a number
  • Kara has been talking with incoming Treasurers re making reporting easier for the Reeve and Steward
  • March report to do together and office will hand over
  • 4^th box of old paperwork in the container to go to Kara, missed when the other three were given over to Nesta.
  • Ann Elk has handed in outstanding report forms.
  • Plan is to have all outstanding reports finalised by handover
  • Sarah Pynke needs St Florian details to bank yesterday’s taking – Nesta to send to her.

Officer succession plans and deputies,

• Need replacement officers for Hospitallier, Churigeon, Historian and Captain of Archers.  Each Officer to advertise their position and call for deputies.
• A&S Officer is out for commentary (one week more to go) – Jessica of Fern Abbey
• Advertising is happening in Dieu La Vault

Great Northern War Update;

• Site visit today – power issues resolved on site
• Cold room to be rented
• Jolly Duke – Enough space for at least 6 kegs in cold room– to discuss with Steward re ice / additional cold room storage space.
• Officers were called a couple of weeks ago – most are full but a few more needed, finalised soon.
• Soon to a call out for Marshalls

Festival 2017 St Florian Encampment Update

• Bookings open – 3 so far
• Facebook event to be made up
• Dieu la Vault information to go in
• Tent and portaloo book, awaiting firewood information
• Still needing an invoice from Lorcan for last year’s tent hire. Henri to chase up.

Storage Container Update,

• Made good progress last month with clean up
• Next one on 4/3/17 which will be cataloguing and boxing 
• Rearrangement of shelves also to occur on Monday night to assist with Archery gear
• Wheelie bins also to be obtained for archery gear
• Old list field to go to Stegby
• Alain need reimbursement for keys cut.  Previous approval applies. Alain to send receipts through to Reeve.
• Also to look at solution for Glaive Storage – another wheelie bin?

Loaner armour update

• Rufus and Ulfr are sorting people out with armour, plus commercial sites. 
• Nothing further done on loaner armour

New Event proposals

• None tabled. 

Any other business

• Bazaar event and 2^nd Tourney of the Belt report
  • 74 people through the door
  • $231 collected and all balanced
  • Going to contact the sellers and let them know that they are welcome at any time to come to an event 
  • Thank you to Kathelyn and Rufus for running event

• Mt Cootha Botanic Garden’s ‘s Shakespeare Festival  – Demo on 23 April 2017
  • Ann Elk to submit event proposal – this can be approved on a Monday night out of session
  • Later period garb again needed

• Calendar purchased – reimbursement need for $25.  Calendar purchased for event scheduling
  • Henri moved, Eleanor Seconded – Passed

• Volunteer needed for data entry for Google Calendar
  • Need to input event calendar
  • Eleanor to coordinate data entry

• Event Proposal / Reporting 
  • Henri has drafted a report form
  • Event proposal is a spreadsheet – filled out and sent to Seneschal for approval at a meeting, ideally more than a month before event
  • After approval – Steward cut and pastes’ to online Lochac form
  • Approved online by Seneschal
  • Online form allows the forwards to Pegasus, Lochac Announce and Kingdom Calendar.
  • Needs to be officially in Pegasus if King and Queen are going to be there and will give out awards
  • When events run – constab needs to track entry and report to steward.
  • Nesta to follow up re when hardcopy documents are kept after upload to drop box
  • Money has to be banked within 5 days and paperwork within two weeks
  • Seneschal will be chasing up stewards for event reports and banking
  • Henri wants to make this simple to allow people to run events.
  • Kathelyn to write her experience of running an event to encourage others to do it.

Meeting Closed At 11.27

Next meeting – Fighter Practice on 20 March at 7pm