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St Florian de la Riviere Minutes February 2017

St Florian de la Riviere Posted on by

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
    • 4th 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 2nd 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

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