29th October 2017

Cluain Council Meeting 29^th October 2017

Start time: After breakfast (no sun for timekeeping)

Finish time: Mid-morning

Present: Dave Whitby (Ed), Sue Whitby, Roger Win, Liz Brodie, Sam Cathro, Alex Allison, Trent Deakin, Jeanette Reid (Netty) & Illy (dog)

Previous minutes approved by Liz, seconded by Alex.

Officers’ Reports:

Reeve – Roger

The quarterly report won’t balance so has been sent to Thomas to review, then will be forwarded.

There was a profit of approx. $1800 from Coronation. It was agreed that people who had booked but did not pay or attend are not to be chased up for payment at this late stage.

Marshall – Roger

2 new people have attended fighters’ practice, 1 of whom is from Roger’s work and likely to continue.

A&S Officer – Liz

Has sent quarterly report in.

Herald – Alex

Has sent quarterly report in.

Web wright – Ed

There were issues with uploading photos onto the Cluain website but this has been sorted. Ed is to send instructions to Cluain about uploading multiple photos.

Ed also to do his quarterly report.

Chatelaine – Sue

Has sent quarterly report in.

Need to go through Gold Key and propose removals and replacements at next council meeting.

Quartermaster – Netty

Nobody at kingdom level to report to.

After the Coronation experience it is clear that there is a need for stock to be recorded: what we have, where it is and a system to track it. We also need to clearly label Cluain belongings.  Everyone is to send a list of the Cluain belongings currently at their place to the Cluain e-mail list before the next council meeting. Netty then to collate a comprehensive list from this information. Photos of Cluain belongings would be useful.

Ed to look into integrating a stores record onto the Cluain website. A list of stores that anyone can refer to would be supplemented by a google doc or dropbox to update what is where.

Matters Arising from Previous Minutes:

Coronation Debrief

The gear mix-up is being sorted out. Damaged Ildhafn items need replacing and Ed is to talk to Katherine Davies to arrange this. Cluain are paying for the laundry bill and any subsequent replacements needed. (This will be allocated as a club expense once the profit share from Coronation has been completed).

Calendar for 2018

Jan 20^th – 27^th – Canterbury Faire

St Sebastian’s - proposed to be at Braythwayte Manor 23rd – 25^th Feb – moved by Roger, seconded by Alex and approved.

March 10^th – probable revelry in Auckland

March 18^th - Waldorf Medieval Carnival

April 18^th – 22^nd - Rowany Festival

April 21^st – probable Ildhafn A&S Collegium 

June 9^th – big demo thing in Auckland – TBC

July – St John’s in the school holidays

Discussion re gear for Canterbury Faire:

It was agreed that the group awnings can be used for this event.

A cost of $257.03 for wood for beams for awnings to be left at CF was moved by Netty and seconded by Roger. Further materials required are 2 or 3 x 6m lengths of 10mm steel for 30 pegs, plus joiners for the beams. There’s left over canvas from the awnings to make storage bags.  This could be a group workshop event incorporating the next Hastilude on 18^th November. Labelling of group gear could be done too.

Plan for Waldorf:

Roger is buying an electric pewter casting unit and this could be a safer (but less exciting) option than the gas burner used this year for melting pewter. Alternatively safety glasses and gloves might be advisable for pewter casting. Spending $50 on pewter was moved by Liz and seconded by Netty.

The bakery stall might be used. The activities carried out this year worked well, so we will aim to do A&S, archery and boffer again.

Steward for St Johns

Probably the Wulfings…

Ildhafn’s big medieval demo

To be discussed further once Vettoria has booked the hall and the event is confirmed.

Change of reeve

Sam will e-mail his application this week so hopefully there will be a change over from Roger at St Cath’s.