Cluain Council Meeting 21^st November 2015

Start time:       1:40pm                                               

Finish time:      2:35pm

Present:           Jeanette Reid (Netty), Trent Deakin, Sue Whitby, Dave Whitby (Ed),  Roger Win                         

Apologies: none

Minutes for October

Read out, and accepted by Roger, seconded by Dave.

Seneschal

Labour weekend event

The report has been completed and was read out, with a few recommendations for the stewards to follow up, but nothing major.

Upcoming events

Waikato Show (to be held in early April 2016)

- Booking price rises at the end of November, so Netty is to book this week. GST status for the show is unknown so we need clarification on whether or not the prices include GST. Known costs so far are $225 for the early bird booking + $57.50 for power + $5 per ticket (in addition to the 2 included in the booking cost). A plan to buy 4 additional tickets was agreed at this stage. A cheque is to be written today and attached to the application that is to be written today.

- Roger is to look at the promotional videos to check if they are suitable to use.

- Sue is to contact Ildhafn about written promotional material to determine what to invest in.

- Netty is to send an e-mail to the Cluain e-mail list outlining current plans for the show (i.e. A&S display, interactive ‘quiz’, archery, heavy fighting and maybe a ½ hour combat display) so that she can find out who can attend and when, so she can start compiling a roster for the show.

St Sebastian’s (to be held mid-March 2016)

The bid has been approved and Dave has all matters in hand. He needs a meal plan cook. The booking form will go online in January and there is already potential interest form at least one SCA member from Australia.

Newcomer’s Feast (to be held soon after the Waikato show)

Liz volunteered to be in charge of the feast, Roger volunteered to be Steward and Dave volunteered to organise the tavern games. Roger will look for a venue and explore the possibility of using the Bridge Club in Hamilton, the Eureka Hall or some other venue.

St John’s

Netty needs to advertise for steward(s).

Officer’s reports

Reeve

OPENING Balance 30 October 2015: $ 4570.50

Plus total income $ 62

Less total outgoings $ 715

CLOSING balance (13^th November):  $3,917.50

 Closing Balance includes these current events:

- Labour weekend:

Income this month: $ 62

Outgoings this month: $ 715

Commitments approved but not yet spent/reimbursed/withdrawn include:

Kingdom levies           $56

Non-member levies    $10

New awning                $500.25

Waikato Show             up to $500

There has been no progress in the last month on arranging internet banking and Roger is to look into this.

Marshal

- Geoff continues to run monthly archery. Roger is to check authorisation.
- Fighters practise continues but will be finishing for summer holidays in the next couple of weeks.

Chatelaine

- Sue e-mailed Samantha, who is registered as an SCA member in Cambridge, and invited her to Cluain events but has had no response to date. 

- Photos of Gold Key garb are now on Cluain’s website.

Chirurgeon

Nothing to report.

A&S

Banner painting is progressing. People are still making stuff and underwear seems to be popular currently!

Webminister

A few broken links have appeared on the populace page in the website so Dave will chase up these photos.

Herald

Roger is to advertise the vacancy for a Herald.

Other business

Netty is to reclaim the group’s rapier stuff from Carol.

Awning cheque to be collected by Dave today for order to be placed.

Netty reported the offer of 30 felled chestnut trees in Pirongia for firewood. Transport requirements mean that this is not practical to use in substantial quantities for Rotorua based events. The option of milling the wood was suggested.

Trent has responded to an enquiry by Andria Goodliffe about advertising the Tauranga Medieval Faire. This is not an SCA event but the council agreed that Dave can put a link to it on the Cluain website and Netty can place the invitation on Cluain’s Facebook page.

No meeting to be held in December. Netty is to e-mail council officers a reminder to send quarterly reports by 15^th January.

Next meeting will be 30^th January 2016.