Cluain Council Meeting 18^th June 2016

Start time:           2:20pm                                                

Finish time:         3:20pm

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

Minutes of last meeting

There was much searching for the minutes of the April meeting – handwritten copy by Netty found and approved by Alex and Roger as correct.

Plan: Netty to write up minutes of April meeting and publish these on the Cluain website along with the minutes of the March meeting and any future council meetings.

St Johns

• So far 6 adults and 1 child are booked and paid for. Trent has online bank access to view payments J
• The theme is based around being about to set out on pilgrimage. Archery has been sorted with the Wulfings. A&S to be finalised by Trent in 1-2 weeks.
• Advertising- Trent sent an e-mail to the Althing list requesting assistance with lunches and dinner but he has nobody in place yet.

Trent to advertise St Johns more widely.

Liz will update the Cluain Facebook event page.

Roger will forward the information to Darton.

Sue to contact potential and recent newcomers.

• Ed reported that there are 4kg of bacon and ½ a ham available, left over from St Sebastian’s. The Cluain food stores list is mostly up-to-date, except what was used for the ‘Lammas Day’ Harvest Feast.

Labour Weekend

• Michelle has drawn up a meal plan for the whole event so storage can now be sorted out.
• Rog is trying to work out what bellows and system are needed for making coffee. The kitchen awning would still be useful but there will be no gas for cooking.
• Anne Ginders may be in charge of making bread.
• Cost may be $50 per person but it’s too early for details yet.
• There will be no theme or organised games at the focus is on living history.

Officer’s Reports:

Reeve – Roger

• Roger advertised the position of Reeve but nobody has volunteered for the role yet. He’s been given a 3 month extension at this stage.
• Yay, online banking was achieved with Westpac J. Ed is to check his access and Rog is to set up payments for kingdom levies.
• A small profit was achieved for the harvest feast thanks to Michelle’s food budgeting.
• Resident withholding tax - Trent mentioned that tax on the bank account was being paid and we now have exemption approved. Trent can arrange a refund of the small amount paid over the last 5 years.

Marshall – Roger

• Fighters practice is intermittent. 2 newbies (a nephew and uncle) are keen and making their own armour. Rog is to forward contact details for these newcomers to Sue for her chatelaine role.
• Rog discussed bows and arrows with Geoff. There are bamboo bows available. Rog to post details to the council list for consideration of purchase, as well as arrows. Trent said that he has 2 loaner bows and 11 arrows in addition to the ones in Geoff’s possession.

A&S - Ed

• No A&S has been organised in the last month, although there’ll be waxing linen at Hastilude. There are no plans at present for St John’s.

Webwright- Ed

• Nothing to report – no issues.

Chatelaine - Sue

• Having promotional material at Waldorf Festival was useful and contact has been made with one potential newcomer.
• Rog suggested that the plan for next year could be to have a presence at the Waikato Show, followed by a Harvest Feast maybe run as an open day, then to have a presence at Waldorf Festival followed by St Johns.

Seneschal – Netty

• Discussed that it would probably work best to have a coordinator of all 4 events (Waikato Show, Feast, Waldorf and St John’s) and the Seneschal would be best suited to book and organise the Waikato Show. The planned events can be advertised at St John’s by Netty. Alex will try to keep the group in the loop re the timing of Waldorf Festival for 2017. Cluain council will need to liaise with the Wulfings about activities at the festival since they are usually involved.
• Seneschal term finishes at the end of 2016 so Netty is to advertise for a replacement now.

Herald -Alex

• The Herald box should be arriving today.
• Rog offered to lend his heraldry books to Alex if she was interested.
• Jeanette and Duncan’s device needs processing.
• Netty to send Alex the link to the council e-mail list.

• Further business:

Netty to remove Courtenay St George and any other ex-council members from the Cluain council e-mail list.

Next meeting:  16^th July at Eureka