19th August 2017

Cluain Council Meeting 19^th August 2017

Start time:           2.05pm                             

Finish time:         3pm

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

Previous minutes approved by Roger, seconded by Ed.

The following minutes are not necessarily in the exact order discussed, but will hopefully be easier to follow this way…

Event report:

Midwinter Coronation  

• No reports received from Sarah & Rob yet, partly due to time pressures and illness.

• Receipts for reimbursement have been received by the Reeve from Thorald, but not Sarah yet. Excellent gatekeeper records helped with tracking payments and outstanding accounts. Fina needs to be refunded and other decisions on refunds need to be made in collaboration with the Stewards and Cluain council. It seems likely that the event will have made $3000 profit, half of which goes to the Crown. Congratulations to the stewards on a high turnout for the event that made this possible.

• Roger will send an interim report to Crown as this is now due but has not been received.

Note: Cluain is being encouraged to run a November Crown tournament in Hamilton Gardens in the future…

Upcoming events

There are 8 people booked so far for the A&S workshop in September and others have expressed interest.

Labour weekend camp at Braythwayte Manor, Rotorua – a few keen people have booked already. Ed is to arrange for this event to be advertised in Pegasus.

Officer’s Reports:

Reeve – Roger

• Expenses for Coronation that were approved for funding included rope bought by Roger and consumables bought by Trent.

• Upcoming expenses could include container space at Canterbury Faire (to be discussed in other business) and a set of beams for the awnings to be stored there. Roger will get prices for the wood for beams and check for potential discount via Sam’s dad.

Marshall – Roger

• Roger is waiting to hear back about possibly changing the day to combine practice with HNB. Sam expressed interest in training at weekends and Roger said that this would be possible at least once a fortnight.

• Cluain and Roger have 1 set of loaner gear each for heavy fighting. Ed proposed that Cluain buy a second set of loaner gear. There’s increased interest in heavy fighting at present, with Ethan starting and some of his friends interested.  Roger is to investigate costs. Sam expressed interest in assisting with a workshop to develop sets of gear too, if required.

   

A&S - Liz

• Liz completed the group banner and it was much admired.

• Liz came 3rd in the 14^th century competition at Coronation, for her German brick- stitch pouch.

• An A&S workshop weekend will be held in Rotorua on 15^th-17^th September.

Webwright- Ed

• Ed is to send an e-mail and Facebook request for members to upload event reports and photos onto the group’s webpages.

Chatelaine - Sue

• Alexander and Carole found out about Cluain through the Coronation and intend to come along to Hastilude.

• Netty reported that Kelly is interested from Waldorf Carnival.

• One of Ethan’s teachers is interested in the group.

• Whilst on gate at Coronation Trent met a newcomer who had only discovered the need for garb the day before. Communicating the need for garb needs to be considered when advertising/ setting up bookings for events.

Herald – Alex

• The group badge has been submitted for approval.

• Alex is working with Ethan and Tammy for their heraldry. There are likely to be many more people interested in her assistance.

• Chantelle is likely to be the Ildhafn Herald, so Alex may not need to step up to this role.

Seneschal – Ed

• Ed asked about lengths of office left and Alex that she has less than a year left in the role of Herald.

• Sam expressed interest in becoming Reeve to everyone’s delight and Roger did a short happy dance. Sam is to be Deputy Reeve, proposed by Ed and seconded by Sue – carried.

• The baronial thrones are being hired out this weekend for $50 and Cluain fliers will be handed out at the event.

Other business:

His Majesty, King Steffan, would like to see boffer at the baronial handover event…

A bread trough is to be added to the list of things to make at the September A&S weekend. Making a shelter for the breadmakers is on the wishlist. Placement, structure and costs of materials are to be considered.

There’s a proposal for a second shipping container at Canterbury Faire and the current proposal is that it is funded 50% by SCANZ, 25 % Ildhafn and 25% Southron Gaard. Liz and Roger could make a second kitchen bench to store there and save on transport.

Proposal: Cluain offer to fund 10% of purchase costs to have 10% of the space permanently available to the group, so Ildhafn and Southron Gaard fund 20% each. Proposed Ed, seconded Liz – carried. Ed to make proposal to the other groups involved.

Roger pointed out that 2 more Manuka poles are required for the awning, 2.5m tall. Sam & Alex offered to hunt for suitable wood on Alex’s dad’s farm.

Next meeting

16^th September at Braythwayte Manor, Rotorua.