15 June 2019

Council Meeting held on 15 June 2019 @ Braythwayte Manor

Present: Michelle Deakin (Seneschal/A&S), Melissa Broussard (Webwrite), Jeanette Reid (Chatelaine), Trent Deakin (Herald), Roger Winn (Marshall), Liz Brodie, Meghann Exley, Cheryl Graham, Trudy Knibbs, Sue Whitby, Annabelle Collins, Nicola Haliday

Apologies: David Whitby, Ian Piddington, Alex Allison & Nate Broussard

Meeting Commenced: 7:35pm

Minutes of the Previous Meeting 

Minutes of the 18 May 2019 Council Meeting passed as a true and accurate record.

Moved by Roger. Seconded by Netty. Passed: Unanimous 

Officer Reports

Reeve - Nate

No report received. 

Marshal - Roger

Fighter practice continues have had between 0-4 attendance this month.

A&S - Michelle

The chest and knife making workshops have/are happened/happening at Braythwayte Manor.  Many thanks to David for providing his expertise and equipment, to Sue for opening up her house and hosting us, and to Meghann for assisting Sue in ensuring workshop attendees were well fed. 

To follow up with Webwright to get A&S email redirected to me.

Chatelaine - Netty

Have been working on improving information in newcomers page and looking at changing the format. Received helpful feedback from Kirsty who is a newcomer. Some of these changes have been implemented on the website.

Thanks to Kirsty, discovered we’re not coming up in online searches. Need to look at our metadata. Had a look and we are not in Clubs and Sport Waikato or Gathering Darkness websites.

Action: Michelle to look into booking notice board space in Hamilton, Tauranga & Rotorua libraries to improve public awareness. And get us into Clubs and Sport Waikato and Gathering Darkness websites. 

Herald - Trent 

Michelle’s device pending, awaiting advice on how to get it passed.

Webminister - Melissa

Minor fixes and tidying up of website pages continues. 

Due to an impromptu discussion regarding how some members struggle to update Cluain’s website and it being difficult to make smartphone friendly. Am willing to investigate moving to a more user friendly site, particularly Wordpress, which is smartphone friendly, as The Masonry Team provide support for it and is used in SCA websites throughout Australia. 

Action: Melissa to contact The Masonry Team to gather information on what would be required, and fees incurred, for us to use Wordpress and host our website on their server.

Action: Michelle to schedule a meeting with Melissa, Netty and Meghann to create plan on what direction to take website in and to report back to July 2019 council meeting.

Seneschal - Michelle

Been focusing on Cluain’s website in general this month and uploading Netty’s changes to the Newcomers page.

Townhall meeting regarding “Should Lochac bring forward the Crown Events by two months?” has been completed.

St Sebsastians 2019 cannot be closed off due to a couple of refunds needing to be issued. 

Event Bids

Labour Weekend Period Encampment @ Braythwayte Manor on 25-28 October 2019

Refer attached document.

Michelle proposed Council accept David and Sue’s bid.

Seconded by Roger. Motion to accept carried unanimously. 

Tavern Games @ Showing Waikato Ltd on 27 July 2019

Venue discussed, in event we stain carpet, will use salt to extract colour, if unsuccessful to employ carpet cleaner. 

Event costs, Cluain already has candles, remove candles from costs and replace with rubbish.

Advertising through Lochac-Announce covered.

Roger proposed Council accept Michelle and Meghann’s bid in principal.

Motion to accept in principal carried unanimously.

Collegium @ Showing Waikato Ltd on 14 September 2019

Tutor dependent - materials. Tutors do or don’t get charged

Venue has capacity to do 2-3 classes at same time, 18 is the maximum number of classes which can be held during the event.

Two day option explored, decided as first Collegium to be run by Cluain will keep to one day.

Roger proposed Council accept Michelle & Meghann’s bid in principal.

Motion to accept in principal carried unanimously.

Hastilude at Te Puke Scout Hall - possibly 17 August & 16 November

Cost of hiring Te Puke Scout Hall is: $20 for the afternoon / $30 for the entire afternoon and evening / $50 for whole day.

Facilities include toilets and kitchenette. There is room outside to do archery. Entry by gold coin donation.

Trudy proposed we use the Te Puke Scout Hall for August’s and November’s Hastilude. 

Seconded by Michelle. Motion to accept carried unanimously.

July Hastilude: To be held at Liz & Roger’s in Eureka, Hamilton.

Meeting Closed: 8:49pm