20 July 2019

Council Meeting held on 20 July 2019 @ Eureka, Hamilton

Present: Michelle Deakin (Seneschal/A&S), Melissa Broussard (Webwrite) , Roger Winn (Marshall), Nate Broussard (Reeve), David & Sue Whitby, Meghann Exley, Ian Piddington.

Apologies: Trent Deakin (Herald), Jeanette Reid (Chatelaine)

Meeting Commenced: 3:09pm

Minutes of the Previous Meeting

Minutes of the 15 June 2019 Council Meeting passed as a true and accurate record.

Moved by Melissa Broussard, Roger Winn seconded. Passed by unanimous verdict.

Officer Reports

Reeve - Nate

Money in the account is 5,167.66. Quarterly report submitted. Money is coming into Cluain’s bank account for the Tavern Games event.

Trent Deakin needs to be reimbursed for his St. Sebastians meal plan.

Nate will be stepping down at the end of his term which is in six or so months.

Marshal - Roger

Fighters practice continues, based on weather and lights and participants. There have been no new events. Quarterly report submitted.

A&S - Michelle

There have been no workshops, but there are plans afoot for next year to add new workshops. Quarterly report is up.

Chatelaine - Netty

Still working on improving the newcomer portion of the website. Quarterly report submitted.

Herald - Trent via Michelle

Nothing new to report. 

Webminister - Melissa

Quarterly report submitted. Still looking through the site to identify what content there is. Would be good to know where the hits on the website are coming from. To create a test site and circulate it with a survey, in order to determine.

Website

Melissa contacted The Masonry Team in Australia, who advised there’s no problem with us moving over to Wordpress and there is no cost to do so. They could provide us with the address cluain.lochac.au, to use while we test Wordpress and get a site set up. Once site is functional we would redirect it to our current address. The default theme is mobile friendly.

David is happy to provide training in Drupal and has advised there are mobile friendly themes available. He clarified he owns the server and can transport it, however, the website would go down while it was in transit. And if something happened to David, there are back up people available to look after the server in the interim so the NZ SCA websites don’t fail. All agreed David is very supportive, however, it makes sense to continue to investigate Wordpress.

Vote: Michelle moves we test the new Wordpress site hosted on the Kingdom servers. Nate seconds. Passed unanimously. Ian abstained.

Action: Melissa to discuss with The Masonry Team regarding getting everyone set up with editing privileges. Website subcommittee to meet to discuss website testing at a later time.

Social media platforms need to be divided into public outward facing and private inward facing types, and treated as a unit rather than specifying specific platforms. eg: Facebook, Instagram, Twitter, etc. Cluain’s public image may be compromised by individuals using the Facebook page out of line with society policy. The uses for the different pages needs to be clarified to the group.

Should we have a social media officer? Currently hard to find new Council members and having another member would make that harder again. Draft document to be brought to council around forming a Cluain social media policy.

Seneschal - Michelle

Currently Tavern night has 17 adults and one child booked. Another two adults will be booking, so the Tavern Games event will break even.

Collegium is putting out another call for more tutors.

August Hastilude: To be held at the Te Puke Scout Hall, pending confirmation with Trudy on Saturday 17th August, at 2pm. Address to be included on the missive.

Meeting Closed: 4:15 pm