Cluain Council Minutes Date: 15/02/2025

2025-02-15

Meeting started 6:02pm

Present: Florence, Ed, Melissa, Nathanael, Bess, Maerwyn, Rudiger, Alyenora, Dominego

Motion to approve the last meeting (Nathanael). Seconded Ed. Passed unanimously.

Florence has agreed to take up the reeve role.

Officer reports

Marshal (Trent)

• Practice has been happening. 2 new people since last meeting, will be authorising at St Sebastians
• Marshal event in March at the gardens
• Waldorf on 9^th April
• Archery continues to happen at Kihikihi
• Warrant coming up – will put a call out. Happy to extend in the meantime.

A&S (Sitheach absent)

• A&S challenge wrapping up
• Melissa will send an e-mail to remind people to submit their entries to the challenge
• A&S display table at St Sebastians, as well as 7-8 classes
• Need newer photos of events, crafts, etc, for Cluain website
• Group photo at St Sebs to update website

Reeve (Aethelred)

• Waiting for a bank account to refund labour weekend for William
• Need to refund $120 for Florence
• Profit of $877.39 from last quarter (haven’t paid Labour Weekend kingdom levies or event memberships yet) – $152 kingdom levies and $16 event memberships to be paid to Kingdom
• Has possibly lost access to the accounts on Xero
• Bank balance is $14,381.65 (includes payments for St. Sebastians, but no costs yet)
• Going back through last 4 years to check payments for events & kingdom levies
• Bank account name versus new bank name verification is an issue – correct names not necessarily working. ANZ has an “I don’t care” option, but Westpac doesn’t
• If we have assets over $1000, need to report to Kingdom – can be depreciated though implications unclear as we don’t pay GST. Only Southron Gaard is paying GST
• Kingdom Exchequer says Cluain reporting is coming in on time and 99.8% accurate

Seneschal (Nathanael)

• Thank you Florence for agreeing to take up reeve role
• Will advertise for deputy seneschal – tenure is technically up in November

General business

• Ildhafn doing picnic & tournament on 5 April

Meeting paused at 6:17pm, resumed at 7:52pm

• St Sebastians has 94 bookings!
  • May need 4^th portaloo
  • Given high number of bookings, need day steward / people wrangler
  • Ed motions to ask Don to do day stewarding and refund event fee, Maerwyn seconds. Passed unanimously
• Medieval Faire at Hamilton Gardens – 9 March
  • Trudy, Jane, Sitheach (maybe), Elenor, and Gareth have volunteered to go
  • Confirmation pending
  • Will need to send invoice this time
  • Put on website
• Waldorf 6^th April
  • Need to send out a call out for volunteers on Facebook and e-mail list
  • Put on website
• Advertise for a have-a-go day steward for late April/early May
• Dumpling Feast – 28 June
  • Event bid submitted – price increase, capped at 50 people
  • Melissa motions to accept the bid, Ed seconds, passed unanimously

Meeting closed at 8:17pm