Cluain Council Minutes Date: 19/07/2025

19 July 2025

Present: Nathanael, Rudiger, Aleyenora, Maerwyn, Dominego, Sithech, Ed, Florence, Abi, Melissa 

Meeting started at 2:37pm (7:37pm PDT)

Nathanael motions to accept the previous minutes. Dominego seconds. Passed unanimously

Marshal (Dominego): Fighter’s practice happening. Martial academy happened; many members of Cluain attended. Got first authorized combat archer in Cluain (Simon). Rapier is being set up in Cluain, has a Discord server. Early discussions about reimbursing Emrys for his travel costs to start rapier.

A&S (Sitheach): Didn’t submit report, but A&S activities happened at the dumpling feast, plenty of things happening in the Canton.

Captain of Archers (Geoff): Sent report. Need to advertise the position to make higher-ups happy. If no-one volunteers, we can extend his warrant. Nathanael will touch base with him about the procedure – warrants for officers can only be extended for a year after first term

Reeve (Florence): Have access to bank account. Money has come in for the Have A Go Day and Dumpling Feast. All financials are tied up for the Have A Go Day. Sent quarterly report and an amended report. Many missing payments for Dumpling Feast. There’s a need for a better system for event stewards and Reeve to work together and check before the event who has paid and who hasn’t and send out reminders beforehand.

Propose that new bookings don’t have a cash option, also that booking forms stipulate that payment is due on X date before the event (potentially on the day bookings close, or the day after). This could be easier with a shared document.

Seneschal (Nathanael): Submitted quarterly report. Warrant is up in November.

Events:

Dumpling Feast: Despite Dumpling feast V being the Most Cursed dumpling feast, with Lion Dancers cancelling, family emergency nearly preventing dumplings from arriving, and many other small disasters, the event went really well. Over 1/3 of the attendees of the Dumpling Feast haven’t paid into the new account for their bookings, need to check if they paid into the old account (hopefully that will fix some of the issues)

Non-payments at events – closer communication with event stewards and Reeve in the run-up to the event can potentially help, possibly with a shared Google Document. Will have to have a think about how to address this in future.

Have a Go Day: All went well. Laura & Emma had a go with feast cooking. Has been most effective way for bringing in newcomers. Didn’t have volunteers for organizing due to a number of reasons. Delays due to holidays, Christmas, New Year, St Sebs, etc makes it hard to do advance planning. Demos in March/April mean this event has to happen in May. Busy time of year. If we’re going to do it, need to start organizing in September(?). Venues is another issue – peoples’ availability and venue availability created some challenges. First one had 50, second 60, this one had less than 40, so Hardy Centre worked this time, but need some ideas about new venues for >50 people that have a bit of land around them. Florence may have a look at venues available in the area and record them

Labour Weekend: Ed has submitted a bid. Major changes are some prices have gone up, and no free entry for feast/lunch cooks as chore has been split amongst 5 people. Ed motions to accept, Melissa seconds, passed unanimously.

Fighting/Heavy tournament & potluck: Leo of Ildhafn is interested in having a potluck & tournament. Possibly a monthly event alternating between Ildhafn and Cluain. Because he doesn’t know about venues in Hamilton, he’s asked for assistance about it. Ed has volunteered his property for some of them (not set-up weekends). Some options discussed

Pasta making workshop: Melissa wants to host a pasta making workshop. Group suggests a date in early November.

Other Business

Rope: Iarnulf accidentally bought a large quantity of synthetic rope thinking it was natural fibre. We’d need to ply it up but it looks great. Nathanael proposes buying up to $500 of rope from Iarnulf – Rudiger seconds. Approved unanimously.

August Hastilude - Florence

September Hastilude – Melissa & Nathanael

October Hastilude - Eds

Meeting closed at 3:42pm

Table not updated this meeting

Meeting closed at 3:39pm