Cluain Council Minutes - August 2026

Cluain council meeting 15^th August 2026

Meeting started at 1.50pm

Present: Ed, Bess, Florence, Nathanael, Melissa, Li Hua, Rudiger, Alyenora, Eleanor, Vanessa, Emeline

Apologies: Domenego, Maerwynn, Gerrard

Melissa moved to accept previous council meeting minutes. Nate seconded. Passed unanimously

Seneschal (Bess): 

• Started a notebook of useful information to hand over to new seneschals

• Ed has been approved as A&S Officer

• From the Seneschal’s meeting: the roles of Keeper of the Lists NZ and Kingdom Archery Officer will be advertised

And a reminder to chase up event reports

Reeve (Florence):

• Balance $10,855.43 at end of July

• The bond for hiring Eureka Hall should be returned

• Westpac account has migrated to Westpac One Business. Signatories have updated to the new platform
  
  

• Dumpling Feast 2026:

• Sigi is busy and has still not submitted receipts yet

• Event Levies and Membership fees to be paid once report is received
  
  

• Spring Camp balance is $1180 to date
  
  

• Florence proposes to advertise for a Deputy Reeve with the intent for them to step up when the role is up finished in May 2027. Florence to advise her up-line of this intent and Bess to advertise.
  
  

• Feedback from Richard (NZ Exchequer):
  Request separate receipts be submitted for different categories when purchasing supplies for events.

Reminder not to buy personal items when buying SCA items.

Invoices are better than reimbursements to members

There was discussion about how to pass on the guidance regarding purchases for events to potential event stewards and cooks. Some of the information is already available in the Steward’s Handbook on the SCA Lochac website. If financial guidance specific to NZ is needed, it was felt that this would be best documented by the NZ Deputy Exchequer and linked to from group websites/ pages, so that it is kept up-to-date.

• Receipt has been received from Hamilton East School for the koha for using the premises for archery

Captain of Archers (Deputy, Gerard):

• Apologies.
  Florence reported that only she and Gerard turned up to the last archery practice at Hamilton East School. Limited advertising may be an issue.

Armoured Combat Marshal (Li Hua):

• Monthly tournament was on 9th August in Hamilton. Small turnout. Max has authorised and Li-Li Hua has re-authorised.

• Ben has advertised the next monthly tournament in Auckland

• Some weekly practices have been cancelled due to weather. Up to 6 people regularly attending. 2 new people almost up to authorisation standard. Fielding 3 people in loaner armour at present.

• A gorget making workshop is included in collegium plans in Ildhafn

A&S Officer (Ed)

Mistress Rowan is attending Spring Camp and is asking what we would like her to teach. Ideas to be asked for after the meeting.

Upcoming events:

Dumpling Event

Melissa followed up with the venue used for the Dumpling Feast (Hardy Centre) and they said that there are lots of chairs, so we will need to check availability next time we use the venue.

Spring Camp

Proposal from Bess to pay up to $3000NZD for travel for Their Majesties to attend, seconded by Ed. $1000NZD had previously been offered, but TRM had had to use all of Their travel funds to attend compulsory events such as Baronial Investitures in far-flung places and could not afford the additional travel costs. Part of the rationale for considering an increased travel payment was that events at Braythwayte Manor tend to make a profit when numbers exceed those expected in the bid. The bid for Spring Camp has a break-even of 57 adults, and if Royalty attend the number of attendees is likely to be significantly above this number. There are no plans for other significant investments by the group and there is more money in the account than is ideal for a Not-for-profit group. Eleanor suggested considering if we want to set a precedence to fund Crown to attend Spring Camp on a semi-regular basis. Some discussion around the pros and cons of this and decision was to treat it on a case-by-case basis at this stage
2 abstained, the remainder present in favour. (After the meeting, a message was seen from a member of Cluain who had given apologies for the day, against the proposal.) Isabel will liaise with Their Majesties.

Looking to upgrade the Coffee House with more period cooking.

Ed proposed spending up to $100 on pots to create the cooker for this, and Nate seconded. All in favour.

Newcomers’ day

Now that there is an A&S Collegium in Auckland in September, Li Hua will look at dates for a newcomers’ day in April 2027, but not Easter weekend.

Hamilton Gardens Medieval demo will be 2^nd Sunday of March 2027

St Sebs will probably be last weekend of Feb 2027

General Business

Ed pointed out that Bess will need to seek a deputy as they have plans to travel overseas for a few months between St Sebs and Spring Camp in 2027

Meeting closed: 2.45pm

Minutes taken by Bess