14th February 2015

Cluain Council Meeting 14-2-15
Start time: 4:25pm Finish time: 6:25pm
Present: 
Jeanette Reid (Netty), Roger Win, Liz Brodie, Duncan Reid
Sarah Pitcaithly and Rob McIntyre left at 4:50

Apologies:Dave Whitby (Ed), Sue Whitby, Trent Deakin

Use of awning and other group gear

Rob and Sarah have requested the use of the group awning. We discussed this, but also, in general terms, how we should handle requests for use of Cluain gear outside of direct group purposes.

General legal/ asset discussion
­ How are we placed legally with lending out group gear? Does it belong soley to Cluain to do with as we wish? Is our insurance liability only or does it cover our assets?
­ It is ours to do as we wish as a financially independent group, but it is not covered by any insurance.
­ What is our criteria for lending group assets? Of the borrower? Of the use?
­ There is none at the moment but it was felt we should put something in place.
­ Related activities have preference for good inter-group relations, publicity and recruitment opportunities
­ How do we ensure a verbal promise of responsibility is upheld in worst case scenario?
­ We can’t. Therefore we need to consider each situation carefully on a case by case basis and it must approved by council

Motion: Proposed by Jeanette, Seconded: Roger, Carried
Criteria for lending group assets:
- approved on a case by case basis
- preference for use in related activities
- borrower’s full responsibility for any loss or damage
- Must be approved by council

Lending of Awning for Tattoo cup
Rob and Sarah have requested the use of the group awning for use by the Waikato Armoured Combat group for their Tattoo Cup event. It will be used to provide shade for fighters and not for the public. One question was when it could be delivered to Rotorua.

Motion: Proposed by Jeanette, Seconded: Duncan, Carried
For Rob McIntyre and Sarah Pitcaithly to borrow the Cluain sunshades for the Tattoo Cup event held from 20-22 February 2015. To be returned to Rotorua (Ed’s place) by 26th February 2015.

Rob and Sarah had to leave the meeting at this time.

Plans for year
Online presence – number one priority, details down page

Events

- St John’s – Need to e-mail list asking for bids, details (dates, venue, etc) for stewards to propose
- Other events – not that we’re aware of

Hastiludes
Looking at how we’re going to run Hastiludes and keep up the interest.
- Venues: Thomas’ and Win’s have offered their homes as regular or back-up venues although March was looking very busy for Roger and Liz. E-mail to go to list asking for hosts and possible themes.
- Themes:
­ banner making – as discussed below. Painting could be a winter project at the Thomas residence.
­ Liz would like to see a more A&S focussed meeting, this would require the moving of council meeting to another time – need to e-mail council about alternatives
- Day and time: To really get into projects (group or personal) we need to start a lot earlier. Discussion on whether the second or third Saturday suited better and the need to ask Geoff about his preference. Nothing was decided

Month Date Venue Theme
March 14th or 21st ? Banner ideas?
April
May
June Thomas? Banner painting?
July Thomas? Banner painting?
August Thomas? Banner painting?
September
October
November
December Roj & Liz B&B BBQ

A&S
- Banner: Group project to create a painted banner to cover the front of the camp kitchen bench – requires a proposal from Ed to move forward, idea has merit, needs a decent amount of planning and time.
Ideas that were discussed:
­ Budget – only for few metres of calico and some brushes. Liz and Netty have textile inks and newsprint
­ Management of project – probably Ed is the best one to do this, but this is for him to organise
­ Design
­ To incorporate the devices of the group and populace to create a reflection of the canton in a (non-heraldic) period style.
­ A design workshop, probably over a hastilude or two to get down people’s ideas and look at style and layout.
­ Inspiration from the Bayeux and Unicorn Tapestries and possibly others
­ Need someone with excellent artistic skills to draw the final design on the cloth before painting

- Camp furniture: Weekend event to create furniture to spiff up our campsites – being funded and organised by Ildhafn, so we’ll leave it to them to do that.

Venues
Thomas’
The residence of Kim and Shane Thomas has been offered for use for camps and hastiludes. It is at Te Pahu and has a catering-sized kitchen (though a standard oven), a few acres, firewood, extra bedrooms and toilet facilities that would make it an excellent venue for camps. The large areas of wooden floor could make it an ideal venue for work on the banner as long as distance is not an obstacle.

Waingaro
This was investigated a few years ago as a possible venue for St John’s and other events. At the time it was felt it was not safe for the smaller children in the group, however, as the group dynamics have changed this could now be a viable venue and certainly worth considering for this year’s St John’s.

Other
The bridge club may still be a useful venue for one-off afternoon or evening events

Online Presence
Website
Progress – contact Trent
Making it happen – contact David Robb and Katherine Davies
Workshop – as above

Facebook page
Access – currently Liz and Carol – email Liz to remind her to give Netty access
Wanting to get folks in the group to be regular contributors to get the page active. A weekly or fortnightly post from each contributor would be ideal.
Contributor Day Theme
Liz Tuesday A&S, museum links
Roger Wednesday Fighter’s practice & ?
Netty News articles, regular gatherings
Geoff Articles from The Medievalist
Carol Today in History?
Steward Fortnightly reminder about upcoming event and blurb afterwards

Quarterly reports
Reeve
- Bank account – discussed, concluded there is little benefit and a lot of work in changing accounts – will leave at status quo at this stage
- Online signatures – needs to happen, Roger is continuing to organise this.
- Events – need to do more to ensure events make a profit
- Pewter – Roger to put forward a proposal to purchase pewter for use of making event tokens

Herald
Contact Carol to see how she’s going in this role

Other business
Phone list
- Request on list for someone to update the phone list or ask Trent directly