Council Minutes 13 March 2019 Meeting Opened: 7.35pm Present: Helewys, Madeleine, Bernard, Kjartan, Kazamera, Gordianus, Jennett, Diego, Aliena, Iarnulfr, Thora, Thomas, Johanna, Chris M, Cassie, Ali, Ulf, Johanna, Rainer & Biringeira. Apologies: Luan & Robyn (report emailed), Peter Minutes from last meeting dated 13 February 2019, tabled by Diego, Seconded by Kazamera, passed with 1 amendment to Iarnulfr’s report – correction of the wording “the database has now been corrected with the correct information …” Officer Reports: Seneschal –Helewys Nothing that I am aware of new to report. From the Kingdom Exchequer a request for event stewards and others: When your group’s reeves come to you with requests for information, be it a break down of tickets sold, or what advances are being used for, or even what further info regarding what your office is needing spend money on, please give them this info in a timely manner. The Reeve's office is one where time-frames are often tight, and deadlines are hard, often due to mundane requirements. Reeves having to ask for information multiple times puts our overworked reeves under stress, and puts our groups various statuses at risk. Please help our reeves with their work, and give them what they need, and timely. Reeve – Robyn Opening Balance: (1 February 2019) - $4,055.98 Income during February: $1057 (6 Payments for May Crown) Expenses during February: Nil Closing Balance: (28 February 2019) - $5,112.98.98 Comments: Approved Marshal – Diego: No Change. Captain of Archers has stepped down after many years. Anyone interested in this position please contact Diego. Not a necessary officer position. No local injuries notified to him. Scribal Warden – Iarnulfr: Waiting to hear back from Provost with list of outstanding work for Dartonites. Herald – Bernard: Nothing to report. Lack of progress on populace badge. Events: May Crown 2019: We are up to 96 registrations (with only 1 pulling out). Request a Budget change – currently have 3 complimentary tickets (being Crown and Head Cook), want to add 2 new complimentary tickets (being 1 for someone that it is heavily involved with the infrastructure of the event, and the other being for the ‘children wrangler’). This will effect the profit for the event, in that it will be reduced by around $200. Approved – with no objections. Timetable – mostly done, subject to change by the Crown. Next will be advertising – will need to ensure that any requests for bedding and/or feasting gear be made as soon as possible to the Stewards. Registrations are progressing. Upcoming Days of fun required for the following: Stamping of various tokens Yurt making stuff Finishing of hangings. New Events: Mid-year Stabby-thon Kjartan has submitted an Event Budget. Proposed charges per head - $15. With expenses for food and SCANZ / Kingdom Levy expected that the event will incur a loss of $0.60. Approved with non objections. General Business: Darton Anniversary (not reported at council) – Helewys has booked Brookfields for the weekend of 23 – 25 August 2019. Further information and calls for Stewards, cooks etc will be made after May Crown. FYI – it is 20 years this year that Darton was formed. Stefano has requested if he could hire the Shire’s platters for two events which he is cooking for: Wainuiomata – Wellington LARP – Anzac Day – 25 April 2019 (immediately after Easter) and Featherston – Time Traveller’s Ball – 22 June 2019 Both events can pay a reasonable hire fee which can be paid to the Shire, please just let him know what we would like to charge. (In the past this has been a flat fee – he was thinking $100 per event would be reasonable?) Also - Also if anyone would like to come and help cook -- medieval cooking being the best way to gain experience at medieval cooking -- please let Stefano know. He can potentially ensure this activity would be cost neutral for those involved. It was agreed that Stefano can hire the platters for both events. However, as the donations would be income generated from non-members and not an SCA event, SCANZ will be required to declare this to IRD and GST will be payable. Agreed that we should authorise Stefano to request $115 to cover the GST which will be payable from both events. Helewys to advise Stefano accordingly. Madeleine requested that the Shire purchase more tea-towels. This has been discussed previously, but no further towels were purchased at that time. She recommends purchasing white 90 gsm – which is medium weight. 2 suppliers on Trade Me. Approved that $80 + $5 postage be spent on the purchase of the tea-towels. – No objections. Meeting closed: 8.05pm