DARTON Council Meeting – 10 July 2019 Start Time: 7.30 pm Finish Time: 8.15 pm Members: Helewys, Peter, Kjartan, Kazimira, Aliena, Jarnulfr, Thora, Chris M, Cassie, Thomas, William, Gordianus, Jennett, Diego, Miles, Caitriona, Marienna, Joel. Apologies –Robyn, Madeleine, Bernard, Johanna Minutes from last meeting read by: Kazimira Seconded: Aliena Comments: approved by all. OFFICER REPORTS: Seneschal –Helewys I am pleased to report that Johanna has been confirmed to be our next Reeve. Hand-over will be decided between Robyn and Johanna. Next officer position up for replacement, is the Marshal. Please talk to Diego if you are interested in taking on this position. Advertisement will be sent out once I have discussed this with the Earl Marshal. Reeve – Robyn (by email) Opening Balance (1 June 2019): $9.203.41 Income: May Crown: $1,089.11 Expenses - May Crown: Brookfield’s 2083.50 Token Stamps (Chris M) 90.00 A & S Tokens (Fiora) 17.00 Refund of various event payments 262.00 2,452.50 Closing Balance (30 June 2019): $7,840.02 Comments: Proposed to accept – Diego; Seconded: Kjartan; Approved by all Marshal – Diego: No incidents at training; 3 Weapons failures at last event (Stabbython); No injuries; Need to advertise position as his warrant expires in Next Month. Scribal Warden – Iarnulfr: A flurry of activity on an old post – has encouraged Iarnulfr to do things again. Nothing from kingdom scribe. Herald – Bernard: Absent – no report. EVENTS: May Crown 2019: Still waiting on a couple of payment bits before can finalise the event report. Stabbython: Event went well. 16 people were fencing all up over the weekend. Some new people came along – hopefully will have some new recruits! Initial financial – Income $240; outgoings (food) - $232. Once Kingdom & SCANZ levies paid, may be a small loss. Commented that those that were there for the “Stitch & Bitch” only and shared the meals to make a small contribution towards the meal costs. Lessons learnt: Combine the “Stitch & Bitch” upstairs in the barn, so that there is no separation and all can meet each other during the breaks. Everyone on the meal plan. No distinction between those fencing and those sewing etc. Break up the day on Saturday to incorporate non-fencing activities with fencing activities so the fencers are not “totally exhausted” before the second day. Feedback has been requested on the FaceBook page for this event. As this would be appreciated – Gordianus to organise. Sherwater “Medieval Crafts Expo”. Marienna: Local advertising has started in the area, getting initial positive comments already by locals. Also using FaceBook; Event has been put onto Darton website; and a pamphlet / mail drop to local retailers in the area. A pamphlet has been designed for handing out at event; Marienna explained how she envisages the venue to be set-up – with the main hall having static displays with tables and artwork (posters – Size 0 and laminated), along with A5 cards with some brief text to go with the posters. 6 or 7 areas with tables each having a theme – and someone to answer questions and keep an eye on their table. Requested a budget of $38 - $40 for the printing and laminating of all 7 posters and printing of the cards (total $280) – approved by all, no objections. Requested from the shire: Help with the artwork of the SCA poster Borrow the concrete “holes” for putting banners on outside the venue Borrow the big banners. Question raised – who has the shire “business cards” as these would be handy to hand out at the event. Darton Anniversary: Event proposal and budget submitted. Plan to be a low-key and relaxed event. Expected around 40 adults and 10 Children (combination of full event and day-trippers) – likely to have a small loss. Cooks have been arranged. Will discuss with the various cooks regarding proposed menus and ingredients lists etc. Tournaments, could someone that participates in each discipline, organise their own tournament – eg. Heavies organise the heavy fighting, fencers the fencing and the archers the archery. Volunteers to run anything else (e.g. A&S competition if any). Marianne volunteered to run an A&S competition and will have a think about the theme. GENERAL BUSINESS: Shade pegs and Ropes: Marienna spoke about this – the Shire could do with more pegs and ropes so that we have a separate set for each shade. Decided that this would be a suitable excuse for a “Day of Fun” event, as would involve working with hot stuff, and also a good excuse to put the portable fire-pits to use. Agreed that this should be held on Saturday 21 September at Elmwood. Separate suffix in account for Sherwater money: Marianna spoke about this – it was suggested at the Sherwater A&S day, whether it would be possible for there to be a separate “suffix” on the Darton account for any money acquired by Sherwater, for their use. To make it easy at a glance as what funds belong to Sherwater and what remains as the Shires. As the neither the current or the future Reeve were present, Helewys commented that it would be difficult to have an additional “suffix” as this is considered by Kiwibank to be a separate account, and is not a simple process of “adding an account”, as it is with personal accounts held by individual, as we are registered as a “not-for profit organisation” or business account on Kiwibank. Marianna agreed, that the best possibility would be for the Reeve to have a separate column or other method in the record keeping for keeping track of any funds that are for Sherwater’s use. New Event Proposal Miles and Caitriona submitted an Event Proposal and spoke about this. They wish to hold a tournament, to celebrate their marriage, on Sunday 29 February 2020, with the intention, that should this tournament be successful, to hold the tournament on an annual basis. They also propose that the event will be free and that they will pay all expenses related to holding the tournament. Discussion was held, and it was raised whether it would be appropriate for it to be an SCA event, as it was still to remain as a private or invitation only, and advertisement to the wider SCA would not be appropriate. As others in the past have borrowed or hired Shire equipment for private non-SCA events, even when SCA members are participating, the members do not see that a private tournament, to celebrate our friend’s wedding, could not be treated similarly. Miles and Caitriona withdrew their event proposal on the understanding that the Shire has no issues with them borrowing or hiring some shire equipment for their celebrations. Should the Tournament become a regular event, then the Shire would be happy to add it to our calendar of events and assist in the organising and running of it.