DARTON Council Meeting - 9 October 2019 Start Time: 7.30pm End Time: 7.50 pm Members attending: Helewys Myrie; Peter of Smithfield; Madeleine; Bernard; Kazimira; Aliena, Iarnulfr; Thora; Ali; Miles; Caitriona; William; Fiora; Jaye; Jen & Steve (visitors) Apologies: Luan; Robyn at May; Johanna. Minutes from last meeting tabled by Aliena Seconded by Fiora Comments – Nil; approved by all. Officer Reports: Seneschal –Helewys Sorry for the delay in putting the August minutes on the website – I think it got overlooked with preparing for DA. It is on the website now and so are the September minutes. There are a few matters to discuss tonight which we will talk about later. Reeve – Johanna Opening Balance (1 September 19): $8,893.77 Income: $624.40 Stabbython $282.00 Shoot-A-Knight $342.40 Expenses: DA – Helewys (Food) - $1085.44 Luan (Food) - $ 239.78 Johanna (Refund)$ 32.00 Total outgoings $1,357.22 Closing Balance (30 September 19): $7,860.95 Comments: The receipts for Helewys from DA add up to $1080.44 which includes a $5 discount on the countdown receipt. - $5 has been repaid by Helewys on 8 October. Quarterly report is due this month. Marshal – Gordianus: No one has gotten injured as far as I know. Fencing continues on Wednesday. Archery and Heavy happen I am told. Scribal Warden – Iarnulfr: Nothing to report. Herald – Bernard: Nothing to Report. Fiora advised that she is still chasing up the badge stuff and will get onto it once her move to new accommodation has been completed. Events: May Crown 2019: Has this been finalised? No Final Refunds have been made? - Yes Levies still to be paid? – No For some reason the numbers are not balancing. Helewys to look at the report along with the outgoing / incoming Reeve if necessary. Agreed that if the numbers are out by less than 10% of the total income / event costs and still cannot be found – that this be written off. Stabbython: Now been finalised – receipts and money have been received and banked, refund for food has been made – small profit of $5.70. Darton Anniversary 2019: As discussed last month, refund has been made to Johanna for $32.00 I have sent email and follow-up with the 2 people that did not turn up and have had no response. So assuming that they do not want the refund. As mentioned in the Reeve’s report, an error was made in refunding Helewys (forgot to take into account a $5 discount which was applied to the click-and-collect order). This has now been corrected and $5 has been returned by Helewys into the account (should appear today). Profit for the event - $771.41 Day of Fun – Making Hot stuff Thank you to everyone that turned up and made stuff with metal and fire! Approx. 30 tent pegs were made and some other stuff also. Thank you also to Aliena & Jennett for sorting through the Gold Key, and deciding for us what is worth keeping, what is worth selling at CF or to others and what should just be tossed to the rag bin. If anyone has borrowed any Gold Key items and not returned them – do you wish to purchase it from the Shire for a token value (e.g. $5 per item)? Please let us know what you have. Aliena commented that there is an elaborate Tudor dress that we could take to CF for auction. Someone else suggested that we offer the Gold Key to Sherwater first and if they want then they can store it. For items that are not wanted, then the proceeds can go to Sherwater for their events. There is also a bag of items that need repair – for example the hem needs to be finished etc. If this has not been touched after 12 months then they would get moved on. Note – Helewys has communicated with Sherwater and will arrange to take the garb to Hamlet Day for them to look at. Also – message posted on FB – for anyone that has Gold Key to contact Helewys if they want to keep it, or to return it. Upcoming Events: Hamlet Day – next Hamlet Day is – 26 October 2019 at Willowgate in Caterton. Day of Fun – the next Day of Fun is to be held on Saturday 2 November 2019 at Elmwood. As yet on specific plans are set. However, following discussion about the Website and the need for good quality photos and activities and members it would be a good opportunity for a photo-shoot (garb and non-garb). New Events: The Hamlet of Sherwater has submitted an Event Proposal for an Italian Renaissance, Summer Feast to be held on 14 December 2019 at The Courthouse in Carterton. Cost will be $20 per head (member) and $22 for non-members. Budget is as follows: Site cost: $90 (Break even point 20 people, expectation set at 30, but we could fit more) The site has been provisionally booked. They will invoice after the event. The event fee is made up as follows: • $4.50 site • $12 food • $2.50 incidentals • $1 kingdom levy • (additionally $2 Scanz non-member fee where relevant). Bookings open immediately, cut off 6th December Comments: No comments – yeah! Approved: by all. Karori Karnival 2020 Helewys and Peter received an email from the organisers of the Karori Karnival 2020 with a Stall-holder application form. Our one and only attendance at this event was a “Shoot-A-Knight” in 2018, and was a learning experience for those that attended (including the wind)! Do we want to attend again? No. If so, what should we do differently? No need to discuss Do we want to do Shoot-A-Knight or have some other display / information table, etc. No Helewys will contact the Karori Karnival organisers and say “Thanks, but no thanks, and to remove our contact details from their mailing list.” General Business: Budgets approved but no report on any progress: Reviewed the minutes of meetings since April and note the following appear to be outstanding: Luan – still waiting for note for costs for arrows from Thorndon Faire 2018 (we have refunded Bernard $70 for his broken arrows). Luan is not worried about this and said to close this matter (via telephone conversation) Candelabras / Lights – we have not received any receipts or refund requests from Luan and/or Peter for materials for making the Candelabras. Have received invoice from and paid Diego $150.03 (total budget was $200). Luan (via telephone) not worried about getting reimbursed for the lights. Peter cannot remember if he purchased or used any material – fairly sure most of it was just lying around. Fencers – we had approved (at June council) the purchase of 2-3 sets of fencing masks and gorgets (sizes M/L) for new-comers to use. Budget of $200 per set. Any progress regarding the purchase of these items? No fencer’s were present to discuss this. Helewys is to contact Gordianus and let him know that this budget has been made available. Web-site – As mentioned last month, we have been asked by William de Cameron (David Robb) that the website be up-graded. Jen is here to discuss the website and changes, which we will go into further discussion once the council meeting is closed. Council meeting has now closed. Discussions are being held regarding the Website, plan is to have something up and running by beginning of December for feedback and comment on.