DARTON Council Meeting 13 November 2019 Start Time: 7.30pm End Time: 7.55 pm Members attending: Helewys; Peter; Luan; Robyn; Gordianus; Aliena, Iarnulfr; Thora; Chris M; Cassie; Ali; Thomas; Miles; Caitriona; Ulf; William; Drin; Anna; Eduard; Corinna; Brett Apologies: Johanna. Minutes from last meeting tabled by William Seconded by Luan Comments – Nice and accurate; approved by all. Officer Reports: Seneschal –Helewys Since the last council meeting, we have had two emails from visitors from foreign lands who will be visiting our area in the near future. Tobias Vollmer – will be visiting NZ in November – but has not stated if or when he will be in Wellington. And Nathan Wichman / Yague Antoinez (from the Barony of Nordskogen in frigid Northshield) –Kjartan has responded to him – additional training will be happening on the following Monday evening. Otherwise not much to report. Thank you to those that came along to Day of Fun. Some further progress was made regarding the discussions for the website, including some photography occurring. Thank you also to Jaye for a wonderful evening meal. Reeve – Johanna Opening Balance: 1 October 2019 $7,860.95 Income: Gold Key $50 Sherwater Feast: $40 Crown T-shirt: $30 Refund of overpayment: $ 5 $125 Expenses: Stabbython: $232.30 Closing Balance: $7,753.65 Comments: I have been in contact with the Exchequer, and I have confirmed that if we digitise all our old paper receipts etc, we can discard the originals. Also, that IRD prefers electronic. So, I plan to slowly digitise all the Reeve paperwork, meaning that we won't have to store the plastic tub of papers. In terms of storage, I need to check what our Dropbox storage allowance is. If that is big enough, great. If not, I propose getting two external hard drives. One as a primary, and one as a back-up. The primary to be with the Reeve, and updated each month with reports, receipts etc. The back up to be with someone else, potentially the Seneschal, and updated every three months when the quarterly reports are done.  Discussion as result of report: - William suggested that the back-up could be put on the same server that the website is hosted on – contact William de Cameron for instructions on how to do this. Luan confirmed that we should also have a local back-up copy, rather than relying solely on the server. Marshal – Gordianus: Fencing continues; Heavy continues; and Archery continues. No one told me that they have hurt themselves. Scribal Warden – Iarnulfr: Nothing to report. Herald – Bernard = absent: From Luan – there has been a major issue with submissions – as submissions are unable to be processed at the moment. Events: May Crown 2019: Has this been finalised? No Levies still to be paid? – Yes Helewys along with Robyn had a look at the report and eventually found the issues why the previous reports would not tally. Helewys has drafted a 5-page review document outlining what she did and the reason for her figures in the various categories. Overall the event appears to have made a profit of $3019.84. Helewys has also discovered that the Official Event report should have been submitted by the Event Steward within 3 months of the event. Helewys has also drafted a report which is currently with Madeleine to check and get back to me, to file the report with the Kingdom Seneschal and the Kingdom Exchequer. Draft reports are available for anyone to look at and review if you wish. Day of Fun – was held on Saturday 2 November 2019 at Elmwood. Thank you to everyone that came. Upcoming Events: Hamlet Day – the Hamlet Day for November has been cancelled. December Hamlet Day TBA. Sherwater Feast: Reminder the 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. Bookings open immediately, cut off 6th December Payment of the venue will be required to be made after the event. Thorndon Fair: We are a go for Shoot a knight – weather permitting. The cost is $175. Once payment is received a stallholder pack will be sent to Robyn and Luan which has maps etc as to how to get into the fair - same as last year. We will be stall 80/81 which is the double stall site on Tinakori Rd in front of the north Premier House gates – same as last year. Please let Robyn know by 25th of Nov – Next Week if you can assist as a heavy, crowd control, etc. We will need shelter in the form of a modern marquee / sunshade – easy-up? We will need the Old Darton Sunshade for back-stop and roof for the “Targets”. Proposed by Robyn; Seconded by Corrinna Approved by members, no objections to pay the Stall-holder cost, and for the use of the equipment needed. General Business: Sword Symposium: This is on this weekend. Can Luan and Margaretta Haywards borrow the following for this event: - cooking & serving equipment - Tea-towels - Cleaning supplies. Approved by all with no objections that the equipment can be used by Luan for his event. Lights used at Crown: A portable power source is required for the hanging lights which are to be used at CF – a 12volt inverter off a Marine battery – approx. cost - $300. Approved in principal for Diego to investigate prices and to do the set up – investigate only, not yet ready to purchase. Science Fiction – World Convention: Aliena spoke about this – asking if any members would be interested in doing something at the time of the World Convention. For example: - Have an event planned for the same time, that other SCA members can come to that will also be in town – an informal or formal event / meeting; - Doing a demo at the event – you must be a SF member and attending the event to be able to participate in this; The deadline for proposals / demonstrations is sometime in March 2020. This is something for the group to think about and for further discussions.