DARTON Council Meeting 12 February 2020 Start Time: 7.30pm End Time: 8.00 pm + Planning Discussion Members attending: Helewys; Peter; Luan; Robyn; Aliena, Iarnulfr; Thomas; Ulf; William; Anna; Eduard; Bernard; Madeleine; Kjartan; Fiora; Kazimira; Gordianus; Thora; Miles; Caitriona; Jaye; Fiora. Apologies: Johanna. Minutes from last meeting tabled by Aliena Seconded by Fiora Comments – Good with a minor amendment. Officer Reports: Seneschal –Helewys Welcome to the new year! It is hard to believe that a year has gone by so quickly. One more year and my term will be up. I will be requesting self-nominations for my replacement later in the year, so please think about taking on this interesting role (mostly admin work involved). We have a few matters to discuss tonight, a couple which do need a decision and approval immediately, the rest will be for further discussion after the Council meeting has closed (Plans for the year). Reeve – Johanna Opening Balance: $7,702.65 Incomings: Summer Feast (Sherwater) event fees: $271 Thorndon Faire Shoot a Knight: $626.60 Outgoings: Food for Summer Feast (Sherwater, paid to Stefano): $300 Fencing Equipment: $405 Summer Feast venue (Sherwater, paid to Carterton District Council): $90 Closing Balance: $7,805.25 Marshal – Gordianus: Nil injuries reported. New Masks have been received, tested and they work well. New people are showing up for Fencing training. Formal classes for 1 hour will start next week. Scribal Warden – Iarnulfr: Nothing to report. Herald – Bernard: Nothing to report. Events: Other than the events that will be discussed as part of our planning session, there are a couple of events that Sherwater have informed me that they wish to hold on their side of the hill. Hamlet Days: Reminder that Sherwater hold their regular Hamlet days on the Last Saturday of each month. Please keep an eye-out on their FaceBook page for notifications. The venue has been changed to Phil & Charley’s place. Please contact them if you need the address. Sherwater are talking about including Fencing and Heavy Fighter practice and are look for a suitable venue for a bit of Archery as well. Easter Feast: Sherwater has put in an event proposal for an Easter Feast on 11 April 2020 at the Caterton Courthouse. The feast is being organised by Charly. And she asking if anyone wants to help with food preparation on Friday 10 April this would be appreciated. Budget: Expected income: $1045 Expected expenses: $1024.10 Expected Profit/Loss: +$20.90 The event Proposal has been accepted. Summer Feast: Sherwater would also like to hold a summer feast at the Courthouse on 12 December 2020 along the same style as their December 2019 feast. Details will be provided closer to the time. Daffodil Day: Mistress Marianna has been approached by the organisers of the Carterton Daffodil Day faire, if we would be interested in doing “Shoot-A-Knight” there again this year. Not sure of the exact date (suspect 12 September). The opinion of the members is that we should re-visit this again in July. Upcoming Events: Darton Anniversary: Unfortunately, when the Senschal made enquiries for availability for this year, the news is not good. The available dates and facilities currently are: June 5-7 and 12-14 we have Fletcher Hall, B Block and the Lions Lodge available, or 31 July – 2 August Fletcher Hall B Block and the Lions Lodge or 4-6th September with Maries A&C. Jaye has indicated that he and Kotek were thinking about putting in a proposal to organise DA this year, so to a large extent the dates need to be suitable for them. I have therefore made enquiries with possible alternative venues – Camp Wainui (old Boy’s Brigade camp in Coast Road) and the YMCA Camp in Kaitoke (formerly Kiwi Ranch). The YMCA camp although large is looking to be too expensive and the distance may be prohibitive. Camp Wainui is more expensive than Brookfield’s, but cheaper than YMCA. The accommodation is “luxury” compared to Brookfield’s. There are 4 units with 40 lower bunk beds and 32 upper bunks – total of 72 beds. However, as we know most of us prefer the lower bunks only. Working on booking all 4 units and the kitchen/hall is $1,200 per night = $2,400. The price does not change if we have fewer numbers. They have dates available between 24 July to 30 August 2020. They require a $400 deposit once a booking is made, and balance to be paid before arrival. It was agreed that we should book with Camp Wainui and the best date for this year (that does not clash with another large event that is occurring in Wellington this year) is the Weekend 24 July – 26 July 2020. Helewys will book the venue and request event proposal be submitted at the March or April Council meeting. General Business: Peter has a question to raise to the group – Peter has been approached by a movie company to do an interview with Peter and may involve filming some of his interests and hobbies (short snippets) – Peter wanted to know if anyone had any objections (should he be asked) to being filmed with Peter doing stuff (for example at a Day of Fun). Consensus being that if he is asked, that no one had any objections. Kjartan – he intends to hold the second Stabbython again during the first weekend in July. Event proposal will be coming at next Council meeting. Kjartan – has a full cow hide which needs to be tanned (currently in the freezer) – suggested that this could be an exercise for a craft day. Luan – Loaner Archery Kit – the older bows have now been moved on at CF. He intends to replace these with more period looking bows and other period kits. He will need new targets soon. A new archery order is happening now. If you want pretty arrows, made to order – please get in touch with Luan. William – has offered to teach a series of classes into shoe making at A&S nights, with a contribution for materials. He has requested if anyone is interested to please let him know. Miles and Caitriona – Reminder that their Tournament of the Killer Rabbit is happening on the 1 March. If you intend to go, please RSVP via FB so they can budget for food. Also looking for suggestions of ideas for “fun awards”. Formal Part of the meeting has closed. Discussions for plans for the year, which resulted in the following events: 14 March - Day of Fun – location – Elmwood; 11 April - Easter Feast in Sherwater; 9 May - Day of Fun (silk banners and Shield making) – Location - Elmwood; 13 June - Brewers Day – Location – TBA; 4-5 July – The 2nd Stabbython – location – Elmwood – details TBA; 24-26 July - Darton Anniversary – location – Camp Wainui (Coast Road, Wainuiomnata); 12 September - Day of Fun (working with hot stuff - making Portable Banner holders); Sometime in October - A Flight Shoot (still to be confirmed); 14 November - Day of Fun and War Practice; and finally 12 December - Sherwater Summer Feast.