Ildhafn September 2018 Committee meeting DRAFT Proposed Agenda
DATE 01 September 2018
Meeting opens TIME
Minutes of the previous meeting clarified.
Officer Briefs /Reports:
Captain of Archers:
Stuff Day -Spoon Workshop
Spoons were made! Discussion on how people felt this went.
25 full members attended
16 event members
1 child under 5
Draft of the event report - https://docs.google.com/spreadsheets/d/1yFbnLsajiDrDYqGULQXLo_Flu3sDdxy-ilQE0lPsIvo/edit?usp=sharing
Despite earlier predictions that the event would make a loss it made a profit - currently the event has made a profit of $143.16 however the stewards have requested that some additional costs that weren’t in the initial budget be paid to those who bore them.
The following items were not included in the initial proposal but are requested:
-$20 refund to Agate, this was not included in the initial proposal because the stewards were totally unaware that it was a thing- it is, as per the May 2009 council minutes (for discussion at end of agenda) the Steward and Deputy steward request that although this was not in the proposal that the cook be given a comp ticket and be refunded her ticket - not only was the event a great success but when we booked a site with no kitchen we expected a lot smaller turn out and so the site itself was a significant strain on the cook.
-$68.67 refund to Elyna for the purchase of the prize and pearl tokens for the event - these were not in our initial proposal and Elyna intended to simply absorb the cost- I as deputy steward request that we consider reimbursing her for this cost so she is not out of pocket (and is likely to consider stewarding again ;).
September-Shoe making workshop
October - Scribal & Illumination?
December - clashes with Summer event?
Summer event - How’s this looking?
Booked and paid deposit – it would be great if we can discuss the bid and get it finalised at this meeting. – please refer to the bid at https://ildhafn.lochac.sca.org/node/1617
Canterbury Faire - Campsite organiser and infrastructure needs discussion
Rudiger and Aleynora are not going so if we want the infrastructure they normally take down we need to organise to get it there. Should we advertise for a camp coordinator ASAP to coordinate how is camping where and what needs to be transported and how it will get there?
Kingdom Levy and Event memberships- it appears that these may not have been paid by Ildhafn since 2015 - Eleanor and Elize have been working on this over the past week are currently in the process of checking this and are in discussion with the Kingdom Exchequer, her NZ Deputy and the SCANZ Treasurer. Once we have confirmed this it needs to be followed up and settled soon.
Shipping container- Eleanor has followed up with SCANZ Treasurer again for the SCANZ account number, once this is provided we will settle the invoice of $1223.13
New officers required - Chatelaine– Update - commentary closed on Wednesday 29th August.
Big silk banner needs replacement – update on repairs
banner making workshop for a Stuff Day in the first quarter of next year. We could make Ildhafn banners to send to other baronies where major events are held, given they sometimes ask for one, e.g. Southron Gaard for Canterbury Faire and Rowany for Rowany Festival. Or we could send an existing one.– need to discuss whether it’s a practical idea to split the current matched set up (it appears that opinions may be amicably split on this based on discussions at the August non-meeting). Need to discuss the repair of one of the damaged cluain banners from the set.
Discussion: We may require more stands for the blue reflective road signs that the barony uses. Patrick has one of the signs for fencing. We will need to look into where to get more and the costs thereof.
Group Guidelines update
Meeting procedures (motions and seconds, confirming previous minutes, etc). Quorum to include B&B perhaps? And deputies.
Methods of officer reporting to be further discussed.
Notice on non attendance of Committee Meetings by persons who are considered towards Quorum to be discussed. Eleanor would like to propose that all persons considered towards quorum send through their apologies more than 24 hours they can do so by email, within 24 hours please do so by text or Instant message to the seneschal, if it is within 2 hours of the meeting please place a call to the Seneschal - Eleanor’s number will be provided to all persons who count towards quorum for this purpose.
the gas burner is missing at least 1 leg and David was saying it belongs to a member so we should see if they want it back, if they don't do we need it?
There are a bunch of old Tupperware containers that look a bit manky, do we still want them
there are a bunch of random things in the children's toy box - do we still want them
there are 4 poles, they might be gazebo poles. are they ours, if they are where is the thing they belong to or do we still want them.
there is a large bunch of random cutlery, mainly knives. do we want them
We will keep 150 of the smaller metal platters
We are keeping all (40ish) of the larger metal platters
We have gifted some platters to Guildenwick, and possibly some to Cluain (Ed taking it to Cluain council)
We will look at offering any remaining platters for sale to the populace
Discuss and confirm the above.
Now that things are starting to settle and many of us are finally feeling like we have our feet under us in our roles I’d like us to consider planning goals – mainly so we have a little more direction and our goals as officers align with the goals of the overall group.
If possible I would like all of you to take a moment or two to think about something that relates to your role that you would like to achieve in, or before, the first quarter of 2019 – it could be something simple as ‘I want to see X class run’ or ‘I want to get Y piece of administration tidied up’ scale your goal to the level of time / administration / effort you are willing and able to put in – if you choose a goal that is easily achieved and manage to get it done quickly and want to create and work on a new goal then that’s great! If you choose an ambitious goal that you want to tackle, then we can break it down into smaller deliverables so even if the big goal suddenly becomes too much and needs to be abandoned because of real lifeTM all is not lost.
An excellent example is Master William’s heavy adventure – next Wednesday there is a ‘give heavy a go’ session happening- the aim isn’t for him to run heavy – but to get a group of people who are interested together to see if they want to get heavy up and running again – he has just facilitated the time and place and give people a chance.
Please think about what goal you would like to take a shot at and we will briefly discuss these in committee tomorrow – I would like to keep each discussion very brief – say two to three minutes per officer (keep’em small guys) – that way we can then have a quick discussion on how we can support and help each other to achieve our goals and what we can do to make these goals outcomes!
Sorry I didn’t give you more notice, I only just thought of this and have decided to run with it!
Any questions please fire them through to me!
If there is anyone else who is not an officer who would like to set a goal – please do! You’re welcome at the Committee Meeting or you can fire it through by email!
From the May 2009 minutes
“Discounts for stewards and cooks
Much discussion - Council's decision:
Stewards and cooks may choose not to pay for event - please include any discounts in proposal and budget. As a general principal, up to a total of 2 free tickets per event are expected in a proposal (e.g. cook and steward are free; co-stewards receive 50% discount, or other similar scheme). These may also be used to provide a discount to someone who comes to an event primarily to work/serve (for example someone who comes along only as a kitchen-hand), but this should be detailed in the event proposal.”
Meeting closed TIME pm