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Ildhafn Committee Meeting Minutes - June 2021

Submitted by Elyna Delynor on June 28, 2021 - 9:19pm


Minutes dated 5 June 2021

Meeting opened at 1.12pm

Attendees: Ludwig von Regensburg (Seneschal, Webminster/Social Media), Sympkyn of the Moor (Quartermaster), Elyna Delynor (Chatelaine/Chronicler), Eleanor Hall, Domenego Ferrante di Aldobrando (Reeve) (via Zoom), Emrys Tudor (Marshal) (via Zoom).


1. Opening and Welcome: by the Seneschal.

2. Apologies: Griete van Groningen, Maximilian von Monsterburg.

3. Minutes of the previous meeting: Ludwig moved that the minutes from the previous meeting (May 2021 – link: be accepted by this meeting. Seconded by Sympkyn, vote was in favour, motion carried.

4. Matters Arising from the Minutes

5. Officer Reports:

- Seneschal (Ludwig)

The biggest task of the month was finding our new Reeve, our thanks to Domenego for taking the role, and our thanks to Eleanor for her past service. Next, we really need to sort the bank account, now we have a Reeve. The other main task was getting the Baronial Anniversary event approved, which happened by email.

- Webminster/Social Media (Ludwig)

I’ve started poking around the website doing some tidying up. Social Media-wise, I have deleted the surplus admins on our Facebook group. William de Cameron has asked me where the Lochac Social Media policies are found... we (the committee) were advised by email of the policies, but it isn’t actually very findable on the Lochac website.

Elyna: I think they should be visible on our Facebook group also, and maybe make them more obviously findable on the Ildhafn website.

Ludwig: Agreed, I’ll do that.

- Reeve (Domenego):

I have signed the relevant warrant. Obviously, we need to sort the signatories on the bank account, and that might mean canning the current account and opening a new one.

Ludwig: You and I should coordinate on that.

Domenego: Financially there are still a couple of things from the last event that haven’t been dealt with I believe?

Sympkyn: Yes, one outstanding event fee, and one reimbursement for laundry.

Domenego: Ok, I will sort that out.

- Herald (Maximilian)

No report.

- Chatelaine (Elyna)

Not much to report:

Ludwig: I have some business cards which you should probably have.

Elyna: Ok, I’ll get them from you for the “chatelaine’s box”. Our Instagram following is up to 245, and Eleanor tells me it was useful to prove our respectability to an event venue recently, so that was nice.

- Chronicler (Elyna)

My plan is that I will release our first journal (well first in a little while) ideally on 1st July. At the moment I’m figuring out what it will look like as I go. I don’t really want to write the entire content myself, although I’m very happy to write some of it, but it would be good to get contributions from various people, assuming I can reserve editorial control. Once everyone is used to what the journal contains, I will open it up to the wider world for anyone to submit things to the editor, but for this first edition I am specifically shoulder-tapping people for content that I want.

This being the case, are there any present officers who would be willing to submit a piece?

Domenego: I could write something on the recently implemented scriptorium.

Emrys: I could write a piece from the Marshal.

Elyna: Great, thank you. I have a few other ideas on the go so hopefully all will come together well.

- Marshal (Emrys)

There has been a slight hiatus due to losing our hall. We have a new option, but we are negotiating price as they are more costly than past options. If we can get it, this would be a venue for both heavy and rapier. The venue people have not been very responsive, so I am contacting them regularly trying to get an answer; if they are not willing to shift on price, I will have to keep hunting for another indoor venue. I’d like to find a single place for both heavy and rapier, central and easy to access for everybody, that we can potentially have both Monday and Tuesday.

Sympkyn: In terms of heavy, Rudiger has finished the weekly heavy sessions that he had committed to originally, and is going to try to come up once a month instead. He has recommended that Alice and I go ahead and fill in the forms for authorising. We’re going to continue training in the park on Sunday mornings; we have been at Cornwall Park, but I was going to suggest a change to Tāhake Reserve, because there is a covered area where we could check gear and fence on the grass, or in bad weather we could train under the shelter. It is at the bottom of Mt Eden/Maungawhau with a carpark off Mt Eden Road.

- Quartermaster (Sympkyn)

Stuff is still downstairs. I would like to update the website with a current gear catalogue, but I haven’t had time yet. Some of the boxes are a bit broken which I think I mentioned before, so I may need to buy a few more.

Ages ago some of us went through and identified stuff to get rid of, for example nasty cutlery and cups, various other things. So, I’m going to make up six complete feast kits for lending out. Then all the stuff we don’t want I will put out for adoption by members, and failing that they can go to the op shop.

Probably at some stage we should collectively do another loop through what’s there. There are a number of boxes we are just storing which haven’t been opened since I took this position. We should rationalise what we keep as, if we end up ever having to pay for storage, as it stands the cost would be excessive. This may be a discussion for the end of the year, when I have time to pull it all out and go through it.

Ludwig: We could do that when everyone is here sometime, like at the end of year BBQ or similar. 

Sympkyn: Yep. I think there’s also a box down there that is technically ‘lost & found’ stuff that predates me taking over the quartermaster gear, so I’ll go through that as well and photograph it so we can find homes for things.

- A&S Officer (Griete)

Elyna: I’ll summarise as we have no Griete… in short everything is going just fine. I know the scribal evenings have been going on weekly which is a new thing, and I’ve been doing weekly classes on dancing for beginners with Sympkyn’s help. Both have been successful so far.

6. Past Events:


7. Upcoming Events:

- Baronial Anniversary in June (Ludwig/Eleanor)

Ludwig: So the most important things are, what do you need and how do we get them there?

Eleanor: Banners, carafes, and tablecloths, I think that’s it.

Sympkyn: I can take that in the station wagon. I am thinking of putting some 3M hooks in for banner-hanging. They could be a good thing to have in the club gear for venues that don’t have convenient hanging spots. It would need an initial spend to buy them, but they are very reusable.

Elyna: Can we have some dancing at the event?

Eleanor: Yes definitely!

Ludwig: Anything else the stewards need?

Eleanor: Advertising hasn’t happened as much as it could have. I was concerned about the hall as there was trouble confirming it and then getting paperwork from them, and real life got in the way a bit too.

Ludwig: The Cluain Hastilude will clash with the event date unfortunately, but that was unavoidable.

Elyna: I will make a list of dances, and I’ll have electronic music options in case live music isn’t possible.

8. Other Business:

Ludwig: In terms of Summer Event, I will put out a request for a steward, to get people thinking about whether they could help, and we can talk about this later when we have something more concrete to discuss.

Elyna: Maybe also ask if anyone is interested in being the feast cook, or any other roles that are kind of major but not as big as the actual stewarding role.

Ludwig: It would be nice to have a local event between Baronial Anniversary and Summer Event. There will be Labour Weekend in Cluain, of course.

9. Date of next meeting: 3 July 2021

10. Meeting closed at 2.08pm

Minutes written by Elyna Delynor.

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