From the minutes of the January 2013 meeting:
Chest Making Workshop: Ed Braithwayte & Llewellyn are planning to run a non-SCA workshop weekend over Easter to make six board chests for personal use at cost, with only about 10 people in the workshop. People would need to pay for this in advance. People are welcome to stay in tents. Katherine asked whether we run it through their accounts as a completely private thing, or put it through our bank account. Since it's a workshop we wouldn't need to pay Levies. Total financial cost to the group would be nil. Nicola commented that this would add transparency. Wendy commented that we do need to be very careful with keeping proper records. Council is generally happy with this.
Proposal:
A workshop (after the model of a A&S Sunday, or any other informal, ungarbed SCA meeting) over Easter, in Edward's workshop, to allow 10 members of the Barony to make chests. I'm doing a written proposal for this because the chests will cost a substantial amount in materials, so I'd like to do it through the Ildhafn bank-account (for greater transparency, and to avoid out-of-pocket expenses for the people running the workshop).
While some money will come into the account and some will go out, the group should make neither any profit nor any loss on the workshop.
The chest will be made to a standard pattern, but with three options for sizes, two options for hinges, and a few other choices.
Steward:
Katherine Davies (Katherina Weyssin)
I will be responsible for the administrative side: advertising, bookings, collecting and accounting for moneys, etc. Ed and Llewellyn will manage the craft side: research and plan the chests and their construction, acquire materials and tools, and run the workshop itself.
How we approach money and materials:
There's no catering, no site-fee (thanks, Ed and Elizabeth!) and no levies or memberships (because it's an out-of-costume workshop, not a formal event). So the only money involved is materials-costs.
Ed will obtain most of the materials from the school he works for. He will pay them for what we use after the fact. Llewellyn will obtain suitable nails from a source in the US, and will need an advance ($300 from which we should get $50-100 change, depending on the exchange rate and shipping costs).
The cost of materials is substantial, so I propose:
- you have to pay well in advance (at least a fortnight before the workshop)
- no refunds in case of cancellation (find someone to take your place if you have to cancel)
- individuals pay into the Ildhafn account, and we pass it on to Ed in one payment (his preference)
The net result for the group should be neutral.
If, after the workshop we find people have paid a little too much in advance for materials, I propose Ed keeps the remainder as a small compensation for use of his workshop - breakfasts, wear and tear on tools, etc. If we find we've charged people substantially more than the chests cost (say, more than $5 per chest?) we give the chest-makers a partial refund.
Llewellyn will order more nails than we need (since we don't know exactly how many we need and they come by the pound). We have several options for any that are left:
- Ed or Llewellyn buy them at cost for their own stashes
- we give them to Ed and Llewellyn, as thanks for the workshop
- we ask nicely if Ed is willing to store them for the next workshop or project that's for the good of the barony
Details of chests and materials costs:
The current predictions are
- Chest stool: (approx $36 + nails). 470 high (seat height), 285 wide and 600 long. (Internal dimensions: 265 x 245 x 560)
- Midi chest:(approx $48 + nails). 500 high, 375 wide and 700 long (Internal dimensions: 265 x 295 x 660)
- Maxi chest: (approx $72 + nails). 620 high, 425 wide and 900 long (Internal dimensions: 405 x 385 x 860)
The precise sizes will depend on the final designs we decide to go for.
The costs are based on using 2.4m lengths of 285 x 20 pine (dressed) at $24/length and include a fudge factor to take care of delivery costs, GST, and sundry materials (steel, abrasives, adhesives, oil, wax, biscuits (the wooden variety) etc. ).
All chests could be made with or without a till at one end.
There would be a choice of strap or snipe hinges (to be made in the workshop)
Nails will cost $12-$15 per chest. I'll include $15 per chest in the upfront materials-cost, and we can refund some if we've overestimated.
Numbers and bookings:
10 people in the workshop making 15 chests is Ed's maximum. However, partners, children, support-crew (especially cooks!) and assorted hangers-on are welcome.
The first three will be Ed, Llewellyn and Katherina. After that - first booked and paid gets the slot. No refunds on cancellation unless there's someone to take your spot.
Katherina will put a booking form up on the Ildhafn website, the advertise it in the usual way.
Accommodation:
Ed and Elizabeth have offered tent-space. Otherwise, arrange your own in Rotorua.
Catering:
BYO everything. Ed and Elizabeth with provide breakfast (helpers welcome). Otherwise, it's uncatered unless someone wants to arrange an informal meal-plan. If someone does, it'll be priced separately, and accounted for separately. Please feed Ed, Elizabeth and Eirik if you do this, in thanks for their hospitality.
Whiling away the weekend:
The chest-making will be spread over the weekend, but there will be plenty of slack-time while glue dries. Come prepared with projects and pastimes, or play tourist in the gaps.