St Florian de la Riviere

Meeting Date: 19th February 2017

Start Time: 10:20am

Chair: Henri de Montferrant

Attendees:

Apologies:, Alain Quartier, Ellianna Draconia, Jessica of Fearne Abbey, Henry the Fox

Quorum met? YES

Motion to accept previous minutes by: Henri, Seconded by: Cara

AGENDA ITEMS

Officer Reports

Hospit – Bazaar yesterday –
The event did really well and redistributed the 85% that was not needed. Any items untaken will be distributed to Stegby and Burnsfield by the Baroness River Haven. Event made – $107.20 from the hospit alone.
- We have two boxes still of garb which is flexible and another box of tabards for general use.
- Still looking for a deputy – need to have a replacement by September and willing to teach and support.
- New post to go out advertising for a replacement
Chronicler – looking for stuff to go into Dieu La Vault, any contributions welcome.
Reeve – waiting on Paul’s westpac bank number, and the Treasurer’s (Tim) details and right to go
- Access to dropbox – dropbox will send Kara a number
- Kara has been talking with incoming Treasurers re making reporting easier for the Reeve and Steward
- March report to do together and office will hand over
- 4^th box of old paperwork in the container to go to Kara, missed when the other three were given over to Nesta.
- Ann Elk has handed in outstanding report forms.
- Plan is to have all outstanding reports finalised by handover
- Sarah Pynke needs St Florian details to bank yesterday’s taking – Nesta to send to her.

Officer succession plans and deputies,

Need replacement officers for Hospitallier, Churigeon, Historian and Captain of Archers. Each Officer to advertise their position and call for deputies.
A&S Officer is out for commentary (one week more to go) – Jessica of Fern Abbey
Advertising is happening in Dieu La Vault

Great Northern War Update;

Site visit today – power issues resolved on site
Cold room to be rented
Jolly Duke – Enough space for at least 6 kegs in cold room– to discuss with Steward re ice / additional cold room storage space.
Officers were called a couple of weeks ago – most are full but a few more needed, finalised soon.
Soon to a call out for Marshalls

Festival 2017 St Florian Encampment Update

Bookings open – 3 so far
Facebook event to be made up
Dieu la Vault information to go in
Tent and portaloo book, awaiting firewood information
Still needing an invoice from Lorcan for last year’s tent hire. Henri to chase up.

Storage Container Update,

Made good progress last month with clean up
Next one on 4/3/17 which will be cataloguing and boxing
Rearrangement of shelves also to occur on Monday night to assist with Archery gear
Wheelie bins also to be obtained for archery gear
Old list field to go to Stegby
Alain need reimbursement for keys cut. Previous approval applies. Alain to send receipts through to Reeve.
Also to look at solution for Glaive Storage – another wheelie bin?

Loaner armour update

New Event proposals

Any other business

Bazaar event and 2^nd Tourney of the Belt report
- 74 people through the door
- $231 collected and all balanced
- Going to contact the sellers and let them know that they are welcome at any time to come to an event
- Thank you to Kathelyn and Rufus for running event

Mt Cootha Botanic Garden’s ‘s Shakespeare Festival – Demo on 23 April 2017
- Ann Elk to submit event proposal – this can be approved on a Monday night out of session
- Later period garb again needed

Calendar purchased – reimbursement need for $25. Calendar purchased for event scheduling
- Henri moved, Eleanor Seconded – Passed

Volunteer needed for data entry for Google Calendar
- Need to input event calendar
- Eleanor to coordinate data entry

Event Proposal / Reporting
- Henri has drafted a report form
- Event proposal is a spreadsheet – filled out and sent to Seneschal for approval at a meeting, ideally more than a month before event
- After approval – Steward cut and pastes’ to online Lochac form
- Approved online by Seneschal
- Online form allows the forwards to Pegasus, Lochac Announce and Kingdom Calendar.
- Needs to be officially in Pegasus if King and Queen are going to be there and will give out awards
- When events run – constab needs to track entry and report to steward.
- Nesta to follow up re when hardcopy documents are kept after upload to drop box
- Money has to be banked within 5 days and paperwork within two weeks
- Seneschal will be chasing up stewards for event reports and banking
- Henri wants to make this simple to allow people to run events.
- Kathelyn to write her experience of running an event to encourage others to do it.

Meeting Closed At 11.27

Next meeting – Fighter Practice on 20 March at 7pm