Minutes of meeting held: 16/7/03

Attendees:
Karl Madsen Steve Roylance Conrad Leviston Mark Anderson Louise Stewart Tobin Richard Margaret Rendell Sui Jackson Sue Barzda Ryan Peregrin Ryan Beth Johnston Kelley Johnston Aroleon Peter Ryan Lillian Johnston Warren McArdle Leanne McArdle Apologies: Jo Palmer

12th Night commentary:

• People were informed on the Yahoo group set up by Honey for all people involved in the 12th night preparations. Mark Anderson pointed out that he does not have Internet access. Karl Madsen confirmed that he would print out all correspondence and forward to Mark
• It was pointed out that Krae Ghlas would need BOD approval to take credit card bookings. Autocrat (Jo Palmer) to investigate
• Questions were asked about “when’ a 12th night planning meeting was to be held. As Seneschal, Karl Madsen was to follow this up.
• A motion was raised and passed that “the 12th night progress meetings should be held monthly and should be worked into the Wednesday night schedule”. Action: Lillian to liase with Jo about which Wednesday would be suitable.
• The consensus was that as this was to be a Krae Ghlas event then it should be run by Krae Ghlas people and held within the boundaries of Krae Ghlas:
  • Action: Sue Barzda Ryan volunteered to take over from Taffy as Feastocrat and to follow this up with Taffy
  • Action: Tobin Richards to follow up on using the Oakleigh Mechanics Hall rather than a city venue. Oakleigh venue is being
    used for Ball d’Argent this weekend
  • Action: Tobin Richards to follow up with Monash Council to get approval to hold fighting etc in the park next to the hall
• Billeting: It was decided that it would be declared that billeting was BYS (Billet yourself) as it would be a nightmare to co-ordinate
• Joey is moving to Queensland so Karl Madsen volunteered to take over Hall decoration responsibilities. Action: Karl to report back to the officers on the cost of preparing a Krae Ghlas gonfalon for every member of Krae Ghlas with registered arms. This way the hall would have a very definite Krae Ghlas feel which could only strengthen the presence of Krae Ghlas given our desire to move on to becoming a Shire.
• Beth suggested 12th night t-shirts, bags or napkins. Consensus was to make napkins. A&S officer to rework schedule to include both napkin and gonfalon making.

Officers’ Reports:

Seneschal:

• Karl Madsen’s appointment as Seneschal was approved by Beth and the assembled officers
• Warren McArdle volunteered to by deputy Seneschal
• Jo Palmer’s abrupt departure from the position was discussed and concerns were raised about her commitment to the 12th night bid, given that her reasons for dropping Seneschal were
  1. Not getting support from Krae Ghlas members
  2. Wanting a break
  3. Some members of Krae Ghlas were actively working against her.
  • Action: Karl Madsen to discuss with Jo, what her plans were and to get some level of commitment from her and a date for a 12th night planning meeting. To raise the officers’ level of confidence, Lillian Johnston will work with Jo as deputy Autocrat, so that there would be a contingency plan in place.

Reeve:

• Approx $900 in the account
• Cheque for $500 given to Jo Palmer for hall deposit. Seneschal to inform Jo Palmer not to put deposit down until local hall issue is resolved.
• Rattan money outstanding from Tasmanian & South Australian groups
• Financial report for ArtJox II is now two months overdue. It was pointed out that is in breach of OziBod Financial policy and puts Jo Palmers position as Autocrat for 12th night in danger. Action: Karl Madsen to follow up with Jo to get the report in within 7 days.
• Leanne McArdle has not put in reports for the last two months. This means the Leanne cannot autocrat any other events until the reports have been submitted. Action: Karl Madsen to constantly remind Leanne until reports submitted

Hospitaller:

• Karl Madsen resigned as Hospitaller. The officers agreed that given that Hospitaller had only been called upon three times in the last three years that the office was redundant. Action: Exist garb to be returned to owners or auctioned off.

Marshall:

• Nothing to report

A&S:

• A&S schedule to be reworked and submitted to Chronicler.

Chronicler:

• Louise Stewart has taken on this office. All articles for Blue Strand to be submitted by 25th of the month. Louise will liase with Arrowreach & Stormhold Chronicler so that information from all three groups can be disseminated

Web Minister:

• Tobin Richard appointed (volunteered) as Web Minister. Hopes to have new web site up and running within seven days. Will talk to Del about space on www.sca.org.au
• Web site to be open for all to submit to, with officers having the responsibility to approve content before it is published.
• Web site will be using the same software as SCA in South Australia, which will aid in the sharing of information

Other business:

Future events:

• St Monica’s will be running inter-college war in 2004
• Three day camping event to be held over March 2004 long weekend in Drouin, as a ‘practice run for Rowany

Next Meeting:

• Officers meeting to be held on the fourth Wednesday of each month from 8pm-8:30pm. All officers & 12th night autocrat to send Seneschal their reports the night before so that the meeting can be kept as short as possible.

Other:

• Sui raised a motion that the previous Seneschal (Jo Palmer) should be thanked for her efforts over the last 9 months. All present agreed.