May Agenda

File Ref:


Title: Baronial Officers Meeting
Venue: Coulsen Reserve, Stormhold.
Event Date: Monday, 23rd May 2016 Start: 7:30 pm Finish: 9:00 pm
Chair: Rebecca Taylor

(Ysabel Norrice)

Minute Takers: Ysabel
Contact: Contact Phone: 0431952899
Item #
1 Welcome to the meeting – Rebecca

  • Thank you to Sir Brennan Halfhand for his service as Baronial Constable. Welcome to Seaumas as new officer.

Acceptance of Previous minutes



  • Post Code survey – Rodrigo

  • Council email – Rodrigo, See attached.

  • Liquor restrictions. – Rodrigo

  • Booking Coulsen reserve – see attached.


Old Business

  • Training move to 6pm – Rodrigo

  • Speccy Drakkar progress –

  • Stormshade refurbishment – Rodrigo

5 Officers Reports

a. Vicar – Verbal at meeting

b. Arts and Sciences – Verbal at meeting

c. Capt. of Archers – Verbal at meeting

d. Baronial Chirurgeon – Attached

e. Constable – Verbal at meeting

f. Herald – Verbal at meeting

g. Lists – Attached

h. Knight Marshal – Attached

i. Reeve – Verbal at meeting

j. Rapier– Verbal at meeting

k. Seneschal – Verbal at meeting

l. Webminister – Verbal at meeting

m. Officer Changeovers – Capt. of Archers, Rapier.

6 May crown report – Rodrigo

ThorolfR and Halla Victorious


Winterfeast update – See attached email from Meg


Thaw War update – Hanbal


William Marshal 2016Results of poll suggest a return to previous format of a day event. – Rodrigo


Transfer of bank account access for new Senechal– Miriam


Other Business:


Next Meeting – 27th June 2016

From: James Brown <>
Date: 3 May 2016 at 10:31
Subject: Various matters relating to Coulson Reserve Pavilion.
To: “Mitten, Peter” <>

To:Peter Mitten
Sports Development Officer
9205 5735

From James Brown
SCA – Central Melbourne

Hi Peter;

I am the new president for the local SCA group in Central Melbourne. I
live in Richmond and in addition to my role as president, I have an
active role in other areas of the local community.

We would like to give a big thanks to you and your colleagues for the
recent promotion of our group on the Yarra City Council Facebook page.

You are aware that our group uses the Coulson Reserve regularly on
Monday nights.
Our group is comfortable with use of the Pavilion and Grounds and look
forward to ongoing relations with the City of Yarra and use of the

We note and agree to the new notices outlining the alcohol policy that
have appeared on site.

I would like to let you know about some items for repair and management.
I think these items are easily resolved.

Item 1.
Problem. Lighting in the toilet adjacent to roller door.

Remarks. The lighting is not operating. I not sure of the cause.
Possibly, the fluorescent bulb or the starter have failed.

Item 2.
Problem. Hot water urn.

Remarks. The urn is a thermostat controlled, wall mounted unit. Power
is supplied by a wall mounted power point.  Currently, the urn is not
producing hot water. I suspect the element has failed.

Discussion.  If a user wants hot water, the urn is switched on
manually. Our group tries to ensure that the urn is switched off upon
leaving. However this does not always occur. Additionally, our group
sometimes arrives to find the urn left switched on. We speculate that
the urn is inadvertently left on by other pavilion users.

Is there a way to add an extra clock or switch to turn off the urn at
least overnight?
There are power saving benefits to a good solution for this issue.
A different solution may be to place a sign adjacent to the unit to
remind users to switch off the unit when closing up.

Item 3.
Problem. External fluorescent lights above roller door.

Remarks. The external fluorescent light for the rear verandah has
never worked in all our time of use of the pavilion. We use the roller
door entrance and it would be nice if we could have it lit.
Additionally, there may be merit to providing some general lighting to
the rear of the pavilion. There is currently only poor incidental
lighting to the area. The installation of better lighting may result
in reduced paint vandalism and rubbish dumped in the area.

Item 4.
Problem. External fluorescent lights above front verandah.

Remarks. These lights are subject to intermittent failure. The lights
for the verandah come on when the switch adjacent to the front double
doors is used, but the lights usually turn off after about one minute
of operation.
This is a great cause of frustration for us.

Item 5.
Problem. Hardware blocking the rear doors.

Remarks. There are various items blocking the access through the rear
doors. Our group is unsure who is responsible for this but the
equipment been there for over two years and really should be removed
on safety grounds. The equipment is stored in between the roller door
and the internal double doors of the rear entrance. It may be that the
equipment belongs to another pavilion user and they use the rear door
infrequently. However, we use the rear door weekly and require access
to bring in our equipment.
I’m reasonably confident that the pavilion would fail a fire
inspection as a result of this blockage.

I look forward to further and ongoing discussion for resolution of the
above items should you desire to do so.

I can be contacted on mobile 0408130674 or by return email.

Yours sincerely
James Brown

SCA – Central Melbourne

From: Meg <>

Date: 5 May 2016 at 20:38

Subject: RE: Winterfeast….

To: James Brown <>

Cc: Ermine Counter <>

Hi Rodrigo,

To be honest, I’ve not done much. I had designated “not thinking about it time” until May, and I’ve had heaps of shifts this week, so next week it is.

The Main Hall has been paid for. The small hall has been re-inspected and booking confirmed. I’ve not heard from the council regarding my application to use De Soza Park, but I’m taking no news as good news and plan to just use the park anyways. It’s huge, it’s winter so I doubt it will be in use for anything else, it shouldn’t be a problem.

Over the next few weeks I’ll plan the menu and liaise with the crew to make sure we are all on the same page. I hope to have all that in place by June, which will give us plenty of time to make any changes if required.

There’s not much else really to do until it gets closer. We’re not getting too fancy with decorations or anything, just doing a nice, simple, inviting event. Are the table cloths at the storage unit?

We currently have 7 people booked, but 5 of them are my family. People should book. 🙂

I’ve had some interest from one of the other Ballarat re-enactment groups. We should be able to sell some seats to them and Cherilyn has offered to help in the kitchen, which will be great.

If there’s anything more specific you need to know, please do ask. 🙂 I tried to do a small report…. I’m not sure if I succeeded!



From: Richards, Callum <>

Date: 4 April 2016 at 09:22

Subject: Bookings

To: James Brown <>

Hi James,

We have just noticed we do not have a booking for your group for this year. Are you planning on continuing to use our grounds and facilities? Can you please notify us either way and fill in the attached booking form, and send through along with your Certificate of Currency for this year?

Kind Regards

Callum Richards

Recreation Liaison Officer

City of Yarra PO Box 168 Richmond 3121

T (03) 9205 5738 F (03) 8417 6666 M