NZLARPs National AGM – 15 October 2014.
Meeting started about 7:30, due to some technical difficulties with communicating with Wellington.
The minutes for the previous AGM were accepted.
[b]Officers Reports:
James Cooper – Treasurer:[/b]
- The accounts are in good condition. Most of the finances are from Auckland - 2 Chimeras fell into this financial year, as well as the first Crucible weekend game plus day games.
- Bank account will be switching over to ASB – they offer multiple no-fee accounts, which is what we need, and should provide us with better service than our current bank.
Anthony Doornebosch asked when the bank accounts are going to be transferred over to ASB. They will be transferred when Michelle Burt is back in the country.
Questions were asked about whether we will have to pay tax this year, given the large surplus. At this point, we do not know. However, if we do, the tax could end up taking up a considerable amount of that surplus.
The financials for the year were accepted unanimously.
Malcolm Harbrow – Secretary:
James read out Malcolm’s report, as posted online.
Nick Wolf – IT Officer:
James read out Nick’s report, as posted online.
Ryan Paddy – Marketing Officer:
Ryan read out his own report, as posted online.
Voting:
Daena Schofield and Cheryl Frederick were voted in unanimously as the returning officers for Auckland.
Anthony Doornebosch was voted in as the returning officer for Wellington.
Voting was conducted by secret ballot.
The following people were voted into the following positions:
- President: Michelle Burt
- Secretary: Malcolm Harbrow
- Treasurer: James Cooper
- Marketing Officer: Ryan Paddy
- Information Technology Officer: Mikaere Curtis
General Business:
- 2 lovely people from Stella Nova (Sci fi club) attended the meeting – they are donating their costumes and set dressing from their Guards Guards/Mort play to us.
- Marie was one of the representatives from Stella Nova. She and Norman are running a bid to host Worldcon in 2020 in NZ. They attended Worldcon in London recently to this end.
For this bid to be successful and for the event to run smoothly, they need people on the ground in NZ to volunteer and help out. There is a Worldcon facebook page where people can volunteer, and also a form on their website.
Worldcon is a huge science fiction convention, runs over 4-5 days. Australia has hosted it 4 times. There are panels, discussions, workshops, gaming, cosplay. Marie has been talking to the Romans and other medieval groups about this too.
Still sorting out whether it will be based in Auckland or Wellington. A formal declaration of intention to host is to be made at Worldcon 2016.
Examples of tasks that volunteers will be required for: Managing the running of rooms at the event, transporting goods and souvineers from different countries. Lots of other tasks that need doing too.
Constitution change:
That the first sentence of section 32 (Financial year) in the constitution be replaced with the following:
"The financial year of the Society shall end on the last day of August in each year at which date the annual statement of accounts shall be prepared for submission to the Annual General Meeting."
Motion passed.
Meeting closed about 8:15pm.