Agenda for December meeting

nzLARPS
#1

Early December there’ll be another meeting of the LARPS central committee.

I propose we extend the invitation (not that they weren’t already welcome) to all game writers to discuss how a society could best serve them, and how they would be willing to help the community prosper in return. We’ll take this, type it up, and discuss it online, where we’ll make the first working agreement between games and the society. It’s not too early for this with such things as the Greek LARP around the corner! Agreement should include:

=> What’s provided by LARPS
- Gear
- Organisation forum
- Promotion
- Assistance
- Funding

=> What the game is obligated to give back
- Profit
- Discounts
- Props

We can’t do this in November because there’s already a lot on the agenda.

We’d aim to make a pretty formal kind of document out of it, from which we can make such docs as “So you wanna run a LARP” later.

#2

I’m happy to do that for Mordavia, formalising what we agreed at the pre-formation meeting.

Also, I think it would be a good idea to put nationalisation on the agenda at some point. There is very little stopping LARPS working at a national level. It could provide many benefits such as funding, advice, and promotion to people anywhere in New Zealand easily. The two areas that would need most consideration are:

  • Gear: I think there would still need to be an overall Equipment Officer, but there would also need to be delegated regional equipment managers to take care of local gear pools. This would make the Equipment Officers role bigger, trying to keep an overview of the various regional pools.
  • Committee: Having members from around the country is desirable in terms of representation, but may add technical difficulties. Phone or video conferencing are possible answers.
#3

Here’s a draft of an agreement between Mordavia and LARPS. It’s a work in progress, will edit this post and update it gradually.

[size=134]Mordavia, a project of the Live Action Role Playing Society[/size]

Mordavia, previously an independant not-for-profit organisation will become a project of the Live Action Role Playing Socierty (LARPS).

Project Owner
The project owner will be Ryan Paddy. The owner will take responsibility for the project, and report to LARPS on progress as required.

The owner may delegate responsibilities within the project in any manner desired, but responsibility for the output and finances of the project untimately rests with the owner.

Ownership of the project may be transferred. LARPS will be notified if this has occured.

Finances
The existing assets of Mordavia at the time it becomes a project of LARPS will be transferred to the society.

LARPS will put forward funding as available to help with pre-event preparations such as venue booking, food costs, and equipment building.

The project owner will personally guarantee that funding received from LARPS will be returned in full, as cash or agreed equipment.

Equipment
xxx

Promotion
xxx

#4

Items for agenda:

  1. Constitution. Hopefully I can get a draft posted (here?) in advance for people to comment on.

  2. Bank account. Now set up, details to be passed on to everyone.

  3. Membership roll. Make sure that payments received tallys with memberships applied for and memberships granted.

#5

More agenda items.

  1. Constitution - you should all have read the draft, I need comments and opintions etc.

  2. Deputies - we should all have deputies for our Roles. I know the general committee members are supposed to be for this, but we should have a specific person ready to take on all roles. For example, now that Hans is away, who is the deputy Projects co-ordinator?

  3. New project plan procedures and documents. Planned procedure for starting a project, or scheduling an event within an existing project. Application for resources document. New form for affilliation, procedure?

  4. Mordavia - committee aproval for the next event and associated costs. OK, this is a given, but its an initial run of the project procedures.

#6

Hello, where is this? If it’s in a private forum can I suggest it’s made public so that it gets a wider review?

#7

I think the plan is for the Committee to get a working draft, then put it out to the membership for comment. Otherwise there will be chaos…

#8

=> How a project or associate can leave the society. Not a great thought, but something that needs to be discussed so we have processes in place in case they are needed in the future.

#9

=> Lessons from the Grey Lynn Festival.
=> Flyers
=> Membership forms.

#10

Chaos may be better than inactivity, which is what you seem to have now.

#11

I believe that people are currently reviewing the draft, and will make comments as to what needs to be amended at the next meeting. Hopefully, there are not many things people want altered.

It may look like inactivity, but more is going on behind the scenes (at least I hope :slight_smile:

#12

Agenda for tonight.

Third NZLARPS Committee Meeting

7th Dec:

  1. Review minutes of previous meeting:
    Forward money to Steve (Treasurer) - Craig and Nikki
    Advise of costs of running & owning website, and create NZLARPS website – Craig
    Draft documents of Affiliate Agreement, Project Application & Contract – Steve
    Contact Project Leaders and Affiliates with documentation – Adam
    Monthly Newsletters – Lucy (Craig for this week’s one)
    Make up membership forms – Rhiannon
    Organise and advertise next Improvisation workshop – Lucy
    Organise and advertise gear workshops, and upcoming Skirmish – Mike
    Put up Committee contact details – Rhiannon
    Talk to AMERICA/AUSA for possible advertising – Rhiannon, Lucy, Craig
    Organise advertising displays e.g. at Christmas – Lucy
    Send contacts for Quest Waikato – AJ, Mike
    Read constitution – Everybody
    Repost Logo Competition – Mike & Craig
    Make flyers for advertising – Rhiannon and Craig

  2. Standard forms; project and affiliate. Agreement so we can send out eg to Ryan for Mordavia.

  3. Constitution; Going over and getting agreement so we can post for members to comment on.

  4. What is provided by the society; A discussion to get a list of what is provided by NZLARPS.
    => What’s provided by LARPS

  • Gear
  • Organisation forum
  • Promotion
  • Assistance
  • Funding

=> What the game is obligated to give back

  • Profit
  • Discounts
  • Props
  1. Nationalisation;
    Gear: I think there would still need to be an overall Equipment Officer, but there would also need to be delegated regional equipment managers to take care of local gear pools. This would make the Equipment Officers role bigger, trying to keep an overview of the various regional pools.
  • Committee: Having members from around the country is desirable in terms of representation, but may add technical difficulties. Phone or video conferencing are possible answers.
    • ChCh

  1. Bank Account & Finances; status, what process we are going to do to catch up with people who owe money, eg last Mordavia weekend.

  2. Membership roll, how people join process, review of forms, payment. Make sure that payments received tallys with memberships applied for and memberships granted. What process we are going to do to make sure we update the current missing membership data.

  3. Deputies - we should all have deputies for our Roles. I know the general committee members are supposed to be for this, but we should have a specific person ready to take on all roles. For example, now that Hans is away, who is the deputy Projects co-ordinator? (AJ)

  4. New project plan procedures and documents. Planned procedure for starting a project, or scheduling an event within an existing project. Application for resources document. New form for affilliation, procedure?

  5. How a project or associate can leave the society. Not a great thought, but something that needs to be discussed so we have processes in place in case they are needed in the future.

  6. Lessons from the Grey Lynn Festival.

  7. Steve’s Og game discussion as a project.

  8. Web site update.

14 Next News letter.

  1. Other Business