Auckland branch meeting minutes
Wednesday 20th April 2011
Present: Mike, Anna, Liz, Cameron, Malu, Tigger
Apologies: Rowena
Thanks to Ryan for taking minutes.
Matters arising
Last meeting was February.
Adam requested project forms - sent.
Rowena was to find all electronic copies of society forms - found and now available online.
Malu was to look for food processor for Teonn - still looking.
Anna - Chimera flagship has had some writers unable to continue. 2-4 new writers desired, preferably with experience. Contact Anna, Malu or Hannah.
Officers reports
Marketing - Anna has made Teonn and Chimera business cards. There is an issue with some people signing up to database, applying for membership, but not paying. They stay marked as “Applied”. Anna/Liz/Rowena to fix up database together. Ryan suggests these users could be marked as “Not applied” so that they move out of the way and don’t look like unhandled membership applications. There are also some duplicate records needing deleting, which Anna can do, and the new “Forgot password” function and site remembering last login using cookies should prevent this being so common.
Gear - Gear came back well from Dreams in the Witch House. Tigger returned first aid kit to Cameron at meeting. Hamish is moving, he says society can continue to store gear in garage at new house, so long as we help him move house. Committee finds this agreeable. Discussion of options available to society if Hamish were unable to continue storing gear, in the worst case it could be spread among several houses. Discussion of paid storage options. Cameron says society has been offered some glass liquor decanters, he has accepted pending taking a look at them to ensure they’re appropriate. Cameron may have access to some corflute, but with the election coming there is likely to be a lot available anyway. Tigger says Witch House has expanded Auckland gear pool with modern costumes such as white shirts, jackets, pants. Witch House was project of NZLARPS. Cameron lent 1 costume to member.
Finance - accounts are healthy, society has about $8000 between Auckland and National. Some tidying needed of misplaced funds to clarify exact balances. Liz and Anna to reconcile accounts on Tuesday. Roughly $1300 expected to be in National account. Deposits for venues have been paid, fees for Teonn have come in and some unspent, so balance can be misleading.
Meeting dates
Mike suggests firming up schedule of regular meetings on first Wednesday of each month unless agreed otherwise in advance, committee agrees. 1 weeks notice will be given, Malu offers to take care of that and to create Facebook group for committee with reminders.
Trailer
No longer full of hay, Mike sold for $92.50. Mike got rego and warrant. Is not insured, committee previously got 3 quotes but didn’t progress. Anna says State looked like the best option. Cameron to sort out insurance. Discussion of weight of trailer, whether driver is insured if trailer is too heavy for car. Consideration of whether we need another trailer, possibly a lighter cage trailer. Would need to pass selling this trailer to buy another past Lion Foundation as condition of grant was that we don’t sell. Another option is buying or getting a second grant for a second trailer, and having two. Mike to look into. Trailer needs servicing, rust on bottom fixed, committee agrees for Mike to proceed. May need to fix leaky roof, silicon in bolt holes from above may work - Cameron says used in trams at MOTAT.
Projects
Black Hart of Camelot ran successfully in Dunedin using funds from Auckland (and gear from Ryan), loss of $6. Discussion of the kinds of larps that are suitable to run in cities where larp is less widespread or varied, whether no/low-budget larps are better for this purpose. Ryan - also want to encourage diversity of styles and show what’s possible with budget.
Dreams in the Witch House ran successfully in Auckland. Small loss, actuals to be calculated on Teusday. Experimental approach to structure with weekend split into two IC times worked. Cut scene idea needs work. “Weird Tales” theme worked well, players would like horror aspect expanded. Interesting separation of IC and OOC knowledge around 1936 era, pre-war Nazi party, etc.
Teonn has upcoming daygame.
Meeting closed
ACTION POINTS
- Malu to look for food processor for Teonn
- Anna and Malu to look for more writers for Chimera flagship
- Rowena and Anna to fix up users in database together
- Cameron to coordinate society to help Hamish move house with gear, about time of Teonn weekend game
- Liz and Anna to reconcile accounts on Tuesday, including Witch House actuals
- Malu to notify society of Auckland branch meetings a week in advance
- Cameron to sort out insurance on trailer
- Mike to have trailer serviced, rust fixed
- Mike to look into possibility of another trailer