NZLARPs Minutes 20-08-2014
Present: James Cooper, Prema Cottingham, Walter Hamer, Dave Luxton, Mikaere Curtis
Start: 7:50pm
Acceptance of previous minutes: To be deferred until next meeting, as minutes went up late.
Action Points from last meeting:
- Marketing Officer Vacancy – no expressions of interest as of yet for this position.
- Online discussions – We advanced Anna some money for Chimera, voted for this online. Also discussed hiring a truck for the gear move.
- Library con – Dave has confirmed that we have a table for this. It is on the 27th of Sept (?) Weekend after Crucible.
- James – Financials for Crucible – hasn’t received anything from Jon yet.
- Mike – about 5 or 6 people haven’t responded yet regarding transferring payments to Crucible.
Action Point: Mike to provide James with email list of people to follow up.
Action Point: James to email these people to follow up. If we don’t hear anything from them and they turn up to the upcoming weekend game, we will pass the money onto Crucible then. However, it would be great if we could pass it over earlier! - Information act – Idiot Savant has provided Adam P with information held about him by present and former committee members, as per the Privacy Act request.
- Mike thinks he sent an email to Linda but cannot find a record of it, so will email Linda again.
- James hasn’t received any payments for Crucible for a while now, so presumably all payments are going to the Crucible account.
Events during month:
- Aethercon – Prema, Ryan and Daena manned the stand. 15 people signed up for Chimera and 10 for Crucible. An old colleague of Walters came along to Chimera as a photographer. While Aethercon is not as big as Armageddon, we think it is a better target audience.
Gear:
- Need to vote on gear policy. The policy document is attached to the minutes from the last meeting. We realized tonight that we didn’t vote to ratify it last meeting, so will do it now.
Motion – to accept the gear policy.
Mike – Proposed, Prema seconded. Voted unanimously to accept. - Action Point – Mike to forward the gear policy to the Crucible GM team.
- Short discussion about if they want to hire only a portion of the gear – they are most likely to hire the weapons, and these are the most expensive part of gear, most likely to break and most likely to be targets for stealing. Therefore it’s appropriate to charge the full fee.
- Prema – to talk to Ryan about finding someone to spearhead Armageddon. – hasn’t done yet.
- Hannah – follow up with Ryan and Daena regarding the marketing materials.
Prema – Daena passed them on to Ryan at Aethercon, so we need to get them from Ryan. - We need to inform our affiliates about the gear policy.
Action Point: Mike to inform Derek about gear policy, so he knows for 1001 Nights.
Hannah – we should send it out to all our projects and all our affiliate games, including those that haven’t run for awhile but are still active.
Action Point: Mike to email Larp in the Park, Chimera, Fates Unbound, Witch House, Multiverse, Skirmish, Chrono Continuum, Sabbat, No Quarter to provide them with the gear policy. - Discussion about how Cheryl would like to run a Horror game on the 8th of Oct, because there is a Lunar Eclipse around midnight. We think this is a great idea.
AGM:
- At Hannah’s place on evening of 15th October. Both the National and Auckland ones will be hosted in Auckland. National one will be first, Auckland one will be later.
- If more than 20 people express an interest in coming, we will look at hiring a hall.
Carnival Costumes:
- Emailed several times but haven’t got a reply. James hired a costume from them and they gave him a discount for Chimera.
- Action Point: Clare to ring them up or go see them in person. - Discussion about privacy act issues around giving them members details so they can verify whether people who come in are members. However, the chances are that only people associated with NZLARPs will know about the discount anyway.
- We should also provide them with a list of events. We will need to provide them with a calendar of events, and perhaps genre details.
- We could have a sticky post on Diatribe so people can find out the details of the shop location and hours easily.
Finance:
- Chimera payments have come in, still about $1000 to go out we think.
- Catering well subscribed.
- Auckland account looking healthy.
- Discussion of venues – Hannah says there is a girl guide camp in Oratia that has bush, it might make a good venue.
- Gear shed bill – we are to pay monthly. We have paid for the first month. Mike has the bank details.
Action Point – James – to set up an automatic payment to pay for gear shed monthly.
Chimera:
- Having the socializing in the middle hall worked well. It meant that Puketane was quiet at night.
- Drinking was well controlled.
- Cleanup - there were quite a lot of helpers to start with, but volunteers waned. People didn’t vaccum their own rooms, which meant the cleaning took up time. There was a lot of really fine glitter in one room, which took up a lot of time as it was difficult to sweep up.
- Suggestion that people should wear their badges if they are not in a game during a slot and not in costume, so they are easily identifiable as Chimera attendees. Means they are less likely to get questioned as to whether they are attending the event or not.
Gear:
- Paid gear storage sorted out.
- Mike has built some awesome, strong shelves.
- The storage place is really good and it’s a lot easier to find the gear.
- Prema has set up a map to show where the boxes are.
- Mike has paid the warrant for the trailer; there is a rego coming up.
- Trailer needs some rust treatment – the underside is starting to rust. Cost is about $150.
- Discussion about how current trailer is big and heavy. However, being closed in means it is waterproof, which is a plus side.
- Maybe we could look for sponsorship to get a cage trailer? The Lions gave us funding for the last one.
- We could just hire a cage trailer as needed.
Motion: We should spend up to $200 on trailer rust proofing.
Mike – Proposed Prema – seconded. Vote = unanimous yes. - No gear issues arising from Chimera.
- We need more black robes – we only have a few now.
- Gear shed / left over unwanted gear (eg roman shields) – Jared has taken some of the shields, box of feasting gear and box of costuming. He may come back and take some more.
Nobody seems to want the fountain. There are still a few items in the shed – fountain, some not very larpsafe shields, western doors, grave, candelabra.
The western doors were quite expensive when first brought – we can sell on trademe. Candelabra would be worth posting on trademe as well.
Action Point: Put items on Diatribe and see if someone might want them. - We should look at taking the gear shed down sometime between Crucible and Christmas. We could sell it as a $1 reserve on trademe and specify in the ad that they have to dismantle it and take it away themselves.
- Action Point – Mike to post info for shed on Diatribe first, to see if anyone in the community wants it.
Upcoming events:
- Crucible
- Larp in the Park – They will be sorting out character write-up/submission over the next month, and gaging interest. Will look at writing up/sorting out the budget next month.
People can contact the GMs on larpintheparknz@gmail.com. - Dance of the Dawn – One off game, happening in November. There has been a fair bit of interest, but we gather lots of ladies have expressed an interest and not many men.
- Fates Unbound changeling game
- Duchy of Flint changeling game
- Librarycon. People with a Crucible larp-over may want to help out, they can dress up and sooth their larpover
. It is the weekend after Crucible.
. It is the weekend after Crucible.[b]Finish: 9:38pm