NZ LARPS Auckland Committee Meeting 10-10-12
Meeting opened: 8pm approx
Present- Anna Klein, Mikaere Curtis, Cameron Burns, Hannah Jackson, Michelle Burt, Clare Stones, Rowena Knill
Gear:
- Hannah requested an update on how gear management had changed over last couple of years, since she was last on the committee.
Are there shared online docs for gear? – we have online docs for treasurer docs, and membership database. None for gear at moment.
Is there a current gear list? – no. Gaffy has a list of what is in each box, though this is now outdated. -
Discussion of creating a gear database.
Cons- items do get lost (especially white shirts apparently!), database would get out of date quickly
A simple database would be good- one that outlines general contents of boxes, and mentions special costumes- eg. Dragon, necrotaur. - Hannah - has emailed game GMs, to find out if they are happy with gear. Do they need any to be fixed before their upcoming games? No replies so far.
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Discussion of gear fixing workshop.
A gear making/weapons and shield fixing workshop would be good.
Also suggestion of a belt making workshop, to use some of the buckles gifted to us by Auckland Sword and Shield.
AECT elections are coming up, could be a good opportunity to approach Labour/Green contacts and get some coreflute for shields, after election hoardings taken down.
Discussion of having the workshop on the 4th November (Sunday), after Derek’s larp weapon training. -
Discussion of current location of specific gear items.
Black robes, make-up box- at Anna’s.
Make-up box should be kept away from shed, as the makeup goes manky in there.
Food processor- currently at Anna’s , should be given to Hannah to take care of. - Discussion of keeping tabs on specific items- ie, first aid kit, generator, radios- as these are important items and in the case of radios easily misplaced, need to make sure we keep track of where these are.
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Shed security.
Shed is currently unsecure- ie. Not locked.
Action point- Mike to obtain D rings and padlock to secure door. Possibly also gate bolts and padlock to bolt bottom of door. - Trailer key- Mike has a copy. Muppet has recently found another copy, which needs to be given to someone on committee.
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Item responsibility.
GMs should house props they build specifically for their games (and that are unlikely to be useful to other games). Props of this nature to be recorded in database. -
Society weapons.
NZLARPS to label larp society swords- especially our society ones from Paddywack.
Most society members don’t have clearly named weapons, so society ones really do need to be labelled.
Action Point- label weapons at gear day. -
Purchase of new weapons.
Ryan has sent us a list of weapons and prices.
Action Point- Anna to check accounts, to determine whether we can afford to buy weapons? We would like to buy just under $500 of weapons.
What weapons to get?
Not shields- we can make these at workshop - Mike
A variety would be good- some maces/ axes? Axes good for woodcutter crew– Rowena
Sledgehammer? – Anna
Variety is good- Mike
Purchase some costume pieces? –Anna/Hannah -
Mannequin parts purchase
Hannah has acquired an arm, leg, 3 hands, head for $20 in total.
Marketing:
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What happened last year?
Involvement in Motat Steampunk day, Armageddon – Anna.
Current resources: photo albums, boards, brochures (easily tailorable to specific larps), NZLARPS web site, Kiwi larp guide, What is Larp page. – Anna
What is Larp out of date – Rowena.
Action point: Rowena and Michelle to brainstorm marketing, since they are Auckland and National marketing officers, respectively. -
Discussion of LARP calendar idea, a la calendar girls.
(note from secretary: there was an inordinate amount of giggling during this discussion, so not sure how serious we are about it…)
Already have several volunteers for modelling.
Several photographers in LARP community.
Could sell calendars at next Armageddon.
Emphasis that we do not run nude LARPS- so as to avoid an influx of disappointed nudists- Anna
Volunteering:
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How to encourage more people to volunteer time, participate in gear days, etc? Merit badges?
We want to encourage volunteering, and have people feel that they are recognised and appreciated for doing so. General feeling was that we should try a merit badge based system first.
Electronic ones on diatribe, or actual physical badges? Maybe both?
Keep electronic badge images on a database?
Muppet has a potential contact for scout style badges via his uncle- Mike
We should brainstorm a list of badges on committee forum- Anna
Action Point: Rowena to investigate badges.
People don’t always know where volunteering is needed- Hannah
More notice needed for gear days- at least a month’s notice. – Michelle
We could advertise on Diatribe banner- Anna -
Discussion of people having user profiles on Diatribe.
Good info source for new people in community- can see what other LARPers have done, history, community involvement. – Anna.
Issues with Armageddon stand last year:
A volunteer felt excluded by other people at the stand, felt discouraged from involvement in community as a result.
Stand treated as a stuff storage place by NZLARPs members who were not volunteering- not acceptable. – Anna
Members stopping by stand and distracting volunteers by chatting- too much of this going on.
It is hard for people to stay on task when volunteering, talking to strangers about LARP all day is hard work!
Finance:
- Data corruption problem- 6 months of MYOB accounts gone! Backups did not work. Fortunately we still have all the records, just not on MYOB. Anna is entering the data back in.
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Winterdale:
Actuals and cash from last game not yet submitted.
Budget for day game at end of this month not yet submitted.
We need to know whether the day game at the end of this month is to be an NZLARPs project- depends on what GM wants to do.
Action Point: Mike to email Zara. Email sent during meeting. -
Chrono-Continuum
Budget up to date, money from game paid to NZLARPs account.
However, actuals for day game not yet submitted. - Anna wants to create a financial position update document, once every 2 months, for Auckland accounts.
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Changing banks:
Not happy with current bank.
Suggestion that ASB might be worth a look; committee members have had mixed experiences with them.
Would be good for committee members to have view only access to accounts- Hannah
Action Point: Anna to make appointments with banks, and find out which would be best for NZLARPs.
Action Point: Anna to file taxes before next committee meeting.
Friday night game plan:
- Anna has some games lined up already.
Bad Dreams- Trust: Early November.
Has contacted GMs of some of the really popular chimera games, and obtained GM agreement to run these in Fri night slots.
Next step: Draw up budget, book venues. - Wants to create a 1 off larp box for the Fri events. To contain: drink glasses, tea towels, pain killers, photocopies of financial collection docs, receipts.
Gms to collect box from Anna during the week before game, use box to run game, return during the week after to Anna. - Marketing:
Advertise on NZLARPs website.
Anna to supply Rowena with game synopsis, GM contact details, link to game survey.
Would be good to have automated emails to help new GMs? – Hannah
Computer programming needed to do this- Mike
Committee meeting dates:
- Mike proposed 2nd Wed of every month to be the Auckland Regional Committee meeting date.
Unanimous agreement.
Upcoming projects: - Armageddon – still in need of volunteers for Fri night, 6-9pm
- Witch House
- Truth, Justice and Spandex
- Tides of Change
- Winterdale
Other:
Action Point: Clare to contact Zara, to collect secretary box.
Next month: We need to discuss the possible purchase of a cage trailer, and funding for said trailer. Need to have the account details at meeting to discuss this.
Meeting closed: 9:30pm.