Auckland Regional NZLARPs Committee Meeting – June 12th 2013
People present: Mike Curtis, Anna Klein, Rowena Knill, Matthew Brunton, Clare Stones.
Start time – 7:30pm approx.
Financial Report:
Witch house financials:
Anna:
- Actuals for Witch house – made a $120 loss, as a result of hiring a truck instead of cage trailer. Otherwise kept well to budget.
- Provided receipts for all claims.
Mike: Will they hire a truck next time?
Matthew: Truck hire was an emergency- had problems hiring cage trailer. No plans currently to hire truck for next game, but GMs will discuss.
Mike: Planning to purchase a cage trailer this year as a NZLARPs purchase.
Matthew: Plenty of room in truck, made packing in and out much quicker – 10 mins instead of an hour.
Mike: Crucible team currently exploring options.
Mike: Do we accept actuals for Witchhouse? Rowena 1st Clare 2nded.
Proposal for Event 6 – prepared already. It will be at Huia, the deposit has been paid.
Matthew: Hunua venue: lovely, well stocked and well kept. More expensive than other venues we use though - $20 per head. Well supplied with cleaning equipment.
Discussion around other venues – incl Motu Moana, which we hire at a flat rate per building.
Discussion around Teonn – we had some trouble with an overzealous warden at night, trying to quiet people down when they were roleplaying. It seemed like she was aiming for absolute silence. They also had some people staying on site that we weren’t told about, people in campervans.
Proposal for next Witchhouse: Mike: Moves that we accept this. Rowena 2nds, Anna abstains.
Proposal for Chimera:
- Increased koha for cooks. – to cover full time and part time cooks.
- Flagship - $1000 prop budget, due to covering 4 areas.
Rowena: How many people have signed up for food? What percentage of people do sign up?
Anna: Most people who have been to Chimera before do sign up for food. Last year about 100 people signed up for food.
Rowena: Enough energy drinks?
Anna: People are often bringing their own, so the amount of drinks specified in the budget will be sufficient.
Anna: Planning to have fruit and vegies out for nibbles. Also plenty of water around to drink.
Discussion about how people should be encouraged to bring their own water bottles.
Rowena: Sponsorship for drink bottles maybe? A company might be willing to supply drink bottles with logos, as there will be around 175 attendants.
Anna: James is doing the accounts for Chimera, this is going well.
Mike: Moves that we accept proposal for Chimera. Rowena and Clare- 2nded.
Anna: Will be stepping down as treasurer at the end of the committee year. Would like someone from community to take up the position.
Sabbat financials:
Anna: Anna is happy with Cheryl’s budget. However, Anna liking the budget does not constitute committee approval in of itself; the committee needs to vote on it.
There are several games interested in running a one-off on the Fri night in the forest.
Rowena: Sabbat may be planning to have more plot on the Sunday morning.
Anna: Community will have to get used to slightly higher prices, given that Motu Moana charges a flat price for the whole weekend.
Mike: Does want whether the GMs pay or don’t pay to attend, put into the budget so it is transparent.
Anna: When a game is quite small (eg. Witch house) often the GMs do pay, as not paying makes a big dent in budget.
Anna: Cheryl has put a lot of money into gear investment. Motu Moana will set the game off on a good note. We have had a lot of good games there, good memories for people. There is nothing frivolous in the budget.
A lot of games are wrapping up at the end of this year.
Mike: Taking responsibility of the Fri night should be Committee responsibility. Biggest thing to think about is the market. The games have to be attractive to players, enough that they are willing to give up Fri night.
Anna: Bad dreams is keen on running a game on the Friday night.
Mike: Would be good if one of the general officers from committee could take this on.
Anna: Has written a partial draft for a “how to” article on running a project through NZLARPS.
Matters arising:
First aid kit: Mike to investigate costs – not done yet
Trailer: Mike thinks that purchasing cage trailer will be manageable in price. Has been too busy with other things to investigate this though.
Gear Report:
- Hannah is stepping down as career officer at end of the committee year.
- This means that we probably won’t be able to store the gear at Hannah’s mum’s house once Hannah steps down.
- Hannah is looking into council storage options.
- We may need to reduce the size of the gear library, or have GMs store larger props at their houses.
Content Management System
Mike: Need a website for Crucible – a site that is easily printable from so we can convert things to PDFs.
Microsoft have a cloud system called Azure. We would however need an open source content management system to go with it.
Wants to do Crucible site as a standalone for more control, however Azure plus open source could be great for other games and for NZLARPs site.
Rowena – we need a page that a non-computer person can update easily.
Auckland AGM
Mike: We need to start thinking about the AGM – this will take place in September.
Last time, we used the hall in Ellerslie as a venue. This worked well last time. The hire for the hall is cheap, and parking is easy to find.
Rowena: Last time, we struggled to get quorum.
Rowena: Will the National AGM be in Wellington again?
Armageddon:
Rowena: This is usually a National committee project?
Mike: Michelle was on every day last time, also not many volunteers last time around.
Clare: We need to sort out stall well in advance
Mike: Need to promote Crucible for it- do a photoshoot?
Teonn afterlarp discussion:
- Would be good to have plenty of food there –for example, pizza.
- Having the afterlarp on Sunday is a good idea – makes it possible for the Wellingtonians to attend.