NZLARPs Auckland Regional Meeting – October 09 2013
In attendance: Rowena Knill, Cameron Burns, Anna Klein, Clare Stones, Mike Curtis
Start – approx. 7:50pm.
Matters arising:
- Hannah has provided us with a report of the gear.
- Discussion around financially risky games.
Mike – will recommend to incoming committee, that before considering a large risk project, the GMs build up momentum and excitement through day games first. A standard model for this would be a good idea.
Anna – going forward, suggests that incoming committee puts in place protocol around paying venue deposits. For flagships/large games, often need to pay deposit a year out, and need to be prepared when game first proposed. This is an ongoing issue with games.
In the case of Sabbat, the deposit had to be paid quickly, and advertising had started prior to approval, which is why game was approved initially.
The committee feels that we would have made the same choices again, given the circumstances. - Hannah has started a discussion on bows on Diatribe.
- Rowena – Suggests that current committee come along to first of next committee meetings, as a handover.
- Ryan has updated the “What is LARP” website.
- Anna – has purchased 5000 business cards.
- It’s not economical to replace the ink for the printer, we will have to look at getting a replacement printer.
- Hannah – has brought walkie talkies.
- Mike has updated the rego for the trailer, as this had expired.
Gear:
- Action Point: Mike to talk to Ryan about bubble wrap, as this may be adequate for sword storage.
- Motion: Mike /2nd Rowena: Thank Derek for the belts he has donated to the gear library. Approved unanimously.
- Swords – Hannah has tallied up the swords in the gear shed. There are 2 missing out of 20. This is better than we thought.
- Cameron hasn’t got around to creating a brand to mark gear weapons with yet.
- Hannah would like gear storage options to be discussed at Regional General Meeting, as spending money on this will influence the amount of money we have available to spend on events.
Discussion around: Slight increases in game prices to cover storage. The need to pay for storage may influence whether risky games will be funded in future.
Mike: Wants discussion around the gear storage timeboxed. Would like Hannah to present a 3-4 minute presentation on this so the membership knows what the effects will be.
Anna: Would also like to discuss the finances around this at the meeting. Estimated cost of storage is $3000 per year.
• We should discuss these after the election part of the meeting, to avoid any bias to the elections.
Cameron: gear library has doubled since we originally purchased the shed.
Rowena: Impact on flagship needs to be discussed as well. Will we be putting pressure on the flagships to bring in enough money?
Treasurer Report:
- Anna: Auckland finances are doing OK, but we do need to be conservative with our expenditure. Money is coming in for upcoming weekend games.
- Mike: The Crucible team should attend the next committee meeting, to discuss the budget with the committee.
- Rowena: Derek is building something very exciting for the last Teonn game.
Marketing Report: - “What is Larp” site updated by Ryan.
- Anna has purchased business cards.
Recent events:
- Teonn day game: went well. The road closure was unexpected, as it was not present the day before. Only a few players and crew bought water with them; we suggest that more people bring water, even if it’s in an out of character bottle.
- Linda has suggested to Anna that we should prioritize getting bolt cutters for chain mail in first aid kit, in case of cardiac emergencies.
- Bolt cutters must be able to cope with steel, not just aluminium.
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Action Point: Cameron to investigate and purchase bolt cutters that he thinks will get through anyone’s chain mail. Online cost for ones that will cut 8mm bolts $65.
Motion for Cameron to purchase cutters: Cameron/2nd Rowena: Approved unanimously. - Bolt cutters need to be in with the first aid kit.
Auckland Regional General Meeting:
- Will schedule for approx. 2 weeks after the National AGM. This gives us enough time to have any constitutional changes accepted by the Societies office.
- The Regional AGM will accept postal and email votes.
- We can’t change the proposed wording at the meeting itself, but can discuss the issues.
- Clare to post date online so committee knows of the date, and then we can advertise the date.
- We need to provide paper, as it’s a secret ballot. We need to ensure the rules around voting are made clear to members before meeting, to ensure no invalid (ie silly) votes.
Meeting closed: 9:20pm.