NZLARPs Auckland Committee Meeting Minutes - September 10 2015.
Meeting start: 7:30
In attendance - Clare Stones, Mikaere Curtis, Dave Luxton, Walter Hamer, Prema Cottingham
Acceptance of previous minutes
Prema - Motion that last minutes are accepted
2nd Mike, accepted unanimously.
New gear fee schedule
Mike has put together a new gear fee schedule, which has been designed to be more favourable than before to mid sized larps.
Prema - Proposes new gear fee schedule be accepted. 2nd - Walter
Unanimously accepted.
Hamilton games will pay gear fees under new schedule from now on. (The new schedule is more favourable than before to mid sized games).
Prema - Moves that new schedule be applied from now on - including that first Fallout game be included as they are paying in retrospect. 2nd - Walter, Unanimously accepted.
Action point - Mike - contact Hamilton and tell them about the new gear payment spreadsheet.
Contact all projects in Auckland / Hamilton - Hogwarts, World that Is, Moonbright, Chimera, Dry Spell.
Action point - Mike to update Gear document.
Action Points from previous meeting:
- Prema booked Aethercon stall.
- Prema has contacted Crucible to tell them we won’t be attending Armageddon.
- Budget template has been done.
- Prema has talked to Michelle re. AGM date. Now just needs to book venue.
Finance Report- Walter
Chimera - most payments all sorted, just a couple of outstanding ones.
Initial finance report from them very good. They have given Walter receipts which he will be sorting his way through over the next month.
New finance spreadsheet for projects is done and reflects new gear fees. Note that this spreadsheet is Auckland only (or for projects borrowing Auckland gear) as it contains the new gear fees.
Spreadsheet needs to be updated so it can also cater for games hiring no gear (i.e. 0 gear fee).
Action Point - Walter to update spreadsheet to reflect this.
Accounts - looking healthy but Chimera outgoings still to go out. There was a surplus on the food. Preliminary numbers indicate that with Chimera plus other games combined, we have enough to pay for gear storage for the year.
Agreement that the food at Chimera was really good this year.
Michelle has agreed to cater for next Chimera plus also for Hydra.
Gear report: Mike
We do need to do a gear rationalization.
Need some more hard, sturdy boxes - ideally like the sturdy blue boxes we got before.
Trailer needs maintenance - it is rusting under the bottom. Mike will take it in to get this done. Estimates cost might be about $300.
Mike will take it in and get a quote. If it’s under $500 we are happy for him to go ahead and pay it. If over $500 quote he will post on the forum for us to take a look at the cost.
Rental cost for storage has increased by $10 a month.
We think next more committee will need to do more of a push for outside fundraising.
Action Point - Mike to send through rego receipt to Walter.
WOF for trailer has been obtained - just passed. Cost (incl lights and padlock) came to about $130.
Marketing report: Prema
Aethercon:
Stall booked.
Needs a couple of volunteers to shoulder tap, including someone who can run a fight workshop. Ideally at least 3 people on stand. We get two free tickets but NZLARPs is willing to pay for a 3rd person. Ideas on people to ask - Lucretia, Reuben, Tigger, Derek. We think the workshop is only an hour - we could get someone to come in for that. Cost of ticket is only $15.
Marketing photoboards found - they were under Reuben’s house. Anna Klein has a couple as well.
Action Point: Prema to send an email to the people on our list to see if any available to run a workshop on Saturday.
Prema - Motion - That we pay for an extra ticket. 2nd - Mike / Walter.
Unanimously accepted.
Librarycon - event was quite quiet, but got a page and a half of sign-ups. A fair few of them seemed very interested. One person who signed up used to larp about 20 years ago!
Past events:
Chimera - was awesome, ran very smoothly. Anna has handed the reins over, so Prema is taking it over and is running it next year. One medical incident which involved someone going to hospital, but it sounds like it was fairly minor and medical treatment was sought as appropriate. Date has shifted for next year, as Motu Moana has a massive booking for at risk youth for every weekend for about 8 months a year for next 2 years. We got the only date they are actually available next year!
Might be worth booking Chimera in 2 years time date soon too, to ensure we have the booking in place for then as well.
Future events:
Fundraiser event for Refugees. Running Breakout Day and Muppets concurrently. Thinking of holding it at Horticultural Centre or another community centre.
Motion - Mike - NZLARPs Auckland to donate venue hire cost for fundraiser larp. 2nd Walter. Unanimously approved.
AGM - Date set for Oct 22nd (Thursday). Thinking of booking Hort centre if available. We can use phones to communicate between centres. Chris Evans should have contact details for Hort society.
World that Is - in October.
Hogwarts - Lucretia has taken over the GMing of this project. Her and Jordan are doing a rules over-haul to balance out power levels.
Moonbright - Will be in November. Looking at the 8th (Sunday) as a tentative date, at North Head.
Crucible - Weekend game
Crucible - Halloween meeting - Oct 31st
Next committee meeting - we will only have one in October if we need to. Might do it over the internet if we need one (google hangout or Skype), given the committee is dispersed over a wide area of Auckland at the moment.
Matters arising
Chimera - There were a couple of incidences during games of players insulting other players in character for being overweight. This is an out of character body characteristic. This is not acceptable.
While insulting someone completely in character for in character characteristics is usually OK, insulting someone for out of character features is not permitted and is bullying.
We also discussed sexism in LARP - this is a grey area and you should only do this if it makes sense for the genre or if it is specifically written into your character. Commenting on people’s gender if they are playing a character of the opposite gender is not acceptable.
We’d like to start a dialog in the community about this.
We discussed other examples where this might come up where it would also be unacceptable to comment - for example, speech disorders like lisps or stuttering.
GMs should consider adding info about what is acceptable and what is not, into the briefing for beginning of Chimera and briefings for other events.
Meeting end: 8:55pm.