Auckland Regional AGM Minutes 15th October 2014
In attendance in person: Mikaere Curtis, Cheryl Frederick, Brent Jackson, Clare Stones, Daena Schofield, Roelof van der Merwe, Ellen Boucher, Prema Cottingham, Walter Hamer, Simon, Ryan Paddy, Hannah Jackson, Dave Luxton, Rowena Knill.
Opened about 8:15pm.
[b]Officers Reports:
Mike – Gear Officer:[/b]
Mike acknowledged Nikki, who was the gear officer for the first part of the term. She drew up a pricing model for the gear, with the help of Anna Klein and Phillip Brown.
Mike has built further on what Nikki built. He has sorted out gear storage and built shelves to house the gear. The gear has been moved into paid storage.
Because Crucible disassociated from NZLARPs and is not hiring our gear, we will need to utilize our gear to cover the $3000 per year cost of storage.
James – Treasurer:
Our finances are healthy – we have approximately $11000 in general account and $2000 in Chimera account. Part of the reason they are looking so healthy is because when Crucible became an affiliate instead of a project, they opted to keep the gear accumulated for the first lot of games, and we kept the money that would have been reimbursed to them for the gear.
There is enough in our accounts to keep us going for a couple of years, but we need to have finances coming in so we can support new larps and not eat into our capital.
Our ongoing costs are for storage, trailer WOF and trailer insurance. These are paid to date. Altogether, they cost about $3500 per year in total.
New committee will need to organise ways to fundraise more money – as the current games probably won’t bring in enough profit to cover gear.
Hannah – Regional Director:
This time last year: Teonn just finished up, Sabbat running. This year: Crucible, Larp in the Park, 1001 Nights…
NZLARPs has undergone a lot of change this year - we expected to have a big flagship game as a project. We did help and support Crucible as they started up, and that they are able to support themselves is good for them.
Hannah apologised for if her handling of Crucible issues was inept, and if it contributed to split. There was a lot of stress on both sides, and it was a very risky financial commitment for us. We needed to question them more than for previous games, because of the financial commitment involved.
Clare - Secretary:
Wrote lots of minutes, with lots of detail to ensure the community was informed about what was going on.
Also liased with the Crucible GM team to help ensure the split between Crucible and the committee happened amicably.
Dave – General Officer:
General officer; in addition to that organised and ran the NZLARPs stall at Librarycon.
Prema – General Officer:
Helped with Aethercon and Librarycon. Supported Ryan in lieu of there being no marketing officer. Started up discussions within the community – eg. Archery standards, welfare and taking care of each other, and having a pool of mentors for those starting up new LARPs.
Mike – Further notes about gear:
The NZLARPs gear shed is currently being auctioned on Trademe auction, as are the big candelabra. A member of the community has purchased the saloon doors.
Motion: That we send Hannah’s mum a large bunch of flowers for hosting the gear shed at her house. 13 yesses, 1 abstension, 0 nos. $50 budget.
The AGM minutes from last year were accepted.
Voting:
Rowena Knill was nominated as the returning officer.
We found ourselves in an interesting position this year, with four general officer candidates for two positions, but no one standing for marketing officer. Roelof would like to stand for marketing officer – and this is seconded by Daena – but because some of our voting is electronic, we cannot accept nominations from the floor.
There was some discussion over this, and in the end we decided to vote for the other positions and see what happens.
The following people were voted into the following positions:
• Prema Cottingham – Regional Director
• Walter Hamer – Treasurer
• Clare Stones – Secretary
• Mikaere Curtis – Gear Officer
Due to being elected as Treasurer, Walter withdrew from his nomination as General Officer.
There was some discussion about having an SGM a month later to vote in a new marketing officer, or the new committee appointing a marketing officer at the next meeting. We have decided to go with the second option.
Roelof decided to withdraw from his nomination for General Officer – he will attend the next committee meeting instead, where the committee will appoint a marketing officer. Roelof’s father has 20 years of experience in marketing, which will make him a great information source for any questions that Roelof might have regarding marketing.
The voting for General Officer commenced. Votes were counted; all votes for Roelof and Walter were considered as equivalent to abstensions.
The following people were voted in as general officers:
• Dave Luxton
• Daena Schofield.
Upcoming Events:
• Armageddon is coming up on Labour Weekend.
Next Committee Meeting:
The next meeting will be held on the 3rd of November, at Prema’s house at 71 Wellpark Ave, Grey Lynn.
AGM closed 9:16 pm.