Auckland Regional Committee Meeting Minutes August 2011

nzLARPS
#1

Present: Mike, Rowena, Anna
Apologies: Tigger, Liz
Absent: Malu, Cameron

As we do not have quorum, any votes that need to be taken will be voted online.

Need to vote to ratify Teonn actuals

Financials

Teonn

Beware of the Dark Actuals: Made $989.

Action Point. Treasurer to speak to the Teonn GM’s to find out why there was a payment into the account for ~$700 Seven weeks after the game. If this was money from the game, then this is too long to take for it to be deposited.

We’d like to see more props being generated.

We discuss that gear needs be be put back properly after games. Day games need to be able to find things as they do not have the luxury of 40 crew to help move gear.

Action Point. Mike to chase GM’s to follow up Joel as he has not given his receipts for the cooking. And he hasn’t been given a koha yet as he was to be given this after we have the receipts.

New Horizons Actuals are still not done. Mike to chase Nikki for these again.
Chrono Continuum Actuals still not done. Mike to chase Blair for these again.

Gordion Knot
Mike is supporting with the logistics.
Jackie has stepped up to help coordinate the set design and prop management.

AGM.
Venue to be booked for Late September. Suggestion of Leicester Hall in Ellerslie as it is close to public transport (trains and buses) and there is public parking. Rowena to look into when the Hall is free. Looking at 28/29th. Nominations for positions to be in by 14th

Recent Larps

Multiverse. Very sucessful. Actuals still to come. Michelle has joined the GMing team. Thinking about an overnight game for the next day game.

Photos
Rob has raised an issue to Mike regarding the posting of photos from larps onto facebook. Rob proposes that we develop an official NZLARPS policy for media taken at larps.

The photos in question are not official photos, they are posted to the photographers personal facebok page. NZLARPS official photos are always treated very professionally, they are not posted to social media sites by the photographers.
NZLARPS will not ban personal cameras from larps (individual GM’s may choose to but NZLARPS is not an authoritarian organisation.)
If someone takes pictures at an NZLARPS event, they belong to the photographer.
NZLARPS cannot control facebook.

We propose that this is a National issue, and the Auckland committee recommendation is that:
NZLARPS will ensure all official photographers act in an professional manner and that the rights and privacy of both the photographer and subject be respected.
If there is an issue on a social media site, we encourage concerned members to approach the photograph owner directly, or to follow the facebook procedures for reporting objectionable content.
NZLARPS will act against anyone bringing NZLARPS into disrepute.

Memberships
Action Point: Wellington committee raised the issue that some people are in the wrong region. No one in the Auckland committee has had this issue brought to them. Secretary can change regions if they are wrong, but the member needs to notify secretary about the error. Suggested that the regional secretaries should also have access to changing region on the database.

Up and coming larps
Chimera. There are very few spaces left in a few games. Gordion Knot is sold out with a waiting list. There are a few spaces left in some sessions, but we are having to turn people away. We need to plan for further growth next year.

Next year Flagship aiming for 70 player games with 10 optional spots. Planning on running the game in two simultaneous spots so have enough space for 140-160 players.

Anna needs support with coding for next Chimera because doing it manually is too time consuming for Anna. Mike thinks that he can help with this somewhat, but see who else in the community we could get to help with this.

Anna wants there to be some friendly people at Chimera all wearing something identifiable for the newbies to talk to, as there is a lot of new players coming.

Meeting closed 9.25pm

#2

[quote=“Anastriel”]Memberships
Action Point: Wellington committee raised the issue that some people are in the wrong region. No one in the Auckland committee has had this issue brought to them. Secretary can change regions if they are wrong, but the member needs to notify secretary about the error. Suggested that the regional secretaries should also have access to changing region on the database.
[/quote]

All committee members, including branch committee members, are already able to update user NZLARPS membership details in the database, including changing the branch a member belongs to. The special permission that the national Secretary has is to delete users and edit their non-membership details (which the President and I can also do).

I had forgotten to set permissions for Ellen in the database when I recently set her up as Wellington Secretary, but have done so now and will let her know, so she can help reassign members to the correct branches.

#3

I apologise that the Teonn cash wasnt deposited for such an extended period of time, this is my fault as I got extremely busy. But the committee was well aware that this deposit was the cash from the game as I spoke to Rowena directly about this to make sure that the cash came through and also it was in the particulars of the deposit. It wont happen again.

I will remind Muppet again to chase Joel for the receipts.

#4

A solution to this was put forward for the last Teonn game but was not followed through because of the the logistical difficulty of implementing the plan and making sure everything was done in a timely manner. People that know where the gear goes will not always be around and there needs to be a better system for knowing which gear goes where.

#5

I have these actuals, just waiting on receipts

#6

On that topic, it would be nice to build up a small library of really nice larp photos that we have print-resolution files for, that NZLARPS has permission from the photographer and subjects to use for the purpose of promoting larp and the society in any context (so both online and in print like at stalls like Armageddon), with credit to the photographer.

At the moment, we have some small photos that we use on the NZLARPS website, that we have cleared with the photographer and subjects. I’ve used the same small photos on the NZLARPS page on Localist. But it would be nice to get permission to use much larger versions of some photos to use on our website, on promotional sites like Localist and Facebook, and in print for live promotions. Great photos really sell larp well, and it’s much easier to make out what’s happening in a larger photo.

#7

A solution to this was put forward for the last Teonn game but was not followed through because of the the logistical difficulty of implementing the plan and making sure everything was done in a timely manner. People that know where the gear goes will not always be around and there needs to be a better system for knowing which gear goes where.[/quote]
That is at variance with my understanding of what occurred. My understanding was that Tigger was responsible for the war room, and I spoke with him and we agreed to get a bunch of senior larpers (i.e. ones who have run weekend games, attended gear workshops and generally know which stuff goes in which boxes) would handle packing the gear into boxes.

We had to clear out our own gear from the accommodation areas first, and when we arrived at the war room the crew had finished packing away the gear. i.e. it was too late, and there was no oversight by senior larpers. The crew said they were ordered to do this.