Auckland regional committee meeting Minutes - March

nzLARPS
#1

NZLARPS AUCKLAND COMMITTEE MEETING – 7th MARCH 2012

Present: Mike Curtis, Anna Klein, Adam Parsons, Zara Parsons, Cameron Burns, Anthony Doornesbosch, Tigger Brunton, Luisa Parkinson

Apologies: -

Absent: Phillip Brown, Dave Agnew

Opened: 19:40

Minutes:

• Accounts
o IRD confirmed we are a not-for-profit information
o Unfortunately as we made money last year this means we owe $367.80 tax.
o Action: Anna will pay this.
o Accounts are in good shape, we just have three more months to catch up on.
o Cameron submitted receipts for gear box.
o Zara submitted receipts for food and drinks purchased on the gear day.
o Anna has not yet had a chance to checkout banks for more accounts as she want to check accounting ramifications with accountant first.
o Action: She will do it this month instead.
• Wellington Roving Report
o Kingdom ran well and was good. The gear was extremely helpful.

• Gear
o Gear was sent down to Wellington for Kingdom. It did not cost much, only about $20. Mike will submit receipt for this. Made a huge difference to the game.
o We need to replace the black robes before witch house.
o We need a sewing bee to make these.
o Anna request $70 for fabric to make these. Approved unanimously.
o Gear Storage – Hamish is moving out in 2-3 weeks:
 Hannah has offered her mother’s place to store the gear at in Kelston.
 Issue of making sure the gear is kept in good conditions is discussed.
 The Epic saga of the history of NZLarps gear was recited.
 Another idea was using Motu Moana to store gear on their land.
• Issue was raised of is this a good location due to relationships with them.
 Another idea was to put an ad in the paper asking for someone to offer us space to store the gear.
 Buying a truck was discussed again.
 Action: A scouting mission to Hannah’s place will be organised. - Mike
 Action: Check out how more repair the shed needs - Cameron
 Anthony found a site called – south storage NZ
 Action: Look into paid storage again, particularly shipping containers - Anna
 Action: Cameron will check with his parents to see if we can temporarily store gear under their house.

• Hobbiton
o Nothing has happened this month.
o Have a chat with Jared about what happened with the scout hall.
o Action: Zara will go down and check it out with Jared.

• Player Code of Conduct
o National committee did look into the constitution and it covers a lot of it. They decided that it needed to be done at a constitutional level.
o National committee is on it.
o Action: Anna will sit down and write a layman’s version of the constitution with Anna
o Action: Mike will talk to Scott about timelines.

• We need to look into the legal responsibilities of committee members.

• Issue was well raised on diatribe. We will leave it now and see how it developed. Mandos has a website that shows who has paid and who hasn’t easier. This is an option for gm’s to try out if they want.

• Project proposals
o Cameron submitted a project proposal for Werewolf: Tides of Change.
 Motion made that the Committee agrees that for events that run on a koha basis for this project the gm’s will not need to submit any financial actuals. 4 for, one abstention, none against. Passed.
o Chrono – financial projections have not been submitted for the weekend game.
 Action: Treasurer will approach him and talk with him about it.

• Adam is organising a “Larp combat training session” before the next Teonn- May 12th, One Tree Hill probably.
o Committee unanimously supports this project.
o It will be advertised on diatribe
Action: Adam to submit Proposal.

Closed: 10.03pm

#2

[quote=“Zara”]o IRD confirmed we are a not-for-profit information
o Unfortunately as we made money last year this means we owe $367.80 tax.
o Action: Anna will pay this.[/quote]

Is this a one-off thing, or will NZLARPS be paying income tax every year from now on if we make a profit?

Did the income deduction for the first $1000 of net income apply to us for last year, or does it only apply from now on? Assuming that we’ve applied for the deduction and qualified, that is.

#3

Thanks for writing up the minutes Zara.

Yay! Anna has found a way to clone herself - just what NZlarps needs. :slight_smile:

Is there a definite date for the gear re-location?
Will this be requiring the general membership and larp users?
I suggest this date be advertised so can be fit into calendars as required ASAP.
Mike has done the scouting at my mother’s place.

#4

Yay! Anna has found a way to clone herself - just what NZlarps needs. :slight_smile:[/quote]

That should be “Anna will sit down and write a layman’s version of the constitution with CAMERON” I think, or thats how I remember it :slight_smile:

#5

I remember it that way also.

#6

Just for clarification the site for storage was this one portastore.co.nz/

Also we seem to be missing the offer of gear storage By Zara and Adam, but being questioned, then offer revoked. It seems that should be in the minutes?

Likewise there was discussion about whether projects have the right to disallow members entrance to games based on prior behaviour. This resulted in discussion about a members banning from Teonn. No resolution about whether projects are allowed to, but the committee seemed to support the idea in the interest of minimising disruption and bad behaviour in the future. There was discussion by Adam questioning whether it was legal to deny members from Member events, which I think needs to be looked into.

The matter of legal responsibility for committee members was brought up in discussion about codes of conduct and constitutions. This was clearly a heated topic and Zara made is quite clear that she did not want to be part of a committee that did not have one (code of conduct), sighting issues within the states and the SCA.

Not sure if these things should make it to the minutes, but they did takle up a decent amount of time at the meeting, and I think therefore should be noted.

/2c
Visiting Wellingtonian

#7

Thanks for the extended coverage Anthony. It’s puzzling that this stuff isn’t in the minutes as it sounds like on-topic committee discussion.

This is an easy yes. Being a member of the society isn’t a passport that gives you access to all projects of the society, that’s never been stated anywhere in the constitution or elsewhere. If the organisers of a project larp don’t like the way you’ve behaved at their game, as the managers of that game they have discretion to ban you. The national committee also has the option of expelling you as a member if you bring the society into disrepute - and that is in the constitution.

There are real discussions to be had around whether an “invite only” larp can be a project (I’d be inclined to say yes, but that such projects should be de-prioritised for funding and gear borrowing and special care should be taken to ensure they don’t make a loss), or whether project owners can ban members just because they don’t like them or think they’ve misbehaved at other larps (the society isn’t required to support projects that it thinks are behaving unfairly). Also, I think it would be fair for the committee to ask project runners for an explanation of any banning, and offer advice on things like when banning is appropriate versus giving a warning.

But projects banning people who misbehave? If done appropriately it seems like a fair action, and the society attempting to stop it would overstep the society/project authority boundary in my opinion.

#8

This was a point that I was actioned to look into along with the legal responsibility of commitee members for the actions of society members at events the society runs. The point that was brought up was are we LEGALLY allowed to prevent members of the society from attending an event organised/funded by the society. And from the research I have done since the meeting the answer seems to be: Yes, we can (Taking the info from a site about clubs involved in running recreational activites, though I’m still to confirm this).

#9

[quote=“Ryan Paddy”]
Is this a one-off thing, or will NZLARPS be paying income tax every year from now on if we make a profit?

Did the income deduction for the first $1000 of net income apply to us for last year, or does it only apply from now on? Assuming that we’ve applied for the deduction and qualified, that is.[/quote]

Our status with the IRD is that we only have to fill in an income tax return if we make over $1000 in a year, and we only pay tax on the amount over the first $1000. Last year the society made ~$2400, therefore we have to pay tax on the ~$1400 part.

#10

[quote=“Ants”]Just for clarification the site for storage was this one portastore.co.nz/

Also we seem to be missing the offer of gear storage By Zara and Adam, but being questioned, then offer revoked. It seems that should be in the minutes?

Likewise there was discussion about whether projects have the right to disallow members entrance to games based on prior behaviour. This resulted in discussion about a members banning from Teonn. No resolution about whether projects are allowed to, but the committee seemed to support the idea in the interest of minimising disruption and bad behaviour in the future. There was discussion by Adam questioning whether it was legal to deny members from Member events, which I think needs to be looked into.

The matter of legal responsibility for committee members was brought up in discussion about codes of conduct and constitutions. This was clearly a heated topic and Zara made is quite clear that she did not want to be part of a committee that did not have one (code of conduct), sighting issues within the states and the SCA.

Not sure if these things should make it to the minutes, but they did takle up a decent amount of time at the meeting, and I think therefore should be noted.

/2c
Visiting Wellingtonian[/quote]

It is my opinion also that these minutes are not an accurate reflection of what was discussed at the meeting. I have raised the point with Mike Curtis, the regional director, to get some clarity around the correct procedure for following this up.

#11

[quote=“Ants”]
Also we seem to be missing the offer of gear storage By Zara and Adam, but being questioned, then offer revoked. It seems that should be in the minutes? [/quote]

  • was removed because the offer was revoked by me and as the whole offer had been revoked I thought it was moot.

[quote=“Ants”]
Likewise there was discussion about whether projects have the right to disallow members entrance to games based on prior behaviour… There was discussion by Adam questioning whether it was legal to deny members from Member events, which I think needs to be lookedinto. [/quote]
-this is an issue I found particularly difficult to follow as the whole thing jumped around and people kept saying “we are not discussing this now” or variations thereof.

This was a personal message that I asked Anna to give to the national committee. I thought I had made it clear that it was aside for the auckland meeting, but apparently not, I’m sorry if you misunderstood Ants.

If people are unhappy with my performance last meeting at what I found to be very stressful and occasionally personally insulting meeting then I will be more than happy to step down as secretary.

#12

[quote]• Hobbiton
o Nothing has happened this month.
o Have a chat with Jared about what happened with the scout hall.
o Action: Zara will go down and check it out with Jared.[/quote]

Two actions here, not one.

Firstly SOMETHING did happen with Hobbiton. I am in contact with them and I had arranged to visit with them on the 18th of March. However my co-conspirator Jackie was sadly unable to make it. I did contact a number of other people who I would like to collaborate with however this was not successful. I plan to reschedule based on availability of people. Turns out that the Manager is actually really quite excited to see what we can do at his venue.

Secondly - find out what happened with the girl guide hall? Hmm nothing happened. I chose not to use the venue for my last game based on feedback from the lady who care-takes the venue that non guiding groups may no longer be able to access the venue. Now I followed this up (because the item of cheap accommodation for Hamilton events) and it turns out that they will continue to allow us (or at least myself as self titled nzlarps Hamilton representative) access on a case by case basis. We had no negative feedback from the last time I used the venue so for now they are happy to let us use the venue, as stated on a case by case basis. And we could have used the venue on the 17th of March had it not been pre-booked by the Pippins for their St. Patrick’s day festivities.

(Also this seems bitchy as I write it however that is the nature of text. That is not my intent.)

#13

“we are not discussing this now”

Was said repeatedly by various members of the society and committie resulting in numerous outbursts.

Two members of the society were brought to tears (or close to) by the actions / insunations of other society members. There was discussion of backstabbing and other internal conflict within the society.

I am surprised that the notes are not filled with more holes to be honnest.

Jared: That is fantastic news :smiley: (somthing we actually spoke about since the meeting as well :smiley:)

#14

That’s awesome news to hear. :slight_smile:

#15

Just had the thought about if NZlarps could/should get a referee/recommendations/whatever its called from Scouting NZ, considering the history of our hireage at Motu Moana, and if this would help with the Girl Guides in Hamilton. I appreciate they are different societies, and Jared is building up his reputation in Hamilton anyhow, just wondered if it would help at all.

#16

[quote=“Anna K”]
Our status with the IRD is that we only have to fill in an income tax return if we make over $1000 in a year, and we only pay tax on the amount over the first $1000. Last year the society made ~$2400, therefore we have to pay tax on the ~$1400 part.[/quote]

Do we have a strategy in regards to this income tax? For example, are we planning to increase spending each year to keep net income under $1000? I ask because I’m dubious that members will be keen for their membership or game fees to go partly to tax.

…and yes, I still think charitable status would be better. :wink:

#17

I guess it depends on how much realtime information the society has about its income. Though you could just do major gear purchases before the end of the financial year once sufficient operating reserves have been built up.

#18

For clarity, are we talking regional or national income and tax here?

#19

This will not be necessary. To be fair, it was a very dense meeting that covered a lot of topics, keeping track of the discussions would not have been an easy task, and our collective memory will serve to correct any oversights.

For completeness and clarity, we need to include this discussion.

There may have been a misunderstanding of what we were not discussing. We were not discussing any specific instance of banning, but we were discussing banning in principle. I completely understand if this was not clear, and I will ensure that I clarify these kinds of discussions in future meetings.

I missed that too. It may be easiest if we keep clear delineations between committee and non-committee business, perhaps by reserving non-committee business until after the meeting has closed.

It would be inappropriate for the minutes to contain comment on attendee’s emotional status. However, I do recognise that, at times, there was conflict during the meeting. I will be taking steps to rectify this.

Acceptance of the minutes, including any corrections, will be dealt with in the first instance at April’s meeting. Either post on this thread, or PM me if you would like a correction or clarification added to the currently presented minutes.

#20

All I can suggest is that if we look to be making that much profit in a year that we put it into props. It may not be the most effective way of dealing with excess and I might be simplifying things but our weapon stash still needs some work… I was sorely tempted to take several items from the load I got for Knightshade and destroy them because they are no longer safe. And then there are those repairs to the older maces…