[b]NZLARPs Committee Meeting Minutes 13-2-13
Present: Mike Curtis, Cameron Burns, Rowena Knill, Anna Klein, Hannah Jackson, Clare Stones
Start: 7:56pm.
Matters arising from last meeting/last month:[/b]
Sabbat: Ran a day game. They found a couple of problems with the NZLARPs radios – one was stuck on a single channel, on one the volume control did not work. NZLARPs will need to replace radios soon.
Makeup box: found. Was in back corner of gear shed.
Teonn: GM team currently discussing who is to be the financial liason.
Props for games: Anna Klein needs info about prop budget for weekend games a month in advance.
More treasurer discussion: There are some things that GMs must do for games. Anna cannot do the following as treasurer:
• Reciepts: GMs need to collect all receipts for games, so Anna can reimburse costs. Several games have been slack about this.
• Financial liason or GM is responsible for handing receipts to Anna.
• It is very important to provide Anna with receipts for items brought during the time of the game.
Next big game: needs to have a logistics person sorted out from the start of the campaign.
Chimera: Organisation going well. Still needs more games.
Finances:
• Action Point: Mike wants to see actual accounts/MYOB report.
• Mike wants to know about any debtors/debts. Can Anna generate an MYOB report and put online?
• Anna: IRD sorted. Needs to check some account details (ie, $700 miscellaneous in accounts receivable) with Hamish.
Action Point: Check miscellaneous accounts receivable with Hamish- get a breakdown of it.
Discussion of overdue fees for players who are late in playing game fees.
Anna: Motion that the Auckland NZLARPs committee will charge a late fee of $5 for day games/$10 weekend games if a player does not pay by game end. The fee will double after a week.
Rowena: seconded.
Vote unanimous.
Note put on diatribe.
Further notes:
- We would like games to include this info in their pre-game information, on Diatribe etc.
- Anna: If a GM receives a cash payment but does not deposit on time, it will still be considered the players fault, for trusting GM with cash. Unless the GM emails Anna, so she knows to chase up GM instead.
<secretary’s note: guess it would be OK if player emailed Anna instead/as well>
The overdue payment is an admin fee, since it wastes Anna’s time when she has to chase people up.
The payment will be paid to NZLARPs, as miscellaneous income.
The overdue payments do not reflect on the game management by the project managers. They are simply a society fee imposed on players. - Mike: GMs can include outstanding game fees in actuals, to prevent any delays in getting actuals in.
- Hannah: This info should be emailed to game organisers.
Action point: Clare to email info to game organisers. Ask GMs to include info about overdue fees in pre-game info.
Tell them to refer any outstanding debts to Anna by 13th March. - For players who currently owe money, they have until the 13th March to settle their debts with the society. After that, they will be charged overdue fees.
- Mike: Do these people know they are overdue?
Gear:
Action Point: Zara owes some gear to NZLARPs? Zara to pass over to Clare on Tues. Clare to pass over to Hannah next NZLARPs meeting.
Contacting French group re. Hobbiton collaboration:
Mike has emailed Shetland and Karuna about this.
Trailer fixing:
Mike: Wheel is now fixed. Springs need a clean- need wire brushing to remove rust.
Grant for new trailer:
Mike has done some research. The ASB Arts and Cultural fund would be worth applying for.
Action point: Mike and Rowena to further investigate applying to the ASB Arts and Cultural fund, and to start writing application. A quote for cost of a trailer needed for this.
Contacting counsellor:
Mike has contacted Rape Prevention Education for information. Expecting to hear back within next week or so.
Financial report:
Anna: $4000 currently in account. Money is out on venue bookings.
Mike: will be slightly less once trailer reimbursement for repairs goes out. Cost = approx. $230.
Anna: will post financial reports online for Teonn, etc for committee to view.
Discussion about getting a Gilmores card. Currently we are getting food for games from Pack n Save, or from Countdown online shopping. Mike knows someone with a Gilmores card that we can use if needed.
Marketing:
Rowena: Would be good to have a website, one where all upcoming events can be displayed. One easily editable by non-developers.
Anna: Should we order more “What is Larp” business cards?
Rowena: More marketing towards steampunk community?
Hannah: Run a steampunk Fri Night game?
Anna: Facebook ads could be a good idea. Armageddon also good.
Rowena: Run a game in the week or so after Aether and Iron?
Mike: Yes. Need an ongoing plan for Aether and Iron etc, for scheduling pull-in games.
Anna: Will be speaking at Wellington National SciFi convention. Bring along business cards.
Action point: Rowena to order “What is Larp” cards.
Mike: Will look into website. Should get a draft together for next meeting.
Cameron: We should look into Akaku Con, and Cosplay Con.
Rowena: Hamilton had a boardgames convention recently. Boardgamers sometimes LARP too!
Cameron: Hamilton would be good to investigate. There are also smaller events we can look at, for example “Underpants on Outside”.
Gear Report:
Hannah: Checked Geoffrey’s sale. Everything was on sale except commercial vaccum cleaners.
Rowena: Home one is from Geoffrey’s, it is awesome.
Action Point: Hannah to buy vaccum in time for witch house.
Action Point: Anna to post financial proposals for next Teonn, Witch House and Chimera.
Hannah: Sewing bee?
Anna: Decide what you want to achieve in sewing bee, ensure a couple of experienced sewers at least are there.
Rowena: Bigger clothes good, there are lots of small ones.
Clare: Agrees.
Rowena: Has some costume jewellery that she is happy to donate to NZLARPs, as long as it will be used. Also has some angel wings.
General Business:
Anna: Fri night larps not going so well- lack of GM buy-in. Emails to GMs going unanswered.
Rowena: Once the games start running, should get GM buy-in.
Anna:
- Two games scheduled so far.
- Trying to get games sorted for Teonn. Mike will be running “Sabretooth” last Fri before Teonn.
- If she has to beat GMs with sticks, things will not happen.
Mike: Ask newer members with a lot of spare time. Shoulder tap these people and pair with experienced GM.
Hannah: Talk to new people who have written a game for Chimera?
Rowena: Do we have a LARP glut? Are there too many? Feels like people are on holiday mode, since it is start of year.
Cameron: We have less GMs from a few years ago – they have moved into management jobs, had babies, etc.
Mike: General officers could help out?
Cameron: May not be able to make committee meetings in future: Robotics club meeting for his school is on Wednesdays. May have to step out of committee, will be very busy later in year.
Mike: See how it goes? When Cameron moves closer to work, will change things- less commute = more time
Upcoming LARPs:
Wild West larp.
Final discussions:
Rowena: One of the girls at her work has just finished a degree in event management. Knows of a potential venue. will look into this.
Meeting closed: 9:30pm approx.