Committee Minutes 29 March 2010

nzLARPS
#1

Committee Meeting Minutes 29th March 2010

Present: Anna, Rowena, Muppet, Blair, Cameron, Hannah, Liz, Clare, Tigger
Absent: Adam, Gaffy

Attempts were made to communicate about the meeting with Adam and make every opportunity available to engage in discussion or to establish a mutually acceptable date for this meeting. Adam indicated he was too busy and felt the meeting would be biased and told us to do what we wanted.

Proposal to remove Adam from his role of Treasurer of nzLARPS due to:

  1. Failure to fulfil the duties of treasurer including:
    • Refusing to get access to the internet banking account. This is an essential requirement for the role allowing the Treasurer to pay for venue bookings; transfer advances to larp organisers; reimburse larp organisers and inform larp organisers of payments made.
    • Professing to be unable to visit the bank regularly enough for it to be a viable alternative to internet banking.
    • Being unable to advise on availability of funds for projects and committee initiatives, and lacks knowledge of the banking systems an accounts of nzLARPS, which he has failed to rectify in his 6 months in office.
  2. Over the course of his term so far, demonstrating a profound lack of respect for other committee members, society members, the society as a whole and the role of Treasurer through
    • Abusive posts on diatribe.
    • Inappropriate conduct at committee meetings including playing computer games during committee processes, repeatedly using excessive volume with intent to prevent other members from speaking to the detriment of the productivity of the meeting and to committee morale.
    • Derogatory and abusive comments directed at a larp organiser when requested to perform a task in his capacity as treasurer before directing the organiser to another committee member.
    • Bank reference designed to antagonise the committee
    [attachment=0]Deposit.JPG[/attachment]
  3. Inexcusable delay in depositing funds entrusted to him and lack of recognition of the gravity of this matter. Refusal to make any arrangements for a timely deposit of society funds, including refusal to accept repeatedly offered help or communicate effectively with regards to the status of the money or his intended actions towards resolution until pressed, and then showing a lack of accountability for his actions.

As a result of the above mentioned points, we the committee strongly feel there has been an irredeemable breach of trust. His conduct, his lack of respect, his lack of accountability and his complete unwillingness to carry out the duties of Treasurer have proved he is unfit for the role.
The committee recognises the serious nature of this action and have proceeded only after much discussion and taking into account the dissatisfaction of the members expressed on the public forum and at the committee meeting. We believe this is a necessary action for the continual wellbeing of the society.

Motion: That Adam P be removed from his role as Treasurer of nzLARPS. Proposed by Rowena, seconded by Anna.
Cameron requested the motion be conducted by secret ballot as allowed for by the Constitution.
The motion passed by the required majority.

Motion: That Hannah Jackson be appointed as interim treasurer until the next General Meeting. Proposed by Muppet, seconded by Blair.
The motion passed unanimously.

Adam to be removed as signatory to bank account tomorrow.

SGM – Mon 19th April - Auckland University

Cameron to chair the meeting
Anna to arrange a room booking.
Rowena to send out emails to society members this week once location is confirmed
SGM agenda will include constitutional changes to be posted on diatribe and election for new Treasurer.

Meeting adjourned 9.30pm.

Draft constitution feedback
#2

For Club information from the Constitution of NZLARPS…

[quote]Section 20 Clause B

Any member of the Committee may be removed from office by a resolution passed in a General Meeting by a majority of two-thirds of the member present or by a resolution passed by the Committee by a majority of two-thirds of the member present provided that the voting at such General Meeting or Committee meeting shall be by ballot if so desired by any member of the General Meeting or Committee Meeting as the case may be[/quote]

#3

OK. That looks like an unhappy situation for everybody. (Hope your cold is better Adam!)

From a practical point of view, you could also use the next SGM to elect a new interim treasurer (although, y’know, Hannah did a good job last year, so no complaints about her appointment.)

#4

As ever.

For the record - on one occasion that occured and it was before the metting started in earnest at which point I stopped. Also - It’s not like I pulled out a computer mid meeting, you all arrived at my house early…

Reference - I do not recall this incident.

Looked like that worked to ensure a fully unbiased poll then.

Glad to see I was not required to attend the arbitration.

#5

Hannah was only appointed for the interim of the couple of weeks until the SGM since legally we’re required to have a Treasurer at all times. The treasurer until the next AGM will be selected at the SGM :slight_smile: (it’s mentioned at the very end of the minutes)

#6

Hey Anna, that’s what I was going to say … post drafted and everything :wink:

#7

Positive approach - Ignore me - Good job. I shall apply it liberally.

#8

Hi Adam, I believe you have already had the oportunity to defend your actions. I think that after the weeks of stressing about this situation, that the committee are glad to have it finally resolved and want to move on, to focus their energies organising more larps again.

#9

The actions I questioned where never those brought to my attention as being a requirement to defend as such I feel a requirement to be satisfied with the answers to my questions if only to appease my self intrest.

#10

[quote=“Anna K”]Hannah was only appointed for the interim of the couple of weeks until the SGM since legally we’re required to have a Treasurer at all times. The treasurer until the next AGM will be selected at the SGM :slight_smile: (it’s mentioned at the very end of the minutes)[/quote]Oops. Didn’t read the first post very well. :blush: (And been offline for most of the last two days.)

#11

I’d just like to say thanks to all the committee members for doing a good job of running the club. I know it’s a lot of work and it is entirely unpaid.

Adam, thanks for putting your hand up to be treasurer. Even though you’ve been rolled because other people weren’t happy with the job you were doing. Thanks for the unpaid work you did for the club.

Hannah, thanks for stepping in and taking over from Adam. Good luck.

All the other committee members. Thanks for caring enough to go through the reasonably distastfull job of booting someone out of a committee job when you thought they weren’t doing a good job. There are a lot more fun ways you could all be spending your free time than nzlarp committee meetings.

Lastly, I apologise to all of you. Because, you can no longer say the job is “thankless”. :smiling_imp: