Committee Minutes March 2010

nzLARPS
#1

Committee Meeting 17 March 2010

Present: Anna, Rowena, Gaffy, Cameron, Muppet, Blair, Nikki

Apologies: Adam

January minutes accepted
February minutes accepted

Financial Report

Adam still hasn’t deposited ~$470 from 6 months ago (SWVH takings Anna gave him at our first committee meeting). Adam has said that he will be able to deposit the money on Thursday 25th March.
An offer was made for someone to meet him at his work to get the money off him and deposit it earlier but he said that was not possible.

There is also some concern that the Treasurer still does not have internet access.

Financially we are okay. Several big bills have gone out. We should have a better idea what financial position we are in after Multiverse.

New Policy

That all game organisers or their nominated representative attend either a scheduled committee meeting, or meet with a quorum of committee members to present all cash received from game and to present their actual financial figures.
Proposed by Anna, 2nd by Rowena. Passed unanimously.

New Horizons Actual Figures Feb Game

43 players. Income $153. Expenses $180. Loss of $27.

The 1st game made a slight loss, and the 2nd game is projected to make a slight loss. This is due to several purchases needed early on (Stationery and a cash box). Yearly New Horizons is expected to break even/make a slight profit. And good news is that nzLARPS finally has a cash box!

Chrono Continuum Actual Figures Feb Game

31 players and crew. Income $250. Expenses $356.93. Loss of $101.93
Health Harrop owes $5. Erin has $15 off the next game

Some assets purchased/made for the club. We now have a cool lamppost prop.

One Night In Heaven

No representative was able to come so we do not yet have actual financial figures or have received cash from ONIH.

St Wolfgang’s Vampire Hunters – Two Halves Actual Figures

43 players and crew throughout day. Income $510. Expenses $6.80. Profit of $503.
Several players and crew still owe money for this event. $110 outstanding. Anna is chasing them,

Past Larps

New Horizons was awesome as predicted. Rannoch was a great location, we should definitely try and use it again. We had the 1st in between games scene on Sunday and it went really well. It was Nikki’s first time STing a scene and she did great, players killed a monster and got covered in sewage. Players were lucky it uses the Story Teller system and we didn’t actually have sewage to throw them into.

One Night In Heaven was really good. Players really excelled with costumes. Zara and Clare did a great job. Consensus is that game should be packaged up and ran elsewhere.

Chrono Continuum had a good turnout. Blair and Matt are going to rework some of the rules, especially magic. The cops turned up after getting a report that someone was being murdered in the park. Cops were very nice and relaxed it.

SWVH went well. There were no cops, but lots of bystanders watching, The players crashed a wedding, but were respectful and tried to stay out of the way.

Upcoming Larps

Nexus
Masquerade in Fleet St (Wellington)
Multiverse
New Horizons game 2
Requiem
One World By Night.

Project Financials

Teonn

At 60 participants should break even. Muppet realistic goal is for 90 and aiming high for 120. Offering a camping option for those that prefer to camp over bunks.
Anna proposes we accept, Blair 2nd. Passed unanimously.

St Wolfgangs Vampire Hunters – Revelations.

Projected to make $35. Venue is the biggest expense

Rowena proposes we accept, Gaffy 2nd. Passed unanimously.

SGM – No, really, this time it’s happening.

Date set for Sunday 11th April at Hamish’s house before the gear workshop.
Cameron is to sort out the motions and chair the meeting.
Rowena to create ballots if needed.

Motions to continue to be discussed on diatribe. Committee will have an additional meeting on Friday 26th to finalise the motions for the SGM.

Gear Day

To happen after the SGM on Sunday April 11th

  • Build a new portal
  • Sew fabric into stuff
  • Create inventory of gear

Gaffy will get a couple of books for gear loaning/inventory. People to bring digital cameras for creating a photo log of major items.

Hamilton Gear request.

Gear Officer (Gaffy) to handle any requests.

The committee want an itemised gear list from all regions.

Increasing Committee Efficiency

In order to achieve more, each member will focus on one large task (or several smaller tasks) for the month and get it done. Committee members will not over commit and then not get things done. Action Points for the month will be posted onto the committee forum by secretary (who promises to get these and the minutes up in a much more timely fashion than she did last month). Committee members will communicate online about status of their task.
Secretary will also create a sticky in the committee forum for general to do list so we can stay on top of our goals.

Advertising

King of Cards would like something to give players that inquire about larping. We discuss various suggestions involving a general nzLARPS poster and business cards and then specific flyers for individual games. The photo Anna had made for the Masquerade on Fleet St worked really well, looked great and was cheaper than flyers to print.

April Committee meeting set for 21st April 2010

Meeting closed 11pm

Committee Minutes Feb 2010
#2

This seems like a good concept. But - is there a time guide- within 6 weeks of the event? And what are the consequences of not doing as requested? Is it just not funding any further games, and/or revoking project ststus? Is there anything more that can be done? What happens for the one-off games? Will the lack of financials be applied to the organiser, regardless of what game they are next proposing?

For the time poor amongst the community, is an alternative of the cash being deposited directly into the bank account acceptable? Either deposit of cash at a bnz branch, or direct credit from the organiser’s bank account? And actuals emailed, of course.

#3

I agree with Hannah.

To clarify: St Wolfgang’s made $470, it was given to Adam to deposit, and six months later it’s still not in the society’s account?

If the money was stolen from Adam (or he lost it) before he could deposit it and he’s generously volunteered to re-emburse it, then fair enough and good on him. But if he’s had the money for six months and not deposited it, that’s very bad mojo.

#4

[quote=“Hannah”][quote=“Anastriel”]

New Policy
That all game organisers or their nominated representative attend either a scheduled committee meeting, or meet with a quorum of committee members to present all cash received from game and to present their actual financial figures.
Proposed by Anna, 2nd by Rowena. Passed unanimously.
[/quote]

This seems like a good concept. But - is there a time guide- within 6 weeks of the event? And what are the consequences of not doing as requested? Is it just not funding any further games, and/or revoking project ststus? Is there anything more that can be done? What happens for the one-off games? Will the lack of financials be applied to the organiser, regardless of what game they are next proposing?

For the time poor amongst the community, is an alternative of the cash being deposited directly into the bank account acceptable? Either deposit of cash at a bnz branch, or direct credit from the organiser’s bank account? And actuals emailed, of course.[/quote]

I’d also like to add that attending any kind of meeting in Auckland is pretty much out of the question for myself. I have a webcam if that counts. I’d also like to point out that returning financials has not been the easiest thing for me to do (because of time and family pressures) and really should have just been handled by me keeping any cash and depositing the same amount into the nzlarps account from my bank.

#5

To clarify, yes that is the current case. More than that I personaly will not go on record any more than saying that the entire situation has been discussed by members of the commitee in some detail.

There are … For the information of the general body of the club and in interests of transparancy … There is the proviso to remove ANY commitee member from their position should that be the wish of the commitee or general body of membership of the club as there is in many societies. I will point out that I have seen this in action in other clubs (AUSA being the one off the top of my head, where I have seen it attempted at least twice in the past 10 years), The situation can get messy and complicated and is not something to be entered into lightly. Serious attempts to resolve problems without this method should be pursued before this. It can end with very harsh feelings within a club and we must remember that NZLARPs is a small society. That being said the clauses are there.

BTW: Posting on the free net from the airport, waiting for my flight to CHCH so may not be able to respond for the next 5 days or so.

#6

Not quite correct. The $470 was a combination of takings (takings, not profits) from Masquerade on Fleet St which ran September last year, and a St. Wolfgang’s day game that ran in mid-October.

There are. The committee is aware of them and have discussed them.

#7

Oh, I missed this in my earlier reply.

I understand from Adam that this specific date relates to his day off. He spoke to me on Friday about this, and I understand he works long hours that don’t allow him to get to the bank and he does not do internet banking, so he will be tending to the matter on his next available day off, which is the nominated day.

#8

[quote=“Anna K”]Oh, I missed this in my earlier reply.

I understand from Adam that this specific date relates to his day off. He spoke to me on Friday about this, and I understand he works long hours that don’t allow him to get to the bank and he does not do internet banking, so he will be tending to the matter on his next available day off, which is the nominated day.[/quote]

To help clarify this point - I just got home. The time now is 22:00.

Enjoy your more relaxed days.

#9

[quote=“Anastriel”]Committee Meeting 17 March 2010

St Wolfgang’s Vampire Hunters – Two Halves Actual Figures

…Profit of $503. [/quote]

wooo!

#10

Even considering available days off (or lack thereof), 6 months is an unacceptable amount of time for this, and I’m sceptical as to why this needs to wait another week.

Many banks in NZ have branches open on a Saturday, and even with work commitments there is always lunchtimes and the quick-deposit box. If there is no handy branch for a lunchtime or Saturday morning stroll, then perhaps the money could have been passed back to another committee member at one of several committee meetings, games, or other gatherings to have them do it for you. The same applies to the long working hours you say you’re doing - a few weeks would be understandable, but I find it hard to accept that you’ve been doing such ridiculous hours (9am to 9/10pm?) for such a long time that you haven’t been able to sort this in one of numerous ways. I also question the lack of internet banking as an option - lack of internet can’t be the cause, and for one so usually internet savvy it seems an oddity.

The further sting to this is the previously perceived diligence by your attitude at the gear rationale in January - you want to keep meticulous (yet unnecessary) details on our rubbish, yet are happy enough to hold back nearly $500 in NZLARPS cash? It doesn’t add up. I’m with Hannah that further comment is needed, especially along the lines of whether the money was spent.

#11

[quote=“Xcerus”][quote=“Anna K”]Oh, I missed this in my earlier reply.

I understand from Adam that this specific date relates to his day off. He spoke to me on Friday about this, and I understand he works long hours that don’t allow him to get to the bank and he does not do internet banking, so he will be tending to the matter on his next available day off, which is the nominated day.[/quote]

To help clarify this point - I just got home. The time now is 22:00.

Enjoy your more relaxed days.[/quote]

Hi Adam,

In reading this entire thread I’m pretty concerned on behalf of the organisation. What I’d hoped to see from you was a better explanation of what’s happened, or a show of willingness to be more flexible in resolving the situation. However this comment is pretty unhelpful and borders on antagonistic - neither of which are professional or befitting a member of the committee. Most, if not all, members of the committee have full days and full lives. I think it’s unfair to suggest that you’re the only one who is busy.

Further to this, it appears the offer has been made to come to you to collect the funds and assist you in depositing the money. I’m sure that this means someone is willing to come to your place of work to collect the funds from you which would make it very easy for you to resolve this matter quickly and with no more effort than bringing the money to work with you.

While I can’t speak as a member of the Auckland Committee, I can speak my concerns about the situation not only as the Wellington Regional Director, but as a member of NZLARPS who is concerned about the financial health and well-being of an organisation I support.

In the interest of resolving this as quickly and professionally as possible my suggestion to you would be that:

  • You allow someone to come to your work in the next few days to collect the funds so that they may be banked.
  • If you cannot do this for any reason that you fully explain the reason why you cannot.

Again, I understand you’re busy, as most of us are. Please consider taking up the offer people are making to you to help you out.

Thanks,

Jackie

#12

I respectfully echo the concerns detailed in this thread by Hannah, Ryan, Dave and Jackie.

#13

Adam wishes you all to know that, due to the high level of concern expressed on this forum, he has deposited the money in the NZLARPS account today.

I thank you for making my sick boyfriend spend time on the public transport system and waiting in the cold that he didn’t need to. I can only hope he doesn’t get any worse.

#14

Honestly Zara?

Quite frankly six months is by far way too long under anyones concept of time to deposit that money.

Your boyfriend commonly known as the club treasurer who has been unable to even come online and explain the reason he has “borrowed” the use of $500 of the club funds for the last six month and you pull that? (there are other words that could be used that are far less charitable.)

Go pitch your guilt trip somewhere else, it’s totally uncalled for here. If he had done his job in the first place it would have been unnecessary for him to go out today and FINALLY pay back the club.

Possibly your boyfriend should speak up and defend himself?

#15

Let’s everyone take a deep breath.

There have probably been communication issues on all sides. The committee could have done a better job of communicating this issue to the membership in a way that wouldn’t have caused a flap. Adam could have done a better job of communicating the issues, including that he was sick. These things happen.

Feelings may be running high, but the money is deposited and presumably Adam will post about the situation when he’s feeling better. It might be best to just let this cool for a while.

#16

I’m sorry if I caused offence, I just worry about him.
Yes he should have deposited it earlier but the way everyone has come down on him saying he’s taken the money isn’t fair and, I felt, uncalled for.
The reason he hasn’t replied is that he has either been sleeping (and trying to get better) or at work (what he is tryign to get better for).

Thank you Ryan for your calmer approach to the situation which has now been dealt with.

#17

There are … [/quote]
Thanks for that Cameron, I was just wondering, cos the constitution was under reveiew 'n all - and if there wasn’t …

#18

Thanks Ryan. this kind of discussion should really be done in PMs between some sort of neutral party (usually Anna, all hail her) and Adam, not in a public forum like this that n00bs often look over. im very concerned about this kind of thing happening alot, its not good for NZLARPs public image, i know it seems small but these things can escalate and i would hate to think of something like this happening if our member base hit say 500? anyway i keen to nip this in the bud, i might give Cameron a ring soon and discuss writing something up to be put the constitution about having mediators for this kind of dramarama. i would happily nominate myself too, i have access to mediation courses through the public mental healthcare system.

#19

Anna did send quite a few pm’s and emails to Adam, trying to resolve this issue. We also offered Adam several ways to depositing the money, including one of us picking it up from his house or meeting him at his work and going with him to the ATM so he could get the money and then us taking it to the bank for him.

As stated in the minutes, Adam said he would deposit the money on Thursday 25th. I am not sure how we were supposed to communicate this to the members in any other way that would have caused less disturbance. Quite frankly, given the length of time involved, the concern of the members is justified. I am pleased to see that Adam has responded so promptly to the concerns of the society.

I would have been perfectly happy either collecting the money from him today, or taking him to the bank if he preferred so he didn’t need to use public transport while sick in the cold and rain, as I’m sure Blair would have as well. I am sorry Adam did not contact one of us, I believe the committee should be as supporting as able in matters such as this.

Zara - did Adam deposit the money from One Night in Heaven at the same time? If he did not, then my offer to assist still stands. Public transport is difficult, and at the moment I have both a car and time. Please contact me if you would like my assistance in the future.

#20

I will never tolerate my name or word being put to question. I said the money would be deposited on the 25th - I went out of my way to appease the masses an action I did not have to do.
Why have I not publicly complained about my working hours and ill health? For a start its none of your business. Secondly I was taught at a young age to take a spoon full of concrete and get on with it.

When the money was given to me there was no time limit put in place. The money was put into my bank account after Porls house was broken into to keep it safe. There is a Kiwi bank walking distance from my house (under 3 mins) there is not a BNZ even nearly as close.

I do not do internet banking. I do phone banking. “Why Adam - you seem so tech savvy!?” It is exactly because I am so tech savvy that I do not do internet banking. Ignorance is bliss.

I feel that those who have posted in this forum commenting in anyway that I might have taken the money for personal use are in fact directly insulting my person and this is in fact the only reason why I deposited the money early. To prove that I am a man of my word - that I do not spend money that is not mine to spend. The money was in a 0 interest current account. I do not rule 7.

Any further query about this will be taken as a direct insult upon my person and honour.

I am a man of my word and will not tolerate Slander.

The time now is : 21.52