Minutes NZLARPS SGM 19th April 2010
Meeting Open 7.35pm with Quorum. Cameron Burns Chair
Minute silence for the passing of Jenna Ritchie.
Motions to change the Constitution
MOTION 1
Amend the constitution so that “Committee” is replaced with “National Committee” except where referring to a regional committee.
That the constitution be amended so that all instances of “Committee” be replaced with “National Committee” except where referring to a regional committee
[b]25 For, 0 Against, 0 Abstain
MOTION 2
Creation of a section detailing the structure of a regional committee.[/b]
That a Section “Structure of Regional Committees” be created that reads as follows:
“A Regional committee shall consist of between five (5) and seven (7) members, comprising of a Regional Director, Regional Treasurer, Regional Secretary, Regional Equipment Officer, Regional Marketing Officer, and up to two (2) other general Committee members if the Regional Branch chooses to include them.
Regional Director
Responsible for overall running of committee and society for the region. Promote the vision of the society, chair committee meetings, work for consensus in the committee. Attend meetings as regional representative of the society. Co-ordinate with other regional directors and Society President to ensure cooperation across the country in advancing the aims and visions of the society.
Regional Secretary
Keep all club correspondence in an organized fashion. Send letters as required. Send reminders of meetings to committee members. Take minutes at meetings and distribute to committee members. Communicate decisions made by committee to members.
Regional Treasurer
Responsible for society finances. Keep general ledger to track society expenditure and income. Pay all society accounts. Bank money received. Advise on availability of funds for projects and committee initiatives. Distribute budgets to project owners and receive repayments. Pass accounts to society accountant to be registered with the government. Present financial report of current position at committee meetings.
Regional Equipment Officer
Responsible for society-owned equipment. Organize for equipment to be stored, cleaned, repaired, and made available for project events. Keep records of where equipment is kept. Advise committee and project owners on what equipment is likely to be useful to current and future projects. Facilitate equipment workshops with project owners. Suggest equipment purchases. Report on state of equipment to committee.
Regional Marketing Officer
Identify online and offline communities. Devise strategies by which to promote larp games and events to these communities, with a view to recruiting new players into larping and potentially into joining nzLARPS. Coordinate marketing campaigns.
Regional General Officer x 2
Can take up responsibilities as required.”
And all following Sections be Renumbered accordingly
[b]25 For, 0 Against, 0 Abstain
MOTION 3
Add a clause on how to election procedure of Regional Committee[/b]
That an amendment to the section “Appointment and Removal of Committee” be made whereby an additional clause is added which reads:
“b) Each regional branch shall at every Regional Annual General Meeting elect a Regional Committee consisting of a Regional Director, Regional Treasurer, Regional Secretary, Regional Equipment Officer and Regional Marketing Officer, who shall each hold office until resignation expulsion suspension or removal from office or election of successors to office. They may, also appoint up to 2 General Officers during the regional AGM if the need be shown by a simple majority vote prior to the voting on those positions.”
and that all following clauses be re numbered accordingly.
[b]26 For, 0 Against, 0 Abstain
MOTION 4
This change is to specify the name of the regional branch’s AGMs as Regional Annual General Meetings to clarify the distinction between regional AGMs with AGMs of the whole society.[/b]
That the section entitled “Formation of Regional Branches” be amended from:
“The Regional Branch will hold Annual General Meetings as set out in Sections 12, 13 and 14 and elect a Regional Committee as detailed in Section “Appointment and Removal of Committee””
To
“The Regional Branch will hold Regional Annual General Meetings as set out in Sections 12, 13 and 14 and elect a Regional Committee as detailed in Section “Appointment and Removal of Committee””.
[b]26 For, 0 Against, 0 Abstain
MOTION 5
Add a clause to specify who can vote in a regional AGM.
[/b]
That the following clause be added to section 13:
“(f) A member shall be eligible to vote in a regional AGM if that member’s primary place of Residence – that listed on the membership roll – lies within the area covered by that regional committee”
Mike raises the issue of people switching regions to vote in more than one region’s elections. Unable to change the motion now due to distance voters already having voted, but the issue will be raised at the AGM and new wording considered.
[b]26 For, 0 Against, 0 Abstain
MOTION 6
A motion clearing up the whole Project-NZLARPs/Event-Region jurisdiction.[/b]
That section 25 be amended from:
“A Project shall be an event or series of events wholly organized and owned by the Society.”
To
“A Project shall be an event, a series of events, or other collection of work such as a publication wholly owned by the Society. A Project shall be a Project of the Society as a whole while the events that make up the project shall be under the auspice of the Regional Branch of the region in which the event is held.”
[b]26 For, 0 Against, 0 Abstain
MOTION 7
Jigging the sections that are now about the national committee. Clearing up job descriptions.
[/b]
That the description of the role of president in section 19 be amended from:
“Responsible for overall running of society. Promote the vision of the society, chair committee meetings, work for consensus in the committee, cast deciding vote in case of ties. Attend meetings as society representative.”
To
“The President of the society shall be responsible for overall running of society, promoting the vision of the society, chair committee meetings, work for consensus in the committee, cast deciding vote in case of ties, attend meetings as society representative, liaising with all regional directors to coordinate the workings of the Society across New Zealand, managing matters related to the core function of the society, the first point of contact for those wishing to contact the society.”
[b]26 For, 0 Against, 0 Abstain
MOTION 8
MORE Jigging the sections that are now about the national committee. Removing Redundant roles that are now managed on a regional level.[/b]
That section 19 be amended to remove the role of Equipment Officer and General Officer.
[b]26 For, 0 Against, 0 Abstain
MOTION 9
Changing section 20, where it lists committee members, to reflect what ever the changes passed so far has been.
[/b]
That Section 20 (a) be amended with the new list of committee positions.
[b]26 For, 0 Against, 0 Abstain
MOTION 10
This represents the option of having the Auckland Regional committee be the same as the national committee, the option previously referred to as the “Centralized Option”. It (as well as each of the preceding motions) is phrased in such a way that if in the future the club wishes to “Decentralize” it will require the removal of only this clause.[/b]
That a clause be added to a section regarding the national committee:
“The Auckland Regional Committee shall act as the national committee. This clause superceeds the usual voting conditions of Section 20a and 20b for the election of the Auckland Regional Committee, The Auckland Regional committee shall be elected by vote of the full membership of the Society”
[b]9 For, 15 Against, 4 Abstain – Motion Fails
MOTION 11
Adding a clause stating that membership fees go to the club’s national body.[/b]
That a clause be added to Section 6 stating that Membership fees go to the National Body as a whole to be used at the National Committee’s discretion.
[b]25 For, 0 Against, 1 Abstain
MOTION 12
De-sexing the constitution. She/He becomes They. Her/His becomes Their. ETC[/b]
That all pronouns that refer to committee members or society members as male be amended to be gender neutral, so that they will now read “they” and “their” instead of “he” and “his”.
[b]26 For, 0 Against, 0 Abstain
MOTION 13
Removal of Life Membership.[/b]
That section 4 © and section 4 (e) be removed, so that Life Members cannot be created, and that section 4 (a) be amended to “The Society shall consist of two classes of members. They are individual members and committee members.” And Clauses renumbered accordingly.
[b]23 For, 0 Against, 3 Abstain
MOTION 14
Making Discounts for membership non-specific and therefore changeable from year to year by national committee.[/b]
That section 6 be amended from
“Students and beneficiaries shall be entitled to pay one half the annual fee on production of proof of their status at the time of paying the fee.”
to
“Students and beneficiaries shall be entitled to pay a reduced annual fee - the amount of which shall be decided from time to time by resolution in a national committee meeting - on production of proof of their status at the time of paying the fee.”
[b]25 For, 0 Against, 1 Abstain
MOTION 15
Creation of the position of Information Technology Officer on the National Committee
[/b]
That we create an additional position of “Information Technology Officer” in the national committee whose job description reads:
“Coordinate the creation and maintenance of information technology resources for the society such as the society’s website, online forum, communications technology for meetings, and the enablement of projects via information technology.”
And that other sections referring to the composition of the national committee be changed to reflect the creation of this new office.
[b]24 For, 1 Against, 1 Abstain
MOTION Z
The addition of a section on the proposed “Protocol Z”[/b]
That an additional section entitled “Protocol Z: Zombie Related Matters and Procedure” be added to the end of the constitution that reads:
“In the case of a confirmed non-game related zombie insurgence (either natural or man made in nature) the following will be instated on a national level:
a) Each regional area affected will revert to local governance, and may at any point disregard all procedure listed here in for the length of the incident.
b) At the end of the incident a full audit of club holdings will be conducted by the national committee. Any gear covered in biological matter will be burnt and disposed of properly.
c) Membership of any persons infected will be immediately revoked, but may be reinstated by a two thirds majority of the remaining national committee at the end of the incident.
d) The standard club policy on discouraging head shots will be reversed; it will in fact be encouraged.”
15 For, 9 Against, 2 Abstain – Motion Fails
Election of nzLARPS treasurer
Anna proposes Cameron Burns act as scrutineer for all elections. Jack 2nds. Motion passes
Rowena nominates Liz McCombe, Blair 2nd
Liz elected
National SGM closed 9.05pm
