Minutes of first NZLARPS Committee meeting 26th Sept

nzLARPS
#1

First LARPS Committee Meeting

26th September, 7-9pm

Agenda:

  1. Welcome

  2. Review minutes from first meeting, LARPS overall goals and structure.

  3. Define Roles and Responsibilities.

  4. Creation of a constitution.

  5. Membership details, what it covers, types and costs, what can be done to entice new members to start with,

  6. Logo for LARPS, competition.

  7. Gear, current location and where it will be stored and inventory

  8. Web site, Diatribe, webmaster etc.

  9. Other Business.

  10. Six members present (Adam, Rhiannon, Mike, Steve, AJ, Craig). Contact details collected for committee database.

  11. Minutes for last meeting, goals and structure reviewed and confirmed by all present.

  12. Definitions of roles as posted on Diatribe forum discussed. President, Secretary and General Member as read. Add ‘Lost property co-ordinator’ to Equipment Officer. Treasurer: change ‘Distribute budgets to project owners AS ASSIGNED BY COMMITTEE and receive payments.’ Add ‘To receive and audit accounts from project treasurers.’
    => AJ has volunteered as a backup Treasurer for Steve.
    => General Officers stucture changed from assinged roles to volunteer.
    Others are not available for comment.

  13. Constitution must contain - wind-up procedure for assets
    - common seal, and who is allowed to use it
    - committee roles, structure, voting method
    Steve, as the Treasurer, has access to a prior constitution, which he will adapt to our purposes and post a preliminary constitution to be discussed in more detail next meeting. To this must be added definitions of ‘project’, ‘affiliated group’, etc.
    Voting method discussed – need >50% (simple majority) to pass motion, need >66% to change constitution. Motions put forward must be seconded.

  14. Membership details.
    Purpose of having memberships: - Club revenue
    - Society clout
    - Contacts
    Prices should include student discounts.
    Benefits of membership:
    Discount on game fees
    Also discount on fees for affiliated games
    Will be easier for members to start games within the Society
    Cheaper for members’ projects to hire gear
    Perhaps only members can hire individual gear at events? Up to equipment manager or project manager.
    Some games/events may be run exclusively for members (easier to fund as well)
    There will probably be an exclusive party for members at the end of the AGM.

Project manager to decide fees and provide project details to committee (of resources needed, prices of gear needed to be made, purpose and explanation of said gear, timing of events, etc.) for committee decisions on funding, scheduling, etc.

Membership fee
First month (October) $5 recruitment drive.
Normal fees $20 per year for first 8 months, $10 for last 4 months. $10 for students.
Voting unanimous. Motion passed.
-Should turnover be between AGMs, monthly, or between 31 Dec (calendar year)?
Voting: 5 for AGM, 1 for monthly. Motion passed for membership turnover at AGMs, in September every year.

Decided that Committee members should not have free membership.
Decided to have (rare) honorary memberships – ‘for life’ free membership of LARPS. Unanimously passed. First candidate thought of by everybody was Ryan.

  1. Logo design.
    Decided to have competition to design logo. Prize will be bottle of wine and year’s free membership.
    Restrictions:
    Logo not too complex.
    Logo to be simple colour, capable of black/white or grayscale if necessary.
    Rights to logo design will revert to LARPS association.

Decided to move to item 8.

  1. Website.
    Mordavia the active website at the moment: give more leverage to Diatribe forum.
    Move ‘Live Action Roleplaying’ section of Mordavia forum to Diatribe.
    Synchronised databases/user tables decided to be too difficult; motion dismissed.
    Perhaps create larps.org.nz as a Home page / cover page for LARPS; price will be about $7 US per year, relatively cheap, and shows status as organisation.
    Diatribe to be the ‘forum’ for LARPS. Links to Home Page, individual group sites/forums.
    On individual sites/forums topics may be locked and redirected to the Diatribe forum as necessary.
    Webmaster to be Craig (volunteered as general Committee member)
    Homepage: - where to announce games
    - where to go for contacts
    - gear database
    - event calendar, including all major social events likely to be attended by many members, such as large parties, Armageddon, NAAMA, SCA etc.

  2. Gear : mostly at Ryan’s.
    To do: stocktake/inventory, cleaning, throwing out, mending etc.
    Fist gear working bee/gear audit/NAAMA debrief decided to be 30th October.
    Decided to have gear database including digital photographs.
    Perhaps prepare gear with iron-in tags and catalogue numbers.
    Wheelie rack for storing costumes – easy access, less wrinkles, airing etc.

Action points:

  1. Advertise membership discount – Adam
  2. Advertise logo competition – Adam
  3. Preliminary design for membership card – Rhiannon
  4. Draft of constitution – Steve
  5. Construct and implement calendar – Craig
  6. Organise and advertise working bee – Mike
  7. Create committee and member database – Rhiannon
  8. Advertise next meeting (Wed 2nd November) – Rhiannon
#2

That’s impressive progress.

I’m flattered by the honorary membership idea, although I’d feel like a bit of a cheapskate. I’ve always paid my crew fees for Mordavia, same as all the other GMs.

I think that I was supposed to get hold of Hans and remind him about the meeting, but I forgot. Sorry. Hopefully he heard about it.

#3

Also, I agree that the Live Roleplaying forum on Mordavia is redundant now that Diatribe is filling that role. I don’t think we can transfer the threads over here because the same users don’t exist here.

I think I’ll just close the Live Roleplaying forum on the Mordavia site and suggest that everyone signs up for that sort of discussion.

What about Random? I wonder if transferring that here too might be a good way to start community building. There is much more posting in Random that in Live Roleplaying. Craig could rename the “Off-topic” forum here to Random and I could shut down the one on the Mordavia board and refer users here.

#4

That’s actually not that crazy an idea. Owning the random forum here would definately ensure a core fanatic user base, and it belongs here more than it belongs on Mordavia.

#5

Well done on the fast minutes Rhiannon :smiley:
Both Rhiannon and Craig are setting amazing examples to the rest of us, the meeting was only yesterday. I hope the enthusiam keeps up. 8)

Hans was not there last night, so I assume he didn’t hear about it.

I think moving Random to Diatribe is a good idea.

#6

I’ve talked to Hans. He sends his apologies, he didn’t hear about the LARPS meeting. Which was my fault, I should really be the one apologising. It dropped off the bottom of my “things to forget” list.

Anyhow, he’s fully booked with assignments for his studies for all of October. He’s unlikely to be able to take time off for gaming-related stuff liek LARPS and Mordavia in that period.

And then he’s away in Norway for November, December, and January. For the Norwegian winter. Madman.

So we won’t be hearing much from Hans until Feb 2006.

#7

[quote=“Ryan Paddy”]I’ve talked to Hans. He sends his apologies, he didn’t hear about the LARPS meeting. Which was my fault, I should really be the one apologising. It dropped off the bottom of my “things to forget” list.

Anyhow, he’s fully booked with assignments for his studies for all of October. He’s unlikely to be able to take time off for gaming-related stuff liek LARPS and Mordavia in that period.

And then he’s away in Norway for November, December, and January. For the Norwegian winter. Madman.

So we won’t be hearing much from Hans until Feb 2006.[/quote]

As a general officer, I volunteer to fill this place until February 2006 when the nominated officer returns. I think this will be a crucial period where we set up the integrity of the society and we can’t go without the projects officer.

Of course, for this I would consult with other committee members fairly regularly… but I think someone filling the role is a necessity.

#8

I agree, thanks for stepping up Craig.

Also Rhiannon can you add to the minutes:
=> AJ has volunteered as a backup Treasurer for Steve.
=> General Officers stucture changed from assinged roles to volunteer.

#9

Also the next meeting is on the 2nd of Nov, not the 2nd of October

#10

Updated as required :slight_smile: