Second NZLARPS Committee Meeting
2nd November, 7.20-9.20pm
Agenda:
- Collecting money
- Review minutes from first meeting
- Web site;
a) creation of homepage
b) ownership of Diatribe
c) banners and advertising - Monthly newsletter - who to run
- Membership details; whose responsibility, who to contact, details needed to be recorded
- Workshops:
a) fighting workshops
b) improv workshops
c) gear workshops - Propose extending discount membership for another month
- Timeline for officially making Mordavia a Project (and bringing the associated equipment and money under NZLARPS control)
- Review draft of Constitution Document
- Growth:
a) set SMART goals for growth and activity
b) advertising ourselves - Once we are incorporated, trying to get discounts for members in other places like Spotlight etc.
- Character workshop debrief
- Other Business:
a) When meetings to be held
b) Logo competition – primary judging
Eight members present (Adam, Rhiannon, Mike, Steve, AJ, Craig, Nikki, Lucy).
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Some money given to the Treasurer on behalf of people who had joined. Two sets of money still forthcoming.
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Minutes for last meeting reviewed and confirmed by all present.
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Website.
a). Poll to be raised on forum whether to acquire website www.larps.org.nz.
b). Ownership of Diatribe – should it be independent, or under NZLARPS?
- Motion put forward: Diatribe to be an NZLARPS Project – owned by Society but administered by Project Owner = Webmaster. Motion passed. Craig to be Webmaster of Diatribe. Annual costs must be calculated and forwarded to the Committee for perusal.
c). Advertising banners on Diatribe at the moment are for Paddywhack (an affiliate), Mordavia (a Project), and Executive Decision (a pending Project). Mike requested a banner for Skirmish (to be an affiliate), and was endorsed. - Motion put forward to accept Executive Decision, a one-off LARP run by Ryan, as an official Project. Motion passed unanimously considering a Project Contract will have to be drawn up and voted in.
- Decided that Diatribe can host advertising for any NZLARPS Project; any affiliate; and any non-affiliates with services related to LARPing in general for a fee.
- Monthly newsletter
- Motion to continue monthly newsletter passed unanimously.
- Decided that Community/Social Officer should have responsibility for creating and circulating newsletter, i.e. Lucy, though Craig is to write the immediately pending one (before the end of the week).
- Membership details. The details needed for an incorporated society are name, address, occupation and joining date. Also decided to require phone number and email for contact purposes, and whether member is over 18 (may affect some game structures and options)
- Decided the Secretary is to be responsible for membership database. Rhiannon’s email address will be placed in the ‘To Contact’ field of ‘How to Join NZLARPS’.
- Workshops.
a). Fighting workshops look to be a good idea for safety. Perhaps swung weapons may only be used by veteran fighters during games.
b). Further improvisation workshops are encouraged, although they may not involve a highly paid tutor next time, and thus be cheaper.
c). Gear making workshops will be needed, both NZLARPS gear-making workshops, and general workshops where materials and tools will be available for the use of individual members in making gear and costume – similar to the Guild Days at Auckland Sword & Shield.
- Decided that Mike will run gear workshops as a Project.
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Motion proposing a further month’s extension of the discounted joining rate dismissed. There is to be no extension. Joining rates are now to be the normal rate – that is, $20 for a year’s membership ($10 for students).
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Timeline for making Mordavia an official Project: Gear is incorporated, money is still pending. Need official Project documentation drawn up and signed by Ryan as the Project Organiser/Head GM. Steve is Treasurer, Mike Gear Officer, and Alan Logistics Officer.
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Draft of Constitution.
- Motion put forward for the official and full name of this Society to be the “New Zealand Live Action Role Playing Society (Inc.)”. No hyphen is used in Role Playing. Motion passed.
- Decided to create Affiliate Document: what NZLARPS will give them, and what they will give to NZLARPS, and why affiliation is sought, etc.
- Decided to create Project Application & Contract Documents, used for applying for new Projects to be accepted by the Committee, and contracts for long-running Projects.
Some wording of the Constitution could be enhanced, especially in Section 2. The full Constitution will be put online and discussed in the Diatribe forum. Attention should be drawn to sections 18, 24 and 25 as well as 2.
The updated Commission will be put forward for final approval at the next Committee Meeting.
- Growth of NZLARPS.
a). Set specific, measurable, achievable, relevant, and time-bound goals for growth and activity.
- Set goal for NZLARPS paperwork to be finished by the end of the year. Become a fully incorporated society by at least February.
- Decided Committee can vote online at Diatribe for any projects pending between meetings, with Committee members to be advised of such by Rhiannon as Secretary.
b). Advertising ourselves.
Ideas: one-off displays or parades in public places such as Queen Street, parks. Flyer hand outs. Perhaps having flyers available in some shops, e.g. the Medieval Shop, and any businesses that decide to become affiliated/provide member discounts. Another idea – a stall/displays at University Orienteering Week – if AUSA allows, or possibly affiliated with the AMERICA stall. - Decided to design flyers and look at mass producing costs. Need logo…
- Is an advertising stunt a Project? According to the Constitution, only if money changes hands. Gear Officer may approve gear use unilaterally in correspondence with the Community Officer, unless vetoed by Committee.
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Discussion very brief. Will encourage discussion on Diatribe forum for list of places/people/groups/businesses to approach for possible member discounts.
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Debrief of Improv. Workshop.
- Decided this would have been classed as a Project.
- Decided to have Committee debriefing sessions after the wrapup of each Project.
The workshop lost money, mainly due to the facts that the tutor was expensive and not that many people came. See item 6 for other news on workshops planned.
- Other Business.
a). Whether we should have a general day for meetings.
- Decided that the first Wednesday night of a month should be the Committee meeting night.
b). Logo competition. 19 logos were looked over, and a further three were created. None of them could be decided on. - Decided to put main contenders on Diatribe, with main points liked and disliked, and a tighter brief:
- Don’t want overtly specific LARP type eg gothic horror or fantasy;
- Must speak to more than one genre;
- Not focused on weapons;
- Perhaps a bold, general logo that could be added to by individual genres.
Points of action:
Forward money to Steve (Treasurer) - Craig and Nikki
Advise of costs of running & owning website, and create NZLARPS website – Craig
Draft documents of Affiliate Agreement, Project Application & Contract – Steve
Contact Project Leaders and Affiliates with documentation – Adam
Monthly Newsletters – Lucy (Craig for this week’s one)
Make up membership forms – Rhiannon
Organise and advertise next Improvisation workshop – Lucy
Organise and advertise gear workshops, and upcoming Skirmish – Mike
Put up Committee contact details – Rhiannon
Talk to AMERICA/AUSA for possible advertising – Rhiannon, Lucy, Craig
Organise advertising displays e.g. at Christmas – Lucy
Send contacts for Quest Waikato – AJ, Mike
Read constitution – Everybody
Repost Logo Competition – Mike & Craig
Make flyers for advertising – Rhiannon and Craig
