So, we’ve voted to allow the formation of regional branches. It’s likely that those branches will have committees resembling the existing committee - although that has yet to be determined. Presumably those branches will have their own regional AGMs, which will probably be able to happen on a separate day from the national AGM, although again that isn’t codified yet.
The function of the regional branches is very clear. Almost everything that NZLARPS has been doing in Auckland in the last 4 years has been regional functions, and it can be replicated elsewhere. Funding events, maintaining gear for loan, helping event arrangers, forming local alliances, etc. The regional branches “keep their own accounts”, so presumably they at least get funding from the profits of local events they run.
The outstanding decision is what the national part of the society should look like. There were two options that we didn’t get to voting on, but I’d like to take a step back and ask: what function does the national body serve? Once we identify the function, we should be better placed to decide what structure will perform it best.
Larp itself is a physical, localised activity. The function of the regional branches is to support the actual larps with their localised needs. So what do we need that is national, not local?
[size=150]National body functions[/size]
Here are some thoughts on what the main functions of the national body might be:
- Coordination of regional bodies.
- Online presence and services.
- Communication to all members
- Organising national AGMs and SGMs
- National promotion of the society and larp as a whole
- Making national and international alliances with other groups
- Possibly national events? In practical terms these are actually local events with a national appeal, but managing them at the national level might provide the national body with a source of funding - see below.
- Managing member information (thanks Dave)
Thoughts for other national functions?
[size=150]National body funding[/size]
Some of these functions will require funds. Where will these funds come from? The bulk of society funds come from membership fees and profits from events.
When members pay their fees, will it go into the accounts of their local regional branch or the national body? I think this is an open question, and it needs some financial analysis. We need to make sure the national body is sufficiently funded to perform its functions.
Will the regional branches fund the national body with profits from events at all? Will the national body fund regional expenses at all?
It might be best if national conventions (i.e. Chimera, at this stage) report to the national body. That would be one source of revenue for the national body. Note that this doesn’t mean that a national committee member has to organise these national events. It only means that the national projects are funded by and report to the national body.
[size=150]National body structure[/size]
Personally, when I look at the functions I listed above (and there are probably others too) I imagine:
President
Secretary
Treasurer
Information Technology Officer
I don’t see the need for a national Marketing Officer, I think this role is something the President should handle at the national level, as promoting the society is a key part of their role. Note the national IT Officer role. We have a lot of national IT needs, chiefly in terms of web hosting and services such as a user & event database with booking capabilities and services such as content management for individual larp websites, but also in terms of audio/visual conference calling at national meetings. Our IT services need to be improved and then maintained, and because of their largely virtual (not physical) nature I see this as a national function. I don’t see the need for General Officers at the national level either. Best to keep the national body trim, there will be plenty of regional committee officers that tasks will often be able to be devolved to.
It’s my opinion that these functions would be best handled by a national body that is separate from any of the regional branches. I think that members of regional committees could also serve on this national committee, if they have time for the additional meetings. But as the society grows, this overlap will probably decrease and the national roles could become increasingly filled by members dedicated to just that role.