National committee meeting minutes
Wednesday 20th April 2011
Present: Anna, Liz, Ryan
Apologies: Rowena, Michael
Thanks to Malu for taking minutes.
Officer reports
Ryan reads Michael’s marketing report - monthly newsletter kept regular and made pretty, looking into HTML email tools.
Ryan on IT - The usual maintenance on Diatribe, Diatribe community healthy and growing nationally. Anna - networking at Kapcon pays off for growth and connections of national community, lots of folks from South Island there too. Ryan - NZLARPS database updated, looking into further enhancements. Anna asks about hosting of domains for Hydra, Ryan suggests we use the same approach for domain/space hosting as for NZLARPS and Diatribe via hosting with Craig.
Finances and membership - numbers and processes discussed in Auckland branch meeting minutes - accounts and membership will be tidied on Tuesday. Discussion of whether members would like to receive membership cards on joining (with membership number that can be cited on payments), Liz could make cards. Or perhaps we could send some sort of welcome pack. Chimera special discussed - whether to discount membership during 2 week period over Chimera time again. Discussion of whether mobile EFTPOS would be useful at games, however most of community pays using online banking.
Anna’s President’s report - the larp scene tends to have a year of growth where new larps start, followed by a year where existing larps finish. We’re currently in the trough where games finish up, but can expect a lot of new growth again soon.
Revised constitution
Ryan presents version of constitution with changes underlined since last official constitution, as voted in by membership, to be submitted to the societies office as new organisation rules for NZLARPS. Requires to be signed by three society members, signed by Anna, Liz, and Cameron.
Updating listing on societies website
Anna to get key, and send to Ryan so that he can update our details including list of officers.
Becoming a registered charity
First we need constitution lodged, societies site updated, forms for certified officers, and IRD number. Liz to talk to Hamish about getting IRD number. Some certified officers forms filled in at meeting, Ryan to complete then see about submitting application once all the parts are in place.
Distribution of national funds
Anna suggests an investment in the Wellington branch this year, to give them a financial float that will help them get started with running larps that require large venue bookings and gear investment up front, like Hydra. This investment can also be used by Wellington to help fund any Dunedin and Christchurch projects that might start, as these centres fall under Wellington for now. Discussion of how constitution allows national committee to distribute national funds to branches as it sees fit. Anna says with Jackie moving up to Auckland Ellen likely to be taking over as Wellington director. Wellington has been running larps and putting proceeds in the regional account. Committee agrees with suggestion, amount to be decided in committee forum after accounts are tidied up on Tuesday.
Anna mentions that Jared has requested funds for developing Hamilton. Anna has suggested to him he put together a list of what he needs with costs for the committee to consider. Hamilton falls under Auckland branch for funding and Auckland could afford investment in Hamilton. Discussion of whether national committee should contribute, and of what activity in Hamilton gear would be used for.
Dunedin representative
Ryan suggests looking into having a Dunedin representative. Anna, Ryan and Liz agree, passed. Ryan to action. Ryan has inadvertently donated some swords to Dunedin, could form starting point for gear pool there.
Business cards
Ryan raises discussion of printing double-sided business cards, with NZLARPS on one side and Diatribe on other. Could ask MIchael to design, depending on availability. Discuss use of vistaprint.co.nz to print business cards, which Anna has been using for Auckland projects. Anna proposes to allow $150 to print cards, Anna, Ryan and Liz agree, passed.
Affiliations
Ryan to look at existing affiliations and make sure they’re still active.
Anna to talk to Victoria uni games club about affiliation request.
Meeting closed
ACTION POINTS
- Anna to give registry key for societies office page to Ryan
- Ryan to update societies office page
- Ryan to lodge updated constitution with societies office
- Liz to get IRD number for society
- Ryan to submit charity registration
- Anna, Liz, and Rowena to tidy membership records and accounts on Tuesday.
- Anna to propose amounts to invest in Wellington and Auckland
- Committee to consider Hamilton investment
- Ryan to look into Dunedin representative
- Committee to discuss approach to business cards in committee forum
- Ryan to look at existing affiliations and make sure they’re still active.
- Anna to talk to Victoria uni games club about affiliation request.
