Constitution Changes
As required by the society constitution, please find below, officially announced more than two weeks in advance of the Annual General Meeting, the proposed changes to the constitution.
In summary, the proposed changes are to reduce the size of the committee from nine people to seven, specifically by removing one general officer, the Projects Officer role, and the Community Officer role. In addition, the changes also propose that we add the role of Marketing Officer.
[quote=“nzLARPS Constitution, current wording,”]18. STRUCTURE OF COMMITTEE
The committee shall consist of nine (9) members, comprising of a President, Treasurer, Secretary, Project Officer, Equipment Officer, Community Officer, and 3 other general Committee members.
President
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.
Secretary
Keep all club correspondence in an organised 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.
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.
Project Officer
Responsible for liaison with project owners. Make suggestions to members of project concepts that may meet the needs of members and help promote local LARP. Take submissions for new projects. Arrange for advice to be given to project owners. Help project owners to present project concepts to the committee, or present them in their absence. Advise in discussions of suitability of projects for support from society. Discuss committee decisions with project owners. In case of project rejection help the owner to re-prepare the submission in a fashion more likely to be accepted. For accepted projects, liaise and assist the project throughout it’s lifecycle. Maintain public calendar of project-related events, notify members of upcoming project events, and resolve potential timing conflicts between projects. Report on state of current projects to the committee.
Equipment Officer
Responsible for society-owned equipment. Organise 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.
Community Officer
Responsible for maintaining goodwill within the community of society members. Also responsible for promoting the society and LARP in general to the public. Greet new members and introduce them into the society. Arrange for social gatherings and self-improvement initiatives. Arrange for LARP and the society to be promoted to the public. Report on initiatives to the committee.
General Officer x 3
Can take up responsibilities as required.
- APPOINTMENT AND REMOVAL OF COMMITTEE
(a) At every Annual General Meeting the Society shall elect a Committee consisting of a President, Treasurer, Secretary, Project Officer, Equipment Officer, Community Officer, and 2 other Committee members who shall hold office until resignation expulsion suspension or removal from office or election of successors to office.
(b) Any member of the Committee may be removed from office by a resolution passed in a General Meeting by a majority of two-thirds of the member present or by a resolution passed by the Committee by a majority of two-thirds of the member present provided that the voting at such General Meeting or Committee meeting shall be by ballot if so desired by any member of the General Meeting or Committee Meeting as the case may be.
© Any person may hold the position of President for a maximum of two consecutive terms after which they may not hold the position again for at least the following term.
…
- COMMITTEE MEETINGS
The Committee shall meet at such times and places as from time to time be determined by the President upon his giving written notice to the members of the Committee. The President or in his absence any other duly elected Chairman shall take the chair and at all such meetings the Committee shall determine its own procedure. Voting on any matters shall unless otherwise expressly provided in these Rules be by a simple majority basis but the President shall have a casting as well as a deliberate vote. Five (5) Committee members shall constitute a quorum, or at least 51% of the full Committee if the committee consists of other than eight (Cool members (as in the case of resignation, etc). [/quote]
Our proposed rewording, changes in red:
[quote]18. STRUCTURE OF COMMITTEE
The committee shall consist of [color=red]seven (7) [/color]members, comprising of a President, Treasurer, Secretary, Equipment Officer, [color=red]Marketing Officer, and 2 other general Committee members.[/color]
President
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.
Secretary
Keep all club correspondence in an organised 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.
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.
[color=red]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[/color]
Equipment Officer
Responsible for society-owned equipment. Organise 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.
[color=“red”]General Officer x 2
Can take up responsibilities as required.[/colour]
- APPOINTMENT AND REMOVAL OF COMMITTEE
(a) At every Annual General Meeting the Society shall elect a Committee [color=red]consisting of a President, Treasurer, Secretary, Equipment Officer, Marketing Officer, and 2 other Committee members [/color]who shall hold office until resignation expulsion suspension or removal from office or election of successors to office.
(b) Any member of the Committee may be removed from office by a resolution passed in a General Meeting by a majority of two-thirds of the member present or by a resolution passed by the Committee by a majority of two-thirds of the member present provided that the voting at such General Meeting or Committee meeting shall be by ballot if so desired by any member of the General Meeting or Committee Meeting as the case may be.
© Any person may hold the position of President for a maximum of two consecutive terms after which they may not hold the position again for at least the following term.
…
- COMMITTEE MEETINGS
The Committee shall meet at such times and places as from time to time be determined by the President upon his giving written notice to the members of the Committee. The President or in his absence any other duly elected Chairman shall take the chair and at all such meetings the Committee shall determine its own procedure. Voting on any matters shall unless otherwise expressly provided in these Rules be by a simple majority basis but the President shall have a casting as well as a deliberate vote. [color=red]Four (4) Committee members[/color] shall constitute a quorum, or at least 51% of the full Committee if the committee consists of other than[color=red] seven (7) members[/color] (as in the case of resignation, etc).
[/quote]
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