NZLARPS National AGM 2012
26th September 2012, 7pm, Dominion Post Building, Boulcott Street, Wellington.
Present:
Frank Pitt
Paul Wilson
Bryn Jones
Nick Cole
Viveka Nylund
Mel Duncan
Russ Kale
Steph Cybart
Thomas Joychild
Steph Pegg
Daena Dixon
Naomi Guyer
Bex Harris
Scott Kelly
Ellen Boucher
Brooklynne Kennedy
Rhiannon Daymond-King
Renewed memberships on the day:
Paul Wilson
Stephanie Pegg
Thomas Joychild
Mel Duncan
(all renewals)
Quorate including e-mail votes.
Anthony Doornebosch
Ryan Paddy
Robert Shaw
Malcolm Harbrow
Karen Wilson
Claire Stones
Hannah Jackson
Allen Shaw
Anna Klein
Kirsten Goodall
Matt Swain
James Cooper
Ivan Essin
Dave Agnew
Mikaere Curtis
Nicolette Brown
Donna Giltrap
Martin Clyde
Elizabeth Read
Samantha Walker
Malu Fink
Sophie Melchor
Norman Cates
Kara Jensen
Reports from Officers
President
This year has been a busy and difficult year. There were obviously the unprecedented large problems that we have had to deal with, as well as a number of smaller issues arising at different events. Part of this may be the fast growth we are having and new people coming into the community. Whatever the reason, it is starting to lead to GMs being more explicit in their pre game and event briefings, and the introduction of things like the code of conduct. It is something that we all need to be aware about and work at making events safe and welcoming for all. And I am proud of the way the National committee has worked together as a team, we may not always agree on every single thing, but that is healthy. We go away and work on things in a constructive way and all want the best for NZLARPS.
There have also been a huge amount of positive things that have happened this year as well. We have had a lot of growth in the community and I see a lot of new people turning up to games. We have had great success at a number of events such as Aethercon (first in Auckland and in a couple of weeks in Wellington), Armageddon and MOTAT and the games that have come off those. Chimera was again bigger than ever and has in fact now outgrown Kapcon, and the first Hydra in Wellington was a huge success. Teonn seems to keep growing, and Witch House is going well. In Wellington Kingdom and 33AR (NOT an NZLARPS project, an affiliate, but with a lot of support) have proven there is a desire for campaign games down here. In Hamilton Knightshade has started up again and is popular. And down South, Daphne and Matt have been leading the charge. There have also been a number of one off games run all over the country. I think we have been a lot better with scheduling events, even though the calendar is becoming more crowded, and a lot of thanks for that needs to go to the GMs who let us know in advance when games and events are happening and especially to Jackie who has taken on the role of looking after the calendar.
Moving forward we have already identified new games for new people, there are already whispers of new campaign games being planned for the future and we will be marketing in a few new areas and trying to spread the word. I also want to see some new processes put in place to make things run faster, smoother and be more transparent for our members. I want to continue to encourage people to speak up if they want to see changes and to have their say on different matters. I am proud of our creative, welcoming community and know we can have another successful year.
Treasurer-
The spreadsheet is a high level overview of key money movements in the Auckland and National accounts for the society. It provides an overview of where projects generating income. Almost all of the society’s income/expenditure is through projects. We have revised our accounting procedure in line with the Inland Revenue’s definition of assets. For tax purposes, as defined by the Inland Revenue, “assets” are those purchases that are over five hundred dollars therefore most project expenditure is an expense (this information was brought to us by the society’s tame accountant and will be carefully reviewed before returns are filed for the year to make sure it is 100% correct)
The society’s financial year runs from September 1st to August 31st. All money collected for events after August 31st 2012 is a liability and has been shown as such. Please note, ‘Winterdale’ has outstanding actuals and their numbers may change once final actuals come in.
The society is moving towards online filing and documentation of all project actuals in a central repetoire for better transparency and accessibility for members. The society is in a strong financial position and will likely have made taxable profit once again. Treasurer recommends to incoming treasurer that society position is calculated in mid-July (taking a best guess for Chimera outcomes) and National and regional committees collaborate to use excess surplus to make purchases for society. Treasurer recommends to incoming treasurer providing a treasurer’s statement to committees (and possibly membership) once every two months to provide real time information for society to make financial decisions. Treasurer feels that society generates income regularly because committees ‘play it safe’ (which is a good thing and definitely better than reckless frivolity) so real time information would allow them to make better assessments of the society’s financial strength. Treasurer recommends to incoming treasurer that the society switch banks immediately due to intolerably poor level of service from BNZ on a sustained and incorrigble basis.
On the whole, the society is fulfilling its function to be able to pay for events. It is able to pay for several thousand dollars worth of event bookings up front, as well as invest in consumables and provide floats to events. It continues to run big events to subsidise smaller events. The society accounting machine has improved greatly, but more work needs to be done to continue streamlining it, improve transparency and information for decision making and better communication between different regions.
Full financial breakdown to be filed to membership no later than 7th
October, and if accepted, taxes and financial data filed to IRD and
Ministry by no later than October 31st.
Marketing Officer-
Well it’s been another amazing year of growth in our larp community, from Chimera pretty much selling out again to our new convention Hydra being a great success as well. Last year saw our first stand at Armageddon in Auckland which brought in a lot of new people, firstly to Hindenburg and Reunion and then to the greater community. This year we will be once again having a stand at Auckland, with plans well under way. It also saw a lot of interaction with the Steampunk community, having a NZLARPS stand at their first MOTAT event and advertising their Ethercon event at our various larps as well. With the continued success of Auckland game Teonn, the introduction of new Wellington games, Kingdom and 33AR, we look set to have another year of great growth.
Secretary-
According to the database we currently have 72 paid-up members- 49 in Auckland, 23 in Wellington. We’ve had the usual changeover this year, with some new people joining and some older members letting their memberships expire. National Committee meetings have happened online via MSN, and will continue to do so for the foreseeable future.
Approval of reports- moved by Paul Wilson, seconded Naomi Guyer- carried unanimously.
Election of Returning Officer
Daena Dixon- nominated herself.
Seconded by Paul Wilson.
Voted in unanimously.
Voting on Motions to amend the NZLARPS Constitution
The motions were read out and explained to those present.
Thanks was expressed to Cameron for putting the motions for amendments together.
All motions were carried. For Motion 1, Option B was carried.
Election of National Committee
The results of the elections for the National Committee were as follows:
President: Scott Kelly
Secretary: Ellen Boucher
Treasurer: Anna Klein
Marketing Officer: Michelle Burt
IT Officer: Ryan Paddy
Paul Wilson moved that the results of the election and voting on motions be accepted as reported, seconded by Naomi Guyer, carried unanimously by those present.
Meeting closed at 7.55.
