NZLARPS Second AGM 17/09/07

[Rhiannon]

Did you come to the AGM?

• I came and I rejoined!
• I came and I didn’t rejoin.
• I didn’t come.

Show results

17/09/2007 NZLARPS Annual General Meeting

17th September, 7.42-9.45pm

Agenda:

1. Present and Apologies; Rejoining
2. Committee Member Reports
   a) President: Adam
   b) Secretary: Rhiannon
   c) Equipment Officer: Mike
   d) Project Officer: AJ
   e) Community Officer: Nikki
   f) Treasurer: Steve
3. Voting on Financial Statement, prepared by Treasurer
4. Election of Scrutineers
5. Election of next Committee
6. Other Business

30 members present. (27 voted)
Apologies: Steph.

1. 23 members rejoined. (This needs checking as I think someone may have joined after I left the table)

2. Committee member reports
   a) President’s report: Adam
   At the beginning of the year we were wondering, can we find a game or games to fill up the space left by Mordavia? The answer: Definitely. We’ve had lots of great games, both day and weekend length, of several genres, and more coming out all the time. Immersion was another great innovation this year. The two main expenditures have been on the $800 laser printer – but well worth it as 600 prints have been done in the last month – and on the trailer, with thanks to the Lion Foundation for a $5000 grant. Our membership base is growing slowly, but we are beginning to see more non-Auckland larps starting up. The larping community is much better off since NZLARPS was first brought into being two years ago.
   b) Secretary’s Report: Rhiannon
   We’ve now had a meeting every month for the last 2 years, and this is the second annual general meeting. We currently have about 50 members… and eventually we want over a hundred members in the next few years, to grow the society and the player base.
   c) Gear Report: Mike
   It’s been good to see initiative on the part of game organisers to have gear making workshops. We have a lot more game gear than at the beginning of the year, making a challenge: finding the space to keep gear from which we can find it again, and getting a trailer to transport it to games, especially weekend games which may need a lot of gear.
   d) Project Officer: AJ
   There has been an explosion of talent and creativity in the making of new games. GMs awesome. Creating new rule sets is difficult. Lots and lots of larps this year: 40 games! 13 Projects: 9 day games, 4 weekend games. 18 Affiliate games: 15 day games, 3 weekend games. Also 7 non affiliate games. And also 7 more NZLARP/Affiliate games between the last AGM and the beginning of this year.
   People are not using the Project Officer role properly: Should be a liaison between any GM and the committee. The Project Officer knows just where to get everything needed, the best venues, how much to spend on food… or if they don’t they can immediately put you in touch with the right person who can tell you exactly what you need to know. This should be how Project Officers are used. GM: I have a problem. Project Officer: This is what you need, or Talk to this person. There is also a mentoring system available on the forum, which hasn’t been used yet.
   e) Community Officer: Nikki
   Delegation of Immersion to Anna was a good idea – has got bigger and better. Has been a good learning environment - a 2000 word feedback essay on the first issue was very useful, and the magazine now has a new professional look, described as an “A5 size larp extravaganza!”
   At the beginning of the year was a moderator on Diatribe – now this is needed less and Diatribe has become a great place to hang out online.
   f) Treasurer: Steve
   The Society has done really well this year. The membership fees covered the running costs of the Society, including the printing of Immersion, and posting, membership cards. The events have funded other games, and also a lot of new gear, including the generator, printer and trailer (thanks to a $5000 grant from the Lion Foundation). NZLARPS is essentially here to provide GMs with venue deposits, and to cover unexpected losses such as a player pulling out at the last minute, window broken, etc. We are ready for new games.

3. Motion to accept the financial report: Adam motioned, Mike seconded, passed unanimously.
4. Election of Scrutineers
   Motion to elect Nikki and Alexcia as election scrutineers: Adam motioned, AJ seconded, passed unanimously. Alexcia had to leave before the voting however.
5. Committee Nominations:
   President: Anna
   Secretary: AJ
   Treasurer: Steve
   Equipment Officer: Mike
   Project Officer: AJ, Craig
   Community Officer: Brian
   General Officers: Rhiannon, Matt, Scotty, Steph
   President, Secretary, Treasurer, Equipment, and Community Officer positions were not contested, and as such the nominated people were elected. AJ pulled out of the Project Officer position after being elected as Secretary, and Craig was elected as Project Officer. The three General Officers elected are Matt, Scotty and Steph (who is to be Skyped in to meetings from Wellington).
6. Other Business
   I don’t think there was any.

[Brian]

[quote=“Rhiannon”]
6) Other Business
I don’t think there was any. [/quote]

BOWLING

[Dr_Varteron]

Thanks Rhiannon.

I just got the Sec stuff. I have a lot of reading ahead of me . . .

[Ryan_Paddy]

Did anyone else find voting for positions that only had one candidate a huge waste of time? It took around an hour to come to the only logical conclusion on those five positions. I really couldn’t care less about protocol when it’s so pointless.

[Mike_Curtis]

I agree that the voting process took way too long, but we need to do things by the book or else we risk wasting even more time if someone is in a vexatious mood and feels like challenging the veracity of the process.

Plus, I always want the option of voting No Confidence.

I’ve submitted an idea to the committee that will eliminate most of the pain. The concept is to close nominations on the night, and then get the candidates to make their speeches. While this is happening, we will print A4 voting sheets that contains all positions and boxes for ticking.

Each voter will vote for all positions in one go, and we can count votes as they are made, to speed up the returning process. We’ll need to set up some booths for privacy, but that’s about it.

It gets tricky if people want people to stand for more than one position. If one candidate wins more than one position they could immediately resign the extra positions and the AGM could hold another vote for the newly vacant positions.

[Brian]

I appreciate that in the unlikely event of enough people voting “no confidence” or abstaining such that the position would remain empty, voting must remain anonymous, but there definitely needs to be a faster way of handling it.

[adam]

I’ve submitted an idea to the committee that will eliminate most of the pain. The concept is to close nominations on the night, and then get the candidates to make their speeches. While this is happening, we will print A4 voting sheets that contains all positions and boxes for ticking.

Each voter will vote for all positions in one go, and we can count votes as they are made, to speed up the returning process. We’ll need to set up some booths for privacy, but that’s about it.

Sounds like a good idea to me.