Greater Waikato AGM

minutes
nominations
agm
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#1

The nzLARPS Greater Waikato will be holding its AGM on October 7, 2017 at a time to be determined closer to the event. The meeting will be held at Rob’s Tavern, address provided by the Secretary or on the Greater Waikato Facebook page.

Nominations for the Greater Waikato Regional Committee can be made either in the thread below or by e-mailing hamilton.secretary@nzlarps.org Any nominations made via e-mail will be posted on the thread below for accurate recording.

Due to email voting, there will be no nominations accepted from the floor. The deadline for nominations is October 4, 2017.

Any other motions can also be made via this thread or by email.

Every candidate for committee must be proposed and seconded by two members. The candidate does not need to be a current NZLARPS member at time of nomination but they must join by the AGM.

The positions are:

Regional Director
Responsible for overall running of committee and society for the region. Promote the vision of the society, chair committee meetings, work for consensus in the committee. Attend meetings as regional representative of the society. Co-ordinate with other regional directors and Society President to ensure cooperation across the country in advancing the aims and visions of the society.

Regional Secretary
Keep all club correspondence in an organized 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.

Regional 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.

Regional Equipment Officer
Responsible for society-owned equipment. Organize 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.

Regional 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. Update the NZLARPS Auckland facebook page and any other social media.

Regional General Officer x 2
Can take up responsibilities as required.

Each position must be held by a separate individual.

Nominations

Rob’s Tavern, time to be determined closer to the event. This meeting is open to any and all LARPer’s, curious peoples and observers, however only members can vote on, or become apart of, the nzLARPS Greater Waikato committee, along with whatever motions and decisions are made. If you wish to renew your members, check the details out here - http://nzlarps.org/join/costs/ If you wish to join for the first time, or update your details go here - http://nzlarps.org/join/

With that out of the way, we need nominations for the positions on the committee, with each position needing to be held by a different person. The positions are:-

Director - Responsible for overall running of committee and society for the region. Promote the vision of the society, chair committee meetings, work for consensus in the committee. Attend meetings as regional representative of the society. Co-ordinate with other regional directors and Society President to ensure cooperation across the country in advancing the aims and visions of the society.

Secretary - Keep all club correspondence in an organized 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.

Equipment Officer - Responsible for society-owned equipment. Organize 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.

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. Update the NZLARPS Auckland facebook page and any other social media.

General Officer x2 - Can take up responsibilities as required.

The nominee’s so far are:

Regional Director - Joseph Outram, nominated, seconded by Melanie Duff. Accepted nomination.
Regional Secretary - Melanie Duff, nominated, seconded by Joseph Outram. Accepted nomination.
Treasurer - Jared Hansen, nominated, seconded by Melanie Duff. Accepted nomination.
Marketing Officer - Bo Beaufill, nominated , seconded by Joseph Outram. Accepted nomination.
Gear Officer - James Wyn, nominated, seconded by Jared Hansen. Accepted nomination.
General Officers - Mervyn Heinemann, nominated, seconded by Melanie Duff. Declined nomination; Melanie Duff, nominated, seconded by Joseph Outram. Accepted nomination.


#2

Minutes from the Greater Waikato AGM - 7 October, 2017

Opened: 1:13 pm.
Present: Shae Cook, Jared Hansen, Bo Beaufill, Joseph Outram, Robert Cowsley, and Melanie Duff (via Skype).

Reports

Director: Nothing to report.
Treasurer: The last project run in the area, Fallout: Dead Zealand, made a profit of $147, despite lower than projected numbers. The bank account for nzLARPS Greater Waikato stands at $1,047
Secretary: Nothing to report.
Marketing Officer: Nothing to report.
Gear Officer: No in attendance, unable to give a report.

Elections

Regional Director:
Joseph Outram - six votes.
Abstain - one vote.
No confidence - no votes.

Regional Secretary:
Melanie Duff - seven votes.
Abstain - no votes.
No confidence - no votes.

Treasurer:
Jared Hansen - seven votes.
Abstain - no votes.
No confidence - no votes.

Gear Officer:
James Win - seven votes.
Abstain - no votes.
No confidence - no votes.

Marketing Officer:
Bo Beaufill - six votes.
Abstain - one vote.
No confidence - no votes.

Motion: Shall we elect two General Officers.
Yes - no votes.
No - five votes.
Abstain - two votes.

General Business

Gear boxes
With a large number of soft gear (i.e. costume, props and the like) Jared has proposed purchasing a number of large storage boxes during the Christmas/Boxing Day sales so as to better organise gear for lending. Joseph agreed and suggested that he’d put the matter to the committee once they were all confirmed by the grand pooba’s of propriety.

Medusa
Has declined in attendance every year since inception. Jared was happy to hand off to someone else - Bo Beaufill and Melanie Duff accepted and have agreed to run from next year onwards. Committee wished them well.

Discussed changing venues every year between Hamilton, Rotorua and Tauranga as a way to increase attendance.

Summer Series
With no Medusa this year, Melanie and Bo have discussed running a number of games in either Tauranga or Rotorua as part of a proposed Bay of Plenty summer series.