Committee Meeting: 05/9/2014 Present: Rose Douglas (President), Corrin Motion (Vice President/Events Coordinator), Cormac Murray (Secretary), Calum Kitching, (Treasurer), Ian Cairns (Web Representative) Agenda: Discuss membership fees and collection, the upcoming Freshers Fayre, oneshots week, review the categories and collection of DAFTA nominations, soliciting membership feedback in open meetings, funding, arranging a monthly newsletter containing game information and GM advertising. Membership Fees and Collection The matter of DURPS membership fees was discussed, with three pounds being suggested as a membership fee throughout the year. Members will be allowed up to four weeks to hand it in, after which point non-payment will prohibit them from accessing DURPS services or joining Union-hosted games. Monthly fees for the LARP were also discussed, with it being suggested that a ten pound monthly fee be applied. New members would get a starter kit and a free first session, with payment required afterwards if they continued playing. Freshers Fayre A request was made for a stall at the Freshers Fayre, though DUSA hasnt responded to our request or provided us with set-up times - this seems to have happened to other societies as well. Volunteers to help man the stall will be sought before the event, and a spreadsheet will be set up by Ian Cairns to hold the details of prospective members. Corrin Motion is to ask for photos of LARPing people may be willing to volunteer for the stall and seek out volunteers for a possible LARP demonstration. Rose Douglas and Corrin are to colaborate on, respectively, knocking together a design for membership cards and arranging a printing of cards from Urban Print. Oneshots Week The Union is unavailable for use throughout Freshers Week, and our usual meeting rooms have been pre-booked for Monday the 15th of September. Alternative rooms shall be sought so that Oneshots Week can take place over that week; if this fails, Oneshots Week will likely have to be postponed until the week beginning on the 22nd. Calum Kitching is to gauge how many GMs intend to run a game for Oneshots week. DAFTAs Alternative venues will be considered for the DAFTAs in the forthcoming year, in the ideal form of a function suite that isnt overpriced, is accessible, and from which food could be gotten. Alternatively, any sort of dinner could be eaten beforehand in an alternative venue before the DAFTA ceremony. The existing DAFTA categories from last year are to be reviewed at a later meeting. It was discussed whether to receive DAFTA submissions in hard copy or to set up online submissions again, with the consensus leaning towards online submissions. Most importantly, it was discussed whether vote-based categories such as Best GM ought to be made assessment-based like the other categories, to prevent GMs winning due to simple numerical advantage. This will be open to DURPS memberhsip feedback and discussion at a later open meeting. Open Meetings It was suggested that for any meeting in which a major change to the normal running of the society would take place - such as the aforementioned voting system for DAFTA categories - the meeting be made open to membership participation. Such meetings would be announced beforehand, along with whether the matter at hand would be open to a DURPS-wide vote or not. Funding The bank is to be contacted to confirm the existing signatories on the committee. In addition, Cormac Murray is to be added as a signatory to the account. Newsletter The prospect of a monthly newsletter was discussed, containing synopses of games that were currently running in order that other DURPS members could be kept informed on other mad events. GMs would be asked for a synopsis of recent game events around the middle of each month, with completed submissions being compiled into a newsletter and distributed via email around the end of each month. Upcoming society events would also be included in the newsletter, and GMs would be able to advertise any free spaces they had in their games as well. Cormac Murray volunteered to collect and create any such newsletter, with assistance from Corrin with regards to LARP events and groups. Meeting adjourned
Posted on: Fri, 05 Sep 2014 17:42:27 +0000
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