[Daanz-dip] President's report for DAANZ Executive Committee Meeting 12-01-08

[STEPHENSON, Robert]

 PRESIDENT'S REPORT  OF DAANZ EXECUTIVE MEETING 

 

 

Hi all,

What is below is just about all of the minutes of meeting with a few
edits to make up my president's report. It is a boring read but if your
interested. Knock yourself out.

I will continue to put these out if there is any interest shown from the
membership. Expect another report in about 6 months.

Rob.

 

(held on Saturday 12th January 2008 10:10 to 11:45)

 

Members present: Bill Brown (minutes), Andrew Goff, Tristan Lee (DAANZ
ordinary member), Rob Stephenson (chair)

 

The following was tabled: Financial statement for 2006, minutes of 2007
AGM, 2008 Tournament schedule, DAANZ members register and contacts list 


1) DAANZ Executive roles

These are the roles as defined on the DAANZ web site:

President: Chair all meetings. Ensure Public Officer (see below)
completes yearly paperwork for Consumer and Business Affairs Victoria.
Bi-monthly reports to ozdip/DAANZ announce. Notification of AGM and
agenda a month before the AGM date. Follow up on minutes and insure
actions from meetings/minutes are carried out. Become a central point
for the hobby. If you don't know the answer to the question know the
person who knows the answer. Delegate roles to helpers and follow up on
them. 
Returning Officer/Publicity Officer: This role has become one more of
publicity than just a returning officer. As returning officer he is
responsible for making sure all elections are run to the rules of the
association. As publicity officer he maintains web pages. mail outs. any
forms of advertising to promote the hobby. Many of his/her roles are in
conjunction with those of the President and Secretary as they all strive
for the same goals. 
Secretary: The secretary is responsible for keeping up to date records
of finances, memberships, minutes and agendas of meetings. His roles
also overlap with that of the President and the Returning/Publicity
officer to promote the hobby.
Public Officer: The DAANZ is an incorporated association registered in
Victoria. The DAANZ must have a Public Officer, who must be a resident
of Victoria. Any member of the Executive may be the Public Officer, or
the Executive may appoint another person to be the Public Officer. The
Public Officer must file certain paperwork each year to the Registrar of
Incorporated Associations, Consumer and Business Affairs Victoria. More
information about the paperwork which the Public Officer must file may
be found at the Consumer and Business Affairs Victoria website
<http://www.consumer.vic.gov.au/> .


Currently Bill Brown is the nominated Public Officer as registered with
Consumer Affairs. This was done (as opposed to having the President as
the Public Officer) as a matter of expediency to allow us to file the
paperwork in an efficient manner without undue delay.

After discussion on roles, it was decided to add "seek sponsorships" to
the Presidents role.

This will be updated on the website ASAP.

It was also made clear that it would be desirable to rotate the office
of secretary between BB/TL/AG (maybe every year?).  we will see how we
go. 

It was also expressed by TL that we should aim to keep things simple as
this would reduce the things we have to do and it only complicates any
handover to other people if things are too big and unwieldy. The
committee agreed with this and decided that it would be a theme for
future decisions. 

ACTION: AG to update details on DAANZ web site.

2) Tournament schedule for 2008

The web site has been updated with the tournament schedule as known to
this date. It probably needs to be given greater details (cost, venue,
scoring system etc) as they become known.

AG suggested that maybe Doug Stewart may be willing to organise a
Canberra tourney in the future. We should follow up with
suggestion/support/advice to try to get it off the ground. 

We are updating as we get info. need more info from td's.

 

ACTION: BB to approach DS about organising a Canberra Tourney.

3) Affiliation of Auckland Championship



The affiliation of the Auckland Championships was confirmed with Grant
Steel on 10-12-07.

ACTION: BB to communicate with GS.


4) Status of Bismark and Masterpoints

The Bismark Cup was suspended for 2007. The Bismark Cup will go ahead
for 2008. The details for 2007 will be listed as "suspended" on web
site.

 

Still no results posted on the web site for 2007. This has been
discussed with Will Black and he has agreed to hand over custodianship
and maintenance of the site as of 07-01-08. AG offered to take over the
role.

 

It will be important to make sure that results for 2008 are posted as
quickly as possible. BB to follow up with WB and AG.

 

There was some discussion as to the guidelines for affiliation and it
was decided that tournament organisers who want their tournament to
count for bismark cup points will have to provide at least THREE months
notice for announcing the date of a tourney.

 

ALL games at tourneys  without Bismarck approval will still count for
masterpoints as long as they are not variants of Diplomacy.

 

ACTION: AG to follow up with WB, get access to web site and update
information.


5) World Diplomacy Championships
 
RS has been dealing with Dave Norman and Edi Birsan with the aim of
holding WDC in Australia in 2011. 

 

As this is still in the early stages (but still more advanced than most
bids) it was felt that we have some time before we have to address more
concrete details eg timing - the rugby world cup is still to announce
their schedule, venues and dates. 

 

We are looking at timing wdc with the rugby world cup. 

 

Apart from the need to provide an official bid in the USA at Origins
2009, it was decided that Rob will continue to liaise with David and Edi
and clarify the details in the next 12 months.

 

It was discussed though that we should try to raise the profile of the
A/NZ hobby world wide with exposure through dipworld, dip pouch etc.
with articles and reports from A/NZ tourneys. DAANZ to encourage this.
AG will be at WDC 2008 in Austria, so maybe  he can raise our profile
further. 

 

 

ACTION: RS to liaise with EB and DN on the bid for WDC.


6) State of the DAANZ

 

We need to open a bank account in the secretary's name and transfer
remaining funds from SC. There is around $600 in the bank with outgoing
approx. $300 per year definite. We currently have 15 financial members
providing $75 ingoings.

 

AG offered to provide details to obtain suitable bank account. BB to
follow up with AG.

 

Obviously with outgoings outweighing ingoings, we have approx. two years
of funds to maintain the DAANZ as it is eg web site, ozdip list, domain
names for aus and nz.

 

It was discussed that sponsorship may be a suitable way to provide the
necessary funds, as well as increasing the DAANZ membership. But at only
$5 each, apart from raising the cost of membership, it was felt that
sponsorship may be able to provide a more definite solution.  

  

To provide a greater base of players the database of players needs to be
updated. This was discussed and it was decided that BB will ensure that
all information collected at tourneys will be handed on to TL and TL
will maintain THE LIST. This can then be distributed to DAANZ executive
members and tournament organisers as a basis for increasing player
participation at tourneys and in the hobby. This will hopefully lead to
more players at tourneys, more DAANZ members and a greater participation
by new and old players.

 

TL noted that the main challenge in maintaining an accurate Players
Database is in collection of the information.  We need to rely on
individual Tournament Directors always: (i) to collect players
information via registration; and (ii) to send those forms after the
tournament onto whoever is managing the Database. If this is not done,
then new players' details will not be captured and it becomes difficult
for all Organisers to publicise their events.

 

ACTION: BB to follow up with AG re bank account.

ACTION: BB to follow up with SC re transfer of DAANZ funds.

ACTION: RS to approach SC re sponsorship.

ACTION: BB to ensure Tournament Organisers provide DAANZ with player
contact details.

ACTION: TL to update player database and provide a copy for DAANZ use. 

ACTION: RS to hand over four database contact lists to TL. Done already.



7) Goal setting and committee vision

 

The DAANZ web site states:

 

The purposes of the DAANZ are: 

1.       to publicise and promote the game of Diplomacy and games of a
similar type within Australia and New Zealand; 

2.       to provide a forum for the discussion of issues of importance
to Australian and New Zealand Diplomacy players; 

3.       to oversee the conduct of Diplomacy tournaments within
Australia and New Zealand. 

It was decided after discussion that the goals of the committee should
be:

1.      Bring the DAANZ up-to-date and make it more active and efficient

2.      Hold World Dip Con in Australia in 2011

 

8) DAANZ communication

 

Oz-dip list provides contact with known members. The list
"Daanz-announce" is no longer relevant ie hardly anyone uses it.

 

Different methods were discussed as to how the DAANZ and tournament
organisers could contact new and current players.

 

The web-site, e-mail, facebook, myspace, SMS, mail outs, flyers were all
mentioned.

 

It was felt that the best way was to suggest to organisers different
ways to do this. It was felt that no one way was the best way, and with
the changes in technologies and in social patterns it would be hard to
pick any one path.

 

It was decided though that DAANZ mailouts as in the form of THE RAG or
bi-monthly reports would be outside the scope and resources of the
current committee. It would be better done through having a more current
and relevant web site and more constant contact through the oz-dip list.


 

ACTION: DAANZ will only maintain one contact list to simplify
communication. 

 

9) WDC video tapes transfer to computer format files

 

RS handed over  2x  2002 WDC video tapes to TL for transfer and reformat
into WMV video files.

[TL note post-meeting:  This has now been actioned.  The 2-hour footage
are 
now in the form of 4 wmv files of about 2GB in total.  They will be
handed 
to RS at the next meeting or earlier, allowing the Committee to decide
on 
what to do with the footage.]

 

ACTION: TL to reformat WDC tapes. DONE 16-01-08.

ACTION: TL to handover reformatted tapes to RS. 

ACTION: RS has two other tapes. Will try and edit via MFB T/C staff. 

 

10) Circulation of DAANZ information

 

Minutes of meeting to be sent out via oz-dip list in the form of a
Presidents Report and eventually posted to web site.

 

ACTION: RS to prepare a Presidents Report and circulate on oz-dip list.

 

11) DAANZ Rag

 

See 8 above. It was also mentioned that maybe we should encourage
someone who may be interested within the hobby who may want to run a Dip
Zine, either web based or mailout.

 

12) DAANZ Affiliation Requirements

 

After some discussion it was decided that the committee's position is
that the guidelines remain as they are, eg: 

 

The DAANZ strongly encourages the affiliation of all Australian and New
Zealand Diplomacy tournaments. The following criteria must be met for a
tournament to be affiliated with the DAANZ: the results of affiliated
tournaments are counted towards Master Points and the Bismark Cup.


Criteria for DAANZ Affiliation 


Before the tournament ... 


1.       The timing of the tournament
<http://daanz.org.au/daanz/tour-calendar.htm>  must be approved by the
DAANZ Committee. 

2.       The scoring system <http://daanz.org.au/daanz/tour-scoring.htm>
used at the tournament must be approved by the DAANZ Committee. 

3.       The tournament rules <http://daanz.org.au/daanz/tour-rules.htm>
must be approved by the DAANZ Committee. 

4.       The Tournament Organiser must agree to use the Player
Registration and Game Data forms
<http://daanz.org.au/daanz/tour-forms.htm> . 

5.       The Tournament Organiser must agree to pay the Tournament
Affiliation fee <http://daanz.org.au/daanz/tour-fee.htm>  to the DAANZ
at the conclusion of the tournament. 


After the tournament ...


6.       The Tournament Affiliation fee
<http://daanz.org.au/daanz/tour-fee.htm>  and the Player Registration
forms <http://daanz.org.au/daanz/tour-forms.htm>  must be received by
the DAANZ Secretary within one (1) month of the tournament. The
tournament results will not be considered for Master Points or the
Bismark Cup until this is done. 

7.       The Game Data forms <http://daanz.org.au/daanz/tour-forms.htm>
and the Final Results must be sent to the Results Custodian within one
(1) month of the tournament. 

except that the following will be added:

 

"The DAANZ Executive Committee may depart from these criteria at their
discretion."

 

As well as the three months notice criteria as mentioned in 4 above.

 

ACTION: AG to update DAANZ web site.

 

 13) AGM schedule

 

The next AGM will be held at the 2008 Victorian Diplomacy Championships
in March.

 

 

14) Membership status

 

As the current members are paid up until Sep 2008, it was felt that
rather than seek new fees from them as at 01-01-08, these will be
extended until 01-01-09.

 

15) General Business

 

16) Next Committee Meeting

 

The next committee meeting is scheduled for 10:00am on 1st March 2008 at
Tristans place.


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