Note: The
below goals are not exclusive. It is hoped that once the basic goals are
achieved, the Natorg will be able to extend it’s duties a bit further. It is
understood that we should take small steps, and make sure that each
foundational goal is in place before attempting new goals
(For the sake of
argument, and until a name is chosen this organization will be referred to as
the NATORG.)
1) NATORG be created as an
incorporated, non-profit society, and receive an IRD number as such.
2) In general terms, NATORG will
be responsible for overseeing the annual New Zealand National Science Fiction
and Fantasy Convention (NatCon). This
will involve:
a) Administration of the process
of awarding the NatCon to an organisation committee (ConCom).
i)
This will take place at each Natcon, where the members
of the natcon will vote for a natcon two years hence.
ii) If for some reason, a Natcon
was not voted on the previous year, a Natcon may be voted for that is one year
in the future.
b) Providing an umbrella
organisation under which ANY SF or F convention may operate so that their tax
free status is assured, so long as:
i)
The convention agrees to be affiliated to the natorg.
It will thereby receive the same tax benefits as the natorg, in the eyes of the
IRD.
ii) The concom will be required to
sign a document stating that they will abide by the rules of the Natorg. (Eg.
Rules relating to non-profit status, use of the database and so on.) [This
document to be worked out later on.]
iii) There are financial assurances
to guarantee that a convention that fails financially cannot drag the natorg
down with it.
c) Holding funds from previous
conventions, which can be used as a loan or as a grant to an upcoming NATCON.
i)
There will be specific requirements for receiving
money from the Natorg. This is to ensure that the money is being given
responsibly by the Natorg.
ii) The Natorg will have the right
to refuse further funding to a natcon IF it can be established that the concom
is badly managing the Natcon finances. In extreme circumstances, previously
advanced money may be required to be paid back.
iii) The Natorg must ensure that
funds for ongoing expense requirements related to the running of the Natorg are
available.
iv) The specifications for funding
have yet to be worked out in detail.
d) Holding the national Fan
database in trust for future conventions and fan contacts.
i)
The use of this database will be governed by the
Privacy Act.
ii) The purpose of this database
is to enable fans to be contacted about SF and F events happening in New
Zealand.
iii) Individual statistical
information has been, and will be gathered. This will only be accessible to the
database administrator/s. However, aggregate statistics containing no
information from which individuals maybe identified will be available as
requested by interested parties.
e) Providing advice and practical help where possible to the
committees of natcons and other conventions within New Zealand.
3) The Natorg must also ensure
that New Zealand national SF and F awards are made each year. This would
normally occur at the Natcon. Provision should be made, however, in case a
Natcon is not held in a particular year.
a) National SF awards (The Sir
Julius Vogel Awards) are to be made in conjunction with each NatCon. Works may be nominated that were published
or released in the calendar year previous to the Natcon. Only the members of
the current Natcon may vote for these awards.
b) Those awards shall include the
following categories and any others that NATORG or their delegated agents may
see fit.
i)
Fan Awards (given to fans for their contribution to
these areas of fandom.)
(1) Best Fan Writer
(2) Best Fan Artist
(3) Best Fanzine
(4) Services to Fandom (as deemed
appropriate)
ii) New Zealand Awards (The
following are suggestions. The idea is to use the Hugos as a basis for New
Zealand awards. The fans choose their favourite works and vote on them.)
(1) Best Novel
(2) Best Short Story
(3) Best Artist
(4) Best Film
4) The Natorg will contribute to
the promotion of Science Fiction, Fantasy and fandom in New Zealand. This will
be achieved by any or all of the following:
i)
Encouraging communication and relationships between
fan groups around the country.
ii) Encouraging the creation of
new fan groups throughout New Zealand.
iii) Being a Media contact for news
media, publishers, film distributors, et al.
iv) Advertising in order to
increase public awareness of local fan groups and activities.
v) It is hoped that with the
“bulk power” of a natorg, numerous stores which have some relation to SF &
F can be persuaded to give a discount to members of the Natorg. This allows the
store/s to only deal with one organisation, rather than many scattered around
the country.
5) The administration of NATORG
is to be carried out by a board consisting of:
·
President.
·
Secretary.
·
Treasurer.
·
Up to xxx other board members.
·
It is hoped that the committees of fan clubs in New
Zealand will also take part in an advisory capacity.
6) Membership of the Natorg.
a) Membership can be obtained by registering
as a member of a Natcon.
b) Membership can be obtained by joining
individually.
i)
It would be preferred that the natcon makes available
an extra membership category that allows for ONLY Natorg membership. This
simplifies the administration required, and if the fan chooses to later on join
the natcon, it simply becomes an upgraded membership.
ii) [We should also have PROVISION
for joining straight to the Natorg, but this is a little more hassle
administratively.]
c) Honorary memberships may also
be conferred. This class of membership has no voting rights.
d) Lifetime Memberships may be
conferred, by vote of the members. These memberships have full voting rights in
perpetuity.
e) All memberships will continue
until the start of the NEXT natcon.
i)
Eg. A fan joins 3 months before a Natcon in Year X.
Membership continues until the start of the Natcon in Year X+1. This method
potentially allows membership periods of about 2 years if the fan takes out
membership early enough.
ii) In the event a natcon is not
held in one year, membership will lapse 1 day before the date of the AGM. [I
suggest that in this case, we state that the AGM must be held in the month of
June, since that’s a more or less central month. It also allows time for the ]
f) Membership benefits are:
i)
The right to attend the AGM, any SGMs, committee
meetings and have their say.
(1) This assumes that
communications via internet and post are accepted as being methods for
disseminating and receiving information.
ii) The right to vote for matters
concerning the Natorg.
iii) The right to vote on the fan
awards, SO LONG AS the membership held is also for the Natcon, or AGM, in the
year of voting.
iv) Any discounts or similar
arranged by the natorg on behalf of it’s members.
v) [If discounts are arranged,
how will a member be able to prove to the “retailer” that they are a member?
Membership cards are fiddly to produce. And keeping the membership straight
would be a pain. If the discounts took effect from the start of the natcon
(AGM) in question, then it becomes easier to do this, since it’s fairly easy to
print out a list of natorg members and print the membership cards, all at the
same time. Is this an option?]
vi) [Also, as far as discounts go,
if they can be arranged, I would like to see them arranged for ALL clubs as
well. What do people think about doing this regardless, without requiring any
sort of payment? Maybe the natorg could ask for a small payment in order to
receive the discounts. This would allow the club to print a specified design on
their membership cards, and the ALL their members could get those discounts.
The same would apply to members of the natorg. Their membership badge would
have the Natorg design on it, and they could then use it for the next year to
get discounts.]
7) The annual general meeting of
NATORG will be the business session of the NatCon, at which time the election
of board members will take place.
a) Also at this time, the board
members will say what they wish to accomplish in the following year. Each item
must be agreed upon by the members present.