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. Foundational goals have been marked as such.
Philosophy of the Natorg (according to Norman): I believe
that the natorg should be run to benefit all fans as much as practicable. For
instance, if the natorg becomes involved in advertising for conventions, I
suggest that the advertising be phrased generally so that people who might just
be interested in a club would contact the natorg, and be given the name of a
club close to them.
This also implies that the natorg must be
accountable to ALL fans. Legally, only members of the natorg have the power to
influence policy, but the effort must be made to listen to all fans.
The natorg of course will try to find benefits for
members, to encourage joining. Without members we don’t have resources, either
monetary or people to help out.
Coming Up:
There is coming a point quite soon where we (the
discussion group) will need to contact all the clubs and groups we can think of
to let them know what we are doing. This will be to let them know what we are
proposing and ask them if they are willing to let the natorg be a spokesperson
for them. It is VERY IMPORTANT that we do this. I realise that the bigger SF
clubs are aware of what’s going on, but there will be a number of other clubs
like roleplaying clubs, SCA, and so that should be aware of what’s going on.
They may not be interested, but at the least we’ve made the effort to let them
know what’s being proposed.
(For the sake of
argument, and until a name is chosen this organization will be referred to as
the NATORG.)
1) [Foundational] NATORG be created as an incorporated, non-profit
society, and receive an IRD number as such.
a) The natorg will exist with the
mandate of New Zealand fans.
b) The natorg will be run for the
benefit of as many fans as possible.
2) [Foundational] 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
attendees of the natcon and the members of the natorg 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. For that to happen legally, the following points are
necessary.
i)
The convention needs to agree 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
convention.
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 convention IF it can be established that the
concom is badly managing the convention 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) [Foundational] Providing advice and practical help where possible to
the committees of natcons and other conventions within New Zealand.
3) [Foundational] 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) [Foundational] The board of the Natorg are the people responsible
for the running of the natorg, and the carrying out of the wishes of the fans.
a) The administration of NATORG
is to be carried out by a board consisting of President, Secretary, Treasurer
and between 4 and 6 other board members. The President, Secretary and Treasurer
are known collectively as the executive.
b) The board will be elected at
the AGM of the natorg, by the members of the natorg.
c) The President will be directly
elected by the members.
d) The remaining members of the
board will be elected generally, then the positions of Secretary and Treasurer
will be chosen from among the elected members. Any other specific board positions
will be chosen from among those board members. Ie. Between 6 and 8 board
members will be elected from whom the board will choose Secretary, Treasurer
and any other specific positions.
e) No person can hold the same Executive
position for more than 3 years consecutively. No person can be on the Executive
for more than 5 years consecutively. They can rotate out to the general board
if they wish. This is to avoid burn out.
6) Membership of the Natorg.
Because the natorg is a new organisation, ways of obtaining membership will be
rolled out over the next few conventions. Section (a) Designates the way
membership will work initially. Section (b) designates the way that membership
will work when it’s appropriate to switch. We are still discussing section (b)
in the group. This will be completed a bit later on.
a) At a natcon, membership in the
natorg can be obtained by ticking a box on the registration form. At the first
convention, the only money asked for will be in the form of donations.
i)
Fans can also join by writing to the natorg, and
asking to join. Fans not on email are asked for a donation to cover postage
expenses. Suggested amount will be $5.
b) Membership can be obtained by
registering through a Natcon and paying a membership fee. The natcon acts as an
agent for the natorg in this case, and passes the money and membership details
to the natorg.
i)
Membership can be obtained by joining individually
directly to the natorg and paying the membership fee.
c) Lifetime Memberships may be
conferred, by vote of the members. These memberships have full voting rights in
perpetuity.
d) Honorary memberships may also
be conferred. This class of membership has no voting rights.
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, an AGM will be arranged for that year. At the completion of
the AGM, memberships that would have lapsed at that year’s natcon, will lapse.
f) Membership benefits are:
i)
The right to attend the AGM, any SGMs, and committee
meetings.
ii) The right to vote for matters
concerning the Natorg including the next natcon.
iii) The right to vote on the fan
awards, SO LONG AS the membership will not lapse prior to the AGM at which the
votes are declared.
iv) Any discounts or similar
arranged by the natorg on behalf of its members.