Stargate LRP (SEF)

Olivia Chase

The evening the Executive discussed the issues revolving around the minimum age of attendees at Stargate events.

The teleconference was attended by Tonya Perry (President), James Wood (Treasurer) and myself (Secretary) apologies were received from John A David (Plot Co-ordinator). Apologies were also recieved from James Stacey and Richard Croydon (System Refs) who let me know their views before the meeting.

We arrived at the following points -

Firstly those current attendees who are under 18 (don't forget there may be crew as well as players) who are down to attend the next event are still very welcome to do so.

However, after Tonya has made a considerable number of enquires, for us to be covered legally for allowing this, we need to have two things.

1) Parental permission, in writing for the attendee.

2) Someone to act 'In Loco Parentis' for that attendee (here after referred to as 'Sponsor'). This can be another attendee over 18. Please bear in mind that the player willing to act as Sponsor is responsible for that attendee, and must be willing to put this in writing, and in a position to keep an eye on the attendee throughout the event. That means;

a) That the Sponsor will not be able to act 'In Loco Parentis' for more than two people.

b) Due to the nature of the events, in order for this to occur, if playing, the attendees must be in the same team as the Sponsor.

c) If an attendee under 18 wishes to come as crew, then there will need to be someone to act as their Sponsor in the crew to ensure that adequate cover is given.

This will ensure that all our bases are covered. We have had offers of help in wording the documentation required (ie Parental Permission forms) and the Committee is very grateful to receive it.

So, What Next?

It will now be put to the membership. After the next event a meeting will be called and the matter will be put to a members vote.

There will be an initial choice of whether the minimum player age should be 16, with the above legal provisos, or 18+ only.

If the majority of members vote for the 18+ option there will be a second vote on whether the rule will apply for all NEW players (thus allowing existing attendees under 18 to play until they reach 18, but no new attendees under 18 are permitted) or whether to impose a blanket ruling, preventing current attendees from coming again until they are 18.

We also appreciate that not all members will be attending the event, or may not be able to stay for the meeting so there will be an opportunity for members to vote by email/post before the event (if they can't attend), or by paper ballot which they can hand to me if they have to dash off.

The membership will be emailed over the weekend with all these details as well, as some of them are not able to check the boards regularly.

The result of the vote will then be put in the Society Constitution and rule book.

We have also decided that there will be a Membership form which will contain full contact details, date of birth, emergency contact, parental consent (if the 16+ option is elected) and relevant medical conditions.

I will create two versions, so the relevant version can be distributed to members after the vote.

Apologies for the length of post but I hope that covers everything.

Over the next few days we will be focusing on getting everything together and preparing what needs to be done, so do bear with us, but we will get this out as soon as we possibly can.

Yours,

Debbie Collington
Secretary
_________________
Former CMO..

"I dream I'm floating on the surface of my own life, watching it unfold." Dexter (Season 1, episode 2) - "Crocodile."

Olivia Chase · Posted: Wed Jun 17, 2009 9:50 pm Post subject:

Right, just to remind you all of the vote that will be taking place after the event. RL has prevented me from emailing the entire membership, but there should be enough members at the meeting to ensure things are still fair and representative.

I have, with the aid of the executive created membership forms which will be available for people to look at after time out.

We are looking at ALL members needed to give in their details on a form, including any special medical needs, next of kin, full contact details etc and there are two versions, one for 16+ and one for 18+ so we are ready depending on how the voting goes.

_________________
Former CMO..

"I dream I'm floating on the surface of my own life, watching it unfold." Dexter (Season 1, episode 2) - "Crocodile."

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