Post 07 Feb 2018, 15:19

Background Information ?

Have noted the Background Information on the last "Media Release" or info package as we call them, media release is mainly info released to the actual "Media" for dissemination to news and or related outlets etc ...

I any case ...this is what is on the release,
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Background Information

The Zone Laser Tag Australasian Championships commenced in 1999 and is now the largest indoor Laser Tag tournament of its kind around the world. Each year we travel to a different state of Australia or New Zealand to play off for the prestigious title. The main event is the blue ribbon 5 man teams event. Other events include Triples, Doubles, Solos, Lord of the Rings, Masters (ages 35+), Womens & Juniors (ages 12 to 18). In 2017, 'Mega Zone Adelaide', hosted 33 teams and over 200 players to the event, making it the largest laser tag tournament held in the world to date.
Each year, attendees at the ZLTAC's vote for the upcoming Host and the Organisational Committee. If you would like more information about hosting the ZLTAC's please contact zltaccommittee@gmail.com

For background information on hosting the tournament visit
http://laserzone.com.au/sunshinecoast/l ... an-titles/

Host Site Regulations (Extract From the ZLTAC Governance and Regulations)

4. Host Site

4.1 Site operators wishing to nominate their site to host ZLTAC must meet the following criteria, or provide a designated site representative who meets the following criteria:
4.1.1 Must have run a successful league for at least one year or have equivalent experience to the satisfaction of the Committee;
4.1.2 Must be at least twenty five (25) years of age; and
4.1.3 Must be prepared to show insurance information if requested by the Committee.
4.2 The site must meet the following criteria:
4.2.1 Must have a public-address system, megaphone or equivalent;
4.2.2 Must have at least twenty four (24) packs or access to twenty four (24) packs;
4.2.3 Must run Nexus, Helios or equivalent current competition system as directed by the Committee;
4.2.4 Must have a minimum of three (3) base units; and
4.2.5 Must have a minimum two (2) Reload stations.
4.3 The Host site must agree to following conditions:
4.3.1 Copies of the complete databases (Torn and Tournament Manager) containing all game results must be handed over to the Committee or designated person within twenty four (24) hours of the last finals game be played;
4.3.2 Allow complete and full access to the Game Server in order to run the competition software;
4.3.3 Allow ZLTAC to run governed by committee appointed Tournament Coordinators and volunteers once official games begin;
4.3.4 Provide assistance to volunteers in the form of access to equipment and systems required to run the competition in the form of, but not limited to; packs for quality checking, internet for streaming games, printers, public announcement system;
4.3.5 Provide assistance in the form of, but not limited to; an area for media team and internet access to help with promotion of the sport;
4.3.6 Provide adequate staff to operate the venue;
4.3.7 Be prepared to reasonably maintain or replace any equipment that is needed for ZLTAC to run; and
4.3.8 Any price increases including, but not limited to, events, registration or training, must be approved by the Committee.
4.4 The following regulations shall be enforced:
4.4.1 A state cannot host ZLTAC more than once within a 3-year period while other alternatives are available (eg a State hosts in 2017, the State won’t be eligible to host again until 2020); and
4.4.2 A site cannot host ZLTAC more than once within a 5-year period while other alternatives are available. (eg a Site hosts in 2020, the Site will not be eligible to host again until 2025).
4.5 The Committee has no other powers of veto regarding a particular candidate site.
4.6 The Host Site may intervene in the running of ZLTAC if any of the following occurs during the competition:
4.6.1 Occupational Health or Safety issue occurs;
4.6.2 An event occurs that could impact on the Host Sites Insurance; or
4.6.3 An event occurs that could harm the reputation of the Host Site.
4.6.3.1 In the event a Host Site reasonably believes they need to intervene, an emergency committee meeting must be held with all members present and majority vote must occur allowing the transfer of powers from the Tournament Coordinators to the Host Site or Committee.
4.6.3.2 Reasons for transferring of powers must be documented and signed off by all committee members even though majority vote will pass the motion.

5. Host Site Rights
5.1 The Host Site has the right to a position on the Committee in the year previous and year of the Championships that will be hosted at their site, or to nominate a previous ZLTAC host representative to stand in for them (so long as they agree);
5.2 The right to determine OHS standards at their nominated site;
5.3 The right to enforce requirements that will affect the Host Sites Insurance Policy or Buildings lease agreement;
5.4 The right to monetary compensation (as agreed with the Committee) for the use of their venue; and
5.5 The right to approve any advertising or media content that could reasonably connect the Host Site to ZLTAC.

8. Elections for Host Site

8.1 The procedure for nominations and elections shall be as follows:
8.1.1 The Site Operator must nominate as per the designated Site Host nomination process as released by the Committee.
8.1.2 The candidate must indicate who will be responsible for the site during ZLTAC.
8.1.3 All nominations that meet the criteria set out in section 4 will be displayed prominently at the venue for the duration of the Competition.
8.1.4 On the last day of the Competition or another designated time, the players will be allowed to vote.
8.1.5 The Voting system shall be preferential.
8.1.6 The results will be announced at the presentation dinner or another designated time.
8.1.7 The results of the ballot will be kept so that in the event of a site having to withdraw the next successful candidate can be used.


9. Committee Responsibilities

9.1 The Committee is charged with maintaining, developing and publishing of, but not limited to, the Competition Rulebook, Tournament Guidebook, Committee Structure and Regulations, Game formats, Event Schedules, Committee Meeting Minutes and pricing structure of ZLTAC.
9.2 The Committee is charged with the selection and appointment of all Event Officials.
9.3 The Committee is responsible for announcing changes in writing to the ZLTAC community in a timely matter.
9.4 The Committee is responsible for maintaining, developing, filing and passing on to next committee, but not limited to, players registration records, Lesson Learned documents, official letters sent to ZLTAC members, decision packets, un edited committee meeting minutes, document templates, passwords to data storage location and email inboxes, websites, forms and facebook pages used by the Committee
9.5 The Committee is charged with including all advisors (non-voting committee members) in all discussions that aren’t considered to be sensitive or could cause harm to the reputation of ZLTAC or its members.
9.5.1 An agreement of 50% or more of Voting Committee members must be in place to hold a closed-door session that does not include non-voting members.
9.5.2 The inclusion of a non-voting member in a closed-door session must be agreed to by all Voting Committee members.
9.5.3 The Committee must inform non-voting members via the designated communication method that a close door session is being held, but is not obligated to provide any further details.
9.6 The Committee is charged with providing Tournament Coordinators and Event Coordinators with a full list of registered players, including contact information and emergency contact details.
9.7 The Committee is responsible for approving or appointing a responsible party to act on its behalf to approve all media content and its use.


10. Individual Committee Members Responsibilities

10.1 Each committee member has responsibility to remove themselves or another member from voting if there is a reasonable belief a conflict of interest exists.
10.2 If removing another committee member from right to vote the motion can be made by a Voting or Non-Voting Committee member, and must be seconded by at least two (2) Voting Committee members.
10.3 In the event that three (3) or more committee members need to be removed due to a conflict of interest, a non-voting committee member must be selected by a majority vote of all Voting Committee members to vote in place of a current Voting Committee Member.
10.3.1 If a non-voting member calls a motion, they cannot be considered for selection if 10.1 applies.
10.4 The Committee has the responsibility not to release or discuss detailed privilege information discussed by the committee that has not been approved by majority of the Committee for public release.
10.5 Committee members have the responsibility to conduct themselves in a manner that will not bring the committee into disrepute, harm the reputation of the committee or be considered reasonably detrimental to the interests of the ZLTAC or its members.


11. Committee Rights during the Championships

11.1 The Committee has the right to select and appoint all volunteers who will be responsible for running the Zone Laser Tag Australasian Championships once the opening ceremony commences.
11.2 The Committee has the right to intervene and call an emergency session if, during the course of the Championships, there is reasonable belief the below could or has occurred:
11.2.1 Conduct likely to bring the ZLTAC into disrepute;
11.2.2 An event that could harm or be deemed detrimental to the reputation or interests of ZLTAC or its members;
11.2.3 Serious breaches of the Player Code of Conduct;
11.2.4 Any situation arises that is not covered by the designated Rule Book or Tournament Guidelines; and
11.2.5 A registered Team Captain Requests Committee intervention.

13. Penalties

13.1 The Committee may, without dissent expel any member or members of the Committee proved to its satisfaction to have been guilty of:
13.1.1 Conduct likely to bring ZLTAC into disrepute;
13.1.2 Anything detrimental to the interests of ZLTAC or its members;
13.2 At least fourteen (14) days’ notice shall be given to any member against whom it is proposed to take any action under this clause and such person shall be entitled to:
13.2.1 Be heard by the Committee at a meeting dealing with the matter;
13.2.1.1 The member in question is not allowed to vote on the matter of their termination; and
13.2.1.2 There is no right of appeal.

14. Alteration to the Regulations
14.1 Motions to amend the regulations must be made by a committee member and must be second by another
committee member.
14.2 The motion must include:
14.2.1 Identification of the Regulation or Regulations to be amended, by name and by number;
14.2.2 The current reading of said Regulation or Regulations; and
14.2.3 The proposed change.


Appendix A – Voting Procedures

A. Returning officer

The committee shall appoint a returning officer. This may be the same person for multiple elections. The returning officer need not be a committee member or captain. The returning officer for the site selection election shall not be closely associated with any site bid. The returning officer for the committee positions election shall not be a candidate for a committee position, though they can be a current or outgoing committee member.

B. Scrutineers

Sites nominating as host may nominate a scrutineer for the site selection vote count. Candidates for committee election may Nominate a scrutineer for the committee election vote counts. The returning officer is not obliged to accept all scrutineers but must accept at least some if nominated. Scrutineers may observe the vote counting process, but may not touch or otherwise interfere with the ballots.

C. Anonymity

The returning officer shall take reasonable steps to preserve the anonymity of ballots. Scrutineers shall not attempt to compromise the anonymity of any ballot.

D. Ballots

The returning officer shall be responsible for the creation, distribution and collection of ballots. The returning officer shall be responsible for storage of the ballot papers against possibility of replacement committee member being required.

E. Host Site Selection

Voters are required to place the number 1 against the candidate of their first choice and place the numbers 2.3 and so on against all other candidates, so as to indicate an order of preference for all candidates on the ballot paper.

First, all the first preference (number ‘1’) votes are counted for each candidate. If a candidate gets more than half the total formal first preference votes that candidate is immediately elected.

If however, no candidate has more than half the votes, the candidate with the fewest votes is excluded. This candidate’s votes are transferred to other candidates according to the second preferences shown by the voters on their ballot papers.

If still no candidates have more than half the votes, the candidate who now has the fewest votes is excluded and the votes are transferred according to the next preference shown. This process continues until one candidate has more than half the total votes and is declares elected.

F. Committee Election

Voters are required to place the number one (1) against the candidate of their first choice, and to place the number two (2), three (3) and so on against all other candidates, so as to indicate an order of preference for all candidates on the ballot paper.

To be elected to the committee, a candidate needs to gain a quota of the formal votes. A candidate is elected on receiving a number of votes equal to or exceeding the quota. When a candidate is elected with surplus votes over and above the quota, those votes are not wasted, but are transferred on at a reduced rate. This process continues until the requirement number of candidates have obtained a quota and are elected.

i. The Quota

The quota is calculated by dividing the total number of formal ballots papers by one more than the number of committee members to be elected and adding ‘1’ to the result, disregarding any remainder.

For example, if there are 2 committee members to be elected from 20 formal votes:

The quota wold be (20/(2+1)) + 1 = 7.667
Therefore, the quota, or number of votes required to be elected, is 7.

Counting the first preference votes

The ballot papers are sorted according to which candidate has received the number ‘1’ preference on each ballot paper. Candidates who receive a quota, or more, of these first preference votes elected immediately.

ii. The Surplus

Any surplus votes these elected candidates receive (i.e. votes in excess of the quota they needed) are transferred to the candidate who the were second choice of voters. Because it is not possible to determine which votes actually elected the candidate and which votes are surplus, all the elected candidate’s ballot papers are transferred to continuing candidates at reduced rate. The transfer value of these surplus ballot papers is calculated by dividing the successful candidate’s total of surplus first preference votes by the total number of the candidate’s first preference ballot papers.

For example, if Smith gains 10 votes when the quota is 7 there are 3 surplus votes.

Their transfer value is 3 (surplus votes) / 10 (total first preference ballot papers) = 0.3

The result is taken to the eighth decimal point, without rounding. So, the transfer valve is 0.300000000

All ballot papers for the elected candidate are then re-examined and the number of the next available preference votes for each of the continuing candidates is determined and multiplied by the transfer value. The resulting numbers are added to the continuing candidates’ respective numbers of the first preference votes.

For example, Smith’s 10 ballot papers gave 5 ballot papers to Jones. Therefore, the calculation is 5 x 0.3 = 1.5. The remainder is not ignored. (this is different to the Australian Senate process, which rounds down.).

Again, a candidate is elected when the number of votes obtained exceeds or equals the quota. When a candidate is elected by gaining a quota through a transfer of votes, a transfer value us then calculated for that candidate’s surplus. This is done by dividing the surplus votes by total number of ballot papers the candidate has received (first preferences plus transferred ballot papers).

For example, Jones received 6 first preference votes and 1.5 votes on transfer (6 + 1.5 = 7.5), so reaches a quota (7) and is elected with 0.5 surplus votes.

The total number of ballot papers received by Jones is 11 (6 first preferences + transferred from Smith).

Transferred value is 0.5 (surplus votes) / 11 (total ballot papers received) = 0.04545454

This transfer value is applied to Jones’s ballot papers which are then transferred to continuing candidates according to the next available preferences shown on the ballot papers.

As a result of this process of transferring surplus votes, other candidates may be elected. If, however, all surplus votes elected candidates are transferred and there are still some unfilled positions, further counting is undertaken.

6.3 Exclusion of Unsuccessful Candidates

As a general rule when a candidate is elected with a surplus of votes, this surplus is transferred before exclusions are undertaken.

When transfers have been completed in respect of all candidates who obtained a surplus above a quota as a result of the above procedures, the candidate who has the fewest votes is excluded and that candidate’s ballot papers are distributed to the remaining continuing candidates according to the next available preferences. All ballot papers received by the candidate at a particular transfer value of 1. The above steps continue until either all vacancies are filled or all candidates expect a number equal to the number of vacancies remaining have been elected or excluded. In the latter case, unexcluded candidates not already elected are declared elected. In certain circumstances two (2) or more candidates may be excluded simultaneously. This is called a bulk exclusion.

Details are taken (and slightly modified to suit) from Commonwealth Electoral Procedures Appendixes E and F, available from www.aec.gov.au as comm_elect_procedures.pdf)

Appendix A – Voting Procedures

Returning officer

The committee shall appoint a returning officer for each election. This may be the same person for multiple elections. The returning officer need not be a committee member or captain. The returning officer for the site selection election shall not be closely associated with any site bid. The returning officer for the committee positions election shall not be a candidate for a committee position, though they can be a current or outgoing committee member.

Scrutineers

Sites nominating as host may nominate a scrutineer for the site selection vote count. Candidates for committee election may Nominate a scrutineer for the committee election vote counts. The returning officer is not obliged to accept all scrutineers but must accept at least some if nominated. Scrutineers may observe the vote counting process, but may not touch or otherwise interfere with the ballots.

Anonymity

The returning officer shall take reasonable steps to preserve the anonymity of ballots. Scrutineers shall not attempt to compromise the anonymity of any ballot.

Ballots

The returning officer shall be responsible for the creation, distribution and collection of ballots. The returning officer shall be responsible for storage of the ballot papers against possibility of replacement committee member being required.

Host site selection

Voters are required to place the number 1 against the candidate of their first choice and place the numbers 2.3 and so on against all other candidates, so as to indicate an order of preference for all candidates on the ballot paper.

First, all the first preference (number ‘1’) votes are counted for each candidate. If a candidate gets more than half the total formal first preference votes that candidate is immediately elected.

If however, no candidate has more than half the votes, the candidate with the fewest votes is excluded. This candidate’s votes are transferred to other candidates according to the second preferences shown by the voters on their ballot papers.

If still no candidates have more than half the votes, the candidate who now has the fewest votes is excluded and the votes are transferred according to the next preference shown. This process continues until one candidate has more than half the total votes and is declares elected.

Details are taken (and slightly modified to suit) from Commonwealth Electoral Procedures Appendixes E and F, available from www.aec.gov.au as comm_elect_procedures.pdf)


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Whew ... awesome effort guys... great to see something in place.
Can we also get a link to the ... "ZLTAC Governance and Regulations"

Cheers.
... and so it begins ...
... perhaps after we enjoy a good drink!