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Gravesend Gamers Guild - Statutes and Constitution

PostPosted: 22 Oct 2015, 11:35
by Cannar Wilm
INDEX
1. Purpose of this document
2. Formation of the Club
3. Mandate and mission of the Club
4. Membership
5. Responsibility
6. Finances
7. Committee
8. General Meetings
9. Constitution
10. Dissolution
11. Code of Conduct

1. Purpose of this document
1.1. To define the Gravesend Gamers Guild (the Club) and set out its statutes and rules

2. Formation of the Club
2.1 The club has been in existence for since 1983 and has been based at the Conservative Club, the AEI Sports Hall and now is located at the Three Daws Public House.

3. Mandate and mission of the Club
3.1 To provide a safe environment for the playing of table top games.
3.2 To encourage new participants in the games that are played.

4. Membership
4.0.1 In this document the term 'members' and 'membership' refers to both non-voting and voting member of the club as defined below
4.1. Non-Voting Membership
4.1.1 Any person attending the club to play games automatically becomes a non-voting member of the club
4.1.2 Non-voting members have the same rights and responsibilities as voting members except the ability to vote
4.2. Voting membership
4.2.1 Voting members are those members that have visited the club twelve (see 4.2.2) times in the 12 months previous to compiling the full membership list and are in 'good standing' with the club.
4.2.2 The number of visits will be pro rata'd if attendance information is missing or if club nights are cancelled.
4.2.3 Voting membership gives the right to vote in annual election of committee members and other votes called for by the committee
4.3.1 A membership list will be compiled to use in the annual voting for club committee positions. This would normally take place just before the Annual General Meeting (AGM)
4.3.2 This membership list will be made public, usually on the clubs internet forum, just before any voting takes place.
4.4.1 A membership list may be compiled on request at any time; by a successful committee vote or by petition of at least 10 members
4.5. Members in Good Standing
4.5.1 A member shall be considered to be in 'good standing' if they have paid all dues associated with attending the club and have no sanctions against them (See 11. Code of Conduct)
4.6. Junior Membership
4.6.1 Members will be considered to be juniors if they are not yet attending secondary school
4.6.2 Members under the age of 18 may be considered junior by a majority committee decision.
4.6.3 Junior members are required to be supervised by a non-junior member of the club.

5. Responsibility
5.1. All members of the Club are considered to have equal responsibilities
5.2. Members are responsible for their own belongings, safety and behaviour
5.3. The Club is in no way responsible for the actions of its members

6. Finances
6.1. All property and monies of the Club are owned in equal part by all voting members
6.2. Raising money for expenses will be organised by the Treasurer among the members in a voluntary, fair, and transparent manner
6.3. Individuals and groups may raise money as they see fit to finance activities in which they are involved or purchase equipment they will use. They are then at liberty, under no obligation, to donate any equipment or funds to the Club as a whole
6.4. Shared monies and properties will be used to benefit the Club as a whole. They may also be spent on smaller activities or smaller groups, at the discretion of the committee, or if necessary as decided at a General Meeting
6.5. Membership of the Club is currently £2 per visit.
6.5.1 A concessionary price of £1 per visit is available to students, retired and unemployed members.
6.5.2 Other concessions may be offered at the discretion of the committee.
6.5.3 Raising or lowering the price of a visit requires a committee vote. It is expected but not required that this would be done after consultation with the membership.

7. Committee
7.1. There will be five committee members: Chair, Secretary, Treasurer, Representative for war games, Representative for trading card games.
7.2. The committee members must be voting members of the Club
7.3. The committee members will be elected into office, at every AGM, individuals may be re-elected ad infinitum
7.4. Committee members are not special, aside from having additional responsibility
7.5. The committee as a whole has the following responsibilities:
7.5.1. Facilitate the smooth running of the Club
7.5.2. Ensure the Club conforms to this document and all relevant statutes and laws
7.5.3. That any equipment owned by the Club is maintained, increased or improved, as required
7.6. The committee members should ensure the following responsibilities are met, although they may be delegated by them to other members at any time:

7.7.1. Chair:
7.7.1.1. That an AGM is called (annually)
7.7.1.2. That any intermediate General Meetings are called, as required
7.7.1.3. That the Club is adequately publicized

7.7.2. Secretary:
7.7.2.1. That all meetings of the Committee have an agenda, are well-organised and correctly minuted
7.7.2.2. That any information is disseminated through the Club equally
7.7.2.3. That a membership list is compiled as required
7.7.2.4. That issues within the Club are addressed at a General Meeting
7.7.2.5. That any forum for internal communication is well-maintained
7.7.2.6. That any necessary communications with other individuals, groups or corporations are well documented and produced in a timely fashion

7.7.3. Treasurer:
7.7.3.1. That all financial statues (See 6. Finances) are adhered to
7.7.3.2. That the Club conforms to all financial regulations applicable to it

7.7.4. Representative for War Games:
7.7.4.1. That war games organized play within the club is managed appropriately
7.7.4.2. That the club war games terrain collection is maintained and restocked when required
7.7.4.3. That any matters raised by club members pertaining to war games are brought to the committee

7.7.5. Representative for Trading Card Games:
7.7.5.1. That trading Card Games organized play within the club is managed appropriately
7.7.5.2. That any matters raised by club members pertaining to trading card games are brought to the committee

7.8. Other than under 7.9.3 below, no member may hold more than one position on the committee simultaneously
7.8.1 This may be suspended if a committee member leaves and the post is required to be filled urgently.
7.9. Should a committee member cease to be a voting member of the Club, they should immediately take steps to rectify the situation.
7.9.1 If a committee member cannot remain as a voting member then they should step down.
7.9.2 If a committee member has been a non-voting member for more than 4 weeks they can be removed from office by a unanimous decision of the other committee members.
7.9.3 In the case above the Chair will take on the mantle of the departed post in the interim whilst a new member is elected at the next EGM/AGM


8. General Meetings
8.1. A General Meeting is the forum for discussion and agreement on all relevant issues which affect the running of the society, the status of the society and the statutes
8.2. A General Meeting may be called at any time:
8.2.1. By the Chair and/or the committee
8.2.2. On request of at least 50% of the voting members
8.3. A General Meeting must be called:
8.3.1. If any of the committee wish to step down or have been removed from post
8.3.2. If there are financial or constitutional issues which need to be discussed (other than changing the weekly admission price)
8.3.3. At least once per year
8.4. Organisation of a General Meeting
8.4.1. A General Meeting is open to all members
8.4.2. General Meetings should be held at the clubs regular venue
8.4.3. A General Meeting must be announced at least 10 days in advance
8.4.4. Motions for the agenda can be submitted to the committee at any time
8.4.5. The date of a General Meeting should be chosen to accommodate the greatest number of voting members
8.4.6. A General Meeting is considered quorate if there are at least 6 voting members present, or at least 10% of the voting membership (whichever is higher)
8.4.7. Any inquorate meeting should be re-arranged if possible, otherwise any decisions may be taken at a minuted meeting of the committee
8.4.8. The General Meeting should be chaired by the President, unless that would introduce an unfair bias in the proceedings of the meeting, at which case it may be chaired by any unbiased member of the Club.

8.5. Decisions and votes
8.5.1. Decisions and votes will be conducted in a fair manner agreed at each meeting, most likely by a show of hands
8.5.2. In order for an unbiased vote to occur, it may be necessary for some members to be absent during votes as decided by the Chair.

8.6. Annual General Meeting
8.6.1. A General Meeting at which all committee members are elected should be held annually
8.6.2. This special meeting will be referred to as the Annual General Meeting (AGM)
8.6.3. A membership list should be compiled before each AGM to facilitate the election for Committee Positions

8.7. Elections for Committee positions
8.7.1. The election of a new committee will be announced a month before the AGM
8.7.2. Any voting member of the club may stand for any committee position so long as they are nominated by another voting club member.
8.7.3. A member may only nominate one other member for a committee position
8.7.4. Committee elections are presided over by a volunteer Returning Officer who cannot stand for any position in the committee
8.7.5. The Returning Officer is provided with a list of all voting members, voting slips and a ballot box. The Returning Officer shall record who has voted, but the voting slips will remain anonymous
8.7.6. The ballot slips will list all nominees for each position and an option to vote for “None of the above”
8.7.7. In the event that a majority votes for “none of the above” for any position, the election for that position will be declared void and new candidates sought.
8.7.8. The results of the election will be declared at the AGM

9. Constitution
9.1. Unless stated within the constitution, modifications to the constitution need to be proposed and accepted at a General Meeting.

10. Dissolution
10.1. The Club will be disbanded and dissolved if the membership falls below six voting members
10.2 Upon dissolution all property of the club will be sold at an auction for club members only and monies, when any debts are settled, distributed among charities that will be agreed upon at said auction.
11. Code of Conduct
11.1. The aim of the code of conduct is to provide a framework for the club to maintain satisfactory standards of conduct, to encourage improvement where necessary, and to offer a framework for disciplinary action against members should that be necessary
11.1.1 It is understood that not all situations can be covered specifically and that some deviation from this code is allowed under exceptional circumstances
11.1.2 Where possible, a majority vote of the committee should be sought to deviate from this code
11.2. It is expected that all members should at all times maintain responsible standards of conduct. This should include operating within the framework of the club rules and regulations, taking reasonable care of the health and safety of other members and third parties, complying with reasonable instructions given by committee members and, if appropriate, venue staff and acting at all times with respect for others, in good faith and in the best interests of the club
11.3 Misconduct
11.3.1 This is defined as actions that are outside those laid out in 11.2 and not considered to be serious misconduct
11.3.2 Examples of misconduct might include minor breaches of club policies, refusal to follow instructions and obscene language or other offensive behaviour.
11.4.3 Instances of misconduct should, if possible, be discussed by the committee and may result in sanctions (See 11.5 Sanctions)
11.4 Serious Misconduct
11.4.1 This is defined as actions that are outside those laid out in 11.2 and not considered to be misconduct
11.4.2 Examples of serious misconduct might include unlawful discrimination or harassment, physical violence or bullying, bringing the club into disrepute, causing loss or damage or injury through negligence, theft or fraud, serious breach of health and safety rules and misuse of safety equipment, serious breach of confidence, serious breach of these statutes, use of banned or illegal substances and unauthorised use or disclosure of confidential information
11.4.3 Instances of serious misconduct should, if possible, be discussed by the committee and may result in sanctions (See 11.5 Sanctions)
11.5 Sanctions
11.5.1 In cases of misconduct and serious misconduct, after discussion by the committee, it may be necessary to sanction a member.
11.5.2 Members that have a sanction against them become non-voting members
11.5.3 Sanctions can be removed by a majority decision of the committee. It is expected that discussion on whether to remove a sanction should take place 1 full year from when the sanction is applied.
11.5.4 Members receiving their third sanction may be expelled from the club (see 11.6 Expulsion from the club)
11.5.5 If deemed appropriate by a committee member, members committing misconduct or serious misconduct may be asked to leave a club event. If possible, this decision should be taken by all attending committee members
11.5.6 In cases of serious misconduct, it may be deemed appropriate to expel a member without prior sanction. This decision requires a majority of the committee to agree after a committee discussion has taken place
11.5.7 Once the decision to expel/sanction a member has taken place, that member has the right to appeal. Appeals should be made in writing to the Chair and must occur within 21 days of the decision.
11.5.8 Appeals should be discussed at the earliest committee meeting if possible
11.6 Expulsion from the club
11.6.1 Should a member be expelled from the club they are no longer considered to be a member. They cannot attend club events in any capacity
11.6.2 Decisions to re-admit an expelled member require a majority decision by the committee after discussion.
11.7 Complaint
11.7.1 All complaints should be submitted to a committee members
11.7.2 Complaints should be heard at the earliest committee meeting if possible
11.7.3 The decision of the committee in regard of complaints shall be found in the published committee minutes
11.7.4 It may be deemed necessary to protect the identity of the complainer (or the subject of the complaint) by withholding their name from the minutes. It can also be deemed appropriate to discuss some complaints without minutes. In this last instance, the complainer should be kept informed as to why this decision is taken and also the outcome of the discussion.