Post by carl on Dec 18, 2011 13:22:56 GMT
CONSTITUTION
The aim of the Phoenix Gaming Club (hereafter referred to as ‘the club’) is to provide a venue where gamers of all ages can meet to participate in the wargaming hobby, in the knowledge that it is a safe environment for all.
The club is run by an elected committee whose purpose is to run the club ensuring the best interests of the club and its’ members, and to guide it in any matters arising, both internal and external, that may have a bearing on the club and its membership.
The club actively promotes in-house events such as leagues, campaigns, tournaments etc, as well as attending external events where members represent the club and the membership as a whole.
The club has its own PLI (Public Liability Insurance) which we get from being a member of the GCN (Gaming Club Network), an association of clubs that run to a specific set of guidelines, setting a minimum standard of how a club is run.
The club is an ever evolving entity of members, who enjoy their hobby and wish to participate in it in a variety of ways.
The club also has to abide by and run within the guidelines set down by being a member of the GCN, and a set of these rules are available on the GCN website.
RULES
1. MEMBERSHIP
Annual club membership is optional, but being a fully paid up member does give several benefits, such as,
• Entry into in-house leagues and campaigns
• Attendance at events the club is involved in
• Discount at the local hobby store (at the owners discretion)
• See the complete list
Current membership is £5.00 per year, which runs 1st January to 31st December each year, and weekly subs are £2.50 for members, and £3.50 for non-members/guests.
The first weeks gaming is FREE, but subs are due from the time you play your second game at the club, and are collected by the treasurer, or a.n.other member of the committee should the treasurer not be present at that meeting.
If you are a member you can ‘owe’ no more than 1 weeks subs, and guests/non-members cannot owe subs past their first free night under any circumstances.
Full membership also allows you to vote at the club elections held each December, at the clubs AGM, but you need to be 18+ to stand for election to any of the committee positions.
By joining the club, all members are agreeing to abide by the club rules and constitution, and any procedures laid out within them.
Members also have access to the clubs assets such as armies, terrain etc during club meetings.
2. BEHAVIOUR
Everyone at a club meeting is expected to behave in a polite, respectful and helpful manner at all times, and abide by any decisions made that evening by a committee member of the club. This also extends to the areas around the venue as we are close to private houses and their privacy should be observed at all times. Please keep the noise to a minimum when you are outside of the building during club nights, or a club event.
These behaviour rules extend to both the club website and forum, and any others you may go on as a representative of the club, as well as when you attend other clubs as a representative of our own club (i.e. tournaments etc)
Any breaches of club rules / protocol may result in disciplinary procedures and they will take the form of;-
• Firstly; a polite verbal warning about the incident
• Secondly; an official verbal warning
• Lastly; an official written warning, and being informed that any further problems will lead to the person being excluded from the club, either for a set period, or indefinitely.
A polite warning is issued if a member / guest breaks a club rule or behaves in a manner that is deemed unacceptable, and will be asked to refrain from doing so by a member of the committee.
An official verbal warning will be issued should the person continue to break club rules or continue with behaviour that is deemed unacceptable under club rules, and has ignored the previous polite warning. This warning will be issued by the club chairman, but can be instigated by any member of the committee should they feel the matter needs bringing to the attention of the chairman. This particular warning can be issued without the need of a polite warning, should the incident be deemed serious enough to warrant such action being taken. The warning will be kept within the clubs documentary records for a period of no less than 12 months.
An official written warning will be issued by the chairman should any previous warnings continue to be ignored, or if the offence is deemed so serious that the first two warnings are deemed inappropriate. This will be issued with a proviso that should any further breaches of club rules / behaviour be forthcoming within the following 12 months, then they are liable to be asked to leave the club for either a set period of time, or indefinitely. This warning will also be kept in the clubs document records for a period of 12 months.
At anytime an official verbal or written warning is issued, the person issued with said warning has the right to appeal this by putting their case in writing, addressed to the club committee, and handed in within 2 weeks of the warning being issued.
There are also several rules that need to be observed;
• The venue is a non-smoking building, but you can smoke outside.
• No alcohol is allowed on the premises, this includes outside.
• Please take any rubbish home with you at the end of each meeting.
• Please put away your tables and any scenery used at the end of each meeting.
3. WEBSITES & FORUMS
Anyone using the clubs website/forum should do so in a polite and responsible manner at all times, and in a way that will not reflect badly upon the club and its membership.
This also applies to any other sites you may visit where your behaviour might reflect on the club.
4. THE COMMITTEE
The clubs committee consists of several positions of which most have specific roles/duties attached to them. All these roles involve a certain amount of work, all of which is done without remuneration, and should only be undertaken if you are willing to do any role under this proviso, and please consider this if you have any issues in relation to how any or all of the committee are doing their ‘job’. The roles are;
Club Chairman;
The role of the chairman is to endure the clubs focus is correct at all times and to undertake all work necessary to achieve this.
It is also the chairman’s responsibility to oversee any disciplinary issues arising within the club and its membership / guests, and members should be made aware that at all times the chairman can be approached in confidence over any club issue they have concerns with.
Once the committee has reached a decision, it is the responsibility of the chairman to convey that decision to whomever it needs to be told.
Ultimately, the role of the chairman is to set an example to the rest of the club, be that on behaviour, willingness to run events, and work on behalf of the club to improve its standing within the gaming community, such as forging relationships with other clubs, manufacturers etc.
Vice Chairman;
The role of the vice chairman is to cover the duties of the chairman should they not be present at any time.
Treasurer;
The role of the treasurer includes taking yearly membership and weekly subscription fees, as well as organising and overseeing the clubs bank account. It also involves producing an end of year statement of accounts for presentation at the clubs AGM.
Keeping records of yearly and weekly income is also a major part of the role.
The treasurer is also one of the main signatures on any club cheques.
Any club member may request to see the club accounts kept by the treasurer, but must give a minimum of 2 weeks notice, and a valid reason for wishing to see them.
Events Co-ordinator;
The role of the events co-ordinator is a somewhat busy and involved one, in so much that they are the focal point for all club events, be they in-house or external.
This does not mean that they do all the work for these events, merely that they are informed if someone wishes to organise and run an event and that they ensure that events do not clash with others being run. This is to try and stop problems arising due to people having too many things to finish, and events getting bogged down.
The post holder is also responsible for managing all the ‘open’ events the club runs, even if this is only helping out and/or giving advice to the person actually running the event.
They also need to be consulted and kept informed on how the event is being paid for and how monetary issues will be handled prior to and after the event being run.
Secretary;
The role of this post is mainly keeping of club records, typing up of minutes at any meeting held by the club/committee, and running of the club elections, including taking votes where necessary to determine who is to be elected into what posts.
General Committee Members;
There can be up to two General Committee members to add a broader perspective and who may be asked to carry out various tasks / duties as required.
5. CLUB EVENTS
The club holds numerous events throughout the year, including the Simon Freshwater-Sturgess (SFS) Memorial trophy, which is held in memory of a former member tragically killed in a car accident a few years ago.
Other events include the Rushden Rumble, Axes & Axis, both of which are ‘open’ events and receive entrants from all parts of the country, as well as many in-house leagues, campaigns and tournaments.
Any member can put an idea forward for an event that the club would run, and should detail the following points;
• The system(s) to be used
• Number of places
• Costing of places
• Organising rules packs
• Proposed dates etc
Obviously all ideas will be looked at and considered, but the person putting forward the idea should also be prepared to fully organise the event from start to finish.
Normally at least one committee member would be present at these events to ensure everything is ok and to sort out any issues / incidents that may crop up during the day.
6. CLUB FUNDS
Club funds are raised by yearly membership, weekly subs, running events and by the Christmas raffle.
The club funds are utilised to provide anything and everything needed to enable to function, including such things as table cloths / tiles, scenery, tables, tape measures etc.
They are also used to buy items that promote the club such as banners and other promotional material.
On rare occasions, they will also be given to recompense expenses if someone goes to a meeting on the clubs behalf, such as attending the GCN AGM, but these are at the discretion of the committee and must be agreed to before the person attends the event.
No expenses will be paid if you do not produce an appropriate receipt for the costs incurred.
7. DISSOLVING THE CLUB
In the unlikely event that the club has to fold, all club funds will be divided equally between the current membership, but only after any outstanding bills / expenses to outside bodies have been cleared up.
You have to be a fully paid up member in the year that the club folds to be entitled to a share of any funds. The same will be done with any other assets the club owns, such as scenery, armies, table coverings etc. A sale may be held to dispose of these club assets prior to the equal split of club funds, thereby boosting the share of each member.
8. CHANGES TO CLUB RULES & VOTING
Any changes to these rules may only take place following a vote open to all current members. Changes to Club rules may be instigated by the Committee or the membership, and depending on the impact of the change will either require a simple majority or substantive majority to be passed; and may either be on a ballot or show of hands basis.
Whether a change requires a simple majority (more than 50% of votes cast) or a substantive majority (60% of votes cast) will be determined on the nature of the change by the proposer(s) and stated as part of the motion to be voted upon. If members feel that the type of vote proposed is incorrect a substantive vote will be taken by ballot to amend the motion.
A “simple show of hands” vote will be conducted on the spot or at the next scheduled club meeting. A ballot will be conducted by the secretary and run over two weeks with the results announced on the third to give all members a chance to participate.
Additionally whether or not the change requires a show of hands or a ballot may be challenged in the same way as a substantive vs. simple majority vote.
Example: The committee proposes that the club changes its meeting night to Mondays requiring only a simple majority on a show of hands. Several members disagree and request a vote on the matter. A vote to amend the motion so that it requires a “Substantive Ballot” is called for and is itself a “substantive ballot” conducted by the secretary over two weeks and requiring a 60% of the votes cast to pass.
Other decisions where a vote is required will also use these procedures.
If you have any questions on anything outlined above please ask one of the committee members either at a club night, or via this forum, thank you.
The aim of the Phoenix Gaming Club (hereafter referred to as ‘the club’) is to provide a venue where gamers of all ages can meet to participate in the wargaming hobby, in the knowledge that it is a safe environment for all.
The club is run by an elected committee whose purpose is to run the club ensuring the best interests of the club and its’ members, and to guide it in any matters arising, both internal and external, that may have a bearing on the club and its membership.
The club actively promotes in-house events such as leagues, campaigns, tournaments etc, as well as attending external events where members represent the club and the membership as a whole.
The club has its own PLI (Public Liability Insurance) which we get from being a member of the GCN (Gaming Club Network), an association of clubs that run to a specific set of guidelines, setting a minimum standard of how a club is run.
The club is an ever evolving entity of members, who enjoy their hobby and wish to participate in it in a variety of ways.
The club also has to abide by and run within the guidelines set down by being a member of the GCN, and a set of these rules are available on the GCN website.
RULES
1. MEMBERSHIP
Annual club membership is optional, but being a fully paid up member does give several benefits, such as,
• Entry into in-house leagues and campaigns
• Attendance at events the club is involved in
• Discount at the local hobby store (at the owners discretion)
• See the complete list
Current membership is £5.00 per year, which runs 1st January to 31st December each year, and weekly subs are £2.50 for members, and £3.50 for non-members/guests.
The first weeks gaming is FREE, but subs are due from the time you play your second game at the club, and are collected by the treasurer, or a.n.other member of the committee should the treasurer not be present at that meeting.
If you are a member you can ‘owe’ no more than 1 weeks subs, and guests/non-members cannot owe subs past their first free night under any circumstances.
Full membership also allows you to vote at the club elections held each December, at the clubs AGM, but you need to be 18+ to stand for election to any of the committee positions.
By joining the club, all members are agreeing to abide by the club rules and constitution, and any procedures laid out within them.
Members also have access to the clubs assets such as armies, terrain etc during club meetings.
2. BEHAVIOUR
Everyone at a club meeting is expected to behave in a polite, respectful and helpful manner at all times, and abide by any decisions made that evening by a committee member of the club. This also extends to the areas around the venue as we are close to private houses and their privacy should be observed at all times. Please keep the noise to a minimum when you are outside of the building during club nights, or a club event.
These behaviour rules extend to both the club website and forum, and any others you may go on as a representative of the club, as well as when you attend other clubs as a representative of our own club (i.e. tournaments etc)
Any breaches of club rules / protocol may result in disciplinary procedures and they will take the form of;-
• Firstly; a polite verbal warning about the incident
• Secondly; an official verbal warning
• Lastly; an official written warning, and being informed that any further problems will lead to the person being excluded from the club, either for a set period, or indefinitely.
A polite warning is issued if a member / guest breaks a club rule or behaves in a manner that is deemed unacceptable, and will be asked to refrain from doing so by a member of the committee.
An official verbal warning will be issued should the person continue to break club rules or continue with behaviour that is deemed unacceptable under club rules, and has ignored the previous polite warning. This warning will be issued by the club chairman, but can be instigated by any member of the committee should they feel the matter needs bringing to the attention of the chairman. This particular warning can be issued without the need of a polite warning, should the incident be deemed serious enough to warrant such action being taken. The warning will be kept within the clubs documentary records for a period of no less than 12 months.
An official written warning will be issued by the chairman should any previous warnings continue to be ignored, or if the offence is deemed so serious that the first two warnings are deemed inappropriate. This will be issued with a proviso that should any further breaches of club rules / behaviour be forthcoming within the following 12 months, then they are liable to be asked to leave the club for either a set period of time, or indefinitely. This warning will also be kept in the clubs document records for a period of 12 months.
At anytime an official verbal or written warning is issued, the person issued with said warning has the right to appeal this by putting their case in writing, addressed to the club committee, and handed in within 2 weeks of the warning being issued.
There are also several rules that need to be observed;
• The venue is a non-smoking building, but you can smoke outside.
• No alcohol is allowed on the premises, this includes outside.
• Please take any rubbish home with you at the end of each meeting.
• Please put away your tables and any scenery used at the end of each meeting.
3. WEBSITES & FORUMS
Anyone using the clubs website/forum should do so in a polite and responsible manner at all times, and in a way that will not reflect badly upon the club and its membership.
This also applies to any other sites you may visit where your behaviour might reflect on the club.
4. THE COMMITTEE
The clubs committee consists of several positions of which most have specific roles/duties attached to them. All these roles involve a certain amount of work, all of which is done without remuneration, and should only be undertaken if you are willing to do any role under this proviso, and please consider this if you have any issues in relation to how any or all of the committee are doing their ‘job’. The roles are;
Club Chairman;
The role of the chairman is to endure the clubs focus is correct at all times and to undertake all work necessary to achieve this.
It is also the chairman’s responsibility to oversee any disciplinary issues arising within the club and its membership / guests, and members should be made aware that at all times the chairman can be approached in confidence over any club issue they have concerns with.
Once the committee has reached a decision, it is the responsibility of the chairman to convey that decision to whomever it needs to be told.
Ultimately, the role of the chairman is to set an example to the rest of the club, be that on behaviour, willingness to run events, and work on behalf of the club to improve its standing within the gaming community, such as forging relationships with other clubs, manufacturers etc.
Vice Chairman;
The role of the vice chairman is to cover the duties of the chairman should they not be present at any time.
Treasurer;
The role of the treasurer includes taking yearly membership and weekly subscription fees, as well as organising and overseeing the clubs bank account. It also involves producing an end of year statement of accounts for presentation at the clubs AGM.
Keeping records of yearly and weekly income is also a major part of the role.
The treasurer is also one of the main signatures on any club cheques.
Any club member may request to see the club accounts kept by the treasurer, but must give a minimum of 2 weeks notice, and a valid reason for wishing to see them.
Events Co-ordinator;
The role of the events co-ordinator is a somewhat busy and involved one, in so much that they are the focal point for all club events, be they in-house or external.
This does not mean that they do all the work for these events, merely that they are informed if someone wishes to organise and run an event and that they ensure that events do not clash with others being run. This is to try and stop problems arising due to people having too many things to finish, and events getting bogged down.
The post holder is also responsible for managing all the ‘open’ events the club runs, even if this is only helping out and/or giving advice to the person actually running the event.
They also need to be consulted and kept informed on how the event is being paid for and how monetary issues will be handled prior to and after the event being run.
Secretary;
The role of this post is mainly keeping of club records, typing up of minutes at any meeting held by the club/committee, and running of the club elections, including taking votes where necessary to determine who is to be elected into what posts.
General Committee Members;
There can be up to two General Committee members to add a broader perspective and who may be asked to carry out various tasks / duties as required.
5. CLUB EVENTS
The club holds numerous events throughout the year, including the Simon Freshwater-Sturgess (SFS) Memorial trophy, which is held in memory of a former member tragically killed in a car accident a few years ago.
Other events include the Rushden Rumble, Axes & Axis, both of which are ‘open’ events and receive entrants from all parts of the country, as well as many in-house leagues, campaigns and tournaments.
Any member can put an idea forward for an event that the club would run, and should detail the following points;
• The system(s) to be used
• Number of places
• Costing of places
• Organising rules packs
• Proposed dates etc
Obviously all ideas will be looked at and considered, but the person putting forward the idea should also be prepared to fully organise the event from start to finish.
Normally at least one committee member would be present at these events to ensure everything is ok and to sort out any issues / incidents that may crop up during the day.
6. CLUB FUNDS
Club funds are raised by yearly membership, weekly subs, running events and by the Christmas raffle.
The club funds are utilised to provide anything and everything needed to enable to function, including such things as table cloths / tiles, scenery, tables, tape measures etc.
They are also used to buy items that promote the club such as banners and other promotional material.
On rare occasions, they will also be given to recompense expenses if someone goes to a meeting on the clubs behalf, such as attending the GCN AGM, but these are at the discretion of the committee and must be agreed to before the person attends the event.
No expenses will be paid if you do not produce an appropriate receipt for the costs incurred.
7. DISSOLVING THE CLUB
In the unlikely event that the club has to fold, all club funds will be divided equally between the current membership, but only after any outstanding bills / expenses to outside bodies have been cleared up.
You have to be a fully paid up member in the year that the club folds to be entitled to a share of any funds. The same will be done with any other assets the club owns, such as scenery, armies, table coverings etc. A sale may be held to dispose of these club assets prior to the equal split of club funds, thereby boosting the share of each member.
8. CHANGES TO CLUB RULES & VOTING
Any changes to these rules may only take place following a vote open to all current members. Changes to Club rules may be instigated by the Committee or the membership, and depending on the impact of the change will either require a simple majority or substantive majority to be passed; and may either be on a ballot or show of hands basis.
Whether a change requires a simple majority (more than 50% of votes cast) or a substantive majority (60% of votes cast) will be determined on the nature of the change by the proposer(s) and stated as part of the motion to be voted upon. If members feel that the type of vote proposed is incorrect a substantive vote will be taken by ballot to amend the motion.
A “simple show of hands” vote will be conducted on the spot or at the next scheduled club meeting. A ballot will be conducted by the secretary and run over two weeks with the results announced on the third to give all members a chance to participate.
Additionally whether or not the change requires a show of hands or a ballot may be challenged in the same way as a substantive vs. simple majority vote.
Example: The committee proposes that the club changes its meeting night to Mondays requiring only a simple majority on a show of hands. Several members disagree and request a vote on the matter. A vote to amend the motion so that it requires a “Substantive Ballot” is called for and is itself a “substantive ballot” conducted by the secretary over two weeks and requiring a 60% of the votes cast to pass.
Other decisions where a vote is required will also use these procedures.
If you have any questions on anything outlined above please ask one of the committee members either at a club night, or via this forum, thank you.