Professional Documents
Culture Documents
Version 1.1.1
1.0 Identity
Contents
Contents .................................................................................................................................................... 2 Document Control ................................................................................................................................ 2 Club Rules ................................................................................................................................................ 3 1.0 Identity............................................................................................................................................ 3 2.0 Purpose ........................................................................................................................................... 3 3.0 Membership .................................................................................................................................... 3 4.0 Club Assets ..................................................................................................................................... 3 5.0 Club Officials ................................................................................................................................. 3 6.0 Club Funds...................................................................................................................................... 4 7.0 Voting and club decisions ............................................................................................................... 5 8.0 Standards of conduct ...................................................................................................................... 6 9.0 Suspension of members .................................................................................................................. 6 10.0 Amendment of this constitution .................................................................................................... 7
Document Control
Author Christopher Sparke Christopher Sparke Christopher Sparke Christopher Sparke Initial Version 1.1 1.0.1 1.0 1.0 New Version 1.1.1 1.1 1.0.1 1.0 Date 02 April 2013 27 March 2013 22 March 2013 22 March 2013 Change Summary Added Child Protection Policy Reference Changes made after first committee meeting Amendment of wording of sections following initial review Creation of constitution
1.0 Identity
Club Rules
1.0 Identity
1.1 1.2 The club will be called Poole Gaming Society The club will be based at Poole Day Centre, 12A Commercial Rd, Poole, Dorset,
2.0 Purpose
2.1 To provide the opportunity for members to participate in the hobby of collecting, painting and gaming with tabletop miniatures and game systems.
3.0 Membership
3.1 3.2 3.3 3.4 Membership of the club is gained by paying an annual fee. This allows you to pay reduced attendance fees and lets you vote in AGMs Club meetings are open to non-members who can make use of the club facilities upon payment of the non-member attendance fee. A record of attendance will be kept every week. Club Officials and signatories must be 18 years or older. Members and guests must be 18 years old or more to attend the club or become a member, except in the case(s) listed below 3.4.1 Although the club attendance is for persons aged 18+ we accept that some members may wish to bring along a family member who is under 18 years old. This is fine providing they are supervised by the member they are the guest of. (this doesnt affect the obligations of the club as written under sub section 8.4).
3.5
Membership entitles you to vote at AGMs and allows you to raise any issues or concerns that you have at any time with any committee member, who is obliged to pass this concern on to the rest of the committee if appropriate. As a voluntary organisation, the club is not bound by the Data Protection act providing any information we hold is only used for maintaining our members. Any personal information held about members (name, contact numbers, etc.) shall only be used to keep a record of membership of the club and to contact these members if required. Upon the cancelling of membership all held details will be destroyed securely.
3.6.
5.2
5.2.1
President - Responsible for: 5.2.1.1 Chairing committee AGM and all general meetings that they are attending in person 5.2.1.2 Encourage and support the volunteer effort of the rest of the committee 5.2.1.3 Encourage co-operation and compromise during disputes within the committee
5.2.2
Treasurer - Responsible for: 5.2.2.1 Managing the clubs financial assets in accordance with this constitution and the constitution and requirements of the GCN 5.2.2.2 Manage the club's day to day financial details 5.2.2.3 Maintain the club's bank accounts and ensuring that records of assets and liabilities are available if required by any party
5.2.3
Secretary - Responsible for: 5.2.3.1 Calling, organising and minuting any committee meetings 5.2.3.2 Arranging the agenda for all committee meetings 5.2.3.3 Calling, organising and minuting all club AGMs, notifying all members of nominations and ratifications. 5.2.3.4 Exercising all proxy votes at all committee meetings 5.2.3.5 Causing the preparation and submission of any non-financial returns required by any party 5.2.3.6 Maintaining good channels of communication between committee members and between the committee and the members of the club.
5.3
All committee positions may be given alternative names that all fit within a common theme that is suitable for the club's activities. The presence of these alternative names does not change what the official title of the role is or what responsibilities that official undertakes. Any decisions about the alternate naming of committee positions must be ratified by the committee. Decisions involving expenditure in excess of 50 or which involve a change to the Club Rules will be made by majority vote of club members at an AGM or EGM. Club Officials may make decisions on day to day running and expenditure of up to 50. A record of accounts must be kept by the treasurer and this can be viewed by club members at any time. Officials must be members of the club to be considered for election or re-election. A minimum of two officials will be present at each club meeting. Any documents, checks or training that is required for an official shall be paid out of club funds.
5.4
6.4
6.4 6.5
The club year will run from the 1st of October to the 30th of September. At the end of the year a suitably qualified independent person will inspect the financial records. Hall hire costs, public liability insurance and GCN membership are always the highest priority use of funds and funds will be put aside for these purposes. These costs are considered standard costs for the club and do not require approval at an AGM to ratify. The club is a not-for-profit organisation and any profit made may only be invested back into the club or used as a cash reserve for the club.
6.6
7.2
7.3
7.6.2 7.6.3
Any club member or official who has the backing of another club official has the right to call an EGM. The EGM must be held within a month and at least one weeks' notice must be given along with details of any proposed constitutional changes and how members may register votes by proxy. In all regards the EGM is otherwise treated as an AGM and all references to AGMs in this constitution also apply to EGMs unless otherwise noted in this section. 7.7.1 7.7.2 The agenda for the EGM shall always include the issue that lead to it being called. EGMs do not require performance summaries from the President or Treasurer unless it is relevant to the issue being discussed.
No visiting minor under the age of 18 years will be left unattended by less than two adults over the age of 18 years at any time. It is the responsibility of all persons to ensure that: 8.5.1 they do not endanger the health and safety of themselves or others;
8.5.2 they observe the rules established for the safety of those involved in club activities. These are defined as required by the club committee. 8.6 Disagreements between club members 8.6.1 8.6.2 8.6.3 8.6.4 Any disagreements between members in a Gaming Club must be referred to the President. If the President is unable to resolve the disagreement, or if personally involved, the matter must be referred to a GCN Knight. The following procedures are to be used only if informal efforts to resolve disagreements have been made and failed. Disagreements between any of the following must be referred to the GCN Council: 8.6.4.1 Two or more clubs from different areas. 8.6.4.2 Clubs and the GCN Council. 8.6.5 8.7 All the parties to the disagreement must be given reasonable opportunity to state their case.
The club has adopted the Gaming Club Network Child Protection Policy in full
9.1.2
9.1.3
9.2
In every case membership may be suspended only by the appropriate authority with approval from the other appropriate authority as defined in the following table:
Person to be suspended Member of club Club Official Club President GCN Knight GCN Council Member
Authority to suspend
Authority to approve suspension ClubPresident GCN Knight GCN Council Member High Castalain Majority vote of GCN Council
Club Official Club President GCN Knight GCN Council Member High Castalain
The suspended member must not participate in any activity connected with the Gaming Club Network and must not wear uniform or badges. Any appointment held will be regarded vacant. Suspension in the case of disagreement must be followed as soon as possible by conciliation and such further steps as are necessary. hen a persons membership is suspended or the nature of the suspension changes, the appropriate official must inform the GCN Council. Any Gaming Club Network member who is dismissed has the right of appeal (with the aid of a friend if so desired) to the next highest tier of authority. If so requested by the person dismissed, the official asked for appeal may appoint a committee to hear the appeal. Reasonable opportunity must be given for the dismissed person to attend the meeting of such a committee to state a case against dismissal. Following any incident of a suspension of membership to an individual censure will not be lifted without the agreement of both the officials who issued the censure, as outlined in 9.2. Records of all suspension and disciplinary actions must be maintained by all officials involved and be available for examination by the police authorise should they be required.
All proposed changes to the constitution must accompany the notice of the AGM or EGM sent to members.