Club Constitution

1. Name of Organization: The organization is called East Devon Tabletop Gaming Group which is here after referred to as the Club. A shortened version of the club name exists as EDT Gaming for ease and gaming industry purposes.

2. Purpose of the Club: The purpose of the Club is to promote table top board and roleplay gaming in the Devon area in all it’s forms. To do this we will provide a venue at which gamers may meet and also a reasonable amount and variety of table top games and roleplay gaming equipment.  It will be the responsibility of individual members to provide actual models, board or card games or other items specifically required for games to occur.  In addition to providing the physical materials required, we will also promote discussion to develop greater understanding of various games systems, encourage the exchange of gaming ideas and help members develop practical techniques.  We will promote positive relations with other table top and roleplaying clubs or groups when practicable. We exist within the greater tabletop gaming industry and strive to assist with reviews, play-testing and product promotion to further expand and elevate the tabletop gaming hobby.

3. Club Meetings: The Club will meet between 6.00pm and 10.00pm every Tuesday at The Three Tuns pub, Honiton (subject to availability).

4. ClubMembership:  A Member of the Club will be any person who regularly attends a game night and has active involvement in club activity and, where stipulated, has paid the annual membership fee. Any member who has paid the annual attendance fee (where stipulated) is entitled to attend and vote at the Club Annual General Meeting held during that year.  Due to a number of reasons, members must be aged 18 years or older. Proof of age may be required to confirm the age of member. Acceptable ID consists of valid passport, birth certificate or valid driver’s license. Proof of age can be requested at any time by a committee member. Failure to provide valid ID for proof of age will result in the member being unable to enter the club or participate in club events until valid ID is provided. Any non-member may visit the club for free for up to two club meetings. At the free meetings they may use club equipment in exactly the same way as a paying member but they are officially a ‘visitor’.  Should a person wish to attend the Club after their free visits then they are required to pay the annual membership fee, whereupon they become an official member of the Club.

5. Club Fees: Club fees for members attending weekly meetings will be set for the year at the AGM by way of a vote. The Committee may impose additional charges or vary them for special event ‘Games Day’ meetings at their discretion, with due consideration to individual financial circumstances. The club membership fee has been set in 2019 at £5 per member for the year and is subject to annual review. Membership fees will be due each year at the time of the AGM. Note that in light of COVID-19 the committee has opted to waive the fee for all members for the 2020 club year.  

6. Equal Opportunities and Abuse: No member or visitor shall be discriminated against on grounds of sex, ethnic group, colour, religion, physical or mental status, political beliefs, sexual orientation, social class or anything a reasonable person would find unjust. Whilst the Club will promote equal opportunities for all, it will also take action to deal with any reports of a member suffering physical, psychological, sexual or other abuse.  This action is detailed under the Complaints & Discipline section.

7. Conduct of Club Members: All Club Members or Visitors must abide by:
– The Statutory and Common Law of the United Kingdom;
– All Health and Safety laws and rules applicable to the UK;
– The rules of the Club as stated in its Constitution.

Members in breach of any of these laws and rules or ruled to have brought the good name of the Club into disrepute may have their membership suspended or even cancelled (See Section 13).  The Club does not accept liability for any misconduct by an individual, whether member or visitor.

8. The Club Committee: The Committee has the authority to make any decisions in order to implement Club policies, the Constitution or make decisions regarding any matter not provided for in the Constitution.

a. Committee Members: The Committee shall comprise of a minimum of Chairman, Secretary and Treasurer.  These will be elected from the membership of the Club at the Annual General Meeting. If the needs of the Club require additional committee members, appropriate roles will be created and individuals elected from the membership of the Club at the Annual General Meeting. New or replacement committee members will take up their post immediately upon the completion of any election at the AGM.

b. Meetings: These will be organizedand presided over by the Chairman, who will also be responsible for providing an agenda after consultation with other committee members and club members.  They will take place at a time agreed by committee members and will require the attendance of a minimum of three committee members.

c. Voting: All committee members may exercise a vote.  Decisions will be made and implemented on a simple majority vote basis.  In the event of a tied vote then the Chairman shall exercise an additional (casting) vote.

d. Liability: Any financial or legal liability incurred by committee members in the rightful exercise of their responsibilities will not be a personal liability but will be the responsibility of the Club as a whole.

e. Resignation and Dismissal: Committee members may resign at any time and be dismissed at either an AGM or an EGM.

f. Other Members: Non-committee members may be invited to assist either individual committee members carry out a particular task or sub-committees set up for a specific purpose.

g. Minutes: A committee member will ensure the Minutes of any committee meeting will be posted on the club website within two weeks of the meeting taking place.

h. Agenda: If a member wants a specific matter placed on the agenda then s/he must submit the request in writing to the Chairman at least 3 days before the meeting is due to occur.  If a request is submitted later then it may, at the Chairman’s discretion, be placed on the agenda of the following committee meeting.  ‘In writing’ includes e-mails or the use of the messaging system on the club website as well as handwritten or typed.  At the committee’s discretion, a non-committee member may be invited to attend a committee meeting to address them, or provide expertise or advice on a particular issue.

9. Committee Members Responsibilities: These are as defined below:

a. Chairman: Responsible for the overall management of the club and ensuring each committee member carries out their responsibilities appropriately.  Prepares the agendas for meetings and ensures all members have a fair hearing at those meetings before any voting occurs.  Will present an Annual Report on the club at the AGM.  Counter-signs any cheques required. Initiates and maintains contact with other table top gaming clubs or organisations. Responsible for booking club venues, organising dates for club meetings and special events and maintaining and updating ‘Meetup’.

b. Secretary: Responsible for maintaining a database of member details, including emergency contact information. Establishes a system for the collection of membership fees, recording of member attendance at club meetings and the creation, maintenance and storage of all Club documentation. Responsible for maintaining a record of all the Club’s assets, including the Club’s roleplaying equipment, gaming terrain and table top and board game collection. Counter-signs any cheques on behalf of the Chairman or Treasurer in their absence.

c. Treasurer: Keeps accurate financial records during the year and presents the committee with a quarterly financial assessment.  Presents the club membership with a detailed financial report and statement of accounts at the AGM.  Monitors club expenditure and counter- signs any cheques required. Records the Minutes of committee meetings.

d. All Committee Members will also assist in organizing or running club events, ensuring weekly game nights and Game Days have a suitable games on offer to members, and generally promoting the Club.  In addition, they may be called upon to use their specialist skills, e.g. photography, to enhance or record club events and projects. 

10. Financial Accountability: The Club shall have a Bank Account and any payments made from that account will be made with the authority of the Committee and be endorsed by the Chairman and Treasurer.  At the AGM the Treasurer will present a full statement of the financial accounts for that year and also make available any supporting documentation for inspection by the members.  The Treasurer will also give the Committee a brief summary of the financial situation quarterly.

11. Annual General Meetings: The Annual General Meeting of the Club will take place, where practicable, on the first Tuesday of November.  The Chairman will be responsible for preparing an agenda that will include:

a.   Nominations for Club Officers;
b.   Voting where more than one member is nominated for a single post;
c.   A report from the Chairman;
d.   A financial report and statement of accounts from the Treasurer;
e.   Discussion (and voting where appropriate) on any issues that members wish to raise. 

Nominations of candidates for offices may be made by any voting member but must also be seconded by another voting member for them to take effect.  The nominated member will take up the office if unopposed or the office will be voted on where two or more candidates are presented for a single office.  No candidate may be nominated, or accept nomination, for more than two club offices.  Any member nominated and seconded for an office may speak in support of his nomination for up to two minutes.  Alternatively he may distribute a statement in writing before, or at, the AGM.

All club members (see article 4) have the right to vote once for each contested club office or on any matter where a vote is called for or thought to be appropriate by the Chairman.  Any voting in respect of a contested office will be by secret ballot on the day.  When voting on other issues, a show of hands will be applicable.  However, the Chairman may use his/her discretion to implement a secret ballot if he or she believes the issue to be of a particularly sensitive or fractious nature.  If a member is unable to attend the meeting then he may submit a nomination, or second a nomination, in writing at least two weeks before the date of the AGM.  A member may also submit a vote in writing to the Chairman up to three days before the AGM.  All decisions will be made by a majority vote of 60/40 or greater.  In the event of a tie on a non-electoral matter then the Chairman will have a casting vote.  If there is a tie in an electoral matter then there will be a second ballot but if this is also tied then the members concerned will draw lots. At the conclusion of any voting, any new committee members will take up their office.  Any documentation relevant to that office will be handed over at that time by the outgoing officer. The chairman will be responsible for placing notice of an AGM at least six weeks before the event on the club website.  Individual members will only be notified at the discretion of the Chairman.

12. Extraordinary General Meetings: An EGM may occur due to four possible circumstances:

a. The Committee passes a majority vote at a committee meeting to request one;
b. Half the Committee or more has resigned before an AGM is due and it will be impractical for the club to operate successfully under the circumstances;
c.  Half the membership requests one in writing to the Chairman;
d.  The Chairman requests a meeting to address a Complaints & Discipline matter.

Under these circumstances the Chairman will confirm a date, not longer than three weeks after the date an EGM is requested, and prepare an appropriate agenda for the meeting.  Any voting will be carried out in the same manner as at an AGM.  Members will have the right to vote if they were either eligible at the previous AGM or they have attended four club meetings since then. 

13. Complaints &Discipline: Whilst it is not anticipated, there may be occasions when the club is required to act to protect its members from a situation that arises due to the conduct of one or more members. Members may be suspended from attending club under the following circumstances:

a. When there is an allegation that a member has committed a serious criminal offence. In this case the member must be immediately suspended and notified of his/her suspension by the Chairman, until police inquiries and any legal proceedings have been concluded;

b. When a complaint is made in writing alleging a member has breached the rules of the club, as stated in its Constitution.  In this case the Chairman will make inquiries to see whether any informal resolution may be agreed by the parties concerned.  If this is the case then no further action need be taken but if not then the Chairman must organize a meeting of the committee to discuss the allegations and decide whether any suspension of membership is appropriate; 

c. When a member is alleged to have behaved in such a manner as to have caused danger either to another member(s) or themselves.  In this circumstance the Chairman must organize a meeting of the committee to discuss the incident and decide whether any suspension of membership is appropriate; 

d. When a member is alleged to have acted in such a manner as to have seriously damaged the club’s reputation.  In this circumstance the Chairman must organize a meeting of the Committee to discuss the allegations and decide whether any suspension of membership is appropriate. 

e. When three or more complaints of what might be viewed as a minor nature have been made in writing regarding the behaviour of an individual member, that member’s behaviour will be discussed at the next committee meeting.  The committee may decide to issue that member a written warning in respect of his behaviour.  Should there be a repetition of such behaviour then the situation will be dealt with as under section (b) above. 

Other than in Section (a) where suspension is open-ended, the Committee has the power to vary the period of suspension from 1 to 4 club meetings as it deems appropriate.  Should the Committee believe the situation is so serious as to require a more severe resolution then the Chairman may call an EGM with a view to either a longer-term suspension or expulsion of the member concerned.  Expulsion is the ultimate sanction for the club and will not be imposed lightly but once imposed it can only be reversed by a majority vote at an AGM or EGM. 

Whatever the period involved, any suspended member may not attend the club premises nor be involved in any club activity for the duration of the suspension.  Failure to comply will lead to an automatic 4 meeting suspension, to run consecutively to any current suspension, and may result in an EGM to discuss the situation.  

 14. Amendments/Dissolution: No amendment to the Constitution or Dissolution of the club can be made without the consent of two-thirds of the voting membership at either an AGM or an EGM. Should Dissolution occur then the Committee will terminate any commitments and liabilities of the Club and all money held will be donated to a registered charity. Physical assets, e.g. terrain, books, materials will be divided amongst the membership as fairly as possible by the outgoing committee.

East Devon Tabletop Gaming Group – v1.2/September 2020