V2.0.1

Glasgow Games Group Constitution
1. Name of Club

The club will be called Glasgow Games Group (Hereinafter will be referred to as The Club), and may also be known as G3, or G3 Gamers.

 2. Aims and Objectives

The aims and objectives of the club will be:
a. To offer a suitable and regular space for tabletop gaming in all forms.
b. To promote the club within the local community and across the central Scotland area.
c. To organise and run the Glasgow Games Gathering show, and the annual Spencer Warner Memorial Gaming Day.
d. To ensure a duty of care to all members of the club
e. To provide all its services in a way that is fair to everyone

3. Membership

a. Membership of the club is open to anyone interested in tabletop gaming of all forms, regardless of sex, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
b. Minors (under the age of 16) must be accompanied by a responsible adult.
c. Membership fees are due at the annual AGM which is held on the last club night of September. All club attendees who wish to become a member should either pay at the AGM, or inform one of the committee members at the weekly club meetings.

d. Membership fees will be set by the committee at a general meeting.

e. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
f. Members will be entitled to pay the reduced member rate at the weekly club meetings, and vote at general meetings.

4. Equity

a. The Club respects the rights, dignity and worth of every person and will treat everyone equally, regardless of age (subject to the conditions of the venue, and with the restriction that any minor must be accompanied), ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
b. The Club is committed to everyone having the right to enjoy their hobby in an environment free from threat of intimidation, harassment and abuse.
c. All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
d. The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5. Committee
a. The affairs of the Club shall be conducted by a Committee which shall consist of the President, Treasurer, and Secretary, and two associate committee members who shall be elected at the Annual General Meeting. Their respective responsibilities are listed at the end of this section.
b. All committee members must be members of the Club.
c. The term of office shall be for one year, and members shall be eligible for re-election.
d. If the post of any officer or ordinary committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
e. The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
f. The Committee will have powers to appoint advisers to the Committee as necessary to fulfil its business.
g. The Committee will be responsible for disciplinary hearings of members who infringe the club
rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
h. The committee meetings will be convened by the Secretary of the Club and be held no less than once per year.
i. All committee members will have the right to vote at committee meetings.
j. The quorum required for business to be agreed at Management Committee meetings will be 60%.
k. The committee positions and their respective responsibilities are as follows:
● President
            Preside at Committee and General Meetings.
            Ensuring and supporting the functioning, effectiveness and co-ordination of the Committee          and of the Committee Members.
● Secretary
            Maintains the Constitution and subsequent decisions, policies, strategies and interpretations.
            Organises Committee and General Meetings.
            Communication which are not the responsibility of other Committee Members.
● Treasurer
            Maintaining suitable bank accounts in the name of the Club and administering payments to          and from the Club subject to the provisions of Financial Accountability.

            Financial budgeting and planning to ensure the viability of the Club.
● Associate committee members
            To participate in the decision-making processes of the club, and to represent the wider
            membership.

            All Committee members
● General duties of committee members to be assigned on an agreed basis.
            Organisation of Club wargaming events; e.g. Inter-group wargaming and Club participation         at Events, etc.
            Taking of club nightly fees, and to carry out general club social media.
            Other Responsibilities as determined by the Committee.

6. Finances

a. The club treasurer will be responsible for the finances of the club.
b. The financial year of the club will run from 1st of October until 30th of September. This is in line with the AGM cycle and is for reporting and recording purposes.
c. All club monies will be banked in an account held in the name of the club.
d. A statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
e. Any cheques drawn against club funds should hold the signatures of the treasurer plus up to two other officers.

 7. Club events

Each Club year the membership will be asked to vote on whether the Club is to continue organising the Club’s annual gaming event, Glasgow Games Gathering. This will be organised as a general meeting to be scheduled no more than one month after the date of the show.
This will involve a financial commitment from the Club as well as a personal commitment from members to help in the organisation of the event. Support is required prior to the event and also on the day of the event. The Club Committee
will take on the task of organising the Glasgow Games Gathering and may appoint others to aid in this as necessary for the appointed Club Year.

 8. Club Display Games

Any member or members of the club may put forward a proposal to the Committee for a Club display game to be used for the following Club year at shows. If more than one Idea is put forward the committee will decide.
A sum of money is to be allocated from the Club funds to assist in the production of the game. The money is to be used to allow members designing the display game to produce a game of high quality and to purchase items outside that which they would normally require to wargame, such as display material, etc.

 9. Annual General Meetings and Extraordinary General Meetings

a. General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
b. The Club shall hold the Annual General Meeting (AGM) in the month of September to:

● Approve the minutes of the previous year’s AGM.
● Receive a report from the Treasurer of Annual Accounts.
● Elect the officers on the committee.
● Agree the membership fees for the following year.
● Consider any proposed changes to the Constitution.
● Deal with other relevant business.

c. Notice of the AGM will be given by the club secretary with at least 21 days’ notice to be given to all members.
d. Nominations for officers of the committee will be sent to the secretary prior to the AGM.

e. Membership fees may include (but are not limited to) an annual membership fee, an attendance fee for members, for non-members, for accompanied minors, and variations thereof depending on circumstance. The AGM shall also agree the timescale for introduction of the year’s Membership fees. That may include waiving that year’s membership fee depending on circumstances, a ‘sliding scale’ for those joining the club through the reporting year, and other variations thereof depending on circumstance.

f. Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate at least 7 days before an AGM.
g. All members have the right to vote at the AGM.
h. The quorum for AGMs will be 25% of the membership.
i. The President of the Club shall hold a deliberative as well as a casting vote at general and
committee meetings.
j. An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.
k. All procedures shall follow those outlined above for AGMs.

l. After a general meeting the membership fees, reports, and minutes shall be made available online or through social media.

10. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.

11. Discipline and appeals
a. All complaints regarding the behaviour of members or others present at the club, or representing the club at
events should be presented to one of the committee members.
b. The Management Committee will meet to hear complaints within seven days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
c. The outcome of a disciplinary hearing should be notified to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
d. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of them receiving the appeal.

12. Dissolution
a. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership. At that general meeting charitable recipients for club resources (if any) and other gaming club recipients (if any) is to be agreed.
b. In the event of dissolution, all debts should be cleared with any clubs funds. Any assets of the club that remain following this will be sold off to club members first. Any remainder of club funds and monies raised by sale of assets being donated to a charity agreed upon at the dissolution of the club. Any physical assets that remain will be donated to another gaming club.
c. In the event that the club is dissolved while the annual club show (Glasgow Games Gathering) is being organised, any remaining funds will be put towards the show. After the show is complete, any funds remaining to the club, and any profit made by the show will be donated to charity as above, and any assets that were used for the show that the club retains will either be donated to another gaming club that will make use of them, or be sold to raise money for charity.

13. Social Media
The club will maintain a social media presence including (but not necessarily limited to) the following:
● Website: https://www.g3gamers.co.uk/ and http://www.glasgowgamesgathering.co.uk
● Facebook: Page https://www.facebook.com/G3Gamers/ and
● Group https://www.facebook.com/groups/g3gamers/
● Instagram: https://www.instagram.com/g3gamers/
● Twitter: http://www.twitter.com/glasgowG3
● Discord: https://discord.gg/BsXVkUX4Jb
And also other online accounts (e.g. Google, email, etc) for the use of the club. These will be operated by the
Committee and any club members granted access by the Committee to promote the club and its activities.

14 Declaration
Glasgow Games Group hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.