Adopted October 1997.
The Club is known as the Finchley Games Club.
The aim of the Club is to promote the play of indoor hobby games and associated activities, within the laws of the U.K. in a spirit of fair play and with tolerance of the differences between individuals.
The rates for fees are set by a General Meeting of the Club. It is a duty of Members to ensure that they pay the fees they incur.
A person visiting the Club for the first time pays no fee.
In all other cases a fee is levied for attendance, unless that person is present thoughout the proceedings of a General Meeting.
A person present at a Club Meeting is deemed to be attending the Club, even when engaged in no specific hobby activity.
Membership is open to those prepared to abide by the aims and rules of the Club.
Membership of the Club is granted on payment of the fee for membership and correct completion of the application form.
Membership runs to the end of the Club's administrative year. It expires at the end of the meeting in which the Annual General Meeting is held. This is normally the first meeting of May.
Membership may be suspended or revoked as a consequence of a Member's misconduct. Disciplinary investigations are conducted by the Club's Executive Committee.
A Member is eligible to stand for a Committee post if they are at least 16 years of age and have been a Club Member for at least the full Club Year preceding that A.G.M (or E.G.M called for the purpose of an election), or hold a current Membership renewed from the previous Club year.
4. General Meetings
A General Meeting has controlling authority over the Club, being a meeting of the Club Members. There is normally one General Meeting each year: the Annual General Meeting, held in May.
A General Meeting is quorate if at least 30 Members, or 25% of the Membership are present, whichever is the lesser.
The A.G.M shall be held as the first meeting of May, or at the next meeting practicable if that date is not suitable.
The A.G.M features frports by and questions to the Executive Committee on the Club's activities in the past year, elects the Executive Committee for the upcoming year, may amend the Club's Constitution and directs the activities of the Club in line with the Club's aims.
Extraordinary General Meetings (E.G.M.s)
An E.G.M will be called if:
A motion to do so is passed by a quorate Executive Committee Meeting.
The Membership calls for one by way of a petition to the Committee. Such a petition will be acted on if at least 10% of the Membership have signed their names to it.
If an Executive Committee Officer's position falls vacant, an election will be held to fill the position, unless the vacancy falls in the last quarter of the Club year, in which case the appointment may be made from within the remaining Committee Members.
If a General Meeting passes a motion of no confidence in the Committee, or if Committee Members resign such that the Committee can no longer be quorate, a General Meeting must be called to hold fresh elections, irrespective of the time in the Club year.
The Membership must be given at least 3 weeks written notice of a General Meeting for it to be valid.
Note that a meeting called for a motion of no confidence may also be scheduled for Committee Elections in anticipation of the Motion being passed.
Powers and Responsibilities
A General Meeting may consider, debate and pass any resolution pertaining to Club aims and activities and in doing so instructs the Executive Committee in carrying these through.
Resolutions pertaining to Club activities and expenditure are passed on a simple majority of those voting.
Elections to the Committee are held on a 'first past the post system' - most votes securing victory for that candidate. The Ordinary Executive posts are contested 'en block' rather than as 4 separate elections.
Amendments to the constitution can only be made on a 2:1 majority of those members present, an abstention being effectively a vote for no change.
A motion to dissolve the Club may be passed on a majority basis, where that majority constitutes at least 50% +1 of the Membership as a whole.
A motion of no confidence in a committee member is passed on a simple majority. That Committee member is obliged to resign where the majority is a 2:1 majority of those present at the meeting. (This may necessitate an election).
5. The Executive Committee
The Executive Committee administers and promotes the Club, with due regard for the wishes of the Membership. It is elected by the A.G.M. each Club year and its members may only be dismissed by a General Meeting, although individual Members may choose to resign their positions, or forfeit them as a consequence of disciplinary conduct.
An Executive Meeting is quorate if at least 4 Executive Members are present.
The Executive Committee shall consist of:
4 Ordinary Members
Executive Duties and Responsibilities
The Executive Committee shall administer and promote the Club with due regard for its aims and for the wishes of the Membership.
No Committee Member shall receive renumeration in connection with their duties in serving the Club, although expenses incurred as a direct result of duties undertaken may be refunded from Club funds.
Unless unavailable for good reason, Committee Members must attend a monthly meeting of the Committee.
Executive Members may deputise for each other by mutual consent and the consent of the Committee as a whole.
Should a Member e unable to continue in their duties, resign, or have Club Membership revoked as a result of misconduct, an election will normally result, unlesss the vacancy occurs in the last quarter of the Club year.
This position is an honorary title granted to life by the Annual General Meeting. There are no duties beyond those of an Ordinary Committee Member, except that the President shall normally deputise for the Chair, when (s)he is unable to conduct an Executive or General Meeting.
The Chairperson (Chair) has overall responsibility for renewing, carrying forward and generally promoting the aims and activities of the Club, both internally and by liaising with related organisations in the public arena.
The Chair shall make reports to the Executive Committee and deliver a report to the A.G.M.
The Chair is responsible for the orderly conduct of Executive Committee Meetings.
The Chair is responsible for the orderly conduct of General Meetings, except during the Elections to the Committee when a substitute shall be appointed (Normally the President).
A chair shall ensure that opinion is canvassed fairly so that all sides of a debate can be aired.
The Treasurer is responsible for administering the financial records of the Club, including monitoring the collection of fees and ensuring that the Club fulfills its financial commitments.
The Treasurer shall make a quarterly Financial Report to the Executive Committee and an annual Financial Report to the A.G.M.
The treasurer shall advise the Executive Committee and General Meetings of any financial implications arising from proposals put to those meetings.
Financial reports shall remain available to the membership on request.
The treasurer shall maintain an inventory of property purchased by the Club.
The Secretary is responsible for keeping accurate Membership Records for the Club and for the issuing of Membership Cards to members.
The Secretary is responsible for publicising Executive and General Meetings to the Membership, including the Agenda to be discussed.
The secretary records, publishes and retains copies of the Minutes of Executive and General Meetings.
With the execption of the proceedings of disciplinary proceedings, full Minutes are to be available to the Membership on request.
In the case of disciplinary proceedings, their own witness statements are made available to witnesses for the purposes of ensuring accuracy. Should a Member be disciplined as a result of misconduct, a statement of the outcome of proceedings will be made available to the Membership.
Ordinary Executive Members
Ordinary Executive Members assist the Officers of the Committee in ensuring the Club is administered satisfactorily.
They shall act as a liaison between Club Members and the Executive Committee, so that the wish of the Membership can be canvassed.
The Executive Committee may, so long as its actions do not contradict a resolution passed at a General Meeting, pass any proposal pertaining to Club aims, such as expenditure on activites or purchases.
The Committee has no powers to vary the fees charged by the Club, or the Constitution of the Club, although it may resolve to bring proposals to a General Meeting for due consideration.
6. Conduct of Meetings
Members have the right to be heard at General Meetings so long as they maintain good order and direct their comments through the Chair at the meeting.
Note that it is a duty of the Club Chairperson to maintain good order at Meetings.
Non Members of the Club attend meetings as observers, but may obtain speaking rights at that meeting if the Members pass the appropriate resolution.
A resolution at a General Meeting shall be debated where it is Proposed and Seconded by Club Members and is within the scope of the Club aims and activities.
Items on the Agenda shall take precedence in debate over 'any other business', unless a Motion is passed to suspend the normal course of events.
Only Club Members present at the Meeting may vote, there are no proxy or postal votes. In certain cases where a resolution requires a majority based on the size of the Membership, those absent from a Meeting are assumed to be in favour of the 'status quo'.
Club Members are entitled to be present at all Executive Committee Meetings, with the exception of disciplinary proceedings, which are confidential.
Unless it is against keeping good order at the Meeting, the Chair shall normally allow speaking rights to Members, although the Committee may choose to vote formally on the matter.
The Committee may choose to grant the presence of and speaking rights for non-Club Members at Committee Meetings as it sees fit.
Only Committee Members may vote at Committee Meetings.
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