AGM?

[Derick]

sorry to bring this topic up but...
Aren't we due for an AGM?

[Menolly]

We are indeed. I'll talk to people at the club today so we can set a date and not clash with any events. We need to sort out our constitution so I'll get that copied up onto the forums asap.

[Derick]

Is there anything in the constituition that says we can't hold the vote online?
Do the offices need to be vacated/re-elected every 12 months, or can we change this to a 24 mth term? (would we want to?)

[Menolly]

Date is set for Sunday 27th March. We will need to re-elect President, Secretary, Treasurer and the game representative s. Plus the web and gear positions.

[Menolly]

Usually you need the actual person to verify they are the person voting. And usually there is a quorum number of club members needed to change the constitution. It's usually annual elections so that the committee can be "renewed" each year.

I'll put the constitution up tonight when I get home so everyone can see it.

Is there anything in the constituition that says we can't hold the vote online?
Do the offices need to be vacated/re-elected every 12 months, or can we change this to a 24 mth term? (would we want to?)

[Derick]

'usually' mean that if we, as a group decide we want to change it, we can.

This qualifying  of the voters, I think that would only come about if there was any question of vote counts.
In the elections over the last few years, there has usually only been one person nominated for any of the roles and there has hardly been the need for actually counting votes.
What the difference between a unanimous vote and a 'qualified' unanimous vote?

Maybe we can put both these ideas up at the meeting:
1) Online voting
2) 2 year terms

[richardbarby]

voting needs to be for members only (im not one) its unfair on the people who have pulled finger and ponied up the membership fee for the club being able to vote for them is there privolage and theres alone. if its online by cityguard users non members will have a say as well. something i dont think has been earned

[Lezle]

Voting should only be for paid members, as Richard has said.

A huge proportion of the members of this forum are anonymous: they shall have no say.

Lezle

[nik_]

FYI I will not be accepting any nominations for another run as club president, and I have every intention of nominating Phil Wu for president. The president is dead, long live the president.

[richardbarby]

FYI I will not be accepting any nominations for another run as club president, and I have every intention of nominating Phil Wu for president. The president is dead, long live the president.

as long as hilary clintons not his running buddy im ok with that

[Derick]

Voting should only be for paid members, as Richard has said.
A huge proportion of the members of this forum are anonymous: they shall have no say.
Lezle

That said, I think there can be fair amount of trust.
Out of curiosity I wonder how many paid members there are?

@Nic
I think we pushed you into it a bit and I think you were a bit surprised when you were nominated, but its my opinion that you have done a great job, whether you realise it or not

[Menolly]

We didn't reach enough people today so the AGM was postponed until next week.

[Derick]

We didn't reach enough people today so the AGM was postponed until next week.

I thought you only needed 4 people for a quorum?

[Menolly]

Quorum is usually one-third of the current paid members... we have quite a few paid members so we didn't reach that many. So we will have another go on Sunday. Plus one of the things we want to discuss is Can-Opener and where the profit goes to and it would be better to have a few more people along for that.

We didn't reach enough people today so the AGM was postponed until next week.

I thought you only needed 4 people for a quorum?

[wouster7]

I Nominate the people below:

Derick Williams --- Moderator
Damion          ----40K Representative
Josh Warne     ---Fantasy Representative
Glenn Patel & James Hale   --- Terrain Cupboard
Chris Baker      --- Warmachine Representative

My suggestions:

1. Club membership price increase perhaps to $30
Benefits:

a. $5 discount on early entry to any tournament held at freemansbay. So currently Equinox, GuardCon and any others in your membership year.
b. 15% discount at Vagabonds City (tbc)
c. You can organise and your vote counts towards club events.

2. Terrain cupboard needs to be repaired and donations welcome.

3. Can Non- Club Members organise Club tournaments?

4. Annual Bring and Buy day.

[Derick]

1. Club membership price increase perhaps to $30
Benefits:
a. $5 discount on early entry to any tournament held at freemansbay. So currently Equinox, GuardCon and any others in your membership year.
b. 15% discount at Vagabonds City (tbc)
c. You can organise and your vote counts towards club events.

Members currently pay $25 per year plus $3 per visit
I average once a month myself, $61, a non-member coming once a month would pay $60
If we increase the cost of the membership fees, how many of those members, who only come once a month, would we lose?

If we increase the cost of attendance for non-members, would it encourage those who are not members to join?

Have costs actually increased since we had our last membership fee increase?
If not then I think the question becomes moot.

[Derick]

3. Can Non- Club Members organise Club tournaments?

It seems that a lot of our members are a little apathetic towards organising anything.
By allowing non-members to organise events, we open ourselves to a range of talent.
But shouldn't we be a bit embarassed, if club events are ordganised be non-members, what does it say of our members?

I have yet to run a serious event myself (Note the qualification: 'serious') so I'm in that boat too.

I believe the spirit of intent here is that non-member not put themselves forward to run the club events, but should be allowed to do if invited.
Example here:
  Richard wanted to run a charity event and had issue organising a venue.
  Karen invited him to run the event at Canopener.
Another example:
  Phil organised Equinox and invited non-members to assist running other elements.

I think what is being asked here is just some discussion and acceptance.

[Derick]

2. Terrain cupboard needs to be repaired and donations welcome.

This is a job for... the Quartermasters! (Glen and James)
Can club funds extend to paying for some materials and more terrain?
If the Quartermasters were to organise a day to do terrain repairs I'd be happy to help

[Hausdorff space]

What do reps actually do?
I've been one for a year and no one ever told me... suppose it's just running the odd event.

Being realistic I think there should be a WHFB, a 40k, and an 'other games' rep.
None of the other games (Warmachine included) have the pull of the GW games, but combined the definitely have the numbers deserving of some kind of overall recognition.


I would also like to put forth the idea of single club fee for the year (as an option of club and weekly fees).
I know the constant charges put some people off; and there's little point being a member if you're not coming most weeks.
I would be interested to hear if costs have gone up.

[nik_]

I would also like to put forth the idea of single club fee for the year (as an option of club and weekly fees).

Ooh that's interesting. I'd be tempted to pay up front, assuming I'd go to 70% of club days, just to avoid having to bring small change each week!

[wouster7]

The worms have come out of the woodwork

1. Fees increase.

i. There is a good reason for the current system where members pay a set fee then a subsequent smaller fee every week. This makes it a more affordable option than a bulk payment which some may not be able to fit into their budget all at once. We all know that the reason the fees are set at this level is due to the price of the hall hire.
ii. Why would I become a member when it would cost me less or the same if I just paid a casual fee each week? The reason I become a member is that I'm supporting the club and the sense of belonging and contributing to the club and a small up front fee to help is what clubs are about. Paying up front saves a lot of logistics nightmares which many people don't seem to realise. Having money in the bank to pay for bills is much more less stressful than waiting to see if people will turn up to top up the coffers.
iii. The new system I suggested where the fee would be adjusted up $5 is not so the club can go buy ice creams (or though this would be great yum). There is a system in place also where if you were to play in tournaments and the club was to run 3 events you would potentially save $15 in your entry fees ($5 per tourney). This in itself makes the Club membership fee $15 if you participated in club events, so cheap to support your club. You ask why would we do this since you're actually losing money. Well its marketing which encourages membership and also encourages tournament attendance. The possible $5 extra the club may earn through membership, I would earmark towards new terrain and general house keeping.

2. We don't actually really have quartermasters just yet, they have to accept the job first. The majority of people I've talked to have commented towards our club's terrain and boards getting on a bit and being worn and the need for a bit of a life injection. I would agree and have noticed that some of our more distinct pieces of terrain has gone missing hummm. We would have to look at injecting some funds into the terrain boxes as PVA and a stern talking to ain't gonna cut it any more.

3. Non-members organising events.

i. Members should always have the clubs best interest foremost. This is the main reason that a Club member should always be the overall TO for events held at our base. There's also the added bonus that if anything major was to happen at the event we would know where they lived Most clubs have this policy so if there is a mishap it's handled under the umbrella of the club coop. So it's actually an distinct disadvantage if you organise an event and you're not a member.

ii. We do have to remember that just because you paid your fees and you are a member doesn't make you ideal and able to run an event. There's no pressure for everyone to take the reins and go organise an event just because you are a member. There is a subtle obligation for you to help at events since you're a member and part of the Auckland City Guard family. At Equinox all you boys and gals helped and thats what makes being Guard is all about.

ii. Using outside talent.
I used outside TO's since we didn't have the resources at the club for the jobs I had in mind. This was due to many people not having time free during the organisation period or limited people able to TO the gaming system. The outside TO's did their job but the main thing is that I was the overall TO and all coordination and responsibility fell on to me. If they decided bob's party was more impotant to go to on Tournament day I would still have to get the show on the road on the day, which I think is the main and most important point.

4. Games system reps.

We should define the titles more at the AGM or via committee as it's not needed to be hatched on a public forum.
Currently the Systems reps organise events and promote the games systems to beginners and try to encourage outside interest in that games system.

We do need WFB, 40K and Warmachine as these 3 are the staples of our tournaments. No I don't agree Warmachine should be included with other smaller game systems with one rep. I already have contacts for most of the smaller systems played at club if we were to run events for them. One organiser per system would always be ideal but that is not always going to happen.


EDIT: doing three things at once so just making it more readable.

[Hausdorff space]

Worms?

On Costs: I don't think anyone would have a problem with increased fees unless they thought the money was being mis-spent... and I think it would be hard for anyone to claim that.
But I do think some sort of yearly/quarterly payment option would be good. It would be much easier for people to police, and would give the club much better money security, and potentially bring in more money. Some people don't like spending all their $$$ at once, but other don't like wasting their spare change. And a bigger payment would give people a better sense of ownership in the club.

On terrain: perhaps we could find a person/organisation linked to the club who can provide us with terrain at a good price.
I've heard that a number of the other clubs do this to some extent or another.
...the alternative would be trying to organise some sort of terrain day (whether done with the club as a whole or in a small group).

Reps: Naturally my rep comment was based on how well defined reps currently are (which isn't all that well); and I still think in the club scheme that the GW systems have more players than any of the other games, and if we were going for player parity you could lump all non-GW games into one classification . Game 'organisers' are a different thing (and more of what we probably want).

[richardbarby]

nik thanks for bringing up quake con / tin opener

i can make it this sunday if i could spend a few mintues with you phil and karen to sort out if we can run quakecon on the date we have set aside for canopener

[richardbarby]

aside from phil becoming el presidentay

whats the rest of the commity

[wouster7]

AGM completed Sunday and thank you all for your support and voting me into office. A big shout out to Nick for running the club for the last two years and I look forward to carrying on his good work at the Club. The positions are below:


President:  Phil.
Financial officer (Hivemind): Karen
Secretary: Mike
Moderator & Web: Derick
Terrain Cupboard: James, Glenn and Volunteers. (Work needed to fix and sort out the cupboard, great to get all the hands up to help, more hands needed. )

Games syetem representative s: TBA

Next Event is "Can Opener". Cans will be donated to the City mission and cash raised will go to Christchurch.

[nik_]

Very glad to have Phil step up and take the reins.
I have a huge amount of confidence in his passion, commitment and 'technical' skills. I'm sure we'll see the club go from strength to strength under his leadership.

Looking forward too seeing the positive changes that he implements

As for me, so long and thanks for all the fish.

Nick, president 2009+2010