The Trumpeter Tabletop Games Society Annual General Meeting 2016

Minutes
Location: Bonsor Rec. Center Divided Room, Burnaby BC
Date: April 17th 2016
Start: 7:05PM
Finish: 8:15 PM
Attendance:
Membership #

First Name

Last Name

2007004
2008034
2009104
2008042
2007005
2011133
2013174
2008012
2008010
2012170
2010113
2007002
2013176
2008019
2008027
2008069
2008077

Terry
Nick
Bob
Joe
Archie
Tony
Felix
Bruce
Rene
Kathleen
Bill
Tony
Darwin
Ed
Mike
Doug
Sylvester

Sawchenko
Stebbing
Schell
Pagel
Roberts
Poh
Webster
Roberts
Charbonneau
Moore
Dixon
Smerychynski
Yuen
Beauregard
Pagel
Mc Intyre
Wrzesinski

2015203
2009101
2008030
2008024
2015196
2008052
2008044
2014192
2013179
2008038
2008068
2008017
2012164
2008039
2008018

Craig
Alex
John
Ian
Andrew
Jonathon
Colin
Grace
Arlen
Lisa
Walter
Ian
Dave
Pat
Sean

Murray
Balmer
Biel
Mc Candlish
Tablotney
Stone
Upton
Verhagen
Freeman
Smedman
Melnyk
Booth
Mc Neill
Roberts
Parton

Member

Present

Proxy

Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy

Membership #
2015205
2008063
2012154
2016217
2015214
2012159
2010125
2008033
2008022
2008089
2013172
216216
2015213
2015210

First Name
Michael
Chris
Cameron
Troy
Wayne
Doug
Sean
Craig
Les
Jim
Robert
David
Graham
Chris

Last Name

Member

Wheeler
Bell
Widon
Chard
Whittal
Hamm
Flynn
Zomar
Sand
Lingenfelter
Griffiths
Mc Intyre
Acton
Peterson

Present

Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy
Proxy

Agenda taken by Bob Schell
Minutes taken by Terry Sawchenko
Attendance taken -17 Members in attendance, ( a paltry 15% of membership), 29 Proxies
Quorum established based on proxy vote.
1) State of Affairs Address (Rene Charbonneau)
a Members were welcomed for attending the meeting
b 2015 was a record year in many aspects which will be mentioned during the meeting.
c As per answering last year’s commitment for being more active in going out to other
events and reaching out to younger people. We sent members to attend Bottoscon,
Enfilade and Terminal City Convention.
2) Treasurer’s Report (Sylvester Wrzesinski)
a. We had the most successful Salute profit wise as we have ever had. .
b. Will use the same budget for the concession at Salute next year as was this year.
c. Will budget the same amount for Salute next year as we have this year.
d. Salute costs for prizes was up because of increased spending for draw prizes, regular
prizes such as first and second showing remained the same.
e. In all our finances are in good shape.
Motion floored to accept the report, motion passed.

FOR DETAILED INFORMATION SEE THE SOCIETY'S 2015 FINANCIAL REPORTS AT
THE END OF THE MINUTES
3) Concession Report (Bruce Roberts)
a. Were given a total of $2600 dollars for the kitchen and spent $2596 dollars.
Totally on budget.
b. In 2015 the kitchen made $1523 dollars on game nights and $1456 dollars at
Salute for a total of $2979 dollars for the year. (this is up from $ 2862 last year).
Motion floored to accept the report, motion passed
FOR A DETAILED INFORMATION SEE THE KITCHEN REPORT AT THE
END OF THE MINUTES.
4) Salute 2016 Report (Terry Sawchenko)
a Total attendance at Salute this year was 231 people which puts us almost equal to
2013 (at 229) and well ahead of last year (206).
b We had 14 Americans up for Salute which was up from 4 last year, a major increase.
c We had 11 Canadian attendees from outside the Fraser Valley
d Fully 26% of signups for the convention just had a name, nothing more so the out of
towners may even be higher than noted.
e We had a larger selection this year from the bring and buy than last.
f We spent more on draw prizes this year than last year.
g Thanks for the efforts of Hotz Enterprises (Eric Hotz) and Imperial Hobbies for the ad
blitz they did with their contacts.
h We had at least a half dozen fewer games this year than last year. Last year the 6 by
6s in the Arts room had one table filled for the convention and the second used a few
times. The losses were mainly in the 6 by 6 region.
i Last year we had a number of games from individuals coming in, not Trumpeter
members, putting on games these were mainly in the 6 by 6 region. Not so this year.
j The White Rock Gamers and the North Shore Gamers put on more games this year
than they have ever in the past. The quality and appearance of the games were a great
help to our convention. The extra games covered the short fall we had in the larger
tables, without this extra assistance we would have had some of the larger tables bare.
Since there is no real incentive for them doing this our society owes them a big
thanks.
k This year was harder than ever in trying to get enough games to fill the spots even in
the large room. Despite efforts we could not make up the losses from point i.
Individually we had members that went all out hosting games but collectively we fell
short.
l I had some complaints last year about games not going on because of lack of players
(the attendance was down). I tell people that when a convention goer sees all these
games, even ones that are empty they will walk away impressed. Likewise when a
convention goer sees only a few tables that are crowded with players and nothing for
the rest they will leave unhappy. An unhappy person will complain to far more
people than a happy person will talk to, it is human nature.

m This is the 3rd year of our bring and buy. In 2014 people sold $9000 dollars, 2015,
$6000 dollars and 2016, 6500 dollars. Despite the drop in sales more items than ever
have been brought in year over year. The lower gross sales may be related to the items
being sold at more appealing prices.
n We are still refining the process, there are fewer complaints. We made 355 dollars
from the bring and buy, us getting 30 to 40 dollars more each year than the previous.
o Volunteering went well this year- we had all spots filled, thank you for all who
volunteered.
p This year we had a sizeable donation of 40K figures and terrain some going to the 40
K tournament for prizes.
5) Events Report- Terry Sawchenko
a. This is a record year for Seasons Passes, we had 96 seasons passes this year which
smoked our previous record of 87.
b. The year 2015 was also a record year for memberships, getting 120 members.
See the Membership and Seasons Passes chart provided at the end of the minutes
for details.
c. We had more visitors in 2015 than ever. This is a good sign that word is getting
out about the Trumpeters. In 2014 we had 700 total visits to Bonsor night 14.6%
being visitors, in 2015 we had 776 total visits to Bonsor night with 19% being
visitors.
d. Bonsor night attendance was more consistent during the year, the traditional drop
in attendance during the hot summer months did not occur in 2015 year.
e. With the increasing numbers of people coming to Bonsor gaming nights we need
to see an increase in hosting games to accommodate the greater numbers or we
will risk losing memberships. The old adage about empty tables vs no tables
refers to Bonsor game nights as well.
f. A big thank you to the hosts of the games being held at Bonsor, this is the bread
and butter of our society, no games no memberships.
6) New Business
a. The directorship proposed that as a reward for attending the AGM that two
kitchen vouchers be given to all that attend. The proposal was passed
unanimously.
b. The Trumpeter domain registration comes due in November and needs renewing.
c. The President of the North West Historical Miniature Gaming Society (hosts
Enfilade in the United States) has asked if we address their AGM and give a
description of who we are, what we game, our kitchen, number of games, when
we meet and where. Will be presented Sunday morning at Enfilade.
d. Item bags that were handed out at Salute. Core Games will get a bag since they
were not at the convention and up to 40 more to be taken down to Enfilade as
advertising for our next convention.
e. A motion was put on the floor stating that if a quorum is not reached the AGM
will be rescheduled over the next Bonsor event night. This motion is to be taken
back to the executive for fine tuning and will be rolled out at the next AGM. This

will take the timing of the rescheduled AGM out of the hands of the directorship
and set it to the society schedule. Motion was passed.
f. Some members felt that the second rescheduled method was superior over just
dropping the levels of numbers required for quorum. Historical high numbers in
the past would have theoretically prevented a few individuals from taking control
of the AGM and pushing partisan agendas. Our dropping attendance would
increase the chances of this happening. It sounds incredible but it has happened
to one member with another society.
g. No theme decided upon for next year’s Salute, directorship to discuss and decide.
Not limited to just 100th anniversary, could be World War II event as well.
7) Board of Directors Nominations
Board of Directors, Standings
Stepping down Bob Schell
Nomination submitted for Joe Pagel
Nomination submitted for Felix Webster
Nomination submitted for Terry Sawchenko
Nomination submitted for Archie Roberts
Nomination submitted for Kathleen Moore
Nomination submitted for Sylvester Wrezinski
Rene Charbonneau- Half way through term.

Accepted
Accepted
Accepted
Accepted
Accepted
Accepted

Bylaws state a maximum of 9 directors so posts filled by acclamation.
8) Constitution and By Law Changesa. No new special resolutions at meeting but one tabled in agenda:
Whereas the bylaws state that “A quorum at any meeting of members is twenty
five (25) Regular Members in good standing in attendance or thirty-five (35%) of
Regular Members in good standing present and/or in attendance by proxy.”
Shall be changed to “ A quorum at any meeting of members is eighteen (18)
Regular Members in good standing in attendance or twenty- five percent (25%) of
Regular members in good standing present and/or in attendance by proxy.”
Motion was passed unanimously and will be changed in the society bylaws.
9) Honorary memberships: A motion was made to renew Francis Munroe as an honorary
member-motion passed unanimously. A motion was made to make Bob Schell an
honorary member- passed unanimously.
10) Closing Comments: None other than to see everybody at the next Bonsor event.
Meeting Close: Meeting adjourned at 8:15pm

The Trumpeter Table Top Society
Statement of Financial Position as of December 31st 2015
Current Assets

2012

2013

2015

Floats

140.00

Salute convention prepaid

2,485.02

Mailbox prepaid

212.80

Tshirt inventory

756.00

$
7,054.10
$
5,000.00
$
140.00
$
2,391.18
$
215.25
$
406.20

$
14,764.45

$
15,206.73

$16,013.6
2

$18,979.9
0

$
200.00
$
5.91

$
452.00
$
6.15

$
452.00
$
6.39

$
452.00
$
6.83

$
14,970.36

$
15,664.88

$16,472.0
1

$19,438.7
3

$

$

Cash

$
11,170.63

2014

Investment

Artwork
Van City Share

$
8,221.15
$
5,000.00
$
140.00
$
2,437.22
$
215.25

$11,348.4
7
$
5,000.00
$
140.00
$
2,491.43
$

-

$

$

-

-

Current Liabilities and Capital
Accounts Payable (nil)

Contirbuted Capital
Surplus

Approved on behalf of the Directors

$

-

$

-

-

-

$
12,694.99
$
2,275.37

$
14,970.36
$
694.52

$15,664.8
8
$
807.13

$16,472.0
1
$
2,966.72

$
14,970.36

$
15,664.88

$16,472.0
1

$19,438.7
3

2015
160

140

120

100

80

60

40

20

0

Jan

Feb

Apr

May

June

July

Aug

Sept

Oct

No

Trumpeter
Concession Sales
2015
2015
Candy
Bar
Potato
Chips
Canned
Pop
Bottled
Water
Cookies
bags
Cheezie
s
Nuts

Ja
n

Ap
r

May

Jun
e

July

Aug

Sept

Oct

Nov

De
c

Total
s

50

Fe
b
14
4

74

71

88

98

64

76

68

83

90

906

22

28

17

9

22

19

17

28

14

11

24

211

77

73

61

62

63

60

48

45

72

32

48

641

6

12

11

10

14

9

7

10

10

6

15

110

4

2

1

7

4

5

5

16

2

2

6

54

2
25

6
19

8
14

5
19

4
21

0
22

0
12

7
15

7
24

5
14

7
9

51
194

2015
Gross Sales

Jan
240

Feb
358.75

Apr
247.5

May
240

June
291.25

July
286.25

Aug
201.25

Sept
258.75

Expenses

223.6

123.8

85.95

81.1

201.03

89.55

81.45

192.2

86.75

16.4

234.95

161.55

158.9

90.22

196.7

119.8

66.55

174.25

Profit

Banana
s

3

4

6

6

5

5

0

5

4

Oct

N
261

Game
nights

Gross Sales
Expenses
Profit

2841
1317.68
1523.32

Salute
2735.25
1278.93
1456.32

Totals
5576.25
2596.61
2979.64

Memberships and Seasons Passe
120
117
115

115
113

110
105
100

106
97

90

87

87
75%

82%
83

80
75

77%

77

66%

70

Membe
rs
60
50
40
30
20
10

2010

Paid Memberships
Seasons
Passes

2011

2012

Years

2013

2014

Monthly Door Count of our Gamers 2015
90

86

80
76

73

76

74

70
63

67

60

Memb
ers

53

50
40
30
20
10

Jan

Feb

April

May

June

July

Aug

Sept

Months
ACTIVITY CONSISTENT THROUGHOUT
YEAR

2014

2015