Dumfries Wargaming Club

24 Castle Street
Dumfries
DG1 1DR

DUMFRIES WARGAMING CLUB

info@dumfrieswargaming.org.uk
www.dumfrieswargaming.org.uk
01387 259472

CONSTITUTION FOR THE DUMFRIES WARGAMING CLUB

1.

Name
1.1.

2.

The name of the club shall be Dumfries Wargaming Club, hereafter referred to as the Club

Aims and Objectives

The aims and objectives of the Club shall be:
2.1. To provide a safe environment to take part in the wargaming hobby.
2.2. To encourage the development of skills, training and coaching of members
2.3. To encourage the growth of the wargaming hobby and community.
2.4. To encourage and assist where possible for members to take part in new opportunities.
2.5. To organize open and closed events for club members and members of the public.
2.6. To coordinate with other similar organizations in the surrounding area and further afield
2.7. To support teams and individuals to represent the Club in competitions and in other such events
as the Committee shall decide.

3.

Membership
3.1. Membership of the Club shall be open to all, regardless of sex, gender, age, disability, ethnicity,
nationality, sexual orientation, religion or other beliefs. Children under the age of 12 attending
the Club must either have a permission slip signed by a parent or guardian or be accompanied by
a parent or guardian.
3.2. The Committee shall have the right to terminate or temporarily suspend membership for
contravention of this Constitution, documented rules or published code of conduct that may
exist at that time. In exercising these powers the Committee shall adhere to the Clubs
disciplinary procedures. Appeal against refusal or removal may be made to the committee.

4. Subscriptions
4.1. Members shall pay a subscription as determined by the Committee.
4.2. The initial joining fee and subscription for the first night is free.
4.3. The committee will keep subscriptions at levels that will not pose a significant obstacle to
people participating.
4.4. The Club will accept delayed payments from members a maximum of five times, except in
circumstances as agreed by the Committee. If a member has met or exceeded the limit of
delayed payment, access will be refused until a payment has been made.

5. Management

DUMFRIES WARGAMING CLUB

YMCA Dumfries 24 Castle Street Dumfries, DG1 1DR
01387 259472 info@dumfrieswargaming.org.uk dumfrieswargaming.org.uk

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5.1. The Club shall have a committee that will consist of five members who shall be elected by the
members by majority vote at the AGM. This committee will be responsible for the administrative
tasks required for the running of the Club.
5.2. The office bearers of the committee shall consist of a Chairman, Treasurer, Secretary and ViceChair, the membership of which shall be determined by election at the AGM.
5.3. Three elected Committee members are required for a quorum for a Committee meeting to take
place, providing the Chairman, Vice-Chair or Secretary is also present.
5.4. The committee shall meet as often as is deemed necessary, but no fewer than six times per year.
5.5. The Committee shall have the power to fill Committee vacancies if they arise and to co-opt noncommittee members for particular projects, but co-opted members shall not have a Committee
vote.
5.6. The Committee shall also have the power to establish any sub Committee deemed appropriate
to assist in meeting the objectives of the Club, and to delegate to these sub Committees such
duties as may be considered appropriate.
5.7. The committee shall have the power to appoint individuals to perform specific duties on behalf
of the Committee, and to delegate to those individuals such duties as they consider appropriate.
6. Annual General Meeting
6.1. Notice of the Annual General Meeting (AGM) will be given by the Committee. Not less than 21
days clear notice to be given to members of the date, venue and agenda items.
6.1.1. At the AGM the meeting will:
6.1.1.1. Receive the annual report of the Secretary
6.1.1.2. Receive the financial statements and the Treasurers report.
6.1.1.3. Elect the officers and the Committee for the ensuing year.
6.1.1.4. Consider any amendment to the constitution of which due notice has been given to
all members. Any proposed change to the Constitution must be received by the
Secretary at least 14 days preceding the meeting in order that all members shall have
sufficient notice of the proposal.
6.1.1.5. Transact any other notified business.
6.1.2. All registered members of the Club at the meeting shall have one ballot.
7.

Extra-Ordinary General Meeting

7.1. An EGM may be called by the Committee to discuss changes to the Constitutions or any other
Club business to urgent to wait for the AGM.
7.2. An EGM must be called if 25% of voting members so petition the Secretary.
7.3. Three weeks notice of an EGM must be given to all members by email or in writing together
with the motions to be discussed. No other business shall be conducted.
7.4. Procedures for voting shall be used as for the AGM.

8. Finance
8.1. The financial year of the Club shall end on the 31st March.

DUMFRIES WARGAMING CLUB

YMCA Dumfries 24 Castle Street Dumfries, DG1 1DR
01387 259472 info@dumfrieswargaming.org.uk dumfrieswargaming.org.uk

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8.2. All funds belonging to the Club shall be deposited with a bank or building society in accounts
that shall carry the Club name. All accounts shall operate on at least two signatories, one of
whom must be the Treasurer and consisting of other Committee members.
8.3. Expenditure above agreed budget levels may only be authorised at a Committee meeting.
9. Property and Funds
9.1. The property and funds of the Club cannot be used for the direct or indirect private benefit of
members other than as reasonably allowed by the Rules and all surplus income or profits are
reinvested in the Club.
9.2. The Club does not accept liability in the event of loss, damage or theft of a members property
whilst it is on Club premises. Owners must accept full responsibility and liability for their own
property while on Club premises.
9.3. The club does not accept liability if any person should suffer any accident or injury whilst on club
premises or business.
9.4. The Club may also in connection with the purposes of the Club:
9.4.1. Sell and supply food, drink and related wargaming hobby supplies.
9.4.2. Employ members and remunerate them for providing goods and services, on fair terms set
by the Committee without the person concerned being present.
9.4.3. Pay for reasonable hospitality for visiting guests
9.5. The Committee will have due regard to the law on disability discrimination and child protection.
10. Dissolution
10.1. In the event of dissolution, any assets of the club that remain will become the property to the
YMCA Dumfries.
11. Alterations to the Constitution
11.1. The Constitution may be altered but only by a resolution passed by a majority of those present
and voting at an AGM or an EGM called for that purpose.
12. Revision History
12.1. This Constitution was formerly adopted at the AGM held on 30th September, 2015 and replaces
the Clubs original Constitution used since January 2014.

DUMFRIES WARGAMING CLUB

YMCA Dumfries 24 Castle Street Dumfries, DG1 1DR
01387 259472 info@dumfrieswargaming.org.uk dumfrieswargaming.org.uk

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