" ALDER VALLEY GAMERS SOCIETY (AVGAS)
EMERGENCY GENERAL MEETING
HELD AT THE GAMES SHOP, ALDERSHOT
ON 16 AUGUST 2009
Present:
Mr Nick Harrison - Chair
Mr Mat Day - Membership Secretary
Mr Scot MacNaughton - Secretary
Mr Mark Bryan - Publisher
Mr Nick Cridland - Member
Mr Bryan Lynch - Member
Mr Tyrone Williams - Member
Mr Alan Greep - Member
Mr Alan Fuoco - Member
Mr Adam Crossingham - Member
Mr Joseph Dewar - Member
Mr Damon Shatton - Non-Member
Mr Rhys Knight - Guest
Minutes:
Apologies for Absences
Miss Catherine Churchill - Treasurer
Miss Suze Williams - Member
Chair’s Opening Address
The Chair,Mr Nick Harrison, opened the meeting.
Discussion About Change of Ownership of Games Shop
Mr Nick Harrison, the chair, introduced Mr Rhys Knight – the new owner of the Games Shop.
On the 9th June Mr Scot MacNaughton, the Secretary, reported to the committee:
“I have spoken to Mike at the Games Shop this evening. Dan Steel has sold the Games shop. The new owner will take over in July. All the shop staff have been informed that their contracts will be terminated at the end of June. Mike could give me no more information as he had been told these basics on Monday. He informed me that Dan Steel is asking for our rent. He hopes that the new owner will be willing to talk to AVGAS about our use of the Games Shop and will keep us informed as he learns more.
Given the situation I feel that the committee should meet to discuss the situation. Please let me know when will be a good time”
This was the first indication that the committee had that Mr Steel was selling the Games Shop. Fortunately Mr Knight, the new owner, took it upon himself to communicate with the club. The committee arranged to meet with him at the Games Shop. We had a frank discussion with him. He is an ex-Games Workshop employee and has been working at Esdevium Games. He is a long time gamer himself. After talking with him the committee felt that this change in ownership would be a positive move for AVGAS. Many of the problems we are having with the Games Shop should be resolved by this change in management.
The committee feels that the change in management has been a positive thing for AVGAS. Despite this the change in management has resulted in a number of situations that need to be addressed at this Emergency General Meeting.
Treasurer''''''''s Report
The Treasurer''''''''s report was distributed to the meeting. It is Annex A of these minutes.
Discussion on Changes to club fees
In view of the Treasurer''''''''''''''''s report the Committee feels that the table fees should be raised from £1 to £2. After discussion with Mr Knight, who plans to charge £3 fee for a gaming session, it was agreed that AVGAS members would only pay £2 fee per gaming session. Unlike our agreement with the previous management this will allow you to game anywhere in the building that is not being used by another group. Table fees will be paid to the committee member holding the attendance sheet. At the end of the session the money will be turned over to Mr Knight, the attendance sheet signed by Mr Knight and the committee member. Mr knight will issued a receipt that will be attached to the attendance sheet.
Due to the fact that the club will not be gaining any money from the table fees it was suggested that membership fees be raised from £1 to £5. This money should be used to support club activities. It was suggested that no new member should be allowed to stand for a committee post in their first year. This will be taken up at the AGM.
Mr Knight has agreed to honour AVGAS traditions such as:
No play – No pay. If you are not gaming during a session you do not have to pay table fees.
1st Session Free. The first session of a new attendee is free.
Club Fees Motions Vote
The motion for the change in table fees was put to the meeting. The motion was carried unanimously.
The motion for the change in membership fees was put to the meeting. The motion was carried unanimously.
Discussion on move from Tuesday evening session to Wednesday evening session
Mr Knight has informed the committee that due to business reasons he was not opening on Tuesday evening for gaming but would instead open on Wednesday evening for gaming. This would mean that AVGAS would have to move from a Tuesday gaming session to a Wednesday gaming session. This was put to the meeting. Several members complained about the change as it would cause disruption for them.
Gaming Session Motion Vote
The motion to accept the change in session was put to the meeting.
For motion – 5
Against motion – 3
Abstained – 2
Three votes for this were by proxy votes.
It was agreed that the change in session time would not start until the first week of September to give time for all AVGAS members to be informed.
Any Other Business
Concerning the membership fee, it was asked what the committee intended to do with the money raised. The committee intended to use the money to raise the profile of the club. It was suggested, and agreed, that the money spent this way should be carefully tracked and a report made to the club at the 2010 AGM.
It was asked if AVGAS had a written contract with Mr Knight concerning the usage of the Games Shop Facility. Upon being informed that no such contract existed the committee was urged to have some written agreement. The committee agreed to seek such an agreement with Mr Knight.
On the matter of insurance the meeting was informed that the Games Shop insurance would provide coverage for AVGAS activities as it did for all groups using the building.
Given the possibility of young people asking to join in AVGAS activities it was asked what was the committee stance. The meeting was informed that the AVGAS constitution had no ruling on the age of the member, save for election to certain committee posts. It was the committee stance that an child under 14 should have a designated guardian to join in AVGAS activities.
Mr Rhys Knight was made an honorary member of AVGAS.
Membership Payment Period
Membership is now due. Please ensure that you have paid Mr Mat Day, membership secretary, by the 16th September 2009.
Members Contact Details
It was pointed out that the committee does not have any emergency contact details for AVGAS members. In event of an emergency the club must be able to contact your next of kin. Before the next AGM contact details will be collected from all members.
Date of AGM
The AVGAS Annual General Meeting will be held on the 25th October 2009.
CLOSE OF MEETING
Mr Harrison-Cox closed the meeting.
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