Alder Valley Games Society

Agenda of AGM 25 Oct 09

Chairperson Opening Address.
Apologies for absence.
Ratification of minutes of previous AGM.
Membership Secretary''''''''s report.
Treasurerâ��s report.
Club Publisher''''''''s report.
Chairperson report.
Election of AVGAS committee posts.
Clarification of end of session times.
Any Other Business.
Close of AGM.

Notice of AGM 25 October 2009

THE ANNUAL GENERAL MEETING OF ALDER VALLEY GAMERS SOCIETY WILL BE HELD ON SUNDAY THE 25TH OCTOBER 2009. THE MEETING WILL BE HELD IN GAMES ROOM ONE AT THE GAMES SHOP IN ALDERSHOT. THE MEETING WILL START AT 14:30.

WE WILL BE VOTING FOR A NEW COMMITTEE AND WE ARE LOOKING FOR PEOPLE TO STAND FOR THE FOLLOWING POSTS:

CHAIR

SECRETARY

MEMBERSHIP SECRETARY

TRESURER

PUBLISHER

SCOT MACNAUGHTON

SECRETARY

AVGAS

Important Notice: Game session Day Change

From September 2009 the mid-week AVGAS game session will be held on Wednesday instead of Tuesday. This means that the first games session of September will be on:

Wednesday 2nd September 2009 starting at 20:00 and ending at 23:00.

Scot MacNaughton
AVGAS Secretary

Correction to Minutes of EGM 16 August 2009

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.

A point was raised concerning the end time of the sessions. After a discussion the times mention were 23:30 for ending the game and be out of the building by 23:45.

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 15th September 2009.

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.

Minutes Of EGM 16 August 2009

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:

Given the situation I feel that the committee should meet to discuss the situation. Please let me know when will be a good time”

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.

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

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

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.

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.

TREASURER'S REPORT 16 AUGUST 2009

EGM 16 AUGUST 2009 Treasurer Report.

Since moving from the uni0n building Attendance has dropped. Figures show that although lower attendance is consistent. It is approximately a month & half since Rhys took over the shop.

Since moving Based on attendance figures ONLY, the maximum rent we could afford is £280 a Quarter or £1120 a yr.

This would not have been enough to cover the previous rental agreement we had with Dan steel.

I do not think it possible to find somewhere who will allow us to pay that little rent for 3 evenings a week!

As a result I feel it’s necessary to recommend the increase of table fees to £2.

My Personal Opinion:

Regarding the payment of table Fees.

Personally I feel it makes sense for a committee member to collect the money and fill out the attendance forms.

At the end of that evening’s session, the committee member should then sign the money over to Rhys.

Catherine Churchill

AVGAS Treasurer

Correction - EGM on 16th August 2009

CORRECTION

AN EMERGENCY GENERAL MEETING IS BEING CALLED FOR SUNDAY 16TH AUGUST 2009

AT 14:30

PLEASE ATTEND AS THE ISSUES RAISED ARE CONCERNING THE CHANGE IN OWNERSHIP OF THE GAMES SHOP. THE COMMITTEE WILL ASKING THE MEMBERS TO VOTE ON:

INCREASE IN TABLE FEES FROM £1 TO £2
CHANGE IN HOW TABLE FEES ARE COLLECTED – PAYING THE MONEY DIRECTLY TO THE GAMES SHOP
MOVING THE TUESDAY SESSION TO WEDNESDAY

Notification of EGM - 15 August 2009

AN EMERGENCY GENERAL MEETING IS BEING CALLED FOR SUNDAY 14TH AUGUST 2009

AT 14:30

PLEASE ATTEND AS THE ISSUES RAISED ARE CONCERNING THE CHANGE IN OWNERSHIP OF THE GAMES SHOP. THE COMMITTEE WILL ASKING THE MEMBERS TO VOTE ON:

INCREASE IN TABLE FEES FROM £1 TO £2
CHANGE IN HOW TABLE FEES ARE COLLECTED – PAYING THE MONEY DIRECTLY TO THE GAMES SHOP
MOVING THE TUESDAY SESSION TO WEDNESDAY

Re-opening Of Games Shop 1 July 2009

Members,

Some good news for a change. Mr Knight has formally taken over the Games Shop on the 1st July 2009. The shop is now open for business. AVGAS gaming sessions are now back on:

Tuesday 20:00 – 23:30

Friday 20:00 – 23:30

Sunday 14:00 – 23:30

Thank your all for your patience and apologies for the problems,

Scot MacNaughton

Secretary

AVGAS

Important News About Games Shop

From Mr Rhys Knight:

I have just found out theat the existing staff at the Games Shop will finish on friday 27th June !! and as I have not finalised the purchase or the lease, this means the shop will be closed until July 1st.

I do apologise for the lateness of this news, I only found ot this morning !!

Rest assured, normal gaming will resume ASAP.

I have set up a facebook group, and a twitter page, which may be useful for the AVGaA members, as I will be updating them with news on a regular basis.

Here are the links:

Facebook: http://www.facebook.com/group.php?gid=13592003418&ref=mf

Twitter:

https://twitter.com/The_Games_Shop

regards,

Rhys Knight