ELG AGM 2016

ELG AGMIt’s that time of year again, where you get to have your say on how your club is run, who will be taking the reigns as part of the new committee and seeing the club into 2017!

Our annual ELG AGM will be taking place on Wednesday, 28th of September at the usual place. Normally the AGM will takes up a couple of hours on the night to bring up and discuss a few different issues, vote in the new committee etc. Once the new committee has been decided you’ll appear on our ELG team page.

How do you think it’s been run for the past year

Have some issues or problems that you want to address? Anything that you think could be done better or have suggestions to improve something? We are always open to ideas and are more than happy to hear everyone out.

Think you could do a better job or want to get more involved in the day to day running of a non-profit organisation? If you are a current member then you can stand for one of the positions on the committee. We fully encourage people to put their names forward and everyone willing to put their name forward will be considered for the role. In some cases we have also had positions being jointly held by members, sharing the responsibility.

voting at the AGM

The Committee Roles & Responsibilities

Overall Purpose

The club doesn’t run itself and it’s up to those of our members happy to volunteer for the roles to take on the responsibilities involved in running a gaming club.

Overall Responsibilities

  • Ensure that the Club opens each week and that at least one Club Official is present.
  • Ensure that the Club is run according to the Club Rules.
  • Ensure that a safe, friendly atmosphere prevails at Club Nights.
  • Ensure that the Club is a welcoming environment and that new members are met and their needs catered for.
  • Keep a record of member decisions and of meetings such as the AGM.
  • To organise and keep records of any club announcements.
  • Update and organise the Club Members notice-board on a regular basis.

 

Committee Roles

Club Chairman

Overall Purpose
To ensure the smooth running of the Club by providing overall organisation and ensuring that the Club Rules are applied.

Specific responsibilities

  1. Liaises with the hall manager and ensures good relations are maintained.
  2. Liaises with Club Officials about representation at external events (Games days, leagues, tournaments etc).
  3. To organise the Membership Schemes with the Membership Secretary including assessment of armies & photographing of completed armies for the website.
  4. Sets agenda of Club Meetings such as the AGM.
  5. In conjunction with the Officials, organises the replacement & repair of Club Gaming Boards, Terrain & Equipment by teams of members or by specialists if necessary.
  6. Liaises with Newsletter Editor to ensure newsletters contain all relevant information to members.
  7. In liaison with the Club Treasurer to reconcile bank statements and investigate discrepancies. Reporting to members.

 

Club Caretaker

Overall Purpose
To ensure that the Club equipment and stock is properly purchased, stored, maintained, repaired, replaced and disposed of. To ensure appropriate security of Club equipment, stock and premises.

Specific responsibilities

  1. Ensures that Club equipment is properly packed and stored.
  2. Ensures that the Club is set up safely and appropriately.
  3. Checks Club equipment for wear and tear, ensuring that it is suitable for use.
  4. Ensures that Club equipment and the Club hall are secure at the end of each meeting.
  5. In conjunction with the Club Secretary organises repair and replacement of Club stock and equipment, by teams of members or by specialists as necessary.
  6. Purchases Club equipment according to Club rules and in consultation with the Club Treasurer.
  7. Purchases Club consumables such as printer paper and ink cartridges.
  8. Ensures that the Club hall is left in a clean and tidy state after all meetings.

Club Treasurer

Overall Purpose
To ensure that Club funds and assets are appropriately managed.

Specific responsibilities

  1. Ensure that Club funds are used according to Club Rules, and always in the best interests of the members.
  2. Managing Club funds, ensure that finances are available as a first priority to meet essential expenditure (for example hall rent, and PLI).
  3. Keep accurate records of all collection, use and disposal of Club funds and assets to a standard deemed acceptable to an independent auditor.
  4. Ensure that Club Accounts are subjected to an annual audit and report from a suitable qualified independent advisor.
  5. Ensure that appropriate security arrangements and practices are in place.
  6. Reconcile bank statements and investigate any discrepancies, reporting to the members in liaison with the Club Recorder.
  7. Assess the Club’s financial health and make a report to the members at the AGM.
  8. Cash up at the end of meetings and events, ensuring records are updated and cash prepared for banking.
  9. To take cash to the bank and deposit it in the Club Bank Account.
  10. Liaise with the hall manager when booking & paying for events
  11. In conjunction with the Membership Secretary organise membership events such as Members Raffles & special events e.g. Christmas party

 

Club Membership Secretary

Overall Purpose
To ensure that the Club meets the needs of the members and acts as a champion on membership issues. To ensure that all membership records are kept updated so that club and member needs can be met more easily.

Specific Responsibilities

  1. Issue membership cards and badges.
  2. Assist with the Membership Schemes including production of certificates and issuing of badges.
  3. Check that entry fees have been paid.
  4. Work with the Events Coordinator to organise membership events such as member raffles and special club meetings e.g. Christmas party.
  5. Devise and implement membership drives, mail shots, advertisements and recruiting events in liaison with the Club Secretary.
  6. Organise the planning and purchase of membership related items such as badges, clothing and to purchase consumables such as raffle tickets and membership stickers.
  7. Ensure that accurate records of club attendance and membership are maintained in order to assess membership status.
  8. Update members’ emergency contact details and weed out details of members that no longer attend.
  9. Liaise with club officials about club and member needs.

 

Events Coordinator

Overall Purpose
To ensure the smooth running of the Club by providing overall organisation and ensuring that the Club Rules are applied.

Specific responsibilities

  1. Assumes overall responsibility for organising internal Club Events (campaigns, leagues, tournaments, open days, board game evenings etc).
  2. Liaises with Club Officials about representation at external events (Games day, leagues, tournaments etc).
  3. Organise the Membership Schemes with the Membership Secretary including assessment of armies & photographing of completed armies for the website.
  4. Is responsible for creating/reviewing the Newsletter with the Club Chairman to ensure that contain all relevant information to members.
  5. Arrange outside Club Events such as paint balling and trips to the cinema.
  6. Work with the Membership Secretary to organise membership events such as member raffles and special club meetings e.g. Christmas party.

Please note that these are to be treated as an example of responsibilities for committee positions and the new committee may update and change them.

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