1 - Identity

The club will be called Guildford Games Club and will be based at The Hive, Park Barn, Guildford, Surrey.

2 - Purpose

To provide the opportunity for members to participate in the hobby of collecting, painting and gaming with Tabletop miniature, role-play, card and board games, embodying the club motto of ‘A Club of Gamers, for Gamers’.

3 - Membership

Membership of the club shall be open to any person aged 18 years or over, irrespective of nationality, race, ethnic or national origin, sex, colour, disability and political or religious belief.

By purchasing membership, the member is agreeing to the constitution and general rules of the club.

Membership of the club is gained by paying a membership fee for a selected period as follows:

• 1-year membership: £80
• 3-month membership: £30
• Weekly: £5

A member may not use any club facilities until they have signed up online and their applicable membership fee has been paid.

New members will receive their first night free of charge

Any member may bring one non-gaming guest, or one gaming guest aged under 18, free of charge Guests under 18 must be accompanied by their escorting member at all times.

Members who are running intro games, acting as a GM or working on club scenery/projects may receive two items from the snack box for free for that evening session.

A master record of membership subscriptions will be kept, as well as a record of attendance register or database.

4 - Club Assets

The assets of the club (gaming equipment, cash in hand and cash at the bank) belong to the members. If the club ever closes, the assets will be distributed to the current members as evenly as possible. Current members at any time will be those who have live subscriptions, regardless of physical attendance.

5 - The Committee

The committee members are:

• Eddie Turner - Chairperson
• Justin Carnzu
• James Dix
• Ethan Moseley

Committee members can be identified by wearing a blue GGC lanyard.

6 - Club Funds

Club funds will be administered through a bank or building society account which is designed for this purpose. There shall be at least two signatories to the club bank account, one of whom will be the club chairperson.

Decisions involving expenditure in excess of £200 will be made by majority vote of club members at any given evening session.

Committee members may make decisions on day to day running of the club, and expenditures of up to £200.

The committee will keep a record of transactions on club funds showing all credits, debits and the current balance. The record will be available for inspection by any club member.

A receipt will be obtained for all club expenditure and retained for audit purposes. Periodically a suitably qualified independent person will inspect the financial records.

Public liability insurance and rent will be the highest priority purchases for the club. Sufficient funds will be put aside for these as required.

7 - Voting and Club Decisions

Decisions regarding the club, will be made by majority vote at normal club meetings. The Committee will keep a record of decisions taken at club meetings, and the record will be available for inspection by any club member. Only current subscribed members (not weekly members or guests) may vote.

There will be an Annual General Meeting to discuss the general direction of the club and forthcoming events.

Any proposal to alter this constitution must be submitted to the committee, not less than 28 days before the AGM or Special Meeting at which it is to be discussed. Any alteration requires the approval by majority vote of those members present at the meeting.

8 - Standards of Conduct

It is a condition of membership that club members always conduct themselves in a reasonable manner. A member may be temporarily or permanently suspended from the club for failure to observe these standards of conduct, or for any other conduct not in line with the aims of the club. Any member so suspended has the right of appeal before suspension takes place. Refunds of membership fees are not available for members suspended due to misconduct.

Club members and visiting non-members will at all times adhere to the following standards of behaviour:

• There will be no verbal or physical abuse of any other member or visiting non-member.
There will be no discrimination of any kind by any member or visiting non-member towards any other person at the club meetings. This includes but is not limited to discrimination on grounds of Class; Ethnic origin, nationality, or race; Gender; Age; Marital or sexual status; Mental or physical ability, or Political or religious belief.
• It is the responsibility of all persons to ensure that:
• They do not endanger the health and safety of themselves or others;
• They observe the rules established for the safety of those involved in club activities. These are defined as required by the Club Committee.
• Members will not engage in criminal activity. If criminal activity is discovered, the member must be suspended until police inquiries and any legal proceedings have been concluded.

Any member suspended from the club, temporarily or permanently, must not participate in any activity connected with the Club and must not wear any uniform or badges relating to the club.

Following suspension of membership, this cannot be reinstated without agreement by the majority of the committee.

Records of all suspension and disciplinary actions must be maintained by the committee and be made available for examination by the police authorities should they be required.

9 - Disagreements Between Club Members

If any member of the club wishes to raise issue with another, this must be done in a professional manner.

In the first instance, any disagreements between members in the Club must be referred to a member of the Committee. If the committee member is unable to resolve the disagreement, or if they are personally involved in it, the matter must be referred to another member of the committee or the club chairperson instead.

To resolve a dispute or grievance, the committee member will make an unbiased decision, after discussing with or referring to other members of the committee if required. The decision of the committee is final.

10 - Your Data

As part of your membership, Guildford Games Club will hold limited personal information about you relating to your membership, and this information will only be used for the purposes of which it was supplied. In most instances, we will hold your full name, date of birth, email address and the membership period selected, but please note that we will be unable to continue your membership without holding this information.

As part of the General Data Protection Regulation (GDPR), we provide you with the following rights relating to your data:

Right to be informed
We will be transparent and keep you informed about the collection and use of your personal data.

Right of access
You have the right to request personal and supplementary information we hold about you

Right to rectification
You have the right to rectify inaccurate personal data we hold about you or complete any data that is incomplete.

Right to erasure
You have the right to request the deletion of personal data where there is no compelling reason for its continued processing.

If you want to invoke any of these rights, please contact a member of the committee.