DUNFERMLINE WARGAMING AND ROLEPLAYING FELLOWSHIP


1.0 Club Name
We are officially called Dunfermline Wargaming And Roleplaying Fellowship a.k.a D.W.A.R.F. however we are also referred to as "The Games Club", either is acceptable however official announcements and membership cards will always carry the former.

2.0 Club Meetings
Meetings will take place in The Del Farquharson Centre, Netherton Broad Street, Dunfermline

3.0 Club Purpose
The purpose of the club is to provide a safe environment for members to War-game, Role-play or participate in any other aspects of the hobby such as painting and modelling.

4.0 Membership:
4.1: Membership of the club is free, members provide home details, contact numbers and any additional information they feel is acceptable. These are kept secure by the club committee and are used only in cases of emergency and to construct the membership lists. The data protection act applies.
This membership list will then become the clubs weekly payment register and Membership Cards. Payment defaulters will be marked in this register and will be expected to pay double on their next visit to the club

4.2: Members will pay a nominal fee of £1 per week attended, non-members will pay £2. This money will be collected by a nominated committee member or executive member of the club at the entrance to the main room. All members should enter the club through this room. Checks will be made at a random point throughout the night to ensure payment by all.

4.3: For Club run events members shall receive a discounted entry price where appropriate, non-members shall not receive a discounted entry price.

4.4: There is a one week grace week where NEW attendees do not pay, after this they must pay as either a member or non-member. Until they fill in a membership form they will count as NON Members.

5.0 Club Assets
5.1: The assets of the club (gaming equipment, cash in hand or in the bank) belong to all club members.

5.2: If the club ever closes then all assets will be distributed to all active members as evenly as possible. Active members will be those that have attended more than half of the previous SIX months meetings.

6.0 Club Funds
6.1: Club funds will be administered through the clubs Bank account.

6.2: The Treasurer will keep a record of transactions on club funds showing credits, debits and current Balance. These will be available for viewing by any club member and may be audited by a suitable external body on an annual basis.

6.3: Receipts will be obtained for all club expenditures, checked by the treasurer and retained for audit purposes. If the treasurer commits expenditure then this must be checked by another club official.

6.4: Public Liability Insurance and rent will be the highest priority purchases for the club and sufficient funds will be set aside for these as required.

6.5: The club year will run from January to December.

7.0 AGM/EGM:
7.1: Once each year (In January, date to be announced 4 weeks prior the club holds an AGM to vote on council members, Review the previous year, propose events for following year and review spending and income for the previous year.

7.2: An Emergency General Meeting can be held given 2 weeks notice, to do so requires 2 council members or 3 over 18 members and a council member.

7.3: Emergency Meetings can be called by 2 Council Members or 3 over 18 members.

7.4: These meetings can change policy however at least TWO of the Office Bearing members must be present if policies are being amended..

7.5: An EGM must be called within 6 weeks to ratify any changes made.

8.0 Council Structure and club officials:
8.1: 9 members over 18 years of age, must have been attending the club for a minimum time of 1 year (50 club weeks).

8.2: There are 3 Office Bearer positions:
Chairman: Responsible for overall club management including covering the positions of Treasurer or Secretary in the case of unforeseen events..
Treasurer: Responsible for maintaining the clubs funds and providing basic weekly accounts showing money in / out with attached receipts. It will also be the treasurers duty to keep a bank account for the club..
Secretary: Responsible for note taking at official meetings and for dealing with any club correspondence or Public Relations situations with the assistance of the committee..

8.3: In addition 6 other ‘executive member’ positions will also be available. These are to be filled by members over 18 years of age.
In the event that all of the main committee members are not present on a given club night then these members are responsible for the running of the club.

8.4: Committee members may spend any funds as required to benefit the club but must always produce a receipt and hold a minimum of £100 in the funds as a fail safe in case of unforeseen issues. Any purchase out with normal club hire must be agreed by a majority committee decision.

8.5: Any member of the club can put forward ideas for the use of club funds. The committee will then decide if the idea is valid and worthwhile.

9.0 Voting Structure:
9.1: Any member of the club over 18 years old may propose a motion for the council to consider. For Emergency Meetings (EM) any member over the age of 18 is considered to have the same voting rights as the council. Members over 18 may also vote at the AGM and EGM.

9.2: Members under the age of 18 may propose motions and may vote at AGMs and EGMs, however not at specific EMs.

10.0 Voting Policy:
10.1: Voting for council members is by nomination, a member can refuse to stand. Once nominated and seconded a position is asked for opposition. If no opposition exists a vote is held, if it is not a unanimous no then the applicant receives the position. Otherwise there is a vote by show of hands (a member may only count 1 hand for this purpose, non-members have no hands). The candidate with most votes is awarded the position.

10.2: A member may nominate themselves, the nominator and the seconder may not vote again in this process.

10.3: Nominated members must be over 18 and registered members of the club.


11.0 Responsibilities of Members and Non-Members
11.1: Club members and visiting non-members will at all times adhere to the following standards of behaviour :
There will be no abuse (verbal or physical) or discrimination of any member or visiting non-member towards any other person at club meetings. This includes but is not limited to discrimination on the grounds of:
11.1.1, Class
11.1.2, Ethnic Origin, nationality (or statelessness), or race
11.1.3, Gender
11.1.4, Age
11.1.5, Marital or Sexual status
11.1.6, Mental or Physical ability
11.1.7, Political or Religious beliefs

11.2: All members or non-members are responsible for acting in a sensible and courteous manner to all others within the club and building.

11.3: All members or non-members are responsible for keeping the noise within the club to a reasonable and comfortable level.

11.4: All bags and carrying cases should be kept under tables or away to the side away from anywhere they can be tripping hazards.

11.5: All members or non-members are responsible for the area they occupy within the club. This means clearing away their own tables, chairs, boards, scenery and litter.

11.6: Theft or Violence will not be tolerated in any way or form

11.7: Any serious disagreements between members of the club must be referred to the committee.

12.0 Discipline:
12.1: Committee Members, and executive members are able to issue written warnings...These will consist of a note put down in the club records of the name of the offender and the nature of the incident.

12.2: In the case of serious or persistent offences, the committee will decide whether a suspension or ban is called for and how long that should last. In the case of a committee member breaking the rules, the other members of the committee may choose to take similar action.

12.3: For the committee to issue a suspension or ban, they must hold a meeting, which does not need to have any formal structure except that committee members in the meeting must be made aware of all information about the incident and that at least 3 members of the committee must agree on the action to be taken. A meeting cannot take place without at least 3 committee members present (if only 3 members are present then all must agree).

12.4: Suspensions or bans ensure that no situation in the club arises which could cause further concern and that no member is placed in a position which could cause further compromise. Such action may be necessary in the following cases but not limited to these.
12.4.1: When an allegation is made that a member has committed a serious criminal offence. In this case the member must be suspended until Police enquiries and legal proceedings have been concluded.
12.4.2: When a disagreement between two adults cannot be resolved quickly. In this case a suspension of not more that 90 days in the first instance. Suspension for further periods of not more than 90 days may follow.
12.4.3: When the actions of an individual could seriously harm the reputation of the club.

13.0 Child Protection Policy
13.1: D.W.A.R.F. is fully committed to the protection of children from all forms of child abuse.This Child Protection Policy forms the basis for the protection of children, which is the full responsibility of all of the club members.
13.2: D.W.A.R.F. is committed to encouraging a protective culture within the hobby to protect children
13.3:D.W.A.R.F. welcomes children to take part in the hobby.
13.4: The club recommends that children be 12 years of age or older in order to benefit fully from the opportunities the hobby offers. However, we also recognise that younger children may get involved.
13.5: Children are a part of our community and need to receive special support and protection.
13.6: D.W.A.R.F. accepts their responsibility towards children in general, and particularly those with whom we come into direct contact.
13.7: All children should be offered equal opportunity to take part in the hobby. No discrimination is tolerated on any grounds.

14.0 Child Abuse
14.1: Abuse towards children, either physical, psychological, or sexual, is totally unacceptable to the membership of D.W.A.R.F. It will not be tolerated or condoned.
14.2: Complaints from or regarding the treatment of children will be treated seriously and given fair investigation by the committee of D.W.A.R.F.
14.3: In the event of any serious complaint , this will be reported to the appropriate authority i.e The Police.

15.0: Parental, and Personal responsibility.
15.1: Members and attendees under the age of 18 must return a disclaimer from their parent/guardian saying that he/she takes responsibility for their presence.


THE PRESENT COMMITTEE

CHAIR PERSON : BRIAN FORRESTER (SIGUSMUND III)
SECRETARY: LEO PHILP (SEGOMO)
TREASURER : NEILL JOHNSON (Wandering Monster)
ASST TREASURER : DANIEL DE SWARTE (Darc)

EXECUTIVE : ANDY ANGUS (NAZGUL)
EXECUTIVE : COLIN COWPER (4AM)
EXECUTIVE : STUART MALCOM (MALCOS)
EXECUTIVE : RICHARD CUNNINGHAM (Tanis)
EXECUTIVE : DAVE TAYLOR (Weeweeg)
EXECUTIVE : GREG CALDWELL (Fabio)
EXECUTIVE : JOHN HARPER (Garviel)
EXECUTIVE : RAE CLARKE (Rae1983)


Forum names have been added in brackets in case you need to speak with us outside of the club