Charter

The Charter of the “Kansas City Game Designers” (KCGD)
 
Henceforth, all reference to the KCGD implies the organization as expressed by the current state of resolutions and elections supported by majority vote at the business meetings (see section 4) of the group and therefore represents the ideas and desires of the majority of individuals who are KCGD members (see section 5). For a history of charter ratification and revisions, see section 8.
 
The following is a summary of the sections contained within this charter
 
1.     Mission
2.     Guiding Principles
3.     Tools and Technology
4.     Meetings
5.     Membership
6.     Officers and Responsibilities
7.     Public Relations Policies
8.     Charter Change History
 
 
1. Mission
 
1.1. The KCGD facilitates the development of publishable quality prototype board games, card games, and non-electronic games by sharing best practices and providing opportunities for play-testing.
 
 
2. Guiding Principles
 
2.1. As part of ensuring a commitment of the KCGD to each of its members, and a commitment of each of its members to the KCGD, individual members and the KCGD as a whole will, in all cases and to the best of their abilities, abide by the following guiding principles:
 
2.1.1. The KCGD is a group committed to representing a brand of excellence. In all circumstances, the KCGD and its members will uphold the good name, reputation, and authority of the KCGD.
 
2.1.2. The KCGD is a group whose members are committed to fairness and equity in solutions to problems. Each member should feel fairly treated by any other member and if an issue cannot be reasonably and equitably mediated by KCGD members, then any and all established regulations shall apply.
 
2.1.3. Each KCGD member should take personal responsibility to ensure that he or she playtests other members’ games more often at KCGD meetings than said member playtests his or her own games.
 
 
3. Tools and Technology
 
3.1 The KCGD shall use the types of tools and technologies specified in section 3 to facilitate orderly conducting of group business and event scheduling. A list of the specific tools applicable to the group and currently being used by the group will be presented in the "Group Tools" section of the website.
 
 
3.1.1. A website
 
3.1.1.1. The website shall be for the purposes of providing a general public face for the KCGD and serving as a central authoritative information source for members and non-members alike regarding KCGD policies, elected leadership, upcoming events, appropriate contact information, and generally supported game design best practices.
 
3.1.1.1.1. The official version of this charter shall be made publicly available via the website.
 
3.1.1.2. The website shall be hosted in such a manner that a designated KCGD officer who is not extremely familiar with website coding languages (such as HTML or PHP) will still be able to update and maintain the site to a reasonable extent pursuant to their duties as an officer (see section 6).
 
3.1.1.3. The website shall be hosted such that banners or ads are not presented to visitors when they come to the site.
 
3.1.1.4. The website shall be one with a free account not requiring payment of any kind.
 
3.1.1.5. The website hosting solution the KCGD will use is a Google site.
 
3.1.1.5.1. The Google site was set up by the founder – Mike Compton. As such, he shall retain ownership and login privileges for the site regardless of his current office within the KCGD.
 
 
3.2.1. A website URL
 
3.2.1.1. The URL shall allow for members and non-members to easily find the KCGD website.
 
3.2.1.2. The URL the KCGD will use is kcgamedesigners.com
 
3.2.1.2.1. This URL was set up and paid for by the founder – Mike Compton. As such, he shall retain ownership privileges of the URL regardless of his current office within the KCGD and regardless of whether or not KCGD members provide reimbursement towards the costs associated with maintaining the URL.
 
 
3.3.1. A primary email address
 
3.3.1.1. The primary email address shall act as a central, convenient means for members, non-members, and other interested external parties to contact the appropriate leadership of the KCGD.
 
3.3.1.2. The primary email address shall be a free account not requiring payment of any kind.
 
3.3.1.3. The primary email address the KCGD will use is kcgamedesigners@gmail.com
 
3.3.1.3.1. This primary email address of kcgamedesigners@gmail.com was set up by the founder – Mike Compton. As such, he shall retain log in privileges for the duration of the KCGD’s use of this email address regardless of his current office within the KCGD.
 
 
3.4.1. A private email distribution system
 
3.4.1.1. An email distribution system is preferred for group communication to members over other means of online communication (such as a forum) because there is no requirement to visit a specific site on a regular basis in order to view or participate in new and continuing communications. The communications come to members via a method they already use (i.e. email).
 
3.4.1.2. The private email distribution system shall allow KCGD officers to filter who can join the distribution system and who can’t as per membership privileges detailed in section 5.
 
3.4.1.2.1. Restricting who can join the email distribution system is intended to allow for the group to hold private discussions among members that should not necessarily be public information and to allow for the prevention of SPAM or other unwanted solicitations.
 
3.4.1.2.2. As part of protecting KCGD members from unwanted solicitation, this email distribution system is to be used exclusively for discussions and information pertaining to the KCGD and not for personal solicitations or the promotion of causes or organizations outside of the KCGD.
 
3.4.1.3. The private email distribution system shall allow KCGD members to email all other KCGD members conveniently as part of supporting group communication - such as submitting business meeting agenda items for inclusion in a business meeting, submitting games for the schedule at a playtest session, and making general announcements about KCGD member success or activity pertaining to game design (such as the launch of a Kickstarter campaign for a game that was playtested in one of the meetings).
 
3.4.1.4. The email distribution system should allow members who join it to participate using their pre-existing email addresses without having to sign up for a new email address - even though they may have to create an ID for the service as part of logging in and registering for the first time.
 
3.4.1.5. The email distribution system shall not require payment of any kind either by the one setting it up or by any who join it afterwards regardless of the number of members who join.
 

3.5.1. An online “minutes” file storage system
 
3.5.1.1. The file storage system shall allow for designated KCGD officers to upload minutes from business meetings and playtest sessions using commonly supported document file types (such as Excel).
 
3.5.1.1.1. Unless otherwise stated, any mention in this charter of posting a file to the online minutes storage system implies the use of a common file type as specified above.
 
3.5.1.2. The storage system shall allow for the viewing of uploaded minutes files by KCGD members.
 
3.5.1.2.1. The use of a storage system allows KCGD officers to conveniently review and confirm eligibility of potential members for inclusion in the group as well as game submission eligibility for inclusion in a playtest meeting schedule.
 
3.5.1.2.2. The use of an online storage system also supports the general practice of keeping files needed for group business stored in a single location with clear, authoritative, current versions of said files rather than having multiple versions of a particular file exist over time in multiple members’ email inboxes as attachments. It also supports the practice of generally limiting and/or preventing the sending of email file attachments to members of the group.
 
3.5.1.3. The file storage system shall not require payment of any kind either by the one setting it up or by any who join it afterwards.
 
 
3.7.1. An online RSVP system
 
3.7.1.1. The online RSVP system will allow members and non-members of the KCGD to RSVP for an upcoming meeting by providing the date of the meeting, their name, and the number of attendees coming with them.
 
3.7.1.2. The RSVP system will allow anyone who is currently a member of the KCGD to see who has RSVP’ed for an upcoming meeting.
 
3.7.1.2.1. This visibility allows any member who may be coming to a meeting to see how many other people are planning on coming.
 
3.7.1.2.2. This visibility also allows a KCGD officer (or anyone who might be filling in for an officer per the regulations set forth in this charter) to view the number of participants coming so that a playtesting schedule can be created for playtest sessions and so that business meetings will only happen if there are enough people planning on attending to make it a viable meeting per the regulations set forth in this charter.
 
 
3.7.1. An online member polling system
 
3.7.1.1. The polling system will allow designated KCGD officers to create and submit polls online to which KCGD members can respond.
 
3.7.1.2. The polling system shall be used for less critical, non-business meeting related issues wherein the opinions or consensus of KCGD members as a whole are desired. As such, the polling system will not be considered a valid substitute for the voting process at business meetings.
 
3.7.1.3. Though a variety of poll types may be used, the polling system must allow for the possibility of setting up a poll with private voting by members where the names of who voted for which option are not revealed when displaying results.
 
3.7.1.4. The polling system shall not require payment of any kind either by the one setting it up or by any who join it afterwards.
 
 
3.8.1 An online calendar system
 
3.8.1.1. The calendar system shall present information for upcoming events including dates, times, locations, and any other pertinent information.
 
3.8.1.4. The calendar system shall allow for the calendar to be conveniently placed on the KCGD website for viewing by the general public.
 
3.8.1.5. The calendar system shall not require payment of any kind either by the one setting it up or by any who need to use it afterwards.
 
 
3.9.1. An online video presentation system
 
3.9.1.1. The online video presentation system shall be for the purposes of presenting official KCGD video content from the group such as promotional videos or historical videos (such as group presentations).
 
3.9.1.1.1. Official KCGD videos require approval of the President per the public relations policies set forth in section 7 before posting them to the video presentation system.
 
3.9.1.2. The online video presentation system shall be a free account not requiring payment of any kind.


3.10.1. Social media presences
 
3.10.1.1. Having social media presences for the group allows interested people to follow announcements from the group via convenient social media platforms.
 
3.10.1.1.1. At present, there is no intent to use social media platforms for any functions other than as means of posting announcements. RSVP's, email distribution, and other functionality should be handled by the solutions specified in the appropriate sections of this charter. 

3.10.1.1.1.1. Event creation will be allowed on Facebook so as to facilitate individuals saving such events as reminders to their respective calendars. However, events created on social media platforms shall not be considered the ultimate source of truth should info on an event posting conflict with the event information posted on the online calendar system specified in section 3.8.1. Also, any events created on Facebook where an RSVP applies should include in the event's description a link to the KCGD website with an indication that RSVP's should be done on the KCGD website. This is so RSVP's can be consolidated into a single system of record as much as is possible.

3.10.1.1.2. Only designated KCGD officers will have access to initiate posts to a KCGD social media platform, feed, or timeline.

3.10.1.1.3. When possible, it is desired that comments be disabled on posts made on social media platforms so as to not place a burden on KCGD officers to continually "police" comments for spam, profanity, or other posts that could potentially harm the reputation of the KCGD.

3.10.1.2. The social media platforms the KCGD will use are a Facebook page, a Twitter account, and a Google+ account.

3.10.1.2.1. The Facebook page is https://www.facebook.com/kansascitygamedesigners/, the Twitter account is https://twitter.com/ksgamedesigners, and the Google+ account is associated with the primary email address. Links to these pages, as well as the online video distribution system, shall be placed conveniently on the website and the Twitter feed shall be embedded on the homepage so as to allow for announcements to conveniently appear on the website as they are posted. 

3.10.1.3. When an announcement is made on any of the social media platforms designated within this section of the charter, that same announcement should be made across all platforms likewise designated within this section (with the exception of the online video distribution system) so as to provide consistency. 

3.10.1.3.1. When possible, the exact same wording should be used across platforms. When this is not possible (such as when an announcement is longer than Twitter's character limit will allow or when an event is created on Facebook), then judgement should be used to still communicate the same info across platforms (even if one platform has to make use of a link to another platform's content).
 
 
4. Meetings

 4.1. Playtest Meetings
 
4.1.1 The number, location, and frequency of official playtest meetings are subject to decisions made at business meetings (see section 4.2).
 
4.1.1.1. Playtest meeting locations shall be such that adequate seating space for the group may be reserved with the location’s management in advance.
 
4.1.1.2. When possible, it is preferred that the meeting location venue be a place where payment of any kind - either by individual members or by the KCGD as a whole - is not required to enter the premises, to park on the premises, or to participate in the event.
 
4.1.1.3. When possible, it is preferred that the designated venue be a local game store so as to both allow for an appropriate gaming environment and to leverage promotional efforts made by the hosting store on behalf of the KCGD as part of promoting the in-store event.
 
4.1.1.4. When possible, it is preferred that the meeting time not coincide with another board gaming event or meetup happening at the same venue within proximate seating spaces during the same time for the following reasons:
 
4.1.1.4.1. It cannot be fully guaranteed that there will truly be enough tables for all of the games that were put on the playtest schedule in advance if there is another meetup happening at the same time and in the same space (see 4.1.1.1.). In the event that there are more people than there are tables, friction about which group or event gets those extra tables can result - which in turn can damage the KCGD’s relationship with the venue.
 
4.1.1.4.2. It is preferred to not have situations where KCGD members feel any sort of license or inclination to recruit or pressure people to playtest who are at the venue for some reason other than to specifically attend the playtest meeting. This acknowledges the important reality that a person’s desire to play board games should not be taken to automatically mean that they would welcome solicitations to playtest board game prototypes. Attempts to solicit playtesting from people who are at a venue for a different reason than to attend a KCGD meeting could jeopardize the experience of the person or people being solicited for the playtest and could, in turn, jeopardize the KCGD’s relationship with the venue.
 
4.1.1.4.3. It is difficult to make formal announcements or conduct formal group presentations if there are other people in the same space for whom the announcements and presentations are not intended. It can actually be a detriment to the other people’s experience (ex. feeling like they can’t have conversation at a normal volume or make much noise during announcements or presentations) and could negatively affect their future attendance of events at the venue – which can also jeopardize the KCGD’s relationship with the venue.
 
4.1.1.5. When possible, it is preferred that meetings scheduled from month to month and within the same month occur consistently at the same location as much as possible so as to prevent miscommunication or misunderstandings on the part of participants making plans to attend a meeting. 
 
4.1.2. At present, the frequency of official playtest meetings shall be twice a month.
 
4.1.2.1. The first playtest meeting shall occur on the second Tuesday of each calendar month from 7:00pm until about 9pm and the second playtest meeting shall occur on the 4th Tuesday of each calendar month from 7:00pm until about 9pm.
 
4.1.2.1.1. The location of the first playtest meeting each month shall be TableTop Game & Hobby located at 9156 Metcalf Ave in Overland Park, KS and the location of the second playtest meeting each month shall be TableTop Game & Hobby located at 9156 Metcalf Ave, in Overland Park, KS.

4.1.2.1.1.1. In the event that a playtest meeting cannot occur at a specified location for a given date, then arrangements may be made by the playtest meeting facilitator to temporarily meet at another location specified by the facilitator for the specific date in question without having to formally change this charter. If conflicts continue to emerge such that consistently meeting at the designated location is difficult, the selection of a new location should be undertaken by the group via a vote at a formal business meeting (see section 4.2).
 
4.1.2.2. There shall be no playtest meetings scheduled during the last two weeks of November or the last two weeks of December each year due to holiday considerations.
 
4.1.2.3. If a scheduled playtest meeting occurs on the same day as a national holiday (such as the 4th of July) then that playtest meeting shall be cancelled. 

4.1.2.4. Other reasons for cancellations of a meeting can include, but are not limited to, inclement weather, national or local emergencies, and other events or holidays that are close enough to the meeting date to cause disruption.

4.1.2.5. In the event of one or more conflicts that emerge for a meeting scheduled on a specific date, it is preferred that the meeting for that date simply be cancelled rather than pursuing attempts to reschedule the meeting to a different date. This is so as to maintain consistency of meeting times from month to month.
 
4.1.3. Though encouraged, the organizing and scheduling of any additional playtest meetings by non-KCGD officers outside of the meeting dates, times, and locations designated in section 4 shall not be considered official KCGD playtest meetings for the purposes of using the KCGD logo (see section 7) or for fulfilling the membership requirements set forth in section 5.
 
4.1.4. A confirmation of the KCGD’s reservation of the necessary seating space at the designated playtest facility for an official playtest meeting shall be sent to the group via the private email distribution system no later than one week before the scheduled playtest by the facilitator of the meeting (see section 6).
 
4.1.4.1. Such a confirmation shall include a request for submission of games to be added to the schedule for the playtest meeting. Replies to requests for submissions shall be done by members via the email distribution system.
 
4.1.4.1.1. Replying to a submission request for the playtest schedule does not automatically guarantee that the game will be added to the schedule.
 
4.1.4.1.2. A notification containing the games that have been scheduled to be played at the upcoming playtest meeting shall be sent via the email distribution system at least 24 hours before the meeting starts by the person facilitating the meeting. The notification shall be in the form of a plain text email with no attachments.
 
4.1.5. Creating an event via the online calendar system shall be done no later than one week prior to a scheduled official playtest meeting so as to allow sufficient time for members and non-members to RSVP for the correct date.

4.1.5.1. Corresponding announcements on social media platforms specified in section 3.10.1 as well as event creation on Facebook (if applicable) shall also be held to this same standard of being posted no later than one week prior to the scheduled playtest meeting. 
 
4.1.6. The minutes containing a summary of the presentation (if applicable), the games and the designers of said games that were playtested at the meeting, and the names of the individuals who playtested each game shall be posted to the online filing system for viewing by members and an email notification with the location of the file for viewing shall be sent via the email distribution system to members within 3 days after the conclusion of the playtest meeting by the facilitator of the meeting in question.
 
 
4.1.7. Eligibility for having a game added to the schedule for a playtest meeting
 
4.1.7.1. An individual may not have his or her game added as a scheduled game for a playtest meeting unless the individual is the designer or one of the co-designers of the game and the individual is a member of the KCGD (see section 5 for membership).
 
4.1.7.2. A member may have his or her own game added as a scheduled game for a playtest meeting if the member also had a game on the schedule of the most recent playtest meeting the member attended - but the member's game is lower in order of priority than those game submitted by someone who did not get his/her game playtested at his/her last attended meeting. 
 
4.1.7.2.1. The purpose of this requirement relative to the most recently attended meeting is to support fairness within the group.
 
4.1.7.3. A member may not have his or her own game as a scheduled game for a playtest meeting if the last playtest meeting the member attended did not take place within the previous 12 months of the playtest session in question.
 
4.1.7.3.1. This requirement of having attended within the previous 12 months serves two purposes:

4.1.7.3.1.1. It encourages semi-consistent participation on the part of members (see section 5). 

4.1.7.3.1.2. It limits the burden on those who are facilitating the playtest meeting with respect to looking up a person’s info across a larger number of records as part of verifying the person’s eligibility to submit a game for playtesting.
 
 
4.2. Business Meetings
 
4.2.1. An official business meeting is held for the purposes of conducting KCGD business - such as holding elections to positions and ratifying changes to the KCGD charter.
 
4.2.2. Only the President (see section 6) may call an official business meeting for the KCGD. 

4.2.2.1. If the President has become incapable of performing his or her duties, the Vice President (if there is one elected) may call an official business meeting. If there is no Vice President currently in office, then one of the playtest facilitators (if there are any in office) may call a business meeting.  
 
4.2.3. A business meeting must be held no less frequently than once per calendar year (Jan - Dec).
 
4.2.3.1. Additional business meetings may be called during the year as deemed necessary by the President in order to respond to time sensitive issues that can only be resolved by a vote during a business meeting.
 
4.2.3.2. It is preferred that business meetings not be scheduled during the same time as a playtest session so as to not interrupt the regular schedule of playtest meetings. This is important with respect to maintaining consistency of meeting times for those who are new to the group and providing consistent opportunities for playtest session attendance by those who are seeking KCGD membership eligibility. It is also preferred that a business meeting not be scheduled on the same calendar week (Sun-Sat) as that of a scheduled playtest session so as to not put an undue scheduling burden on members.
 
4.2.3.3. When possible, it is preferred that the business meeting location not take place in a public area (such as in the public gaming space of a game store) so that private matters pertaining to the group may be discussed openly and honestly.
 
4.2.4. Notice of an upcoming business meeting shall be posted by the President via the email distribution system no less than 7 days prior to the date of the meeting. 
 
4.2.4.1. The President shall also post a request for agenda items to the email distribution system no less than 7 days prior to the date of the meeting - to which individual members may respond via the email distribution system.

4.2.4.2. Public announcements for a Business meeting (such as placing an event on the official calendar or some other form of notification via social media platforms or on the website) shall not be made so that only members are aware of the date, time, and place of a Business meeting and so that non-members do not come to the Business meeting mistaking it for a playtest session.
 
4.2.5. Decisions made at an official business meeting are only legitimate and binding if a minimum of five or more KCGD members – one of whom must be the President - are in attendance and are eligible to participate in the meeting.
 
4.2.6. Reasonable accommodations may be made to allow members to participate who could not otherwise, and who provide reasonable prior notice of special needs.
 
4.2.6.1. Any determinations regarding special accommodation will be made by the President.
 
4.2.7. Attendance at a business meeting is not formally required for any member except the President – though decisions made at a business meeting do affect the KCGD as a whole.
 
4.2.8. Attendance and/or participation at any business meeting does not count towards the criteria for membership as outlined in section 5 or towards criteria pertaining to game submission eligibility for a playtest meeting as outlined in section 4. 

4.2.9. Though the KCGD will not actively restrict non-members from attending a Business meeting, non-members may not participate in the formal proceedings of a Business meeting.
 
 
4.3. Proposals
 
4.3.1. A business meeting proposal must be endorsed by an attending member at the business meeting and seconded by another attending member at the business meeting before a vote may be called on the proposal.
 
4.3.1.1. Unless otherwise indicated in this charter, a proposition requires a simple majority to be passed by the group.
 
 
4.4. Elections
 
4.4.1. A nomination of a specific individual to be elected to an office (see section 6) must be made by an attending member at the business meeting and seconded by another attending member at the meeting. An individual can self-nominate if they so choose but it must be seconded by someone else to be a valid nomination.
 
4.4.1.1. The individual receiving the nomination must be a member of the KCGD, must be in attendance at the business meeting, and must have attended at least one playtest session within the previous 6 months prior to the business meeting. An individual up for re-election may be re-elected even if not in attendance at the business meeting so long as the individual communicated to the group via the email distribution system that he/she would be okay with being re-elected. 
 
4.4.1.1.1. This 6 month regulation helps ensure that members who serve as officers are typically current, active participants in the KCGD.
 
4.4.1.2. Unless otherwise indicated in this charter, the election of an individual to an office requires a majority vote. If there are more than two candidates for an office, there must be a majority vote in favor of a single candidate (i.e. the candidate with the most votes might not necessarily have a majority vote).
 
4.4.1.2.1. If there is not a majority vote in favor of a single candidate, then discussion and debate may be needed to arrive at a majority decision.
 
4.4.1.2.2. In the event of a tie, the President is empowered to break the tie.
 
4.4.2. At the first business meeting held within a calendar year (Jan – Dec), all offices that are being filled by an individual as of the beginning of the business meeting must either be vacated or an election held to either elect a new individual or re-elect the same individual.
 
4.4.2.1. Any offices may be left vacant if so determined by the business meeting participants with the exception of the offices of President (ex. a President must be elected or re-elected so that this office is not vacant).
 
 
5. Membership
 
5.1. Obtaining eligibility
 
5.1.1. An individual who physically attends two KCGD official playtest meetings as outlined in section 4 within a period consisting of 12 consecutive months and who also participates in the playtesting of another member’s game at both occurrences shall henceforth be considered a MEMBER of the KCGD and granted the requisite privileges and obligations of membership. All reference to the term “member” in this charter refers to this provision.
 
5.1.1.1. The requirement of participating in two playtest meetings over a 12 consecutive month period of time serves the following purposes.
 
5.1.1.1.1. It ensures that individuals who receive help from the KCGD in the form of game playtests must first seek to give help to other KCGD participants to a reasonable extent (which supports the guiding principles set forth in section 2).
 
5.1.1.1.2. It limits the burden on KCGD officers by setting a limit to the number of playtest session records an officer has to search through in order to verify membership eligibility.
 
5.1.1.2. As a special provision in connection with establishing the KCGD, any individual who attends the inaugural playtest meeting held on Tuesday, December 8th, 2015 at 6:30pm or the second official meeting on Tuesday, January 12th, 2016 at 7:00pm is automatically granted membership as if he or she had previously attended and participated in the requisite number of playtest sessions as outlined in this section.
 
 
5.2. Privileges and obligations
 
5.2.1. A member is entitled to basic email communication privileges within the email distribution system so long as the member abides by the guiding principles set forth in section 2 and the guidelines for use set forth in section 3.
 
5.2.2. A member is entitled to game submission privileges for playtest sessions so long as they have complied with the guidelines set forth in section 4.
 
5.2.3. A member may be nominated for an elected position so long as they have complied with the guidelines set forth in section 4.
 
5.2.4. A member is obligated to uphold the guiding principles of the KCGD as set forth in section 2.
 
5.2.5. A member is obligated to abide by the public relations policies set forth in section 7.
 
 
5.3. Removal of membership
 
5.3.1. A member may be removed for any reasonable purpose from the KCGD by a proposal and vote affirming their removal consisting of a two/thirds majority of voting members at a business meeting.
 
5.3.2. Reasons for removing the membership of an individual may include, but are not limited to, the following:
 
5.3.2.1. Habitual disregard of KCGD regulations, resolutions or decisions.
 
5.3.2.2. Causing public embarrassment of the KCGD (ex. receiving a ban by venue management or a legal restriction of some kind that prevents the individual from entering one or more of the venues currently being used by the KCGD for meetings).
 
5.3.2.3. Any attempt to use the KCGD name, reputation, or authority to represent an exclusive subset of individuals within the KCGD.
 
5.3.2.4. Simple inactivity as defined by an individual having not attended a KCGD playtest meeting for a period exceeding 12 consecutive months.
 
5.3.2.4.1. If an individual loses membership privileges due to inactivity, attending one playtest session is sufficient to allow membership to be restored (i.e. the individual does not have to attend two meetings to restore membership). However, because removal of membership also means removal from the email distribution system, the member must be restored to the email distribution system first before he or she can submit a game for the playtest schedule - and that restoration to the email distribution system may only happen after the conclusion of the meeting being attended to restore membership.
 
 
6. Officers and responsibilities
 
6.1. The following positions in this section are available to facilitate the business of the KCGD. All positions are voluntary with no expectation of payment for services rendered.
 
6.1.1. With the exception of the office of President, the KCGD charter does not require the following positions be filled for orderly KCGD operation to occur. However, if a service is performed by a member in the capacity of one of these positions, the guidelines in this section apply.
 
6.1.2. No members other than the current President and Vice President can hold more than one office title simultaneously.

 
6.2 President
 
6.2.1 The President should be a highly responsible and dependable person who is knowledgeable and practiced in game design. The KCGD may only have one President at a time and he or she is responsible for the following:
 
6.2.2. Coordinating and facilitating KCGD business meetings. This includes the following:
 
6.2.2.1 Finding and scheduling the location for a KCGD business meeting.
 
6.2.2.2 Scheduling a business meeting no less frequently than once per calendar year (Jan - Dec) and at additional times deemed necessary by the President in order to respond to time sensitive issues that can only be resolved by a vote during a business meeting.
 
6.2.2.3 Organizing an agenda for the business meeting that identifies issues requiring an official vote, discussion items, and any other supplementary items as identified by KCGD members.
 
6.2.2.4. Distributing the business meeting agenda to all members shall be done using email(s) sent via the email distribution system to all members without using attachments (i.e. the agenda must be included as plain text in the email body. The sending of the email containing the agenda shall be done a minimum of seven (7) days in advance of the scheduled business meeting.
 
6.2.2.5. Facilitating all discussion and votes in a manner that ensures each member has a reasonable opportunity to contribute and participate.
 
6.2.2.6. Recording the meeting’s minutes (including topics of discussion, resolutions and election results).
 
6.2.2.6.1. This recording responsibility can be delegated to another member present at the meeting.
 
6.2.2.7. Posting the minutes of the business meeting to the online file storage system and then sending out a subsequent email to the group via the email distribution system to notify the group that the minutes have been posted for viewing.
 
6.2.2.7.1. This responsibility of posting the minutes can be delegated to the person who was recruited to record the minutes so long as the person already has the rights to post information to the online file storage system as part of their present office within the KCGD.
 
6.2.2.8. Revising and posting changes to the charter per the results of a business meeting. This responsibility may not be delegated to anyone else except the Vice President.
 
6.2.3. Serving as an administrator for the website, the primary email address, the email distribution system, the online filing system, the online RSVP system, the online polling system, the calendar system, and the online video presentation system.
 
6.2.4. Enforcing the public relations policies as set forth in section 7.
 
6.2.5. Fulfilling any of the responsibilities of the other positions called out in section 6 of this charter should a position become vacant.
 
6.2.5.1. The President may ask a temporary volunteer to fulfill a vacated office (with the exception of the office of Vice President) until the next available business meeting can take place and an election be held – so long as the volunteer is a member in good standing who satisfies the attendance requirements set forth in section 4 with respect to eligibility to fulfill elected positions. The President may also appoint specific members to fill "tech" or "skill" specific positions without requiring an election due to the special nature of such positions (examples could include a "social media" specialist, a "webmaster", etc.)


6.3 Vice President
 
6.3.1 The Vice President should be a highly responsible and dependable person who is knowledgeable and practiced in game design. Should the KCGD choose to elect a Vice President, there may be no more than one Vice President at a time. He or she is responsible for the following:
 
6.3.2. Serving at the discretion of the President in carrying out any of the President’s duties or responsibilities.
 
6.3.2.1. As part of being able to carry out such duties, the Vice President shall also be an administrator for the website, the primary email address, the email distribution system, the online filing system, the online RSVP system, the online polling system, the calendar system, and the online video presentation system.
 
6.3.3. Serving as temporary President until a business meeting can be held to elect a new President should the President become incapable of performing his or her duties.
 
6.3.4. Acting as the first line of recourse if the president cannot facilitate a playtest meeting.
 
 
6.4. Playtest Meeting Facilitator Guidelines

6.4.1. A Playtest Meeting Facilitator should be a highly responsible and dependable person who is knowledgeable and practiced in game design. Should the KCGD choose to elect a Playtest Meeting Facilitator, there may be more than one at a time and each is responsible for the following:
 
6.4.2. Ensuring that the individuals whose games will be playtested at the upcoming playtest session meet the requirements for membership as outlined in section 5 and the requirements for playtest eligibility as outlined in section 4.
 
6.4.2.1. If either the member or the game submission do not meet the requirements for submitting a game to a playtest meeting, the playtest facilitator shall privately (i.e. not through an email sent to the entire group via the email distribution system) contact the individual who made the request and inform the individual of any requirements still needed.
 
6.4.3. Verifying and posting the requisite event information (including seating reservation, the invitation for game submissions, the calendar event, etc.) via the means and methods set forth in section 4 for playtest meetings.
 
6.4.3.1. As part of fulfilling this duty, the playtest meeting facilitator shall serve as an administrator for the email distribution system, the online polling system, and the calendar system and shall be able to upload minutes from playtest meetings to the online file storage system (see section 3).
 
6.4.4. Soliciting ideas for playtest meeting presentations from KCGD members as well as recruiting and organizing the speaker(s) and presenter(s) to present in the meetings. Presentations will not be common for playtest sessions and are not required. However, if a presentation is deemed important enough to happen for a given playtest session, then the following guidelines apply:
 
6.4.4.1. A speaker or presenter should be a member of the KCGD but exceptions can be made by the Playtest Meeting Facilitator per the approval of the President.
 
6.4.4.2. A presentation should be no longer than 15 minutes and should be focused on a best practice or topic of general interest to the KCGD pertaining to some aspect of game design or publication.
 
6.4.4.3. If the presentation is to be recorded as a potential official KCGD video (see section 3.9.1.), then the playtest meeting facilitator is responsible for finding someone to record the video as well as making sure that the video content is submitted to the President for approval and subsequent uploading to the online video presentation system.
 
6.4.5. Noting which games are played at an official playtest meeting, accurately recording the player and designer information for each game, and then posting the minutes of the playtest meeting in accordance with the guidelines specified in sections 3 and 4.
 
6.4.6. Welcoming prospective members and informing them about the membership requirements, obligations, and privileges specified in section 5.
 
6.4.6.1. This responsibility includes making prospective members who attend a playtest meeting aware of the specific prerequisites, as well as the means and methods, involved in signing up for access to the email distribution system and the online polling system, and access to view the online file storage system.
 
6.4.7. Directing prospective members to review relevant information on the website such as the Charter, the “Suggestions for New Designers” article, the “Game Evaluation Questions”, the “FAQ”, and the “Contact Us” sections.
 
6.4.8. It is preferred that a specific playtest meeting facilitator be assigned to each monthly meeting on a consistent basis to prevent mistakes and confusion.
 
6.4.9. It is preferred that a playtest meeting facilitator be assigned to facilitate no more than one playtest meeting per month so as to prevent placing an undue burden on the facilitator.
 
6.4.10. As soon as a playtest facilitator knows that they will be unable to attend one of their assigned meetings for whatever reason, the facilitator is responsible for asking a fellow playtest facilitator to substitute for them for the meeting in question.
 
6.4.10.1. If there is another playtest facilitator who is willing to substitute for another facilitator, the original playtest facilitator for the meeting will make it known to the group via the email distribution system that the other facilitator is substituting for them for the meeting.
 
6.4.10.2. If there is not another playtest facilitator who is able and willing to substitute, then the playtest facilitator will contact the Vice President for help. If there is no Vice President in office, the playtest facilitator will contact the President for help.
 
 
7. Public Relations Policies
 
7.1. The President is primarily responsible for enforcing the public relations policies as set forth in this section.
 
7.1.1. In the event that an issue arises that is not covered by the policies set forth here, the President will adjudicate any necessary decisions.
 
7.1.1.1. If there is a Vice President in office, then the President and Vice President must achieve consensus on handling a public relations issue. If the President and Vice President cannot achieve consensus with respect to adjudicating an issue, a business meeting will be called and the issue will be decided via a formal vote.
 
7.2. Members of the KCGD are to seek approval from the President before making contact with news media or game publishers or before creating any social media or other outreach content if such contacts and/or content involve any sort of attempt to authoritatively portray KCGD policy or procedure (also see section 5.3.2.3).

7.3. Go here to find guidelines and links for the official logo: https://sites.google.com/site/kcgamedesigners/charter/kcgd-logo 
 
7.4. To receive permission to use the KCGD logo or name as part of promoting a game design, either in creating promotional content or in the actual publication of the game (such as putting the logo on the game box), a game must be “KCGD Approved”.
 
7.4.1. For a game to be “KCGD Approved”, the designer or at least one co-designer of the game must be a current member of the KCGD in good standing.
 
7.4.2. The game must have been previously play tested at least once at an official KCGD playtest meeting and there must be a review of the written rules of the game included with the prototype.

7.4.3  To complete KCGD Approval, the person seeking approval must contact the President and request to have the game become KCGD approved. 

7.4.3.1 If the president accepts the request, the president posts a notification to the group using the approved communication tool for the group and members have the chance to object to the approval.

7.4.3.2.The period of time given for raising objections is a minimum of two weeks and there must be at least one official playtest meeting that occurs between the time of the notification to the group and the conclusion of the period in which objections can be made. If this period of time passes with no objections, the logo may be used in the approved manner.
 
7.4.4. To receive permission to use the KCGD logo or name for purposes other than promoting a game design (such as in cases where a member may have a publishing company and may want to include the logo on their company website) requests must likewise be submitted to the President, who then posts the request to the group via the communication tool, and the same period of time and meeting requirements apply in which members of the group may choose to object.
 
7.4.5. If there are no objections, and if the President determines that using the KCGD name and logo is in accordance with the Guiding Principles as set forth in this charter, then the President will inform the member who made the request as well as any specific guidelines that may apply.

7.5 If members choose to attend a gaming convention or other organized event and wish to use the group name in conjunction with their efforts for promotional purposes, they must coordinate their efforts in such a manner where the Vice President and President are notified and approve of such actions. 
 
8. Charter Change History
 
8.1. Henceforth, any changes to this charter formally voted on and passed at a KCGD business meeting shall be expressed by changing the appropriate sections and/or subsections in the body of the charter and noting the date of the business meeting in this section along with a brief summary of the changes made.
 
Inaugural business/playtest meeting (12/08/2015)
-Initial ratification of the charter
 
Business meeting (04/07/2016)
-Changed the name to "Kansas City Game Designers", updated abbreviation to "KCGD", updated links, etc.
-Updated section 3.1 to refer to the "Group Tools" section of the site for specific tech solution and removed a number of specific tech solution call-outs within the charter
-Included board games, card games, and non-electronic games in the mission statement
-General tech guidelines are still in the charter but we created a separate list of specific tech solutions elsewhere rather than having those solutions in the charter (to provide flexibility)
-Changed the address of TableTop (since they moved)
-Changed 4.1.7.2 to call out that games played at the most recently attended session simply get lower priority in the schedule and are not prevented from being playtested
-Included a point in section 4.2 that it's preferable to not have a business meeting on the same calendar week as a playtest session
-Included a point in section 4.4 that a person can be reelected to a position even if they don't show up at the business meeting so long as the person notifies the group of interest in continuing to be in the position
-Changed section 4.4.2.1 to eliminate "Vice President" as an office that requires someone to fill it in order for orderly business to be conducted
-Changed section 6.4 to call out how presentations are not expected for meetings.
-Included a point in section 6.2 regarding how the president can appoint people to special positions involving skill (such as media or tech specialists).

Business meeting (08/03/2017)
-Updated url and email address.
-Changed officers section to make playtest facilitator more of a set of guidelines if someone does fulfill the duty rather than making it a formal office.
-Created a logo guidelines page with links to usable files and changed section 7.3 to reference this page.
-Changed 7.4 to allow for new guidelines on seeking logo approval and to account for scenarios where the logo might be used other than on a game.
-Added 7.5 to address convention organization.