Club Constitution

1. Name

The name of the club shall be Dice17 (hereinafter ‘the Club’). The Club shall exist as an unincorporated organisation.

2. Aims

The aims of the Club are: 

• To provide a safe and welcoming gaming environment for people regardless of gender & gender identity, race, sexuality, nationality, disability, age, and/or class.

• To encourage and facilitate any other activities related to fantasy gaming, so long as they comply with this Constitution.

3. Membership

Membership is open to anyone who is 18+ years of age and has an interest in gaming.

Prospective members should submit a membership form to the Membership Secretary. Membership will begin as soon as the Membership Secretary has verified the form and entered the prospective member’s name onto their Membership List. 

A list of all members (the ‘Membership List’) will be kept by the Membership Secretary. The Membership List shall contain no more information than is necessary to contact members for purposes related to the Club, its Aims, and its offerings. The Membership List shall be kept in accordance with relevant Data Protection Legislation, and the precise manner of ensuring that must be recorded in the Club’s GDPR policy document(s). 

Members may request for any of their details to be removed from the Membership List at any time,  with the exception of their full name. If a Member leaves the Club, their data shall be deleted as soon as practicably possible and, in any event, within 1 month of their alerting the Membership Secretary of their intention to leave. 

Cancellation of Membership

Members may cancel their Membership of the Club at any time and for any, or no, reason by informing the Membership Secretary either in writing, by email, or by text message.  

4. Equal Opportunities

The Club will not discriminate based on sex, race (including colour, ethnic or national origin or immigration status), sexual orientation, disability, gender, gender reassignment or gender identity, religion or belief, pregnancy or parental status, marital status, or age. 

The Club shall publish an Equal Opportunities Policy and review it at least every 2 years. 

Any member displaying behaviour contrary to the Equal Opportunities Policy may have their membership revoked. Behaviour giving rise to potential revocation may occur at the Club, or at any other time either a) in a public forum, or b) directed at another Member of the Club. For the avoidance of doubt, behaviour breaching the Equal Opportunities Policy in any of the following forums or ways shall (non-exhaustively) give rise to potential revocation:

1. At the Club;

2. At any other event put on by the Club;

3. In text messages (or other forms of digital communication) to another member of the Club (though the behaviour need not be directed at such Member);

4. Any other public place. 

A Member’s membership may only be revoked via a majority vote of the Officers of the Club. The affected Member must be given an opportunity to present their case against revocation in writing before a vote takes place. If a membership is revoked, the former Member shall be given a right to reapply for membership if a majority of the Club’s Officers vote in favour of such.

If an Officer of the Club becomes aware of behaviour by another Member that infringes the Equal Opportunities Policy, they must alert the remainder of the Committee.  

5. Officers and committee

The business of the group will be carried out by a Committee elected at the Annual General Meeting. 

The Committee will meet as necessary and not less than twice a year. All Members will be permitted to vote at this meeting. Election shall take place via the First Past the Post System, and all votes shall be cast and collected anonymously. 

The committee will consist of 7 Officer Members.

The officers' roles are as follows:

• Chair, who shall chair both general and committee meetings

• Vice Chair

• Secretary, who shall be responsible for the taking of minutes and the distribution of all papers

• Membership Secretary, who shall be responsible for keeping records of members

• Publicity Officer, who shall be responsible for the club’s publicity and online presence

• Inclusivity Officer, who shall seek to ensure that the club proactively promotes inclusivity in all it does

• Socials Secretary, who shall seek to arrange out of club social activities open to all members

The sitting Chair shall act as the Returning Officer for any election, unless they intend to seek re-election or election to an alternative Committee position. If the Chair is standing as a candidate in the upcoming election, an alternative Returning Officer should be appointed by the Chair from amongst the Membership. No Returning Officer may stand in the same election in which they act as Returning Officer.

Individuals may self-nominate for a single Officer position per election. Another member of the Club must second their nomination for the Member to be included on the Ballot sheet. Nominations must be sent to the Returning Officer not more than 5 days before the election. 

Elections should include a ‘Reopen Nominations’ (or ‘RoN’) candidate. If RoN is elected, nominations shall be reopened for new candidates to be nominated. A subsequent election should then be held, following the usual procedure. For the avoidance of doubt, any Candidate that ran in the initial election may run again. 

If only a single candidate runs for election, they must still be elected. The ballot shall consist of the single candidate and a RoN option. 

By unanimous vote, the Committee may create a new Officer position if the need exists, or remove a pre-existing Officer position if the position is no longer needed.

Officers are expected to serve their entire term. In the event of an Officer standing down during the year, an Extraordinary General Meeting (‘EGM’) shall be called to elect a replacement no more than 4 weeks later. If necessary, the Committee may, by majority vote, elect a Member to temporarily take on the duties of the position. Such a temporary replacement can be chosen from amongst the current Committee members or the broader Membership, but shall be precluded from standing for permanent election to the role at the EGM. 

Any Committee Member who misses 2 consecutive meetings without sending apologies will automatically be removed from position. An EGM will then be called to elect a new Officer. 

Any Committee Member who fails to attend 4 consecutive meetings, regardless of any apologies, may be voted out of position by a unanimous vote of the Committee excluding the Officer concerned. 

A vote to force a Committee Officer to resign shall be held if 20% of Members sign a petition calling for the resignation of that Officer. The Officer shall resign if more than 50% of voting Members vote against the Officer. Such a vote may be held online, with notice but without calling a General Meeting. 

There shall be no term limit for Committee Officers.

The Committee meetings will be open to any member of Dice17 wishing to attend, who may speak but not vote on Committee business. For the avoidance of doubt, Committee meetings are separate to AGMs and EGMs, and Committee Members cannot be elected at Committee meetings (other than as described in this Constitution).

Upon the registration of the Club, [] shall be appointed as temporary Chair. Their sole purposes in this role shall be a) to collect a list of inaugural Club Members, and b) to organise an election of Committee Members, acting as returning officer in such an election. The aforementioned election should take place no more than 4 weeks after the Club’s registration. 

6. Meetings

6.1 Annual General Meetings

An Annual General Meeting (AGM) will be held within twelve months of the previous AGM.

All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time. The Agenda will be sent to all Members no later than 2 weeks before the date of the meeting. Any Member wishing to propose an Agenda point should make it known before this point. Agenda points may still be considered closer than 2 weeks prior to the meeting, but the Committee is not required to consider them. 

The quorum for the AGM will be 10% of the membership or 10 members, whichever is the greater number. For the avoidance of doubt, Committee members shall be included in the quorum total.

Provision should be made for Members to attend and vote remotely, via video conferencing. The Chair may choose to allow for alternative means of voting, such as submitting votes in advance or proxy votes, but this is at the Chair’s discretion.

At the AGM:

• Outgoing Officers of the Club should provide an oral report;

• The election of new Officers shall take place;

• Any business contained within the agenda shall be discussed;

• The Chair may accept a call for discussion and/or a vote on any motion proposed at the AGM by a Member. 

Motions may be passed by a majority vote of attending Members, so long as quorum is met.

6.2 Extraordinary General Meetings

The Secretary will call an Extraordinary General Meeting at the request of the majority of the committee or at least 8 other members giving a written request to the Chair or Secretary stating the reason for their request.

The meeting will take place within 21 days of the request.

All members will be given 2 weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, text, or email.

The quorum for the Extraordinary General Meeting will be 10% of the membership or 10 members, whichever is the greater number.

Motions may be passed by a majority vote of attending Members at an extraordinary general meeting, so long as quorum is met.

6.3 General Meetings

General Meetings are open to all members and will be held at least once every 3 months, subject to the discretion of the officer committee, factoring in any extraordinary general meetings that may have occurred in the interim..

All members will be given 2 weeks’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, text, or email. 

The quorum for a General Meeting shall be 10% of the membership or 5 members, whichever is the greater number.

Motions may be passed at a general meeting by a majority vote of attending Members, so long as quorum is met.

6.4 Committee Meetings

Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.

The quorum for Committee meetings is 3 Committee Members.

Motions may be passed by a majority vote of attending Committee Members, so long as quorum is met.

Committee Meetings may be attended by any Member of the Club. Notice of the meeting should be advertised either on the Club’s website, via email, or via text.

7. Rules of Procedure for meetings 

All questions that arise at any meeting will be discussed openly. There should be no private or confidential official discussions. 

If a motion is proposed, the Chair should seek if there is any opposition to the motion. If opposition exists, the motion shall be put to a vote following open discussion. If the number of votes cast on each side is equal, the motion fails. 

8. Finances

As the Club will not charge fees or make any sales, it should not expect to handle any money. In the unlikely event that the Club receives money, the Committee should take the following actions:

• An Account should be opened and maintained on behalf of the Club at a bank agreed by the committee. 

• 3 cheque signatories will be nominated by the Committee (one to be the Treasurer).  The signatories must not be related nor members of the same household. Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

If any payments are made by the Club, all payments will be signed by 2 of the signatories. For cheque payments, the signatories will sign the cheque. For other payments (such as BACS payments, cash withdrawals, debit card payments or cash payments), a requisition note will be signed by 2 signatories, and held by the treasurer. 

All money raised by or on behalf of Dice17 is only to be used to further the aims of the group, as specified in item 2 of this constitution.

9. Amendments to the Constitution

Amendments to the constitution may only be made at the Annual General Meeting or an Extraordinary General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing in accordance with the deadline for agenda points. The proposal must then be circulated with the meeting agenda.

Any proposal to amend the constitution will require a 2 thirds majority of those present and entitled to vote.

10. Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the Club it may call an Extraordinary General Meeting to do so. The sole business of this meeting will be to vote on the dissolution of the Club and any consequences should such a vote pass. Any such vote at an EGM with the sole purpose of dissolving the Club shall require a 2/3 majority to pass.

If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.