Sunday, 15th May 2005

6.00pm

Minutes

In attendance:
Committee Members - Phil and Gerald.
Members - Terry, Pam, Mark, Gabe, Tim, Tiny, Brendan, Peter S, Julius and Andy.

1. Apologies.

• Andrew, Peter M, John and Andy turned up later.

2. Chairman’s Report.

• Timcon II & III very successful with 3 table of just Warhammer.
• Open day last year was not great due to dance groups taking all the limelight.
• Gencon 04 was good with tables of Settlers & Formula De being run. Funds of £70 were raised and a cheque has now been received.
• Dragoncon allowed us a good presence and the “Nuclear” Yellow Fleeces had their debut showing.
• Conceptions 05 in February had minimal success as this was more a roleplaying convention. The table of Cuthulu and SLA were very popular.
• There have been a few that have left us, Ben who has taken time out to pursue his writing career. Fiona who has returned to Australia to tie the knot with her fiancé and Alex who has decided to further his roleplaying experience elsewhere.
• The website is in good order and receiving a good number of hits and not just because of the tube map.

3. Treasury report.

• Due to the absence of Peter who was suffering from a bad back (All agreed that this excuse was pitiful.), a full report was not available. Initial figures showed that as of 31 March 2005, the club had a balance of £360.15 in the bank.

4. Funds

• Various ideas were put forward as to what to do with excess funds. Items such as Stubby holders, more figures and t-shirts, rulebooks and minor roleplaying aids such as pens were suggested.
• A suggestion was made to provide some reimbursements to those who represent the club at conventions.
• Further suggestions were offered, such as paying for advertisements in shops and publications.
• So far funds have been spent on the yellow fleeces and t-shirts. These costs have most been re-cooped by the sales of the t-shirts and the money from Gen Con 04.

5. Shadow Warriors 20th Birthday Convention.

• A two day role playing event to be held over the weekend of 3rd & 4th September.
• A further meeting to take place as soon as possible in order to discuss what needs to be done and who will do it. Pam, Phil, Tim, Peter, John, Mark and Gerald all said they would help out.

6. Conventions.

• Open day this year (Saturday 25th June) will hopefully be better with several demonstrations taking place and representatives of the various clubs welcoming people on the door as they arrive.
• A further meeting to take place as soon as possible in order to discuss what needs to be done and who will do it.

7. How to get new members.

• It was pointed out that due to minimal convention programmes being available, this wasn’t a viable means of advertising. What programmes there are usually have details of the club due to our presence.
• Clubs in Shepherds bush and Great Portman Road were mentioned as possible sources.
• Terry also volunteered to quit his job and tour all the Universities especially during freshman week.
• Julius (the Geek) offered to take flyers to the Great Portman Street club.

8. General Running of the Club.

• Communication was mentioned. Is there enough going on between the club members, especially when games are cancelled at short notice.
• It was agreed that not much more could be done, though it was suggested that more information was kept on members contact details.
• Also it was suggested that mobile numbers of club members were stored in the club mobile, just in case.
• The idea of a Publicity Officer met with next to no enthusiasm as members believed that no-one would commit to the role.

9. Review on current RPG’s and future games.

• The open slot was discussed and felt that the Formula De tournament should be started as soon as possible on a six or nine week basis.
• Tim offered to try and drum up interest for an additional game to be run on Saturdays on dates when Warhammer is not run.
• Thoughts were raised as to when one off games could be run instead of campaign length games.

10.Contributions and Suggestions on the website.

• More links to other role playing related sites was suggested and more content was asked for on the currently run games.
• Donations to the Amazon site was suggested, giving a list of viable products for others to view and have it posted as on behalf of the club.
• It was suggested that a Shadow Con page should be created as soon as possible so that various people could start plugging the con.
• A change of colour was suggested of puce with yellow poker dots and green writing. Unfortunately we have already bought the “Nuclear” Yellow Fleeces, to match the web site, so this will have to wait.

11. Election of Officers and Conventions sub-committee.

• Current positions were re-elected with none opposed.

12. AOB.

• Health & Safety officers inspected the centre and the contents of the cupboards. The only point of note to us was that the teabags and sugar cubes kept in the cupboard should be kept in air tight containers.