Sunday, 28th May 2006

6.00pm

Minutes

1. Apologies.

• Apologies - Given by those who could not attend via email and other methods.

2. Chairman’s Report.

• Shadow Con had proved a fair success for our first attempt and plans were being place to hold another event on the weekend of 2nd & 3rd September.
• The website has reached 25,000 hits and not all from people searching for a tube map.
• Over the last few months, we’ve experienced a drop in games being run and this is something we hope to rectify in the coming few months.

3. Treasury report.

• Overall for the year the club has lost £247.57 but this is mainly due to paying out for aids to advertise the club, such as t-shirts and note pads in order to bring in new members.
• Shadow Con broke even once all expenses had been accounted for, so this event met the standards we were aiming form.

4. Funds

• Since we’ve spent a good deal of money of advertising aids and other role playing merchandise, it has been decided to simply spend any surplus on the essentials, such as battlemap pens and any costs to complete the building of the figures currently in the cupboard.
• It was also decided by a unanimous vote to scrap renewal fees as of 2007 and tin order to make financial records easier, the clubs financial year will concur with the calendar year.
• Furthermore, U16’s (if accompanied by a parent or guardian, the Unemployed and OAP’s will be able to attend the club free of charge.
• The initial £6 membership fee will remain in place.
• It was also suggested that game fees should rise to £2.50 as of 2007 so that a single game involving six people would cover the cost of hiring room 1 for two slots.

5. Shadow Con & Tim Con IV.

• Shadow Con & Tim Con IV - As already mentioned, the event broke even so there was no financial loss. Sixty eight people attended over the two days and there was a good deal of positive feedback . People felt that the venue was good and the facilities were excellent.

6. Conventions.

• Gen Con UK 2005: Due to poor organising of this years event, it was felt that as a club, we received minimal coverage and will re-consider attending in future.
• Dragonmeet 2005: Esdivium games loaned the club a giant version of Settlers that proved very eye catching. Though the stage seemed like an excellent place to be, many people walked by without realising that game demos were taking place.
• Conception 2006: Good presence and well received by both organisers and players alike. SLA, Cuthulu, Descent and Settlers had good attendance, but Formula De seemed less popular this year.
• Shadow Con II 2006: Warhammer, Living Sarbreenar, Living Greyhawk and various Clix games will played and showcased this year.
• Gen Con UK 2006: This event is not taking place this year.
• Dragonmeet 2006: No details as yet.
• Conception 2007: A definite yes to attending, just waiting for further details.

7. How to get new members.

• It was felt that the website was the best tool for this as many people have found us via this method. In addition it was agreed that flyers should still be taken to conventions and spread around to keep awareness in the role playing community.

8. Shadow Warriors Group Event.

• There was minimal interest in events such as Go-Karting and Paint Balling, but the idea of a BBQ for friends and families and perhaps attending this years Ealing Comedy festival would be more up members street.

9. General Running of the Club.

• The idea of keeping a minimal supply of snacks and drinks met with some interest. If this were to take place then perhaps a single case of water and a box of chocolate bars could be kept in the cupboard and restocked when necessary.
• The idea of moving the club to a two week schedule was raised as was reverting all games back to a Saturday. Because of the absence of some members, it was felt that no decision could be made without all expressing their views.
• Oh and it was finally confirmed that Andrew once used to live in Fleet.

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

• After a survey was passed round, there seemed to be good interest in games of SLA and Exalted. Since Andrews new game of D&D 3.5 is pretty much full, SLA will run opposite it once 7th Seas has come to a close, with Exalted running on its own currently in the second week. The third week will remain free for re-organising games and the Formula De Championship. In addition to this, it was also suggested that it could be used to run one off games as offered by Tim and provide a venue for the occasional Living Greyhawk.

11.Contributions and Suggestions on the website.

• Congratulations are in order for Gerald’s sterling work on keeping the website up to date and running in good order.
• A suggestion was raised to add a forum to the website to make it a better tool to use rather then rely on Yahoo groups which some people seem to dislike. This is to be looked into.

12. Election of Officers.

• All three officers offered to remain in their positions and there were no oppositions to this. Gerald stays on as Chairman, Peter as Treasurer and Phil as Secretary.

13. Another Other Business.

• None.