CSGA Bylaws Page
Bylaws of the Colorado Springs Gamers Association, Inc. (CSGA)
Adopted May 15, 2004, Revised January 8, 2005, Revised September
2006, Revised December 2010, Revised December 2014, Revised December 2016
Article I. Name and Office
The corporation shall be known as Colorado Springs Gamers Association, Inc. The corporate office shall be located in Colorado Springs, Colorado.
Article II. Purpose
The purpose of the Colorado Springs Gamers Association (CSGA) is to promote the use of historical games as an educational tool for the study of military history. A secondary purpose of the organization is to provide a place for members to gather on a regular basis to play and discuss games and military history in an atmosphere of mutual respect and civility.
CSGA seeks to educate the public in the subject of military history by presenting demonstration games using historical miniature gaming systems and figures and historical board games at various local venues. CSGA also seeks to promote and sustain gaming with an historical emphasis in the Colorado Springs area. While historical gaming is emphasized, members are free to play whatever games they wish at meetings. The emphasis on historical simulations serves to protect CSGA as a venue for historical gaming. This is important because non-historical gaming is traditionally sustained by a larger population of active gamers and a greater number of gaming venues. CSGA is committed to providing community for gamers interested in historical simulations, space to play those kinds of games and education to the public about military history and historical gaming.
Article III. Membership
CSGA does not discriminate based on race, religion, sex, national origin or any other protected class that is or may become defined under state or federal law.
Membership in CSGA may be offered to a prospective member after he or she has completed a probationary period of at least four meetings of guest attendance. The prospective member should be able to demonstrate an understanding of association philosophies, goals and mission regarding gaming as well as the responsibilities of membership. The prospective member must show interest in historical gaming and a level of maturity (regardless of age) that results in losing gracefully, winning graciously and conducting oneself in a manner that insures the safety and security of the facilities, association or personal property and all persons present at an activity and promotes a congenial atmosphere that makes gaming a pleasurable and educational experience. Failure to display any of these qualifications can result in no membership offer being extended. At least two association officers must agree to extend the offer of membership to a prospective new member. Membership is conveyed upon payment of dues.
Memberships are as follows:
Member: Any legally competent person sixteen (16) years of age or older who upon being offered a membership in the organization pays all dues required for the current year.
Junior Member: Any legally competent person under sixteen (16) years of age who must have a sponsor upon being offered a membership in the organization pays all required dues for the current year. A sponsor is a member twenty one (21) years of age or older who is willing to mentor and accept full responsibility for the actions of a Junior Member when the Junior Member attends CSGA meetings and events…
Members and Junior Members are afforded these rights as a member of the CSGA:
1. To have a membership card and any benefit associated with it.
2. Provided a copy of the by-laws
3. Vote during any election or on any issue brought before the membership for a vote.
4. Bring up any issue at a business meeting or club meeting.
5. Run for an office position. Junior Members are prohibited from holding an officer position.
6. To play in or host any game at the club meetings.
7. To participate in any event sponsored by the CSGA.
8. Use of material in the CSGA library, any miniatures or equipment belonging to the CSGA after signing for it.
The membership period shall run from January 1 through December 31 of each year regardless of the actual date of membership acceptance or renewal.
Membership is a privilege that can be suspended or revoked for cause by joint decision of at least two officers at any time. Any person who has had membership suspended or revoked will not be allowed to use association resources, vote, or attend meetings until the suspension has expired or membership is reinstated by decision of two or more officers. Revocation of membership for cause does not entitle the former association member to recover dues for the current year.
Policies regarding requirements and responsibilities of membership, responsibilities of sponsors of junior members, dues, etc. and policies regarding guests will be defined by the officers of the association in a manner consonant with the CSGA mission and philosophy (see Article II).
Article IV. Board of Directors and Officers
CSGA shall be governed by a Board of Directors that consists of a President, Vice-President and Secretary/Treasurer directly elected to those positions by the membership as set forth in article V. The duties of these officers shall be as follows.
The President is ultimately responsible for all affairs of the association. He or she is primarily responsible for procuring and maintaining access to a regular meeting place for the CSGA. The President prepares the agenda for and conducts all association business meetings. The President also assumes the duties of the Vice-President when he or she is absent and both the Vice-President and the Secretary/Treasurer if both are absent.
The Vice-President assumes the duties of the President and/or the Secretary/Treasurer if either or both of those officers are absent. The Vice-President is responsible for CSGA’s advertising and publicity efforts. He or she is also responsible for coordinating the CSGA’s involvement in special events such as conventions or game demonstrations.
The Secretary/Treasurer is responsible for collecting dues, accounting for CSGA funds and maintaining a membership roster. He or she assumes the duties of the President and Vice-President in the absence of both of those officers. The Secretary/Treasurer takes minutes at association business meetings and has the primary responsibility for obtaining nominations, preparing ballots and arranging for absentee voting in elections or other general membership votes.
All officers are jointly responsible for coordinating the use of CSGA meeting facilities and allocating resources to support gaming and educational activities. They are also responsible for maintaining a congenial atmosphere and ensuring order at association meetings. The officers are further responsible for maintaining association assets including, but not limited to, miniatures, terrain, rules, references, and games. In accordance with this last responsibility, the officers will distribute a preliminary copy of the Annual Association Resource Report at least two weeks prior to the annual business meeting and present the report at the meeting. The report will include the status of all known association assets and a clear record of any changes that occurred in the past year.
Officers are also charged with managing association resources to promote and protect the CSGA gaming environment and educational efforts. This includes the expenditure of funds. Any decision to use money from the treasury must be approved by at least two officers. A major expenditure of more than $50 must be reviewed by the membership. A major expense must be proposed to the membership via newsletter and announcement over a period of at least three weeks. The expenditure will be prohibited if a majority of the association membership registers an unfavorable opinion with the association officers within the three-week review period.
The officers determine any association policy that is not covered specifically in these bylaws. At least two officers must agree in order to implement policies. Members can refer items to the officers for their consideration at any time. These issues will normally be resolved through email, including a vote of the membership, if necessary. Members may call for a business meeting to be scheduled as set forth in article VIII for the general membership to discuss issues.
In order to adequately fulfill their responsibilities, officers should attend as many association meetings as possible. It is desirable that at least one officer is present at every gaming meeting and that at least two are present at business meetings.
If an officer becomes unable to perform his or her duties or otherwise wishes to resign, the remaining two officers shall appoint a replacement to finish the remaining term of office. If two or all three officers become unable or unwilling to serve, then a special meeting must be organized in accordance with article VIII and a special election conducted in accordance with article V to fill the vacant positions until the next regular election. The requirement for issuing the call for nominations may be reduced from six weeks to three weeks for a special election.
Article V. Election of Officers
CSGA officers shall be elected to one-year terms at the annual association business meeting. Terms of office run from the day of the CSGA Election for one year until the day of the next election of officers the following year. The exact day of the election shall be determined by the current officers.
Any member not a junior member with minimum membership tenure of three months (as defined by date of current year dues payment relative to the election date) may run for office and candidates may be self-nominated. The current Secretary/Treasurer shall issue a call for nominations at least six weeks prior to the scheduled election. Nominations may be submitted until the day of the annual business meeting and nominations may be made from the floor at the meeting. Any nominees that did not self nominate will be contacted to confirm that they are willing to serve in the office for which nominated. Candidates nominated two weeks or more prior to the business meeting will have the opportunity to prepare a platform statement that will be distributed to the membership at least one week before the election. Candidates nominated within two weeks of and during the meeting may make a platform statement prior to the vote. For uncontested races the presiding club officer at the meeting may move that the candidate be elected by a simple voice vote. Contested races must be resolved as described in the following paragraph.
The Secretary/Treasurer will prepare paper ballots and make provisions for absentee balloting. The election will be held as part of the annual business meeting. Any current member in good standing may vote. Write-in votes will be allowed. Election results will be determined by a count of votes actually cast. There is no requirement for a minimum percentage of members to vote. Two association members present at the meeting that are not candidates for office will be asked to tally the vote and announce the results. The candidate for a position that receives the most votes will be the winner. In a race involving more than two candidates, the winner is not required to receive a majority of votes cast. He or she must only receive more votes than any other candidate. If there is a tie vote in the race for any office, another association member present that is not a candidate will be asked to recount the votes for the tied race(s). If the recount still results in a tie, the race will be resolved by the war gamer method. Each tied candidate will roll a d10. High roll wins the election. Re-roll ties.
Article VI. Recall of Officers
If two officers or three or more members (which can include one officer) feel that an officer is failing to adequately perform his or her duties or is otherwise performing unsatisfactorily, they may seek to remove that person from office. First, a meeting including all three officers and any members seeking the recall will be arranged within one week of a request to initiate a recall. The meeting is to allow the officer(s) in question to hear the rationale for recall and resolve the situation, tender a resignation or allow the recall to proceed. If the situation is not resolved and the officer(s) does not resign, a meeting for the express purpose of conducting a recall vote is scheduled within three weeks. A motion for officer recall cannot be made from the floor in a regular meeting or any special meeting called for another purpose. The officer(s) named for recall will continue to serve until the recall vote is taken.
A paper recall ballot will be prepared and provisions for absentee balloting will be made. The ballot will include the name(s) of the officer(s) named for recall and allow voting in favor of or against the recall. The recall meeting shall be conducted in the same manner as any other special meeting except for the following. A statement explaining the reasons for the recall will be distributed with the notification of the recall meeting. The officer(s) named for recall will have the opportunity to prepare a statement. The statement(s) will be distributed to the membership at least one week before the meeting. The highest ranking officer not named for recall shall conduct the meeting. If all three officers are named for recall, the president shall call the meeting to order and conduct nominations and an election of a meeting leader to run the meeting and conduct the recall vote.
Recall results will be determined by a count of votes actually cast. There is no requirement for a minimum percentage of members to vote. Two association members present at the meeting that are not officers and not initiators of the recall will be asked to tally the vote and announce the results. If a recall vote is tied, another association member present that is not an officer or recall initiator will be asked to recount the votes. If the recount still results in a tie, the officer is retained in office. If all officers are retained in office then the process is complete and there is no further action.
If one or more officers are recalled, then an election for replacement officers is held three weeks after the recall meeting. A call for nominations is issued immediately. There is a one week nominating period. Candidates may be self nominated as for a regular election. Any candidates that did not self nominate will be contacted to confirm willingness to serve as for a regular election. Candidates will have the opportunity to prepare statements as for a regular election. The statements will be distributed to the membership at least one week before the election. The election is conducted just like a regular election.
In the three week interim period before the election of replacement officers, the association must continue to function. If two officers remain after the recall vote, they continue to function normally and organize the election for the replacement of the third officer. If only one officer remains, he or she may appoint an interim assistant to help manage the affairs of the association and organize the election of replacement officers. If all three officers are recalled, the members present at the meeting must appoint an interim executive committee of two or three persons to run the association during the three week interim period and organize the election.
Article VII. Committees
Committees may be formed from time to time as needed. Some may be formed as standing committees while others are formed as temporary committees to address a specific item and be dissolved afterwards. A committee chair may be one of the current officers of the association or may be a member asked to serve in that capacity. Committee chairs (including former chairs of temporary committees that complete their work and are dissolved during the time between business meetings) will give reports on the activities of their committees at association business meetings.
Article VIII. Meetings
CSGA shall hold regular meetings for gaming and game related activities. The exact days and times shall be determined by the officers, but will usually be weekly on Saturday evenings. The location will be wherever is procured by the President.
CSGA meetings are open to members, their guests and prospective members who may be exploring CSGA, with its historical emphasis, as a gaming option. Members, prospective members and guests are responsible for their own conduct while participating in any CSGA activity. They are responsible for the safety and security of themselves and their property. CSGA, the officers and members of the association and the owners or management of the venue where meetings are held assume no liability for personal injury or for loss of or damage to property.
CSGA shall periodically hold demonstration events for the purpose of educating the public about military history and historical gaming at various local venues that are open to the public.
CSGA shall hold an annual business meeting in December of each year. The exact day shall be determined by the officers. The meeting shall include the election of officers as prescribed by article V. Additional meetings may be scheduled at the discretion of the officers. Members may call for additional meetings as described below. All other association business will be conducted by email, including votes by the membership, if necessary.
Business meetings shall be conducted in general accordance with accepted parliamentary procedure. Business items shall include:
1. Reading and approval of the minutes of the previous meeting
2. Reports by the officers on activities undertaken since the last business meeting
3. A treasurer’s report and a membership report by the secretary/treasurer
4. Committee chair reports
5. Election of officers at the annual meeting
6. Agenda items for this meeting
7. Additional business items proposed from the floor
The President of the association shall distribute the proposed agenda for a business meeting to the membership three weeks prior to the meeting. Any member that would like items added to the agenda should so inform the President. The President shall add agenda items requested by members and distribute a final agenda one week before the meeting. The officers can not block items being added to the agenda. Note that business items not on the agenda can always be introduced from the floor as a motion.
There is no quorum requirement to conduct business. All business items requiring a vote will be decided by a majority vote of members present at the meeting. Absentee ballots will also be included in the vote for business items where absentee balloting has been prescribed.
A group of 5 members or 10% of the membership, whichever number is greater, may call for an additional business meeting. The members requesting the meeting should so inform one of the officers and provide a summary of the issue(s) proposed for discussion at the meeting. The officers shall schedule an additional business meeting within six weeks of the request and distribute an agenda at least one week prior to the meeting. Although there is no provision to request additions to the agenda in this case, other items can still be introduced as motions from the floor at the meeting.
Article IX. Dissolution of the Association
A request may be made in accordance with article VIII to hold a special meeting for the express purpose of dissolving the association. In this case, notice of the meeting must be distributed to the membership at least three weeks before it is held. Dissolution of CSGA may be placed on the agenda of the annual business meeting provided it appears on the preliminary agenda distributed three weeks prior to the meeting. A motion to dissolve the association may not be made from the floor. Provision for absentee balloting shall be made for a dissolution vote. A dissolution vote must be unanimous for CSGA to dissolve. Only votes actually cast are counted. Any member that fails to vote gives up the privilege of affecting the outcome.
If a dissolution vote passes, all association assets will be turned over to another non-profit organization that promotes the same goals as CSGA. Assets will be transferred to an organization selected by the members attending the meeting in which CSGA is dissolved.
Article X. Amendment of Bylaws
A change or amendment to the by-laws must be proposed to the membership via newsletter and announcement over a period of at least three weeks. The current (i.e. dues paid for the current year) association membership will be able to vote for or against the change by informing one of the officers by mail, email or in person at a gaming meeting during the announcement period. The proposed change or amendment will pass or fail based on a majority of votes actually submitted. Members that fail to vote give up their privilege of affecting the outcome.
Colorado Springs Gamers Association 