On September 8th, we held our Annual General Meeting. We reviewed the past year and shared updates on finances and programs. We also set the direction for the year ahead. Thank you to all members who attended and contributed to the discussion—your support is what keeps the Guild strong.
What It Means to Be a Not-for-Profit
We began the meeting with a reminder. KW Wargaming Guild is formally registered as a not-for-profit. This registration is under Ontario’s Not-for-Profit Corporations Act, 2010. Practically speaking, this means:
- We keep proper financial records.
- We hold an AGM each year for paying members.
- We can define our own by-laws.
For members, day-to-day operations remain the same, but this structure sets us up for long-term stability.
Finances: A Healthy Position
The Guild is in a stronger financial position than expected:
- Bank Balance: $2,161.64 (well ahead of last year’s projections).
- Membership: 49 paying members, up from 29 last year. Monthly dues increased overall from $660 → $792, even though the per-member fee is lower.
- Expenses: Club rental (~$126/week, 46 weeks), website (~$70/year), and our monthly $25 gift card draw remain steady.
- Battle for Breath: We take a 5% administration fee ($600/year) to help cover Guild overhead.
Pizza Pricing Update
Pizza has historically been profitable, generating a $663 surplus over the last year. With costs reduced mid-year thanks to a new vendor, this was more than intended. To strike a balance between affordability and sustainability, we’ve reduced pizza pricing to $8. At this price, the program is expected to bring in about $297 annually—enough to support the Guild without overcharging members.
New: Game Ambassador Event Kits
We are excited to introduce Game Ambassador (GA) Event Kits to encourage more community-led events and leagues. Each kit includes:
- A $25 gift card
- A Guild momento (trophy, patch, or similar)
Requirements:
- Events must have at least 5 participants.
- They must be free for everyone (members and non-members).
- Coordination must happen on our Discord so admins can help with promotion.
The goal is to support our GAs, provide value to members, and attract new faces to the Guild. If you’d like to host an event, please reach out!
Guest Night – New Monthly Program
Starting this year, on the second Thursday of every month, paying subscribers can bring guests for free.
- Guests can be friends, coworkers, or family members.
- Members can bring more than one guest.
- Events will be promoted on our website and social channels.
This is a chance to introduce new people to the Guild and show them what our community is all about.
Revisiting Annual Events
- Garage Sale: Rolled into Battle for Breath in 2025, with the same plan for 2026.
- Demo Day & Armies on Parade: Unfortunately didn’t run due to capacity issues. We may fold these into Battle for Breath if we get more volunteers.
Members are encouraged to bring forward ideas and step up to help organize—our Guild thrives when more people get involved.
Goals for the Upcoming Year
Our focus is on measured, manageable growth:
- Continue refining Battle for Breath in its new format.
- Support member-run events through the GA program.
- Make Guest Nights a consistent success.
- Avoid overcommitting—small, steady changes are the priority.
Closing Thoughts
We wrapped up the meeting with thanks to everyone who contributes time, energy, and creativity to keep the Guild running. With nearly 50 paying subscribers, a strong financial footing, and exciting new programs, the year ahead looks promising.
Here’s to another year of gaming, community, and shared passion—thank you for being part of KW Gamer Guild!
Kitchener Waterloo Wargaming Guild 