Info Oxford University Role Playing Games Society
Proposed Constitution.


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1. Aims of the Society

a) The aim of the Society will be to promote and facilitate the enjoyment of role-playing in all its forms.

2. Administration.

a)The Society will be administrated according to the Proctor's regulations on clubs and committees. If the Constitution contradicts the Proctor's regulations the regulations will take precedence.

b) A meeting will be considered a quorum provided that all the following hold:
   i) Those present include fifteen full members of the society (that is those people who are also members of Oxford University), or 25% of the full membership of the society if that number is less than fifteen. These must include one executive member of the committee and one further member of the committee.
   ii) The time date and location of the meeting have been advertised to the society at least one week in advance.
   iii) No member of the society is denied attendance at the meeting.
   iv) If the Secretary is not there then a full member of the society is appointed to take minutes.

3. Physical Boundaries.

a) All meetings will take place within three miles of Carfax Tower.

4. Illegality

a) If any part of the Constitution is ruled illegal or unenforceable, then the rest of the constitution will stand as if that part were removed.

5. Membership of the Society

A) Membership shall be available to any member of Oxford University, at a charge and for a duration to be decided by the committee. At the discretion of the committee membership shall also be available to non-members of the University. Unofficial members will constitute not more than 20% of the society.

B) A Member of the Society shall be entitled to the following:

   a) Access to the Society Termcard, each term.
   b) Access to the Society Magazine, Nightflyer, and to all the items in the Archive.
   c) Participation in the Society Game, and in any other events advertised, on the termcard or elsewhere as being open to all society members.
   d) Any other rights determined in the Constitution or by the Committee.

6. The Committee

A) The purpose of the Committee is to administer the Society.
B) The Committee will be responsible to the membership.
C) The Committee will be authorised to administer unforeseen expenses up to a value of 50
D) Additional posts can be created on a temporary or permanent basis by the President. Such posts will have whatever duties the President determines at that time and shall be in no way inferior to the posts as defined in the constitution.
E) All posts will be held for a period not longer than one year without re-election.
F) Committee members consent to their contact details, within Oxford, being circulated in the society as required
G) The responsible member of the committee will determine guidelines for each event of the society.

The Committee posts are as follows:

   a) President. The duties of the President are:
      i) To ensure the continued running of the Society.
      ii) To ensure the production and distribution of the termcard.
      iii) To promote and assist Role-playing in Oxford University.
      iv) To delegate the responsibilities of any committee post which is unfilled.
      v) If necessary to appoint a representative in their place.
      vi) Any other duties determined in the constitution or mandated by the Society.
      vii) Any other duties required by the University of Oxford of the President of a student society.

   b) Secretary. The duties of the secretary are:
      i) To ensure the correct administration of the Society.
      ii) To ensure that on joining the committee that every member has a copy of the Constitution.
      iii) To take accurate minutes of the meetings of the committee and the Society, and to keep records of the minutes.
      iv) If the post of President is unfilled, to carry out the duties of the President and to arrange for a Presidential election as soon as possible.
      v) Any other duties determined in the constitution or mandated by the Society.
      vi) Any other duties required by the University of Oxford of the Secretary of a student society.

   c) Treasurer, the duties of the Treasurer are:
      i) To ensure competent financial management of the Society.
      ii) To keep accurate accounts of the society's finances, and to report on the Society's finances as required by the President or the secretary or a General meeting of the Society.
      iii) To organise the Christmas Party.
      iv) To ensure that at the end of his term in office, the necessary paperwork is done for the society bank accounts to be handed over to the succeeding executive posts of the committee.
      v) Any other duties determined in the constitution or mandated by the Society.
      vi) Any other duties required by the University of Oxford of the Treasurer of a student society.

The above three posts have to be held by three different people.

   d) Archivist. The duties of the archivist shall be:
      i) To maintain in good repair, if possible, the contents of the Archive, and to catalogue the archive if required by the Committee.
      ii) To make the contents of the Archive available as requested by Members of the Society.
      iii) To ensure that any items borrowed from the Archive by Members of the Society are accounted for and to request return if necessary.
      iv) Any other duties determined in the constitution or mandated by the Society.

   e) Campaign Organiser. The duties of the Campaign Organiser are:
      i) To administer the society game
      ii) Any other duties as determined in the Constitution or mandated by the Society.

The post of Campaign Organiser can be held by two people simultaneously, each responsible for different games.

The following posts will be filled if a suitable candidate presents themselves:

   f) FLRP Organiser. The duties of the FLRP Organiser are:
      i) To ensure that Fantasy Live Role Playing games are available to Members of the Society.
      ii) To manage the finances of any FLRP games run under the society.
      iii) To manage any FLRP related props owned by the society.
      iv) To find Game Masters for the FLRP games run, ensure the running of the campaign background of any games and maintaining the continuity of setting and rules systems if required.
      v) Any other duties determined in the Constitution or mandated by the Society.

   g) Nightflyer Editor. The duties of the Nightflyer editor are:
      i) To obtain articles and artwork from Members of the Society, for publication in the Society Magazine, Nightflyer.
      ii) To edit and arrange the printing of Nightflyer, at intervals determined by the committee.
      iii) Any other duties determined in the Constitution and mandated by the Society.

   h) Social Secretary, the duties of the Social Secretary are:
      i) To arrange social events for Members of the Society.
      ii) To organise an annual Banquet.
      iii) Any other duties determined in the Constitution or mandated by the society.

Additionally it shall be the responsibility of every member of the committee:

A2) To assist, if necessary, with the distribution of the termcard and any other mailings including agenda to the society as a whole.
B2) To assist other society Members, if necessary with the booking of rooms in Colleges for the purpose of games and other Society events.
C2) No committee member shall be required to book a room for an event they would not otherwise attend.

7. Nightflyer

a) The cost of printing copies of Nightflyer for the Archive will be paid by the Society.

8. FLRP

a) FLRP games will be funded by those who play in them. Incidental costs, including transport, props, wine gums or chocolate, will not be the responsibility of the society.

b) The running of each game will be the responsibility of the Game Master (s) of that game (and the FLRP organiser).

c) The FLRP organiser may chose a team of Society Members to assist or advise in the organisation and running of FLRP games. This group will be answerable to the Committee via the FLRP organiser.

9. The Society Game

a) It will be the responsibility of the Campaign Organiser to ensure that a Society Game is run. They may chose a team of Society members to assist them in this.

b) The Society games will be open to all members of the Society.

c) The Society game will be run in such a way as to be accessible to players who have not role-played before. Reasonable attempts will be made by the Campaign Organiser to ensure that the game can be enjoyed by as many Members as possible.

10. The Archive

a) The Archive will consist of games-related items owned by the Society , plus any items loaned to the Archive by Society Members or others.

b) The Committee need not accept all items donated to the archive.

c) If a member of the Society borrows an item from the Archive and fails to return it, that Member will be responsible for replacing the item, or for the cost of replacement. Any such money collected will be used to buy items for the Archive.

11) Financial matters

a) Anticipated expenditure includes: Fresher's Fair, Fresher's Drinks, Termcard and any expenditure covered by 11b) below.

b) Monies collected by the Treasurer for a particular event will be used for that event.

c) Any items paid for by the Society, and remaining after an activity will be added to either the Archive, or to the props available to the FLRP Organiser.

12. Meetings of the Society

a) At an AGM or a Termly General meeting, motions regarding any matter may be raised and voted on. At other meetings an agenda must be advertised in advance, and only motions related to matter on the agenda may be voted on. These motions need not be advertised in advance.

b) All motions need to be proposed and seconded by a member of the Society.

c) All meeting of the society have to be in full term.

d) An agenda for an Extraordinary General Meeting must be circulated one week in advance and the agenda will restrict the subjects under discussion of the meeting. There will be no Any Other Business.

e) The Society can vote on any motion by any means acceptable to those Committee members present at the meeting, provided each member receives one vote on each motion.

f) A simple majority vote of a quorate meeting will be considered binding on the Committee. This includes a vote of censorship against committee members.

g) Two thirds of the vote at a quorate meeting are required to change the constitution.

13. Appointment of Committee posts

a) Elections will be carried out at each Annual General Meeting of the Society. Additionally any empty, non-executive posts may be filled at any time by a willing member of the Society chosen by the President. No such committee member will hold a post solely by Presidential appointment for a period exceeding one term.

b) With the exception of a post for which a successor to the current holder has already been elected, every post will be available for election at each AGM.

c) The President, Secretary and Treasurer must be a current member of the University of Oxford.

d) In the term preceding the AGM it is the responsibility of the President to inform Society members of the posts available on the Committee and the duties required of each. The President will open nominations for each post not later than two weeks before the AGM.

e) The Committee may also call an election for any post which is unfilled, or which is held by Presidential appointment, at any time. This fact will be advertised to the Society, and nominations for the post must be opened at least two weeks before the date of the election. The election must be at a meeting of the society.

d) Candidates will be selected by self-nomination, together with one seconder, who must be a member of Oxford University. Nominations and Seconds can be in person, in writing or by email.

e) A Candidate has to be a sentient being according to the UN's guidelines.

f) A Candidate properly nominated before the meeting need not be present at the meeting to be elected.

g) Nominations for all posts will be closed at the meeting.

h) Elections will be by secret written ballot. Absentee ballots will be allowed. Proxy voting will not be allowed.

i) Each member of the Society, may, for each post to be elected, vote for one candidate or to re-open nominations.

j) Votes will be tallied by the President and by a second member of the Society appointed at the meeting.

k) A candidate will be elected to a post provided that they receive more than half the votes cast for that post and provided that the vote is quorate.

l) If no candidate is elected to the post, the n the candidate receiving the least votes will be eliminated, and a further election held for that post. In the event of more than one candidate being tied for last place all such candidates will be eliminated. In the event of all candidates receiving equal numbers of votes a re-election will be held.

m) If the majority of votes cast for a post are to re-open nominations, then the President will decide either to invite further candidates immediately and hold a further election, or to leave the post unfilled (except in the case of executive posts).

n) If there are no candidates for a particular committee posts, or if no candidate is elected to the post then the post will be left unfilled (except in the case of executive posts).

o) After the election there will be a one week hand over during which the incumbent officers will remain in their posts.

p) If elections are not held simultaneously, the order of elections will be as follows:

14. Suspension

a) Any member of the society can be brought before the Committee for suspension from the Society after repeated breaches of event guidelines.

15. Honorary Membership

a) This can be bestowed on a senior member of the university and others as voted, Honorary Membership, by a meeting of the Society.


This is the New Constitution that will be proposed at the EGM in fourth week please peruse.

Amendment proposed on the email list rpgsoca

Date: Sat, 8 May 1999 11:34:10 +0100
From: Dom Camus 
To: rpgsoca@maillist.ox.ac.uk
Subject: Proposed Addition to Constitution
 
To the president and committee,
 
Having seen the new constituition, I propose the following
(controversial) addition:
 
13)c)ii) Associate members of the society should not stand against full
         members for any committee posts. This does not apply when the
         vote is to re-open nominations.
----
 
The existing 13)c) is relabelled (unchanged) as 13)c)i)
 
13)c)i) The President, Secretary and Treasurer must be a current member
        of the University of Oxford.
 
----
Further comments removed...