Info Oxford University Role Playing Games Society
Proposed Constitution (Revised).


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

2.0) 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

2.1) A meeting will be considered a quorum provided that all the following hold:

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

4.0) 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.

5.0) 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, these associate members will constitute not more than 20% of the society.

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

5.2) Honorary membership can be bestowed on anyone by a meeting of the society.

6.0) The purpose of the Committee is to administer the Society.

6.1) The Committee will be responsible to the membership.

6.2) The Committee will be authorised to administer unforeseen expenses up to a value of 50

6.3) Additional posts can be created on a temporary basis by the Committee. Such posts will have whatever duties the Committee determines at that time and shall be in no way inferior to the posts as defined in the constitution.

6.4) All posts will be held for a period not longer than one year without re-election.

6.5) Committee members consent to their contact details, within Oxford, being circulated in the society as required

6.6) The responsible member of the committee will determine guidelines for behaviour for each event of the society.

7.0) The Committee posts are as follows:

7.1) President. The duties of the President are:

7.2) Secretary. The duties of the secretary are: 7.3) Treasurer, the duties of the Treasurer are: 7.4) The above three posts have to be held by three different people and are the executive posts.

7.5) Archivist. The duties of the archivist shall be:

7.6) Campaign Organiser. The responsibilities of the Campaign Organiser are: c) The post of Campaign Organiser can be held by two people simultaneously, each responsible for different games. 7.7) FLRP Organiser. The responsibilities of the FLRP Organiser are: 7.8) Nightflyer Editor. The duties of the Nightflyer editor are: 7.9) Social Secretary, the duties of the Social Secretary are: 7.10) Additionally it shall be the responsibility of every member of the committee: 8.0) The cost of printing copies of Nightflyer will be paid for by the Society.

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

9.1) The FLRP organiser may choose 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.

10.0) 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.

10.1) The Society game will be open to all members of the Society.

10.2) 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.

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

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

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

12.0) Anticipated expenditure includes: Fresher's Fair, Fresher's Drinks, Termcard and any expenditure covered by 12.1 below.

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

12.2) 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.

13.0) 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.

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

13.2) All meetings of the society have to be in full term.

13.3) 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.

13.4) 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.

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

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

14.0) 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.

14.1) 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.

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

14.3) 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.

14.4) 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.

14.5) 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.

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

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

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

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

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

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

14.12) 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.

14.13) If no candidate is elected to the post, then 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.

14.14) 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).

14.15) 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).

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

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

15.0) The suspension and expulsion committee may suspend a society member for a period not longer than four weeks for a breach of event guidelines. To permanently expel someone from the society they have to have repeatedly breached event guideline and there has to be a vote by the society at an extraordinary general meeting.