THE CODES AND BY-LAWS OF THE OXFORD TOLKIEN SOCIETY (TARUITHORN) (Old version)


1) NAME


  1. The name of the society shall be "The Oxford Tolkien Society (Taruithorn)."

2) AIMS


  1. To promote interest in and celebrate the life and works of the late Professor J.R.R. Tolkien, C.B.E.
  2. The Society's activities shall include:
    1. Lectures and informal talks given either by members of the University or external speakers on subjects relevant to the general aims outlined above.
    2. Discussion meetings on subjects relevant to the general aims outlined above.
    3. Social events which should be relevant to the aims of the Society as outlined above, at least one such per term and at least one banquet a year.

3) AFFILIATION


  1. Provided that at least one Taruithorn member is a member of the Tolkien Society, the Society shall be affiliated to it. If no member is a member of the Tolkien Society then the President and Secretary will be mandated to join and other committee members will be encouraged to join in order to maintain links and affiliation with the Society. Its name may be shortened to "The Smial of Taruithorn" in any contact with this Society.

4) MEMBERSHIP


  1. Full members may only be matriculated members of the University, or a member of any of the institutions listed in the Proctors' Memorandum. Full membership may only be terminated by the unanimous decision of the White Council.
  2. Unofficial members: other interested people not entitled to Full membership may join the Society at the discretion of the White Council, provided that these unofficial members do not constitute more than 20% of the total membership. Unofficial membership may only be terminated by a unanimous decision of the White Council.
  3. Honorary Members (I) Any mortal who has made a significant contribution to the Society, or whom the White Council deem to have merited it may be elected to Honorary Life Membership by the White Council, upon ratification of this decision by the following general meeting. This may only be terminated by the decision of a General Meeting. (II) Any Elf, Wizard or other immortal being who has made a significant contribution to the Society may be elected to Honorary Membership. This shall last until he takes the Great Journey over the Long Straight Road that Leads into the Utmost West, is killed or the Society disbands, whichever happens first. It may be terminated only by the decision of a General Meeting.
  4. Titles for Members. Any member who has contributed works of supererogation to the Society and is therefore considered worthy by the White Council, and upon ratification of this decision by the following general meeting, may by vote thereof be elected to any of the following posts: hero/heroine, superhero/superheroine, demigod/demigoddess, maia, vala/valie, creator/creatrix, provided that he has held the rank immediately inferior, but two or more may be proposed at any AGM or EGM.

5) SUBSCRIPTION


  1. All except Honorary Members shall pay subscriptions at a rate to be decided by the White Council. A charge for non-members attending the meetings may be set by the White Council.

6) THE WHITE COUNCIL


  1. The White Council may also be referred to as the committee

7) OFFICERS OF THE SOCIETY


  1. The President:
    1. Is encouraged to take on a title of office more in keeping with the works of JRRT.
    2. Must be a resident matriculated member of the University.
    3. Shall be elected by the Society at the AGM.
    4. Shall act as head of the Society.
    5. Shall chair meetings of the White Council.
    6. Shall be responsible for contacting guest speakers and acting as hosts for their visits.
    7. Shall be responsible for designating administrative duties to the other White Council members and outlining the general nature of the letters distributed by the Society.
    8. Shall be responsible for co-ordinating communications with the Tolkien Society and any other bodies, societies and people outside Oxford.
  2. The Secretary:
    1. Is encouraged to take on a title of office more in keeping with the works of JRRT.
    2. Must be a resident matriculated member of the University.
    3. Shall be elected by the Society at the AGM.
    4. Shall chair White Council meetings in the absence of the President.
    5. Shall be responsible for the compilation of circulated letters subject to the President's general outline and subsequent approval, and for the overall arrangement of speaker meetings and dinners.
    6. Shall keep a proper record of all White Council meetings and Society activities, which shall be preserved in the minute book.
    7. Shall be responsible for the communication of necessary information to White Council members.
    8. Shall be responsible for co-ordinating communication with other bodies, societies and people within Oxford including the Proctors and the Senior Member.
  3. The Treasurer:
    1. Is encouraged to take on a title of office more in keeping with the works of JRRT.
    2. Must be a resident matriculated member of the University.
    3. Shall be elected by the Society at the AGM.
    4. Shall keep a proper record of the Society's financial transactions. It is suggested that, in conjunction with the President, he should plan a rough budget for the following year when he shall take up office and a more detailed budget for the beginning of each term.
    5. Shall keep an up to date list of all Society members. This must include a record of the ranks achieved by Society members on the Hero scale.
  4. The Publicity Officer:
    1. Is encouraged to take on a title of office more in keeping with the works of JRRT.
    2. Shall be a member of the Society.
    3. Shall be elected by the Society at the AGM.
    4. Shall be responsible for publicity for Society meetings, including the production of posters and the placing of notices in Daily Information.
    5. Shall assist the Secretary in the compilation and circulation of letters to members.
  5. The Wrexham Liaison Officer:
    1. Shall if he insists liaise with another town or not at all.
    2. May be a member of the Society.
    3. May be elected by the Society at the AGM.
    4. Shall be responsible for keeping open friendly channels of communication with the market town of Wrexham, Clwyd. pop. 40,000.
    5. Shall assist the Secretary in handling any correspondence between Wrexham and Taruithorn, shall monitor events in Wrexham lest these prejudice the aims and interests of the Society, and shall work for greater harmony and co-operation between Taruithorn and all small provincial towns in North Wales.
  6. Taruithorn International Liaison Officer:
    1. Shall be a member of the Society.
    2. Shall be elected by the Society at the AGM.
    3. Shall be responsible for liaising and maintaining contacts with Taruithorn International members. This shall include writing termly newsletters (to be viewed by the President before distribution), sending issues of Miruvor and termcards to Taruithorn International members and keeping an accurate record of finances.
  7. The Magazine Editor:
    1. Shall be a member of the Society.
    2. Shall be elected by the Society at the AGM.
    3. Shall be responsible for gathering material for publication.
    4. Shall be responsible for the layout, production and distribution of the magazine.
    5. Shall be responsible for providing the Bodleian Library, the Secretary of the Tolkien Society and other institutions and people approved by the White Council, with copies of the magazine.
  8. The Senior Member:
    1. Is encouraged to take on a title more in keeping with the works of JRRT.
    2. Shall be a resident member of Congregation and be elected by the White Council on the resignation of the current Senior Member.
    3. Shall be an ex officio member of the White Council, be aware of the Society's activities and has the power to inspect the Society's accounts at any time should he so desire.
  9. The IT Officer:
    1. Shall be known as the palantir officer.
    2. Must be a resident matriculated member of the University.
    3. Shall be a member of the Society.
    4. Shall be elected by the Soceity at the AGM.
    5. Shall be responsible for the maintainance and updating of the Taruithorn website.
    6. Shall be responsible for maintaining the taruith, taruith-announce, taruith-committee and fresher's email lists, making adjustments with the wishes of members of the Society, except that members shall only be added to the taruith-committee list with the prior approval of the White Council
  10. The Lembas Representative:
    1. Shall be a member of the Society.
    2. Shall be elected by the Society at the AGM.
    3. Shall be responsible for bringing refreshments and nourishing foodstuffs to Society meetings.
    4. Shall be mandated by the President to buy foodstuffs for the Society within a pre-arranged budget to be agreed in committee meetings, or other conversations, or email exchanges, containing the input, or acquiescence of, at least three members of the committee, including the President and Lembas rep.
  11. There shall be one further post which may be held in conjunction with any of the above committee positions.

8) THE SOCIETY MAGAZINE


  1. The name of the magazine shall be "Miruvor".
  2. It shall be the publication of the Society.
  3. It shall exist to:
    1. Cover all aspects of those subjects relevant to the Society's aims, at all levels of scholarship.
    2. Cover the activities of the Society.
    3. Act as a forum for the views of the members of the Society.
    4. Contain items relevant to the term's events, providing background material as appropriate.
  4. It shall be published on a termly basis, subject to the availability of suitable material.
  5. The magazine shall be distributed free to all members.
  6. It shall be written predominantly in English.
  7. It shall be presented to the President before it is printed for their approval. The White Council have the right to veto all or part of any article or other item appearing in the magazine.
  8. It shall not publish any article that might in any way be contrary to English law.
  9. Copyright shall, in all cases, rest with the contributors.
  10. Views published in the magazine are not necessarily those of the Editor or the White Council.

9) MEETINGS OF THE WHITE COUNCIL


  1. Must be held at least once a century.
  2. The President or any two committee members may call a meeting by notifying the President, who shall arrange a time and venue within 7 term days of this request. 48 hours notice of meetings must be given to members of the White Council.
  3. White Council meetings are chaired by the President or by the Secretary in his absence or by the Treasurer in the absence of both.
  4. The agenda is to be drawn up by the President.
  5. No committee member, whoever they are and whatever their sword is called, may wear armour or carry any weapon into a meeting of the White Council. Staves may be permitted provided that they are only props for age. An exception may also be made in the case of broken swords.
  6. The decision of the White Council shall be by Majority vote of all voting members. In the event of a tie, the chairman shall have a casting vote (in addition to his regular vote) which must be in favour of the status quo where this is applicable.
  7. The White Council may co-opt additional members at its discretion, but such co-opted members shall not be entitled to vote at meetings. The period of office of a co-opted member shall extend until the next AGM or may otherwise be terminated at the discretion of the White Council.
  8. The previous year's President automatically becomes a non-voting member of the White Council.
  9. If a committee member is unable to attend a meeting, apologies should be sent to the Secretary before the meeting takes place, detailing reasons for absence. Committee members should make every effort to attend, though all the hosts of Mordor (and/or Gondor) should lie between them.
  10. Any action undertaken on behalf of the Society or that could affect the reputation, atmosphere or general running of the Society must not be undertaken without the approval of the White Council, or if circumstances prevent this, the President.
  11. It is to be noted that the following actions may be taken by the White Council:
    1. A vote of no confidence.
    2. A vote of censure which may be proposed by the President or any two other members of the White Council.

10) GENERAL MEETINGS


  1. The Society shall hold an Annual General Meeting in the Hilary Term, at which elections for all committee posts will take place.
  2. At their discretion, the President or the Senior Member may call an Extraordinary General Meeting. If a petition carrying the signatures of at least 15 full and/or unofficial members or 20% of the membership (whichever is smaller) is handed to the President, then he shall be required to call an Extraordinary General Meeting within seven term days.
  3. Only fully paid up members of the Society who will be resident in Oxford for the forthcoming Academic Year may be nominated for office.
  4. Elections of officers at the AGM shall be by a system proposed by the returning officer and agreed upon by the White Council at the first committee meeting of Hilary Term, or at a subsequent meeting at least one week in advance of the election.
  5. The returning officer shall inform all full and unofficial members of the society of the elections and of their right to receive a postal ballot from him. He shall supervise the distribution of postal ballot papers to all who give him reasonable notice. Written requests received less than 24 hours before the meeting or requests via a third party at any time must be rejected if it is impossible for him to fulfil them. Postal ballot papers must be received before the AGM is called to order.
  6. The term of office for officers shall run from the start of Trinity Term to the end of the following Hilary Term. At the time of their election, all new Officers of the Society shall be made aware of the responsibilities of their posts under the Constitution and shall also be given a copy of their job description therein. From the AGM to the end of term people elected to the committee shall be non-voting members of the old committee.
  7. In the event of an elected post being unfilled at an AGM, the old White Council should make a suitable appointment.
  8. Any general meeting (AGM or EGM) that is quorate (contains either 15 people, or 20% of the total membership, whichever is smaller) has the power to act as the White Council and may override any decision of the White Council.
  9. Should a committee post fall vacant during the course of a year, through resignation, the Nirnaeth Arnoediad etc. the present White Council should elect a new officer, or they may choose to follow clause 10 below:
  10. (enabling clause) Should a post fall vacant during the course of a year the White Council may, at its discretion, choose to allow an EGM of the Society to elect a successor. A returning officer should be appointed who should follow the normal election procedure. If the position is already vacant an acting officer may be appointed during the interregnum before the election.

11) SILLY BIT


  1. Ugluk u bagronk sha pushdug Saruman-glob bubhosh-skai.
  2. Never before has any voice dared to utter words of that tongue in Taruithorn.
  3. And let us hope that none will ever speak it here again.
  4. Well couldn't think of any decent mushroom jokes could I?
  5. Lobelia should always be left the washing-up.

12) THE CONSTITUTION


  1. The Society and the White Council shall at all times follow the directions of the constitution which should be available to all members on request. Any member who believes that the Society is acting against the constitution may appeal directly to the President or Senior Member. Should the White Council feel that the constitution is unhelpful on some point they may override it temporarily. This may only be done by the unanimous decision of the White Council, and all members must be informed of the decision. A constitutional amendment must be discussed at the next General Meeting.
  2. Should the constitution give no clear directive on a particular point, the White Council should make the relevant decision and should consider whether a constitutional amendment is required.
  3. Amendments to the constitution may be proposed by a full or unofficial member. They shall be submitted to the President at least 24 hours before for presentation at the next General Meeting, and these must be forwarded promptly to the taruith-announce mailling list, unless they are contrary to the rules and regulations for clubs and societies as laid down by the Proctors' Memorandum.
  4. The Society will at all times follow the rules and regulations for clubs and societies as set out in the Proctors' Memorandum.
  5. Non-constitutional motions can be proposed by any member of the Society.
  6. The Society shall at all times abide by the principles of free speech. In view of this, members are asked not to hiss or boo speakers unless they mention the Cambridge Tolkien Society.
  7. Edward Robinson shall be accorded the title of Arch Lord of Appeal in Ordinary, with all the powers that come with this position, but with no right to exercise any of them without the unanimous decision of the AGM.
  8. It should be understood that where the term "he" is used in this constitution it is interchangeable with "she". Similarly, "man" is interchangeable with "elf", "dwarf", "ent", "hobbit", "wizard", "maia", "vala", "goblin", "orc", "troll", "dragon", "balrog", "werewolf", "vampire", "giant" or any other sentient being.