The Constitution of Unigames
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1 Name
1. The name of the club shall be: Unigames
2 Definitions
1. Guild - the Guild of Undergraduates of the University of
Western Australia
2. University - The University of Western Australia
3. traditional games - games including, but are not necessarily
limited to: pen and paper roleplaying games, live action
roleplaying (LARP) games, wargames, choose your own adventure
books, card games, and board games, but specifically excluding
video games.
4. Library - the Unigames collection of books, magazines, dice,
boardgames, cards, figurines and other resources for
traditional games, (whether literal books or not)
5. the club - Unigames.
6. the society - Unigames
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7. Fresher - First time member to the Unigames, (regardless of
how many years they have been at university)
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3 Objectives <sec:Objectives>
1. To encourage and facilitate the playing, design and production
of traditional games in all their forms within University and
more widely amongst the community.
+-- 3 lines: 2. To remain affiliated to the Societies Council of the Guild-----
3. To encourage and facilitate all forms of literature dealing
with the topics of traditional games.
4. To encourage and facilitate the convening of conventions at
which the promotion of traditional games is a part.
5. To produce and distribute any number of club publications
promoting the activities of the club.
6. To maintain a Society Library which contains material
beneficial to the Objectives of the club as detailed above.
7. To encourage and facilitate the holding of events and
functions beneficial to Objectives of the club as detailed
above.
8. To encourage and promote cooperation between the club and
other societies and community-based organizations
representative of the club's interests
9. To ensure that the Society shall not by way of gift; transmit
any moneys, grants or property to any person except as detailed
in Section [enu:Dissolution].
4 Membership of Unigames
1. Ordinary Unigames membership shall be confined to:
(a) Members of the Guild
(b) Associates of the Guild
(c) Honorary life associates of the Guild
(d) Members of the University Senate
(e) Members of the University Staff
(f) Honorary life members of Unigames
(g) Students of the University
(h) Past Ordinary Members of Unigames
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2. Associate Unigames membership shall be made available to
(a) Past members of Unigames
(b) Past members of the Guild
(c) Members of the general public
3. No form of membership shall be made available to members who
have been expelled. As detailed: in [sec:Expulsion-of-members]-[sub:Expelled no membership]
.
4. Honorary life membership may be conferred by a two-thirds
majority of a General Meeting upon any member who has performed
outstanding service to Unigames.
5. The annual subscription for members shall, from time-to time,
be set by the committee of Unigames, as bound by the
restrictions set by the Guild.
6. Financial memberships: a member ordinary or otherwise who has
paid their membership for this academic year, with the
exception of honorary life members.
7. Financial memberships shall expire on the first day of
semester of the subsequent academic year.
8. Members other than ordinary members shall have all the rights
and privileges of ordinary members, but shall not:
(a) Be voting members of Unigames
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(b) Nominate candidates for the offices and committee of
Unigames
(c) Become or remain office bearers of Unigames
5 General Meetings
1. Unigames shall hold its Annual General Meeting during the
first four weeks of each academic year
2. There shall be at least one ordinary General Meeting of
Unigames in each academic semester. The includes the Annual
General Meeting.
3. The Committee may, at any time, call a Special General Meeting
of Unigames
4. The Secretary shall forthwith call a Special General Meeting
upon receiving a written requisition from at least 5 financial
ordinary members of Unigames, and such meeting shall be held
not later than 14 days immediately following receipt of such
requisition. If the secretary fails to call the meeting within
that time, any of the signatories of the requisition may do so.
Any business set out in the requisition shall have priority
over all other business.
5. The secretary shall cause written notice of any General
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Meeting together with the agenda therefore to be posted on
Guild notice boards, the Unigames notice boards, or in Unigames
or Guild publications at least seven days before the the date
appointed for that meeting.
6. No General Meeting may be held while a Guild General Meeting
is in progress, provided that this shall not apply where the
written notice of the meeting was given before the written
notice of the Guild General Meeting. Any such meeting being
conducted in contravention thereof shall disband immediately on
the order of a disciplinary officer of the Guild
7. The quorum of General Meeting shall consist of a 15 ordinary
members
8. All General Meetings of Unigames shall be conducted in
accordance with the procedures in the Standing Rules and Orders
of the Guild Council
9. With exception to any powers expressly granted to the General
Meeting elsewhere in this document, or granted in the Guild
Statute, the General Meeting shall have no powers.
6 Annual General Meetings of Unigames<sec:Annual-General-Meetings>
1. Before the Annual General Meeting, the secretary shall call
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for nominations for the offices and Committee of Unigames, and
shall include the same in the notice of the Annual General
Meeting. Nominations shall close at that meeting.
2. Unigames may, at the Annual General Meeting, elect a patron
who, if they indicate their willingness to so, shall hold
office until the succeeding Annual General Meeting.
3. The executive office bearers of Unigames shall be elected by
the financial ordinary members of Unigames at the Annual
General Meeting and
(a) <Office bearers>Shall consist of President, Vice President,
Treasurer, Secretary, Librarian.
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(b) Only financial ordinary members of Unigames who are members
of the Guild shall be eligible as executive office bearers
(c) The election shall be conducted by optional preferential
ballot for each office in the order shown in section [Office bearers]
(d) The executive office bearers powers and duties are defined
in section [sec: duties]
4. Additional committee members of of Unigames shall be elected
by the financial ordinary members of Unigames at the Annual
General Meeting and
(a) <Additional commitee members>Shall consist of Fresher
Representative, and 3 ordinary committee members
(b) Only first time members of the club shall be eligible to be
nominated for the position of Fresher Representative.
(c) The election shall be conducted by optional preferential
ballot for each office in the order shown in section [Additional commitee members]
(d) The Fresher Representatives duties are primarily social and
are defined in section [sec: duties]
5. By executive decision of the current president: the immediate
past president may be added as a nonvoting advisory member of
committee.
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7 The Committee
1. The executive office bearers, (President, Vice President,
Treasurer, Secretary, Librarian) together with the Fresher
Representative, and ordinary committee members shall be known
as the committee members.
2. After the Committee has been elected it shall forthwith
proceed to appoint from amongst its members a delegate to any
subsidiary Guild council to which Unigames is affiliated
3. The committee members shall remain in office until the next
Annual General Meeting or until they lose the confidence of a
General Meeting, in which their position is declared vacant
(see [enu: Removing committee members]
4. <enu: Removing committee members> By two thirds majority vote
the General Meeting may remove any member of committee, from
committee. They must then elect a member to that role,
following the rules laid out in Section [sec:Annual-General-Meetings]
.
5. <sub: OB resign>If an executive office bearer resigns or
ceases to hold office for any reason the remaining members of
the Committee shall forthwith fill the vacancy so created by
appointing thereto a member of the Committee, but such an
appointment shall be subject to review at the next General
Meeting
6. If an ordinary committee member or fresher representative
resigns or ceases to hold office for any reason, or is
appointed an office bearer under section [sub: OB resign]
above, then the vacancy shall be filled by appointment from the
ordinary financial membership by the committee, subject to
review at the next General Meeting
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8 Committee Meetings
1. The Committee shall meet as such times and places as the
President, in consultation with the other committee members
shall determine.
2. The Secretary or President shall cause all members of the
Committee to receive three days notice of any such meeting
including a list of the business to be discussed. This list may
be expanded upon during the meeting.
3. The Secretary shall forthwith call a Special Committee Meeting
upon receiving a written requisition from at least two
Committee members: and any such Special Meeting shall be held
not later than seven days immediately following the receipt of
such requisition. If the Secretary fails to call the meeting
within that time, any one of the members signing the
requisition may do so. Any business set out in the requisition
shall have priority over all other business
4. The quorum of the Committee shall be four, of who at least two
shall be executive office bearers
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5. All meetings of the Committee shall be conducted in accordance
with the procedures prescribed in the Standing Rules and Orders
of the Guild Council
6. Subject to this Constitution, the Committee shall be
responsible to the club in General Meeting for giving effect to
the objects of the club as set down in section [sec:Objectives]
and elsewhere in this Constitution and for carrying on its
everyday business and without prejudice to the generality of
the foregoing, the committee shall have the power to
(a) Acquire and dispose of property; to dispose of monies; to
open banking accounts; and to enter into contracts. Unless
acting under a special enabling resolution of a General
Meeting, however, the Committee shall not borrow money or
incur debts or liabilities on behalf of or in the name of
Unigames to a greater amount than five dollars for each and
every existing financial member of the club
(b) Make regulations for the orderly and proper management of
the affairs of Unigames, but so that no regulations is
inconsistent or repugnant to this Constitution
(c) To make, alter, or repeal by-laws, and to impose fines for
the breach thereof. All by-laws and any alteration or
amendment thereof shall be subject to ratification by
Societies Council and Guild Council before coming into force.
9 Duties <sec: duties>
1. The President shall have the following duties, in addition to
those elsewhere in the Constitution and in by-laws and
regulations: <sub:Pres Duties>
(a) To coordinate and supervise the work of the committee
subject to the authority of the Unigames General Meeting
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(b) To generally carry out the policy of Unigames
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(c) To chair Committee and General Meetings of Unigames
(d) When immediate action is required in any matter immediately
affecting the interests of the society, take such actions as
required upon seeking the advice and agreement of another
member of the Committee. Any actions taken as such, shall be
subject to review at the next committee meeting.
2. The Vice President shall have the following duties, in
addition to those elsewhere in the Constitution and in by-laws
and regulations:
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(a) Assisting the President wherever possible.
(b) When-ever the President is unavailable, to take on the
duties and powers of the President as detailed in [sub:Pres Duties]
3. The Treasurer shall have the following duties, in addition to
those elsewhere in the Constitution and in any by-laws and
regulations:
(a) To keep proper books of account dealing with the property
and finances of Unigames and to furnish the Committee with
such accounts and information relating to the finances and
property of Unigames as the Committee from time-to-time
requires
(b) To arrange and be responsible for the handling of the petty
cash and to render and account to each Committee member of
all petty cash
(c) To prepare a financial statement detailing income and
expenses during their term of office, for presentation at the
Annual General Meeting
(d) To produce and deliver all necessary books, vouchers and
other documents to the persons appointed by the Guild Finance
committee for the purpose of conducting and audit, insofar as
such persons require
(e) To produce and deliver all necessary books, receipts and
other documents to the persons appointed by the Guild for the
purpose of obtaining grants, insofar as such persons require
4. The Secretary shall have the following duties, in addition to
those elsewhere in the constitution and in any by-laws and
regulations:
(a) To record all proceedings of Unigames in the minute book
which the Secretary shall cause to provided for that purpose
(b) To provide the Guild with information about Unigames that
it requests
(c) To keep record of all club members, and their contact
information
(d) To keep record of any members granted special powers,
right, or responsibilities by committee
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(e) To keep record of any laws, policies or regulations passed
by committee with regards to the the day to day running of
the club.
5. The Librarian shall have the following duties, in addition to
those elsewhere in the Constitution and in any by-laws and
regulations:
(a) To maintain the library
(b) To maintain the catalog and the borrowers records
(c) To research opportunities to expand the library in order
with the desires of the club members.
(d) To enforce regulations regarding the library as set by
Unigames in General Meeting or by Committee
6. The Fresher Representative shall have the following duties, in
addition to those elsewhere in the constitution and in any
by-laws and regulations:
(a) To look out for the needs, and rights of the Freshers
(b) To be aware of, and acquainted with all Freshers of the
club
(c) To be involved, insofar as is possible, in any Fresher
targeted activity the club may run, (such as for example the “
Fresher Campaign”)
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10 Deposits and Withdrawals of Monies
1. All monies due and payable to Unigames shall be received by
the Treasurer who shall lodge them without undue delay in the
Unigames Banking Account for the credit of Unigames
2. The President, Vice President, Treasurer, Secretary and
Librarian (any two to sign) shall be empowered to jointly sign
cheques or forms of authority for the withdrawal of any money
standing to credit of the Club in the Unigames Banking Account
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11 Payments<sec:Payments>
1. <sub:The-treasurer may authorise petty payments>By the vote of
the Committee at the beginning of its term, the treasurer shall
be authorized to make payments of up to an amount decided that
year for the purchase of consumables, such as stationery, food
and cleaning products. These payments are subject to review by
Committee..
2. With exception to [sec:Payments]-[sub:The-treasurer may authorise petty payments]
. No payments shall be made on behalf or in the name of
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Unigames unless it has been authorized by the Committee.
12 Major Obligations to the Guild
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1. Unigames shall comply with the regulations of the Guild, the
rules of Societies Council, and all other provisions enrolled
upon the Guild Statutes Book, and the offices and the members
shall be jointly and severally responsible for such compliance,
and shall be deemed liable in the event on non-compliance
therewith
13 Suspension of members<sec:Suspension-of-members>
1. Failure to return, in good order, resources of the Library
may, at the decision of the Librarian, result in immediate
suspension from the club.
(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension
2. Failure to pay any fines, levies or debts owed to the Society,
may at the decision of the Treasurer, result in immediate
suspension from the club. A member as such suspended shall
remain suspended until the next committee meeting. During which
committee will discuss the issue and resolve sanctions.
(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension
3. The President or Vice President, may immediately suspend any
member of the club for any reason the librarian or treasurer
may, and also for reasons for the preserving the security
and/or safety of the club or its members. A member as such
suspended shall remain suspended until the next committee
meeting. During which committee will discuss the issue and
resolve sanctions.
(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension
4. The Committee has the ability, by majority vote, suspend any
member, if they believe it in the best interests of the club.
Such expulsions shall be reviewed at the next general meeting
of the club.
5. While suspended the member shall be unable to exercise any
right as a member including, but not limited Library usage, and
and club room access.
6. The Committee may discontinue suspension and restore a member
to normal standing by a majority vote.
7. <enu:CM suspend>If for any reason a Committee member is
suspended a General Meeting must be held within two weeks to
resolve the situation.
(a) While suspended, a Committee member may not vote.
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(b) While one or more executive office bearers are suspended,
any decisions made by committee shall be subject to review at
the next committee meeting once this situation is resolved.
14 Expulsion of members<sec:Expulsion-of-members>
1. The General Meeting may be two thirds majority vote expel any
member or associate.
2. The Committee may by two thirds majority vote expel any member
or associate, with the exception of an honorary life member or
a member who is on Committee, but such expulsion shall be
subject to review at the next General Meeting
(a) The Committee may instead suspend indefinitely a honorary
life member until the next General Meeting, where they may be
expelled by two thirds majority majority vote.
(b) The Committee may instead suspend member who is on
committee until the next General Meeting (which by Section [sec:Suspension-of-members]
-[enu:CM suspend] must be held with in two weeks), where they
may be expelled by a two thirds majority majority vote.
3. <sub:Expelled no membership>Once expelled a member remains
expelled and barred from all membership for all time, unless
their expulsion is repealed by a two thirds majority vote of a
General Meeting
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15 Availability of Constitution
1. The Committee shall make available on request to all ordinary
members copies of this Constitution for less than one dollar
per copy.
16 Interpretation of Constitution
1. Subject to provisions enrolled on the Guild Statutes book and
to any resolution passed by the Guild Council , Societies
Council or any sub-councils there of, with which the club is
affiliated with, the President shall have the power to
interpret the meaning of any of the provisions contained in
this constitution, but the determining decision shall rest with
the Society in General Meeting.
17 Alteration of Constitution
1. To amend this Constitution, the following steps must be taken:
(a) Any two financial ordinary members of Unigames may not less
than four days before the day appointed for the next General
Meeting submit to the Secretary a notice of motion by them
proposing an alteration to the Constitution
(b) The motion may then be considered by Unigames at it next
General Meeting and amendments which are relevant to the
subject matter thereof may be moved without notice
(c) The motion or any amendment thereto shall not be deemed
adopted unless it receives a two-thirds majority of the
members present.
(d) The motion as adopted with any amendments shall come into
force upon receiving the approval of Societies Council
18 Library
1. The Library is Unigames' primary asset and as such:
(a) Activities detrimental to the Library's contents or use are
not permitted
(b) It is one of the main duties of Unigames and the Committee
to maintain the Library and expand it
(c) A reasonable portion of Unigames' annual income should be
expended on improving the library and attendant materials.
(d) The Library shall be available to all members except as
determined by Unigames regulations or by-laws
19 Dissolution<enu:Dissolution>
1. In the event of Unigames' disaffiliation to the Societies
Council and cessation of activity, resources of Unigames,
including the Library, shall be given into the holding of the
University Science Fiction Association (UniSFA).
(a) This is given with the understanding that upon the
formation of a club of similar spirit and objectives (see [sec:Objectives]
) to Unigames , as judged by the University Science Fiction
Association (UniSFA), comes into being. That These resources
shall be passed on to them.
2. In the event of University Science Fiction Association
(UniSFA), no longer existing at the time of Unigames
Dissolution, resources of Unigames, including the Library,
shall be given into the holding of the Societies Council of the
Guild.
(a) This is given with the understanding that upon the
formation of a club of similar spirit and objectives (see [sec:Objectives]
) to Unigames, as judged by the Societies Council of the
Guild, comes into being. That these resources shall be passed
on to them.
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Adopted by General Meeting on 12 April 2011
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As witnessed by:
President: Jacob Collins
Vice President: Lyndon White (Frames)
Treasurer: Jon Van Buren
Secretary: Roland Kerr
Librarian: Leonard Goulds
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The Constitution of Unigames
PROPOSED REVISION
Version 2.11
1 Name
1. The name of the Society shall be: Unigames.
2 Definitions
1. Guild - the Guild of Undergraduates of the University of
Western Australia.
2. University - The University of Western Australia.
3. traditional games - games including, but are not necessarily
limited to: pen and paper roleplaying games, live action
roleplaying (LARP) games, wargames, choose your own adventure
books, card games, and board games, but specifically excluding
video games.
4. Library - Unigames' collection of books, magazines, dice,
boardgames, cards, figurines and other resources for
traditional games, (whether literal books or not).
5. the Society - Unigames.
6. Fresher - First time member to Unigames, regardless of how
many years they have been at university.
7. Regulation - a rule, passed by committee, with ongoing
consequences to the Society. (For example a Regulation may be
made that allows certain members to keep the clubroom open.)
3 Objectives <sec:Objectives>
1. To encourage and facilitate the playing, design and production
of traditional games in all their forms within University and
more widely amongst the community.
+-- 3 lines: 2. To remain affiliated to the Societies Council of the Guild-----
3. To encourage and facilitate all forms of literature dealing
with the topics of traditional games.
4. To encourage and facilitate the convening of conventions at
which the promotion of traditional games is a part.
5. To produce and distribute any number of Society publications
promoting the activities of the Society.
6. To maintain a Society Library which contains material
beneficial to the Objectives of the Society as detailed above.
7. To encourage and facilitate the holding of events and
functions beneficial to Objectives of the Society as detailed
above.
8. To encourage and promote cooperation between the Society and
other societies and community-based organizations
representative of the Society's interests.
9. To ensure that the Society shall not by way of gift; transmit
any moneys, grants or property to any person except as detailed
in [sec:Dissolution].
4 Membership of Unigames
1. Unigames membership is targeted at, but not restricted to:
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(a) Students of the University
(b) Members of the Guild
(c) Past members of Unigames (Ordinary, Associate or
otherwise).
2. Membership shall not be made available to members who have
been expelled. As detailed in [sec:Expulsion-of-members]-[sub:Expelled no membership]
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.
3. Honorary life membership may be conferred by a two-thirds
majority of a General Meeting upon any member, who has
performed outstanding service to Unigames.
4. The annual subscription for members shall, from time to time,
be set by the committee of Unigames, as bound by the
restrictions set by the Guild.
5. A financial member is a member
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(a) who has paid their annual subscription for this year,
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(b) or who is an honorary life member.
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6. Financial memberships, expires 1 day prior to the holding of
the Annual General Meeting in the subsequent year from its
payment (see [sec:Annual-General-Meetings]).
(a) with exception to honorary life members, who's financial
membership never expires.
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5 General Meetings
1. There shall be at least one Ordinary General Meeting of
Unigames in each academic semester. This includes the Annual
General Meeting (see [sec:Annual-General-Meetings]).
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2. The Committee may, at any time, call a Special General Meeting
of Unigames.
3. The Secretary shall forthwith call a Special General Meeting
upon receiving a written requisition from at least 5 financial
members of Unigames.
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(a) Such meeting shall be held not later than 14 days
immediately following receipt of such requisition.
i. If the secretary fails to call the meeting within that
time, any of the signatories of the requisition may do so.
(b) Any business set out in the requisition shall have priority
over all other business.
4. The Secretary shall cause written notice of any General
Meeting together with the agenda therefore to be posted on
Guild or Unigames notice boards, or in Unigames or Guild
publications at least seven days before the the date appointed
for that meeting.
5. No General Meeting may be held while a Guild General Meeting
is in progress, provided that this shall not apply where the
written notice of the meeting was given before the written
notice of the Guild General Meeting. Any such meeting being
conducted in contravention thereof shall disband immediately on
the order of a disciplinary officer of the Guild.
6. The quorum of General Meeting shall consist of 15 financial
members.
7. All General Meetings of Unigames shall be conducted in
accordance with the procedures in the Standing Rules and Orders
of the Guild Council.
8. The General Meeting shall only have the powers that are
expressly granted to it by this Constitution (or as overridden
by [sec:Major-Obligations-to]).
6 Annual General Meetings of Unigames<sec:Annual-General-Meetings>
1. Unigames shall hold its Annual General Meeting during the
first four weeks of each academic year.
2. Unigames may, at the Annual General Meeting, select a patron
who, willing to do so, shall hold office until the succeeding
Annual General Meeting.
3. Before the Annual General Meeting, the Secretary shall call
for nominations for the offices and Committee of Unigames, and
shall include the same in the notice of the Annual General
Meeting. Nominations shall close at that meeting.
4. The election of the offices and Committee of Unigames shall be
conducted:
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(a) by optional preferential ballot for each office
(b) in the order of: President, Vice President, Treasurer,
Secretary, Librarian, Fresher Representative, 3 Ordinary
Committee Members.
(c) Only financial members of Unigames may nominate, vote, or
be nominated.
5. The executive office bearers of Unigames:
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(a) <Office bearers>Shall consist of President, Vice President,
Treasurer, Secretary, Librarian.
(b) Only Guild Members shall be eligible to be executive office
bearers.
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(c) The executive office bearers powers and duties are defined
in [sec: duties].
6. Additional committee members:
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(a) <Additional commitee members>shall consist of Fresher
Representative, and 3 Ordinary Committee Members.
(b) Only Freshers shall be eligible for the position of Fresher
Representative.
(c) The Fresher Representatives duties are primarily social and
are defined in [sec: duties]. This should be reminded to the
general meeting prior to the election.
7. By executive decision of the new president: the immediate past
president, if he has not been elected to a committee position,
may be added as a nonvoting, advisory member of committee.<enu:IPP>
7 The Committee
1. The executive office bearers, (President, Vice President,
Treasurer, Secretary, Librarian) together with the Fresher
Representative, and ordinary committee members shall be known
as the committee members.
2. After the Committee has been elected it shall forthwith
proceed to appoint from amongst its members a delegate to any
subsidiary Guild council to which Unigames is affiliated.
3. The committee members shall remain in office until the next
Annual General Meeting or until they lose the confidence of a
General Meeting, in which their position is declared vacant
(see [enu: Removing committee members]).
4. <enu: Removing committee members> By two thirds majority vote
the General Meeting may remove any member of committee, from
committee. They must then elect a member to that role,
following the rules laid out in [sec:Annual-General-Meetings].
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5. <sub: OB resign>If an executive office bearer resigns or
ceases to hold office for any reason then the vacancy shall
either:
(a) be filled by appointment by Committee with a existing
member of the Committee, subject to review at the next
General Meeting
(b) or it may remain vacant and be filled by election (as per
rules in [sec:Annual-General-Meetings]) , at the next General
Meeting, which must be held within the next 2 weeks.
6. <enu: OCM resigns>If an ordinary committee member or Fresher
Representative resigns or ceases to hold office for any reason,
(including appointed an executive office bearer under [sub: OB resign]
above,) then the vacancy shall either:
(a) be filled by appointment by Committee from the financial
membership by the committee, subject to review at the next
General Meeting
(b) or it may remain vacant and be filled by election (as per
rules in [sec:Annual-General-Meetings]), at the next General
Meeting, which must be held within the next 2 weeks.
7. No member of Committee may fill two roles simultaneously. Upon
being a appointed to a second position, they immediately cease
to hold the first (and are subject to the rules given by[sub: OB resign]
and [enu: OCM resigns]).
8 Committee Meetings
1. The Committee shall meet as such times and places as the
President, in consultation with the other committee members
shall determine.
2. The Secretary or President shall cause all members of the
Committee to receive three days notice of any such meeting
including a list of the business to be discussed. This list may
be expanded upon during the meeting.
(a) A meeting may be called without this notice, if 6 or more,
eligible to vote, committee members are present, at least 4
of whom are executive office bearers.
3. The Secretary shall forthwith call a Special Committee
Meeting, upon receiving a written requisition from at least two
Committee members.
(a) Any such Special Meeting shall be held not later than seven
days immediately following the receipt of such requisition.
i. If the Secretary fails to call the meeting within that
time, any one of the members signing the requisition may do
so.
(b) Any business set out in the requisition shall have priority
over all other business
4. The quorum of the Committee shall be four committee members,
of who at least two shall be executive office bearers
(a) to count toward quorum, the committee members must be
eligible to vote (see [enu:IPP], and [enu:CM Suspend No Vote]
)
5. All meetings of the Committee shall be conducted in accordance
with the procedures prescribed in the Standing Rules and Orders
of the Guild Council.
6. Subject to this Constitution, the Committee shall be
responsible for giving effect to the objectives of the Society
(see [sec:Objectives]) and for carrying on its everyday
business.
7. Towards this end, the Committee shall have the power to:
(a) Acquire and dispose of property; to dispose of monies; to
open banking accounts; and to enter into contracts.
i. The Committee shall not borrow money or incur debts or
liabilities on behalf of or in the name of Unigames to a
greater amount than five dollars for each and every
existing financial member of the Society.
(b) Make Regulations for the orderly and proper management of
the affairs of Unigames.
i. So long as no Regulations is inconsistent or repugnant to
this Constitution
(c) Impose fines for the breach of this Consitution, or
Regulations.
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8. These powers are in addition to any other powers given in this
Constitution (in particular, see [sec:Suspension-of-members]
and [sec:Expulsion-of-members]).
9 Duties and Powers <sec: duties>
1. The President shall have the following duties and powers, in
addition to those elsewhere in the Constitution and in any
Regulations: <sub:Pres Duties>
(a) To coordinate and supervise the work of the committee
(b) To carry out the will of Unigames
(c) To chair Committee and General Meetings of Unigames
(d) When immediate action is required in any matter affecting
the interests of the society: <enu:Power Of Exec>
i. To take such actions upon seeking the advice and agreement
of another member of the Committee (preferably the Vice
President).
ii. Any actions taken as such, shall be subject to review at
the next committee meeting.
2. The Vice President shall have the following duties and powers,
in addition to those elsewhere in the Constitution and in any
Regulations:
(a) Assisting the President wherever possible.
(b) Whenever the President is unavailable, to take on the
duties and powers of the President as detailed in [sub:Pres Duties]
3. The Treasurer shall have the following duties, in addition to
those elsewhere in the Constitution and in any Regulations:
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(a) To keep proper books of account dealing with the property
and finances of Unigames and to furnish the Committee with
such information upon request.
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(b) To arrange and be responsible for the handling of the petty
cash.
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(c) To prepare a financial statement detailing income and
expenses during their term of office, for presentation at the
Annual General Meeting.
(d) To produce and deliver all necessary books, vouchers and
other documents to the persons appointed by the Guild for the
purpose of conducting and audit, insofar as such persons
require.
(e) To produce and deliver all necessary books, receipts and
other documents to the persons appointed by the Guild for the
purpose of obtaining grants, insofar as such persons require.
4. The Secretary shall have the following duties, in addition to
those elsewhere in the constitution and in any Regulations:
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(a) To record and distribute all proceedings of Unigames in
meetings.
(b) To provide the Guild with information about Unigames, upon
request.
(c) To keep record of all Society members, and their contact
information.
(d) To keep record of any members granted special powers,
right, or responsibilities by committee (for example
Gatekeepers).
(e) To keep record of any Regulations passed by committee.
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5. The Librarian shall have the following duties, in addition to
those elsewhere in the Constitution and in any Regulations:
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(a) To maintain the library.
(b) To maintain the catalog and the borrowers records.
(c) To research opportunities to expand the library, with
respect to the desires of Society members.
(d) To enforce Regulations regarding the library.
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6. The Fresher Representative shall have the following duties, in
addition to those elsewhere in the constitution and in any
Regulations:
(a) To look out for the needs, and rights of the Freshers.
(b) To be aware of, and acquainted with all Freshers of the
Society, insofar as is possible.
(c) To be involved, insofar as is possible, in any Fresher
targeted activity the Society may run, (such as the “Fresher
Campaign”).
7. Should any of the Committee members be temporarily unable to
fulfill their duties, as defined above, another member of
committee may, at the request of Committee take on some or all
of there duties. (For example if the Secretary has vanished,
the committee may ask the President to announce call a Special
General Meeting).
10 Deposits and Withdrawals of Monies
1. All monies due and payable to Unigames shall be received by
the Treasurer who shall lodge them without undue delay in the
Unigames Banking Account for the credit of Unigames.
2. The President, Vice President, Treasurer, Secretary and
Librarian (any two to sign) shall be empowered to jointly sign
cheques or forms of authority for the withdrawal of any money
standing to credit of the Society in the Unigames Banking
Account.
11 Payments<sec:Payments>
1. <sub:The-treasurer may authorise petty payments>By the vote of
the Committee at the beginning of its term, the treasurer shall
be authorized to make payments of up to an amount decided that
year for the purchase of consumables, such as stationery, food
and cleaning products. These payments are subject to review by
Committee.
2. With exception of this consumable payments ([sub:The-treasurer may authorise petty payments]
), and the executive power of the President ([sub:Pres Duties]
): No payments shall be made on behalf or in the name of
Unigames unless it has been authorized by the Committee.
12 Major Obligations to the Guild<sec:Major-Obligations-to>
1. Unigames shall comply with the rules of Guild and Societies
Council, and all other provisions enrolled upon the Guild
Statutes Book.
(a) the officers and the members shall be jointly and severally
responsible for such compliance, and shall be deemed liable
in the event on non-compliance there with.
2. Such rules, supersede the Regulations of Unigames, and this
Constitution, if and where contradiction occurs.
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13 Suspension of members<sec:Suspension-of-members>
1. Failure to return, or damage to, the resources of the Library
may, at the decision of the Librarian, result in immediate
suspension from the Society.
(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension
2. Failure to pay any fines, levies or debts owed to the Society,
or theft from the Society, may at the decision of the
Treasurer, result in immediate suspension from the Society.
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(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension.
3. The President or Vice President, may immediately suspend any
member of the Society for any reason the Librarian or Treasurer
may, and also for reasons for the preserving the security or
well-being of the Society or its members.
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(a) A member as such suspended shall remain suspended until the
next committee meeting. During which committee will discuss
the issue and resolve sanctions.
(b) A committee meeting must be held with in 14 days of the
suspension.
4. The Committee has the ability, by majority vote, suspend any
member, if they believe it in the best interests of the
Society. Such expulsions shall be reviewed at the next general
meeting of the Society.
5. While suspended the member shall be unable to exercise any
right as a member including, but not limited to Library usage,
and clubroom access.
6. The Committee, or General Meeting, may discontinue suspension
and restore a member to normal standing by a majority vote.
7. <enu:CM suspend>If for any reason a Committee member is
suspended, a General Meeting must be held within two weeks to
resolve the situation.
(a) While suspended, a Committee member may not vote in
committee meetings.<enu:CM Suspend No Vote>
(b) While one or more executive office bearers are suspended,
any decisions made by committee shall be subject to review at
the next committee meeting once this situation is resolved.
14 Expulsion of members<sec:Expulsion-of-members>
1. The General Meeting may be two thirds majority vote expel any
member or associate.
2. The Committee may by two thirds majority vote expel any member
or associate, with the exception of honorary life members and
Committee members, but such expulsion shall be subject to
review at the next General Meeting
(a) The Committee may instead suspend an honorary life member
until the next General Meeting, where they may be expelled by
two thirds majority majority vote.
(b) The Committee may instead suspend committee members until
the next General Meeting (which by [sec:Suspension-of-members]
-[enu:CM suspend] must be held with in two weeks), where they
may be expelled by a two thirds majority majority vote.
3. <sub:Expelled no membership>Once expelled a member remains
expelled and barred from all membership for all time.
(a) Unless their expulsion is repealed by a two thirds majority
vote of a General Meeting
15 Availability of Constitution
1. The Committee shall make available, on member's request,
copies of this Constitution.
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16 Interpretation of Constitution
1. The President shall have the power to interpret the meaning of
any of the provisions contained in this constitution, but the
determining decision shall rest with the Society in General
Meeting.
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17 Alteration of Constitution
1. To amend this Constitution, the following steps must be taken:
(a) Any two financial members of Unigames may not less than
four days before the day appointed for the next General
Meeting submit to the Secretary a notice of motion by them
proposing an alteration to the Constitution.
(b) The motion may then be considered by Unigames at it next
General Meeting and amendments which are relevant to the
subject matter thereof may be moved without notice.
(c) The motion or any amendment thereto shall not be deemed
adopted unless it receives a two-thirds majority of the
members present.
(d) The motion as adopted with any amendments shall come into
force upon receiving the approval of Societies Council.
18 Library
1. The Library is Unigames' primary asset and as such:
(a) Activities detrimental to the Library's contents or use are
not permitted.
(b) It is one of the main duties of Unigames and the Committee
to maintain the Library and expand it.
(c) A reasonable portion of Unigames' annual income should be
expended on improving the library and attendant materials.
(d) The Library shall be available to all members, except as
excluded by this Constitution and Unigames Regulations.
19 Dissolution<sec:Dissolution>
1. In the event of Unigames' disaffiliation to the Societies
Council and cessation of activity, resources of Unigames,
including the Library, shall be given into the holding of the
University Science Fiction Association (UniSFA).
(a) This is given with the understanding that upon the
formation of a club of similar spirit and objectives (see [sec:Objectives]
) to Unigames , as judged by the University Science Fiction
Association (UniSFA), comes into being, that these resources
shall be passed on to them.
2. In the event of University Science Fiction Association
(UniSFA), no longer existing at the time of Unigames'
dissolution, resources of Unigames, including the Library,
shall be given into the holding of the Societies Council of the
Guild.
(a) This is given with the understanding that upon the
formation of a club of similar spirit and objectives (see [sec:Objectives]
) to Unigames, as judged by the Societies Council of the
Guild, comes into being, that these resources shall be passed
on to them.
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Prepared by Lyndon White, with the assistance of Hannah Gifford
(SOC President 2011), and club members. Drawing on surviving
fragments of the original constitution.
Adopted by General Meeting on 12 April 2011
Revisions Adopted by General Meeting on 31 August 2012
As witnessed by:
President: Lyndon White (Frames) _______
Vice President: Jon Van Buren _______
Treasurer: Rowan Ashwin _______
Secretary: Ben Armstrong _______
Librarian: Roland Kerr _______
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