Here follows the constitution as agreed by the members of the Role-Playing and Wargames Society at the AGM on the 19th March.
The constitution is also available in pdf format for download here.
1. Society Name
1.1 The name of the Society shall hereby be referred to as "Role-Playing and Wargames" and shall be stated as such in all correspondence (e.g. room bookings)
2. Aims and Objectives
2.1 The Society shall have a written statement of their Aim, which is the intended purpose of the Society, and their Objectives, which are how you intend to achieve your Aim. These shall be part of this Constitution and shall be subjected to annual review by the Committee of the Society.
2.2 The Aim of the Society is:
(a) "The Role-Playing and Wargames Society seeks to bring together those people with an interest in the genre of 'Role-Playing and Wargames', which includes pen and paper role-playing, live action role-playing, board games, tabletop wargames and collectable card games. We aim to provide opportunities for all our members to participate in such games, and to attract more people to the hobby."
2.3 The Objectives of the Society are:
(a) To provide rooms and equipment for use by all members of the society.
(b) To create a forum to enable members of the university with interests in common with the society to meet.
(c) Provide knowledge of relevant game systems and open up new areas of the hobby to members.
(d) To ensure members have fun in a friendly atmosphere.
2.4 The Society shall abide by the Students' Union Equal Opportunities Policy.
3. Membership
3.1 Full Membership of the Society shall be open to all Full Members of the University of Nottingham Students' Union on payment of the Membership Fee.
3.2 Associate Membership of the Society shall be open to all Associate Members of the University of Nottingham Students' Union on payment of the Membership Fee.
3.3 The Membership Fee of the Society shall be £5.00.
4. Committee
4.1 There shall be a Society Committee.
4.2 The Committee shall be responsible for the day to day running of the Society and may decide upon any matter which has not been decided upon at a General Meeting. The Committee shall be further responsible for:
(a) Ensuring grant money shall be used exclusively to further the Aims and Objectives of the Society.
(b) Ensuring Membership of the Society is open to all Members of the Students' Union.
(c) Submitting an annual grant bid for funds from 'Societies' prior to any specified deadline.
(d) Assisting any review of the Society's activities and use of funds carried out by a Standing Committee of the Students' Union.
(e) Upholding the Constitution of the Society and ensuring that the activities of the Society reflect the Aims and Objectives.
(f) Reviewing the Society's development plan annually and submitting a new development plan where appropriate.
(g) Submitting an annual equipment inventory form and adding additional equipment purchased throughout the year.
(h) Ensuring the running of all society events, wherever possible.
(i) All committee members shall endeavour to attend at least one session a week to make themselves active members of the society and available for members to contact if necessary.
4.3 Officers of the Society shall consist of a President, a Secretary, a Treasurer and other officers as deemed necessary.
(a) President - Shall have overall responsibility for the Society; shall be responsible for chairing meetings of the Society and/or its Committee; shall be present at all meetings of the Societies Council or send a representative from the Society’s Committee, or send an apology to the Societies Officer; shall be responsible for keeping the Society financially viable; and shall prepare a written handover for their successor. Must have an active interest in all areas of the society.
(b) Treasurer - Shall not be in the final year of their course; shall keep records of all transactions; shall be responsible for keeping the accounts of the Society; shall be responsible for the observance of finance provisions; shall attend the Treasurer training course; shall be responsible for keeping the Society financially viable; and shall prepare a written handover for their successor.
(c) Social Secretary - Shall organise all social events; shall make all necessary arrangements, including meals if provided, for meetings within the University; and shall prepare a written handover for their successor.
(d) Secretary - Shall be responsible for the general administration of the Society, for example: taking minutes of meetings, calling all meetings, reviewing Membership records; shall be the Returning Officer for the Society’s elections; and shall prepare a written handover for their successor.
(e) SATT Representative - Shall be responsible for ensuring the running and moderation of the SATT (Sat-At-The-Table role-play) sessions. Shall be responsible for storing all books and other SATT equipment for the Society; shall be responsible for facilitating the borrowing of books and other SATT equipment from the Society library by members;
Shall prepare the programme for the coming term; and shall prepare a written handover for their successor.
(f) LARP Representative - Shall be responsible for organising LARP (Live-Action Role-Play) events; and shall prepare a written handover for their successor. The LARP representative, or another party elected by them, shall ensure sessions are run adequately and safely, and that all equipment is maintained and stored appropriately.
(g) Wargames Representative - Shall be responsible for storing the Society’s wargames/board-games equipment and bringing it to Society wargames events; and shall prepare a written handover for their successor.
(h) CCG Representative - Shall be responsible for storing the Society cards and other related equipment; shall be responsible for bringing the Society cards to Society card games events where required; and shall prepare a written handover for their successor.
(i) Webmaster - Shall be responsible for the Society's website and forum; shall keep the website up to date and the forum upgraded to the latest stable version; and shall prepare a written handover for their successor.
(j) MASCOT - Shall be responsible for the moral wellbeing of the Society; shall aid in miscellaneous tasks; and shall prepare a written handover for their successor.
4.4 Officers must be Full Members of the University of Nottingham Students' Union, except for the position of MASCOT which may be held by an Associate Member.
4.5 Officers may be removed from their position by a motion of ‘No-Confidence’ by a two-thirds majority of Full Members present at a General Meeting. In the case that the President is the officer in question then the Vice-President shall occupy the position of President until an Extraordinary General Meeting (EGM) can be called to elect a new President.
5. Finance
5.1 All monies shall be held in accounts at the Students' Union Treasury.
5.2 All monies shall be used to support the Society's activities.
6. Elections
6.1 All officers must be elected at the Annual General Meeting (AGM) or at an Extraordinary General Meeting (EGM).
6.2 Elections shall be carried out in accordance with the Students' Union Regulations, Chapter Elections.
6.3 The voting method for all elections shall be the Single Transferable Vote.
7. General Meetings
7.1 There must be an AGM of the Society held before the end of the Spring Term.
7.2 An EGM can be called by 20 Full Members of the Society, or 3 Officers of the Society, who must inform the Secretary. The Secretary shall inform the Students' Union General Secretary within 2 Students' Union days of the original notice.
7.3 The quorum for the AGM and EGM shall be 20 Full Members of the Society.
8. Constitution
8.1 The Constitution may be changed by a two-thirds majority of all Full Members present at a General Meeting.
8.2 The Society Constitution shall be subordinate to the Students' Union Constitution and Regulations.
9. Authority
9.1 The following order of authority shall be observed in the Society:
(a) A General Meeting,
(b) Society Committee,
(c) Society President, Society Treasurer or Social Secretary
(d) Other officers of the Society
(e) Society MASCOT,
(f) Other members of the society.
