Cambridge University Role-Playing Society
Constitution
Front Page / Notice Board / Campaign Directory / Library / Players Wanted / Events / Treasure Trap / One Offs / Committee / Constitution / Wiki
Last updated 8th of March 2008, the new constitution having been implemented at the EGM.
1. Name
The society shall
be "The Cambridge University Role-playing Society" hereafter referred
to as "the Society". The society's name may be abbreviated to CURS
for ease of reference.
2. Objectives
The aim of the
Society shall be to promote role-playing games within the University. The
Society shall provide facilities for said games in pursuance of this aim.
3.Membership
(1) Membership of
the Society shall be open to all members of the University and any others that
are approved by the Committee.
(2) Membership of
the society shall incur a fee for one year, or for life. A member who has paid
for one year’s membership may upgrade to life membership for a further fee.
These fees shall be set annually at the AGM.
(3) The committee
may call a GM to attempt to expel any member whose conduct seems likely to
bring the Society into disrepute, subject to the decision of that meeting.
(4) Membership
shall carry the right to attend society meetings and to borrow items from the
society’s library subject to such reasonable conditions as the Committee shall
from time to time determine for the efficient conduct of such meetings and the
protection of the library’s contents.
4. The Committee
(1) Management of
the affairs of the Society shall be in the hands of the Committee, which shall be
elected at the Annual General Meeting (AGM). Officers shall take office at
whichever is later of the end of the AGM, or the end of the fourth week of
Easter Full Term.
(2) The Committee
shall consist of a President, Secretary, and Junior Treasurer, who shall be
elected by the members as in 4(1), any other officers who the AGM see fit to
elect as in 4(1), and any other officers who the Committee see fit to co-opt as
in 4(4). In addition there shall be a Senior Treasurer, who shall be a resident
member of the Senate or other person approved by the Junior Proctor. The Senior
Treasurer shall be appointed by the elected members of the Committee and shall
be ex officio a member of the Committee.
(3) The President
(and the Vice-President if any) shall be responsible for organising Committee
and General Meetings and chairing said Meetings as indicated below. The
Secretary (and Assistant Secretary if any) shall be responsible for maintaining
the Society's email and membership lists and the website, for organising
agendas for General Meetings and for taking minutes at Committee and General
Meetings. The Junior Treasurer and Senior Treasurer shall have responsibilities
as indicated in 6(2-4). The job titles and responsibilities of all other
elected officers shall be as stated in the AGM motion that led to their
election, and the job titles and responsibilities of all other co-opted
officers shall be determined by the Committee.
(4) The Committee
shall also have the power to co-opt additional officers as it sees fit. Such
members will have no vote at Committee Meetings.
(5) Meetings of
the Committee shall be chaired by the President or in their absence, the
Vice-President (if any). If neither is present, the remaining members shall
elect a chair for that meeting. The quorum for a meeting of the Committee shall
be three members (including the chair) and a written record of each meeting
shall be kept.
(6) In the event
of a tie, the chair shall have a casting vote in addition to their original
vote.
5. General
Meetings
(1) The Society
shall hold an AGM in Cambridge during Full Term, each Academic year. All
members shall be entitled to attend and vote at any General Meeting. At least
fourteen days written notice shall be given to members before the AGM.
(2) The AGM shall
approve minutes of the last General Meeting and the Society's accounts for the
preceding year, elect the Committee for the year ahead, set the membership fees
for the year ahead, and conduct other business as necessary.
(3) Candidates for
election to office shall be proposed by another member and must be members of
the Society themselves. Every motion at a General Meeting shall be proposed and
seconded by another member. Voting shall be by show of hands for or against
each candidate or proposal. A majority vote is required to pass a motion or to
elect a Committee member other than the President, Secretary or Junior
Treasurer. Where there is only one candidate for one of the posts of President,
Secretary or Junior Treasurer, they shall be elected automatically. Where there
is more than one candidate for one of these posts, there shall be an election
by show of hands with the candidate receiving most votes being declared the
winner. In the case of a tie in any motion or election, the chair of the
meeting shall have a casting vote in addition to their original vote.
(4) An
Extraordinary General Meeting (EGM) may be held at any time during Full Term.
It shall be held in Cambridge and may be called by the Executive Committee or
at the written request of at least ten members. Twenty-one days written notice
shall be given to members before an EGM is held. An EGM shall have the same
powers as an AGM.
(5) General
Meetings shall be chaired by the President or in their absence, the
Vice-President (if any). If neither is present, the remaining members shall
elect a chair for that meeting. The quorum for a General Meeting shall be five
members(including the chair) and a written record of every General Meeting
shall be kept. If the AGM has still not become quorate 30 minutes after its
scheduled start time in spite of having been correctly called in accordance
with all other requirements of this Constitution, then it may proceed to elect
the President, Secretary and Junior Treasurer anyway, and such elections shall
be counted as though the AGM was quorate.
6. Financial
Matters
(1) The Society
shall maintain a banking account with a suitable bank or building society to
hold the Society's funds.
(2) It shall be the
responsibility of the Junior Treasurer to ensure that the society's funds are
properly accounted for and the society's financial records kept in good order.
(3) The Senior
Treasurer shall make arrangements for the Society's accounts to be properly audited,
either by themself or by some other person approved under University
Ordinances.
(4) The Senior
Treasurer shall not be liable for any financial debt or other obligation of the
Society unless they have personally authorised such a debt in writing.
(5) For so long as
the Society shall be registered with the Junior Proctor, it shall be the duty
of the Committee to ensure that the Society complies with the requirements for
Registration as a University Society.
7. Changes to the
Constitution
(1) The Constitution
may be amended by a special motion at a General Meeting which requires a
two-thirds majority instead of the usual majority.
(2) The membership
shall be given at least 7 days’ notice of any motion that if passed will change
the Constitution.
(3) Any changes to
the Constitution shall only become binding when accepted by the Proctors. In
the event that the changes are rejected, the Constitution shall remain
unchanged. The committee shall notify the membership immediately when either a
Constitutional change has taken effect or has been rejected by the Proctors.
8. Dissolution
(1) The Society
may be dissolved at a General Meeting provided that at least twenty-one days
written notice of the intention to dissolve the society has been give to the
members. At least two thirds of those present and voting at the General Meeting
must vote in favour of the motion for Dissolution for it to be effective.
(2) Any motion for
the Dissolution of the Society shall provide that the assets remaining after
all liabilities have been met shall be transferred either to another registered
University Society, or to the Societies Syndicate.
Proposed changes to the Constitution should be submitted to the Committee for inclusion in any General Meeting.