Constitution

From Kent Adventure Gaming Society Wiki

Adventure Gaming Society
CORE CONSTITUTION

1 Name
1.1 The name of this society shall be the Adventure Gaming Society. Throughout this document it will be referred to as the Society.

2 Aims and Objectives
The Society shall exist:
2.1 To put players in touch with those that run games (GM’s) and vice versa.
2.2 To, when needed, arrange rooms on campus where games can be played
2.3 To provide players with all the resources needed to run many games.
2.4 To provide gamers with a chance to meet and socialize with other gamers.
2.5 To run a limited range of special events, such as the AGSCons and the Christmas Party.

3 Membership
3.1 Full membership shall be open to all full Union Members.
3.2 Associate membership shall be open to all staff and alumni of the University of Kent and to students from other institutions.
3.3 A subscription shall be required as specified by the Societies Federation Committee.
3.4 All references to Members in this Constitution shall be to paid up Members of the Society.

4 Member Entitlements
4.1 All Members of the Society, whether Full or Associate, shall be entitled to:
i. Attend, speak, vote and place items on the agenda at all Society General Meetings.
ii. Attend, speak and place items on the agenda at all meetings of the Society Committee.
iii. Inspect all Society minutes at seven (7) calendar days' notice.
iv. Inspect the Society accounts at seven (7) calendar days' notice.
4.2 All Full Members of the Society are also entitled to:
i. Stand and vote in Society Committee Elections.
ii. Vote at all Society General Meetings.
4.3 All Associate Members of the Society shall be entitled to partake in Society events at the discretion of the Societies Federation Committee.

5 Government
5.1 All government of the Society shall be in accordance with this Constitution, Kent Union's Constitution and Rules and the Societies Federation Constitution.
5.2 The Society shall have a number of key decision-making bodies. In order, starting with that of highest authority, they are the following:
i. The Society Annual General Meeting and the Society General Meeting.
ii. The Society Committee Meeting.

The General Meeting
5.3 The Annual General Meeting shall be held once per academic year during term time to elect a new Committee and shall be conducted in accordance with the Meeting Rules.
5.4 Society General Meetings may be called in accordance with the Meeting Rules.

The Society Committee
5.5 The Society Committee shall consist of the following elected, voting, Executive Officers:
i. Society President
ii. Society Treasurer
iii. Society Secretary
5.6 The Executive Officers alone shall be entitled to pay out or withdraw funds from the Society's account, or to pay for Union services by internal transfer.
5.7 No Member shall hold more than one Executive post.
5.8 The Society Committee shall also consist of the following elected, non-voting Officers:
i. The Most Dim Witted Homo-Sapiens Of The Year
5.9 The Committee may co-opt such non-voting Officers as it considers necessary.
5.10 The Union Societies Federation Committee shall be informed of the names of all Society Officers.
5.11 The Union Societies Federation Committee shall be informed of any changes to the Committee structure.
5.12 The Society President has the right to change his title to any suitable title he wishes to bestow upon himelf, nominally defaulting to Mister President Elect. For the purposes of this constitution he/she shall be referred to as President.
5.13 A change in the President’s title at no point confers a change to the President’s duties, responsibilities or powers in the Society or within Kent Union
5.14 All ex Presidents of the society shall be the title of “Dictator for Life”. This title confers neither benefits nor responsibilities upon its bearers.

The Society Committee Meeting
5.15 The Committee Meeting shall be responsible within Constitutional limits for determining policy in accordance with the Committee Meeting Rules.

6 Finance
6.1 All financial matters shall be dealt with in accordance with Kent Union's financial procedures.
6.2 Confirmation of expenditure or withdrawal of money from the Society's account shall be validated by no means other than the signature of the Treasurer and one other Executive Officer.
6.3 Neither the Society nor Kent Union accepts any liability for any debt or other obligation incurred by any of its Officers or other Members, whether or not it is incurred on behalf of the Society.

7 Amendments
7.1 The Society General Meeting shall be the sole body competent to amend the Constitution and Rules.
7.2 All amendments to the Constitution shall require the support of two-thirds of those voting at a General Meeting.
7.3 All amendments to the Rules shall require a simple majority in support, of those present and entitled to vote at a General Meeting, including abstentions.
7.4 Any approved amendments must be presented to the Student Activities Sabbatical Officer for approval before they come into effect.

8 Interpretation
8.1 In the event of a dispute as to the interpretation of any part of the Constitution or Rules, the ruling of the Student Activities Sabbatical Officer shall be sought.
8.2 In the event of a challenge to the Student Activities Sabbatical Officer’s ruling, the decision of the Union Council shall be final.

Adventure Gaming Society
RULES: GENERAL MEETINGS

M 1 Who can come to a General Meeting?
M 1.1 Any Member of the Society and any Member of Union Council may attend General Meetings in accordance with this Constitution and Rules. Any individuals who are not such members who wish to attend must receive permission from the Meeting.

M 2 Who may speak at a General Meeting?
M 2.1 Any Member of the Society and any Member of Union Council may speak at a General Meeting. Any individuals who are not full Members may only speak with the permission of the Meeting.

M 3 Who may vote at a General Meeting?
M 3.1 Only Society Members who are present at the meeting may vote.
M 3.2 The Chair shall have an original and, if necessary, casting vote

M 4 How many Members have to be there?
M 4.1 The quorum for Society General Meetings is thirty percent (30%) of Society Members.

M 5 Who runs the Meeting?
M 5.1 Unless absent, the President shall ordinarily chair the Meeting.
M 5.2 The Society Committee may, in the case of the President's absence, appoint an alternative Chairperson by simple majority vote.

M 6 How must Members be notified of a Meeting?
M 6.1 Notice of any General Meeting shall be given at least three (3) days in advance, stating clearly date, time and place.
M 6.2 Notice of any General Meeting pertaining to the alteration of the Society Constitution and/or Rules shall be given to the Societies Federation Committee.

M 7 How to call a Society General Meeting
M 7.1 A Society General Meeting shall be called by the Society Committee as necessary.
M 7.2 In addition, the Secretary must call a Society General Meeting if handed a petition signed by at least ten percent (10%) of Society Members.
M 7.3 The Secretary may accept a petition gathered electronically, provided they are satisfied as to its authenticity.
M 7.4 The Secretary shall make arrangements for the General Meeting to be held on a date not exceeding five (5) academic days from receipt of notice.

M 8 Minutes
M 8 The Society shall keep at least one paper copy of the minutes of any General Meeting.

Adventure Gaming Society
RULES: COMMITTEE MEETINGS

CM 1 Calling of Meetings
CM 1.1 Committee Meetings shall be convened by the President, or another Officer appointed by the Committee, on a regular basis.
CM 1.2 The Secretary shall be responsible for publication of details of all Meetings at least three (3) academic days before the Meeting.

CM 2 Chairing
CM 2.1 Committee Meetings will be ordinarily chaired by the Society President.

CM 3 Quorum
CM 3.1 The quorum for Committee Meetings shall be fifty percent (50%) plus one (1) of the voting Committee Officers.

CM 4 Voting
CM 4.1 All decisions shall be simple majority of decisions of all Committee Members present.
CM 4.2 The President shall have an original and, if necessary, casting vote.

CM 5 Agenda
CM 5.1 Any Member shall be entitled to place items on the agenda up to two (2) days in advance of the Meeting.
CM 5.2 The agenda shall be published by the Secretary at least one (1) day in advance of the Meeting.

CM 6 Minutes
CM 6.1 Full minutes will be taken at each Meeting and approved at each subsequent Meeting. The approved minutes will be held by the Secretary, but will also be distributed to Committee Members.

Adventure Gaming Society
RULES: ELECTIONS

E 1 Application
E 1.1 These Election Rules shall apply to all elections conducted within the Society.

E 2 Nominations
E 2.1 All Full Members shall be entitled to stand for any position.
E 2.2 Nominations for any post shall not close until immediately before the vote takes place.

E 3 Voting
E 3.1 The vote shall be held at a General Meeting.
E 3.2 The vote shall be by simple majority of Full Members present.
E 3.3 The Societies Federation Committee shall be informed of the General Meeting in advance.
E 3.4 The Societies Federation Committee shall be informed of the election results within one (1) week of the count.
E 3.5 The Societies Federation Committee shall be called upon to settle any matters arising from the elections.
E 3.6 If called upon, the decision of the Societies Federation Committee shall be final.

E 4 The Count
E 4.1 There shall be at least one non-voting counter appointed by the Committee.
E 4.2 The count shall take place at the same General Meeting as the vote.
E 4.3 At least one (1) counter shall be referred to as the Count by all in attendance at the General Meeting
RULES: DISCIPLINE

D 1 Disciplinary Measures
D 1.1 Disciplinary measures may be implemented against any Society Member, whether Full or Associate.
D 1.2 All disciplinary measures shall be executed in accordance with any Union rules in place for such purposes.