Constitution


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Contents

GENERAL

Name

1.1.1 The name of the Club is EGG: The Gamers Guild.

Interpretation

1.2.1 In this constitution, unless indicated to the contrary, the following terms shall mean:

1.2.1.1 Club: EGG: The Gamers Guild.

1.2.1.2 Guild: EGG: The Gamers Guild.

1.2.1.3 Activate: ActivateUTS.

1.2.1.4 University: The University of Technology, Sydney.

1.2.1.5 Student: A registered student of the University of Technology, Sydney.

1.2.1.6 Member: A registered, financial member who has undergone induction into EGG: The Gamers Guild.

1.2.1.7 Trustee: The President, Treasurer or Secretary of EGG: The Gamers Guild.

1.2.1.8 Committee: The President, Vice-President, Secretary, Treasurer, Events Master, Quartermaster, PR Master and E-Sports Coordinator.

1.2.1.9 Executive: A member of the Committee.

1.2.1.10 Induction: The compulsory process by which potential members are granted the right to attend Guild events and Meetings.

1.2.1.11 Rules and Regulations: Those rules and regulations governing the smooth running of EGG: The Gamers Guild, as writ in section 18.

Objectives

1.3.1 The objectives of the Guild shall be to:

1.3.1.1 Encourage, foster, promote and develop interest in the fields of electronic and tabletop gaming within the University and the community at large.

1.3.1.2 Become affiliated with ActivateUTS.

1.3.1.3 Subscribe to, become a member of, amalgamate and/or cooperate with any other organisation(s) whose objectives are altogether or in part, similar to those of the club.

1.3.1.4 Function as a non-profit organisation.

GENERAL MEETINGS

Calling and Notice of General Meetings

2.1.1 Any Executive of the Club shall call a General Meeting upon:

2.1.1.1 The resolution of the Committee to call a General Meeting; or

2.1.1.2 Receipt, by the Secretary, of an application for such a meeting in writing by the lower of either any ten (10) financial members, or ten percent (10%) of the total financial members of that year.

2.1.2 Notice of General Meetings shall be served via email to all financial members who have provided an email address to the Guild at least twenty-eight (28) days before the date of any such meeting.

2.1.2.1 Notice of a General Meeting requested by financial members must be served within twenty-one (21) days of receipt, by the Secretary, of such a request.

2.1.3 Notice of a General Meeting of the Club's members must:

2.1.3.1 Set out the place, date and time for the meeting.

2.1.3.2 State the general nature of the business.

2.1.3.3 State either the agenda, or intent to provide notice of proposed agenda at least fourteen (14) days before the date of the meeting.

2.1.3.4 State either the method of voting, or intent to provide notice of proposed method alongside the agenda.

2.1.4 The agenda for a General Meeting shall be served at least fourteen (14) days before the date of the meeting

2.1.5 An Annual General Meeting convened for the purpose of electing a new Executive Committee for the following calendar year shall be held within the month of October each year.

Quorum of a General Meeting

2.2.1 Quorums at General Meetings shall be five (5) members. Quorum must be met before business can be conducted.

2.2.1.1 If half an hour passes after the announced start time of a given meeting and quorum has not been achieved, the meeting shall be adjourned to a later date and time specified by the Committee.

2.2.1.2 If no quorum is present at the commencement of the resumed meeting, the meeting shall be dissolved, unless it was convened for the purpose of electing a new Executive Committee, in which case it shall be adjourned again until resolved.

Chairperson

2.3.1 The President shall serve as the Chairperson and preside at all meetings at which they are present.

2.3.1.1 In the absence of the President, the Vice-President shall serve as the Chairperson for that meeting

2.3.1.2 In the absence of both the President and the Vice-President, the Committee members present shall appoint a Chairperson for that meeting.

2.3.2 The Chairperson shall abstain from voting, except to break ties with a casting vote.

Adjournments

2.4.1 The Chairperson must adjourn a General Meeting if the members present with a majority of votes at the General Meeting agree or direct that the Chairperson must do so.

2.4.2 Only unfinished business is to be transacted at a General Meeting resumed after an adjournment.

2.4.3 When a General Meeting is adjourned, a new notice of the resumed General Meeting must be given if the General Meeting is adjourned for one (1) month or more.

Voting

2.5.1 At a General Meeting, each member present holds exactly one (1) vote.

2.5.2 Members may not attend through telecommunication, or vote by proxy.

Special General Meetings

2.6.1 Special General Meetings shall be called for:

2.6.1.1 The resolution of proposed constitutional changes.

2.6.1.2 The removal of a Committee member.

2.6.1.3 Any emergency threatening dissolution of the Club.

2.6.2 Notice of all Special General Meetings shall be served via email to all financial members who have provided an email address to the Guild at least fourteen (14) days before the date of such meeting.

2.6.2.1 Notice of the agenda and voting process shall be served to every member via email at least seven (7) days before the date of such meeting.

2.6.3 Quorums at Special General Meetings shall be the lower of either ten (10) members, or ten percent (10%) of the total financial members of that year.

2.6.4 In the case of an emergency threatening dissolution of the club, a Special General Meeting may be convened within the timeframe available to resolve the emergency.

CLUB EXECUTIVES

Appointment of the Committee

3.1.1 Provided a member has consented to be appointed as an executive of the club, and the position is vacant, then the club may appoint that member as an executive by resolution of a General Meeting convened for the purpose of appointing the executive.

3.1.2 Provided a member has consented to be appointed as an executive of the club, and the position is vacant, the Committee may appoint that member as an executive by unanimous resolution of the Trustees in office.

3.1.3 Executives appointed before the Annual General Meeting in a given year serve immediately until December 31st of that year, and any executives appointed at or after the Annual General Meeting do not fill the position immediately, and only serve for the following year from January 1st until December 31st.

Ceasing to be an Executive

3.2.1 Appointed Executives step down from their positions at the end of the calendar year, allowing the new committee to serve beginning January 1st.

3.2.2 In the case that a Committee Member is considered to not be performing their duties, a Special General Meeting can be called for the purposes of removing them from the Committee.

3.2.2.1 The Committee must convene a Committee Meeting at least seven (7) days prior to the Special General Meeting, for the purposes of discussing the concerns.

3.2.2.2 A resolution to remove a Committee member at a Special General Meeting must be passed by three-fourths of those voting and shall not be considered unless the Committee member concerned has been given written notice detailing the nature of the concerns, at least fourteen (14) days prior to the date of the Committee meeting at which the resolution is to be considered.

3.2.2.3 A Committee member facing discipline proceedings shall be entitled to attend the Committee meeting at which the resolution is to be considered or may submit a written statement to be tabled at the meeting in answer to the charge.

3.2.2.4 If the Special General Meeting resolves to remove the Committee Member, the member shall cease to be a member of the Committee from the date of resolution. The removed Committee Member will be given written notice as to the Special General Meeting’s decision.

3.2.2.5 The Committee must convene a Committee Meeting within at least seven (7) days of the Committee Member stepping down or being removed, for the purposes of electing a new Committee Member.

3.2.3 Any member of the Committee may voluntarily resign their position by lodging written notice of such resignation with the Secretary (or the currently acting Chairperson, in the case of the Secretary’s resignation).

3.2.4 Executives must be members of the club, so an Executive ceasing to be a member will also cause them to step down from their role.

Duties of the Committee Members

3.3.1 The President shall on behalf of the Committee submit a report on the conduct of the affairs of the Guild at the Annual General Meeting, act as the director as well as the face of the Guild and shall be Chairperson and preside at all meetings at which they are present.

3.3.2 The Vice-President shall assist the President and act as President in their absence. The Vice-President shall manage Lieutenants and Specialists, present applications made by Members to become Lieutenants and Specialists to the Committee, report on the performance of Lieutenants and Specialists to the Committee and co-ordinate Lieutenant and Specialist efforts in the preparation of, or execution of Guild events.

3.3.3 The Secretary shall keep a record of all business transacted at all meetings, conduct all correspondence, carry out the directions of the Committee and keep a register of all members.

3.3.4 The Treasurer shall receive all monies of the Guild and deposit them in the Guild’s bank, pay accounts as directed by the Committee, keep such records of receipts and payments as may be directed by the Committee and present a statement of accounts to each regular meeting of the committee. They shall present the Annual Statement of Accounts and Balance Sheet for the preceding financial year to ActivateUTS within re-affiliation. Should the Treasurer be absent or ill, or neglect or refuse to do anything required to be done by them under these rules, the Committee may appoint any member of the Committee to act in their stead.

3.3.4.1 To be eligible for the role of treasurer, a member must be a current University Student or Staff Member. If at any point the treasurer ceases to be a University Student or Staff Member, they must resign.

3.3.5 The Events Master shall handle the booking and execution of Guild events with ActivateUTS or University, and if necessary liaise with ActivateUTS and University as required for Guild events.

3.3.6 The Quartermaster shall handle the inventory, organisation, maintenance, acquisition and disposal of the Guild's equipment and oversee the Guild's special projects where they involve the building, modification or acquisition of equipment or other physical assets.

3.3.7 The PR Master shall handle the advertising of the guild. This includes directing the placement of posters and management of any social media under the control of the guild, as well as any other outlets for advertisement at the discretion of the committee.

3.3.8 The Competitive Events Master shall handle the execution of Competitive Guild events with ActivateUTS or University, and if necessary liaise with ActivateUTS and University as required for Competitive Guild events

Committee Meetings

3.4.1 General club management, and decisions about club purchases, events, and other such matters, are to be conducted at Committee Meetings.

3.4.1.1 These meetings are held to provide accountability to the decision making in the club, and to provide a way for general Members to provide feedback and learn about the actions and duties of the Committee.

3.4.2 A Committee Meeting can be called by any Executive by serving notice to the other Executives of the place, time and date of the meeting.

3.4.3 Quorum of a Committee Meeting is half (rounded up) of the total Committee. If a meeting fails to meet quorum, it will be dissolved and a new meeting will have to be called.

3.4.4 Members of the Committee may attend Committee Meetings using telecommunication tools, such as Voice over IP systems, or phone call.

3.4.5 As is for General Meetings, the President shall act as chairperson for the meeting, and shall refrain from voting except when breaking ties. Should the President be absent, the Vice-President shall chair, and should both be absent, a member shall be chosen by resolution of the Committee.

3.4.6 The Secretary shall take minutes of Committee Meetings. Should the Secretary be absent, the Chairperson shall choose a Committee Member to take minutes in their stead.

3.4.6.1 After a Committee Meeting, minutes shall be uploaded to the club wiki.

OTHER OFFICERS

Lieutenants

4.1.1 Guild Lieutenants are Guild Members selected and empowered by the Committee that are responsible for the execution of Guild Events and the safety of the Guild and its equipment during Events.

4.1.2 Lieutenants are responsible for making sure members follow the Rules and Regulations.

4.1.3 Lieutenants have the right to disallow access to club bookings or equipment to any attendee who breaches the Rules and Regulations.

4.1.4 Lieutenants may be instated to or stood down from their positions at any time by motion of the Committee.

4.1.5 Lieutenants may voluntarily resign their position by lodging written notice of such resignation with the Vice-President, in the event of the Vice-President's absence notice may be lodged with the Secretary.

Specialists

4.2.1 Guild Specialists are Guild Members selected and empowered by the Committee that make their skills available to the Guild for the purposes of designing promotional material, maintaining or assembling the Guild's equipment or for some other specific task decided by the Committee.

4.2.2 Specialists are responsible for completing tasks set by the Committee within the time periods set by the Committee.

4.2.3 Specialists may be instated to or stood down from their positions at any time by motion of the Committee.

4.2.4 Specialists may voluntarily resign their position by lodging written notice of such resignation with the Vice-President, in the event of the Vice-President's absence notice may be lodged with the Secretary.

MEMBERSHIP

Members

5.1.1 The Guild has the following membership requirements:

5.1.1.1 All Members must have paid any and all Guild dues.

5.1.1.2 All Members must have successfully completed Induction.

5.1.1.3 All Members must follow Guild Rules and Regulations.

5.1.1.4 All Members must be at least 18 years of age or be a Student.

5.1.1.5 All Members must not have been previously expelled from or refused membership in the Guild unless they have gained special leave from a General Meeting to (re)join the Guild.

5.1.2 Committee members reserve the right to refuse membership. Special leave allowing a refused applicant to join may be sought from any General Meeting. If the members present at the General Meeting pass a special resolution in favour of allowing the refused applicant to join, they may join as per normal procedure.

5.1.3 Membership of any member may be terminated by:

5.1.3.1 Lodging written notice of resignation with the Secretary;

5.1.3.2 Ceasing to be a financial member;

5.1.3.3 Expulsion by the Committee; or

5.1.3.4 Expulsion by ActivateUTS or UTS for misconduct.

FINANCES

Finance

6.1.1 The Financial year shall commence the first day of the month after the deadline for re-affiliation with ActivateUTS.

6.1.2 The President, Secretary and Treasurer of the Guild shall be ex officio Trustees of the Guild and the property of the Guild shall be deemed to be vested in them in trust for the members of the Guild, and they shall deal with the property of the Guild as directed from time to time by the Committee.

6.1.2.1 Any action, suit or other proceeding may be taken or brought on behalf of the Guild by and in the names of the Trustees. The Trustees, or any two of them, are hereby empowered to sign, seal and otherwise execute and complete all debentures, securities, leases and other documents required to be executed to effectuate any dealings with the Guild’s property or any transaction in connection with the Guild’s affairs which have been authorised by the Committee.

6.1.3 The Trustees shall open and maintain, in the name and on behalf of the Guild, an account at a branch approved by ActivateUTS Activities Office.

6.1.4 Funds shall not be drawn except by cheque or orders signed by two Trustees, or the CEO of ActivateUTS who may act as sole signatory on all accounts.

RULES AND REGULATIONS

Rules and Regulations

7.1.1 The behaviour of club members is governed by the Club Rules and Regulations as detailed below.

7.1.1.1 In the event of a disagreement with the interpretation of the Rules and Regulations, the Committee’s resolved interpretation shall hold.

7.1.2 The Rules and Regulations are as follows:

7.1.2.1 A Lieutenant or Committee Member is required any time Club equipment or externally owned equipment is being used.

7.1.2.2 The Club will not sanction an event that does not have a Lieutenant or Committee Member present.

7.1.2.3.1 Members are responsible for any equipment they use.

7.1.2.3.2 All equipment is to be returned after use.

7.1.2.3.3 Until equipment is returned, it remains the responsibility of the Member that last used it.

7.1.2.4 Members are responsible for the proper disposal of their litter.

7.1.2.5 Committee members have the right to restrict attendance at events to Club members only.

7.1.2.5.1 Committee members and Lieutenants reserve the right to disallow access to club bookings or equipment to any attendee.

7.1.2.6 Members are to behave in a proper fashion at all times.

7.1.2.6.1 Lieutenants or Committee Members retain the final say on what is considered improper behaviour.

Disciplining of a Member

7.2.1 The Committee may expel a member of the Guild if, in their opinion, the member has either refused to comply with the Rules and Regulations of the Guild, has acted in a manner prejudicial to the interests of the Guild, or has brought the Guild into disrepute.

7.2.1.1 A resolution to expel a member must be passed by three-fourths of those voting and shall not be considered unless the member concerned has been given written notice detailing the nature of the charge, at least fourteen (14) days prior to the date of the Committee meeting at which the resolution is to be considered.

7.2.1.2 A member facing discipline proceedings shall be entitled to attend the Committee meeting at which the resolution is to be considered or may submit a written statement to be tabled at the meeting in answer to the charge.

7.2.1.3 If the Committee resolves to expel the member, the member shall cease to be a member of the Guild from the date of resolution and shall not be permitted to rejoin the Guild without special leave. The expelled member will be given written notice as to the Committee’s decision.

7.2.1.4 An expelled member may seek special leave to rejoin the Guild at any General Meeting. If the members present at a General Meeting pass a special resolution granting the expelled member leave to rejoin, the expelled member may become a member of the Guild again by following relevant procedures to become a Member.

AMENDMENT OF THE CONSTITUTION

Constitutional Changes

8.1.1 Amendments to this Constitution may be made by the affirmative vote of two-thirds of the members at a Special General Meeting convened for the purpose of amending this Constitution.

8.1.2 Notice of motion concerning any such amendment shall be lodged with the Secretary at least twenty-one (21) days prior to the date of such meeting.

8.1.3 Details of any amendment to be raised at a Special General Meeting shall be given to the Activities Office of the ActivateUTS as per their requirements for notice.

8.1.3.1 Details of any amendment that has been duly approved by the members shall be given to the Activities Office of the ActivateUTS no more than seven (7) days of such amendment being adopted.

DE-AFFILIATION AND DISSOLUTION

De-affiliation

9.1.1 The Club may only de-affiliate from ActivateUTS as a result of improper or other action prompting ActivateUTS to de-affiliate from the Guild.

9.1.2 Upon de-affiliation, a Special General Meeting shall be called to re- organize the structure of the Guild so that it continues to exist as a separate entity, provided that the motion of re-organisation is supported by three-fourths of the members present.

9.1.3 Upon re-structuring, the Guild shall appoint an Administrator, who will negotiate with ActivateUTS the terms of de-affiliation, including the repayment of any money owed, the designation or purchasing of any equipment purchased using ActivateUTS funding, or any other order of business raised by either ActivateUTS or the Guild.

9.1.4 If the Guild does not choose to re-structure the Guild will dissolve according to section 9.2.

Dissolution

9.2.1 The Guild may be dissolved by resolution at a Special General Meeting, provided that the motion of dissolution is supported by three-fourths of the members present.

9.2.2 Upon dissolution, all funds and properties of the Guild shall henceforth be vested in ActivateUTS, which shall proceed to complete any outstanding business of the Guild.

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