Constitution
Last updated: 10th March 2020
CHAPTER I: TITLE AND MEMBERSHIP
SECTION 1
The name of the Society shall be “Robinson College Video Game Society”.
SECTION 2
Full Membership of the Society is available to any member of Robinson College,
including both RCSA members and non-affiliates, provided they have attended a majority
of RCVGS events for at least one full term within the last 12 months. Honorary Membership
may be granted be granted by the Committee to any supporter of the Society.
Full Members who continue to participate in Society events after losing their college
membership are eligible to become Honorary Members. Full membership ceases when you cease
to be a student at the college.
SECTION 3
Any amendments to this constitution shall require the assent of two thirds of the
present Full Members voting in a General Meeting.
CHAPTER II: GENERAL MEETINGS
SECTION 1
There shall be one Annual General Meeting (AGM) each year, called by the Committee
during Lent or Easter Full Term. Every Member of the Society shall be entitled to attend,
and shall have been given at least 6 days notice.
SECTION 2
An Extraordinary General Meeting (EGM) may be called by any Officer of the Committee,
or by a formal request from a third of the Full Members of the Society, and shall be held
during Full Term. Every Member of the Society shall be entitled to attend, and shall have
been given at least 72 hours notice.
SECTION 3
The quorum for a General Meeting (AGM or EGM) shall be one half of the total number of Full Members of the Society.
CHAPTER III: COMMITTEE AND ELECTIONS
SECTION 1
The Committee shall consist of the following six Officers in order of seniority:
The Chairperson
The Treasurer
The Secretary
The Webmaster
The Game Master
The Event Organiser
SECTION 2
Elections shall only be held at General Meetings. Each Officer shall serve on the
Committee from the end of the General Meeting at which they were elected, until the
end of the following AGM. In the event of an Officer failing to complete their duties,
the Officer’s position may be challenged by a third of the total number of Full Members
of the Society.
Each Officer shall serve on the Committee from the end of the general meeting at which
they shall have been elected until the earliest of the following conditions:
The end of the next annual general meeting, unless they have been re-elected to that office.
They cease to be a member of the Society.
They shall have submitted written notice of resignation to the Secretary, who
will then notify the Committee within 24 hours.
They shall have been defeated in a by-election having had their position challenged
as described earlier in this section.
SECTION 3
There shall be an annual election of all Officers at the AGM. A by-election shall be
held at an EGM, neither fewer than 7 days of full term, nor greater than 14 days of full
term, following the resignation or challenge of the Officer to be replaced.
When a member ceases to be on the committee in any way, they are deemed to have resigned.
SECTION 4
Any Full Member of the Society shall be allowed to be nominated for one or more Offices,
provided they are (unless unexpected circumstances such as illness arise) going to be a member
of the society for the duration of their term. Retiring Officers are allowed to stand for
re-election, provided the conditions above hold. Two Full Members may also be co-elected
for a single Office. The elections will be held in the order of descending seniority of
the Officers to be elected.
SECTION 5
Two tellers shall be elected by show of hands at the General Meeting during which an
election is to be held. They shall count the single transferable votes of each election as
soon as every Full Member present at the General Meeting shall have been allowed to cast a
vote in that election. The results of each election shall be announced before proceeding with
the next election.
CHAPTER IV: DUTIES
SECTION 1
The Chairperson shall be responsible for organising weekly events. The Chairperson shall act
as chair for all General Meetings, and present to the AGM a summary of the Society’s activities
over the past year.
SECTION 2
The Treasurer is responsible for the finances of the Society. The Treasurer shall present to
the AGM a report of the Society’s financial position, explaining income and expenditure over the
past year. The Treasurer shall hide treasure at the AGM.
SECTION 3
The Secretary shall keep true and accurate minutes of each General Meeting, and shall remind
the Treasurer to hide treasure ahead of the AGM.
SECTION 4
The Webmaster shall be responsible for the Society’s website, making any updates as necessary.
The Webmaster shall also maintain the Society’s mailing lists.
SECTION 5
The Game Master shall be responsible for looking after all Assets (consoles and games) owned
by the Society, and bringing them to the necessary events. The Game Master shall act as a technician,
aiding the society with any technical problems that may occur.
SECTION 6
The Event Organiser shall be responsible for organising tournaments held by the society, and
for the keeping track of other longer running tournaments (such as ladders, leaderboards etc.).
The Event Organiser may organise any events outside of normal activities and for general society
advertising.
CHAPTER V: FINANCE
SECTION 1
The Committee shall decide how funds at the disposal of the society shall be disbursed in
pursuance of the objects of the Society. Use of funds must be approved by a majority of the
Committee members.
SECTION 2
The RCSA Treasurer shall have the power to inspect all documents pertaining to financial
transactions conducted on behalf of the Society.