%% LyX 2.2.4 created this file.  For more info, see http://www.lyx.org/.
%% Do not edit unless you really know what you are doing.
\documentclass[english]{article}
\renewcommand{\rmdefault}{cmr}
\usepackage{avant}
\usepackage[T1]{fontenc}
\usepackage[latin9]{inputenc}
\usepackage[a4paper]{geometry}
\geometry{verbose,tmargin=1in,bmargin=1in,lmargin=1in,rmargin=1in}
\usepackage{prettyref}
\usepackage{babel}
\begin{document}

\title{The Constitution of Unigames}
\maketitle

\section{Name}
\begin{enumerate}
\item The name of the Society shall be: Unigames.
\end{enumerate}

\section{Definitions}
\begin{enumerate}
\item Guild - the University of Western Australia Student Guild.
\item University - The University of Western Australia.
\item Traditional games - games including, but are not necessarily limited
to: pen and paper roleplaying games, live action roleplaying (LARP)
games, wargames, choose your own adventure books, card games, and
board games, but specifically excluding video games.
\item Library - Unigames' collection of books, magazines, dice, boardgames,
cards, figurines and other resources for traditional games, (whether
literal books or not).
\item The Society - Unigames.
\item Fresher - First time member to Unigames, regardless of how many years
they have been at university.
\item Regulation - a rule, passed by Committee, with ongoing consequences
to the Society. (For example a Regulation may be made that allows
certain members to keep the clubroom open.) 
\end{enumerate}

\section{Objectives \label{sec:Objectives}}
\begin{enumerate}
\item To encourage and facilitate the playing, design and production of
traditional games in all forms within University and more widely amongst
the community.
\item To remain affiliated to the Societies Council of the Guild
\item To encourage and facilitate all forms of literature dealing with the
topics of traditional games. 
\item To encourage and facilitate the convening of conventions at which
the promotion of traditional games is a part.
\item To produce and distribute any number of Society publications promoting
the activities of the Society. 
\item To maintain a Society Library which contains material beneficial to
the Objectives of the Society.
\item To encourage and facilitate the holding of events and functions beneficial
to Objectives of the Society. 
\item To encourage and promote cooperation between the Society and other
societies and community-based organizations representative of the
Society's interests.
\item To ensure that the Society shall not by way of gift; transmit any
monies, grants or property to any person except as detailed in \prettyref{sec:Dissolution}.
\end{enumerate}

\section{Membership of Unigames}
\begin{enumerate}
\item Unigames membership is targeted at, but not restricted to:

\begin{enumerate}
\item Students of the University
\item Members of the Guild
\item Past members of Unigames
\end{enumerate}
\item Membership shall not be made available to persons whom have been expelled.
As detailed in \prettyref{sec:Expulsion-of-members}-\ref{subsec:Expelled no membership}.
\item Honorary life membership may be conferred by a two-thirds majority
of a General Meeting upon any member, who has performed outstanding
service to Unigames.
\item The annual subscription for members shall be set by the Committee
of Unigames, as bound by the restrictions set by the Guild.
\item A financial member is a member who has paid their annual subscription
for the year.
\item Financial memberships expire 1 day prior to the holding of the Annual
General Meeting in the subsequent year from its payment (see \prettyref{sec:Annual-General-Meetings}).
\end{enumerate}

\section{General Meetings}
\begin{enumerate}
\item There shall be at least one Ordinary General Meeting of Unigames in
each academic semester. This includes the Annual General Meeting (see
\prettyref{sec:Annual-General-Meetings}).
\item The Committee may, at any time, call an Ordinary General Meeting of
Unigames.
\item The Secretary shall forthwith call a Special General Meeting upon
receiving a written requisition from at least 10 financial members
of Unigames.

\begin{enumerate}
\item Such meeting shall be held no later than 14 days immediately following
receipt of such requisition. 

\begin{enumerate}
\item If the secretary fails to call the meeting within that time, any of
the signatories of the requisition may do so.
\end{enumerate}
\item \label{enu:special_meeting_priority}Any business set out in the requisition
shall have priority over all other business. 
\end{enumerate}
\item The Secretary shall cause written notice of any General Meeting together
with the agenda therefore to be posted on Guild or Unigames notice
boards, or in Unigames or Guild publications at least four days before
the date appointed for that meeting.

\begin{enumerate}
\item This agenda may be changed during the meeting, subject to the restriction
in \prettyref{enu:special_meeting_priority} if appropriate.
\end{enumerate}
\item No General Meeting may be held while a Guild General Meeting is in
progress, provided this shall not apply where the written notice of
the meeting was given before the written notice of the Guild General
Meeting. Any such meeting being conducted in contravention thereof
shall disband immediately on the order of a disciplinary officer of
the Guild.
\item The quorum of a General Meeting shall consist of 20 financial members.
\item All General Meetings of Unigames shall be conducted in accordance
with the procedures in the Standing Rules and Orders of the Guild
Council.
\item The General Meeting shall, in addition to the powers expressly granted
to it by this Constitution, have all powers which are granted to the
Committee.
\end{enumerate}

\section{Annual General Meetings of Unigames\label{sec:Annual-General-Meetings}}
\begin{enumerate}
\item Unigames shall hold its Annual General Meeting during the first four
weeks of each academic year.
\item Unigames may, at the Annual General Meeting, select a patron who,
willing to do so, shall hold office until the succeeding Annual General
Meeting.
\item Before the Annual General Meeting, the Secretary shall call for nominations
for the offices and Committee of Unigames, and shall include the same
in the notice of the Annual General Meeting. Nominations shall close
at that meeting.
\item The election of the offices and Committee of Unigames shall be conducted:

\begin{enumerate}
\item By approval voting, i.e. each member may vote for any number of candidates.
\item Only financial members of Unigames may nominate, vote, or be nominated.
\item Absentee votes are only accepted in the form of explicit instructions
in writing, those instructions being; the names of the candidates,
and position(s) for which they aere being voted to. 
\item Members must have had at least 42 days of membership prior to the
election to absentee vote. 
\item Absentee votes do not count as attendees for purposes of meeting quorum.
\end{enumerate}
\item The executive office bearers of Unigames:

\begin{enumerate}
\item \label{Office bearers}Shall consist of President, Vice President,
Treasurer, Secretary, Librarian.
\item \label{enu:Guild-Exect-Rules}Executive office bearers must be:

\begin{enumerate}
\item Students at the university at the time of their election.
\item Guild members for the duration of their term.
\end{enumerate}
\item The executive office bearers' powers and duties are defined in \prettyref{sec: duties}.
\end{enumerate}
\item \label{Additional commitee members}Additional Committee members shall
consist of Fresher Representative and 3 Ordinary Committee Members.

\begin{enumerate}
\item \label{Fresher-Rep-Must-Fresher}Only Freshers shall be eligible for
the position of Fresher Representative.
\item The Fresher Representatives duties are primarily social and are defined
in \prettyref{sec: duties}. This should be reminded to the general
meeting prior to the election.
\end{enumerate}
\item By executive decision of the new president: the immediate past president,
if they have not been elected to a Committee position, may be added
as a nonvoting, advisory member of Committee for the duration of the
President's term.\label{enu:IPP}
\end{enumerate}

\section{The Committee\label{sec:The-Committee}}
\begin{enumerate}
\item The executive office bearers, (President, Vice President, Treasurer,
Secretary, Librarian) together with the Fresher Representative, and
ordinary Committee members shall be known as the Committee members.
\item The Committee members shall remain in office until the next Annual
General Meeting or until they lose the confidence of a General Meeting,
in which their position is declared vacant (see \prettyref{sec:The-Committee}-\ref{subsec: Removing committee members}).
\item \label{subsec: Removing committee members} By two-thirds majority
vote the General Meeting may remove any member of Committee, from
Committee. They must then elect a member to that role, following the
rules laid out in \prettyref{sec:Annual-General-Meetings}.
\item If a Committee member ceases to meet the eligibility requirements
for their position, as detailed in \prettyref{sec:Annual-General-Meetings}-\ref{enu:Guild-Exect-Rules}
and \prettyref{sec:Annual-General-Meetings}-\ref{Fresher-Rep-Must-Fresher},
then they shall cease to hold office and the position shall be declared
vacant.
\item \label{subsec: OB resign}If an executive office bearer resigns or
ceases to hold office for any reason then the vacancy shall either:

\begin{enumerate}
\item be filled through appointment by Committee with an existing member
of the Committee, subject to review at the next General Meeting.

\begin{enumerate}
\item When reviewing, a simple majority vote of the General Meeting will
confirm the appointment. If such a vote fails, the position must be
immediately filled by election (as per \prettyref{sec:Annual-General-Meetings}).
\end{enumerate}
\item or it may remain vacant and be filled by election (as per \prettyref{sec:Annual-General-Meetings})
, at the next General Meeting, which must be held within the next
2 weeks. 
\end{enumerate}
\item \label{enu: OCM resigns}If an ordinary Committee member or Fresher
Representative resigns or ceases to hold office for any reason, (including
appointed an executive office bearer under \prettyref{subsec: OB resign}
above,) then the vacancy shall either:

\begin{enumerate}
\item be filled through appointment by Committee from the financial membership
of the club, subject to review at the next General Meeting

\begin{enumerate}
\item When reviewing, a simple majority vote of the General Meeting will
confirm the appointment. If such a vote fails then the position must
be immediately filled by election (as per \prettyref{sec:Annual-General-Meetings}).
\end{enumerate}
\item or it may remain vacant and be filled by election (as per \prettyref{sec:Annual-General-Meetings}),
at the next General Meeting, which must be held within the next 2
weeks.
\end{enumerate}
\item No member of Committee may fill two roles simultaneously. Upon being
appointed to a second position, they immediately cease to hold the
first (and are subject to the rules given by \prettyref{sec:The-Committee}-\ref{subsec: OB resign}
and \prettyref{sec:The-Committee}-\ref{enu: OCM resigns}). 
\end{enumerate}

\section{Committee Meetings}
\begin{enumerate}
\item The Committee shall meet as such times and places as the President,
in consultation with the other Committee members shall determine.
\item The Committee shall only exercise its powers (as defined in this constitution
or in Regulations) at a properly convened meeting of the Committee,
except as elsewhere provided in the Constitution.
\item The Secretary or President shall cause all members of the Committee
to receive three days notice of any such meeting including a list
of the business to be discussed. This list may be expanded upon during
the meeting.

\begin{enumerate}
\item A meeting may be called without this notice, if seven or more, eligible
to vote, Committee members are present, at least four of whom are
executive office bearers.
\end{enumerate}
\item The Secretary shall forthwith call a Special Committee Meeting, upon
receiving a written requisition from at least two Committee members.

\begin{enumerate}
\item Any such Special Meeting shall be held not later than seven days immediately
following the receipt of such requisition.

\begin{enumerate}
\item If the Secretary fails to call the meeting within that time, any one
of the members signing the requisition may do so. 
\end{enumerate}
\item Any business set out in the requisition shall have priority over all
other business
\end{enumerate}
\item The quorum of a Committee meeting shall be five Committee members,
whom are eligible to vote, of which at least three must be executive
office bearers.
\item All meetings of the Committee shall be conducted in accordance with
the procedures prescribed in the Standing Rules and Orders of the
Guild Council.
\item Subject to this Constitution, the Committee shall be responsible for
giving effect to the objectives of the Society (see \prettyref{sec:Objectives})
and for carrying on its everyday business.
\item Towards this end, the Committee shall have the power to:

\begin{enumerate}
\item Acquire and dispose of property; to dispose of money; to open banking
accounts; and to enter into contracts.

\begin{enumerate}
\item The Committee shall not borrow money or incur debts or liabilities
on behalf of or in the name of Unigames to a greater amount than five
dollars for each and every existing financial member of the Society.
\end{enumerate}
\item Make Regulations for the orderly and proper management of the affairs
of Unigames.

\begin{enumerate}
\item So long as no Regulation is inconsistent with, or repugnant to, this
Constitution
\end{enumerate}
\item Impose fines for the breach of this Constitution, or Regulations.
\end{enumerate}
\item These powers are in addition to any other powers given in this Constitution
(in particular, see \prettyref{sec:Suspension-of-members}).
\end{enumerate}

\section{Duties and Powers \label{sec: duties}}
\begin{enumerate}
\item The President shall have the following duties and powers, in addition
to those elsewhere in the Constitution and in any Regulations: \label{subsec:Pres Duties}

\begin{enumerate}
\item To coordinate and supervise the work of the Committee
\item To carry out the will of Unigames
\item To chair Committee and General Meetings of Unigames 
\item When immediate action is required in any matter affecting the interests
of the society: \label{enu:Power Of Exec}

\begin{enumerate}
\item To take such actions upon seeking the advice and agreement of another
member of the Committee (preferably the Vice President).
\item Any actions taken as such, shall be subject to review at the next
Committee meeting. 
\end{enumerate}
\end{enumerate}
\item The Vice President shall have the following duties and powers, in
addition to those elsewhere in the Constitution and in any Regulations:

\begin{enumerate}
\item Assisting the President wherever possible. 
\item Whenever the President is unavailable, to take on the duties and powers
of the President as detailed in \prettyref{sec: duties}-\ref{subsec:Pres Duties}.
\end{enumerate}
\item The Treasurer shall have the following duties, in addition to those
elsewhere in the Constitution and in any Regulations:

\begin{enumerate}
\item To keep proper books of account dealing with the property and finances
of Unigames and to furnish the Committee with such information upon
request.
\item To arrange and be responsible for the handling of the petty cash.
\item To prepare a financial statement detailing income and expenses during
their term of office, for presentation at the Annual General Meeting.
\item To produce and deliver all necessary books, vouchers and other documents
to the persons appointed by the Guild for the purpose of conducting
and audit, insofar as such persons require.
\item To produce and deliver all necessary books, receipts and other documents
to the persons appointed by the Guild for the purpose of obtaining
grants, insofar as such persons require.
\end{enumerate}
\item The Secretary shall have the following duties, in addition to those
elsewhere in the constitution and in any Regulations:

\begin{enumerate}
\item To record and distribute all proceedings of Unigames in all meetings.
\item To provide the Guild with information about Unigames, upon request.
\item To keep record of all Society members, and their contact information.
\item To keep record of any members granted special powers, rights, or responsibilities
by Committee (for example Gatekeepers).
\item To keep record of any Regulations passed by Committee.
\end{enumerate}
\item The Librarian shall have the following duties, in addition to those
elsewhere in the Constitution and in any Regulations:

\begin{enumerate}
\item To maintain the library.
\item To maintain the catalogue and the borrowers records.
\item To research opportunities to expand the library, with respect to the
desires of Society members. 
\item To enforce Regulations regarding the library.
\end{enumerate}
\item The Fresher Representative shall have the following duties, in addition
to those elsewhere in the constitution and in any Regulations:

\begin{enumerate}
\item To look out for the needs, and rights of the Freshers.
\item To be aware of, and acquainted with all Freshers of the Society, insofar
as is possible.
\item To be involved, insofar as is possible, in any Fresher targeted activity
the Society may run, (such as the ``Fresher Campaign{[}/s{]}'').
\end{enumerate}
\item Should any of the Committee members be temporarily unable to fulfill
their duties, as defined above, another willing member of Committee
shall, at the request of Committee take on some, or all, of their
duties. (For example if the Secretary has vanished, the Committee
may ask the President to announce call a Special General Meeting).
\end{enumerate}

\section{Deposits and Withdrawals of Monies}
\begin{enumerate}
\item All monies due and payable to Unigames shall be received by the Treasurer
who shall lodge them without undue delay in the Unigames Banking Account
for the credit of Unigames.
\item Any two Executive Office Bearers of Unigames shall be empowered to
jointly sign cheques or forms of authority for the withdrawal of any
money from the Unigames Banking Account.
\end{enumerate}

\section{Payments\label{sec:Payments}}
\begin{enumerate}
\item \label{subsec:The-treasurer may authorise petty payments} The Committee
may define a weekly budget from which the Treasurer may authorise
the purchasing of consumables. These payments are subject to review
by Committee.
\item \label{enu:printing payments}Any Committee member may make payments
for printing on behalf of Unigames. These payments are subject to
review by Committee.
\item With exception of the consumable and printing payments (\prettyref{sec:Payments}-\ref{subsec:The-treasurer may authorise petty payments}
and \prettyref{sec:Payments}-\ref{enu:printing payments}), and the
executive power of the President (\prettyref{sec: duties}-\ref{subsec:Pres Duties}):
No payments shall be made on behalf or in the name of Unigames unless
it has been authorized by the Committee.
\end{enumerate}

\section{Major Obligations to the Guild\label{sec:Major-Obligations-to}}
\begin{enumerate}
\item Unigames shall comply with the rules of Guild and Societies Council,
and all other provisions enrolled upon the Guild Statutes Book.

\begin{enumerate}
\item All Office Bearers shall be jointly and severally responsible for
such compliance, and shall be deemed liable in the event of noncompliance
therewith.
\end{enumerate}
\item Such rules supersede the Regulations of Unigames, and this Constitution,
if and where contradiction occurs.
\end{enumerate}

\section{Suspension of members\label{sec:Suspension-of-members}}
\begin{enumerate}
\item Failure to return, or damage to, the resources of the Library may,
at the decision of the Librarian, result in immediate suspension from
the Society. 

\begin{enumerate}
\item A member as such suspended shall remain suspended until the next Committee
meeting. During which Committee will discuss the issue and resolve
sanctions.
\item A Committee meeting must be held with in 14 days of the suspension
\end{enumerate}
\item Failure to pay any fines, levies or debts owed to the Society, or
theft from the Society, may at the decision of the Treasurer, result
in immediate suspension from the Society. 

\begin{enumerate}
\item A member as such suspended shall remain suspended until the next Committee
meeting. During which Committee will discuss the issue and resolve
sanctions.
\item A Committee meeting must be held within 14 days of the suspension.
\end{enumerate}
\item The President or Vice President, may immediately suspend any member
of the Society for any reason the Librarian or Treasurer may, and
also for reasons for the preserving the security or well-being of
the Society or its members. 

\begin{enumerate}
\item A member as such suspended shall remain suspended until the next Committee
meeting. During which Committee will discuss the issue and resolve
sanctions.
\item A Committee meeting must be held within 14 days of the suspension.
\end{enumerate}
\item The Committee has the ability to suspend any member if they believe
it in the best interests of the Society. Such suspensions shall be
reviewed at the next General Meeting of the Society.
\item While suspended the member shall be unable to exercise any right as
a member including, but not limited to Library usage, and clubroom
access. 
\item The Committee, or General Meeting, may discontinue suspension and
restore a member to normal standing, or to impose other sanctions.
(Such as expulsion (see \prettyref{sec:Expulsion-of-members}) or
continued suspension for a fixed amount of time.)
\item \label{enu:CM suspend}If for any reason a Committee member is suspended,
a General Meeting must be held within two weeks to resolve the situation.

\begin{enumerate}
\item \label{enu:CM Suspend No Vote}While suspended, a Committee member
may not vote in Committee meetings.
\item While one or more Executive Office Bearers are suspended, any decisions
made by Committee shall be subject to review at the next Committee
Meeting once this situation is resolved.
\end{enumerate}
\end{enumerate}

\section{Expulsion of members\label{sec:Expulsion-of-members}}
\begin{enumerate}
\item The General Meeting may, by two-thirds majority vote, expel any member
or associate.
\item While expelled the former member or associate shall be unable to exercise
any right as a member including, but not limited to, Library usage
and clubroom access. 
\item \label{subsec:Expelled no membership}Once expelled the former member
or associate remains expelled and is barred from membership for all
time.
\item Expulsion can be repealed by a two-thirds majority vote of a General
Meeting
\end{enumerate}

\section{Availability of Constitution}
\begin{enumerate}
\item The Committee shall make available, on member's request, copies of
this Constitution.
\end{enumerate}

\section{Alteration of Constitution}
\begin{enumerate}
\item To amend this Constitution, the following steps must be taken:

\begin{enumerate}
\item Any two financial members of Unigames may not less than four days
before the day appointed for the next General Meeting submit to the
Secretary a notice of motion by them proposing an alteration to the
Constitution.
\item The motion may then be considered by Unigames at it next General Meeting
and amendments which are relevant to the subject matter thereof may
be moved without notice.
\item The motion or any amendment thereto shall be deemed adopted if it
receives a two-thirds majority of the General Meeting.
\item The motion as adopted with any amendments shall come into force upon
receiving the approval of Societies Council.
\end{enumerate}
\end{enumerate}

\section{Library}
\begin{enumerate}
\item The Library is Unigames' primary asset and as such:

\begin{enumerate}
\item Activities detrimental to the Library's contents or use are not permitted.
\item It is one of the main duties of Unigames and the Committee to maintain
the Library and expand it.
\item A reasonable portion of Unigames' annual income should be expended
on improving the library and attendant materials.
\item The Library shall be available to all members, except as excluded
by this Constitution and Unigames Regulations.
\end{enumerate}
\end{enumerate}

\section{Dissolution\label{sec:Dissolution}}
\begin{enumerate}
\item In the event of Unigames' disaffiliation to the Societies Council
\emph{and} cessation of activity, resources of Unigames, including
the Library, shall be given into the holding of the University Science
Fiction Association (UniSFA).

\begin{enumerate}
\item This is given with the understanding that upon the formation of a
club of similar spirit and objectives (see \prettyref{sec:Objectives})
to Unigames, as judged by the University Science Fiction Association
(UniSFA), comes into being, that these resources shall be passed on
to them.
\end{enumerate}
\item In the event of University Science Fiction Association (UniSFA), no
longer existing at the time of Unigames' dissolution, resources of
Unigames, including the Library, shall be given into the holding of
the Societies Council of the Guild.

\begin{enumerate}
\item This is given with the understanding that upon the formation of a
club of similar spirit and objectives (see \prettyref{sec:Objectives})
to Unigames, as judged by the Societies Council of the Guild, comes
into being, that these resources shall be passed on to them.
\end{enumerate}
\end{enumerate}

\pagebreak{}

\rule[0.5ex]{1\columnwidth}{1pt}

Prepared by Lyndon ``Frames'' White, with the assistance of Hannah
Gifford (SOC President 2011), and club members. Drawing on surviving
fragments of the original constitution.

\medskip{}

Adopted by General Meeting on 12 April 2011

Revisions Adopted by General Meeting on 31 August 2012

Revisions Adopted by General Meeting on 3 March 2015

Revisions Adopted by General Meeting on 14 August 2015

Revisions Adopted by General Meeting on 11 August 2016

Revisions Adopted by General Meeting on 3 March 2017

Revisions Adopted by General Meeting on 9 May 2017

Revisions Adopted by General Meeting on 2 August 2019

As witnessed by:
\begin{description}
\item [{President:}] Alaura Evans
\item [{Vice~President:}] Aoibhinn O'Shea
\item [{Treasurer:}] Taylor Home
\item [{Secretary:}] Donald Sutherland 
\end{description}

\end{document}
