For the downloadable version, click here: PSU Gaming Club Constitution
Plymouth State University Gaming Club
Amended: November 10th, 2005
The purpose of this document is to outline the activities and objectives of the gaming club, to describe the duties of the officers and to detail the requirements of being a member.
The name of this student organization shall be the Plymouth State University Gaming Club (also Plymouth State Gaming Club, PSU Gaming Club and Gaming Club).
“The purpose of the Gaming Club is to provide an environment wherein its members may experience any and all forms of multi-person competitive and non-competitive games, including and not limited to such broadly defined categories as role-playing, board games, card games, dice games, war games and miniature simulations. The Gaming Club will help find fans of particular games or systems to organize with other such fans.”
Section 1: Eligibility: Any current Plymouth State University student is eligible for General Membership or Committee Membership and non-students are eligible for Community Membership. The Plymouth State University Gaming Club cannot discriminate because of race, color, religion, sex, national origin, sexual orientation, handicap, age, veteran status, or gender identity.
Section 2: Active Membership: Active Membership shall be broken down into three (3) categories: General Members, Committee Members, and Community Members.
A. General Members: Will attend all the normal meetings of The Gaming Club and if they wish, they may be a member of a Committee. General Members must pay dues when levied and may participate in all Gaming Club activities, including voting rights and eligibility for officer positions. If you are a General Member, you are counted as part of the quorum. At least two (2) members of each Committee must be General Members, one being the Chair of the Committee and the other being any member of that Committee. General Members may sponsor no more than one (1) Community Member.
B. Committee Members: Active membership will be awarded to a person who has missed no more than five regularly scheduled committee meetings as well as pay any dues required to help fund the organization. As a Committee Member they are not required to attend The Gaming Club meetings, therefore the number of Committee Members does not reflect the numbers of the General Members. (see Article V for further details on committees)
C. Community Members: Must pay dues when levied and may participate in all club activities, but will have no voting rights and may not run for or hold any officer position. Gaming Club funds cannot be used directly to fund any community membership participation events. Community Members must be sponsored by a General Member, who will bear the responsibilities for the community member and his or her actions within Gaming Club related affairs.
Section 3: Joining: To become a member, a person must present him or herself to a Gaming Club officer, upon which the officer will record the person’s name, and means by which the person may be contacted. Dues will be levied upon joining the Gaming Club.
Section 1: Number and Method of Elections:
A. The Plymouth State Gaming Club shall elect from the active membership a President, Vice President, Treasurer, Secretary, and if necessary Webmaster during the second half of the spring semester. Only General Members may hold these positions, and only if elected to office by a quorum of General Members.
B. The Plymouth State Gaming Club Committee’s shall elect from the active membership a Chair, and a Vice Chair, during the second half of the spring semester. Only Committee Members may hold these positions and only if elected to office by a quorum of Committee Members.
Section 2: Duties of Officers: It is the responsibility of all officers to maintain communication with each other and work together to complete Gaming Club projects. Officers must meet once a week in addition to the regular Gaming Club meetings for this purpose. Other duties are as follows:
A. The President shall:
1. Preside over all meetings of the Plymouth State University Gaming Club.
2. Recruitment of new members to the Gaming Club.
3. Reserving rooms and equipment for meetings and events.
4. Planning of Gaming Club events
5. Maintaining the constitution of the Gaming Club.
6. Calling of elections to fill vacant officer positions
7. General legislation of the Gaming Club.
8. Serve as Secretary if in some way the Secretary is kept from his or her duty or removed from the office until a new Secretary can be elected.
9. Other duties as needed.
B. The Vice President shall:
1. Preside over all meetings in the absence of the President.
2. Aid the President in his or her duties as detailed above.
3. Serve as President if in some way the President is kept from his or her duty or removed from the office until a new President can be elected.
4. Other duties as needed.
C. The Treasurer shall:
1. Responsibly and accurately record the state of the Gaming Club’s finances.
2. Prepare a budget and present it to the Gaming Club and the Student Senate.
3. Collect dues from members when levied and record them.
4. Oversee fundraising activities.
5. Serve as Vice President if in some way the Vice President is kept from his or her duty or removed from the office until a new Vice President can be elected.
6. Other duties as needed.
D. The Secretary shall:
1. Maintain the Gaming Club’s records, archives, and library.
2. Maintain a record of the Gaming Club’s activities.
3. Maintain contact with Gaming Club members with an e-mail newsletter.
4. Maintain a roster of the Gaming Club’s membership.
5. Serve as Treasurer if in some way the Treasurer is kept from his or her duty or removed from the office until a new Treasurer can be elected.
6. Other duties as needed.
E. The Webmaster shall:
1. Maintaining the Gaming Club’s website
2. Should the Webmaster for any reason be kept away from or removed from office, the duties of the Webmaster fall to whichever officer has the most experience and knowledge for maintaining the website until such a time as the Webmaster returns or until a new webmaster can be elected.
3. Other duties as needed.
F. A Committee Chair shall:
1. Preside over all the meetings of the Committee.
2. Recruitment of new members to the Committee.
3. Maintain a roster of the Committee’s membership.
4. Reserving rooms and equipment for meetings and events.
5. Planning of Committee events.
6. Calling of elections to fill vacant Chair.
7. General legislation of the Committee.
8. Serve as Vice Chair if in some way the Vice Chair is kept from his or her duty or removed from the office until a new Vice Chair can be elected.
9. Other duties as needed.
G. A Committee Vice Chair shall:
1. Aid the Chair in his or her duties as detailed above.
2. Responsibly and accurately record the state of the Committee’s finances.
3. Prepare a budget and present it to the Committee and officers of the Gaming Club.
4. Collect dues from members when levied and record them.
5. Oversee fundraising activities.
6. Maintain contact with Committee members with an e-mail newsletter.
7. Serve as Chair if in some way the Chair is kept from his or her duty or removed from the office until a new Chair can be elected.
8. Other duties as needed.
Section 3: Term of Officer: All officers will serve in one academic year terms equivalent to two semesters in length beginning at the start of the upcoming fall semester. There is no limit to the number of terms an officer may serve as long as they are a paying General Member.
Section 4: Elections:
A. Elections for Gaming Club Officer or Committee Chair positions will be held no later than April 30 (before the end of spring semester). Nominees will be eligible if their nominations have been both moved and seconded for by the Gaming Club or Committee members. Elections may not be held in the same meeting in which the nominations were selected. All nominees are allowed to give one speech addressed to the Club or Committee prior to the election. Elections will be decided by a simple majority if quorum has been met.
B. Emergency elections may be called for by the officers or the advisor to fill positions left vacant by officers who have had to abdicate or been removed for whatever reason. Elections called for this purpose may only be called for the vacant position(s). Officers elected in this manner will finish out their predecessor’s term.
Section 5: Impeachment of Officers:
A. If any Gaming Club member calls for the removal of an officer and the move is seconded by another member, then impeachment proceedings will begin. The matter will be decided by a simple majority vote if quorum has been met. The removal vote may not be held in the same meeting in which it was proposed. The officer facing removal is allowed to make one speech upon his or her behalf before the vote is held. If the officer is removed, he or she is to immediately vacate his or her former position. A removed officer is still considered a student member.
B. If any Committee member calls for the removal of an officer and the move is seconded by another member, then impeachment proceedings will begin. The matter will be decided by a simple majority vote if quorum has been met. The removal vote may not be held in the same meeting in which it was proposed. The officer facing removal is allowed to make one speech upon his or her behalf before the vote is held. If the officer is removed, he or she is to immediately vacate his or her former position. A removed officer is still considered a committee member.
Section 1: Standing Committees: The Plymouth State University Gaming Club presently recognizes the Collectable Card Games Competitive Committee
Section 2: Duties of Standing Committees:
A. A Competitive Committee Shall:
1. Plan and hold regular meetings as per the Article VII.
2. Plan and hold events targeted towards competitive play in regards to Magic: The Gathering or any other competitive game they choose.
3. Elect two Committee Officer positions from within its own membership. Those of the Chair and Vice Chair.
4. Report relevant information to the Officers of the Gaming Club.
5. Maintain a separate resource library for use by its members and those of the Gaming Club as per Article IX, Section 5. (Note: Competitive Committee resources can only be signed out by their officers unless they choose to allow sign outs by the officers of the Gaming Club)
Section 3: Adding Committees: Additional committees may be formed within the Plymouth State University Gaming Club. The following guidelines must be followed to form a new committee.
- Forming the committee
1. At least two (2) members of the committee must be General Members of the Gaming Club, one (1) of which must be the proposed Chair.
2. A list of potential members must be presented with at least 5 names, two (2) of which are the proposed Chair and Vice-Chair of the committee.
3. The objectives of the new committee must be presented at the time the request for the formation is made.
- Request for formal recognition
1. The request for the new committee may be made to any standing officer within the Gaming Club.
2. The officers of the Gaming Club will present the request at the next scheduled Officers Meeting at which time the request will be discussed.
3. A meeting time will be set for at least two (2) standing Officers to meet with the proposed Chair and Vice-Chair of the committee to discuss details of the new committee. During this meeting the objectives and duties of the proposed committee will be drafted. Items discussed during this meeting will be presented to the officers of the Gaming Club at the next scheduled Officers Meeting.
1. The officers of the Gaming Club will present the request for formal recognition to the members of the Gaming Club at the next regular scheduled meeting.
2. Voting will be held as per normal voting procedures as outlined in Article VIII, Section 1.
3. If passed the committee will be recognized.
Section 1: Number and Term of Office: As part of its charter, the Plymouth State University Gaming Club must have at least one (1) faculty or staff Advisor. The Advisor will serve an indefinite term, until he or she declines the position, the Plymouth State University Gaming Club dismisses him or her, or the Club ceases to exist.
Section 2: Method of Appointment: If the position of Advisor is ever vacated, an election will promptly be held to fill it. Nominees for the position must be acceptable as per the terms of the Plymouth State University Student Senate and willing to accept the position. The nominations must be both moved and seconded for. Elections will not be held in the same meeting in which the nominations were made, and will be decided by a simple majority if quorum has been met.
Section 3: Duties:
A. The Advisor is expected but not required to attend at least one (1) officer meeting and one (1) general meeting per month.
B. He or She should keep in contact with the officers of the Gaming Club to stay updated on their activities and status.
C. When asked and if available the Advisor is expected but not required to stand in for the officers in the event the officers of the Gaming Club cannot attend a special event.
Section 1: Regular Meetings: The PSU Gaming Club will hold a general meeting at least once a week while Plymouth State University is in session. Meeting time, frequency and place will be determined by the club officers as per the needs of the club. The officers and members are to deal with business as necessary during the meeting(s). Though the Gaming Club’s main purpose is gaming, it is important to make sure the Gaming Club is healthy enough so this main purpose may be executed.
Section 2: Special Meetings and Activities: The Gaming Club may sponsor activities in addition to its regular meetings. The only restriction on such activities will be member approval, available funds and any applicable school, local, state, federal, or international laws. Members will be notified of these activities through regular club meetings or through e-mail.
Section 3: Parliamentary Procedure: All regular and special meetings or the name of the organization shall be run under the rules of parliamentary procedure with Robert’s Rules of Order.
Section 4: Quorum: Quorum is met when at least two thirds of the General Membership is present at a meeting.
Section 1: Voting: Any student member may move for a motion to be voted upon. If the motion is seconded by any other student member other than the one who forwarded it, then the following applies.
A. In an informal vote, the matter will be put to the student members present at the meeting and decided by a simple majority. At any point before, during or after an informal vote, but still within the same meeting as the informal vote was held, any student member may move to have the vote recast as a formal vote. If such a motion is seconded by another student member, then the informal vote will be rendered void. The formal vote will be held no later than a week after it was proposed. It will be the officers’ duty to announce the formal vote to the Gaming Club membership before it is held.
B. To hold a formal vote quorum must be met. The matter will be decided by simple majority. A formal vote may not be held in the same meeting it was proposed.
C. The final outcome of a vote, whether formal or informal, will be accepted and carried out by all the officers and members of the Gaming Club. No club member or officer will have a veto with which he or she may null or change the outcome of a vote.
Section 2: Additional: If any further governing procedure is required, then standard parliamentary procedure (as outlined in Robert’s Rules of Order) may be consulted.
Section 1: Computer Resources: Only the officers and Advisor shall have access to the computer account of the Gaming Club.
Section 2: Key List: Only General Members, Officers and the Advisor shall be listed on the office key list. Officers must be listed on the key list. General Members and Committee Members may be listed on the key list at the discretion of the Officers. The Advisor may be listed per his or her preference.
Section 3: Office Hours: In the interest of promoting the Gaming Club and offering members easy access to the resource library, officers must maintain at least two hours of office time a week. Office hours must be scheduled for the semester and posted on the office door. Student members may also maintain office hours at the discretion of the officers, and shall be granted listing on the key list for such purpose.
Section 4: Phone: The Gaming Club phone shall be used primarily for Club purposes only. Only Club officers shall have access to the long distance phone PBN. Any long distance calls made on the Gaming Club phone must be approved by an officer. For calls billed to the Gaming Club, the officer must enter the PBN by his or her self when prompted.
Section 5: Resource Library: Any General Member has access to the Gaming Club’s resources library. Items within the library must be signed out with an officer of the Gaming Club or the Advisor. No item can be held for more than a two (2) week time period. This can be extended at the discretion of the officer who signed out the resource.
Section 1: Procedure for Amendment: Any student member may propose a constitutional amendment. If the proposal is seconded, the club will then hold an informal vote to decide whether or not an amendment hearing will be held, as per the guidelines of Article VII. If the informal vote calls for an amendment hearing, it is to be held no later than one week after the vote was taken. It is the officers’ duty to announce the amendment hearing to the club membership. An amendment hearing may not be held in the same meeting it was proposed.
Section 2: Ratification: Quorum must be met in order for an amendment hearing to be valid. At the hearing, the proposed amendment will be restated by the proposer to all present, discussed by the membership and then voted upon. The amendment may pass only if it is accepted by a two-thirds vote. If quorum is not met at a single meeting, then the votes of those present will be recorded and the vote carried over into the next meeting. If the number of voters is still insufficient, then the amendment hearing will be declared invalid and dropped.