UNIVERSITY OF OREGON GAMING CLUB BYLAWS

Previous versions:

Ratified on May 19, 2000
Edited for grammar, spelling, and uniformity on November 7, 2000

Statement of Purpose

The University of Oregon Gaming Club (from now on referred to as UOGC) was established at the beginning of the spring term, 1998. UOGC was created to provide a way for people at the university and in the Eugene area who enjoy gaming to meet others with similar interests. "Gaming", in this case, means all sorts of multi-player games apart from traditional sports activities. This includes, but is not limited to, role-playing games, card games, collectible card games, board games, multi-player computer games, tabletop war games, and live-action role-playing games.

UOGC will also act as materials resource for its members. Using funds provided by ASUO and obtained through fundraising, UOGC will maintain a library of games and game resources such as books, magazines, games, and gaming supplies (including such things as dice and grid mats). These resources will be available to all members of UOGC through a simple checkout procedure.

Membership

  1. The types of membership

    2. There are two basic types of membership: voting and non-voting. All members of the UOGC fall into one of these categories. Additionally, each member may be active or inactive.

  2. Voting Membership is open to all fee-paying students.

    3. Membership is achieved through a person expressing the desire to be a member of the UOGC. For a person to join, the Richard Potato must be informed of the desired membership, so that he/she can add the new member to the email list and the list of members. There is no seniority of membership.

    Exec R 88.1 Membership: No individual can be excluded from a program on the basis of political ideology, but every individual in a program must be sincere to the goals of the program.

    Exec R 83.1 Elections: Membership in a program may be defined by the program as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon or the State of Oregon.

  3. Non-Voting Membership

    4. People who are not members of the fee-paying student body may join the UOGC as non-voting members. Membership is determined in the same way as with voting members. This sort of membership allows participation in UOGC events, but doesn't allow voting in UOGC elections.

  4. Active and Inactive Membership

    5. Each member of the UOGC is either active or inactive. An active member is one that is active in events or the running of the club. A member will be active as long as he or she has participated in a UOGC event sometime during the current school term. Otherwise, the member is inactive. If a member is inactive for an entire term then that person will no longer be a member of the club. Any member may change his or her active/inactive status at any time by request to the Richard Potato.

  5. Authority/Responsibility of Members

    6. Each member should strive to maintain an entertaining gaming atmosphere, and to assist with and suggest to the Richard Potato any desired activities related to the club. The club will be dependent upon its members for any and all gaming activities. Members may, if they wish, take responsibility for suggesting and organizing activities. A member can take as active a role as they wish in the club.

  6. Equal Opportunity Statement

    7. Exec R 882.1 Equal Opportunity: The ASUO affirms the right of all individuals to equal opportunity in education, employment, and access to incidental fee programs and their funded activities, without regard to race, color, religion, sex, sexual orientation, age, different ability, national origin, marital status, veteran's status, or any other considerations not directly and substantially related to effective participation.

Officers.

  1. Eligibility.

    2. A person may run for an elected office in UOGC if and only if he or she is a voting member of the club.

  2. The Richard Potato (President)
    1. Responsibilities
      2.

      This officer is the main organizer of UOGC. He or she acts as the liaison between UOGC and ASUO and is the main event organizer. The Potato is responsible for organizing at least one advertised, all-school activity per year. Also, the Potato is responsible for public relations (possibly including maintenance of a web site and a UOGC email address) Any of these responsibilities may be delegated to another voting member on a volunteer basis.

    2. Term of Office

      3. One year. If the Potato will be away from campus for an extended period of time then he/she should appoint an acting Potato to be the main organizer in the Potato's absence. This applies only to periods during which school is in session and enough UOGC voting members are at the UO to have a need for allocation of money or other responsibilities of the Potato.

  3. The Small Fry (Vice-President)
    1. Responsibilities
      2.

      This officer serves as an assistant to the Richard Potato. He or she will assist in all duties that fall under the responsibility of the Potato. In the event that the Potato is unable to serve in one or more of his or her duties, responsibility for said duties will fall to the Fry. The Fry may also delegate responsibilities to another voting member on a volunteer basis.

    2. Term of Office

      3. One year. If the Fry will be away from campus for an extended period of time then he/she should appoint an acting Fry to be the main organizer in the Fry's absence. This applies only to periods during which school is in session and enough UOGC voting members are at the UO to have a need for allocation of money or other responsibilities of the Fry.

  4. Black Widow (Secretary/Webmaster)
    1. Responsibilities
      2.

      This officer is responsible for keeping track of all funds belonging to the UOGC, as well as a record of all expenditures. All expenses must be accompanied by a receipt for purchases. See section IV for details on spending.

      This officer is also responsible for keeping meeting minutes and maintaining an archive of those minutes, which will be available to all UOGC members. This officer must also maintain an informational web site for the UOGC, which must be kept as up-to-date as possible. An archive of important documents on the WWW is desired, but not required.

    2. Term of Office

      3. One year. If the Black Widow will be away from campus for an extended period of time then he/she should appoint an acting Black Widow to be the main bookkeeper in the Black Widow's absence. This applies only to periods during which school is in session and enough UOGC voting members are at the UO to have a need for allocation of money or other responsibilities of the Black Widow.

  5. Conan (the Librarian)
    1. Responsibilities
      2.

      This officer maintains the UOGC gaming library. This includes all items and materials owned by the UOGC. The Conan should be able, with as little as one day's notice, to provide access to the library to any members of the UOGC. The Conan will also maintain a list of gaming materials owned by UOGC members (though members need not volunteer this information, if they don't want to), so that people can know who to ask to borrow things.

    2. Term of Office

      3. One year. If the Conan will be away from campus for more than a day then he/she should appoint an acting Conan to maintain the library of gaming materials in the regular Conan's absence. This applies only to periods during which school is in session and any UOGC voting members are at the UO.

Treasury

  1. Purpose of the Treasury

    2. The treasury exists as a way to purchase supplies which further the goals of the club. These include gaming supplies such as dice, rulebooks, board games, and other things that help in the enjoyment of games played by multiple members of the UOGC. What these things include are at the discretion of the Potato, Boutros, and Conan.

  2. Allocation of funds

    3. All purchases under $30 should be approved by an officer. If any officer refuses to allow the purchase then the purchase may not be made unless a vote is held and the purchase is approved in that way. Any purchase may be put to a vote for approval. Any purchases of $30 or more must be approved by a vote. All purchases need to be accompanied by a receipt (see section III.C, Boutros Boutros).

  3. Emergency Fund

    4. Once a level of $200 is reached in the treasury, or starting in spring term of 1999, whichever comes sooner, this bylaw goes into effect. A balance of $100 must be maintained in the treasury. If the level is below that, then all purchases will be halted until the level once again reaches $100. This restriction may be broken for a single purchase if a 2/3rds majority is reached in a vote for approval of the purchase.

Elections
  1. Quorum

    2. At least one-half of all active voting members of the UOGC need to participate in order for an election or vote to be valid. For votes conducted over email, at least a week of response time is required between announcing the vote and tallying votes. Unless otherwise stated in these bylaws, any vote may take place over email. Elections for offices must be held at club meetings.

  2. All voting members may vote (duh)

    3. Exec R 83.1 Elections: Programs may elect their directors and other staff provided the following criteria are met. All candidates must be afforded the same opportunity to disseminate information to the electorate. The electoral process must ensure that every constituent has an equal opportunity to vote, and that every constituent's vote has equal weight in determining the outcome of the election, Only student members of the program may vote in an election for any position having authority in an ASUO program. Membership in a program may be defined by the program as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon or the State of Oregon. Membership must be filed with the ASUO Programs Coordinator prior to any election. The ASUO Programs Coordinator must be notified of any elections, and either the Programs Coordinator or Elections Coordinator must oversee the elections.

  3. Announcements

    4. Announcements will be made on the UOGC email list at least a week in advance of any election or vote.

  4. When?

    5. Elections will take place in spring term, no less than three weeks before the start of finals week. This may be violated in the charter year if necessary in order to have elections after ASUO approval and before the beginning of summer term. Non-election votes may be held at any time other than during a vacation period or summer term.

  5. Process to recall officers.

    6. If the members of the UOGC feel that an officer is not fulfilling their duty and wish to recall that officer, a vote must be held. This vote follows the same rules of quorum as normal elections. If the resulting vote has a majority in favor of recall then an election should be held within a week to find a replacement officer. In the mean time, the highest officer still in office should appoint an interim officer.

  6. Who is responsible for overseeing elections?

    7. Any voting member may oversee elections. This person may not be running for an office in that election. This person should be nominated and elected at the time of the election. The Boutros Boutros will oversee non-election votes.

  7. Replacement process for resignations.

    8. Officers who resign should appoint an interim officer to perform the duties of that officer before another election can be held. Elections for a replacement officer should be held within two weeks.

  8. UOGC by-laws must be turned in to the ASUO Elections Coordinator before the election.
  9. The ASUO Programs Coordinator and Elections Coordinator must be notified before elections take place.
Meetings
  1. General Meetings.

    2. General meetings will take place at least once every school term other than summer. Most every-day issues will be dealt with through the UOGC email list. Decisions on how to spend money should be dealt with in the meetings.

  2. Decision-Making Process
    1. Decisions brought to a vote in UOGC meetings or on the mailing list need a 50% majority of yes over no votes.
    2. People who attend the meetings may abstain, but the abstentions have no effect on the outcome of the vote.
    3. At least 50% of active voting members must participate in the vote.
    4. All voting members who attend the meetings may participate in the vote.
    5. Since most UOGC members will be absent during the summer, no decisions should be made during that time which require a meeting.
Dissolution of the UOGC
  1. Allocation of excess money and supplies

    2. Upon dissolution of the club, any extra money that is left which is from the ASUO will be returned to the ASUO. Any money raised through fund-raising or other means will be contributed to a non-religious charity. All excess gaming supplies will be given to Campus Housing or, if they don't want it, will be sold and the money donated to a non-religious charity.

Amending the by-laws

In order to amend the by-laws, a member should make an amendment proposal in a club meeting. This proposal should be voted-upon in the normal manner, but requires a 2/3rds majority of yes-votes in order to pass.

Amendments to the UOGC bylaws

  1. (Passed on May 25, 1998) In officer elections, the person who is running for office who gets the greatest number of votes will receive that office.
  2. (Passed on May 25, 1998) The election moderator shall be nominated before each election and voted on. The nominated person may decline the nomination. The election moderator may not vote in the election except in case of a tie. In that case, the election moderator must vote-he or she may not abstain. The moderator may flip a coin to decide the vote if he or she chooses.

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