Aberystwyth Fantasy & Science Fiction Society

AberFSF Constitution

(This was last updated in April 2005 and so is not totally applicable; it shall be revised.)

• 1 - Title
  • 1.1 The full title of the society shall be the Aberystwyth Students' Fantasy and Science Fiction Society.

• 2 - Aims and Objectives
  • 2.1 To provide a society in which people of the University who have an interest in Science Fiction, Fantasy and Cult can meet people with a like interest.
  • 2.2 To provide facilities for people of the University who have an interest in Science Fiction, Fantasy and Cult to watch, read and further pursue their interest.

• 3 - Membership
  • 3.1 Membership of the society is open to all students and members of staff of the University of Wales Aberystwyth, and of its constituent bodies.
  • 3.2 The Society can be joined at any of the weekly meetings upon payment of the appropriate subscription fee.
  • 3.3 Membership fees will be set in line with Guild of Students' policy on society membership fees and grant allocations, but shall never exceed £3.50.

• 4 - Committee
  • 4.1 A committee, which shall consist of the following officers at the AGM, shall govern the society: President; Secretary and Treasurer (combined post); Entertainments and Book Club Officer; Publicity Officer and a Social Secretary.
  • 4.2 The committee reserves the right to co-opt members by a majority vote.
  • 4.3 The committee reserves the right to withdraw membership due to unreasonable or unacceptable conduct by a majority vote.
  • 4.4 Members of the committee may, if they so choose, delegate part of their job to third parties within the society, subject to the agreement of the rest of the committee.
  • 4.5 If any member of the committee is unable to fulfil their obligations for a sustained period of time (decided at the discretion of the other committee members) and they are unable to provide an adequate explanation for this, they must immediately resign from the committee.
  • 4.6 Upon the election the new committee must have the option of training by the old committee.

• 5 - Definitions of Committee Posts
  • 5.1 - The President
  • 5.2 - The Secretary / Treasurer
  • 5.3 - The Entertainments and Book Club Officer
  • 5.4 - The Publicity Officer
  • 5.5 - The Social Secretary
  • 5.6 - All Committee Members
• • 5.1 - The President
    • 5.1.1 Shall maintain overall responsibility for the smooth and effective running of the society;
    • 5.1.2 Shall make sure that the appropriate room is booked for the weekly meetings open to all members and endeavour to inform the Secretary if a room has not been booked (in order that members may be informed as quickly as possible);
    • 5.1.3 Shall, together with the other committee members, arrange for representatives of the society to be present at the Freshers' Fayre to enrol new members;
    • 5.1.4 Shall act as chairperson at committee meetings, the Annual General Meeting (AGM) and any Emergency Committee Meetings (EGMs);
    • 5.1.5 Shall, wherever possible, make himself available for consultation with any member of the society;
    • 5.1.5 Shall have the authority to extend honorary membership to any person regardless of eligibility requirements set out in this Constitution, or waive individual members' membership dues, subject to the approval of the Committee.
    • 5.1.6 Shall collaborate with the other members of the committee;
  • 5.2 - The Secretary / Treasurer
    • 5.2.1 Shall be responsible for all general administration within the society;
    • 5.2.2 Shall be responsible for all communication between the society and any outside bodies;
    • 5.2.3 If asked for, shall take the minutes of the committee meetings and present to the President a typed or emailed copy of the minutes as soon as is possible (preferably within seven days);
    • 5.2.4 Shall inform the committee of forthcoming committee meetings;
    • 5.2.5 Shall promote communication between committee members and between the committee and other members of the society;
    • 5.2.6 Shall handle all financial matters, such as BOCS grants and membership fees;
    • 5.2.7 Shall keep accounts of all monies held by and in relation to the society;
    • 5.2.8 Shall keep the committee aware of the society's financial status;
    • 5.2.9 Shall, in accordance with BOCS regulations, be prepared to show the society's accounts at the request of any person, as stated in section 11.1 of this constitution;
    • 5.2.10 Shall attend the Guild's Treasurer training session during the first term;
    • 5.2.11 Shall be primarily responsible for organizing the attendance of the society's delegation to BOCS/Guild Meetings.
    • 5.2.12 Shall collaborate with the President and all other members of the committee.
  • 5.3 - The Entertainments and Book Club Officer
    • 5.3.1 Be responsible for the entertainments at weekly meeting.
    • 5.3.2 Shall be responsible for the smooth running of the book and video loan club;
    • 5.3.4 Shall collaborate with the President and all other members of the committee;
  • 5.4 - The Publicity Officer
    • 5.4.1 Shall cooperate with the Secretary/Treasurer in order to provide members of the society with the most accurate and up to date information possible with regard to meetings and other society events;
    • 5.4.2 Shall be responsible for publicity promoting the society (such as posters, et cetera);
    • 5.4.3 Shall compile, edit and produce the society newsletter;
    • 5.4.4 Shall keep all members up to date with the latest information with regard to weekly meetings and other social activities, by way of a regular email to all members;
    • 5.4.5 Shall maintain the society website and ensure that all information provided therein is accurate and up to date;
  • 5.5 - Social Secretary
    • 5.5.1 Shall be primarily responsible for organizing social events and trips within the society (in collaboration with other committee members if preferred);
    • 5.5.2 Shall organize social events other than the weekly meetings.
  • 5.6 - All Committee Members
    • 5.6.1 Shall be expected to give time to the society;
    • 5.6.2 Shall attend all committee meetings or provide a written apology;
    • 5.6.3 Shall, subject to availability, attend BOCS/Guild meetings to represent the society;
    • 5.6.4 Shall endeavour to attend as many society meetings as possible;
    • 5.6.5 Shall collaborate with the president and all other members of the committee; 
    • 5.6.6 Shall contribute articles towards Infinitas, the society newsletter (this may be on an irregular basis if necessary).
    • 5.6.7 Shall, in line with existing tradition, be made honorary life members of the Society upon completion of their full term of office.
    • 5.6.8 Shall review this Constitution on an annual basis to ensure that it still tallies with reality.
  • 5.7 - Resignation of Office
    • 5.7.1 All Committee officers shall have the power to resign from their position at any time.
    • 5.7.2 Notice of resignation shall be submitted to the Secretary/Treasurer, or to the President where the Secretary/Treasurer him/herself is resigning. The Committee shall, in turn, notify the rest of the Society if this has not already been done.
    • 5.7.3 A by-election to fill the vacant post for the rest of the academic year will be held at the Society meeting immediately following notification of the Society of the vacancy.
    • 5.7.4 The remaining Committee shall oversee the discharge of duties during the interim period.

• 6 - Committee Meetings
  • 6.1 In accordance with BOCS regulations, there will be a minimum of two committee meetings per term.
  • 6.2 Any members of the committee can call a meeting at the convenience of the other committee members.
  • 6.3 The Secretary/Treasurer shall notify all committee members when committee meetings are to take place.
  • 6.4 Every committee member shall make his best effort to attend all committee meetings and other meetings, providing an explanation for their absence to another committee member as soon as possible.

• 7 - The Annual General Meeting
  • 7.1 The Annual General Meeting (AGM) will be held after the semester 1 exams.
  • 7.2 The Secretary/Treasurer will inform all members of the AGM at least two weeks in advance.
  • 7.3 During the two weeks preceding the AGM, nominations for all committee posts should be handed to the President.
  • 7.4 Only paid up members of the society are eligible to vote at the AGM.

• 8 - Emergency General Meetings
  • 8.1 Any member of the society can call an Emergency General Meeting (EGM), provided that a reason can be provided.
  • 8.2 If a member wishes to call an EGM, they must first inform a member of the committee, who will then inform the rest of the committee.
  • 8.3 The Secretary/Treasurer shall inform all members of the society about the EGM, the reasons for it and the time and location as soon as possible.
  • 8.4 Only paid up members of the society are eligible to vote at an EGM.

• 9 - Other Meetings
  • 9.1 As far as is possible, there will be at least one meeting a week, open to all members of the society.
  • 9.2 At these meetings any committee decisions shall be discussed and members kept informed of the actions of the committee.
  • 9.3 The events of each meeting shall be dependent upon the wishes of the members of the society.
  • 9.4 The Publicity Officer shall inform all members of the society of the meetings may arrange to have posters put up in a range of halls and other locations around the University informing current and prospective members of society meetings.

• 10 - The Book and Video Club
  • 10.1 The Society Book and Video Club is a not-for-profit scheme run as a branch of the Society.
  • 10.2 The Book and Video Club shall be the responsibility of the Entertainments and Book Club Officer.
  • 10.3 The exact conditions and guidelines of the Book and Video Club shall be laid down in the Book and Video Club Constitution, which shall be binding upon all members upon signing an agreement. The guidelines regarding the Club may be integrated into this Constitution at a later date.
  • 10.4 If, at any time, there is a disagreement between the guidelines set in the Book and Video Club constitution and this Constitution, this Constitution shall take precedence.

• 11 - Finance
  • 11.1 The Secretary/Treasurer shall keep the society's accounts, together with receipts of all expenditures, where practical, which, in accordance with BOCS regulations, must be produced on written demand from any member of the society, Guild Executive, or from the Finance Officer.
  • 11.2 All expenditure must be approved and subsequently ratified by the committee at its next meeting.
  • 11.3 Any equipment purchased by the society must be accounted for at the AGM.

• 12 - Newsletter
  • 12.1 The society's online newsletter, Infinitas, will be published at a rate of at least one issue per semester, provided that sufficient material is available to justify them.
  • 12.2 Infinitas is not produced for any kind of profit.
  • 12.3 In the event that Infinitas is produced as hard copies, it will be made available to all members of the society upon payment of thirty pence to cover the costs of printing. This amount may change owing to increasing costs in production, but must not exceed the actual production costs.
  • 12.4 Any member of the society is welcome to contribute articles for inclusion in the newsletter. These should be handed to the Secretary or any other committee member, or e-mailed, either via the society's address or direct to the Secretary.
  • 12.5 The newsletter shall be available in both Welsh and English.

• 13 - Constitution
  • 13.1 This constitution shall be binding on all members of the society by virtue of their membership. It may be changed at either the AGM or, if necessary, an EGM, by two thirds of those members present. The committee may not form two thirds or more of the members present (this is subject to change in accordance with the number of active members).
  • 13.2 This constitution, as passed by a super-majority vote at the April 2005 AGM, supersedes all previously written constitutions.