Bylaws of the University of Waterloo Science Fiction Club

Effective 26 May 2010
  1. Club Meetings

    1. General Club Meetings

      Club Meetings shall be held at a regular time determined by the Executive. The regular time shall be announced at the meeting at which the Club Executive is elected and by e-mail. The location of each meeting shall be announced by e-mail as soon as practicable. Additional meetings can be scheduled by the Executive providing a minimum of one (1) week notice is given to the membership.

    2. Meeting Procedures

      The rules contained in the current edition of Robert's Rules of Order shall govern the club in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the club may adopt.

  2. Club Fees and Dues

    1. Term of Membership

      Club membership shall start on the day the membership dues are paid, and expires at the end of the club meeting in which the Club Executive is elected for the academic term following the last academic term the membership was issued for.

    2. Membership Dues

      1. For Full and Associate members, the membership dues are $4.00 per term, or $10.00 for three consecutive terms
      2. There are no membership dues for Honorary Members.

    3. Membership Cards

      All Honorary, Full, and Associate Members shall receive a membership card for the term of their membership.

    4. Library Fees

      Members may borrow material from the library at no charge. Any member with overdue articles will be charged a fee of $0.10 per day, per article, to a maximum fee of $5.00 per article.

  3. Appointed Officers

    1. General

      1. The Executive of the club may, at any time, appoint a member to any of the following positions.
      2. The Executive may, at any time, remove a member from any of the following positions.
      3. The term of office of each of these positions shall otherwise last until the end of the term in which it is appointed.

    2. Advertising Manager (Minister of Propaganda)

      1. The Advertising Manager shall be responsible for club advertising.
      2. In the case of a vacancy, the Vice-President shall assume all of the roles and duties of the Advertising Manager.

    3. Library Access Manager (Master of Minions)

      1. The Library Access Manager shall:
        1. be responsible for managing physical access to the library;
        2. prepare a list of Office Hours at the beginning of each term, and will maintain it over the course of the term;
        3. post and maintain a list of office hours on the outside of the office door on no less than a weekly basis;
        4. advise the club on matters concerning the physical library space and office hours;
        5. maintain a current and accurate key list with the Federation of Students Turnkey Desk.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the Library Access Manager.

    4. D&D Tournament Manager (Secretary of War)

      1. The D&D Tournament Manager shall be responsible for the annual Dungeons & Dragons Tournament.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the D&D Tournament Manager.

    5. Webmaster (Ghost in the Machine)

      1. The Webmaster shall maintain the club webspace in a timely manner.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the Webmaster.

    6. Librarian (The Oook)

      1. The Librarian shall manage the collection of books, games, magazines printed matter and other media (collectively known as the Club Library) and records about such owned by the club;
      2. Subject to these By-laws and to any decision of, or directions given by, the club or the President, the Librarian has the control and management of the club library and may (in addition to any powers conferred specifically by these by-laws) give such directions as appear to the Librarian necessary or desirable with respect to the use of the club library and the conduct of persons using it.
      3. In the case of a vacancy, the Secretary shall assume all of the roles and duties of the Librarian.

    7. MathSoc Key Holder (Keymaster)

      1. The MathSoc Key Holder shall:
        1. keep a key to the MathSoc Offices where the WatSFiC games are held;
        2. allow access to the MathSoc offices whenever the club requires it;
        3. obey the requirements set out by the agreement with MathSoc.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the MathSoc Key Holder.

    8. Communications Manager (Ansible)

      1. The Communications Manager shall:
        1. monitor the official club e-mail inbox and respond to or redirect all inquiries;
        2. add all newly enrolled members and other interested persons to the club mailing list;
        3. send a weekly e-mail to the mailing list briefly describing all club events planned for the coming week, including notices of general meetings.
      2. In the case of a vacancy, the Secretary shall assume all of the roles and duties of the Communications Manager.

    9. Magic Tournament Organizer (Wizard on the Coast)

      1. The Magic Tournament Organizer shall be responsible for all sanctioned Magic: The Gathering tournaments.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the Magic Tournament Organizer.

    10. RPGA Senior Game Master (Grand High Dungeon Master)

      1. The RPGA Senior Game Master shall be responsible for all sanctioned RPGA Dungeons & Dragons events.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the RPGA Senior Game Master.

    11. Humans Versus Zombies Senior Moderator (Necromancer)

      1. The Humans versus Zombies Senior Moderator shall take on all responsibilities of running any Humans versus Zombies games under WatSFiC taking place the term they hold the position.
      2. In the case of a vacancy, the President shall assume all of the roles and duties of the Humans Versus Zombies Senior Moderator.

  4. Use of University Property

    1. Use in the Club's Name

      The privilege of booking rooms or use of University of Waterloo property in the club's name is granted only to Executive of the club, and members explicitly authorised to do so on their behalf. Unauthorised use of University of Waterloo property shall result in the immediate suspension of a member's membership. The member shall be required to give account of their actions at the next official meeting. The executive shall determine the length of the suspension.

  5. Key Control and Security

    1. Access

      Library key access is restricted to the officers of the club, the Librarian, the Library Access Manager, and those members who volunteer to hold office hours. Members of the club may access the library and its contents under the supervision of a member with key access. Non-members may not access the library outside of posted office hours for any reason except under the direct supervision of an Executive Officer of the club. A member's key access may be revoked by the Library Access Manager or an Executive Officer at any time for any reason. The revoking authority shall be required to give account of the reason(s) why a member's access was revoked at the next official meeting after such access was revoked.

  6. Club Library

    1. Access

      Where it appears to the Librarian that a person has persistently failed to return borrowed items on the due date, or has lost an unreasonable number of items which that person has borrowed, the Librarian has a discretion to suspend that person's right to borrow for such period as the Librarian thinks fit or to withdraw that person's right to borrow altogether.

    2. Borrowing Library Material

      Any member in good standing with the club may sign out material from the library. If a person wishes to borrow a book, magazine, game or other article from the library, he or she must sign out the article. Signing out an article requires leaving the person's name, student number (or phone number if the person does not have a student number), the title of the article, and the date the article was borrowed using the record keeping process approved by the Librarian.

    3. Overdue Material

      A novel or other non-game related printed matter becomes overdue three (3) weeks after it is signed out. All other articles become overdue one (1) week after the article is signed out.  An article may be signed out for a specific length of time without incurring overdue fees with the explicit prior approval of a plurality of the Executive. If an article is not returned by the last day of the examination schedule, the replacement cost of the article is owed in addition to any overdue charges owed.