Non-Students and Voting in Society Elections

Dear members,

As a society we are obligated to use a template for our constitution provided by them. There are parts which we are entitled to change, but much of it is non-negotiable.

This was implemented before last year, and the template includes this clause:

10. Election of the Committee
Point 10.4 - Only Society members who are also full members of YUSU shall be entitled to vote.

This clause is in place to ensure that societies are run by students, and can demonstrably be so. As a society with a large non-student membership this clause can by used by YUSU and the society to justify ourselves as a student society.

Owing to the large and active community of non-students within SFNF, we have since spoken to YUSU's representatives to consider ways in which alumni might be better accommodated and acknowledged. We are sorry to announce that point 10.4 is mandatory if we are to remain ratified as a YUSU Society.

However, there are other possibilities. If we reach quorum at the EGM on 10/03/16, we will now include a discussion of inclusion of advisory posts which the president appoints on the advice of the society as a whole in the case of the absence of eligible abnormal member nominations. Another option might be the inclusion of a non-student representative or similar.

Please do speak to the President or Secretary with any concerns or ideas. The committee fully wishes to represent all members of the society and their contribution fairly.

Many thanks,

Tegwen Hammersley
President

Isaac Toman Grief
Secretary

AGM follow up and committee announcements

Dear members,

We would like to announce the 2016-17 committee.

President: Tegwen Hammersley
Secretary: Isaac Toman Grief
Treasurer: Elly Brine
Kit Officer: Connor Fitzgerald
Abnormal Member for LARP: Max Brown
AM for Tabletop: Thomas Irving
AM for Boardgames: Patrick Clarke Williams
AM for Cardgames: Cai Terry
AM for Wargames: Daniel Bean
Librarian: Brandon Keane
Webmaster: David Gundry

As a result of motions discussed during the AGM, an EGM will take place on Thursday the 10th of March, at 18:00 in V/045 to elect an Events Officer. Nominations are open, so if you wish to stand for this position please email the society before Wednesday 2nd March. Further information will be included in an email tomorrow.

Other conclusions from the AGM:

The Society shall remain the Science Fiction and Fantasy Society, although the name shall be reviewed at the next AGM with the intention of changing it if we still feel that the actions of the society do not reflect the name.

It was suggested that there be a vote to allow non-student members of the society to vote. Unfortunately, this clause is a non-negotiable part of the constitution that YUSU insist on, and can therefore not be changed, no matter the outcome of a potential vote.

It was agreed that an EGM should be held to elect an Events Officer. The Events officer will be responsible for convention scheduling, fresher's fair organisation and promoting informal social occasions (such as the Thursday films and a proposed book club).

Formal minutes are available upon request.

Many thanks,

The Committee of the Science Fiction and Fantasy Society

Committee Meeting Minutes

Committee Meeting 04/06/15

In Attendance: Tegwen Hammersley, Max Brown, Rosie Cook, Thomas Irving, Tom Parker, Patrick Clarke-Williams, Elly Brine.

1. Are we going to do GIAG again? If so, when and what?

• Tegwen’s proposal: have it during the second week of term.
• There will be Impact, Changeling and boardgame sessions.
• The application has already been sent off.

2. Fresher’s Fair. Where will it be, and who will be there?

• It will be in the James Dining Room.
• Various people will be on shifts to run the stall. Tegwen, Rosie, Max, Elly (globophobia allowing), and Thomas are all willing to take these shifts.

3. First Convention. Should we have a more structured layout of events with a timetable? Activities for newbies? Should times of games be announced beforehand with an online sign-up? Should there be boardgames of Sunday when LARP is going on?

• We ask people at socials and via email if they would like to run something, then put a timetable together based on that. 
• There will be cardgames and LARP sessions for newbies. 
• There will be an online sign-up with priority for newbies. Some spaces will be left free. 
• Boardgames will be on Sunday.

4. When will tabletop day and the WTS megagame be next term?

• Tabletop day will be the Saturday of Week 7.
• The WTS megagame will be Saturday of Week 6.

5. Are there still things running over the summer? If so, what?

• There is a summer LARP. Anything else (tabletop games etc) will have to contact if they require room bookings).

   
6. Missing boardgames. What are we going to do about it? Should we report it as a crime?

• Cannot report as a crime as it is now too late and would lead to inconveniences.
• Missing boardgames will be replaced as soon as we are given a budget from YUSU.
• In future, we will create a system for borrowing boardgames at convention involving a sign-out list and a responsible person.

7. Movie nights. Should we have these? If so, when?

• Potential plan to run these once a month with three ‘taster sessions’ to gauge interest.

8. Socials. At the moment, ours are relatively low-key. How can we make them more popular?

• The first few socials for next term will be ‘Fresher Friendly’ with lots of encouragement for newbies to return.

9. GM workshop. Will we have one? If so, what will be involved?

• We will ask people if they are interested in the idea of GM buddies to help new GMs find their feet when it comes to running games.
• Games where half of the players are Freshers and half are non-Freshers will be encouraged.

10. Logo competition?

• Yes!
• Funding has already been requested.
• New logo should be kept somewhat in-line with the old one.
• Merchandise could then be made from the new logo.
• Deadline will be the end of August.

11. Facebook page?

• Yes!