Whereas the name of this organization shall hereafter be the Western Carolina University (WCU) Gaming Club, the reflective purpose of the Club shall be to enhance the Western Carolina University gaming environment for all students as well as to foster healthy relations between students and Club members. The Club is nonbiased and caters to individuals of all majors.

The overall goals of the Western Carolina University Gaming Club shall include, but not be limited to, encouraging student participation in an intellectual, entertaining setting, fostered by both computer gaming, console gaming and LAN events planned by the Club to enhance relationships outside of the digital realm, create an active organization within the community to encourage positive community growth and maintenance, and to inform the overall student body of the increasing prevalence of gaming in modern day society. The main purpose of the Club shall be increase student enrollment, increase student retention, and increase the number of students living on campus at Western Carolina University.

Article II. Eligibility for Membership

In order to become a member within the Western Carolina University Gaming Club one must have attended a minimum of two official LAN events, and attended at least two meetings while being enrolled as a student at Western Carolina University.  Furthermore, each member must fulfill various community and campus service requirements set forth by the Western Carolina University Gaming Club, Western Carolina University, and the Student Government Association.  Once one has obtained full membership status, said member need only attend one meeting and one LAN event each semester to maintain full membership status.  These requirements pertain only to the Fall and Spring semesters. Once a student has attained membership status, said student will be able to vote on and run for executive positions. Any student that meets the aforementioned membership requirements before the date of Sept. 1, 2010 will automatically be considered a full-fledged member.

Article III. Duties of the Executive Council

The Western Carolina University Gaming Club is maintained by an Executive Council, consisting of seven officers with varying responsibilities within the Club. The seven stations are as follows: President, PC Vice President, Console Vice President, Treasurer, Marketing Administrator, Secretary, and Historian. The officers of the Club may not hold more than one Executive Council position but are free to hold non-executive positions. Only students who have attained membership status may run and vote for executive positions.

It is the duty of the President to instigate and manage notions of the members of the Club and see that the voting process, which will be discussed in detail hereafter, takes place securely and with an air of surety. It is also the duty of the President to represent the organization to the business community and gaming clubs from other universities. The President is also chiefly responsible for securing and maintaining sponsorships for both the Club and its LAN events.  It is also the duty of the President to foster and maintain the Club’s relationship with IT Services and other administrative university departments.  The President oversees all expenditures made on behalf of the Club.  It is the President’s responsibility to notify members of the Club of all events and meetings the Executive Council shall plan.

It is the duty of the PC Vice President to maintain the Club’s server(s) and to ensure that they remain updated and properly secured. It is the duty of the PC Vice President to run the PC portion of all LAN events. It is the duty of the PC Vice President to delegate and oversee administrators of the servers and website.

It is the responsibility of the Console Vice President to create the rules for console tournaments before each LAN event and supervise said tournaments.  It is also the duty of the Console Vice President to make sure equipment is provided for each console tournament.  The Console Vice President may deputize club members to assist in the running of console tournaments.

It is the duty of the Treasurer to keep track of attendance and collect money at every LAN event. It is also the responsibility of the Treasurer to ensure that each LAN event attendee is signed up for their respective tournaments when they sign the attendance sheet and then make available the tournament attendance list to the Console Vice President. Directly following the LAN event, the Treasurer is to give all sales numbers and an attendance sheet to the Secretary. The Treasurer is to accompany the President in representing the Club at all SGA meetings. It is also the duty of the Treasurer to keep track of all the expenses and receipts of the Club as well as signing off on all club purchases. It is also the responsibility of the Treasurer to keep a running log of the Club’s finances.

It is the duty of the Secretary to record the events of each meeting. These records shall also be made accessible by the Secretary to all members of the Club within forty-eight (48) hours after the activity or meeting has ended. The Secretary is the scribe of the Constitution and is solely responsible for documenting Gaming Club approved changes to the Constitution.

It is the duty of the Marketing Administrator to create and distribute flyers across the campus for all gaming club functions. It is the responsibility of the Marketing Administrator to remove all previously placed flyers no later than twenty four (24) hours of any completed event. If the Marketing Administrator needs assistance in the distribution or removal of flyers, the Marketing Administrator and President can delegate any current standing executives to assist. It is the duty of the Marketing Administrator to reserve banner space, and transport the banner to the UC Information Desk for display. The Marketing administrator is to obtain the banner from the UC Information Desk and transport it back to storage no later than forty-eight hours (48) after any given event.  It is the primary responsibility of the Market Administrator to assist the President in seeking out, obtaining, and maintaining sponsorships.

It is the duty of the Historian to record the events of the Club and document in such ways to keep a living history of the Club. It is also the duty of the Historian to make such living history available and accessible to all members and alumni of the Club within twenty-four (24) hours of any meeting or event.

In short, it is the job of every Executive Council member to run and operate each LAN event and to promote Western Carolina University in a positive manner to all persons considered “prospective students”.  If he or she is unable to fulfill their duties, it is their duty to find a suitable replacement and to notify the Executive Council of such replacement within 72 hours of the beginning of the LAN event.

Article IV. Voting

Non-Member Voting

Any current student of Western Carolina University is able to vote on the games to be played at LAN events.

Member Voting

Members of the gaming club are able to vote on the games to be played at LAN events, and are also able to run and vote on executive positions.

The voting process is as follows: a LAN event, game, platform, or officer receives a nomination from an active member of the Club. Then the President will set the occasion for voting and ensure all members are notified. In order for a game to be nominated, the game must have been a previously hosted tournament, unless evidence is presented that enough copies can be procured and a tournament can be successfully executed.  When voting begins, a majority of the Executive Council must be present. The President will fulfill his or her duty to ensure the anonymity and security of the vote. The Secretary shall then count the votes in the presence of the Executive Council. Executives may vote either in person or by telephone, IRC, or other digital means during the time of the vote. All other members must be present at the meeting in order for their vote to count.

In order for a new officer to be elected, a majority of the Club’s members in attendance must agree on the new officer or leader. All members and officers will vote for new officers, new games, platforms, and LAN events.

The President shall only vote in the case of a tie.

Article V. Officer Elections

In order to ensure that bias will not influence the President and his decisions, he or she shall be elected to serve for two consecutive semesters once voted into office. The President may then be re-elected at the end of his or her term. The President may be elected for as many terms as he or she is a student at Western Carolina University.

All other executives will be elected to serve for one semester. He or she may then be reelected at the end of their term. Executives may be elected or reelected for as many terms as they are a student at Western Carolina University.

Article VI. Removal of Members/Officers

In order for a non-executive member to be removed from the Club, the decision to remove said member must be reached by a majority of the Executive Council in which any abstained votes subtract from the number of executives voting.  This decision may be overturned by an 80% majority vote of the non-executive members of the Club at the next official meeting, except in the case where the decision by the Executive Council was unanimous, where unanimous is defined as all non-abstaining votes were affirmative.  The member to be removed may not participate in the vote, but may speak in his or her defense before the vote takes place.

In order for a member of the Executive Council to be removed from his or her position, the decision to remove said officer must be reached by a majority vote of the Executive Council in which any abstained votes subtract from the number of executives voting.  This decision may be overturned by an 80% majority of the non-executive members of the Club at the next official meeting, except in the case where the decision by the Executive Council was unanimous, where unanimous is defined as all non-abstaining votes were affirmative. If an officer is removed from their position they cannot run for that office again for the period of two years. This restriction also pertains to officers who resign after the removal proceedings have begun. Removal proceedings is defined as the investigation of an officer or the scheduling of a meeting for their removal.

When the President is removed or resigns, the Executive Council must vote to replace the position with one of the vice presidents.  Should one vice president not desire to fill the position and the other desire to fill it, the willing vice president may fill the position. If the Executive Council vote results in a tie, a general meeting will be called and the members will vote between the two vice presidents, with a simple majority required to fill the position.  Should neither of the vice presidents desire to take the position a general meeting will be called and a normal election held to fill the vacant position.  If any position besides the President in the Executive Council becomes vacant then a general meeting will be called and the vacant position filled by general election.

Article VII. Club Finances

All club finances shall be overseen by the President, two Vice Presidents, and the Treasurer. Club expenditures must be made by the President with the confirmation of one of the two Vice Presidents and the Treasurer. It is also the duty of the Treasurer to keep track of all expenses and receipts of the Club as well as signing off on all club purchases. It is also the responsibility of the Treasurer to keep a running log of the Club’s finances and make them available to the members of the Club. As it pertains to the Club’s money, the Money Box shall be in the possession of the President and the key shall be in the possession of the Treasurer.

Article VIII. Meetings and LAN Events

The Club will meet as often as deemed necessary by the President. In addition, a minimum of one LAN event per semester will take place outside of these meetings. The President will notify members of meeting activity times and locations with at least seven days notice. The President can change both meeting time and location until twenty-four hours outside of the prescheduled meeting. If the need arises, the President can call for an emergency meeting at any reasonable time.

When a meeting occurs, the Secretary will take attendance and call the meeting to order. The Executive Council will start with new business, thereafter opening the floor as a general forum for suggestion and constructive criticism by Club members. If any old business needs to be addressed, it will be brought up at this time. The Executive Council will then close the meeting.

To plan a LAN event, the following must be answered:

1. When will the LAN event occur?
2. What will be the run time of the LAN and the tournament?
3. What are the tournament rules?
4. How will the tournament brackets be structured?
5. What games will be played?
6. How will the LAN be budgeted?
7. What food and drink will be served?
8. What possible prizes will be given?

At the LAN event, the treasurer must take attendance and the figures to the Secretary. It is also the duty of the Historian to make such visual history available and accessible to all members and alumni of the Club.

Article IX. Servers

All members in good standing with the Western Carolina University Gaming Club can be given a slot reservation on all servers sponsored and/or administered by the Western Carolina University Gaming Club if such is possible in the specific game and is approved by the PC Vice President.

The Web Server(s) and Gaming Server(s) will be maintained by the Vice President of PC and those whom he has delegated responsibilities to.

Article X. Amendments

In order for an amendment to the constitution to be made, the suggestion must be brought forth to the Executive Council who then must unanimously approve the amendment. The amendment must then be brought before the Staff Advisor, and approved. Thereafter, the members of the Club will vote on the amendment, requiring a majority to pass.

Article XI. Faculty/Staff Advisor

The faculty and staff advisors shall act as advisors and a resource to the Executive Council. The advisors are to act as an active, positive link between Club members and the faculty and staff of Western Carolina University. If the position of faculty or staff adviser becomes vacant it is the responsibility of the president and vice presidents to find a replacement. The new adviser must gain a majority vote within the executive council.

Article XII. Alumni

The alumni shall act as advisors and a resource to the Executive Council. They are to act as a semi-active, positive link between the Club members and the alumni of Western Carolina University. They may only act in an advisory role and do not have, and may not be granted, voting rights. They are not permitted to hold any officer or official position within the Club.

Article XIII. Authority

The Western Carolina University Gaming Club hereby promises to adhere to the wishes of Western Carolina University and the Western Carolina University Student Government Association and to uphold the policies, procedures, and principles established by both governing bodies.