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Chartered Bylaws of the Retro Gamers Society

Summary: The Retro Gamers Society (“RGS”) is a multi-state organization focused on bringing together vintage video game enthusiasts for fellowship, exchange of material goods, and community outreach.  RGS was established in 2010 under the supervision of Brandon Cole Phillips, David Sollars, and Micah Heath (the Board of “Coordinators”) and continues under their guidance.  Aimee Phillips serves as acting Outreach Coordinator for community service projects.  David Chauncey Clothier serves as the Organizer for RGS of Texas and is given voting privileges for matters pertaining to that state’s branch or in the absence of one of the Board of Coordinators.

Community Outreach Committee.  A committee will be maintained of no less or more than two parties to give voice in matters regarding Community participation or Outreach involvement.  In cases where either of these two matters are involved, the Community Outreach Committee will be granted one vote on the matter in conjunction with the board of Coordinators, but only as a voice of unanimity as a committee.  If both Community Outreach Committee members are not in agreement, no vote will be cast on the matter.  The Community Outreach Committee may also introduce matters of concern to the board of Coordinators for consideration or a vote.

All bylaws and regulations stipulated within this charter apply to all members of RGS, in any state or province, retroactively and proactively as agreed to by voluntary affiliation (see Article II. “Voluntary Affiliation”).

Article I.  Rights of Property & Brand and Organizational Purpose

Section 1:  The name of this organization shall be Retro Gamers Society.  Alternate forms of this nomenclature are also subject to ownership rights by the Coordinators, including but not limited to: Retro Gamer’s Society, Retro Gamers’ Society, Retro Gaming Society, Oklahoma Retro Gamers Society, Oklahoma Retro Gamer’s Society, Oklahoma Retro Gamers’ Society, Oklahoma Retro Gaming Society, Retro Gamers Society of Oklahoma, Texas Retro Gamers Society, Texas Retro Gamer’s Society, Texas Retro Gamers’ Society, Texas Retro Gaming Society, Retro Gamers Society of Texas, et al.

Section 2:  Retro Gamers Society is organized for the purpose of bringing together vintage video game enthusiasts for fellowship, exchange of material goods, and community outreach.

Article II.  Voluntary Affiliation

Section 1:  In order to become a voluntarily affiliated member (“Member”) of the Retro Gamers Society, potential Members must meet one (1) of the following requirements: opt-in for inclusion via the official, state-specific RGS Facebook groups [or] create an account on the official RGS website(s).

Section 2:  Members of the Retro Gamers Society have the following rights and responsibilities: abide by the Code of Conduct (see Article III. “Code of Conduct”) attend group meet-ups, participate in online discussions on the official Facebook groups or official website(s), participate in official community outreach projects, receive eligibility for giveaway prizes and rewards, and take advantage of other unspecified exclusive membership benefits.

Article III.  Code of Conduct

Section 1: Community Etiquette

The official RGS website(s), Facebook groups, and meet-ups (the “Community”) are to be regarded with respect and fairness.  Politeness and cordiality are expected in the Community at all times.  While disagreements, debates, and tensions may arise within the Community, proper social etiquette is necessary to maintain order and due courtesy to all members, regardless of race, social status, gender identity, sexual identity, et al.  Appropriate humor or banter is allowable given mutual understanding between involved parties, but little tolerance will be afforded in cases where treatment can be determined to be of a bullying or disparaging nature.  The Community will be expected to police itself, and there will be an expectation that any issues will be reported to a Coordinator for resolution. Violation of these terms is subject to termination of RGS membership and affiliation.  At times, the Coordinators may remove Community posts.  These removals are subject to the discretion of the Coordinators, and may or may not be accompanied by an explanation of why the post was removed.

Sales and Exchange Clause.  Sales and Exchange Clause. Regarding sales and/or exchange of merchandise within the Community: these types of communications are permitted by the RGS within the constraints of the following Community guidelines:

  • All listings of merchandise must have clear and distinguishable photographs showcasing merchandise and highlighting condition.
  • No negotiations of any form are permitted to be discussed publicly, but rather should be conducted via the Facebook private message system, email, or other form of communication.
  • Excessive “bumping” of sales posts will lead to removal of that post.  Coordinators will use discretion in the removal of such posts, but the general rule of thumb would be one “bump” message every three or so days.
  • Sales posts must contain an itemized list and have a price stated, both for goods being sold individually and goods listed as lots.  Listing items up for “best offer” or other such vague pricing schemes will lead to removal of the listing.
  • Merchandise for sale in the Community must be directly video game related.  Coordinators will use discretion in the removal of such unrelated posts, but common sense in posting should be an adequate guide.
  • Absolutely no linking to personal eBay, Craigslist, or any outside internet sales website site will be permitted.

Sales of unauthorized content, including but not limited to ROMs, bootlegs, and reproductions are not permitted.  Sales of derivative works, such as ROM hacks, may be permitted on a case-by-case basis at the discretion of the Coordinators.  Sales of vintage bootlegs may be permitted on a case-by-case basis at the discretion of the Coordinators, provided the age and nature of the item is not such that its sale might deceive the buyer as to the nature of the item.

At times, the Coordinators may remove Community posts regarding sales or exchange of merchandise. These removals are subject to the discretion of the Coordinators, and may or may not be accompanied by an explanation of why the post was removed.

Risk Assumption Clause.  The RGS assumes no risk or liability for any sales, trades, or other such exchanges (“Transactions”) orchestrated via the Community by any person, Member or otherwise.  Risk in such Transactions is solely assumed by those engaged in the Transactions.  The RGS and/or the Coordinators will not be held responsible for lost or damaged items, theft or material loss, physical or mental harm, or any other extenuating circumstance related to Transactions or any other interactions in the Community or otherwise.  Engage in Transactions via the Community at your own risk.

Showcasing Clause.  Regarding the showcasing of newly acquired items within the Community: these forms of communication are welcomed by the RGS, but only encouraged where the content is unique, rare, obtained at remarkable value of savings, et al.   The Community is expected to police itself in regards to the kind and quality of items posted to the Community for showcase.  At times, the Coordinators may remove Community posts regarding the showcasing of items.  These removals are subject to the discretion of the Coordinators, and may or may not be accompanied by an explanation of why the post was removed.

Exits & Expulsions Clause.  If an RGS Member chooses to leave the group voluntarily or is expelled from the group by an Organizer or Coordinator, that member’s ties to the RGS are considered severed in whole.  If said member requests reinstatement into the RGS, he or she must fulfill probationary measures to be determined at the discretion of the Community Outreach Committee. Failure to fulfill the probationary requirements will subject the reinstated member to removal from the RGS and all membership privileges revoked.  Only one (1) reinstatement to the RGS will be considered and allowed.  The board of Coordinators in conjunction with the Community Outreach Committee will vote on whether probationary measures have been adequately fulfilled, and if the vote passes, the reinstated Member will resume full privileges granted by RGS membership.

Section 2: Local Business Etiquette

RGS hosts a wide range of vintage video game enthusiasts, including but not limited to those who aggregate video game merchandise and/or memorabilia (“Collectors”).  Voluntarily affiliated RGS members who are Collectors often patronize local businesses that cater to customers interested in classic video game merchandise.  These Collectors are expected to treat local businesses with respect.  Disrespectful actions include but are not limited to: taking unfair or deceptive advantage of promotions provided by local businesses as unintended by the stated rules of said promotions, taking unfair or deceptive advantage of lax return policies that result in material loss for a local business, theft of merchandise, destruction of property, rude or inflammatory abuse of employees and staff, et al.  Violation of these terms is subject to termination of RGS membership and affiliation.

Section 3: Outreach Etiquette

Community service projects (“Outreach”) are regularly sponsored by the RGS.  The locations and purposes of these projects vary widely, but a common set of etiquette protocols are to be followed by Members who participate in Outreach.  On location, Outreach volunteers are expected to refrain from: theft of merchandise or materials, destruction of property, inciting rude or inflammatory abuse of employees and staff, et al.  Outreach volunteers must observe all rules dictated by on-site staff or the RGS Outreach Coordinator and behave in a safe, respectful, and courteous manner at all times.  Outreach events are the most important reflection of the character and resolve of the RGS.  Violation of these terms is subject to termination of RGS membership and affiliation.

Article IV.  Coordinators and Decision-Making

Section 1:  Governing Body. The governance of the Retro Gamers Society is delegated to the Coordinators, who currently are: Brandon Cole Phillips, David Sollars, and Micah Heath with the aide of Aimee Phillips as acting Outreach Coordinator and David Chauncey Clothier as the Organizer for RGS of Texas.  The Coordinators will make all decisions regarding the administration and direction of the RGS.  No decisions pertaining to the RGS will be made without the express consent of the Coordinators.

Section 2:  Procedures for filling and vacating offices.  A Coordinator shall be dismissed for excess absences from his or her duties or in the event of untimely demise. A Coordinator may also be removed for violating the Code of Conduct outlined in Article III.   Presiding Coordinators will be responsible for filling vacancies within the Coordinator staff at their discretion.

Article V.  Updates to Bylaws

Updates and/or changes to these bylaws can be made at any time for any reason.  No prior notification to Members must be made in order for updates to apply, but a notice may be posted as a courtesy.  If any member disagrees with the content of an update to these bylaws, relinquishment of affiliation is suggested.

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