Article I: Name S1) This association shall be called the, Victoria College athletic Association hereafter referred to as the V.C.A.A.

Transcription

1 THE CONSTITUTION OF THE VICTORIA COLLEGE ATHLETIC COUNCIL (V.C.A.A.) (Revised March 03, 2003 to be revised one year thereafter if necessary) INDEX Article I: Name Article II: Purpose Article III: Membership Article IV: Duties of the Council Members Article V: Procedure Article VI: Elections Article VII: Financial Responsibilities Article VIII: Open Meetings Article IX: Athletic Clubs Article X: Athletic Colours Article XI: Annual Awards Article XII: Annual Banquet Article XIII: Amendments to the Constitution Article I: Name S1) This association shall be called the, Victoria College athletic Association hereafter referred to as the V.C.A.A. Article II: Purpose S1) To organize and direct thorough the executive all the athletic activities offered by the University of Toronto s Department of Athletic and recreation (D.A.R.) for the undergraduates of Victoria College. S2) To administer through the executive those funds received from the Victoria university Students Administrative council (V.U.S.A.C.) which result from the athletic portion of the College incidental fee. S3) To promote good spirit, sportsmanship, health, and interest in athletics at Victoria College. Article III: Membership S1) The membership of the Victoria College Athletic community shall consist of all Victoria college Athletes, team Curators and members of the V.C.A.A. Council. S2) The members of the executive V.C.A.A. shall be: 1 President, 2 Vice-Presidents, 1 Secretary, and 1 Treasurer. S3) The members of the V.C.A.A. council shall be: The above executive plus, 1 Residence Representative, 1 Commuter Representative, 1 Publicity/External Communications Representative, 1 Special Events Representative, 3 Intramural Representatives and at least 4 Members at Large, 2 of which must leave in residence and 2 of which must be first year students. Article IV: Duties of the Council Members S1) ATTENDANCE REQUIREMENTS: All members of the Council are expected to attend or send written report or proxy to all meetings including council meetings and those required by position. They are also expected to attend weekly office hours that are determined at the beginning of each semester. Unexplained absences from two meetings and/or two office hours with no explanation shall result in a warning from the Executive. Absence from one more will result in dismissal. S2) THE PRESIDENT: ssa) shall be a member if the V.C.A.A. and shall be in their third year or higher of attendance at Victoria. ssb) shall have at least on year experience as a member of the V.C.A.A. Council. In special circumstances, (e.g. no one within the council with at least one year of experience has the intent to run for the position) candidates with no experience shall be allowed to hold the position. ssc) shall call and preside at all meetings of the V.C.A.A. ssd) shall call and preside at all V.C.A.A. events if possible sse) shall with the Treasurer of the V.C.A.A. sign all deeds, contracts and cheques. ssf) shall call to open meetings of the V.C.A.A. when they deem it advisable following the

2 procedure outlined in Article VIII ssg) shall submit a report at the conclusion of their term of office to be passed on to the incoming Presidents ssh) shall coordinate the executive elections in the spring semester ssi) shall present present a request for budget to the Treasurer at the beginning of each school year S3) THE VICE PRESIDENTS ssa) shall have at least on year experience as a member of the V.C.A.A. Council. In special circumstances, (e.g. no one within the council with at least one year of experience has the intent to run for the position) candidates with no experience shall be allowed to hold the position. ssb) shall assist the president in their duties and take charge in Presidents absence ssc) shall assume the office and duties of President if elected President resigns ssd) shall be responsible for he purchase and allocation of awards sse) shall oversee the planning of the Athletic Banquet and allocate duties thereof as they see fit. ssf) shall submit a report at the end of their terms of office to the incoming Vice-Presidents. ssg) shall present a request for budget to the treasurer at the beginning of each year. ssh) shall be an assessor member of the V.U.S.A.C. S4) THE SECRETARY ssa) shall be a member if the V.C.A.A. ssb) shall keep an accurate record of the proceedings of all meetings and those called called under Article VIII ssc) shall be responsible for secretarial duties with respect to the Annual Athletic Banquet listed in Article XII ssd) shall conduct the official correspondence of the V.C.A.A. sse) shall submit a report at the conclusion of their term of office to be passed on to the incoming Secretaries ssf) shall coordinate equipment and uniform information purchases and take inventory of all equipment and uniforms at the end of the school year ssg) shall be in charge of special purchases (e.g. uniforms, equipment and council food purchases) ssh) shall assist the intramural representatives in tabulating participation points and compiling addresses for the banquet invitations ssi) shall notify the V.C.A.A. council of upcoming meetings and shall publicize them accordingly S5) THE TREASURER ssa) shall be members of the V.C.A.A. ssb) shall have charge of all finances of the V.C.A.A. and shall keep a detailed account of same ssc) shall sign all cheques and shall obtain the signature of the V.C.A.A. Executive thereto ssd) shall present a statement of revenue and expenditure for the fiscal year to the council at the April meeting sse) shall submit a report at the conclusion of their terms of office to be passed on to the incoming Treasurer along with completed and balanced books ssf) shall obtain from President a prospective budget and allocate funds accordingly S6) THE CURATOR ssa) shall attend all respective committee meetings and shall report business of such meetings to the Executive. ssb) shall inform all members of the Association when their sport commences, play and shall encourage participation in that sport. ssc) shall submit a list of points awarded to the participants in their sport, at the inter-faculty level, to the Vice-Presidents of the V.C.A.A. ssd) shall submit a report at the conclusion of their terms of office to be passed on to the incoming representative. sse) shall submit completed player profile forms from all of their team members and coaches/managers to the Vice-Presidents of the V.C.A.A. ssf) shall obtain a Most Valuable Player from either a team wide vote or by the coaches/managers discretion, if necessary. ssg) shall designate coaches/managers where necessary ssh) shall inform commuter and residence representatives of upcoming events coordinated by

3 V.C.A.A. council. ssi) shall submit articles and photographs, or at least detailed information, regarding their team's performance to the Victoria College student newspaper if possible. ssj) shall follow all other responsibilities outlined in appendix A Curators Responsibilites S7) THE RESIDENCE REPRESENTATIVE ssa) shall be a member of the V.C.A.A. living in residence of Victoria College. ssb) shall attend all meetings of the Annesley Student Government Association (A.S.G.A.), Margaret Addison Residence Council (M.A.R.C.), Rowell Jackman Residence Association Council (RJRAC) and the Burwash Hall Residence Asssociation Council (BHRAC) and shall report business of such meetings to the Executive. ssc) shall serve as liaisons between the Executive and the student residences in conjunction with the Publicity/External Communications Representative. ssd) shall submit a report at the conclusion of their terms of office to be passed on to the incoming Residence Representatives. sse) shall inform the residence presidents of any upcoming events or news. ssf) shall work with the Publicity Representatives with regard to publicity in the residences ssg) shall co-ordinate the activities of the various members at large who will assist in various residence related activities. S8) COMMUTER REPRESENTATIVE ssa) shall be a member of the V.C.A.A. ssb) shall serve as a liaison between the executive and non-residence students at Victoria College, assuming publicity responsibilities in this area. ssc) shall submit a report at the conclusion of his/her term of office to be passed on to the incoming Commuter Representative. ssd) shall attend meetings of Victoria Off Campus Association (V.O.C.A.). S9) SPECIAL EVENTS REPRESENTATIVE ssa) shall be a member of the V.C.A.A. ssb) shall organise all special events organized by the V.C.A.A. such as the open house, wine and cheese parties, and pubs. Shall assist with the Athletic Banquet. ssc) shall submit a report at the conclusion of their terms of office to be passed on the incoming Special Events Representative. S10) THE PUBLICITY/EXTERNAL COMMUNICATIONS REPRESENTATIVE ssa) shall be a member of the V.C.A.A. ssb) shall be responsible for submitting articles and photographs to the Strand and keeping in close contact with the Strand sports editor. ssc) shall maintain the Wymilwood bulletin boards, including game schedules, the executive list, and other pertinent information. ssd) shall advertise special events in the campus newspaper and the residences. sse) shall submit a report at the conclusion of their terms of office to be passed on to the incoming representatives. ssf) shall co-ordinate the activities of the Members at Large to ensure efficient and effective publicity. ssg) shall co-ordinate the athletic activities of Victoria College with the general activities of the student body. S11) INTRAMURAL REPRESENTATIVES COED, WOMEN S & MEN S ssa) shall be a member of the V.C.A.A. ssb) shall co-ordinate activities with those of the curators ssc) shall work with the Publicity/External Communications Representative to increase publicity. ssd) shall sit on the Intramural Sports Committees of the University of Toronto's D.A.R. as the representative from the V.C.A.A. Failing this, the Intramural Representative shall send a member of the Executive in their stead. sse) shall keep an accurate record of all points (see Article IX) of the Victoria College students who participate in athletics, to be submitted to the Secretary upon request. ssf) shall submit a report at the conclusion of their terms of office to be passed on to the incoming representatives. S12) MEMBERS AT LARGE

4 ssa) shall be members of the V.C.A.A. ssb) shall work with various Representatives to ensure things get done. ssc) a minimum of two must live in residence, and a minimum of two must be in first year. Article V: Procedure S1) There shall be regular meeting of the V.C.A.A. Council at least once every month from September to March inclusive or such times as the President deems it advisable S2) Two- Thirds of the V.C.A.A. Council shall constitute a quorum S3) The members of the incoming Council shall attend in an advisory capacity the last regular meeting of the Council Article VI: Elections S1) PROCEDURE ssa) Elections of officers of the association shall be carried out in accordance with this article. ssb1) It is recommended that the annual election of the Executive be held in the first week of March every year. ssb2) The remaining members of the Council should be determined by the end of April. ssc) The annual election of the Members at Large, however, shall be held in the last week of September each year. ssd) A V.C.A.A. Council quorum shall be necessary to appoint individuals to fill any offices which have become vacant. sse) At least three weeks in advance of any election, the Executive shall select two trustees who shall be responsible for the conduct of the elections. A trustee so selected shall be a member of the V.C.A.A. council, shall not be a candidate, nor take any active part in that election. A trustee shall, in particular, be responsible for the receiving of the nominations, preparing and issuing the ballots, supervising the balloting, counting the ballots, and declaring the results. In the case of a tied vote, the President shall cast an additional vote. ssf) Subject to subsections e) and g) each member of the V.C.A.A. shall be eligible in any election to cast a vote for a candidate for each office of the association. ssg) Only members of the V.C.A.A. Council may hold office on the V.C.A.A. Executive. S2) Candidates will discuss their platform at a campaign meeting one week prior to the elections. Article VII: Financial Responsibilities S1) The V.C.A.A. shall be responsible for all debts incurred by itself. Article VIII: Open Meetings S1) Open meetings must be called by a V.C.A.A. President, ssa) on the recommendation of the Council ssb) on the petition of forty members of the athletic community of Victoria College. S2) Such meetings may: ssa) discuss and decide any questions of policy within the sphere of authority of the V.C.A.A. ssb) appoint such committees as may be necessary for this purpose. ssc) provide for any matters concerning athletics at Victoria College not covered by this Constitution until this Constitution is suitably amended. ssd) consider any decisions taken by the V.C.A.A. or any decisions taken by the V.C.A.A. Council, concerning the business of the Victoria College athletic community, amend or reverse these decisions and prevent or reduce any expenditures authorised by any of these bodies. The Open Meeting shall not increase the amount of any authorised expenditures without first consulting the Treasurer of the V.C.A.A. Council. sse) recall by two thirds majority any member of the V.C.A.A. Council. ssf) initiate amendments to this constitution. S3) The V.C.A.A. President shall preside at open meetings called under the authority of this section S4) The quorum of such open meetings shall be fifty members of the Victoria College athletic community. If the open meeting has been called in response to a petition, the quorum must include at least thirty of those members who signed the petition.

5 Article IX: Athletic Clubs S1) all clubs wanting to be affiliated with V.C.A.A. must submit a constitution containing purpose, procedures and executive positions S2) all club funding must be first approved by the V.C.A.A. by reviewing their budget upon receiving it with the clubs constitution S3) all expenses are occurred by the clubs executive and then submitted to V.C.A.A. Treasurer for rebate Article X: Athletic Colours S1) DEFINITONS OF COLOURS ssa) First Colour. It shall be awarded upon the accumulation of a minimum of twenty-five (25) points according to the point system in section 2. ssb) Second Colour. i) The recipient must hold the equivalent of a first colour. ii) The recipient must have accumulated a minimum of fifty (50) points according to the point system of section 2, or iii) The award will be granted, at the discretion of the Executives, to any athlete showing all-round ability in inter-faculty sorts, but who has failed to qualify for Second Colours owing to some injury or misfortune, and iv) In the case of a physical inability, coaching or managing will be considered as participation. ssc) Third Colour. i) The recipient must hold the equivalent of a first colour and second colour ii) The recipient must have accumulated a minimum of seventy-five (75) points according to the point system of section 2, or iii) The award will be granted, at the discretion of the Executives, to any athlete showing all-round ability in inter-faculty sports, but who has failed to qualify for Third Colours owing to some injury or misfortune, and iv) In the case of a physical inability, coaching or managing will be considered as participation. ssd) Fourth Colour. i) The recipient must hold the equivalent of a first colour, second colour and third colour ii) iii) iv) the recipient must have accumulated a minimum of one hundred (100) points according to the point system of section 2, or The award will be granted, at the discretion of the Executives, to any athlete showing all-round ability in inter-faculty sports, but who has failed to qualify for Third Colours owing to some injury or misfortune, and In the case of a physical inability, coaching or managing will be considered as participation. S2) AWARDING THE COLOURS ssa) The awarding of colours shall be determined by a point system based on participation in team or individual sports, or capacity of being a member of the V.C.A.A. Council, as defined in Article III. ssb) Sports are classified into Full Year, Half Year and Tournaments. ssc) All participants in Full Year sports receive 10 points towards their Colours; all participants in Half Year sports receive 5 points towards their Colours; all participants in Tournament sports receive 3 points towards their Colours. In addition, playing or non-playing curators receive 3 points and coaches/managers receive either 5 or 10 points towards their Colours depending on the length of season. ssd) Members of a winning inter-faculty team receive more points as follows: 2 additional points for a championship team 1 additional points for a second place team

6 sse) Members of the University of Toronto Varsity sports teams shall receive 16 points for each season they spend with these teams. ssf) Accurate attendance records must be kept. i) total points: 50% attendance at practices and games. ii) half points: 25% attendance at practices and games. ssg) Members of the V.C.A.A. Council will get 16 points for their effort towards the Council if attendance requirements are met. Article XI: Annual Awards S1) Nominations: Each member of the Council shall compile a list of nominations for each award (maximum of 5 nominations) along with an athletic profile and evaluation for each nominee. The coaches may also submit a list. The Executive shall read the evaluation forms and decide upon five final nominees(except Sarah Russell), followed by the vote. The elections for all awards in this article shall be held at a V.C.A.A. meeting. All members of the Council shall vote on these awards. The Vice-Presidents shall be in charge of counting the votes for all awards except those for which they have been nominated. In that event the President shall assist in counting the ballots. THE AWARDS S2) Women's Awards ssa) The Women's Athletic Stick The Women's Athletic Stick, the women's award, shall be given as the highest honour in women's athletics to that woman who, in her graduating year, has met most satisfactorily the conditions under which the award is made. These conditions are: a) Participation in women's athletics; at least that which is necessary to win a fourth colour. b) Leadership: as a member of a team, the Council, manager or coach of a team. c) Sportsmanship. ssb) The Pam Chapman Award This award, donated by the 1969 Executive for annual presentation, will be awarded for sportsmanship at the discretion of the Executive to the woman who has demonstrated outstanding sportsmanship in her participation in the athletic program in any given year at the Varsity or Intramural level at Victoria College. The Plaque will be inscribed to read: THE V.C.W.A.A. AWARD FOR SPORTSMANSHIP IN MEMORY OF PAM CHAPMAN BELGUE PRESENTED BY THE 1969 EXECUTIVE FOR ANNUAL PRESENTATION ssc) The First Year Women s Award This award, donated by the 1979 Executive for annual presentation, will be awarded for sportsmanship at the discretion of the Executive to the woman who has demonstrated outstanding sportsmanship in her participation in the athletic program at the Varsity of Intramural level in her first year at Victoria College. ssd) The Executive Women s Award Donated by the 1987 Executive, this award is awarded to a female the member of the Executive who has shown leadership, enthusiasm, organisation of the intramural programs etc., in an outstanding capacity. This award is voted on by all members of the Council. sse) The Sarah Russell Memorial Award This award, donated by the 1980 Executive for annual presentation, will be given to the woman in her third academic year who had exhibited qualities of sportsmanship and enthusiasm that marked the late Sarah Russell's intramural participation. In addition, the recipient of this award must also achieve a B- (70%) minimum average in her third year to be eligible. The procedure for choosing the recipient is as follows: 1. The Vice-President will compile a list of ten women in their third academic year who have accumulated the most participation points. 2. The executive will rank these names in descending order, by secret ballot, according to the provisions named above. i.e. first choice will be given 10 points, second choice 9 points etc. 3. The ranked list will be compiled by the Vice-President and submitted to the Registrar's office. The plaque shall read: THE SARAH RUSSELL MEMORIAL AWARD PRESENTED BY THE 1980 EXECUTIVE FOR ANNUAL PRESENTATION ssf) The Commuter Women s Award This award, donated by the Executive for annual presentation, will be awarded to the female athlete who, as a commuter, has demonstrated outstanding sportsmanship and participation in the Intramural or Intercollegiate program in any year at Victoria College. S2) Men s Awards ssg) The First Year Male Award This will be awarded for sportsmanship at the discretion of the Executive to the Victoria College male athlete who has demonstrated outstanding sportsmanship

7 in his participation in the athletic program at the Varsity or Intramural level in his first year at Victoria College. ssh) The Philip Habib Soccer Award This award will be given to the soccer player who, in the estimation of his team-mates, contributed the most to men's soccer at Victoria College during the current academic year, in terms of skill, sportsmanship, and enthusiasm. ssi) The Professor Grant Trophy This award will be given to the football player who contributed the most to the Victoria College football team during the current season. The members of the football team will decide among themselves whom will be the recipient of the award. (not always applicable) ssj) The Stan Lane Trophy This award will be given to the Victoria College male hockey Player who is determined, by the hockey team, to have been the team's Most Valuable Player. Performance, sportsmanship, enthusiasm, and organisation shall all be equal factors in the determination of the recipient. ssk) The Alumni Award This award is presented to the male athlete at Victoria College who is deemed to have made the greatest contribution in one year to Victoria College Men's Athletics. ssl) The VCAU Award This is to be presented to the male athlete who has demonstrated the most skill and value to the team(s) on which he has played. The award shall be given on the basis of performance on the field of play primarily. ssm) The Men's Athletic Stick The Men's Athletic Stick shall be given as the greatest honour in men's athletics to that athlete who, in his graduating year, has met most satisfactorily the conditions under which the award is made. These conditions are: the holding of the Fourth Colour, exhibition of leadership (as a member or curator of a team or as a member of the Council), and the display of sportsmanship. The winner of the award must be graduating from Victoria College, and the University of Toronto. Article XII: Annual Banquet S1) SECRETORIAL DUTIES ssa) responsible for the purchase of invitations. ssb) responsible for the name cards for the V.C.A.A. and honoured guests. ssc) responsible for the purchasing of the programs for the banquet. ssd) responsible for insuring that all inter-faculty and intercollegiate participants are invited. S2) VICE PRESIDENTS DUTIES ssa) responsible for counting the points for the Varsity athletics for the purpose of awards. ssb) responsible for the name plates for the awards. ssc) responsible for the eligibility for all colours. ssd) responsible for all awards outlined in Article X, sse) responsible for overseeing all aspects of the planning of the banquet. S3) PRESIDENTIAL DUTIES The President and or Vice-Presidents are responsible for being the Masters of Ceremonies for the evening. Article XIII: Amendments to the Constitution S1) Proposed amendments to the Constitution must be distributed to all voting Council members no less than ten (10) days prior to the date upon which the amendment is to be considered. S2) Amendments require a simple majority of the Council. S3) An amendment shall be considered as incorporated into the Constitution on the tenth day following the date upon which it was passed by the Council of the V.C.A.A., unless a petition is signed by at least thirty (30) members of the Victoria College athletic community is received, requesting an open meeting for the purpose of questioning the same amendment.

8 APPENDIX A V.C.A.A. CURATOR RESPONSIBILITIES Your responsibilities to your team - ensure your team members know their game schedule and contact them before every game to remind them (you can look up the current schedules at or stop by the VCAA Office. - ensure that your team doesn t default (if first game is defaulted or two games during the regular season are defaulted, then the team is out of the league) if you are aware that there will not be enough players available for a game, call the Program Office ( ) to forfeit the game 48 hours in advance (forfeits are losses but don t count as defaults) *This is especially important for away games that way they can cancel the bus for you. - if your team needs more players, the Program Office has a player pool which you can use to prevent defaults and forfeits - ensure your team members know what equipment they must personally bring to the games - bring additional equipment (i.e. jerseys or balls) to each game *Contact the VCAA office if we need to get you equipment inform players of their responsibilities to the U of T Intramural Program. -if they were not at the first game (where everyone signed the white sheet) they are not registered with the Program Office at the AC and they must personally go into the Program Office and sign themselves up -they must play in 50% of the games in order to be eligible to play in the playoffs - allow all of your players some time on the field, court, etc. even though things can get competitive, please remember that everyone is out there because they want to play - you will likely be the coach as well as the curator and cheerleader so it is your responsibility to organize your players on the court, field, etc. Your responsibilities to the VCAA - you represent the VCAA to your team members and are their connection with the association so please let us know if there are any problems, questions or concerns that your players have or tell them contact us directly get jersey from the VCAA and collect the money from your team for them and bring the money and any extra shirts back to the VCAA (shirts are $5 each and long sleeved shirts, sleeveless shirts, and T-shirts are available) - if jerseys are required, the VCAA will pay $10 towards each player s jersey but each individual must pay the remaining cost (the team is responsible for ordering jerseys, however, VCAA can be of some assitane if need be) - keep VCAA inform of any equipment needs and we ll do our best to help your team - attend the VCAA curator meeting and any open forum VCAA holds as best possible. - Attend playoff meetings and please let the VCAA know your schedule and any prevalent details - Stop by the office as frequently as possible to obtain any new information for your team and to visit the council because OFFICE HOURS OUR BORING! - after your season is done, take a team vote for MVP and tell the VCAA who it is (as curator you have final say on MVP if there are any problems or ties) - after your season is done, submit a list of player names and contact information to the VCAA, noting which players played less than half the games Your responsibilities to the Intramural Program at U of T - attend your team s entry meeting and hand in the team entry form (contact VCAA if you can t attend so we can send a representative)

9 - hand in your player registration form to the Program Office after the first game and inform players that attend later games that they are responsible for registering themselves at the Program Office or they re ineligible to play - if you have away games at UTM or UTSC, you must contact Steve Manchur (steve.manchur@utoronto.ca) 48 hours before your game to cancel the bus if you will not have enough players - pick up Player of the Week and Referee of the Month forms from the Program Office and fill them in and bring them to the Program Office whenever a player or referee deserves it (can hand in multiple nominations) - attend your team s playoff meeting or your team will not be entered in the playoffs (contact VCAA if you can t attend so we can send a representative) - submit a playoff eligibility list to the Program Office after you have gone through the game sheets in the Program Office and found out which players are eligible (best to do this immediately before or after your playoff meeting)