Constitution of the UConn Triathlon Club

Transcription

1 Constitution of the UConn Triathlon Club Article I. Name The Formal name of this organization is UConn Triathlon Club. Article II. Purpose The purpose of UConn Triathlon Club (hereinafter may be referred to as the club or the team ) shall be to foster the growth and development of the sport of triathlon on campus and throughout the community by raising awareness of the sport and providing practices and organizing and assisting athletes to enter in competitions Article III. Membership Composition Any person may join the UConn Triathlon Club so long as they pay any and all dues required. However, the club will be centered at the University of Connecticut and training will occur in this vicinity and based on the schedule of the student athletes. Further, in order to compete in Northeast Collegiate Triathlon Conference (NECTC) races or any other races, including but not limited to the USA Triathlon Collegiate National Championship, club members must be enrolled full time as either an undergraduate or graduate student at the University of Connecticut. Additional participation requirements, such as age, may be established by the directors or governing bodies of individual races or events. Should this be the case, the team and athlete(s) affected will fully adhere to said additional requirements. Article IV. The Executive Board Section 1. Function The executive board shall serve as the main administrative body for the UConn Triathlon Club, and make executive decisions that represent the best interests of the entire team. Section 2. Composition The executive board shall be composed of the following members (hereinafter referred to as officers ) President (Chief Organization Officer) Treasurer (Chief Financial Officer) Secretary Event Coordinator Section 3. Meetings In addition to regular team meetings, the executive board shall hold meetings, chaired and as deemed necessary by the president to discuss administrative and operational aspects of the team, such as upcoming races and events, sales of clothing and apparel, and budget preparation. Executive board meetings shall be open to all team members, however, at the president s discretion, may be closed

2 to team members outside of the executive board should an issue of high sensitivity or controversy need to be discussed. Article V. Duties of the Officers Section 1. Duties of all Officers a. To be in financial good standing, as defined in Article X Section 1e. b. To attend all meetings of the executive board. c. To keep record of all vital information and tasks completed during time in officer position in order to ensure a successful transition for the next officer. Section 2. Duties of the President (Chief Organization Officer or COO) a. To complete COO SOLID training, Club Sports Officer Training, and any and all other trainings required by the Student Activities Office (here and after referred to as SAO) and/or the Club Sports Office in order to remain an active student organization and Club Sport b. To serve as the primary student contact for the organization; the external spokesperson of the group that regularly interacts with other student organizations and University officials. c. To schedule general team meetings as necessary to go over team business and logistics for upcoming events where applicable. While there is no minimum or maximum number of meetings required, a meeting should be held shortly after the start of each semester in order to keep team members informed and to provide information to new or prospective members. d. To oversee and act as a leader for all team activities, such as scheduling of practices, participation in races, fundraising, and the purchase of team clothing. e. To hold and attend executive board meetings when necessary to plan for upcoming seasons or events. f. To attend each monthly Club Sports Council meeting. g. To, with the treasurer, apply to the Club Sports Office each year for Club Sports funding h. To ensure that all requirements of the Club Sports Points System are fulfilled to stay in good standing as defined by the Club Sports Office. This may and should include division and delegation of different tasks to different officers based on the task and whose duties it best applies to. i. To oversee, or appoint a team member to oversee, all forms of public relations for the team. These include but may not be limited to the team Facebook page, the team Twitter account, and the team website. j. To, upon the completion of officer elections, schedule a transition meeting for all current and newly elected officers. Section 3. Duties of the Treasurer (Chief Financial Officer or CFO) a. To complete SOLID CFO training, Club Sports Officer training, and any other trainings required by the SAO and/or Club Sports Office in order to remain an active student organization and Club Sport b. To complete and pass the USG Funding training and mastery test. c. To keep track of all team finances, including but not limited to income, expenses, and funding, each semester. d. To, in conjunction with the other officers and with input from the team, analyze team income and expenses from past years, as well as projected new costs or sources of income, in order to develop a semesterly budget. This includes setting an amount for member dues. e. To determine and keep track of financial good standing, as defined in Article X, Section 1e, of individual members and notify members not in

3 good standing of the amount owed for dues as well as any other outstanding payments. f. To manage the team s bank account, named UConn Triathlon Team, at People s United Bank. Managing the bank account includes immediately depositing any sources of team revenue such as payment for dues and issuing reimbursements where necessary. g. To assess the team s needs each semester and, based on this, apply for funding from the Undergraduate Student Government. h. To, with the president, apply to the Club Sports Office each year for Club Sports funding, and, if awarded team funding for entry fees or other expenses, to fill out purchase requests and other paperwork required to receive and utilize said funding. i. To, at least once per semester, provide a team financial report, in which the finances for the past semester are discussed and explained. This information should also be readily available and provided should a member request it. Section 4. Duties of the Secretary a. To complete SOLID Secretary Training, Club Sports Officer Training, and any other trainings required by the SAO and/or Club Sports Office in order to remain an active student organization and Club Sport. b. To take minutes at each meeting of the executive board and/or the entire team, and distribute said minutes to the team in a timely manner after said meeting has occurred, as well as at any time should a member, officer, or adviser request them. c. To keep and continually update a roster of all active team members, ensuring that all members have turned in required forms and dues, and are notified of anything outstanding. d. To take attendance at mandatory events e. To collect information from team members required to complete apparel orders, race signups, or anything else requiring such information and to distribute this information to other officers as needed. f. To inform team members and send out reminder s for all meetings. Section 5. Duties of the Event Coordinator a. To complete SOLID Event Coordinator planning, club sports officer training, and any other trainings required by the SAO and/or Club Sports Office in order to remain an active student organization and Club Sport. b. To plan at least one team fundraiser per semester. This includes generating ideas, working with the secretary to make reservations, and coordinating staffing and work shifts by team members. c. To plan two or more team social events outside of normal meetings or races per semester d. To inform the team of and encourage participation in exeternal events, such as leadership development events, the Club Sports spring fun run, and fundraisers for other Club Sports teams. Article VI. The Election of Officers Section 1. Process Organization officers shall be selected by a nomination and election process with a majority wins vote. Officers shall be elected at the end of the fall semester each year and will serve a term of 1 year. The time between elections and the new term shall serve as a transition period for new officers. Previous officers may be re-elected as many times as the club wishes. Should an election not occur before the end of the fall semester, they should occur as soon as possible at the beginning of the spring semester of that academic year.

4 Section 2. Transitions Following elections, the president shall schedule a meeting which is mandatory for past and newly elected officers in order to train new officers and ensure the continued proper organization and success as a whole of the team. Article VII. Organization Decision Making Model As a general rule, UConn Triathlon Club shall use majority vote to make its decisions. Article VIII. Meetings Section 1. Frequency Meetings will be held as deemed necessary by the President throughout the year, with more being held at the beginning and end of the year and prior to trips and events. Section 2. Structure Each team meeting will follow the same general structure: 1. Call to order by the President 2. Officer reports of important information 3. Questions for officers 4. Old Business, defined as matters that have already been brought up in the past that need further discussion 5. New Business, defined as new matters that are coming up or being discussed for the first time. It is at this time that members and officers should propose new ideas or changes for the team. 6. Closing by the President Minutes will be taken by the Secretary, and distributed to the organization s officers and members within the next few days. Article IX. Organization Advisor The advisor of is Dale Brockway. His role is to endorse the team for the university in order to make the presence of the UConn Triathlon Club known on campus, and to serve as a mentor for all members of the team should they struggle with administrative or academic issues. Article X. Organization Funds Section 1. Member dues a. Member dues shall serve as the main source of income for the team. b. Dues shall be of differing amounts depending on how many races team members choose to participate in, with those who participate in more races paying more in dues. c. The amount for dues will be determined by the treasurer based on past years income and expenses, as well as projected income and expenses for the upcoming year, and approved separately by both the Executive Board and the entire team. d. Dues will normally be collected prior to the fall semester of each academic year, or, for new members, upon joining in the fall semester. Should a new member join in the spring, they will pay a reduced amount of dues, determined and approved based on the system outlined in Article X

5 Section 1c. Dues paid in the spring will only cover participation for one semester, and members will be expected to pay annual dues beginning with the fall of the following academic year. e. Financial good standing shall be defined as having paid in full all member dues and any other money owed to the team, and shall be required for participation in any and all team activities, as well as utilization of funding from other sources such as Club Sports and Undergraduate Student Government. Financial good standing (or lack thereof) of individual members shall be determined by the Treasurer, and members not in good standing shall be promptly notified. Section 2. Club Sports During the spring of each academic year, the President and Treasurer will apply to the Club Sports administrative staff for funding to cover entry fees for the fall NECTC race season, and any other costs that may exist and are eligible for funding. If awarded funding, the Treasurer will oversee the disbursement of said funding and ensure that all proper steps are taken to receive it. Section 3. Undergraduate Student Government Should the executive board and/or team deem a purchase necessary for the continued success of the team, and that purchase be eligible to be funded by the Undergraduate Student Government (USG), the Treasurer will complete necessary paperwork to apply for USG funding, and necessary paperwork to receive the funds/make the purchase if funding is awarded. Section 4. Fundraisers Fundraisers will also be an integral source of team funding. At least one will be held per semester. While the Event Coordinator is the officer chiefly responsible for the planning and execution of team fundraisers, any member may plan and organize a fundraiser, assuming it receives approval from the executive board and the Department of Event Services. Article XI. Amending the Constitution This Constitution may be amended by a two-thirds vote of all present voting members of the executive board. A proposed amendment to the constitution must be submitted for voting by an officer or member to all officers. Receiving the twothirds vote in favor of a constitutional amendment, the organization will be informed of the amendment. A revised copy of the Constitution shall be distributed to the active membership and the Department of Student Activities. Article XII. Beneficiary Addendum In the event that this organization's account remains inactive for 12 consecutive months, the following beneficiary will receive the balance of the organization s funds: Beneficiary Name: Club Sports Beneficiary Address: _2110 Hillside Road Unit 3008 Beneficiary Contact: Club Sports Office Phone: (860) Article XIII. Enabling Clause This Constitution shall go into effect on 11/19/2013 upon approval of twothirds vote in favor by all present voting members.

6 This Constitution shall replace and render null any and all previous constitutions, procedures, practices and precedents for this organization. Article XIV. Signature Line/Block The signatures below indicate that we, as executive officers, approve this document. Chief Organization Officer/President s Name: Chief Financial Officer/Treasurer s Name: Secretary s Name: Event Coordinator s Name: