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UL
Judo Club Constitution
12th
February 2010
Purpose
The
purpose of this document is to have a documented procedure
outlining all rules and regulations of the club and to have a
template for updating it with any amendments.
Responsibility
It
is the responsibility of the University of Limerick Judo Club
Committee to keep this document in a correct manner.
Article
1. Name and Aims of University of Limerick Judo
1.1
The name of the organisation shall
be the University of Limerick Judo Club, herein called “the
Club”
1.2
The aim of Club is to facilitate the sport and art of Judo at the
University of Limerick by providing coaching and guidance to new
members and existing judoka.
1.3
The Club shall establish a
committee, (hereafter "the Committee"), on an annual or
semester basis. The Committee will direct ongoing activities and
foster the aims of the Club.
Article
2. Membership of the Club
2.1
Eligibility for membership of the
Club is derived from past or present student, faculty or staff
status at the University of Limerick. The Club Committee may
consider eligibility of persons falling outside of these
categories.
2.2
Membership is obtained by payment
of an annual membership fee levied by the committee of the Club.
The levy may vary annually but it will not vary on a semester
basis.
2.3
Any violation of the Club rules or
of the constitution may lead to temporary or permanent expulsion
from the club. The Club Committee decides expulsion.
2.4
Membership shall be refused to
persons of previously revoked membership, or who are under current
suspension.
2.5
All members of the Club are charged
with upholding the aims of the Club. Only members are entitled to
vote in the Club, serve on any Club committee, represent the Club
in competition and represent the Club externally.
Article
3. The Club Management Structure
3.1
The Committee shall be the
management structure of the Club.
3.2
The Committee shall meet at least
once a month
during term, where practical. The quorum for such meetings shall
be 50% of the committee.
These
meeting have no requirement to be documented, but minutes may be
kept as needed.
3.3
The Committee shall be composed of
the following
Chairperson
Secretary
Treasurer
Public
Relations Officer (PRO)
Webmaster
3.4
Other Club Committee members may
exist but their designated role may vary from year to year, or
semester to semester.
3.5
Where
such mandates do not infringe the Law, the UL Code of Conduct or
agreements with the Student Union, the Committee shall be directed
by motion of the membership in policy matters.
Article
4. Responsibilities of the Committee academic
4.1
The Committee is responsible for all administrative duties of the
club. This will include communications with the University of
Limerick Students Union (ULSU), the University of Limerick Clubs
and Societies Executive Committee (Clubs and Socs Exec) and our
governing body the Irish Judo Association (IJA)
4.2
The Committee will act as a voice for the club in all external
meetings and will conduct all media contact for the club.
4.3
Only Committee members can carry
our amendments to the constitution. All amendments must be
documented.
4.4
The Chairperson
and the Treasurer are responsible for all financial matters
pertaining to the Clubs activities. This includes the duty of
obtaining sponsorship.
4.5
All
Club Committee members shall be responsible for the promotion of
all Clubs activities.
4.6
All Club Committee members must
ensure that the club is working by all articles of the
constitution and is being guided by its aims.
Article
5. Eligibility, Nomination and Election of Officers
5.1
Eligibility in the cases of all
Officers is derived from current student, staff or faculty status
at the University of Limerick and Membership of the Club.
Article
6. The Decision Making Centers of the Union
6.1
The Club shall hold at least two
meetings a semester, with the last meeting of the second semester
being the annual general meeting.
6.1.1
At least five academic days notice shall be given of the meeting.
6.1.2
A quorum for all meetings shall be one third of the
ordinary membership including all of the committee members.
6.1.3
The agenda for each meeting shall conform to the
following order:
(i)
Opening of Meeting.
(ii)
Minutes and Matters Arising.
(iii)
Reports of the Club Standing and Special Committees and Matters
Arising
(iv)
Officers Reports and Matters Arising
(v)
Correspondence and Matters Arising
(vi)
Elections
(vii)
Any Other Business.
6.2
Records of all meetings will be
held in the form of minutes.
6.3
Special Committees shall be set up
for specific events and shall dissolve on the completion of its'
task, presenting a final report to the higher Committee or to the
Members, depending on where the mandate for it to be set up was
exercised.
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