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Constitution of the Women’s Water Polo Club
Article I – Organization Name The name of this organization shall be Women’s Water Polo Club. The organization may also refer to itself as Lady Knights Water Polo Club or Women’s Water Polo.
Article II – Mission and Goals Section 1: Mission The mission of the Women’s Water Polo Club is to develop the abilities of club members to allow the club to compete at collegiate and invitational tournaments.
Section 2: Goals The goals of the Women’s Water Polo Club are to promote good sportsmanship among players. The main objectives of the club include: 1) Increasing participation in the sport. 2) Forming a competitive women’s water polo team. 3) Developing the skills of club members.
Section 3: Governing Authority All activities and functions of the organization must be legal under University, local, state, and federal laws. The most recent version of The Golden Rule will supersede all requirements set forth during the creation and revision of the constitution.
Article III - Membership Section 1: Membership Statement Membership in this organization is limited to any student who is currently paying Activity and Service Fees and is enrolled at the University of Central Florida. No discrimination shall be made on the basis of sex, race, age, religion, disability, national origin, sexual orientation, marital or parental status, or veteran’s status. Hazing will not be allowed as a condition of membership in this organization.
Section 2: Additional Membership Requirements Members must pay team dues as they are determined every August by the officers, collectively. Members must attend each scheduled practice during the Spring season, and more than half of scheduled practices during the Fall season. Exceptions to this rule may be granted by club officers in cases where there are demonstrable class or work schedule conflicts. Members must also travel to all Collegiate Water Polo Association Conference games.
Section 3: Recruitment Recruitment shall take place throughout the year and membership is open at all times.
Section 4: Voting Rights Only active student members are eligible to vote. A member’s vote may be limited only if they have not filled out a Personal Data Sheet 48-hours prior to an election.
Section 5: Revocation of Membership Membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to voting for removal. Membership can only be revoked upon a 2/3 affirmative vote of active student members.
Section 6: Reinstatement of Membership Membership may be reinstated after one full semester (after the revocation) has passed. The former member may submit a request for reinstatement to the President. At the next membership meeting, the organization must vote on the reinstatement request. Membership may be reinstated by a 2/3 affirmative vote of the active student members.
Article IV – Officers Section 1: Eligibility Potential officers must meet the minimum eligibility requirements of active student membership (Article III, Sections 1 and 2). All officers of the organization shall possess (at the time of election and during their term) at least the minimum requirements regarding enrollment hours, GPA, academic and disciplinary standing, and financial and disciplinary holds to serve in a leadership position, as stated in the most recent version of The Golden Rule of the University of Central Florida. Officers who do not meet these requirements during their term shall be resigned or removed.
Section 2: Additional Officer Requirements Officers must attend all team meetings and meet the same dues and attendance requirements as regular members. Officers must fulfill their duties as stated within the constitution in a timely manner. No single officer will have sole financial responsibilities. Officers should meet to discuss official business at least once each month, and call meetings of all members as they see fit.
Section 3: Voting rights of Officers All officers, with the exception of the President, shall retain the voting rights of an active member. The President will only vote in the case of a tie.
Section 4: Stagnant Officers/Removal of officers If an officer becomes stagnant or uncommunicative, members or other officers may elect to remove them from office. An officer may be removed from office when the following steps have been taken: A written statement of notice must be submitted to the faculty advisor, and the current president (or next highest ranking officer if the president is stagnant) has notified the officer of their stance. At the next club scheduled meeting, if the inactive officer is present they may speak in their own defense. Defense cannot include ignorance of their duties as stated in Article 3 Section 7. Members shall have the opportunity to ask questions and express concerns before the club votes to take the officer out of their position or to allow them to remain in office. If the inactive officer is not present, the club may elect to vote them out of their position at that time.
Reasons for removal may include, but are not limited to: Ceasing communication with other officers or members of the Sport Club Council Executive board about official business, absence from practice, absence from club meetings, absence from Sport Club Council meetings, and misuse of financial power.
Section 5: Vacancies In the case of a vacancy in the office of the president, the Vice President will take over the position of the President, and a special election will be called to fill the position of the Vice President. In the case of a vacancy of either the Vice President or the Treasurer, the President will take on the responsibilities of the position until a special election can be held in order to fill the vacant position. The selection procedure will be the same as outlined in Article IV, sections 1 and 2.
Section 6: Term of Office The length of term of office shall be no longer than one year.
Section 7: Titles and Duties The officers of the organization shall include (in order of succession) a President, Vice President, Treasurer, Secretary and Webmaster. No officer will be permitted to hold more than one officer position at a time.
The President shall: - Supervise and coordinate the activities of the organization. - Preside over all meetings and call all meetings to order. - Communicate with the Sport Club Council and also the Office of Student Involvement and ensure that all paperwork is current. - Be one of three signers on financial documents. - Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the treasurer. - Ensure that all officers are performing their duties as defined in this Constitution. - Keep advisor informed of activities and functions of the organization. - Maintain order in club meetings. - Be familiar with the Golden Rule regulations as they relate to student organizations and communicate them to the organization as needed. - Provide all documents and records pertaining to his/her responsibilities to the newly-elected President. - Assign special projects to officers.
The Vice President shall: - Assist the President in his/her duties. - Assumes the President’s responsibilities in his/her absence. - Be one of three signers on financial documents. - Coordinate all club meetings in cooperation with the Secretary & Social Events Coordinator. - Keep accurate records of meetings in the Secretary’s absence. - Perform an audit of all financial transactions of the organization once per semester. - Provide all documents and records pertaining to his/her responsibilities to the newly-elected Vice President. - Assist in special projects as assigned by the President.
The Treasurer shall: - Keep an up-to-date and accurate account of all funds received and expended, including copies of receipts and detailed explanation of expenditures for which receipts are not available. - Present a budget report of deposits and expenditures to the membership at least once per month, and as requested by the President, Vice President, advisor, Sport Club Council or Office of Student Involvement. - Be one of three signers on financial documents. - Be responsible for collecting dues and notifying members who are delinquent in their payments. - Be responsible for creating a budget at the beginning of each fall and spring semester, in conjunction with the President or Vice President, or both. - Provide financial records sufficient to allow the Vice President to perform audits. - Provide all documents and records pertaining to his/her responsibilities to the newly-elected Treasurer. - Assist in special projects as assigned by the President.
The Secretary & Social Coordinator shall: - Notify members of meetings via e-mail and/or telephone at least 48 hours in advance. - Keep accurate minutes and records of all meetings. - Maintain an accurate list of members and their contact information. - Perform a verbal roll call of all members and maintain an attendance record. - Prepare ballots for elections. - Check eligibility for potential officers, prior to annual elections. - Keep copy of constitution and have available for members. - Provide all documents and records pertaining to his/her responsibilities to the newly-elected Secretary. - Plan three (3) social events for the team each semester or one (1) each month. - Assist in special projects as assigned by the President.
The Travel Coordinator shall: - Maintain an up-to-date calendar and schedule of tournaments. - Organize team members for each scheduled tournament no later than three (3) weeks before the date of the event. - Fill out all necessary paperwork for travel and turn it in to the Sport Club Council no later than two (2) weeks before the date of departure. - Work in conjunction with the Vice President and Treasurer to reserve hotel rooms and/or rent vehicles in accordance with Sport Club Council guidelines when necessary. - Work in conjunction with the Vice President and Treasurer to determine a reasonable cost for each individual traveling (taking gas, hotel and tournament entry fee into account) when the club’s funding and/or savings are not covering the total cost of the trip. - Assist in special projects as assigned by the President.
The Webmaster shall: - Keep accurate the information on the team website. - Update the website in a timely manner. - Assist other officers in their duties. - Assist in the technological aspects of team meetings and recruitment.
Article V – Selection of Officers Section 1: Nomination Process The nomination of officers shall occur each academic year at the membership meeting held in November. The highest-ranking officer not running for office shall facilitate the nomination and election process at this meeting. If this is not possible, the facilitator will fall to the next highest-ranking officer not running for office. If this is not possible, the facilitator will be selected by a majority vote of active student members.
Any active student member present may nominate someone or him/herself for office by verbally nominating the individual during this procedure. However, the nominee must be considered eligible for an officer position (as defined in Article IV, Sections 1 and 2 as verified by the Secretary.) Absentee/proxy ballots are not permitted in the nomination process.
Section 2: Election Process The election of officers shall occur at the membership meeting held in November. The order of elections shall begin with the President and proceed in order of succession. The organization may not proceed to the election of the next officer until the current one has been resolved.
The nominated candidates for each office will be given a chance to address the organization to discuss their qualifications and reasons why they should be selected to that office. Candidates will speak to the organization in alphabetical order by last name. Once each candidate for that office has had the opportunity to speak, all active student members present (minus the nominations/elections facilitator described in Section 1 above) will have the opportunity to vote by secret ballot. Absentee ballots and proxy ballots are not permitted in the election process.
The nominations/elections facilitator will tabulate all votes immediately, in the presence of the organization. The nominations/elections facilitator shall announce the officer with a simple majority (more than 50%) of all votes cast by active student members. If no candidate receives a majority of votes, the top two candidates will immediately enter into a run-off election. In the event of a tie, the nominations/elections facilitator shall cast a vote to break the tie.
The nominations/elections facilitator will then announce the new officer and ask if any active student member contests the count. If no active student member contests the count, the new officer shall take office as per Article V, Section 3. If an active student member contests the count, each candidate may select an active member to supervise the recount. The nominations/elections facilitator will immediately recount all votes in the presence of the selected representatives. Once an officer is confirmed, the organization will proceed to elections for the next officer.
Section 3: Installation of Officers Newly elected officers shall take office at the start of the next semester in January and their term will end immediately following the membership meeting the next April. Current officers should assist in the transition and training of the officers-elect, from elections until installation. A change in officer information should be reported to the Sport Club Council and also the Office of Student Involvement within 10 school days of installation.
Section 4: Re-election Any officer may be re-elected; however, not for more than two consecutive terms in the same officer position. Officers cannot reappoint themselves for a subsequent term, the must be re-elected as described in Article V.
Article VI – Officer Vacancies Section 1: Removal of Officers Leadership may be revoked without mutual agreement for non-participation, misconduct, failure to fulfill job duties, or violations of any provisions of the Constitution. The officer will be notified in writing of the possible removal from office at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Any officer may be removed from office upon a 2/3 affirmative vote of active present student members. The removed officer shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
Section 2: Resignation Officers no longer wishing to serve on the board must submit their resignation to the highest-ranking officer and advisor at least two (2) weeks in advance. Prior to the officer’s final day he/she shall provide all documents relating to the organization and brief his/her replacements of current projects in his/her care.
Section 3: Filling Vacant Officer Positions In the event an officer (besides the President) is removed or resigns, the remaining officers, by majority vote, will decide if the position is to be filled. If it is to be filled, the nomination and election process as stated in Article V will take place at the next membership meeting.
If the President is removed or resigns, the Vice President will assume the role of the President upon a majority confirmation of the remaining officers. If not confirmed, the position of the President will be filled as per the paragraph above.
The newly elected officer’s term shall end at the annual installation of officers in January. A change in officer information should be reported to the Sport Club Council and also Office of Student Involvement within 10 school days of the election.
Article VII – Meetings Section 1: Membership Meetings The membership should meet at least once per month during the fall and spring semesters. Meetings are open to those defined in Article III, Section 1 and officers (except the President, unless otherwise stated) and active student members are allowed one vote per motion. The quorum required to conduct business is a majority (more than 50%) of the officers and organization’s active and present student members. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 2: Officer Meetings The officers should meet at least twice per month during the fall and spring semesters. Meetings are open to those defined in Article III, Section1, and officers (except the President, unless otherwise stated) are allowed one vote per motion. The quorum required to conduct business is a majority (more than 50%) of the officers. Unless otherwise stated in this constitution, a motion is considered passed with a majority vote.
Section 3: Calling Meetings The President will be in charge of calling meetings and the Secretary will be responsible for notifying all members and/or officers at least 48 hours in advance, by e-mail and/or telephone.
Section 4: Meeting Procedure The President shall use his/her discretion as to the manner and process in which he/she presides over meetings. However, the President shall follow Robert’s Rules of Order in a given meeting if 2/3 of the active student members so request.
Article VIII – Advisor Section 1: Selection The advisor shall be selected by a majority vote of the officers. To be eligible to serve as the advisor, the person must be a contracted UCF employee (faculty or A&P), as defined by Human Resources.
Section 2: Role and Authority The advisor shall serve as a mentor to the organization – providing guidance to the officers and members in the development and implementation of programs and activities, as well as UCF policy and procedure. Additionally, the advisor will monitor expenditures of the organization. The advisor has no voting rights. The advisor must be willing to obtain an appropriate level of experiences, resource information, and knowledge related to the mission, purpose, and activities of the organization.
Section 3: Length of Term The advisor has no term limit as long as he/she remains a contracted UCF employee.
Section 4: Removal and Replacement of an Advisor The advisor will be notified in writing of the possible removal at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Upon a majority vote of active student members, the advisor will be removed from his/her duties. In the event that an advisor is removed or resigns, a new advisor shall be elected within 15 school days. A change in advisor information should be immediately reported to the Sport Club Council and also the Office of Student Involvement.
Article IX – Finances Section 1: Membership Dues Membership dues shall be determined each August by the President and Treasurer within 7 days of receiving the allocated budget from the Sport Club Council. Membership dues will be collected at the discretion of the Treasurer during the fall and spring semesters. No membership dues will be collected during summer terms, unless the club is actively competing. All members, including officers, are required to pay membership dues. Only the advisor shall be exempt from paying membership dues. Full or partial refunds can only be granted upon a 2/3 affirmative vote of the officres.
Section 2: Budget Approval The Treasurer (in conjunction with the President) shall create a budget for the fall and spring semesters. The officers and active student members, by majority vote, may approve the budget within the first month of each semester. In cases where $50.00 or less is necessary for collection through dues from each active member, the officers are not required to have the budget approved by the members.
Section 3: Financial Authority For the protection of the organization and its officers, it is required that two authorized persons approved all monetary transaction. Only the President, Treasurer, Vice President and Advisor can be signers with the organization’s financial institution. Organizational funds may be spent on items such as office supplies, events and activities, publicity, travel expenses, and conference fees, but will not be used for anything illegal under University, local, state, and federal laws. Al funds must be deposited within 48 business hours after collection.
Finances allocated by the Sport Club Council should be spent in accordance with their current rules, regulations and requirements. Purchase Request forms and Account Transfers should be filled out accurately and be legible. All fundraising must be documented in the clubs personal accounts, and also must be reported to the Sport Club Council using the correct Fundraising Report form.
Section 4: Officer Transition It shall be the responsibility of all account signers to change contact information, as well as assist in the update of new account signatures with the organization’s financial institution after each election. In addition, it is the outgoing Treasurer’s responsibility to compile and present all banking documents and information about the previous and current budget to the new Treasurer.
Section 5: Dissolution of Organization In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be donated to: The Susan G. Komen Foundation
Or Donate Online: http://ww5.komen.org/Donate/DonateOnline.html
Article X – External Affiliations The Collegiate Water Polo Association schedules the conference tournaments during the month of December for the following Spring. It is the responsibility of the President to communicate with CWPA in order to pay association fees. Each tournament scheduled by CWPA for the Southeast conference to which this club belongs must be attended. Failure to attend a conference tournament will result in revocation of participation privileges for the following school year.
It is the responsibility of the Vice President to make all members, officers, the advisor and the Sport Club Council aware of the tournament schedule at the earliest possible date. It is also the responsibility of the Vice President to communicate with CWPA in order to keep the club roster up to date, as well as keep the information about the coaches and other contact information accurate.
The rules and regulations of the external affiliate shall be followed when not inconsistent with the rules and regulations of this Constitution and the University of Central Florida.
Article XI – Publications and Advertising Section 1: Compliance All graphics and publicity of the organization must comply with the Golden Rule “Advertising” and “Misuse or Infringement of University’s Names or Marks” section, Event Policies, Student Union and other building guidelines, and the UCF University Marketing Graphic Standards.
Section 2: Approval The Secretary and President must unanimously approve all graphics and publicity (e.g., shirts, flyers, and other forms of advertising/marketing) prior to duplication and distribution.
Article XII – Ratification and Empowerment Section 1: Ratification This constitution will become ratified by a 2/3 approval of the officers and active student membership of the organization.
Section 2: Empowerment This constitution will take effect only after it is approved by the Sport Club Council, Student Government Association and Office of Student Involvement.
Article XIII – Amendments Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a membership meeting and should include a full explanation and/or rationale for the amendment. The amendment must be voted on at the following membership meeting. The amendment shall not take effect until approved by a 2/3 affirmative vote of active student members of the organization and approval of the Office of Student Involvement.
History of Constitution Created: May 21, 1998. Updated: November 28, 2008. |
Club's Constitution |