Club Constitution

Article I: Mission

1.     It is our aim to promote interest in the sport of sailing through lessons and intercollegiate racing while enhancing the educational experience and reflecting the mission of our University. The Sailing Club shall provide opportunity for participation in organized recreational and competitive activities for all levels of experience and expertise.

Article II: Organization

1.     Regional Association: The ND/SMC Sailing Club is a regular member club of the Midwest Collegiate Sailing Association (MCSA) and will abide by all MCSA rules unless in conflict with ND policy, in which case ND policies will take precedent.

2.     National Association: The ND/SMC Sailing Club is a regular member club of the Intercollegiate Sailing Association (ISCA) and will abide by all ICSA rules unless in conflict with MCSA or ND policy, in which case ND policies will take precedent.

3.     Membership:

a.     The Sailing Club is open to all full-time students at the University of Notre Dame and Saint Mary’s College. Membership will be as dues paying full (voting) members. ND/SMC faculty, staff, graduate students, and students of Holy Cross College may participate in the Club as dues paying associate (non-voting) members. All membership is dependent on eligibility per the Office of Recreational Sports (RecSports) “Eligibility of Students” policy: http://recsports.nd.edu/club-sports/policies-procedures/#Eligibility%20of%20Students. Membership is defined as attendance as 4 or more club sponsored events (meetings, practices, regattas, etc. though not including Activities Night or the Club Information Session) per semester.

b.     Summer learn-to-sail participants do not carry membership status within the club and are not entitled to any club privileges beyond those offered through the learn-to-sail class.

4.     Dues: Dues are $50 for each semester for all club members. Dues must be given to the Vice Commodore before fall break for the fall semester and by March 1 for the spring season. Dues will be required from all participants following attendance at 4 or more club-sponsored events or one regatta, whichever comes first.

5.     Officers:

a.     Commodore: oversees all administrative club activities, runs club meetings, schedules regattas at Midwinters in January, directs elections for the next year’s officers each spring. Works with the Captain in running the team

b.     Vice Commodore(s): Assistant to the Commodore and stands in for Commodore in his/her absence. Keeps minutes at club meetings, maintains email list, and responds to or forwards all ‘formal correspondence’. Maintains contact with the Midwest Collegiate Sailing Association. Responsible for the collection of dues, handling donations, fundraising, and other team expenditures. Liaison to RecSports and the Student Activities Office (SAO) at meetings, paperwork, etc. Responsible for all financial records and writes yearly financial reports.

c.      Captain: Organizes and runs team practices. Works with the Commodore in running the team.

d.     Vice Captain(s): Assistant to the Captain and stands in for the Captain in his/her absence. Oversees and maintains Club Fleet and all equipment in addition to assisting with team practices and regattas. Responsible for organizing travel to/from all regattas and working with Vice Commodore to file needed paperwork.

e.     Regatta Chair: Responsible for the Freshman Icebreaker Regatta hosted by Notre Dame, as well as any other regattas hosted by Notre Dame.

f.      Merchandise Chair: Communicates with University-approved vendors (Under Armour) to design and order apparel. Responsible for the pricing and sale of apparel and collection of funds.

g.     Publicity Chair: Represents the Club through social media. Responsible for regularly updating the Club website with calendar events, regatta results, etc. Communicates with team members about upcoming events. Responsible for recruitment at Activities Night. Records results and events from regattas for publication.

h.     Saint Mary’s Chair: Acts as representative for Club members from Saint Mary’s College. Responsible for securing co-exes for team dinners and any scheduling details that differ from Notre Dame students.

i.       Board of Directors: Composed of elected team members and those who previously held office. They will remain on the Board for the remainder of their undergraduate career at ND or SMC and will be recognized at official meetings.

6.     Election and Appointment of Officers:

a.     At least half the officers must be current ND undergraduate students. This number will change as needed to be compatible with RecSports and SAO policy. A Notre Dame faculty or staff member who is on file with RecSports advises the club.

b.     All officers will be elected by membership through an email survey at the end of December. This process will be facilitated by the Commodore.

c.      Officers must be full members of the club and currently enrolled at either ND or SMC.

d.     Any member may run for up to one position. Election is secured by the majority vote of full members with a run-off between the top two candidates if necessary.

7.     Impeachment of Officers:

a.     An officer deficient of his/her duties can be reviewed and removed by a formal vote. A full member must first present substantial grounds to the officers before the impeachment process can begin. An officer’s vote of two-thirds majority taken only after the situation has been addressed and reviewed by the officers and the Board of Directors is required for removal from office. In grave situations requiring proper action, the Club reserves the right to file a report with RecSports, SAO, and police should the situation warrant.

8.     Advisor:

a.     The Advisor will be chosen from the full-time faculty and staff at ND and must secure the majority of voting full members. He or she will have an ex officio membership and is denied voting privilege. His or her duties are:

i.     Review team budget and sign forms required by SAO, RecSports, or any other necessary paperwork.

ii.     Administrate the summer sailing lessons during the summer school session, unless the club officers and Board choose another director for the summer program.

b.     Impeachment of the Advisor can occur with substantial grounds presented by current officers or Board of Directors and following an officers vote of two-thirds majority, taken only after the situation has been addressed and reviewed by officers and the Board of Directors. In grave situations requiring proper action, the Club reserves the right to file a report with RecSports, SAO, and police should the situation warrant.

9.     Meetings:

a.     Regular meetings will be set each semester at a time scheduled by the Commodore and will be announced via email.

b.     Special meetings can be called at the discretion of the officers and will be announced via email.

c.      Officers are obligated to attend all meetings, while members will have voluntary attendance. Quorum will be attendance of all officers.

10. Disbursement of Funds:

a.     Club officers and the Board will review all expenditures. The Treasurer will submit written budgets at the beginning of each semester and they will be reviewed at the close of each semester with the aid of the Commodore and the Captain. In the case of large expenditures (over $1,000), a vote will take place of all officers.

b.     All financial transactions of the Club will be managed through the University of Notre Dame’s accounting system, as stipulated by the Student Union Treasurer’s Office.

Article III: Amendments to the Constitution

1.     Any proposed changes or amendments would be submitted to the officers, Board of Directors, and Advisor for review. An officer vote will take place and a two-thirds majority is necessary for an amendment to pass. All approved changes and amendments will then be submitted to the Student Activities Office and RecSports.

 

2.     To reflect the ever-changing environment of the ND/SMC Sailing Team and the Policies of SAO and RecSports, the Club Constitution must be thoroughly reviewed and (if necessary) revised by the officers and Board of Directors at least once every three years.

Revised February 2015